Manuals
· FY2025 PA Manual
· FY2025 CDC Manual
CCBHC Manuals
· CCBHC Manual
· Crisis Services and CCBHC
· CCBHC Letter of Termination
Support Services
·
Providing-Billing Services that Support the 8 Dimensions of Wellness Guide
·
PRSS Protocol for Provision of ODMHSAS and OHCA Funded BH Services FY2019
· BH Case Management Guide
Opioid Treatment Providers
· OTP Providers
Telehealth Resources
· CMS Telehealth Toolkit
ODMHSAS Contracted Agencies Only
· ODMHSAS Service Manual for FY25 - effective until 7/1/25
· Contract Monitoring Guide
- Statements of Work
- FY21 SOWs
-
·
Big SOW
- ·
Eligibility and Target Population Matrix
- ·
General SUD Services
- Advocacy Services
- Advocacy Fixed Rate Services
- Advocacy – Consumer and Family Advocacy Services
Contractor shall furnish the necessary resources to provide consumer and family advocacy services. Contractor shall:
- • Provide an Oklahoma City-based office and telephone line, with live full-time coverage during business hours for individuals
seeking information, referrals, support, and advocacy-related substance abuse services, and routine administrative
tasks associated with operations.
- • Provide a peer warm line to support the Oklahoma County Innovation Project
(crisis system initiative for Oklahoma County).
The line is to be active 24/7/365 and shall provide peer coaching and referrals. This includes maintaining a memoranda of
understanding with OCCIC/OCRU/URC and the Community Response Team specifying collaboration relationship.
- • Provide easily accessible resource library with cost-free information on substance abuse disorders and issues,
family support resources, and other relevant information.
Library content may include brochures, books, periodicals, audio/visual media, and online content.
- • Distribute information and materials to support and educate families and significant others of individuals with
substance abuse issues, parents who have a child with a substance abuse issue, and consumers of substance
abuse series through:
- • Promoting healing strategies within the family and community through
outreach and awareness activities;
- • Partnering with existing institutions to intervene and promote community healing; and
- • Conducting family and community educational workshops about addiction and recovery.
- • Develop and distribute a quarterly newsletter to consumers and families;
include online and web-based mediums.
- • Participate in educational conferences providing advocacy participation information,
addiction and recovery educational materials, resources, and recovery support services available.
- • Maintain and promote an active speaker’s bureau of both consumers with lived experience,
as well as family members.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings,
co-sponsoring events, and cross promoting peer programming, recovery, and wellness activities as a way to ensure consumer
voice across the state.
- Advocacy – Consumer-To-Consumer Outreach
Contractor shall furnish all necessary resources to provide Consumer to Consumer Outreach services. Contractor shall:
- • Provide visitation by consumers, relationship development by consumers, and invitations to participate in
special programs designed for consumers in the area(s) specified by ODMHSAS.
- • Establish program standards and criteria through engagement of professional staff and
people who have accessed or are currently accessing Contractor’s services.
- • Employ program specific staff members who are consumers of services.
- • Conduct consumer interest and needs surveys regarding available events, programs, and activities.
- • Increase the awareness of activities available to consumers living alone or in relative isolation,
including outreach home visits, telephone contacts, and social media outlets.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings,
co-sponsoring events, and cross-promoting peer programming, recovery, and wellness activities as a way to
ensure consumer voice across the state.
- • Utilize social marketing to distribute quarterly newsletters.
- Advocacy – Family Support, Education, and Advocacy
The Department separately contracts with the state chapter of the National Alliance on Mental Illness (NAMI - Oklahoma).
In that regard, NAMI –Tulsa agrees to work with NAMI - Oklahoma and the Oklahoma Department of Mental Health and Substance Abuse
Services (ODMHSAS) to pursue mutual missions of support, education, and advocacy.
Contractor shall furnish the necessary resources to provide these services. Contractor shall:
- • Provide a Tulsa-based office and telephone line for individuals seeking information, referrals, support,
and advocacy related to services for persons with mental illnesses.
- • Facilitate Family to Family Support groups.
- • Facilitate NAMI Basics groups.
- • Facilitate NAMI Connection Support Groups.
- • Facilitate Parents of Children Groups.
- • Conduct Prevention, Advocacy and Outreach activities to individuals and family members experiencing mental health,
substance abuse and co-occurring disorders.
- Advocacy – Veteran Consumer and Family Advocacy
Contractor shall furnish the necessary resources to maintain statewide consumer advocacy activities to support the
well-being of veterans who are in recovery from substance abuse and/or co-occurring disorders. Contractor shall:
- • Provide an office, located in area identified by ODMHSAS, and telephone, with a line for individuals seeking
up to date information, referrals, peer support, advocacy related to services, and conducting all routine administrative
tasks associated with operations.
- • Provide education and peer support groups for veteran consumers and their family members.
- • Conduct prevention, advocacy, and outreach activities to individuals and family members
experiencing substance abuse, or co-occurring substance abuse and mental health disorders.
- • Participate in community awareness activities.
- • Maintain working relationships with referral and service organizations to help veterans and their
family members with filing benefits claims, medication evaluation, mental health and/or substance abuse services
and counseling needs.
- • Connect and link veterans and their family members to services that will provide individualized support
such as educational, training, housing, and employment opportunities.
- • Develop a recovery or wellness plan with all individuals who connect with Contractor to
identify individual services, supports and lists other resources.
- • Conduct 6-month follow-up; and
- • Provide aftercare services, social and information gatherings,
and peer-to-peer support opportunities for veterans and their family members.
- • Promote healing strategies within the family and community.
- • Participate in educational conferences to increase awareness of the unique needs of this
population through education material and resources.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings, co-sponsoring events,
and cross-promoting peer programming, recovery, and wellness activities as a way to ensure consumer voice across
the state.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work.
Contractor will provide such detail as the Department may require. Such report shall be submitted to the appropriate program staff
no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
At least ¼ of service provisions each month shall be peer recovery support or wellness services, or a combination
thereof.
- Advocacy – Woman's Advocacy and Support
Contractor shall furnish the necessary resources to provide consumer and family recovery support services
for women involved with or at risk for involvement with the criminal justice system. Contractor shall:
- • Provide an office, located in area identified by ODMHSAS, and telephone line, with live full-time coverage
during business hours for individuals seeking information, referrals, support, advocacy-related substance abuse services,
and conducting all routine administrative tasks associated with operations.
- • Provide a peer warm line to support the Oklahoma County Innovation Project
(crisis system initiative for Oklahoma County).
The line is to be active 24/7/365 and shall provide peer coaching and referrals. This includes maintaining a memoranda of
understanding with OCCIC/OCRU/URC and the Community Response Team specifying collaboration relationship.
- • Provide training and support to the customer to assist with their recovery process.
This may involve assisting the customer in the acquisition of knowledge and skills necessary to understand and address
specific needs in relation to enhancement of problem-solving skills, coping mechanisms, and strategies for relapse prevention
assistance in understanding crisis plans and community re-entry planning.
- • Promoting healthy lifestyle strategies with customer and the family through trainings and classes
that focus on nutrition, exercise, and tobacco cessation. Activities may include support groups, exercise groups,
and individual physical wellness plan development, implementation assistance and support.
- • Partnering with existing institutions and programs to intervene and promote access to supportive programs
which provide assistance, supports, supplements, and/or links the customer with the appropriate service components.
This can include medical, dental, financial, employment, legal, and housing assistance.
- • Conducting family and community educational workshops about addiction, recovery and wellness.
- • Utilize social marketing techniques to distribute quarterly newsletters,
and have a presence via social media outlets to better reach consumers and family members,
as well as community stakeholders.
- • Participate in educational conferences providing advocacy participation information,
addiction and recovery educational materials, resources, wellness/healthy living and recovery support
services available.
- • Host at least one (1) drug-free, alcohol and tobacco free social activity during National Recovery Month.
This activity can include a rally and walk/run event, educational event, or special celebration.
- Advocacy Government/Professional/Sole Source Services
- Advocacy – Advocacy and Support Services
Contractor shall furnish the necessary resources to provide advocacy and support services. Contractor shall:
- • Publish and distribute four (4) organizational newsletters including web and internet based mediums.
- • Establish peer-to-peer support groups and maintain a record of them across Oklahoma including contact information.
Maintain a listserv for distribution of the quarterly newsletter.
- • Conduct facilitator training workshops for Depression Bi-Polar Support Alliance (DBSA) support groups.
- • Provide ongoing technical assistance to established and newly initiated DBSA support groups.
- • Collect and update the list of group meeting locations, number of those in attendance, and the frequency of the group meetings.
- • Provide contacts to the community either face-to-face-or via the telephone to provide Outreach and Advocacy.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross-promoting peer programming, recovery, and
wellness activities to ensure consumer voice across the state.
- • Utilize social marketing techniques to distribute information and have a presence via social media platforms to better
reach consumers and other stakeholders. Include real time updates to websites and social media platforms to assist with locating resources,
supports and services provided by the contractor.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work.
Contractor will provide such detail as the Department may require. Such report shall be submitted to the no later than the 10th day of the
month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Aging
This contract is to provide advocacy and education services related to the aging population of Oklahoma. Contractor shall:
- • Provide advocacy services related to the aging population of Oklahoma. Services shall include:
- • Technical assistance for the development of additional statewide affiliates, as requested.
- • Advocacy alerts to Oklahoma Mental Health Aging Coalition (OMHAC) members; national, state, and local.
- • Continued membership with the National Coalition on Mental Health and Aging,
and support national priorities and their implementation in Oklahoma.
- • Support on the continued implementation of the ODMHSAS older adult peer support specialty.
- • Provide education services related to the aging population of Oklahoma. Services shall include:
- • Distribution of local, state, and national mental health and substance abuse information to members and networks.
- • The provision of seminars and workshops at conferences.
- • Support of strategies to implement the Older Adult Behavioral Health State Plan.
- • Maintenance of OMHAC website.
- • Development of behavioral health training for networks that provide services to older adults.
- • Support and training for Healthy IDEAS, Mental Health First Aid for Older Adults and other best practices as requested.
- • Provide a written quarterly report to ODMHSAS that documents provision of services described above.
- Advocacy – Chronic Recovery Flex Funds
This contract is to provide funding to support the implementation and sustainability of programming associated with
Diabetes Self-Management Education (DSME). Contractor shall:
- • Submit a plan to ODMHSAS for the use of funds to be spent on costs associated with the implementation
and sustainability of DSME programming specific to the Contractor’s needs.
- • Submit outcomes of the approved plan to ODMHSAS.
- Advocacy – Consumer Advocacy and Support
Contractor shall furnish the necessary resources to provide consumer advocacy and support to state treatment
providers to facilitate behavioral health treatment system initiatives that promote promising practice within the health and wellness field.
Contractor shall:
- • Provide a telephone line, with full-time coverage during business hours, for individuals seeking information,
referrals support, and advocacy related to services for persons with behavioral health issues.
- • Furnish a cost-free library on behavioral health disorders and issues, family support resources, and other relevant information to
support behavioral health treatment providers. Information may include brochures, books, periodicals,
and audio/visual media.
- • Provide a representative to meet quarterly with the ODMHSAS liaison to
review contract activities and assist with matters of mutual concern.
- • Participate in key statewide stakeholder boards, commissions, workgroups, and task forces.
- • Work with ODMHSAS legislative liaison to educate lawmakers regarding the social
and economic costs of untreated behavioral health.
- • Advocate and educate providers about public policy, to include trainings and monthly CEU opportunities.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery,
and wellness activities as a way to ensure consumer voice statewide.
- • Provide a quarterly written report of activities pursuant to the Statement of Work.
Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to the ODMHSAS no later than the 10th day of the
following the end of each quarter (e.g., the 10th of April and July).
- Advocacy – Consumer and Family Advocacy
Contractor shall furnish the necessary resources to provide consumer and family advocacy services. Contractor shall:
- • Maintain a statewide office to conduct all routine administrative tasks associated with such office operations.
- • Establish NAMI affiliate organizations across Oklahoma and within each county.
Provide leadership support, guidance and ongoing technical assistance to all affiliates in terms of peer and family support programming such
as Family-to-Family, NAMI Basics, In Our Own Voice, NAMI Connections, and Family Support groups. Keep record of these programming elements
such as attendance and contact information.
- • Develop and establish local referral and support networks across the state utilizing peer programming such as Family-to-Family,
Basics, In Our Own Voice, NAMI Connection and Family Support groups by collaborating and partnering with affiliates.
- • Participate on key statewide stakeholder boards and commissions.
- • Conduct regional education workshops and leadership trainings utilizing technology in order to accomplish this when appropriate.
- • Provide and maintain a tool free phone and website that provides information, referral and advocacy to people in need.
- • Participate in trade shows and awareness activities including the Children’s Conference,
the Prevention and Recovery Conference, and other events hosted by family and peer-run organizations.
- • Host at least one (1) drug, alcohol and tobacco-free social activity during National Recovery Month.
This activity can include a rally and walk/run event, education event, or special celebration.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA),
the Children’s Behavioral Health Network (CBHN) and local Systems of Care (SOC) coalitions including, but not limited to representation at
monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery, and wellness information, events and activities as a
way to ensure consumer voice across the state.
- • Meet quarterly with designated ODMHSAS representative to review issues of shared concern and advocacy efforts of NAMI-Oklahoma.
- • Distribute information:
- • Quarterly newsletters in electronic and hard copy form;
- • Lending library on mental health issues and associated literature; and
- • Maintain and promote an active speakers’ bureau of both consumers and family members of consumers with mental health issues.
- • Utilize social marketing techniques to distribute information mentioned above and have a presence via social media platforms to
better reach consumers and family members. Include real time updates to local and national websites with information about how to locate services,
programs, and support groups.
- • Distribute and update the list of family support group meeting locations, number of those in attendance,
frequency of the group meetings and partnerships/referrals to local treatment providers, if any.
- • Conduct surveys with affiliates and program participants to measure interests and needs regarding services, supports, outcomes,
events, programs, and activities available to them. Collect information and provide data back to ODMHSAS representative. Develop survey
instrument in conjunction with the ODMHSAS representative(s).
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
Contractor shall provide such detail as the Department may require. Such report shall be submitted to ODMHSAS no later than the 10th day of the
month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Consumer Conference and Training
For purposes of this agreement the scope of work will include supporting the attendance of parents, youth,
and other family members at conferences, trainings, and approved meetings, subject to prior approval of the ODMHSAS,
with the express intent to strengthen members’ skills in the development of consumer/family/youth networks and leadership skills
throughout Oklahoma.
- Expectations regarding reporting of conference participation, and format for reporting conference offerings and potential
impact on strengthening members’ skills in the development of consumer/family/youth networks and leadership skills throughout
Oklahoma shall be made prior to entering travel status.
- Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to
substantiate authorized expenses, approved by the ODMHSAS Director of Advocacy and Wellness.
All in-state and out-of-state travel reimbursement rates will be applied and sufficient documentation will be maintained by Contractor to
confirm detailed compliance with travel policies related to mileage, per diem, and lodging.
- Advocacy – Family Support and Parent Coaching
Under the direction of the Oklahoma Department of Mental Health and Substance Abuse Services, Parents Helping Parents (PHP),
will help develop chapters, recruit and support parent coaches for families impacted by substance abuse issues. Contractor shall:
- • Identify and consult with communities interested in starting chapters of PHP.
- • Work with the Children’s Behavioral Health Network to identify support parents in regional System of Care communities.
- • Provide trainings on relevant family topics such as self-care and codependency.
- • Organize and identify parents to be trained and participate in the Parent Coach Program.
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
Contractor shall provide such detail as the Department may require. Such report shall be submitted to the Coordinator of
Community Advocacy and Wellness no later than the 10th day of the month following the end of each quarter
(i.e., the 10th of October, January, April, and July).
- • Number of active chapters and participants;
- • Number of Parent Coaches identified;
- • Number of parent support groups, topics, and number of parents who attended; and
- • Any other pertinent activities.
- Advocacy – Family Support, Education and Advocacy
The Department separately contracts with the state chapter of the National Alliance on Mental Illness (NAMI – Oklahoma).
In that regard, NAMI –Tulsa agrees to work with NAMI – Oklahoma and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS)
to pursue mutual missions of support, education, and advocacy. Contractor shall furnish the necessary resources to provide these services.
Contractor shall:
- • Distribute information and materials to support and educate families and significant others of individuals who suffer
from a mental illness, parents who have a child with a serious emotional disorder, and consumers of mental health
services.
- • Furnish a cost-free, easily accessible resource library with information on severe mental illnesses, serious emotional disorders,
and other relevant information. Library content may include brochures, books, periodicals, and audio/visual media.
he Contractor may, however, recoup costs for materials that are not returned, in accordance with the Contractor’s
library policy.
- • Provide a representative to meet with the appropriate ODMHSAS program staff member to review
contract activities and assist with matters of mutual concern.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery,
and wellness activities as a way to ensure consumer voice across the state.
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
Contractor shall provide such detail as the Department may require. Such report shall be submitted to the Coordinator of Community Advocacy
and Wellness no later than the 10th day of the month following the end of each quarter
(i.e., the 10th of October, January, April, and July).
- Advocacy – Latinx Advocacy and Education Peer Support Services
This contract is to provide advocacy and education services related to the Latinx population of Oklahoma in order to improve access and reduce disparities.
- • Contractor shall:
- • Provide education services related to the Latinx population of Oklahoma. Services shall include:
- • Spanish Translation of the ODMHSAS Peer Recovery Support Specialist Training Manual.
- • Development of the Latinx Peer Support Specialty training.
- • Support on the continued implementation of the ODMHSAS Latinx Specialty training by facilitating the training quarterly in partnership with the ODMHSAS Peer Program.
- • Timeline:
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December 2020
|
Contract preparations and execution
|
|
January 2021
|
Spanish Translation of PRSS Core Curriculum
|
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February 2021
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Spanish Translation of PRSS Core Curriculum and Development of PRSS Latinx Specialty Track
|
|
March 2021
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Development of PRSS Latinx Specialty Track
(in English) 3 hours training
|
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March 1, 2021
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Completion of Translation of PRSS Core Training Curriculum.
|
|
April 1, 2021
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Latinx Specialty Track Curriculum Submitted
for Approval
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April-May 2021
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Approval Continued
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June 2021
|
Training date scheduled (3 hours Latinx
Specialty Track)
|
- Advocacy – Nicotine Replacement Therapy Project
Contractor shall provide the resources necessary for development and implementation of consumer cessation assistance
procedures for consumers identified as tobacco users, during the period of admission up to 2 weeks into the Contractor’s Residential Treatment Program.
Contractor shall:
- • Assess for tobacco use at screening and intake, and use the “5A’s” model.
For individuals identified as tobacco users, a tobacco dependency diagnosis (in accordance with the DSM–5) shall be included in the
intake assessment summary.
- • Offer each consumer who uses tobacco, cessation assistance upon admission to residential treatment, and will ensure that every
consumer who receives Nicotine Replacement Therapy (NRT) enrolls with the Oklahoma Tobacco Helpline (OTH) for services and supports through
a faxed referral process.
- • Consultation between the consumer and the treatment professional shall determine to the appropriate level of nicotine
replacement product to be provided, and the duration of its use. Contractor shall purchase NRT for the period of admission up to two weeks
into the Contractor’s Residential Treatment Program.
- • Contractor will work with ODMHSAS Central Office staff to establish an appropriate workflow and process that enables
consumers the ability to access the OTH coaching sessions via phone.
- • Offer cessation informational materials and support groups for consumers wishing to engage in tobacco cessation
efforts during their stay in the Contractor’s Residential Treatment Program.
- • Submit a monthly report, including the following:
- • Number of people admitted into the Residential Treatment Program who identified as a tobacco user;
- • Number of people who received NRT;
- • Number of people who enrolled with the OTH for services and supports; and
- • Number of support groups offered for consumers wishing to engage in tobacco cessation efforts.
- • Acknowledge the receipt of the quarterly OTH fax referral report, and utilize this report information to ensure that the
Contractor’s list of individuals referred/enrolled in OTH matches.
- • Submit a properly completed invoice, no later than 30 days after the end of each month, and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided (ex: the dollars expended on NRT) and in accordance with the terms and conditions of this agreement.
- • Contractor shall not utilize funds for any activity not directly related to the
coordination of the Nicotine Replacement Therapy Project (NRTP).
- Advocacy – Peer Run Drop In Center
The ODMHSAS implements Peer Run Drop-In Centers (PRDIC) as part of their larger effort to create community based services
and supports that empower and promote holistic wellness and recovery for Oklahomans with mental illness, substance abuse, or co-occurring disorders.
Treatment services shall not be provided or housed at the PRDIC. Contractor shall:
- • Sustain and operate a PRDIC, in the area specified by ODMHSAS, for persons to engage with, in addition to (or rather than)
seeking treatment from clinical programs as a way for consumers to visit and seek support from peers, participate in social activities,
or simply relax and have fun.
- • Offer services on evenings, weekends, and holidays, when clinical mental health services might be unavailable.
- • Provide opportunities for connection, mutuality, and empowerment by planning and directing the drop-in center’s activities.
Participants may learn practical lessons about planning, budgeting, and working. More importantly, allow the participants the ability to develop a
sense of responsibility, self-worth, and ownership of their recovery. Rather than focusing on treatment of an illness, create space for the PRDIC to
stress personal values of recovery and self-determination.
- • Target adults ages 18 and above with serious mental illness (SMI), substance abuse, or co-occurring disorders,
who need and want community based, peer supports to assist with living a satisfying, hopeful, contributing life in the community of their choice.
Participants are individuals who may still have symptoms but wish to seek services outside of, or in conjunction with, the traditional mental health
and substance abuse service system. The services provided at the PRDIC are to be provided by people who have lived experience with their own mental
health, substance abuse, or co-occurring diagnosis and have experience in providing peer support and/or advocacy services. Participants may join the
PRDIC regardless of their service area.
- • Submit monthly reports to the Director of Peer Programming and Integration in a format determined by ODMHSAS.
- Advocacy – Special Population Outreach
Under the direction of the Director for Peer Programming and Integration,
Contractor shall provide outreach, support and consultation for youth and young adults in the Oklahoma City metro area, ages 13-26,
who may need services and assist them with accessing those services and developing community supports.
- • Contractor shall provide at least one full-time staff member and the resources needed to accomplish the following activities:
- • Conduct outreach activities, including street outreach to youth and young adults who may need but are not receiving services and support.
- • Refer and link youth and young adults to services available at the Contractor’s agency or other appropriate
community-based and health-related services.
- • Provide technical assistance, training, and consultation to interested community partners on topics such issues faced by
youth and young adults who identify as LGBTQ and ways to support them using curriculum provided by SAMHSA’s Addiction Technology Transfer
Network LGBT, or other approved by the ODMHSAS.
- • Provide a safe space, resources, and other needed materials necessary for the facilitation of education and support groups.
Topics include, but are not limited to: wellness, tobacco cessation, seeking safety, sexuality, substance abuse/use, self-esteem,
leadership skills, etc.
- • Conduct periodic surveys with youth and young adults participating in the program to measure interests and needs regarding services,
supports, events, programs, and activities available to them.
- • Provide supportive and consistent supervision of staff member(s) to ensure program success and that the needs of the
youth and young adults are being addressed appropriately and consistently.
- • Attend training, approved by ODMHSAS, specific to youth and young adult mental health and substance abuse population
to enhance knowledge and ability to provide outreach and education for this population.
- • The Contractor will provide quarterly reports that will include:
- • Outreach Activities: The number of youth and young adults contacted, number contacted who received referrals/linkages
and the locations they were referred/linked with;
- • Education and Support Groups: The number and type of groups held during the month, and the number of
participants who attended each group;
- • Training and Consultation Activities: The number of trainings/consults provided during the month, the name of the agencies who
received the training/consultation and a general description of training/consultation content;
- • Staff Development: The number of trainings referenced above that were attended by Contractor staff during the month; and
- • Survey Data: The aggregate information provided by the responses to the interest survey to be developed collaboratively with youth,
young adults, Contractor and the ODMHSAS.
- Child, Youth, Young Adults, & Families
- Definitions
ABC – Attachment and Biobehavioral Catch-up
ABCC – A Better Chance Clinic
A-CRA – Adolescent Community Reinforcement Approach
Active Participant – a participant active in Family Drug Court at any point during the month of interest
and whose information has been updated in DC Webs in the past 60 days including participants who may have graduated or have
been terminated from the court during the month of interest. This also includes any participant that is absent without leave
for less than 30 days.
ASI - Addiction Severity Index
Behavioral Health Crisis - Refers to an immediate significant disturbance of emotional, behavioral,
or psychiatric functioning that is best served by an immediate response with the child and their caregivers.
BHA - Behavioral Health Aide as defined in Administrative Rule 450:1-1-1.1.
BISSS – Behavioral Intervention Services in School Setting
CADC - Certified Alcohol and Drug Counselor
Call - Refers to land line or mobile telephone calls into the Call Center from any family, youth,
school, police, or other source requesting CMRS-Children’s Mobile Response and Stabilization Services for one or more
children under 25 experiencing a behavioral health crisis. Available 24 hours a day, 7 days a week, 365 days a year.
CARE Project – Comprehensive Approaches to Recovery Enhancement Grant
CC — Care Coordinator
CCFF – Center for Children and Family Futures
CF – Celebrating Families – evidence-based program that is an intergenerational, family skills building curriculum
designed to support and maintain recovery from substance use and addiction; improve the health and well-being of children and
family members; and increase family reunification. The program strengthens family life and is comprehensive, developmentally
appropriate, and relevant for diverse cultures and includes all family members.
Children - any individuals between 0 and 21 years of age
CLAS – Cultural and Linguistically Appropriate Standards; national guidelines for providing culturally
and linguistically appropriate services
Components for Enhancing Clinician Experience and Reducing Trauma (CE-CERT)
- is to address the impact of secondary exposure produced by professional helping role with person who have experienced trauma.
It combines theoretical basis with operational skills to assist clinicians and supervisors in addressing the issue in the day to
day working milieu.
COS - Circle of Security
CPP - Child Parent Psychotherapy
CPS - Certified Prevention Specialist
CRA - Community Reinforcement Approach
Deferred Call – A call in which the family requests that an MRT respond face to face to the emergency
at a later time.
Early Childhood Mental Health Consultation (ECMHC) – A capacity building and problem solving intervention implemented
in early childhood settings. A professional consultant with infant/early childhood mental health (ECMH) expertise develops a
collaborative and reflective relationship with a consultee(s) within a program in order to enhance the quality of young
children’s social and emotional affective environments. Consultation aims to strengthen the capacity of staff, families,
programs, and systems to promote positive social and emotional development as well as prevent, identify, and reduce the impact
of mental health problems among young children and their families.
ECMHC Advisory Committee – Committee comprised of representatives from Oklahoma State Department of Health
Child Guidance Service (Warmline), OKDHS Child Care Services, and the ODMHSAS, including the Early Childhood Mental Health
Consultant/Mentor and the Infant and Early Childhood Services Manager. This committee leads the activities of the ECMHC
Network including training, support, review of consultant applicants and evaluation. The committee is tasked with the
strategic plan for ECMHC and is aligned within the Oklahoma Infant and Early Childhood Mental Health State Strategic Plan.
ECMHC Network – Network of consultants across participating agencies as well as private practitioners
who meet qualifications to provide ECMHC.
Early Childhood Mental Health Consultant/Trainer (ECMHC/T) - A licensed mental health provider with expertise
in infant and early childhood mental health and experience providing consultation and support to providers in group care.
The ECMHC/T co-facilitates the ECMHC orientation and provides training, technical assistance and mentoring to consultants
within the ECMHC network to assure fidelity toward a best practice ECMHC model.
Embedded Care Coordinator - provides service coordination to youth identified in the child welfare system.
The Care Coordinator is responsible for comprehensive and intense coordination of behavioral health services for children in
custody who have complex psychosocial needs. Responsible for serving 8 to 10 youth at any given time. Provides, facilitates,
coordinates and follows up on behavioral health care that is based on the strengths, needs and cultural of the youth and shall
include family involvement.
Family Treatment Court Treatment Provider – service provider contracted by ODMHSAS to perform assessment
and treatment services to Family Treatment Court participants.
FEP – When people are early in their experience with symptoms of psychosis as defined in the DSM V
(excluding psychotic symptoms related to substance use or medical conditions) and early in their experience with treatment
FSP — Family Support Provider as defined in Administrative Rule 450:1-1-1.1.
GAIN - Global Appraisal of Individual Needs
GAIN SS - Global Assessment of Individual Need Short Screener
GPRA – the Government Performance and Results Act
Hours of Mobility - Refers to the hours for which CMRS-Children’s Mobile Response and Stabilization
Services providers are expected to provide the capacity for a mobile response in the community when necessary:
24 hours a day, 7 days a week, 365 days a year.
Infant and Early Childhood Mental Health Co-leads (also referred to as IECMH Co-leads) - ODMHSAS and OSDH
personnel responsible for providing leadership to support infant and early childhood mental health efforts
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
LBHP — Licensed Behavioral Health Professional as defined in Administrative Rule 450:1-1-1.1.
LMHP — Licensed Mental Health Professional as defined in Title 43A 1-103(11)
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
Manager of Infant and Early Childhood Services — one of the two Infant and Early Childhood Mental Health
Co-leads who also serves as the Project Director for the SOC² Grant and will serve as the primary point of contact between
the Contractor and the ODMHSAS.
MAT - Medication Assisted Treatment
National Wraparound Initiative (NWI) - The National Collaborative tasked with the development of nationally
recognized and accepted wraparound tools, training materials and standards.
OKDHS - Oklahoma Department of Human Services
OKFDC – Oklahoma Family Drug Court
Oklahoma Child Care Warmline – Statewide program that provides telephone support and consultation to child
care providers. Serves as the access point to request consultation services and maintains all data and information regarding
referrals to the network. The Warmline Coordinator oversees assignment of referrals to consultants in the network and assures
that referrals meet contract eligibility criteria.
ONIT – Oklahoma Now is the Time Initiative
O-YAY - Oklahoma Young Adults and Youth Initiative
PCIT - Parent Child Interaction Therapy
PFS – Pay For Success
Project LAUNCH (Linking Action for Unmet Needs in Child Health) – A grant program of the federal Substance
Abuse and Mental Health Administration, seeks to promote the wellness of young children birth to age eight. Project LAUNCH focuses
on improving the systems that serve young children with the goal of helping all children reach physical, social, emotional,
behavior and cognitive milestones. This grant was awarded to the Oklahoma State Department of Health (OSDH) with ODMHSAS as the
Early Childhood State Wellness Partner.
PRSS — Peer Recovery Support Specialist as defined in Administrative Rule 450:53.
QIC-CCCT – Quality Improvement Center for Collaborative Community Court Teams.
RA1SE NAVIGATE Early Treatment Program – Promising practice, coordinated specialty care approach created
by Dr. John Kane funded by the National Institutes for Mental Health. Recommended by SAMHSA for implementation by states.
This program was designed to treat people who are experiencing psychosis related to mental illness, specifically schizophrenia
and schizoaffective disorder.
SED - Serious Emotional Disturbance
SF – Strengthening Families / Strengthening Families Birth to 3 (SFP/SFP B23) – evidence-based family
skills training program found to significantly reduce problem behaviors, delinquency, and alcohol and drug abuse in children,
and to improve social competencies and school performance. Child maltreatment also decreases as parents strengthen bonds with
their children and learn more effective parenting skills.
SMI and SED (State and Federal Block Grant Definition) - Children with SED refers to persons from birth to
age 18 and adults with SMI refers to persons age 18 and over; (1) who currently meets or at any time during the past year has
met criteria for a mental disorder – including within developmental and cultural contexts – as specified within a recognized
diagnostic classification system (e.g., most recent editions of DSM, ICD, etc.), and (2) who displays functional impairment,
as determined by a standardized measure, which impedes progress towards recovery and substantially interferes with or limits
the person’s role or functioning in family, school, employment, relationships, or community activities.
System of Care (SOC) Best Practice Model - (as established by SAMHSA through the National Technical Assistance
Center for Children’s Mental Health) is a comprehensive spectrum of mental health and other support services which are organized
into a coordinated network to meet the multiple and changing needs of children and adolescents with serious emotional disturbance
and their families. It is youth guided, family driven, community based, needs driven and culturally competent. A local community
team, with significant parent representation and involvement, serves as the primary coordinating body regarding the needs of
children and families to be served.
System of Care: Strengthening Our CareNet (SOC²) — Grant awarded to the Department by the Substance Abuse and
Mental Health Services Administration (SAMHSA). A large focus of this grant is to improve access to and the quality of mental
health services for infants, young children, and their caregivers statewide.
T-ASI - Teen Addiction Severity Index
TFCBT – Trauma Focused Cognitive Behavioral Therapy
The ASAM Criteria - American Society of Addiction Medicine Patient Placement Criteria
Transition to Independence Process (TIP) - A best practice process developed by the National Network on
Youth Transition for Behavioral Health. It is a practice model for youth and young adults with emotional/behavioral difficulties
to: a) engage them in the planning process of their own future; b) provide them with developmentally-appropriate, non-stigmatizing,
culturally-competent, and appealing services and supports; and c) involve them and their families and other informal key players
in a process that prepares and facilitates them in their movement toward greater self-sufficiency and successful achievement of
their goals related to the relevant transition domains of employment/career, educational opportunities, living situation,
personal effectiveness and wellbeing, and community-life functioning.
Trauma-Focused Cognitive Behavioral Therapy - An empirically supported treatment for traumatized children.
The goal of Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) is to help address the unique biopsychosocial needs of
children who have significant behavioral or emotional problems that are related to traumatic life events, and their parents
or primary caregivers. It combines trauma-sensitive interventions with cognitive behavioral therapy.
Triage of calls - Refers to the process of collecting information from callers to determine if
an emergency response is required and facilitating the proper response.
Warmline Transfer - Refers to the act of establishing a three-way conference call including the caller,
the crisis call specialist, and the CMRS-Children’s Mobile Response and Stabilization Services provider followed by the
crisis call specialist dropping out of the call after having made introductions and transferring relevant information to the
caller and the CMRS-Children’s Mobile Response and Stabilization Services provider.
Wraparound - The high fidelity Wraparound process is a way to help families with complex needs stay connected as a
family and to help the child stay in the community. It empowers the child and family to learn how to utilize natural and formal
supports successfully. The Wraparound process is driven by the family and their team of natural and formal supports.
YAT - Young Adults in Transition that are between the ages of 18-25
Young Adults - any individuals between the ages of 16-25.
Young Children – Children age 0-5 and/or their caregivers.
Youth - any individuals between the ages of 13-17
- Child, Youth, Young Adults & Families Fixed Rate Services
- Child, Youth, Young Adults & Families – Child Early Intervention Services
Contractor shall furnish the necessary resources to provide appropriate early intervention services to children in the
State of Oklahoma. Early intervention services is a school-based sanctioned service to children who are, or who have been, using or
abusing substances, and/or those at risk such as children impacted by a family of addiction and/or have one or more of the following:
early sex, chemical/substance use, drop in grades, change in friends, change in appearance (clothes, hygiene, etc.), sudden mood
changes, discipline problems, problems with the law, family argument or withdrawing from family, absences, truancy, and increased
tardiness. Services are for the purpose of assisting children in the identification of personal substance use problems and developing
motivation for corrective action which may include screening and therapeutic education on substance use; brief family counseling;
and evaluation to guide referral and assistance with therapeutic linkages. School-based services may be provided at the school or
in the community and be provided by substance use treatment or prevention professionals or staff working toward certification or
licensure in one of the following disciplines: CPS, CADC, or LBHP. Only LBHPs are allowed to provide psychotherapies.
WORK REQUIREMENTS:
- • Contractor shall utilize evidence-based strategies in all aspects of the program;
- • Contractor shall possess a service agreement with each school where early intervention
services are provided;
- • Contractor shall obtain and maintain a file of parental permission slips for children involved
with early intervention services;
- • Contractor shall provide services that are culturally-responsive to the children’s needs
and their family environments;
- • Contractor shall document and maintain files on services provided to children grades K through 12 who are eligible
for early intervention services;
- • Contractor shall receive self-referrals or referrals through the school;
- • Contractor shall provide early intervention services to or on behalf of a specific student which are limited to
10 paid hours per contract year and shall be reported as identified by ODMHSAS;
- • Contractor shall utilize individual, family, or groups of up to 10 students to provide services to those entering
the early intervention services; and
- • Early intervention staff will attend 16 hours of substance use-related
continuing education training.
PERFORMANCE MONITORING:
- • Contractor shall provide the aggregate outcomes for all students served annually to ODMHSAS’s designated Field
Services Coordinator by June 25th for the preceding contract period including, but not limited
to the following:
- • The total number of students who received early intervention services under
this Contract;
- • The number of these students returning to school or who graduated;
- • The number of these students who did not complete their current grade or graduation
because they dropped out;
- • The number of students referred to the school’s student assistance program for
additional referrals
- • The number of students who left school prematurely due to other causes;
- • The age, race, gender, and grade level of each student served; and
- • The school names and names of cities.
- • Early intervention staff will provide documentation of attendance at 16 hours of related continuing
education training.
- Child, Youth, Young Adults & Families – Child Outpatient Substance Abuse Treatment Services
Contractor shall provide trauma-informed therapeutic services in an outpatient setting and provide therapeutic services
to assist children in developing skills to cope with substance use/dependency and co-occurring issues. These services will assist
in increasing the global assessment of functioning score; improving the educational skill level; improving family relationships;
and improving the cooperation among peers/ adults, and life/social skills.
WORK REQUIREMENTS:
- • Treatment Services:
- • Contractor shall provide services that are evidence-based or promising practices
designed for children;
- • Contractor shall provide services that involve the multiple systems impacting children including, but not limited
to, family, school, child welfare, and criminal justice, as evidenced by reports received from external entities and
correspondence (e.g., progress notes and court reports provided by the provider agency);
- • Contractor shall provide trauma-informed services specific to children’s trauma issues, as evidenced by
program curriculum; and
- • Contractor shall conduct Teen Addiction Severity Index assessments and the Adolescent American Society of
Addiction Medicine Patient Placement Criteria 2R.
- • Contractor shall provide therapeutic services for children with distinctive treatment needs including, but
not limited to:
- • Children in the juvenile justice system;
- • Children in the child welfare system;
- • Children with serious emotional disturbances;
- • Children receiving special education services from the school system;
- • Children who are gay, lesbian, bisexual, or transgendered;
- • Children with co-occurring mental health and substance use disorders; and
- • Children who are homeless or precariously-housed.
- • Contractor shall provide services that are culturally-responsive to the children’s needs and
their family environments.
PERFORMANCE MONITORING:
- • Contractor shall provide documentation that staff rendering services have received training annually within the
calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the
following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Children’s growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries; and
- • Self-care.
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided
by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate
contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and
reported accordingly shall be reported on the Contract Source Code(s) identified in section IV (COMPENSATION) of
the Contract.
- Child, Youth, Young Adults & Families – Child Residential Treatment
Contractor shall provide trauma-informed therapeutic services in a residential setting and provide a safe environment
to children in order to allow them to develop skills to cope with substance use and co-occurring issues.; improving the educational
skill level; improving family relationships; and improving cooperation among peers and adults and life and social skills.
WORK REQUIREMENTS:
- • Treatment Services:
- • Contractor shall provide services that are evidence-based or promising practices designed for children.
- • Contractor shall provide services that involve the multiple systems impacting children including, but not limited to, family, school, child welfare, and criminal justice, as evidenced by reports received from external entities and correspondence (e.g., progress notes and court reports provided by the provider agency);
- • Contractor shall provide trauma-informed services specific to child trauma issues, as evidenced by program curriculum including but not limited to Seeking Safety;
- • Contractor shall maintain staff that are trained and provide Evidence Based Practices such as Adolescent Community Reinforcement Approach, Cognitive Behavioral Therapy, Motivational Interviewing, Motivational Enhancement Therapy as evidenced by training certificates.
- • Contractor shall provide documentation that direct care and educational staff have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Trauma-informed care;
- • Child growth and development;
- • Child substance use disorder;
- • Conflict resolution;
- • Healthy boundaries;
- • Ethics; and
- • Self-care.
- • Contractor shall provide documentation showing therapeutic service-rendering staff have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Child growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries; and
- • Self-care.
- • Contractor shall provide culturally-sensitive services for children with distinctive treatment needs including, but not limited to:
- • Children in the juvenile justice system;
- • Children in the child welfare system;
- • Children with serious emotional disturbances;
- • Children receiving special education services from the school system;
- • Children with sexually-related conflicts;
- • Children with co-occurring mental health and substance use disorders; and
- • Children who are homeless or precariously-housed.
PERFORMANCE MONITORING:
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided
by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION)
of the Contract.
- Child, Youth, Young Adults & Families – Child Therapeutic Academic Services
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting this alternative school in providing therapeutic, accredited academic services. This program provides accredited academic services in a therapeutic environment Monday through Friday. Staff is trained on the impact of substance use on children and families. The overall goal of the program includes establishing therapeutic accredited academic services within the alternative education system to reduce academic drop-out rates related to substance use. The objectives include increased school attendance; increased graduation; and decreased suspension or expulsion from school.
WORK REQUIREMENTS:
- • Contractor shall provide therapeutic, accredited academic services daily, Monday through Friday, throughout the school calendar year.
- • Contractor shall provide and document community referral information for recommended services for children served by the program.
- • Contractor shall provide documentation that staff rendering services have received training annually within the calendar year specific to children as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Child growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments; and
- • The impact of substance use on children and families.
- • Contractor shall provide services that are culturally-responsive to the children’s needs and their family environments.
- • Access to services:
- • In determining a consumer’s initial and ongoing eligibility for any service, Contractor may not exclude an individual based on the following factors;
- • The consumer’s past or present mental health issues, including use of prescribed medications for such, substance use issues, or co-occurring disorder issues;
- • The presumption of the consumer’s inability to benefit from treatment;
- • The specific substance used by the consumer;
- • The consumer’s continued substance use; and
- • The consumer’s level of success in prior treatment episodes.
- • Integrated Services:
- • Contractor shall document the provision of formal integrated screening, assessment, and treatment for persons who have co-occurring mental health and substance use disorders according to ODMHSAS requirements;
- • Contractor shall document the ability to recognize and report the prevalence of co-occurring disorders by reporting as identified by ODMHSAS; and
- • Contractor shall document the means to refer or link individuals to appropriate services.
- • Persons served:
- • Services eligible for payment pursuant to this Statement of Work listed and defined in this document shall be delivered to persons presenting with substance use or co-occurring related problems, including family members and significant others of consumers, when appropriate, to support the primary consumer’s recovery;
- • Incarcerated persons (those in penal or correctional institutions) shall not be served, unless they are specifically identified in the Compensation Section of this Contract as a population to be served; and
- • Contractor shall give preference in admissions to the following target groups during the course of this Contract and in the following priority order:
- • Pregnant women that inject drugs;
- • Pregnant women with substance use issue;
- • Individuals that injecting drugs;
- • Women with dependent children; and
- • Persons with HIV/AIDS or Hepatitis C.
- • Tuberculosis services:
- • Contractor shall develop policies and procedures for the implementation of TB services and documentation of services or referrals for each consumer;
- • Contractor shall directly or through arrangements with other public or non-profit private entities routinely make available TB services to each individual receiving treatment for substance use. TB services means:
- • Counseling the individual with respect to TB;
- • Testing to determine whether an individual has contracted such disease;
- • Testing to determine the appropriate form of treatment for the infected individual; and
- • Referring or providing such treatment to the infected individual.
- • Contractor shall implement infection control procedures established by the Centers for Disease Control, which are designed to prevent the transmission of TB, including the following:
- • Screening of the consumers;
- • Identification of those individuals who are at high risk of becoming infected;
- • Meeting all state reporting requirements while adhering to federal and state confidentiality requirements; and
- • Providing case management services to ensure that individuals receive such TB services.
- • Treatment services:
- • Contractor shall ensure that all services are assessment driven and individualized to meet the needs of the person served;
- • Contractor shall use the current edition of the Addiction Severity Index (ASI), or a Teen Addiction Severity Index (TASI) and shall be administered at admission, six month review and at discharge (unless discharge occurs within 7 days of admission or is unplanned). All staff administering the ASI and the TASI must be a Licensed Behavioral Health Professional (LBHP) as defined in Oklahoma Administrative Code Title 450 Chapter 1. Starting July 1, 2014, all staff administering ASI must maintain documentation demonstrating successful completion of ASI training provided by an ODMHSAS-certified trainer no less than every five (5) years; and
- • Contractor shall use the current edition of the American Society of Addiction Medicine Patient Placement Criteria (ASAM PPC) to determine the level of care for consumers. These criteria shall be used upon admission, continued care, and discharge. All staff administering ASAM must be a Licensed Behavioral Health Professional (LBHP) as defined in Oklahoma Administrative Code Title 450 Chapter 1. Starting July 1, 2014, all staff involved in level of care determinations must maintain documentation demonstrating successful completion of ASAM training provided by an ODMHSAS-certified trainer no less than every five (5) years.
PERFORMANCE MONITORING:
- • Contractor shall report the aggregate outcomes for all students served annually to ODMHSAS’s designated Field Services Coordinator by June 25th for the preceding contract period.
- • The total number of students who were assessed for services;
- • The total number of students who received services under this Contract;
- • The number of these students returning to school or who graduated;
- • The number of these students who did not complete their current grade or graduation because they dropped out
- • The number of students referred to the school’s student assistance program for additional referrals.
- • The number of students who left school prematurely due to substance use-related issue and other causes; and
- • The age, race, gender, and grade level of each student served.
- • Contractor shall document compliance with all Contract requirements in a way that allows ODMHSAS to monitor such compliance. Contractor shall only destroy such documentation upon permission received from ODMHSAS.
- • Contractor shall maintain national accreditation throughout the term of this Statement of Work.
- • ODMHSAS will monitor service quality utilizing National Outcome Measures indicators and domain ratings from the ODMHSAS Customer Survey. Contractor shall be evaluated according to the Substance Abuse and Mental Health Services Administration’s (SAMHSA) National Outcome Measures, as follows:
- • Reduced morbidity (for substance use - abstinence from drug and alcohol use, including decreased use of substance of abuse, nonuser stability, increasing perceived risk, increasing disapproval, and increasing age of first use; and for co-occurring disorders - decreased mental illness symptomatology);
- • Employment/education (getting and keeping a job; workplace drug and alcohol policy; reduction in alcohol, tobacco, and other drug suspensions and expulsions from school; or enrolling in, staying in school, or completion of education);
- • Crime and criminal justice (decreased criminality, incarcerations, and alcohol-related car crashes and injuries);
- • Stability in housing (increased stability in housing);
- • Social connectedness (family communication about drug use, increasing social supports and social connectedness);
- • Access and capacity (increased access to services and increased service capacity);
- • Retention (for substance use - increased retention in treatment, access to prevention messages, evidence-based programs and strategies; for co-occurring disorders - reduced utilization of psychiatric inpatient beds);
- • Perception of care (consumer satisfaction; stakeholder input);
- • Cost effectiveness; and Use of evidence-based practices; and
- • Use of evidence-based practices.
- • Contractor shall report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Services shall be billed in 6-hour increments only after the identified consumer has received 6 hours of therapeutic, accredited service.
- Child, Youth, Young Adults & Families – Child Trauma
Contractor shall furnish the necessary resources to provide trauma informed and trauma specific services to children who have experienced trauma.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide the following:
- • Services to promote the early identification of mental health and substance use needs and treatment for children (under the age of 18) who have experienced trauma. Criteria for services must include both the identification of the traumatic event and associated symptomology; or in cases of early intervention, the identification of the recent traumatic event and reason for services. Any therapies utilized must be research-based or promising practices. Specific interventions utilized shall be noted in the client’s clinical record. Trauma specific clinical services must be provided by a Licensed Mental Health Professional or Licensed-Eligible Mental Health Professional. Additional support services to the child and family may be provided by any level of appropriate staff when applicable.
- • Children with a serious behavioral disturbance shall be referred to the local Systems of Care, if one exists.
- • If needed, referrals to other services in the community will be made throughout the process from intake to termination.
- • Groups may not be billed under Child Trauma, without prior approval by the Department.
- • Any clinical staff providing direct services, shall complete the online Trauma Focused – Cognitive Behavioral Therapy (TF-CBT) training within 90 days of hire or completion of their probation and a copy of the certificate of completion should be kept in the employees file. Then within a reasonable time core staff should attend the live Introduction to TF-CBT training provided by the Department through the University of Oklahoma Health Science Center.
- • After completion of the live TF-CBT training, clinical staff must participate in consultation calls a minimum of twice a month for 6 months. During this time they must staff a case through to completion, or continue the bimonthly calls until able to do so. Thereafter, they must then participate in the consultation calls at a minimum of one time per month. Each staff should keep a record of their participation
- • It is then expected that therapists utilizing the TF-CBT model shall continue developing their skills by attendance of TF-CBT webinars, trainings on assessment, advanced TF-CBT, and special topics in child trauma treatment that are also provided
- • Clinicians who have completed the requirements are expected to apply for national certification.
- • Supervisors will be expected to participate in a quarterly supervisors call.
- • All staff, regardless of role, licensure, or certification participating in this program, shall complete trauma-informed training(s) as identified by the Department. This is to include at a minimum the free 3-hour e-learning “Trauma is Just the Beginning”.
- • The Contractor shall accept referrals from at least one other child-serving organization in the community. This shall include the local child advocacy center or child abuse and neglect response team, if one exists.
- • The Contractor must secure affiliate agreements with appropriate community partners. Such agreements shall indicate a willingness by the community partners to complete any community satisfaction surveys conducted by the Contractor or the Department regarding the services to be provided.
- • The Contractor is encouraged, as resources allow, to screen adult family members of the children with mental health needs being served and refer them to local mental health or substance use services providers, as applicable.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department.
- • Client data and services reported to the Department shall include identifying information about the children and their parent(s) and information to link the child and parent.
- • Contractor shall be trained in and utilize the child trauma measures identified by the Department for screening and assessment, at a minimum at intake, treatment plan updates, and discharge.
- • Contractor shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure portion of the CATS.
- • The CATS is to only be administered by clinical level staff. At minimum staff should complete the CATS administration eLearning, and attend the live Assessment and Support training as available
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child, youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment , then the child and family should be offered trauma-specific services, and the CATS should be administered at a minimum of each treatment plan update, and at termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout the course of treatment.
- • Initial screen (positive or negative), including scoring, and additional screenings as indicated at treatment plan update and discharge, shall be reported on the CDC as per protocol.
- • The Contractor shall report to the Department specific data outcomes identified by the Department.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, and employee records showing appropriate training, credentials, and participation in consultation calls.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • The Department may conduct eligibility and service verification reviews on a random basis. Subsequent payments may be decreased according to the applicable Department rate schedule if ineligible individuals are reported and provided services based on ODMHSAS funding or if service delivery cannot be verified in the client’s clinical record. A verification rate of less than eighty-five percent (85%) is ground for contract termination.
- Child, Youth, Young Adults & Families – Children's Regional Crisis
- Child, Youth, Young Adults & Families – Family Self-Sufficiency Program
This Contract is to assist families with creating a stable home environment in an effort to reduce out-of-home placement, increase school attendance, and reduce or mitigate contacts with law enforcement for the SED child(ren) within the family.
WORK REQUIREMENTS:
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment Services
Contractor shall provide trauma-informed therapeutic services in an outpatient setting. Contractor shall provide therapeutic services to assist participants and families in developing skills to cope with substance use, dependency, and co-occurring issues. These services will assist in increasing the global assessment of functioning score, educational skill level and improving family relationships, parenting skills, coping skills, and life and social skills.
WORK REQUIREMENTS:
- • Treatment Services:
- • Contractor shall provide services that are evidence-based or promising practices that are individualized and designed for participants, caregivers, and families.
- • Contractor shall provide services that involve the multiple systems impacting participants including, but not limited to, family, OKDHS, and criminal justice, etc., as evidenced by reports received from external entities and correspondence (e.g., progress notes and court reports provided by the provider agency).
- • Contractor shall provide trauma-informed services specific to trauma issues as evidenced by program curriculum.
- • Contractor shall provide documentation that staff rendering services have received training specific to families as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Trauma-informed services;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries;
- • Self-care; and
- • Confidentiality and ethics.
- • Contractor shall provide assessment services and level of care to individuals referred by the Family Treatment Court (FTC) Team for the purposes of determining program eligibility and treatment need. This assessment shall minimally:
- • Be completed prior to the FTC Team determination of eligibility, prior to graduation, at the point of any significant life change, and prior to revocation in order to determine appropriate level of care.
- • Include administration of an ASI or T-ASI, assessment for stages of change, and utilization of the ASAM PPC-2R, and any other assessment completed to ascertain treatment eligibility and need.
- • Contractor shall alternate insurance coverage and bill such source if applicable for outpatient substance use services provided to Drug Court participants unless written authorization has been granted by ODMHSAS.
- • Contractor shall be a designated member of the FTC Team, sharing the common goal of decreasing recidivism and increasing treatment utilization for participants of the program. Contractor shall communicate with the Family Treatment Court Team by:
- • Providing the FTC Team with a written interpretive summary of assessment results and treatment needs within 10 business days of assessment.
- • Attending meetings with the FTC Team minimally two times per month and provide ongoing documentation regarding participants’ progress toward individualized treatment plan goals and ongoing assessment of participant needs to FTC Team
- • Advocating for therapeutically-effective incentives, sanctions, and any other interventions.
- • ODMHSAS discourages the Contractor from being a party to scheduling, administering, and otherwise being involved with drug testing practices. Contractor shall obtain written approval from the ODMHSAS-identified Field Services Coordinator for Family Treatment Courts by requesting permission, within 30 days of contract award, to schedule and administer tests. This request shall include:
- • Justification of need to provide service to FTC program.
- • Contractor and staff’s role in scheduling and administering drug testing;
- • A list of staff scheduling and administering drug tests. (Staff shall not include clinician-rendering services to the identified participant.)
- • Policy and procedure on chain of custody of specimen.
- • Costs to agency associated with drug testing.
- • Policy and practice of collection of fees. This information shall include collection breakdown of all fees, how the fees were collected, and which party paid fees (participant, insurance, etc.). This policy shall be in compliance with Section 5 - Compensation.
- • Contractor shall assist with development of FTC policy and procedures and participant handbooks providing input for revisions, annually at a minimum.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall provide the FTC Coordinator with all information necessary to complete program evaluations requested by ODMHSAS. This includes, but is not limited to, assessment results, participant-identifying information, diagnostic impressions, and service referrals. ODMHSAS will review information submitted by FTC Coordinator minimally on a quarterly basis.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • FTC participants shall be served regardless of income level. Contractor’s requests for compensation under this Contract to ODMHSAS shall be in compliance with ODMHSAS eligibility standards and shall be reported as identified by ODMHSAS.
- Child, Youth, Young Adults & Families Government/Professional/Sole Source Services
- Child, Youth, Young Adults & Families – A Better Chance Family Treatment Court (OUHSC)
Contractor shall furnish the necessary resources to implement Attachment and Biobehavioral Catch-up (ABC) and Parent Child Interaction Therapy (PCIT) for the Oklahoma County Family Treatment Court (OKFTC) participants, their children, and caregivers to improve parent infant and child bonding.
WORK REQUIREMENTS:
- • Contractor shall provide direct care services to OKFTC referrals and their families, as appropriate, and collaborate with referring OKDHS personnel as described in this Statement of Work. With proper consents for the release of confidential information, collateral information shall be gathered, assessed, and incorporated in the assessment and treatment planning processes.
- • Contractor shall receive faxed referrals from the OKDHS workers in the OKFTC and the contractor will then schedule the appointment with the child and or family. The contractor will relay this appointment information to the OKDHS worker who made the referral and to the DHS Supervisor of the FTC.
- • Contractor shall designate at minimum two (2) staff members to provide ABC and PCIT services at least part time.
- • Contractor shall designate staff to participate in ABC training as needed. This will include having staff training in both the ABC-Infant and ABC-Toddler versions of the training.
- • Contractor shall utilize funds to provide ABC pre/post session video coding with ABC Training Consultant.
- • Contractor shall furnish the necessary resources to provide the following services:
- • Create treatment plans, in conjunction with the families, for children served in the ABC Clinic programs
- • Provide in home ABC services to those families in the OKFTC that qualify in order to help caregivers re-interpret children's behavioral signals so that they provide nurturance even when it is not elicited.
- • Provide phone consultation at minimum one time monthly with members of the OKFTC team including but not limited to the OKFTC DHS Caseworkers, OKFTC Coordinator, and OKFTC Children’s Attorney to discuss needs related to assessment, referrals, treatment, and follow-up care of children of OKFTC participants.
- • Contractor shall be a designated member of the OKFTC Team, sharing the common goal of decreasing recidivism and increasing treatment utilization for participants of the program. Contractor shall communicate with the OKFTC Team by:
- • Providing the OKFTC team a completed assessment report and treatment needs within 4 weeks of conducting assessment.
- • Attending meetings with the OKFTC Team minimally two times per month to address the following:
- • Provide an update on any new children who have been assessed since the last court date.
- • Discuss potential children in need of treatment services.
- • Provide documentation regarding the progress of the child and/or family toward individualized treatment plan goals.
- • Provide assessment of a child/family’s continued needs to the OKFTC Team.
- • Contractor shall designate at minimum one (1) staff member involved with the FTC to attend ODMHSAS designated trainings and conferences to enhance services to OKFTC families and children.
- • Including, but not limited to, the National Drug Court Conference, the Children’s Behavioral Health Conference, the Prevention and Recovery Conference, the Specialty Court Conference, the annual Zero to Three Conference, and the annual Quality Improvement Center for Collaborative Community Court Teams (QIC-CCCT) Grant Initiative mandatory All-Sites Meetings in Orange County, California.
- • Contractor shall provide the services, supports and resources needed under the Comprehensive Approaches to Recovery Enhancement (CARE) Grant Project.
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to the Sr. Manager of Family Treatment Court Programs no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Child, Youth, Young Adults & Families – Child Basic SFP/CFP
Contractor shall furnish the necessary resources to implement the Strengthening Families (SF) and/or Celebrating Families (CF) program for a designated service area, children, and caregivers to enhance existing fixed rate services to improve permanency, enhance safety, and increase the well-being of participants and their families. Contractor shall serve counties designated by the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate a coordinator of SF and/or CF.
- • Designate staff to participate in SF and/or CF.
- • Submit an itemized budget to an ODMHSAS assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, food, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize flexible funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post- test documents.
- • Contractor shall complete a number of cycles of SFP and/or CFP determined by the ODMHSAS.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served:
- • Number of participants;
- • Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Contractor shall complete an annual report, due 30th of June and submit to an ODMHSAS designee. The report shall include but not be limited to the following
- • Training or Professional Development;
- • Names of staff or program receiving new licensing or certification;
- • Name of organization/agency client was referred to for additional treatment or ancillary services;
- • Total number of clients served;
- • Total number of intakes/assessments completed;
- • Total number of intakes/assessments but did not receive treatment from project staff;
- • Total number of participants discharged from the program before completion of program; and
- • Total number of participants graduated from the program.
- • Coordinator shall:
- • Coordinator will assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Coordinator will engage and enhance faith-based, child welfare, and other community partners (i.e. volunteer, donation, referral).
- • The coordinator will organize and schedule the SF and/or CF program and ensure all materials are ordered and disbursed to program staff.
- • Facilitate the implementation of SF and/or CF with identified families as written.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contract through receiving timely updates of data once distributed by ODMHSAS and OU E-Team, and receiving the budget.
- • ODMHSAS will review end of cycle and annual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- Child, Youth, Young Adults & Families – Equine Assisted Therapy
Contractor shall furnish the necessary resources to provide appropriate Equine-Assisted Psychotherapy to children in the State of Oklahoma. Equine-Assisted Psychotherapy shall be implemented according to standards set forth by a national certifying body to meet the needs that will effect fundamental personal change in the children.
WORK REQUIREMENTS:
- • Contractor shall provide services designed by a national certifying body for Equine- Assisted Psychotherapy for children, recognizing the unique opportunity to modify risk factors that are still active and not yet complete in their influence on development. These services shall be documented in Contractor’s policy and procedures.
- • Contractor shall ensure Equine-Assisted Psychotherapy is identified on the schedule and documented in progress notes.
- • Contractor shall provide Equine-Assisted Psychotherapy for children who will benefit from this therapeutic approach as evidenced by curriculum.
- • Contractor shall provide documentation on the appropriateness of this treatment for the individual child and family members, as evidenced by progress notes, service plan, or assessment.
- • Contractor shall create and make available a satisfaction survey for Equine-Assisted Psychotherapy services to all individuals benefitting from this service including, but not limited to, parents, siblings, and other individuals involved in treatment and include results in quarterly report.
- • Contractor shall create a quarterly report on all expenditures and activities, and how many individuals benefited from this contracted service.
- • Contractor shall provide services that are culturally-responsive to the children’s needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall ensure Equine-Assisted Psychotherapy is identified on the schedule and documented in progress notes.
- • Contractor shall document training provided for all levels of staff working with the Equine-Assisted Psychotherapy program related to, but not limited to, safety protocol and procedures, therapeutic relationships, and any other areas required by a national certifying body.
- • Contractor shall submit a quarterly report including expenditures, activities, and survey results to the designated ODMHSAS’s Field Services Coordinator for Tulsa Boy’s Home.
- Child, Youth, Young Adults & Families – Evaluation Services – OKFTC CARE Grant (UConn)
INTRODUCTION:
- • Contractor shall provide evaluation related to the Oklahoma County Comprehensive Approaches to Recovery Enhancements (CARE) Grant.
DEFINITIONS:
- • CARE – Comprehensive Approaches to Recovery Enhancements
- • Evaluation - Activities centered around assessing the impact of the Comprehensive Approaches to Recovery Enhancements (CARE) Grant related interventions on the target population, uploading required data elements to federal funding source agency, participation in conferences and grantee meetings as is required, serving on grant related steering/leadership committees, providing assistance to ODMHSAS evaluator in developing database, qualitative assessment of program implementation and operational issues, cost analysis, and providing documentation of evaluation related activities for semi-annual reports.
- • Project - Those activities taking place as part of the CARE Grant.
- • OKFDC – Oklahoma County Family Drug Court
- • Funder - Refers to the Department of Health and Human Services, Substance Abuse and Mental Health Services funding award 1H79TI080293.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor will design, develop, and implement the Comprehensive Approaches to Recovery Enhancements (CARE) Grant evaluation plan, in collaboration with ODMHSAS evaluation specialists and the funding source. The goal of this evaluation is to determine the impact of the CARE project on permanency and safety outcomes for children in foster care. It is the intent of the evaluation to compare the child welfare experience of OKFDC kids to a comparison group of kids within the same county who were placed in foster care for similar reasons but did not receive OKFDC/CARE services.
- • Outcome measures will include examination of time to reunification, reentry rates, and differences in permanency type.
- • The measurement of process variables derived from an AOD treatment perspective include: addiction severity at initiation and completion of OKFDC, time to entering treatment from date of child welfare referral, intensity of treatment services, completion rates of treatment, days of sobriety at completion of OKFDC, and episodes of returning to AOD use.
- • To the extent possible, the principal investigator will measure confounding variables as those opportunities arise. Other relevant potential confounding variables to be considered include criminal involvement status and the frequency of judicial rewards and sanctions and employment status.
- • In addition to more long term outcomes, the evaluators will analyze data on required performance measures as those become identified by the funder.
- • Evaluation will also include qualitative research and data analysis to examine the experience of key stakeholders.
- • The data to be analyzed by Contractor will come from multiple Oklahoma sources such as the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), the Oklahoma Department of Human Services (ODHS) and the Oklahoma University Health Sciences Center (OUHSC).
- • Contractor shall utilize data from the State of Oklahoma child welfare administrative database (ODHS) to access information on permanency outcomes, and the state criminal activities database will be used to access information on criminal involvement status.
- • Reunification and reentry rates will be computed through the use of a statistical technique known as survival analysis.
- • In addition to federal reporting measures, Contractor shall evaluate the relationship of treatment duration to reunification outcome, and number of relapse episodes and outcome.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2020.
- Invoices shall be electronically submitted or sent to: contracts@odmhsas.org
- Or
- Contracts
- Oklahoma Dept. of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd., Suite E600
- Oklahoma City, Oklahoma 73106
- Child, Youth, Young Adults & Families – Family Treatment Court Administration - Okmulgee County (CREOKS)
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance abuse treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out-of-home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance abuse treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of Title 10A O.S. § 1-4-712-716.
- • Contractor shall notify ODMHSAS of all current FTC team members by:
- • Electronically submitting the contact information for each of the FTC team member to the ODMHSAS Senior Program Manager of Family Treatment Courts (Senior Program Manager) no later than 15 days from execution of Contract: name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronical submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in Family Treatment Court team members.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract.
- • Adhere to the standards and provisions outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract.
- • Adhere to the standards and provisions outlined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilizing the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R).
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment.
- • Assessing for stages of change.
- • Contractor shall serve a minimum of fifteen (15) participants with the goal of increasing the number of participants as outlined in the goals of the Implementation grant.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments, and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall establish and maintain a steering committee consisting of but not limited to: key stakeholders, current team members, service providers, and a parent representative. This committee shall meet at minimum every month to review program policies and discuss ways to address current barriers to ensure program success.
- • Contractor shall designate, at minimum, two (2) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order to increase understanding of and enhance services offered to FTC participants, families and children.
- • Contractor shall hire and maintain a full-time FTC Coordinator.
- • FTC Coordinator shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals, and conducting his/her duties in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Manage the daily and overall operations of the FTC program, including, but not limited to:
- • managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • maintaining a confidential, central file on each participant;
- • preparing a FTC docket that contains all essential information required by the FTC Team to be utilized during the FTC staffing and hearing;
- • assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • As a part of the Implementation grant – contractor shall:
- • Complete semiannual reports to submit to the ODMHSAS designated Project Manager (PM), due the 15th of January for the months of July – December, and 15th of July for the months of January – June. A link will be provided in order to complete these reports on a monthly basis, and will include information as requested by the PM for required grant performance and other evaluation measures. Ensure fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards.
- • Schedule and convene monthly project meetings in regards to the implementation grant.
- • Participate in project steering committee meetings in regards to the implementation grant.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Contractor shall complete a biannual report to submit to the Senior Program Manager. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the Senior Program Manager, or designee.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms.
- Child, Youth, Young Adults & Families – Family Treatment Court Administration – Implementation (Kay & Washita/Custer County Family Treatment Court)
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing of Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance abuse treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out of home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance abuse treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of Title 10A O.S. § 1-4-712-716.
- • Contractor shall notify ODMHSAS of all current FTC team members by:
- • Electronically submitting the contact information for each of the FTC team member to the ODMHSAS Senior Program Manager of Family Treatment Courts (Senior Program Manager) no later than 15 days from execution of Contract: name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronical submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in Family Treatment Court team members.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract.
- • Adhere to the standards and provisions outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract.
- • Adhere to the standards and provisions outlined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilizing the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R)
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment
- • Assessing for stages of change.
- • Contractor shall serve a minimum of fifteen (15) participants with the goal of increasing the number of participants as outlined in the goals of the Implementation grant.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments, and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall establish and maintain a steering committee consisting of but not limited to: key stakeholders, current team members, service providers, and a parent representative. This committee shall meet at minimum every month to review program policies and discuss ways to address current barriers to ensure program success.
- • Contractor shall designate, at minimum, two (2) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order to increase understanding of and enhance services offered to FTC participants, families and children.
- • Contractor shall hire and maintain a full-time FTC Coordinator
- • FTC Coordinator shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals, and conducting his/her duties in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Manage the daily and overall operations of the FTC program, including, but not limited to:
- • Managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • maintaining a confidential, central file on each participant;
- • preparing a FTC docket that contains all essential information required by the FTC Team to be utilized during the FTC staffing and hearing;
- • assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • As a part of the Implementation grant – contractor shall:
- • Complete semiannual reports to submit to the ODMHSAS designated Project Manager (PM), due the 15th of January for the months of July – December, and 15th of July for the months of January – June. A link will be provided in order to complete these reports on a monthly basis, and will include information as requested by the PM for required grant performance and other evaluation measures. Ensure fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards.
- • Schedule and convene monthly project meetings in regards to the implementation grant.
- • Participate in project steering committee meetings in regards to the implementation grant.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Contractor shall complete a biannual report to submit to the Senior Program Manager. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the Senior Program Manager, or designee.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms.
- Child, Youth, Young Adults & Families – Family Treatment Court Administration - Tulsa County (Tulsa County Family Drug Court)
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing of Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance use treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out of home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance use treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of the Title 10A O.S. § 1-4-712-716.
- • Contractor shall notify ODMHSAS of all current FTC Team members by:
- • Electronically submitting the following contact information for each FTC Team member to the ODMHSAS Senior Program Manager of Family Treatment Courts (Senior Program Manager) no later than 15 days from execution of Contract: name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronically submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in FTC Team members.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with the FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilization of the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R)
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment
- • Assessing for stages of change.
- • Contractor shall serve a minimum of forty (40) participants continuously. With the goal to increase the number of participants as outlined in the goals of the Tulsa Recovery Initiative to Support Expansion (Tulsa RISE) Grant. If at any time the number served falls below forty (40) participants, the Contractor will have ninety (90) days to increase the number served. Contracted amount may be affected if the number served falls below forty (40) for more than a ninety (90) day period. A review will be completed to determine funding need.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall establish and maintain a steering committee consisting of but not limited to: key stakeholders, current team members, service providers, and a parent representative. This committee shall meet at minimum every other month to review program policies and discuss ways to address current barriers to ensure program success.
- • Contractor shall designate at minimum, two (2) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order increase understanding of and enhance services offered to FTC participants, families, and children.
- • Contractor shall hire and maintain a full-time FTC Coordinator.
- • FTC Coordinator shall:
- • Participate as a FTC team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals and conducting his/her duties in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Manage the daily and overall operations of the Family Treatment Court program, including, but not limited to:
- • Managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • Maintaining a confidential, central file on each participant;
- • Preparing a FTC docket that contains all essential information required by the FTC Team to be utilized during the FTC staffing and hearing;
- • Assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • Ensure fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards.
- • Schedule and convene monthly project/steering committee meetings.
- • Participate in quarterly Executive Committee meetings.
- • As a part of the Tulsa RISE Federal Grant – Contractor shall:
- • Complete semiannual reports to submit to the ODMHSAS designated Project Manager, due 15th of October for the months of April – September and the 15th of April for the months of October – March. These reports will include information requested by the PM for required grant performance and other evaluation measures.
- • Identify or hire a Community Coordinator who will allocate 38% of his or her time to the Tulsa RISE Project. The Community Coordinator’s job duties include:
- • To link, refer, advocate and monitor service utilization throughout the TCFTC program;
- • Attending Family Treatment Court staffings and assist the FTC participant with his or her needs that arise;
- • Assisting with any transportation needed that arise with TCFTC participants;
- • Assisting TCFTC Administrator to establish and facilitate community stakeholder meetings;
- • Gathering recommendations from the treatment provider and DHS to identify the needed services; maintain contact with the children, families, and caregivers on a regular basis to report progress and assist with coordination and referrals for services.
- • Contractor shall schedule and convene month project meetings in regards to the Tulsa RISE grant.
- • Contractor shall participate in quarterly project steering committee meetings in regards to the Tulsa RISE grant.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly-scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Contractor shall complete a biannual report to submit to the Project Manager. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the Senior Program Manager.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms.
- Child, Youth, Young Adults & Families – Family Treatment Court Celebrating Families & Strengthening Families Programs – Oklahoma County
The overall purpose of the Quality Improvement Center for Collaborative Community Court Teams (QIC-CCCT) initiative is to support demonstration sites to design, implement, and test approaches that meet the requirements of the Child Abuse Prevention and Treatment Act (CAPTA) of 2010 as amended by the Comprehensive Addiction and Recovery Act of 2016 (CARA) and that better meet the needs of infants and families affected by substance use disorder and prenatal substance exposure.
WORK REQUIREMENTS:
- • Contractor shall participate in QIC-CCCT technical assistance activities as described in the QIC-CCCT Request for Proposal.
- • Contractor shall participate in the program implementation and evaluation activities specified in their demonstration site action plan and as an active partner in the QIC-CCCT evaluation conducted by Advocates for Human Potential, Inc. (AHP) and ODMHSAS.
- • Contractor shall use the QIC-CCCT funds in accordance with the QIC-CCCT site action plan for sub-grantee Okmulgee County and the QIC-CCCT approved budget for the contractor and not use the funds for any other purpose or program without the prior written approval of the ODMHSAS and the Center for Children and Family Futures (CCFF).
- • Contractor shall advise the ODMHSAS and CCFF of personnel changes to the program director and shall designate a staff person to be the primary contact for the evaluation activities.
- • Contractor shall consult with ODMHSAS and CCFF in advance in the event that any significant aspect of the demonstration site program is changed or redesigned.
- • Contractor shall complete enrollment of a total of 55 families, 60 adults, and 85 children in their court and non-court programs by the end of the current grant period of September 30, 2020.
- • Contractor shall administer and submit case-level, pre- and post-intervention data to measure progress in family functioning, parenting capacity and child well-being utilizing the standardized instruments identified by the QIC-CCCT Change and Evaluation Teams and approved by ODMHSAS.
- • Contractor shall participate in qualitative data collection activities (to be carried out by the QIC-CCCT and/or ODMHSAS) that will include:
- • Individual and Group Interviews (conducted as part of the annual Grantee Site Visits described below):
- • Direct Observation (ongoing and during annual Grantee Site Visits)
- • Document Review and Follow-up Calls (ongoing)
- • Contractor shall participate in initiative- related and evaluation-related trainings throughout the project period.
- • Contractor shall facilitate and collaborate on any IRB/tribal review requirements.
- • Contractor shall provide access to other relevant data and information (such as meeting notes, cost information, or QIC-CCCT work products) to assess program implementation and systems improvements.
- • Contractor shall utilize funding received by ODMHSAS through the QIC initiative to attend the mandatory All-Sites Meetings in Orange County, California and budget for approximately nine (9) team members, to be identified and agreed upon by the ODMSHAS and contractor, to represent their Community Collaborative Court Team (CCCT). The All-Sites Meeting for this contract period will be August 12-13, 2020 and will include two additional travel days.
- • Should the All-Sites Meeting take place virtually, the contractor agrees to ensure all identified CCCT members participate in the virtual activities.
- • Contractor shall participate in monthly program and data progress calls conducted by CCFF (typically 60-90 minutes) with the core team and ODMHSAS staff. The monthly data snapshots noted in the Performance Monitoring section below are used to help keep up-to-date on progress and identify emerging issues.
- • Contractor shall participate in site technical assistance and training activities, including site visits, with the ODMHSAS QIC-CCCT Project Coordinator and other ODMHSAS staff as needed.
- • Contractor shall participate in annual two (2) day grantee site visit conducted by QIC-CCCCT Change Team and ODMHSAS staff. Site visits include, but may not be limited to, observation of the program(s) (and discussions with key staff, partners and community stakeholders.
- • Contractor shall include the following acknowledgements of grant support and disclaimer (or similar language approved by Children’s Bureau) on all products, training modules, publications, news releases, web content, and other materials developed or made available under this cooperative agreement:
- • "This [product] was funded by the Children's Bureau, Administration on Children, Youth and Families, Administration for Families, U.S. Department of Health and Human Services, under grant #90CA1854. The contents of this [product] are solely the responsibility of the authors and do not necessarily represent the official views of the Children’s Bureau.”
- • Contractor acknowledges that the Children’s Bureau reserves the right to secure and distribute all grant-funded products and materials, including copies of journal articles written by Grantees about their grant projects.
PERFORMANCE MONITORING:
- • Contractor shall collect, report, and submit monthly program snapshot reports (PSRs); individual adult, child, and family data (IACFD); and evaluation tools utilizing the standardized instruments identified by the QIC-CCCT Change and Evaluation Teams and approved by ODMHSAS to the QIC-CCCT and ODMHSAS.
- • Contractor shall collect, report, and submit data to the QIC-CCCT and ODMHSAS as specified on their demonstration site reports, including but not limited to Child Welfare, Substance Use Disorder Treatment, and Prenatal Substance Exposure and CAPTA/CARA.
- • Contractor shall submit one (1) Progress Report to ODMHSAS, due to the ODMHSAS QIC-CCCT Project Coordinator on the due date listed below for review.
- • Contractor shall submit monthly QIC-CCCT invoices throughout the contract period. All QIC-CCCT invoices for the reporting period of 10/1/2019-9/30/2020 (FFY20) shall be submitted to ODMHSAS no later than 10/15/2020 for the financial and progress reports due to CCFF for the end of the current grant period.
| Report Due Date |
Report Type |
Reporting Period Covered |
| 10/15/2020 |
Final Progress Report |
4/1/2020 - 9/30/2020 |
COMPENSATION:
- • The funds provided are for the express purpose of the QIC-CCCT and shall be exclusively used as such by Okmulgee County and in accordance with the approved budget and shall be so designated on the books and records.
- • Budget revisions and/or any significant changes in the original program plan must be reported and approved in writing in advance by the ODMHSAS and CCFF.
- • Costs for travel, including mileage, lodging, per diem, and incidental expenses shall be allowable only to the extent that they do not exceed the amount allowed for under the CCFF travel policies, and travel expenses incurred by the contractor exclusively in direct performance under this agreement shall not exceed:
- • The cost of air travel ($650.00 maximum) shall be by the most direct route, using “air coach” or “air tourist” (less than first class).
- • All lodging, meals, incidentals, and privately owned vehicle (POV) expenses must fall within the U.S. General Service Administration (GSA). For more information go to http://www.gsa.gov. Funds cannot be used to purchase alcoholic beverages.
- Child, Youth, Young Adults & Families – Family Treatment Court Quality Improvement Center for Collaborative Community Court Teams (QIC-CCCT) - Okmulgee County (CREOKS)
The overall purpose of the Quality Improvement Center for Collaborative Community Court Teams (QIC-CCCT) initiative is to support demonstration sites to design, implement, and test approaches that meet the requirements of the Child Abuse Prevention and Treatment Act (CAPTA) of 2010 as amended by the Comprehensive Addiction and Recovery Act of 2016 (CARA) and that better meet the needs of infants and families affected by substance use disorder and prenatal substance exposure.
WORK REQUIREMENTS:
- • Contractor shall participate in QIC-CCCT technical assistance activities as described in the QIC-CCCT Request for Proposal.
- • Contractor shall participate in the program implementation and evaluation activities specified in their demonstration site action plan and as an active partner in the QIC-CCCT evaluation conducted by Advocates for Human Potential, Inc. (AHP) and ODMHSAS.
- • Contractor shall use the QIC-CCCT funds in accordance with the QIC-CCCT site action plan for sub-grantee Okmulgee County and the QIC-CCCT approved budget for the contractor and not use the funds for any other purpose or program without the prior written approval of the ODMHSAS and the Center for Children and Family Futures (CCFF).
- • Contractor shall advise the ODMHSAS and CCFF of personnel changes to the program director and shall designate a staff person to be the primary contact for the evaluation activities.
- • Contractor shall consult with ODMHSAS and CCFF in advance in the event that any significant aspect of the demonstration site program is changed or redesigned.
- • Contractor shall complete enrollment of a total of 55 families, 60 adults, and 85 children in their court and non-court programs by the end of the current grant period of September 30, 2020.
- • Contractor shall administer and submit case-level, pre- and post-intervention data to measure progress in family functioning, parenting capacity and child well-being utilizing the standardized instruments identified by the QIC-CCCT Change and Evaluation Teams and approved by ODMHSAS.
- • Contractor shall participate in qualitative data collection activities (to be carried out by the QIC-CCCT and/or ODMHSAS) that will include:
- • Individual and Group Interviews (conducted as part of the annual Grantee Site Visits described below)
- • Direct Observation (ongoing and during annual Grantee Site Visits)
- • Contractor shall participate in initiative-related and evaluation-related trainings throughout the project period.
- • Contractor shall facilitate and collaborate on any IRB/tribal review requirements.
- • Contractor shall provide access to other relevant data and information (such as meeting notes, cost information or QIC-CCCT work products) to assess program implementation and systems improvements.
- • Contractor shall utilize funding received by ODMHSAS through the QIC initiative to attend the mandatory All-Sites Meetings in Orange County, California and budget for approximately nine (9) team members, to be identified and agreed upon by the ODMSHAS and contractor, to represent their Community Collaborative Court Team (CCCT). The All-Sites Meeting for this contract period will be August 12-13, 2020 and will include two additional travel days.
- • Should the All-Sites Meeting take place virtually, the contractor agrees to ensure all identified CCCT members participate in the virtual activities.
- • Contractor shall participate in monthly program and data progress calls conducted by CCFF (typically 60-90 minutes) with the core team and ODMHSAS staff. The monthly data snapshots noted in the Performance Monitoring section below are used to help keep up-to-date on progress and identify emerging issues.
- • Contractor shall participate in site technical assistance and training activities, including site visits, with the ODMHSAS QIC-CCCT Project Coordinator and other ODMHSAS staff as needed.
- • Contractor shall participate in annual two (2) day grantee site visit conducted by QIC-CCCT Change Team and ODMHSAS staff. Site visits include, but may not be limited to, observation of the program(s) and discussions with key staff, partners, and community stakeholders.
- • Contractor shall include the following acknowledgements of grant support and disclaimer (or similar language approved by Children’s Bureau) on all products, training modules, publications, news releases, web content, and other materials developed or made available under this cooperative agreement:
- • "This [product] was funded by the Children's Bureau, Administration on Children, Youth and Families, Administration for Families, U.S. Department of Health and Human Services, under grant #90CA1854. The contents of this [product] are solely the responsibility of the authors and do not necessarily represent the official views of the Children’s Bureau.”
- • Contractor shall acknowledge that the Children’s Bureau reserves the right to secure and distribute all grant-funded products and materials, including copies of journal articles written by Grantees about their grant projects.
PERFORMANCE MONITORING:
- • Contractor shall collect, report, and submit monthly program snapshot reports (PSRs); individual adult, child, and family data (IACFD); and evaluation tools utilizing the standardized instruments identified by the QIC-CCCT Change and Evaluation Teams and approved by ODMHSAS to the QIC-CCCT and ODMHSAS.
- • Contractor shall collect, report, and submit data to the QIC-CCCT and ODMHSAS as specified on their demonstration site reports, including but not limited to Child Welfare, Substance Use Disorder Treatment, and Prenatal Substance Exposure and CAPTA/CARA.
- • Contractor shall submit one (1) Progress Report to ODMHSAS, due to the ODMHSAS QIC-CCCT Project Coordinator on the due date listed below for review.
- • Contractor shall submit monthly QIC-CCCT invoices throughout the contract period. All QIC-CCCT invoices for the reporting period of 10/1/2019-9/30/2020 (FFY20) shall be submitted to ODMHSAS no later than 10/15/2020 for the financial and progress reports due to CCFF for the end of the current grant period.
| Report Due Date |
Report Type |
Reporting Period Covered |
| 10/15/2020 |
Final Progress Report |
4/1/2020 - 9/30/2020 |
COMPENSATION:
- • The funds provided are for the express purpose of the QIC-CCCT and shall be exclusively used as such by Okmulgee County and in accordance with the approved budget and shall be so designated on the books and records.
- • Budget revisions and/or any significant changes in the original program plan must be reported and approved in writing in advance by the ODMHSAS and CCFF.
- • Costs for travel, including mileage, lodging, per diem, and incidental expenses shall be allowable only to the extent that they do not exceed the amount allowed for under the CCFF travel policies, and travel expenses incurred by the contractor exclusively in direct performance under this agreement shall not exceed:
- • The cost of air travel ($650.00 maximum) shall be by the most direct route, using “air coach” or “air tourist” (less than first class).
- • All lodging, meals, incidentals, and privately owned vehicle (POV) expenses must fall within the U.S. General Service Administration (GSA). For more information go to http://www.gsa.gov. Funds cannot be used to purchase alcoholic beverages.
- Child, Youth, Young Adults & Families – Family Treatment Court Quality Improvement Center for Collaborative Community Court Teams (QIC-CCCT) – Tulsa County (The Center for Therapeutic Interventions)
The overall purpose of the Quality Improvement Center for Collaborative Community Court Teams (QIC-CCCT) initiative is to support demonstration sites to design, implement, and test approaches that meet the requirements of the Child Abuse Prevention and Treatment Act (CAPTA) of 2010 as amended by the Comprehensive Addiction and Recovery Act of 2016 (CARA) and that better meet the needs of infants and families affected by substance use disorder and prenatal substance exposure.
WORK REQUIREMENTS:
- • Contractor shall participate in QIC-CCCT technical assistance activities as described in the QIC-CCCT Request for Proposal.
- • Contractor shall participate in the program implementation and evaluation activities specified in their demonstration site action plan, up to and including required training and service delivery, and as an active partner in the QIC-CCCT evaluation conducted by Advocates for Human Potential, Inc. (AHP) and ODMHSAS.
- • Contractor shall use the QIC-CCCT funds in accordance with the QIC-CCCT site action plan for sub-grantee Tulsa County and the QIC-CCCT approved budget for the contractor and not use the funds for any other purpose or program without the prior written approval of the ODMHSAS and the Center for Children and Family Futures (CCFF).
- • Contractor shall advise the ODMHSAS and CCFF of personnel changes to the program director and shall designate a staff person to be the primary contact for the evaluation activities.
- • Contractor shall consult with ODMHSAS and CCFF in advance in the event that any significant aspect of the demonstration site program is changed or redesigned.
- • Contractor shall complete enrollment of the combined total number of families, adults, and children in their court and non-court programs specified on the modified Mutually Binding Agreement and reflected in their Semi-Annual Progress Report(s) by the end of the current grant period of September 30, 2020.
- • Contractor shall administer and submit case-level, pre- and post-intervention data to measure progress in family functioning, parenting capacity and child well-being utilizing the standardized instruments identified by the QIC-CCCT Change and Evaluation Teams and approved by ODMHSAS.
- • Contractor shall participate in qualitative data collection activities (to be carried out by the QIC-CCCT and/or ODMHSAS) that will include:
- • Individual and Group Interviews (conducted as part of the annual Grantee Site Visits described below)
- • Direct Observation (ongoing and during annual Grantee Site Visits)
- • Document Review and Follow-up Calls (ongoing)
- • Contractor shall participate in initiative-related and evaluation-related trainings throughout the project period.
- • Contractor shall facilitate and collaborate on any IRB/tribal review requirements.
- • Contractor shall provide access to other relevant data and information (such as meeting notes, cost information or QIC-CCCT work products) to assess program implementation and systems improvements.
- • Contractor shall utilize funding received by the ODMHSAS through the QIC-CCCT initiative to attend the mandatory All-Sites Meetings in Orange County, California and budget for up to five (5) team members, up to and including members from agencies other than the contractor agency, to represent their Collaborative Community Court Team (CCCT). The All-Sites Meeting for this contract period will be August 12-13, 2020 and will include two additional travel days.
- • Should the All-Sites Meeting take place virtually, the contractor agrees to ensure all identified CCCT members participate in the virtual activities.
- • Contractor shall participate in monthly program and data progress calls conducted by CCFF (typically 60-90 minutes) with the core team and ODMHSAS staff. The monthly data snapshots noted in the Performance Monitoring section below are used to help keep up-to-date on progress and identify emerging issues.
- • Contractor shall participate in site technical assistance and training activities, including site visits, with the ODMHSAS QIC-CCCT Project Coordinator and other ODMHSAS staff as needed.
- • Contractor shall participate in annual two (2) day grantee site visit conducted by QIC-CCCT Change Team and ODMHSAS staff. Site visits include, but may not be limited to, observation of the program(s) and discussions with key staff, partners, and community stakeholders.
- • Contractor shall include the following acknowledgements of grant support and disclaimer (or similar language approved by Children’s Bureau) on all products, training modules, publications, news releases, web content, and other materials developed or made available under this cooperative agreement:
- • "This [product] was funded by the Children's Bureau, Administration on Children, Youth and Families, Administration for Families, U.S. Department of Health and Human Services, under grant #90CA1854. The contents of this [product] are solely the responsibility of the authors and do not necessarily represent the official views of the Children’s Bureau.”
- • Contractor shall acknowledge that the Children’s Bureau reserves the right to secure and distribute all grant-funded products and materials, including copies of journal articles written by Grantees about their grant projects.
PERFORMANCE MONITORING:
- • Contractor shall collect, report, and submit monthly program snapshot reports (PSRs); individual adult, child, and family data (IACFD); and evaluation tools utilizing the standardized instruments identified by the QIC-CCCT Change and Evaluation Teams and approved by ODMHSAS to the QIC-CCCT and ODMHSAS.
- • Contractor shall collect, report, and submit data to the QIC-CCCT and ODMHSAS as specified on their demonstration site reports, including but not limited to Child Welfare, Substance Use Disorder Treatment, and Prenatal Substance Exposure and CAPTA/CARA.
- • Contractor shall submit one (1) Progress Report to ODMHSAS, due to the ODMHSAS QIC-CCCT Project Coordinator on the due date listed below for review.
- • Contractor shall submit monthly QIC-CCCT invoices throughout the contract period. All QIC-CCCT invoices for the reporting period of 10/1/2019-9/30/2020 (FFY20) shall be submitted to ODMHSAS no later than 10/15/2020 for the financial and progress reports due to CCFF for the end of the current grant period.
| Report Due Date |
Report Type |
Reporting Period Covered |
| 10/15/2020 |
Final Progress Report |
4/1/2020 - 9/30/2020 |
COMPENSATION:
- • The funds provided are for the express purpose of QIC-CCCT activities and shall be exclusively used as such and in accordance with the QIC-CCCT site action plan for contractor’s approved budget and shall be so designated on the invoices, books, and records.
- • Budget revisions and/or any significant changes in the original program plan must be reported and approved in writing in advance by the ODMHSAS and CCFF.
- • Costs for travel, including mileage, lodging, per diem, and incidental expenses, shall be allowable only to the extent that they do not exceed the amount allowed for under the CCFF travel policies, and travel expenses incurred by the contractor exclusively in direct performance under this agreement shall not exceed:
- • The cost of air travel ($650.00 maximum) shall be by the most direct route, using “air coach” or “air tourist” (less than first class).
- • All lodging, meals, incidentals, and privately owned vehicle (POV) expenses must fall within the U.S. General Service Administration (GSA). For more information go to http://www.gsa.gov. Funds cannot be used to purchase alcoholic beverages.
- Child, Youth, Young Adults & Families – Family Treatment Court Quality Improvement Center for Collaborative Community Court Teams (QIC-CCCT) – Tulsa County (Tulsa County Family Drug Court)
The overall purpose of the Quality Improvement Center for Collaborative Community Court Teams (QIC-CCCT) initiative is to support demonstration sites to design, implement, and test approaches that meet the requirements of the Child Abuse Prevention and Treatment Act (CAPTA) of 2010 as amended by the Comprehensive Addiction and Recovery Act of 2016 (CARA) and that better meet the needs of infants and families affected by substance use disorder and prenatal substance exposure.
WORK REQUIREMENTS:
- • Contractor shall participate in QIC-CCCT technical assistance activities as described in the QIC-CCCT Request for Proposal.
- • Contractor shall participate in the program implementation and evaluation activities specified in their demonstration site action plan, up to and including required training and service delivery, and as an active partner in the QIC-CCCT evaluation conducted by Advocates for Human Potential, Inc. (AHP) and ODMHSAS.
- • Contractor shall use the QIC-CCCT funds in accordance with the QIC-CCCT site action plan for sub-grantee Tulsa County and the QIC-CCCT approved budget for the contractor and not use the funds for any other purpose or program without the prior written approval of the ODMHSAS and the Center for Children and Family Futures (CCFF).
- • Contractor shall advise the ODMHSAS and CCFF of personnel changes to the program director and shall designate a staff person to be the primary contact for the evaluation activities.
- • Contractor shall consult with ODMHSAS and CCFF in advance in the event that any significant aspect of the demonstration site program is changed or redesigned.
- • Contractor shall complete enrollment of the combined total number of families, adults, and children in their court and non-court programs specified on the modified Mutually Binding Agreement and reflected in their Semi-Annual Progress Report(s) by the end of the current grant period of September 30, 2020.
- • Contractor shall administer and submit case-level, pre- and post-intervention data to measure progress in family functioning, parenting capacity and child well-being utilizing the standardized instruments identified by the QIC-CCCT Change and Evaluation Teams and approved by ODMHSAS.
- • Contractor shall participate in qualitative data collection activities (to be carried out by the QIC-CCCT and/or ODMHSAS) that will include:
- • Individual and Group Interviews (conducted as part of the annual Grantee Site Visits described below)
- • Direct Observation (ongoing and during annual Grantee Site Visits)
- • Document Review and Follow-up Calls (ongoing)
- • Contractor shall participate in initiative-related and evaluation-related trainings throughout the project period.
- • Contractor shall facilitate and collaborate on any IRB/tribal review requirements.
- • Contractor shall provide access to other relevant data and information (such as meeting notes, cost information or QIC-CCCT work products) to assess program implementation and systems improvements.
- • Contractor shall utilize funding received by the ODMHSAS through the QIC-CCCT initiative to attend the mandatory All-Sites Meetings in Orange County, California and budget for up to five (5) team members, up to and including members from agencies other than the contractor agency, to represent their Collaborative Community Court Team (CCCT). The All-Sites Meeting for this contract period will be August 12-13, 2020 and will include two additional travel days.
- • Should the All-Sites Meeting take place virtually, the contractor agrees to ensure all identified CCCT members participate in the virtual activities.
- • Contractor shall participate in monthly program and data progress calls conducted by CCFF (typically 60-90 minutes) with the core team and ODMHSAS staff. The monthly data snapshots noted in the Performance Monitoring section below are used to help keep up-to-date on progress and identify emerging issues.
- • Contractor shall participate in site technical assistance and training activities, including site visits, with the ODMHSAS QIC-CCCT Project Coordinator and other ODMHSAS staff as needed.
- • Contractor shall participate in annual two (2) day grantee site visit conducted by QIC-CCCT Change Team and ODMHSAS staff. Site visits include, but may not be limited to, observation of the program(s) and discussions with key staff, partners, and community stakeholders.
- • Contractor shall include the following acknowledgements of grant support and disclaimer (or similar language approved by Children’s Bureau) on all products, training modules, publications, news releases, web content, and other materials developed or made available under this cooperative agreement:
- • "This [product] was funded by the Children's Bureau, Administration on Children, Youth and Families, Administration for Families, U.S. Department of Health and Human Services, under grant #90CA1854. The contents of this [product] are solely the responsibility of the authors and do not necessarily represent the official views of the Children’s Bureau.”
- • Contractor shall acknowledge that the Children’s Bureau reserves the right to secure and distribute all grant-funded products and materials, including copies of journal articles written by Grantees about their grant projects.
PERFORMANCE MONITORING:
- • Contractor shall collect or assist with collecting, reporting, and submitting monthly program snapshot reports (PSRs); individual adult, child, and family data (IACFD); and evaluation tools to utilizing the standardized instruments identified by the QIC-CCCT Change and Evaluation Teams and approved by ODMHSAS to the QIC-CCCT and ODMHSAS to the QIC-CCCT and ODMHSAS.
- • Contractor shall collect or assist with collecting, reporting, and submitting data to the QIC-CCCT and ODMHSAS as specified on their demonstration site reports, including but not limited to Child Welfare, Substance Use Disorder Treatment, and Prenatal Substance Exposure and CAPTA/CARA.
- • Contractor shall collaborate between court and non-court programs to submit one (1) progress report to ODMHSAS, due to the ODMHSAS QIC-CCCT project coordinator on the due date listed below for review.
- • Contractor shall submit monthly QIC-CCCT invoices throughout the contract period. All QIC-CCCT invoices for the reporting period of 10/1/2019-9/30/2020 (FFY20) shall be submitted to ODMHSAS no later than 10/15/2020 for the financial and progress reports due to CCFF for the end of the current grant period.
| Report Due Date |
Report Type |
Reporting Period Covered |
| 10/15/2020 |
Final Progress Report |
4/1/2020 - 9/30/2020 |
COMPENSATION:
- • The funds provided are for the express purpose of QIC-CCCT activities and shall be exclusively used as such and in accordance with the QIC-CCCT site action plan for contractor’s approved budget and shall be so designated on the invoices, books, and records.
- • Budget revisions and/or any significant changes in the original program plan must be reported and approved in writing in advance by the ODMHSAS and CCFF.
- • Costs for travel, including mileage, lodging, per diem, and incidental expenses, shall be allowable only to the extent that they do not exceed the amount allowed for under the CCFF travel policies, and travel expenses incurred by the contractor exclusively in direct performance under this agreement shall not exceed:
- • The cost of air travel ($650.00 maximum) shall be by the most direct route, using “air coach” or “air tourist” (less than first class).
- • All lodging, meals, incidentals, and privately owned vehicle (POV) expenses must fall within the U.S. General Service Administration (GSA). For more information go to http://www.gsa.gov. Funds cannot be used to purchase alcoholic beverages.
- Child, Youth, Young Adults & Families – Family Treatment Court Strengthening Families Program Fidelity & Evaluation – Oklahoma County – CARE (Ahearn Greene)
Contractor shall provide technical assistance, fidelity monitoring and quality assurance for implementation of the Strengthening Families Program (SFP) for Oklahoma County Family Treatment Court participants.
WORK REQUIREMENTS:
- • Contractor shall conduct two (2) SFP fidelity monitoring and quality assurance site visits per calendar year, and submit a Fidelity Benchmarks Report.
- • Visits shall include a pre-visit telephone consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Contractor shall submit a follow-up report to ODMHSAS within 30 days of site visit detailing program strengths, challenges and recommendations for improvement.
- • Training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly. A minimum of two (2) group leader trainings will be offered at locations decided upon between ODMHSAS and the Contractor.
- • Contractor shall provide data analysis and program quality on implementation fidelity to the SFP model.
- • Contractor will submit annual evaluation report to include to-date SFP fidelity evaluation. Year-end report to include project findings for funding year, comparisons to prior years as available, interpretation of findings and recommendations for future efforts.
- • Contractor shall provide implementation technical assistance, including bi-monthly conference calls, supervision and quality assurance calls, and on-line fidelity supervision via email to provider agencies.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- Child, Youth, Young Adults & Families – Family Treatment Court Strengthening Families Program Fidelity & Evaluation – Tulsa – RISE (Ahearn Greene)
Contractor shall provide technical assistance, fidelity monitoring and quality assurance for implementation of the Strengthening Families Program (SFP) for Family Treatment Court participants.
Contract period shall be from 07/01/2020 through 06/30/2021.
WORK REQUIREMENTS:
- • Contractor shall conduct two (2) SFP fidelity monitoring and quality assurance site visits during the contract period, and submit a Fidelity Benchmarks Report.
- • Visits shall include a pre-visit telephone consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Contractor shall submit a follow-up report to ODMHSAS within 30 days of site visit detailing program strengths, challenges and recommendations for improvement.
- • Contractor shall conduct a minimum of two (2) SFP group leader trainings. Training location and target audience shall be determined by the ODMHSAS. Additional training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly.
- • Contractor shall provide data analysis and program quality on implementation fidelity to the SFP model.
- • Contractor will submit a final evaluation report at the end of the contract period to include to-date SFP fidelity evaluation. Final evaluation report to include project findings for contract period, comparisons to prior years as available, interpretation of findings and recommendations for future efforts.
- • Contractor shall provide implementation technical assistance, including bi-monthly conference calls, supervision and quality assurance calls, and on-line fidelity supervision via email to provider agencies in Tulsa County.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment – Kay County – FREE (Grand Lake)
Contractor shall furnish the necessary resources to implement the Strengthening Families program (SFP), Celebrating Families (CF!), Community Reinforcement Approach (CRA), and Attachment and Biobehavioral Catch-Up (ABC) to enhance services for the Kay County Family Treatment Court participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate fully as a Drug Court Team Member, committing to program mission and goals, and work as a partner to ensure success
- • Designate staff to participate in SF and CF Programming.
- • Submit an itemized budget to ODMHSAS assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks for the SFP/CFP EBP programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize Recovery support services to include:
- • Assist participants with transportation for treatment services, recovery support activities, employment, etc. in the form of public transportation ($3-$30/trip) or transport by a licensed and ensured driver affiliated with the provider ($0.50/mile).
- • Provide housing navigation services to clients in the form of referrals and assistance in locating and obtaining safe and appropriate housing.
- • Assist clients with securing and paying for recovery housing.
- • Science-based drug testing: Funds will be used to assist provider with the increased cost of conducting 6-panel urinalysis (UA) drug testing, as well as Ethylglucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder, as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the family treatment court model. Viral Testing funds will assist in paying for HIV, Hep B & C testing if a participant is referred and has no other way to pay.
- • Complete at least one (1) cycle of SFP/B23/3-5 and one cycle of CF! (0-3) per calendar year.
- • Designate staff to participate in grant required evidence based program trainings.
- • Designate at minimum two (2) staff members involved with the Family Treatment Court to attend of all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract. This can include members from agencies other than the Contractor agency.
- • Including but not limited to the National Drug Court Conference, Strengthening Families training, CF! Training, the Children’s Behavioral Health Conference, and the Prevention and Recovery Conference.
- • All trainings must be preapproved by the ODMHSAS Grant Project Director.
- • Complete grant required biannual reporting for the period of October 1st through March 31st and April 1st through September 30th. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Contractor agrees to provide the services, supports, and resources needed, in conjunction with services provided under the Kay County Family Recovery and Engagement Enhancement (FREE) grant.
- • Services include the following:
- • Providing SFP B23/3-5 to those families that qualify for this intervention.
- • Providing CF! 0-3 to participants as needed.
- • Implementing and managing CRA treatment model to include:
- • Sending two (2) therapist to the CRA training
- • Clinicians and supervisor will have access to the web-based application to enter service data and upload digital session recordings for fidelity reviews.
- • Clinicians and supervisor will achieve basic A-CRA certification within 6 months and full certification within 12 months after training. When unable to complete certification with designated timeframe staff will apply for extension and provide regular progress reports to Chestnut Health Systems and grant Project Director.
- • Clinical supervisor will achieve CRA clinical supervision certification, which enables him/or her to train and certify clinicians in his or her agency.
- • Providing clinical supervision to CRA clinician.
- • Contractor shall furnish the necessary resources to implement Attachment and Biobehavioral Catch-up (ABC) for the Kay County Family Treatment Court (KCFTC) participants, their children, and caregivers to improve parent infant and child bonding.
- • Contractor shall designate at minimum two (2) staff members to provide ABC services at least part time.
- • Contractor shall designate staff to participate in ABC training as needed.
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .5 FTE, that will be responsible for:
- • Assisting in community integration
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development
- • Mediating between the families and the treatment staff
- • Coordinating between all program resources and advocate for the family in the agency setting, and with other agencies/organizations.
- • Identify one (1) Therapist/Site Coordinator whose salary can be paid at .5 FTE, that will be responsible for:
- • Completing and monitoring GPRA data and follow up.
- • Act as a liaison for treatment with the Family Treatment Court team.
- • Monitoring and evaluating services provided to the families. Contacting families as needed to monitor progress and inquire about new needs.
- • Facilitating or co-facilitating Family Team meetings and may type the agenda. Contacting referred families and the referral source for screening. Notifying family team members of team meeting dates and dates.
- • Coordination of overall health and wellness including developmental, educational, medical, financial, environmental, and social well-being of the participants in the family treatment court.
- • Contractor shall support the participant’s right to access MAT services.
- • Contractor shall participate in SAMHSA-required data collecting and reporting, to include GPRA.
- • Contractor shall maintain a budget for the FREE project and submit any changes beyond 10% for any line item for approval by ODMHSAS FREE Project Director.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government. This will also include GPRA monitoring that begun November 1, 2019.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • Contractor shall complete semiannual reports and submit to ODMHSAS designated Project Director by due dates established by ODMHSAS.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment – Okmulgee County – COPE (CREOKS)
This contract is to provide funding for necessary expanded and enriched services provided pursuant to the Okmulgee County Family Treatment Court (OCFTC) contract held by the Contractor. These services would provide participants with the comprehensive care needed to rebuild their lives and support their families and provide providers with the knowledge to better serve the treatment court participants and their families.
Contractor shall furnish the necessary resources to implement the Celebrating Families (CF) and the Strengthening Families (SF) program for the Okmulgee OCFTC participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate fully as a Family Treatment Court (FTC) Team Member, committing to program mission and goals, and work as a partner to ensure success.
- • Designate a coordinator of CF and SF.
- • Designate staff to participate in CF and SF, trainings.
- • Designate staff to receive training in trauma-specific modalities such as Trauma Focused – Cognitive Behavioral Therapy (TF-CBT) and Seeking Safety.
- • Submit an itemized budget to Senior Manager or Family Treatment Court Programs Manager at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks required for the EBPs, and additional service providers or treatment services not able to be obtained through another means.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served:
- • Number of participants;
- • Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Utilize recovery funding to provide transportation, travel vouchers, bus passes, or gas cards for participants, foster parents, and/or family members as needed to help get to and from appointments and the program. These funds can also be used to help assist contractor with the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the family treatment court model.
- • Utilize training cost funding to pay for travel, registration fees, hotel, and/or per diem associated with in state training and/or state conferences. This will allow treatment provider to send staff to additional training opportunities not addressed in the grant application such as - Motivational Interviewing, State Treatment Court Conference, State Children's Conference, State Prevention and Recovery Conference, Family Treatment Court Trainings, and additional Early Childhood Infant Mental Health Trainings provided across the state of Oklahoma. Contractor will also utilize funds to send the FTC Team to include the FTC Judge and FTC Coordinator, Department of Human Services (DHS) representatives, Assistant District Attorney, as well as other team members deemed necessary.
- • Provide resources to increase case management services to participants and their families as needed. These with include assistance with the following:
- • Assist with housing deposits
- • Application fees for housing
- • Moving expenses
- • Designated CF and SF coordinator shall:
- • Assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Engage and enhance faith-based and health care professionals.
- • Organize and schedule the CF and SF program and ensure all materials are ordered and disbursed to program staff.
- • Coordinate the utilization and implementation of Evidence-Based Early Intervention Curriculum (CF and/or SF) with identified families as written.
- • Participate in the implementation of CF and/or SF programs.
- • Ensure all program staff have the materials and supplies necessary to implement CF and SF programs.
- • Contractor shall provide the services, supports and resources needed as a part of the Okmulgee Collaborative Opportunities for Program Enhancement (COPE) Federal Grant – contractor shall:
- • Complete semiannual reporting required and agreed upon between contractor and ODMHSAS Project Director, due the 15th of January for the months of July – December, and 15th of July for the months of January – June. These reports are to be submitted to ODMHSAS designated Project Manager.
- • Complete grant required biannual Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Complete federally required pre- and post- tests for Celebrating Families and Strengthening Families programs and any other federally required documentation or data gathering and submit according to federal guidelines.
- • Contractor shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contractor shall develop and make available a satisfaction survey to all individuals served by this contract and record results in the Year End Report.
- • Contractor shall ensure they have one waivered prescriber or contracted waivered prescriber.
- • Contractor will submit any training logs to designated Project Director with date of training, topic of training, and number of attendees.
- • Provide the services, supports, and resources needed, in conjunction with services provided under the Okmulgee Collaborative Opportunities for Program Enhancement (COPE) Federal Grant.
- • Services include the following:
- • Send two (2) people per year to the training on the Attachment and Biobehiavioral Catch-up Model (ABCM) either in Delaware or in Oklahoma. This will be decided by ODMHSAS.
- • Implement the ABCM with children and families who qualify.
- • Enhance available treatment service to FDTC participants by providing them medication assisted treatment (MAT) services and supports as needed.
- • Expand partnerships with MAT providers and other medical professionals to provide high-quality, evidenced-based opioid addiction treatment.
- • Provide two (2) trainings per year in either SFP or CFP as well as two (2) educational trainings per year on substance use, child welfare, and/or trauma informed services to community partners.
- • Complete one full cycle of back to back SFP and CFP 0-3/3-5 cycle for appropriate families per grant year.
- • Complete SFP/CFP retrospective Parent Pre/Post-tests.
- • Ensure that all providers who are working with children have had the proper background checks.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • Contractor shall complete semiannual reports with information requested by ODMHSAS designated Project Director (PD) and submit to PD by due dates established by ODMHSAS
COMPENSATION:
- • Indirect costs will be allowed up to 10%. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment – Strengthening Families – Tulsa County (The Center for Therapeutic Interventions)
Contractor shall furnish the necessary resources to implement the Strengthening Families (SF) program (including ages 0-3), for the Tulsa County Family Treatment Court (TCFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate a coordinator of SF
- • Designate staff to participate in SF, trainings.
- • Designate staff to receive training in trauma-specific modalities such as TF-CBT and Seeking Safety.
- • Submit an itemized budget to the Senior Manager of Family Treatment Court Programs at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks required for the SF/CF programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post- test documents. Recovery funds will also be available for indigent families for emergency assistance as it relates to the participant that could interrupt services. Recovery funds may also assist with travel costs if the individual and/or family are in need of this type of support. The recovery funds are monitored by category and a signature of family receiving the support. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. The testing funds will assist in paying for HIV or viral testing if a participant is referred. These funds can also be used to help assist contractor with the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the FTC model.
- • Provide resources to increase the well-being of participants and their families.
- • Complete at least four (4) cycles of SFP -per contract year.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served;
- • Number of participants;
- • Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Designate at minimum three (3) staff members involved with the FTC team to attend ODMHSAS designated trainings and conferences to enhance the understanding of behavioral health and treatment courts. This can include members from agencies other than the Contractor agency.
- • Including but not limited to the National Drug Court Conference, Strengthening Families and Celebrating Families training, the Children’s Behavioral Health Conference, the Prevention and Recovery Conference, and the Specialty Court Conference.
- • Designated SF coordinator shall:
- • Assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Engage and enhance faith-based and health care professionals.
- • Organize and schedule the SF program and ensure all materials are ordered and disbursed to program staff.
- • Coordinate the utilization and implementation of Evidence-Based Early Intervention Curriculum (SFP) with identified families as written.
- • Participate in the implementation of SF programs.
- • Ensure all program staff have the materials and supplies necessary to implement the SF programs.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • Contractor shall complete semiannual reports and submit to the ODMHSAS Manager of Family Treatment Court Programs by due dates established by ODMHSAS. Reports shall include but not be limited to the following:
- • The total number of assessments completed.
- • Total number of services by types.
- • Total number of and percent of adults, children, and caregivers who assessed in the following target areas: development, mental health, primary pediatrics, substance use, education, and trauma-related symptomology.
- • Total number and percent of individuals able to receive services.
- • Total number and percent of individuals receiving treatment according to the recommended treatment plan.
- • Contract shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contractor shall develop and make available a satisfaction survey to all individuals served by this contract and record results in the Year End Report.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment – Tulsa RISE (The Center for Therapeutic Interventions)
Contractor shall furnish the necessary resources to provide services such as the Strengthening Families program (SFP), Circle of Security (COS), Community Reinforcement Approach (CRA), and Child Parent Psychotherapy (CPP) to enhance services for the Tulsa County Family Treatment Court (TCFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate staff to participate in SF Programming.
- • Submit an itemized budget to Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, food, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery support funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post-test documents. Funds will also be available for indigent families for emergency assistance as it relates to the participant that could interrupt services. Funds may also assist with travel costs if the individual and/or family are in need of this type of support. The funds are monitored by category and a signature of family receiving the support. Funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. The testing funds will assist in paying for HIV or viral testing if a participant is referred.
- • Complete at least two (2) cycles of SFP/B23/3-5 per calendar year.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served:
- • Number of participants;
- • Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Designate staff to participate in grant required evidence based program trainings.
- • Designate a minimum of two (2) team members from the family drug court team, including members from agencies other than the Contractor agency, to attend all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract.
- • Including but not limited to the National Drug Court Conference, Strengthening Families training, the Children’s Behavioral Health Conference, and the Prevention and Recovery Conference.
- • All trainings must be preapproved by the ODMHSAS Grant Project Director.
- • Complete grant required biannual reporting for the period of October 1st through March 31st and April 1st through September 30th. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Contractor agrees to provide the services, supports, and resources needed, in conjunction with services provided under the Tulsa Recovery Initiative to Support Expansion (Tulsa RISE) grant.
- • Services include the following:
- • Providing SFP B23/3-5 to those families that qualify for this intervention
- • Providing COS to participants as needed.
- • Implementing and managing CRA treatment model to include:
- • Sending staff to the CRA training
- • Clinicians and supervisor will have access to the web-based application to enter service data and upload digital session recordings for fidelity reviews.
- • Clinicians and supervisor will achieve basic A-CRA certification within 6 months and full certification within 12 months after training. When unable to complete certification with designated timeframe staff will apply for extension and provide regular progress reports to Chestnut Health Systems and grant Project Director.
- • Clinical supervisor will achieve CRA clinical supervision certification, which enables him/or her to train and certify clinicians in his or her agency.
- • Providing clinical supervision to CRA clinician.
- • Attending Wraparound training as needed
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .5 FTE, that will be responsible for:
- • Assisting in community integration
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development
- • Mediating between the families and the treatment staff
- • Coordinating between all program resources and advocate for the family in the agency setting, and with other agencies/organizations.
- • Identify one (1) Case Manager/Care Coordinator whose salary can be paid at .55 FTE, that will be responsible for:
- • Completing and monitoring GPRA data and follow up.
- • Scheduling, coordinating and facilitating Wraparound / family teams as needed.
- • Completing initial wrap plans, strengths and culture discoveries and intakes as needed; updating and modifying wrap plans as needed.
- • Monitoring and evaluating services provided to the families. Contacting families as needed to monitor progress and inquire about new needs.
- • Facilitating or co-facilitating Family Team meetings and may type the agenda. Contacting referred families and the referral source for screening. Notifying family team members of team meeting dates and dates.
- • Coordination of overall health and wellness including developmental, educational, medical, financial, environmental, and social well-being of the participants in the family treatment court.
- • Identify one (1) licensed clinician to provide Child Parent Psychotherapy (CPP) whose salary can be paid at .5 FTE, that will be responsible for:
- • Participating in consultation calls and training.
- • Providing child parent psychotherapy (CPP) to FTC participants who meet criteria.
- • Contractor shall support the participant’s right to access MAT services.
- • Contractor shall participate in SAMHSA-required data collecting and reporting, to include GPRA.
- • Contractor shall maintain a budget for the RISE project and submit any changes beyond 10% for any line item for approval by ODMHSAS RISE Project Director.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government. This will also include GPRA monitoring that will begun October 1, 2018.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • Contractor shall complete semiannual reports and submit to ODMHSAS designated Project Director by due dates established by ODMHSAS.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment – Washita-Custer County (Red Rock)
Contractor shall furnish the necessary resources to implement Celebrating Families (CF) and the Strengthening Families Program (SFP) to enhance services for the Custer-Washita County Family Treatment Court (CWFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Designate staff to participate in SFP and CF programming and complete at least one cycle of SFP and one cycle of CF per calendar year, basing the program curriculum on the age of the children and the needs of the participants.
- • Contractor shall complete end of cycle reports for SFP and CF, including completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS). A paper version of the Parent Survey is available upon request.
- • Administrative Survey shall be completed within one month following the end of the cycle and the Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Submit an itemized budget to ODMHSAS assigned designee at the beginning of the contract year for approval which shall include line items specified by ODMHSAS to support the CWFTC Implementation project.
- • Contractor shall maintain budget for the CWFTC Implementation project and submit any changes above 10% for any line item to ODMHSAS CWFTC Implementation Project Director (PD) for approval.
- • Utilize recovery funding to provide recovery supports and services, FDA approved medications, viral testing (including HIV testing), and science- based drug testing for participants as specified in the CWFTC Implementation grant. The recovery funds are monitored by category and signature of participant/family receiving the support.
- • Designate staff to participate in grant-required, evidence-based program trainings.
- • Designate a minimum of two (2) staff members involved with the family treatment court team, up to and including members from agencies other than the contractor agency, to attend all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract, including but not limited to the following:
- • National Drug Court Conference, SFP and CF training, the Children’s Behavioral Health Conference, and the Prevention and Recovery Conference.
- • Complete grant required biannual reporting as required by the FTC Implementation Grant. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Contractor agrees to provide the services, supports, and resources needed in conjunction with services provided to participants, children, and families under the CWFTC Implementation grant, including but not limited to:
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .5 FTE, that will provide peer recovery support services to CWFTC participants in addition to assisting as site coordinator for SFP and CF.
- • Supporting the participant’s right to access MAT services.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance which will include, at a minimum, ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were followed.
- • Contractor shall complete semiannual reports and submit to ODMHSAS designated PD by due dates established by ODMHSAS. Reports shall include, but not be limited to, staff, program, and service information specified by ODMHSAS.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions provided by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Infant & Early Childhood MH Leadership
This contract is to support the development of an infrastructure to support infant and early childhood behavioral health services within Oklahoma. The Oklahoma State Department of Health (OSDH) will work collaboratively with the Department of Mental Health and Substance Abuse Services to provide co-leadership to accomplish this goal by maintaining an FTE to develop the Infant and Early Childhood service system.
The service system development will follow the guidelines as set forth by the National Standards for Culturally and Linguistically Appropriate Services in Health Care (CLAS), issued by the U.S. Department of Health and Human Services, Office of Minority Health to ensure all people entering the health care system receive equitable and effective treatment in a culturally and linguistically appropriate manner.
WORK REQUIREMENTS:
- • This contract is to provide partial funding (15% of salary and fringe benefits) for the continuation of an FTE located at the State Department of Health Child Guidance Service department to provide early childhood mental health co-leadership. This FTE will support and promote the development of a comprehensive and integrated service delivery system for young children’s mental health needs.
- • Contractor shall collaborate with the Oklahoma Department of Mental Health and Substance Abuse Services to effectively develop a system for young children and their families to receive evidence based/evidence informed services and supports.
- • Furnish the necessary resources to provide training and co-facilitation of meetings and training to support infant and early childhood mental health.
- • Work in coordination with stakeholders to implement the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
- • Provide and advocate for individualized therapeutic services, supports and outcomes for families with and caregivers of infants and young children.
- • Provide support to OSDH Child Guidance staff related to initiatives, including, but not limited to best practices, early intervention, prevention strategies and other evolving practices related to the needs of young children and their families.
- • Develop a mutually agreed upon schedule and method for collaboration between the ODMHSAS Infant and Early Childhood Services Manager, Children’s program staff and the Child Guidance Services staff.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. Reports shall be requested as needed and submitted to the ODMHSAS Infant and Early Childhood Services Manager.
COMPENSATION:
- • Contractor is responsible for maintaining all payroll records to verify compensation associated with this position.
- Child, Youth, Young Adults & Families – Infant Mental Health Endorsement Program
Contractor shall furnish the necessary resources to maintain and act on the strategic plan and develop the infrastructure for implementing an Oklahoma Infant Mental Health Endorsement Program (OK-IMHEP).
This program will support the workforce development goal of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the Oklahoma Infant and Early Childhood Mental Health Strategic Plan through identification and dissemination of best practice competencies at multiple levels and across multiple disciplines.
WORK REQUIREMENTS:
- • Contractor agrees to oversee and ensure the following actions:
- • Coordination of an oversight workgroup composed of stakeholders with whom to coordinate the development of the plan and the infrastructure to support the OK-IMHEP.
- • Coordination and collaboration with Oklahoma state and other agencies and organizations to include infant mental health competencies in their professional development programs and professional performance standards.
- • Consultation and collaboration with the League of States which is developing the Infant Mental Health Endorsement processes.
PERFORMANCE MONITORING:
- • Contractor shall provide quarterly reports due by the 15th of each month following the quarter, and additional reports as requested by the Department.
- Child, Youth, Young Adults & Families – Psychological Services for Trauma – Exposed Children – Unite OKC
The Contractor shall furnish the necessary resources to provide both training and consultation in Trauma Focused Cognitive Behavioral Therapy to staff specified by the ODMHSAS in the treatment of trauma-exposed children.
WORK REQUIREMENTS:
- • Provide training, including all necessary and supporting resources, to therapists in the treatment of trauma-exposed children and their families. Training participants to be selected from sites specified by the ODMHSAS. Training topics to include:
- • Screening, assessment and treatment planning;
- • CE-CERT model for addressing secondary traumatic stress for clinicians and/or supervisors; and
- • Trauma-Focused Cognitive Behavioral Therapy (introductory, advanced, tune-ups, webinars, expanded/special topics);
- • TF-CBT Supervisory Track.
- • Provide consultation, including all necessary and supporting resources, to therapists and their supervisors in the treatment of trauma exposed children and their families, who are utilizing the TF-CBT model, and have been selected by sites specified by the ODMHSAS. Providing an adequate number of consultation opportunities per month to meet the purpose of both certification and ongoing clinical support.
- • Provide quarterly calls to clinical directors/program managers of the sites specified by the ODMHSAS to support the ongoing progress and fidelity of the program.
- • Maintain the TF-CBT website and necessary data bases in support of the program.
PERFORMANCE MONITORING:
- • Monthly invoices shall include:
- • Trainings conducted;
- • Number of participants trained;
- • Number of consult calls and participants; and
- • Any program updates or changes, including staff changes.
- • Additional reports for program or funding requirements may be requested by the Department, and should be submitted to the Department’s Manager of Hope and Resilience.
- Child, Youth, Young Adults & Families – RA1SE NAVIGATE
The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Substance Abuse and Mental Health Services Administration (SAMHSA) to implement the RA1SE NAVIGATE Early Treatment Program. The ODMHSAS will support Contractor in developing and implementing an integrated array of services and supports for persons ages 16-30, who have experienced their first episode of psychosis within the last two years and meet the Federal Block Grant definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED), as they transition to adulthood.
Persons served through the RA1SE NAVIGATE ETP will experience an increase in: (1) stable housing; (2) a job with a living wage; (3) continued education and meeting educational goals; (4) dependable transportation; (5) linkages to community resources; (6) number of days sober and drug free; (7) improved relationships with family and others; and (8) wellness and recovery as measured by decreases in symptoms and increases in activities that support mental and physical well-being. Those with a history of engagement with law enforcement will experience a decrease in number of arrests.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and implement the RA1SE NAVIGATE Early Treatment Program, to include the following:
- • Provide a Team Leader devoted at a minimum of .5 FTE who will also serve as the Family Therapist devoted at a minimum of .5 FTE.
- • Maintain a minimum of 1 FTE Individual Placement and Support (IPS) Supported Employment and/or Education Specialist with average caseload of 20-25.
- • Employment Support Services shall include, but not be limited to: prevocational training, job development, job placement, on-the-job training and support. The services provided will be based on individual consumer need and choice. Staff can receive IPS training through ODMHSAS.
- • Maintain a minimum of .5 FTE Case Manager with an average caseload of 20-25.
- • Provide Individual Resiliency Treatment (IRT) services utilizing evidence-based and promising psychological interventions, with a minimum of 1 FTE.
- • Provide recovery support specialist services, with a minimum of .5 FTE.
- • Provide psychiatric services with a minimum of .03 FTE.
- • Provide I-Pads to program participants to increase service access through tele-health.
- • Provide transportation assistance for participants with the purchase of 30-day bus passes and/or $10.00 gas cards. No more than $1,500.00 shall be expended for these purposes.
- • Participate in Department data collecting and reporting for performance assessment.
- • Maintain linkage with ONIT staff and advisory team, and linkage with the outreach and engagement team for Navigate.
- • Utilize outcomes reports generated by the ODMHSAS for continuous quality improvement.
- • Maintain a budget for the RA1SE NAVIGATE ETP and submit any changes beyond 10% for any line item for approval by ODMHSAS staff.
- Child, Youth, Young Adults & Families – RA1SE NAVIGATE – Evaluation
Under the direction of the Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the RA1SE NAVIGATE evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OKSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
WORK REQUIREMENTS:
- • Evaluator shall:
- • Ensure the NAVIGATE evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for NAVIGATE staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at each of the OKSOC sites that provide NAVIGATE services to coordinate and provide training for site on NAVIGATE evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement NAVIGATE evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the NAVIGATE sites to monitor service provision.
- • Perform analyses of the NAVIGATE evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the NAVIGATE project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
PERFORMANCE MONITORING:
- • Evaluator shall provide an annual report of activities carried out pursuant to the Statement of Work.
- Child, Youth, Young Adults & Families – SQE - MH Adult and Child (Youth Group)
This contract is to provide funding for the facilitation of a support group for youth and young adults.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and facilitate a Youth/Young Adult Support Group that will meet at least once/week to include the following:
- • Staff available to do community outreach to identify youth/young adults who would be interested (and appropriate) to attend the group.
- • Staff available to facilitate the group at least once/week.
- • Staff willing and able to link any youth/young adults in the group to services and supports identified to help address needs related to achieving their behavioral health goals.
- • Provide follow-up on linkages to ensure that a successful connection has been made.
- • Attend related training and/or meetings as determined by ODMHSAS.
PERFORMANCE MONITORING:
- • The Contractor will provide monthly reports that will include:
- • The number of youth/young adults contacted through community outreach during the month;
- • The number of youth/young adults contacted who were linked to the Youth/Young Adult Support Group;
- • The number of youth/young adults who attended the Youth/Young Adult Support Group each month; and
- • The number of youth/young adults (who attended the Youth/Youth Adult Support Group each month) who were connected to services and the types of programs/services that they were connected to.
- Child, Youth, Young Adults & Families – SQE – MH Children (Trauma)
This contract is to provide funding for necessary ancillary services in support of implementing and providing direct trauma informed and trauma specific services for children exposed to trauma.
WORK REQUIREMENTS:
- • The Contractor agrees to perform other necessary services and activities as outlined below. Such performances shall be reimbursed on a “per month” basis, unless otherwise noted in an attachment to this addendum.
- • Service quality enhancement (SQE) and community response, including:
- • Purchasing the appropriate kits, instruments, measures, and materials necessary to support the trauma informed and specific therapy models identified by the ODMHSAS. These purchases should be itemized and submitted with the monthly invoice.
- • Facilitating staff attendance at training(s) or other professional development opportunities (including travel time) in the trauma informed and trauma specific models identified by the ODMHSAS. The Contractor shall keep a record of each staff’s attendance and completion of training(s). This includes the mandatory completion of the on-line TF-CBT training.
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of trauma services provided. Consultation will be conducted at the frequency identified by the ODMHSAS, and each staff member should keep a record of their individual participation.
- • Facilitating National TF-CBT certification for staff who have completed training, consultation, and service requirements. The Contractor shall notify the Department when a staff passes and receives national certification.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery to provide trauma informed and trauma specific services to children and families.
- • Services provided pursuant to Department funding shall be reported through the Department’s approved data collection system.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, employee records showing appropriate training and credentials, and other relevant data.
COMPENSATION:
- • Department funding sources utilized to make payments pursuant to this contract (e.g. state and federal) shall be at the Department’s discretion and shall not be subject to review or considered a breach of this contract. Funding shall be reimbursed upon monthly documentation of expenditures, according to procedures determined by the Department.
- Child, Youth, Young Adults & Families – State Youth Community Programs
Contractor shall furnish the necessary resources to provide a program to improve the overall health and well-being of youth.
The Health and Fitness program has primary components to help ensure young people improve their overall fitness levels and begin to adopt a healthy lifestyle.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide a Health and Fitness program to at least 3,650 young people at 73 Club locations for one year;
- • Focus services on children with potential health-related issues;
- • Focus services on low income and minority populations that are at higher risk;
- • Encourage young people to engage in health and fitness activities at least 3-4 times per week;
- • Enable young people to build self-esteem and confidence in making healthy choices which in turn enhance overall well-being; and
- • Refer youth with behavioral health needs and their families to appropriate service providers, including the local Systems of Care, as available.
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as the Department may require. Such report shall be submitted to the Department’s Mental Health Recovery Division (attention Administrative Programs Officer) no later than the 10th day of the month following the end of each applicable quarter (i.e., the 10th of April, and July).
COMPENSATION:
- • The funds will be distributed by Contractor equally among all 73 partner facilities, with each facility required to serve the minimum number of children established.
- Child, Youth, Young Adults & Families – Substance Abuse Wraparound
Contractor shall provide wraparound and trauma-informed therapeutic services to assist children, youth, and young adults (0-25) in developing skills to cope with substance use/dependency and co-occurring issues. These services will assist in increasing the global assessment of functioning score; improving the educational skill level; improving family relationships; and improving the cooperation among peers/ adults, and life/social skills.
Contractor will participate and collaborate with the local Systems of Care Best Practice Model (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health), as defined below.
WORK REQUIREMENTS:
- • Conduct Teen Addiction Severity Index assessments and the Adolescent American Society of Addiction Medicine Patient Placement Criteria 2R.
- • Provide documentation that staff rendering services have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Children’s growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries; and
- • Self-care.
- • Direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services. The Contractor’s contract dollar amount could be affected if the average caseload falls below 75% capacity for longer than three consecutive months.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Contractor will ensure that families receive: 1) easy access to substance use or co-occurring services and supports; 2) evaluation, assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training.
- • This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Individuals fulfilling the terms of this contract shall attend Wrap101 training and follow ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Contractor will follow the Oklahoma Systems of Care guidelines, policies, procedures and practices provided in the Oklahoma Systems of Care Toolkit.
- • Contractor shall employ a part time (20 hrs/50%), or full time (40 hrs/100%) local Project Director, who will be responsible for, and have the authority to carry out the supervision of persons providing services for the project and the day to day operations of the project.
- • Contractor, through the local Project Director and community team will develop and implement a plan for significant family involvement on all levels of the project.
- • Contractor will ensure that the local Project Director shall initiate and ensure the development of a Community Based SOC Team. This community team shall be comprised of parents of children with substance use or co-occurring disorders, community service providers as outlined in the core standards, and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • Contractor will support families of children and youth with substance use or co-occurring disorders to establish and support local family and youth group.
- • The local Project Director, in collaboration with the community team, shall develop a strategic plan for the implementation of the project utilizing the best practice model. The plan shall include an organizational structure, identify the steps necessary to implement the substance use/wraparound project, and include strategies for ongoing community development, youth guided family driven, cultural and linguistic competence, project sustainability, and the continuous evaluation of youth, family and community needs that will address disparities and access to services.
- • The local Project Director, in collaboration with the community team, will follow the established program eligibility guidelines. These include children and youth ages 0-21 with substance use or co-occurring issues who are at risk of out of home placement, who are having difficulties in two or more life domains, and who are receiving services from multiple social service providers.
- • Direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average of 15 children for each Care Coordinator will be enrolled and receiving services.
- • Individual services shall be provided under the direction of a child and family team, and made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, respite care, use of flexible funds, and the development of a family driven interagency treatment plan.
- • Recommendations for the utilization of flexible funds shall be determined by the child and family team for each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund expenditures of $500.00 or more must receive the prior approval one of the State SOC Project Directors or the Director of Children, Youth and Family Services.
- • Contractor shall ensure that required data is collected as required by ODMHSAS.
- • Contractor’s records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Contractor shall provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th. This proposal and any subsequent revisions shall be developed through consensus of the community team and contractor.
- • Contractor shall submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts. Contractor will also follow SOC invoicing instructions.
- • Contractor will ensure that the local Project Director or designee will submit monthly written reports to the State Project Directors or their designee to ensure coordination and communication.
- • Contractor will ensure that Project personnel will attend and participate in meetings and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state wide initiative.
- • Contractor will take all steps necessary to maximize 3rd party reimbursement including utilizing ODMHSAS fee for service dollars, Medicaid and 3rd party insurance.
- • Contractor will report all Revenue on their monthly financial statement.
- • Contractor shall utilize the wraparound event form for all wraparound events that take place with each family receiving service.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • An annual formal site review and report conducted by the ODMHSAS staff;
- • Review of monthly data by the ODMHSAS staff;
- • Monthly review and approval of invoices; and
- • Review of monthly Project Director’s Report.
- Child, Youth, Young Adults & Families – Together with Communities
Contractor shall furnish the necessary resources to develop a community-school partnership designed to intervene at the earliest possible point to bring recovery from substance use to students and family members.
WORK REQUIREMENTS:
- • Contractor shall maintain a full-time community-school coordinator. The coordinator is not to have any substitute teaching or school counseling duties;
- • Provide an office space for the full-time community coordinator;
- • Submit an itemized budget to the assigned ODMHSAS Field Services Coordinator at the beginning of the contract year for approval;
- • Utilize flexible funding to host community events to engage families and other community members in the community-school partnership, child care, transportation, psychological education, activities regarding recovery and healthy living, and incentives to family members and students for participation in project planning and advisory activities;
- • Utilize Completed Needs Assessment based on the 4th quarter results of previous contract year of community-school activities and focus groups to develop and implement a plan of action to address the identified needs;
- • Contract with ODMHSAS-identified providers of children substance use services to provide in-school and home-based services including implementation of early intervention programs such as CF and/or SF on a weekly basis;
- • Maintain and submit a roster of the project team that will oversee the development of the project coordinated by the community-school coordinator. Project team may include key school personnel, family members, community partners, providers, and students. The project team shall meet monthly at a minimum; and
- • Provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Community-School Coordinator shall:
- • Coordinate the utilization and implementation of evidence-based early intervention curriculum (CF and/or SF) with identified families as written;
- • Participate in the implementation of CF and/or SF programs;
- • Ensure screens, support, and referrals for appointment are made within 24 hours for students and families who request help with substance use and co-occurring problems. Referral will be to in-school counseling unless a higher level of care is necessary as evidenced by documentation; and
- • Monitor and document that services were accessed within 5 school days from referral as evidenced by documentation.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as number of community members engaged monthly, number of students and family members receiving substance use services at school or at home (and for those served, indicators of improvement and movement toward recovery), and completion of a needs assessment based on community feedback.
- • Contractor shall complete a report the first, second, and third quarters to be submitted to the ODMHSAS-designated Field Services Coordinator by the 10th of the month for the previous quarter and a Year End Report the 4th quarter due by the 25th of the last of month of the fiscal year of which shall include, but not be limited to, the following:
- • The activities and number of attendees per activity;
- • The total number of individuals who received services under this Contract;
- • The number, age, race, and gender of the individuals enrolled and participated in the CF or SF programs;
- • The number, age, race, and gender of the individuals referred to the school or outside services;
- • The number of students who left school prematurely due to other causes; and
- • The number, age, race, and gender of the individuals who completed the program.
- • Contractor shall complete a contact form for all contacts for any student or family requesting any information or services.
- • Contractor will complete the pre- and post-test for the CF or SF program participants and document results in Year End Report.
- • Contractor shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contract shall develop and make available a satisfaction survey to all individuals served by this Contract and record results in the Year End Report.
COMPENSATION:
- • Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. Indirect costs will be allowed up to 12%.
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Training and Consultation - Navigate
WORK REQUIREMENTS:
- • Contractor will provide NAVIGATE training and consultation. This is to prepare for the provision of comprehensive, integrated services to individuals in the early stages of treatment for schizophrenia.
- Child, Youth, Young Adults & Families – Transition Youth Housing Subsidy
This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the Department’s Protocol for use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
WORK REQUIREMENTS:
- • Transition Youth Housing Subsidy Funds are to be used to assist very low-income individuals (ages 16 - 25) and/or runaway and homeless youth (15-25 years of age) who have a mental illness or co-occurring mental illness and substance use disorders OR meet qualifying criteria for Host Home* Placement with accessing and maintaining decent, safe, sanitary and affordable housing and host home placements.
PERFORMANCE MONITORING:
- • Contractor shall submit monthly billing documentation and monthly activity reports as outlined in the Department’s Protocol for Use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
- Child, Youth, Young Adults & Families – Women with Children Residential Strengthening Families & Celebrating Families Programs
Contractor shall furnish the necessary resources to implement the Strengthening Families (SF) and/or Celebrating Families (CF) the program for the ODMHSAS designated facility, to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate a coordinator of SF and/or CF.
- • Designate staff to participate in SF and/or CF.
- • Submit an itemized budget to an ODMHSAS assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, food, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize flexible funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post- test documents.
- • Contractor shall complete a number of cycles of SFP and/or CFP determined by the ODMHSAS.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served:
- • Number of participants;
- • Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Contractor shall complete an annual report, due 30th of June, and submit to an ODMHSAS designee. The report shall include but not be limited to the following:
- • Training or Professional Development;
- • Names of staff or program receiving new licensing or certification;
- • Name of organization/agency client was referred to for additional treatment or ancillary services;
- • Total number of clients served;
- • Total number of intakes/assessments completed;
- • Total number of intakes/assessments but did not receive treatment from project staff;
- • Total number of participants discharged from the program before completion of program; and
- • Total number of participants graduated from the program.
- • Coordinator shall:
- • Coordinator will assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Coordinator will engage and enhance faith-based, child welfare, and other community partners (i.e. volunteer, donation, referral).
- • The coordinator will organize and schedule the SF and/or CF program and ensure all materials are ordered and disbursed to program staff.
- • Facilitate the implementation of SF and/or CF with identified families as written.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contract through receiving timely updates of data once distributed by ODMHSAS and OU ETeam, and receiving the budget.
- • ODMHSAS will review end of cycle and annual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Appendix
- ODMHSAS Transition Youth Housing Subsidy Protocol
Eligible Applicants - Individuals (ages 16 - 25) who have a mental illness or co-occurring mental illness and substance use for assistance with accessing and maintaining decent, safe, sanitary and affordable housing. Individuals should meet requirements for very low income and have a gross annual income at or below $16,500; however, incomes above $16,500 can be considered on a case by case basis. Individuals who are under the age of 18 must either be legally emancipated or have a Guardian willing to sign a lease agreement on their behalf. If the individual has children in their legal custody at time of application, they are allowed to live with applicant in the residence paid for by subsidy funds. If an applicant requests a roommate or significant other reside with them in subsidy funded apartments, they are eligible for youth subsidy funds at 50% of the approved amount, whereas said roommate must provide the remaining balances of rent/utilities and be a signed and approved leaseholder along with applicant or otherwise meet the same qualifications to become a subsidy recipient themselves and become a leaseholder in the same residence.
Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay for rent and utilities is $574 per month, which is based on the higher range of Fair Market Rent for a 1-bedroom. Assistance is not restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $574, however, it is recommended that referring projects assist subsidy recipients in locating housing for which costs do not exceed the $574 maximum (and all bills paid units when possible) to help assure affordability and success. This amount can be amended to $726 in the event that the applicant has a child in their custody and is needing a unit of up to 2 bedrooms or more. If unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income will be calculated as follows:
First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
The goal of the Housing Subsidy Funds is to assist recipients with transition to self-sufficiency between 9 to 12 months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case by case basis.
It is expected that the all subsidy recipients and Program staff will work actively together toward employment or SSI/SSDI income, toward obtaining Section 8 rental assistance, and on other recovery focused goals/objectives, as this is a time limited program.
Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to subsidy recipients but may not exceed a total of $574 or $726 in approved units of parenting youth
Making A Referral – Subsidy Rental Assistance:
- All referrals must come from one of the existing Oklahoma Department of Mental Health Substance Abuse Services Contractor unless approved by the ODMHSAS Program Manager. Part 1 of the referral form must be submitted, and initial approval received from HOPE Community Services prior to moving forward to assist a person with housing. This is to ensure that people referred meet initial eligibility requirements and that the program has enough money to serve them. Once initial approval is received from HOPE, housing can be arranged and Part 2 of the referral should be submitted. If Part 2, and related documentation, is not received by HOPE within 30 days of approval of Part 1, the referral will be null and void, and an entirely new referral (Part 1 & 2) will need to be submitted.
- Both parts of the referral form submitted must be complete, including all of the documentation requested:
- • Proof of income or signed statement from applicant if no income (Certification of Zero Income form);
- • Signed Subsidy Recipient Agreement (If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign).
- • A release of information authorizing communication between HOPE Community Services and the designated Landlord, and utility companies (when utility assistance, including deposit assistance, is requested), regarding payment of bills; and
- • A release of information authorizing communication between HOPE Community Services and the designated Program Agency, regarding the tenant’s receipt of subsidy funds.
- Completed referrals should be submitted to:
- HOPE Community Services, Inc.
- Attn: Transition Youth Subsidy Program
- 6100 South Walker Ave.
- Oklahoma City, OK 73129
- (405) 634-4400
- Fax (405) 632-1976
- Please note that referral information that is not complete will be returned to the agency who submitted it for completion. If you have any questions regarding the completion of the referral, or regarding the Transition Youth Housing Subsidy program in general, please contact HOPE or Andru Dallaly at ODMHSAS.
Things To Remember:
- • A copy of the signed lease agreement between tenant and landlord must be mailed or faxed to Hope Community Services by the second month for which rental assistance is needed (subsidy cannot be continued past the first month until a signed lease agreement is received).
- • If the landlord does not have a lease agreement, please use the Lease Agreement form included in the referral packet.
- • If rental unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
- • If utility assistance is requested, utility bills must be submitted monthly by mail or fax to HOPE Community Services for payment (up to the total amount allowed for utility assistance).
- • Part 1 of the referral is submitted, and approval from HOPE is required to proceed with housing assistance and the completion of Part 2 of the referral.
- • Part 2 of the referral must be received by HOPE within 30 days after HOPE has approved Part 1. If not received within that timeframe, the referral will be null and void and a new referral will need to be submitted and approval from HOPE obtained.
- ODMHSAS Child Trauma & Resilience Guidelines/Protocol
According to the Big Statement of Work for CMHCs, section 6.10 “Trauma-informed and trauma specific services will be offered according to the ODMHSAS Child Trauma and Resilience Guidelines. Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy.” Please refer to the guidelines/protocol; as follows:
Trauma Informed:
- All staff employed by the agency, regardless of role or position, shall complete the online "Trauma is Just the Beginning" training http://www.ok.gov/odmhsas/SHARE.html within 90 days of hire or completion of their probation, whichever is sooner. A copy of the certificate of completion should be kept in the employees personnel file.
Trauma Screening and Assessment:
- Agencies shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure portion of the CATS.
- • The CATS is to only be administered by clinical level staff. At minimum staff should complete the CATS administration eLearning, and attend the live Assessment and Support training as available.
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child, youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment, then the child and family should be offered trauma-specific services, and the CATS should be administered at a minimum of each treatment plan update, and at termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout the course of treatment.
- • Initial screen (positive or negative), including scoring, and additional screenings as indicated at treatment plan update and discharge, shall be reported on the CDC as per protocol.
- These are the minimal requirements. For agencies with advanced training and experience, this does not limit use of other evidence based and validated measures.
Trauma Specific Services – Licensed:
As the primary evidenced based trauma specific intervention, Oklahoma has implemented Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) statewide. -
- • Every LBHP/LMHP (including those under supervision) working with children, youth, and families in the agency, shall complete the online TF-CBT training https://tfcbt2.musc.edu/ within 90 days of hire or completion of their probation. A copy of the certificate of completion should be kept in the employee’s personnel file.
- • Core staff identified to complete the full TF-CBT training and consultation process, to meet the SOW requirement “Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy” shall be expected to:
- • Attend the live 1 day assessment and support training and 2 day “Introduction to TFCBT” training
- • Participate in consultation calls following training. Staff will be expected to complete 2 calls a month for a minimum of 6 months and through completion of a case, however long that may take. After that time, consultation calls will still be available to and highly recommended for staff to use at their discretion.
- • Staff are expected to keep developing their skills through attendance of the Advanced TFCBT trainings, participation in webinars, and other learning opportunities.
- • It is highly recommended that the person providing clinical supervision also go through the training and consultation process to help with both implementation and sustainability.
- • Supervisors will be expected to participate in a quarterly supervisor’s call.
- While TFCBT is to be provided by every agency, this does not preclude the agency from utilizing other trauma specific evidenced based practices, such as Seeking Safety.
Criminal Justice Services
- Criminal Justice Manual
- Criminal Justice Fixed Rate Services
- Criminal Justice – Community Court Treatment Services
This contract is to provide community court fee for service contracts to support individuals in community court in designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- WORK REQUIREMENTS:
- • Contractor will:
- • Provide individualized treatment services to individuals in community court as referred by community court team.
- Criminal Justice – Drug Court Misdemeanor Treatment Expansion - Adult - Oklahoma County
This contract is to provide funding for treatment services to the participants of an Adult Misdemeanor Diversion
Pilot program. All services pursuant to this contract shall be in compliance with state and federal laws and the ODMHSAS
Criminal Justice Manual. Contractor shall:
- • Provide expanded access to drug court treatment services in Oklahoma County, including but not limited to
Medication Assisted Recovery, peer support, therapy and rehabilitation; and serve at least 40 individuals charged with
misdemeanor crimes;
- • Participate in training on evidence based interventions in order to enhance best practices in Oklahoma
County Drug Court including Matrix Model Curriculum, Moral Reconation Therapy, and Prize Incentive
Contingency Management;
- • Collaborate with Oklahoma County Drug Court Misdemeanor Program track in order to ensure that the project
funded misdemeanor population will continue to receive drug tests in compliance with best
practice standards; and
- • Participate in all SAMHSA required activities, including collection of GPRA information as
identified by ODMHSAS.
- Criminal Justice – Drug Court Rural Access Transportation
This contract is to provide funding to enhance access to participants in Third Judicial District Drug Court
and Beckman/Roger Mills County Drug Court implementing telehealth and tele-supervision strategies. This contract is funded
through the Bureau of Justice Assistance grant #2019 DC-BX-0007.
- WORK REQUIREMENTS:
- • Contractor will provide transportation support for participants of the project targeted jurisdictions participating
in the rural access pilot program.
- PERFORMANCE MONITORING:
- • Contractor shall submit all required documentation of performance to ODMHSAS and provide the Drug Court
Coordinator with all information necessary to complete program evaluations requested by ODMHSAS.
- • If contractor receives contract funds to support projects awarded through the Bureau of
Justice Assistance (BJA), contractor shall:
- • Abide by the Department of Justice Office of Justice Programs Bureau of
Justice Assistance Special Conditions.
- • Follow project specific guidance provided by the ODMHSAS.
- COMPENSATION:
- • Transportation services eligible for payment pursuant to this contract (as defined in the ODMHSAS’ Service Manual)
are Court Related Services T1016 HF H9 at a rate of $13.75 per 15 minute increments.
- Criminal Justice – Jail Diversion Treatment - Midwest City
This contract is to provide funding for the administration of the Midwest City Jail Diversion program and
treatment services to the program participants pursuant to program MOU. Contractor shall:
- • Conduct an ODMHSAS-approved, criminogenic risk assessment instrument completed by a clinician whom is certified
to administer the instrument and is a BHCM II, CADC, Licensure Candidate, or LBHP to identify criminogenic risk factors for
program participants; and
- • Provide the ODMHSAS with all information necessary to complete program evaluations.
COMPENSATION:
- • The Midwest City Jail Diversion program may require a participant to pay the cost of participation including
treatment co-pays and substance testing. Contractor shall not make payment a condition for treatment services
delivered pursuant to this contract;
- • Any co-pays for treatment services shall be consistent with ODMHSAS
contract boilerplates; and
- • Participants shall be served regardless of income level. Contractor’s requests for compensation under this
contract to ODMHSAS shall be in compliance with eligibility standards and shall be reported as
identified by ODMHSAS.
- Criminal Justice – Offender Screenings
This contract is to provide funding for risk, mental health, and substance abuse screening services to district
court defendants as per O.S. 43A-3-704. Contractor shall:
- • Provide screenings which:
- • Are completed by a Case Manger II with Certification issued July 1, 2013 or after,
or LBHP level clinician;
- • Follow the guidelines established by the screening instruments;
- • Include a release of confidential information compliant with state and federal guidelines to the sentencing judge,
district attorney, defendant’s attorney, diversion programs available in the jurisdiction, and “individuals and entities
responsible for the care and well-being of the individual”; and
- • Be completed within 3 business days of referral.
- • Upon completion of screening instruments, complete a report which:
- • Is provided to the sentencing judge, district attorney, and defendant’s defense attorney
within 5 business days of referral;
- • Includes offender name, date of birth, case number(s), date of referral, date of screening,
and date of report;
- • Includes results of mental health, substance abuse, and risk screening; and
- • Includes recommendations for referrals based on level of mental health treatment need, substance abuse
treatment need, and risk level.
- • Make available a licensed clinician with experience in crisis management upon
indication of mental health crisis;
- • Document the final disposition of the defendant’s case to include any treatment program, supervision program,
or prison entry within 30 days of final disposition;
- • Submit a current version of the Offender Screening referral matrix for each county for approval within 30 days of
contract execution. Any modifications during the year shall be submitted for approval
within 30 days; and
- • Comply with Department Offender Screener randomized risk assessment competency
demonstration requests.
COMPENSATION:
- • Compensation per offender screened shall not exceed $130.96 per person.
- • Services eligible for payment pursuant to this addendum (defined in the ODMHSAS’s Service Manual) are as follows:
Court Related Services (T1016 HF H9), Screening and Referral (H002 HF HN), Intensive Outreach (H0023 HF TF), and Community
Outreach (H0023 HF). Documentation of outreach services must include date, time, and short description of the
service provided.
- • Contractor shall not seek copayments for screening services provided.
- Criminal Justice – Pretrial Treatment Services
This contract is to provide pretrial fee for service contracts to support individuals on pretrial release in designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- WORK REQUIREMENTS:
- • Contractor will:
- • Provide individualized treatment services to individuals released on pretrial bond as referred by designated pretrial staff.
COMPENSATION:
- • Contractor will bill fee for service for treatment services provided.
- Criminal Justice – Prison Based Trauma-Informed Therapeutic Services
This contract is to provide trauma-informed therapeutic services in a correctional setting to assist incarcerated women in developing the skills to cope with trauma and other co-occurring issues. The contract shall also provide additional reentry supports.
- WORK REQUIREMENTS:
- • Contractor will:
- • Identify and screen individuals interested (and appropriate) to participate in designated groups.
- • Provide the following group-based interventions:
- • Introduction to treatment services, education about available treatment services in the facility, and accessing services in the community;
- • Seeking Safety; and Strengthening Families Program
- • Incorporate group processes and family therapy (when part of a family) as a part of a holistic approach to treatment, including the use of telehealth with family members in the community.
- • Contracted staff will be trained in evidenced based program curricula to include Seeking Safety and Strengthening Families.
- • Collaborate with ODMHSAS reentry staff by providing linkage to any additional services and supports needed for individuals participating in groups, in order to assist with achieving identified goals and reentry needs. The process of linkage shall include follow-up on linkages to ensure that a successful connection has been made.
- • Ensure designated staff follow the guidelines set forth by the Oklahoma Department of Corrections visitor and volunteer policies. This includes requiring all visitors and volunteers to pass background checks prior to entering DOC facilities (OP-110210).
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. The contractor must receive prior approval from the designated ODMHSAS staff member who serves as the point of contact for these groups regarding the evidence-based or evidence-informed curriculum that is being utilized by the Trauma/Family groups.
- • The Contractor will provide monthly reports that will include the following data elements:
- • The number of individuals linked to designated groups;
- • The number of individuals who attended the designated group each month.
COMPENSATION:
- • Total compensation for services pursuant to this contract shall not exceed the total amount identified in the COMPENSATION section of the contract.
- Criminal Justice – ReMerge
This contract is to provide treatment services to the participants of the ReMerge program. Contractor shall:
- • Provide substance abuse treatment and/or mental health services that are designed to meet the individual
need of each offender and that do not interfere with work or other program requirements; and
- • Support services, to include housing assistance, childcare assistance, emergency food assistance and transportation
assistance, provided under this agreement will include those services provided by contract providers under existing agreements
between specific program providers and the ODMHSAS.
- Criminal Justice Government/Professional/Sole Source Services
- Criminal Justice – Community Court Administration
This contract is to provide Community Court planning funds to designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- WORK REQUIREMENTS:
- • Contractor will:
- • Develop a Community Court planning team consisting of criminal justice personnel, law enforcement, and social service providers (social service providers shall include ODMHSAS-certified behavioral health providers).
- • Create a project implementation timeline and submit to ODMHSAS, which begins Community Court operations no later than July 1, 2021.
- • Create Community Court policies and procedures which are consistent with the Bureau of Justice Assistance “Responding to the Community, Principles for Planning and Creating a Community Court”.
- • Submit monthly planning progress reports to ODMHSAS.
- • Participate in regular planning calls and meetings with ODMHSAS as scheduled.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – Drug Court Misdemeanor Treatment Expansion - Adult - Oklahoma County
This contract is to provide supportive services to participants of the Misdemeanor
Treatment Expansion (MTE) project. Contractor shall:
- • Provide housing support to participants consistent with current ODMHSAS Guidelines for Use of Flexible Funds
and limited to amount described in the Compensation section below.
- • Provide Medication Assisted Recovery (MAR) to participants in the MTE project as clinical need is identified
and limited to amount described in the Compensation section below.
- • Provide incentives to participants in the MTE project through the following guidelines and limited to
the amount described in the Compensation section below.
- • At no time, through any incentive process, shall cash be given to participants
of the MTE project.
- • GPRA completion shall be incentivized with a $30 gift card per MTE participant
per GPRA completed.
- • Incentives shall be given for MTE project participation through the Prize Incentive Contingent Management Model;
a drawing based reward system model. Provide a mixed value of non-cash incentives such as gift cards, bus passes,
and hygiene products to include 150-$1 incentives; 100-$5 incentives; 75-$10 incentives; 50-$15 incentives;
and 15-$30 incentives.
COMPENSATION:
- • Housing flex funds will be reimbursed following the ODMHSAS Guidelines for Use of Flexible Funds under a cost
reimbursement structure. Compensation for housing flex funds under this contract shall average $250 per person and
not exceed $5,000.
- • Medications Assisted Recovery (MAR) support will fund medications. Compensation for MAR medications under
this contract shall not exceed $6,000.
- • Total incentive funds will not exceed $5,000 and is limited to the restrictions identified in the Work Requirements
section above. GPRA incentives shall be limited to total of $2,400 and other incentives shall be
limited to total of $2,600.
- Criminal Justice – Drug Court Rural Access Technology
This contract is to provide funding to enhance access to participants in Third Judicial District Drug Court
and Beckman/Roger Mills County Drug Court implementing telehealth and tele-supervision strategies. This contract is funded
through the Bureau of Justice Assistance grant #2019 DC-BX-0007. Contractor shall:
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with
federal project plans.
- • If contractor receives contract funds to support projects awarded through the Bureau of Justice Assistance (BJA),
contractor shall:
- • Abide by the Department of Justice Office of Justice Programs Bureau of Justice
Assistance Special Conditions.
- • Follow project specific guidance provided by the ODMHSAS.
- • Contractor shall submit all required documentation of performance to ODMHSAS and provide the Drug Court
Coordinator with all information necessary to complete program evaluations requested by ODMHSAS.
COMPENSATION:
- • In accordance with the terms of this contract, the Department will pay the Contractor an amount not to exceed
contracted amount payable to the Contractor as set forth below.
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined
by the Department, pursuant to a Department approved project budget.
- • Invoices shall be electronically submitted or sent to:
contracts@odmhsas.org
- OR
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, Oklahoma 73106
- Criminal Justice – Drug Court Rural Access Transportation
WORK REQUIREMENTS:
- • Contractor will:
- • Arrange for transportation support for participants in conjunction with their treatment service and drug court requirements of the project targeted jurisdictions participating in the rural access pilot program.
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with federal project plans
COMPENSATION:
- • Transportation services eligible for payment pursuant to this contract shall not average more than $13.75 per 15-minute increments.
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- Criminal Justice – Jail Diversion Administration - Midwest City
This contract is to provide funding for the administration operation of the Midwest City Jail Diversion program
consistent with the MOU in place to support the program. Contractor shall:
- • Provide a full-time staff for the administration of the Midwest City Jail Diversion Program.
Full-time staff shall:
- • Complete all data reporting as required by ODMHSAS.
- • Be accessible to Midwest City jail staff, prosecutor, court staff, and police department with regard to questions
and status updates on potential participants and current participants.
- • Develop and oversee screening processes in collaboration with the Midwest City jail and ODMHSAS, in order to
efficiently identify those in need of behavioral health treatment services.
- • Develop and oversee assessment processes in collaboration with the Midwest City jail and ODMHSAS, in order to
identify treatment services clinically appropriate for each eligible participant.
- • Develop and oversee reporting processes in collaboration with the Midwest City jail, prosecutor, court staff,
and police department to ensure effective communication on the treatment compliance and abstinence status
of each program participant.
- • Develop and oversee drug testing processes in collaboration with the Midwest City jail, prosecutor, court staff,
and police department to ensure consistent substance testing of program participants
- • Attend Midwest City court hearings, meetings with Midwest City jail staff
on a weekly basis.
- • Develop and oversee program policy manual with input from Midwest City jail staff, prosecutor, court staff,
and police department which includes: eligibility criteria, participant orientation, screening and assessment processes,
drug testing processes, and status reporting processes.
- • Submit quarterly expenditure reports to ODMHSAS which identify collection of fees and program expenditures,
within 45 days of the close of each quarter.
- Criminal Justice – Oklahoma County Veteran Treatment Court – Administration
This contract is to provide funding to implement the Oklahoma County Veteran Treatment Court. This contract is
funded through the Bureau of Justice Assistance grant #2019 VC-BX-0007.
WORK REQUIREMENTS:
- • Contractor shall support a Veteran Treatment Court Team consisting of treatment provider(s), Coordinator/Liaison,
presiding judge, prosecutor, defense attorney, and can include members of law enforcement, probation and parole, jail
administrators, or other personnel the court deems participation necessary.
- • Contractor shall participate in ODMHSAS Program Evaluations.
- • Contractor shall abide by the most recent version of the Oklahoma Criminal
Justice Programs’ Manual.
- • Contractor shall provide all participants who have been determined indigent by the court, bus passes as needed.
Contractor shall review indigent status and bus pass need each three months; keep a searchable log of all passes and whether
they were distributed and to whom; require participants to check out a pass with their signature; and in order to receive a
new bus pass the expired pass must be returned to coordinator unless an exception is granted
by the judge.
- • If contractor receives contract funds to support projects awarded through the Bureau of Justice
Assistance (BJA), contractor shall:
- • Abide by the Department of Justice Office of Justice Programs Bureau of
Justice Assistance Special Conditions.
- • Follow project specific guidance provided by the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • In accordance with the terms of this contract, the Department will pay the Contractor an amount not to
exceed $149,152 payable to the Contractor as set forth below.
- • Cost associated with funding key team member’s salary and fridge
benefits totaling $115,278.
- • Drug testing costs averaging $10 per test for up to 1,517 tests for indigent
participants totaling $15,166.
- • Bus passes averaging $4.00 per pass for 1,416 passes a total of $5,663.
- • Registration and attendance costs for key team members to attend the NADCP
Conference totaling $8,478.
- • Registration for the Oklahoma Criminal Justice and Behavioral Health
Conference totaling $4,567.
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures
determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department and the invoice shall be
subject to approval by the ODMHSAS.
- • Back up documentation shall be provided each month, attached to monthly invoices, and shall include
attestation from each funded key team member of their level of effort to the project and proof of purchase for any
reimbursable expense under this contract.
- • Invoices shall be electronically submitted or sent to:
contracts@odmhsas.org
- OR
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, Oklahoma 73106
- Criminal Justice – Pretrial Administration Support
This contract is to provide pretrial support funds to designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- WORK REQUIREMENTS:
- • Contractor will:
- • Provide pretrial support to those individuals on pretrial release, that is substantially different than any operating treatment court programs in the community.
- • Collaborate with area social service providers to connect individuals to identified care needs, including connection to ODMHSAS-certified behavioral health treatment agencies.
- • Support the connection of Offender Screening contractors to conducting presentence risk and need screens as appropriate for individuals released on bond.
- • Participate in regular calls and meetings with ODMHSAS as scheduled.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – Reentry Intensive Care Coordination Team (RICCT)
Contractor shall provide a Reentry Intensive Care Coordination Team (RICCT). The RICCT team targets individuals with
severe mental illness and co-occurring substance use disorders. RICCT is part of a larger effort to enhance the availability of
mental health services for offenders who are being transitioned from the Department of Corrections (DOC) into the community.
Contractor shall:
- • Screen, admit, assess, and initiate services as prescribed by ODMHSAS rules and
regulations. Including:
- • Initiate and conduct in-reach screening interviews with RICCT candidates in correctional facilities to build
relationships, initiate relevant assessments and case planning, and determine acceptance or denial
to the program.
- • Screen offenders within two (2) weeks of receiving referral. Telemedicine screenings are encouraged by ODMHSAS.
If contractor utilizing on-site screenings, no more than one (1) visit to a correctional facility will be conducted to
make final determination regarding acceptance or denial into the program.
- • Contact the referral source within one (1) week of screening with an acceptance or denial into the program.
Contractor shall keep record of all referrals to include name, referral date, whether accepted or denied, reason for denial if
applicable, and date referral source informed of eligibility decision.
- • Contractor agrees to maintain staffing and supervision for the RICCT team as prescribed by Department.
It is the expectation of the Department that the Contractor implement recruitment and retention practices designed to maintain
a stable and consistent staffing level. RICCT programs’ service delivery and case load capacity expectations will not be
affected by changes in contractor’s staffing.
- • Contractor shall ensure that RICCT personnel attend the necessary training, utilize technical assistance through
ODMHSAS, and refer RICCT clients to other agency providers if necessary in order to integrate the following evidence based
practices and collaborations when serving RICCT clients:
- • Opioid Overdose Prevention Services
- • Risk Need Responsivity
- • Motivational Interviewing
- • Communication with Probation and Parole or other entities for care coordination
and success of community supervision
- • Connecting clients to resources to address emergent case management and community integration needs
such as housing, employment, education, family, and issues unique to reentry and their involvement in the
criminal justice system.
- • Use evidence based practices validated on the justice involved populations. Examples may include, but
do not require: Cognitive Behavioral Therapy, CBT-based Interactive Journaling, The Matrix Model, and evidence-based
programs that address specific criminogenic risk domains such as Moral Reconation Therapy or Thinking
for a Change.
- • Peer Recovery Support services.
- • Report on the Department’s information system, in accordance with Department policy, all services
provided by Contractor to each RICCT consumer, regardless of the funding source. Services provided shall be reported
under the appropriate contract source code, based on the payer for the specific service delivered. Any service not
billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in
section IV (COMPENSATION) of the Contract.
- • Ensure that RICCT program participants and services are reported using the correct contract source and
service focus code. Contractor shall have processes in place to identify data and coding errors and make corrections
in a timely manner.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources
for RICCT services being deducted from program expenditures, prior to determining the amount
due from Department.
- Criminal Justice – SQE - Aftercare
This contract is to support aftercare supports to drug court participants and recent program graduates.
Contractor shall:
- • Notify drug court participant prior to treatment discharge of availability of aftercare support and
Recovery Management Check Ups, providing opportunity for participants to opt out.
- • For participants not opting out, utilize the Recovery Management Check Up tool provided by ODMHSAS to contact
individuals by phone who have completed treatment services and are both in phase 5 (aftercare) and post-graduation.
Schedule of calls include:
- • Phase 5: Twice per month, at minimum
- • 1-3 months post graduation: Monthly, at minimum
- • 3-12 months post- graduation: Every three months, at minimum
- • Document phone calls by completing the provided interview form
- • If contact identifies the individual would benefit from treatment services, indicate on the provided
form and offer re-engagement of treatment services to the participant
- • Ensure that no responses to the Recovery Management Check Up are not grounds for program sanctions or
other negative responses from the drug court program.
- • Contractor shall quarterly report the number of Recovery Management
Check Ups provided to ODMHSAS.
- Criminal Justice – SQE – Community Court
This contract is to provide support for community court fee for service contracts to support individuals in community court in designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- WORK REQUIREMENTS:
- • Contractor will:
- • Participate in community court planning and policy development.
- • Participate in community court dockets to provide direct access to services to participants.
- • Provide appropriate updates and attendance reports for community court participants.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – SQE - MH Adult (BP Jail – Day Reporting)
This contract is to provide funding for necessary medications and other support services in conjunction with
the services provided pursuant to a ODMHSAS Community Mental Health Centers direct services contract held by Contractor.
Contractor shall perform other necessary services and activities as outlined below. Such performance shall be reimbursed
on a “per month” basis, unless otherwise noted in this statement of work:
- • Service quality enhancement (SQE), court services, and community response services include,
but are not limited to:
- • Facilitating staff, client, board, and volunteer attendance at training or other professional development
opportunities (including travel time)— code 97537 HE;
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the
quality of services delivered to a client or group of clients—code 99368 HE, TG;
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving
interagency collaboration and service delivery—code 99368 HE, TF;
- • Provision of community awareness such as facilitating community-wide substance abuse and mental health awareness,
prevention, and recovery events. Contractor shall conduct or participate in at least three (3) public awareness events
each year; - code 97537 HE, TF; and
- • Disaster response preparedness such as crisis counseling in the event of a disaster.
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a
Day Reporting Program for Oklahoma County.
- • Establish a system of care and services which will assist persons with mental illness and co-occurring
disorders who are charged with appropriate offenses in remaining outside of the traditional jail setting and to have
the opportunity to participate in treatment services in the community.
- • Ensure services provided pursuant to Department funding shall be reported using service codes as noted above
or in applicable attachments, and reported under the Contract Source Code(s) identified in section IV
(COMPENSATION) of the Contract.
- Criminal Justice – SQE - MH Adult ReMerge
This Contract is to provide funding for necessary support services in conjunction with treatment services provided
pursuant to the ReMerge direct services contract held by the Contractor. Contractor shall:
- • Maintain one (1) half-time Treatment Coordinator dedicated to the operations
of the ReMerge program;
- • Facilitate staff-to-staff consultation (on an intra-agency as well as interagency basis) to
enhance quality of services delivered to offenders. – Code 99368 HE, TG;
- • Attend local, regional, or state meetings for the purpose of improving interagency collaboration
and service delivery. – Code 99368 HE, TF;
- • Provide community education and awareness. – Code 97537 HE, TF;
- • Facilitate staff attendance at training or other professional development opportunities
(including travel time). Code 97537 HE;
- • Provide non Fee for Service (FFS) reimbursable supports to offenders; and
- • Participate in ODMHSAS required data collecting and reporting.
- • Report on the Department’s information system, in accordance with Department policy, all eligible
services provided by the Contractor as well as any other services otherwise eligible under the terms of this contract
but for which funding is not available from any payer. Services provided pursuant to this contract addendum shall be
reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of
the Contract.
- Criminal Justice – SQE – Navigation
This contract is to provide Criminal Justice System Navigation to designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- WORK REQUIREMENTS:
- • Contractor will:
- • Provide at least quarterly, free trainings to the county and municipal court, jail, and law enforcement stakeholders to including information on local treatment resources and how individuals can access care.
- • Designate, and provide contact information to the court, for a criminal justice navigator (CM-II level) for immediate access to case management and appointment information.
- • Maintain weekly, regular office hours at the courthouses for immediate connection to treatment outreach services.
- • Contractor will separately bill for reimbursable treatment services provided to justice-involved individuals following ODMHSAS eligibility for service requirements.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – SQE – Pretrial
This contract is to provide support for pretrial fee for service contracts to support individuals on pretrial release in designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- WORK REQUIREMENTS:
- • Contractor will:
- • Build direct referral mechanism with pretrial services/bail bondsman/DA/court/etc. for defendants on pretrial release as evidences by letters of support and referral instructions provided.
- • Report as needed to the court on pretrial client treatment attendance.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – SQE – Prison Based Trauma-Informed Therapeutic Services
This contract is to provide service quality enhancement to the Prison Based Trauma-Informed Therapeutic Services contract held by Contractor.
- WORK REQUIREMENTS:
- Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- Service quality enhancement (SQE), Prison Based Trauma-Informed Therapeutic Services include but are not limited to:
- • Participating in background checks required by ODOC
- • Security processing protocols for entering and leaving ODOC facilities
- • Attend mandatory training or meetings as required by ODMHSAS or ODOC
- • Provide for follow-up with participant’s post-imprisonment
- • Contractor will separately bill for reimbursable treatment services provided to justice-involved individuals following ODMHSAS eligibility for service requirements.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – SQE - Specialty Court (including Juvenile Drug Court, Mental Health Court & Veteran Court)
This contract shall support time for treatment court supports which are not reimbursable under the fee for service
treatment contract. Contractor shall:
- • Attend and participate in all specialty court dockets for which individuals receiving behavioral health
services from contractor are scheduled to appear.
- • Attend and participate in all specialty court staffings for which individuals receiving behavioral
health services from contractor are scheduled to be reviewed.
- • Provide status reports to the specialty court team as identified in the most recent version of the
ODMHSAS Treatment Court Manual.
- Criminal Justice – Supportive Housing for Reentry
This Contract is an enhancement to existing contracts with ODMHSAS for providers serving the prison reentry
population including but not limited to the Collaborative Coalition for Offender Reentry (CCOR) program, Reentry
Intensive Care Coordination Team (RICCT), State Opioid Response (SOR), Program of Assertive Community Action Team (PACT),
and Residential Care Centers and provide funding for supportive housing for program participants in support of direct
services provided by the Contractor. The goal of the Contract is to assist each reentry participant with obtaining safe
and affordable supportive housing upon release from a secure correctional setting. Supportive housing can include transitional
or permanent housing options, and should be provided based on the Housing First Model.
Contractor shall:
- • Use supportive housing funds to support community integration of persons released from a secure correctional
setting and enrolled to participate in community based behavioral health services. Funding assistance is to be used to assist
with access to, or maintenance of, transitional or permanent housing in the community. These funds can also include assistance
with housing costs such as housing application fee, housing deposit, first month’s rental assistance and 1-month rental assistance
to assist with avoiding eviction.
COMPENSATION:
- • Contract funds shall be reimbursed upon documentation of expenditure, according to procedures determined by
the Department. Funds shall provide participants utilizing transitional communal housing with an average of 60 days of housing.
Contractor shall establish a means for determining an equitable distribution of these funds based on the budgeted participant
ratio and the needs of individual participants.
- Appendix
Non-Categorical SOW
- Fixed Rate
- Adult Crisis Stabilization
- COMMUNITY MENTAL HEALTH CENTERS
- Adult Crisis Stabilization Unit
INTRODUCTION:
- • This contract is for the operation of an adult crisis stabilization unit, otherwise referred to as a Community-Based Structured Crisis Center.
- • Community-Based Structured Crisis Center means a program of non-hospital emergency services for mental health and substance abuse crisis stabilization as authorized by O.S. 43A 3-317, including, but not limited to, observation, evaluation, emergency treatment and referral, when necessary, for inpatient psychiatric or substance abuse services.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to operate an adult crisis stabilization unit and provide community based structured emergency care and related services at a specified site.
- CCARC Severe Opioid Use Disorders
- Comprehensive Community Addiction Recovery Center (CCARC)
INTRODUCTION:
- • Contractor shall create and operate a Comprehensive Community Addiction Recovery Center (CCARC) intended to provide a full service array to those consumers needing treatment for moderate to severe Opioid, Alcohol and/or Sedative/Hypnotic/Anxiolytic Use disorders.
DEFINITIONS:
- • CCARC - a facility offering a comprehensive array of community-based substance use disorder treatment services, including but not limited to, outpatient services, intensive outpatient services, ambulatory withdrawal management services, emergency care, consultation and education; and, certain services at the option of the center, including but not limited to, prescreening, rehabilitative services, continuing care, training programs, research and evaluation.
- • Ambulatory Withdrawal Management Without Extended On-site Monitoring - detoxification within an outpatient setting, directed by a physician and has attendant medical personnel including nurses for intoxicated consumers, and consumers withdrawing from alcohol and other drugs, presenting with no apparent medical or neurological symptoms as a result of their use of substances require ambulatory withdrawal management without extended on-site monitoring.
WORK REQUIREMENTS:
- • The contractor shall be certified as and provide for all required core services as identified in Title 450, Chapter 24 STANDARDS AND CRITERIA FOR COMPREHENSIVE COMMUNITY ADDICTION RECOVERY CENTERS.
- • Contractor shall ensure that consumers receive full access to a service array of substance use disorder services and supports specific to opioid, alcohol and/or sedative/hypnotic/anxiolytic dependence to include adjunctive medication assisted treatment and long term withdrawal management.
- • Contractor shall ensure that, whenever possible, family members and/or significant others will be incorporated fully into treatment process.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • Contractor’s records pertaining to CCARC consumers (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Available funding shall be billed on a fixed rate basis and payments shall be for eligible services in accordance with rates established pursuant to 74 O.S. § 85.7, paragraph 11.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Child Welfare
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate outpatient treatment services for substance use and co-occurring disorders to adults referred by the Oklahoma Department of Human Services who are engaged in Child Welfare services, pursuant to the State Agency Agreement between the Oklahoma Department of Human Services and the Oklahoma Department of Mental Health and Substance Abuse Services.
DEFINITIONS:
- • OKDHS – Oklahoma Department of Human Services.
- • CW – Child Welfare – the purpose of OKDHS Child Welfare Services is to improve the safety, permanence and well-being of children and families involved in the Child Welfare system through collaboration with the families and their community.
- • ASI – Alcohol Severity Index.
- • T-ASI – Teen Addiction Severity Index.
- • ASI-MV – Addiction Severity Index-Multimedia Version is the electronic version of the traditional paper and pencil administered ASI.
- • BHI-MV – Behavioral Health Index-Multimedia Version is an on-line, client self-administered comprehensive behavioral health assessment tool which provides an overview of the client’s functioning in multiple key life domains. Using the evidenced-based ASI-MV as its core, the BHI-MV includes questions focusing on broader mental health issues, tobacco, gambling, and CARF and Joint Commission recommendations.
- • The ASAM Criteria – American Society of Addiction Medication Patient Placement Criteria.
- • ODMHSAS Report Templates – Templates for ODMHSAS required reports, located on http://www.odmhsas.org/arc.htm under ODMHSAS Provider Documents, ODMHSAS CW Report Templates.
- • SecureEmail – the ODMHSAS secure email system shall be the means by which confidential information is sent, as required, to DHS CW offices.
- • ROI – Release of Confidential Information form.
WORK REQUIREMENTS:
- • Contractor shall provide direct services to adult CW referrals (minor parents with children involved with CW and referred by CW shall be served) and their families, as appropriate, and collaborate with referring OKDHS personnel as described in this Statement of Work. With proper consents for the release of confidential information, collateral information shall be gathered, assessed, and incorporated in the assessment and treatment planning processes.
- • All persons providing behavioral healthcare services, or related services, that are lawfully required to perform those services under licensure, certification, and otherwise trained shall be documented as licensed, certified, and otherwise trained, or under supervision, prior to performing treatment and other related services.
- • Contractor shall provide services that are culturally-responsive, trauma informed, and based on the individuals’ needs and their family environments.
- • Contractor shall utilize the ODMHSAS secure email system when confidential information is sent, as required, to DHS CW offices.
- • Contractor shall accept referrals from OKDHS CW and assist with timely assessment and admission to treatment, when appropriate.
- • Upon receipt of a completed referral form (Referral for Substance Abuse Assessment and Treatment Services Referral-Form 04MP033E) from OKDHS CW, and the OKDHS Consent for Release of Confidential Information (ROI) (OKDHS Form #04MP001E), Contractor shall review and attempt to make contact with the person referred within three (3) business day of receiving the referral and ROI; if the person being referred is not reached within three (3) business days, Contractor shall notify the referring CW Specialist within three (3) business days via email (without consumer identifying information; first initial/last name, DHS Case Number) or via SecureEmail and/or telephone; documentation of attempts to contact and/or contact with the person referred is noted in the consumer’s clinical record; notification to the CW Specialist of lack of contact is documented in the consumer’s clinical record.
- • If the OKDHS ROI form is not included with referral, or is incomplete, Contractor shall contact referring CW Specialist and request such and explain the need for such.
- • If the correct OKDHS CW referral form (Form 04MP033E) is not received and/or does not include the DHS Case Number (KK#) and specific indicators of substance use for the person being referred (on page 2 of the referral form, in the section, Reason for Referral), Contractor shall contact the referring CW Specialist and request a completed referral form, and explain that no services can be billed to Contract 44AA without a completed form.
- • If the CW Specialist states that a KK# has not been assigned, Contractor shall help educate the CW Specialist by sharing that until a KK# is assigned, the person is not ready to be referred for services billed to Contract 44AA; if the person is referred without a KK#, a pay source other than Contract 44AA is required (self-pay, OKDHS funds, etc.).
- • Contractor shall schedule an assessment to be conducted within ten (10) business days from initial contact with referred CW consumer that includes, but is not limited to, the current edition of the ASI, or ASI-MV, or BHI-MV; the T-ASI is conducted as appropriate for minor parents; a drug detection screen may also be administered at this time if the assessment indicates treatment is necessary; appropriate level of care shall be determined based on the current edition of The ASAM Criteria.
- • Within three (3) business days of completion of the assessment, Contractor shall complete the ODMHSAS Required Assessment Summary Report on the ODMHSAS template and send to the referring CW Specialist via ODMHSAS SecureEmail. The Assessment Summary Report and all reports required are maintained in the consumer’s clinical record.
- • If a CW referral fails to keep the scheduled assessment appointment, and a ROI is in place, Contractor shall notify the referring CW Specialist immediately or no later than three (3) business days via email (without consumer identifying information; first initial/last name, DHS Case Number) or via SecureEmail and/or telephone. Notification shall be documented in the consumer’s record.
- • When available, the OKDHS Individual Service Plan (ISP) or the OKDHS Family Service Agreement (FSA) shall be considered in development of the consumer’s individual treatment plan; a copy of the ISP and/or FSA shall be maintained in the consumer’s clinical record.
- • Treatment services, when indicated, shall be provided within ten (10) business days of completed assessment.
- • Contractor shall ensure monthly reports are completed for each CW consumer served. Monthly reports shall be completed on the ODMHSAS Required Monthly Report template and sent via ODMHSAS SecureEmail to the referring CW Specialist no later than the 10th of each month for the previous month, or date agreed upon by Contractor and CW Specialist; if a CW client experiences significant events that may impact the CW case, Contractor shall notify the CW Specialist within three (3) business days of the event.
- • Contractor shall ensure a discharge report is completed for each CW consumer served. The discharge report shall be completed on the ODMHSAS Required Discharge Report template and sent via ODMHSAS SecureEmail to the referring CW Specialist no later than fifteen (15) days post-discharge.
- • Contractor shall assign a liaison to interface with ODMHSAS and OKDHS staff. The liaison shall complete the free online National Center on Substance Abuse and Child Welfare’s Tutorial for Substance Use Disorder Treatment Professionals within sixty (60) business days of assignment as the liaison. This course is divided into five modules and takes approximately 4.5 hours to complete; a copy of the Certificate of Completion (4.5 CEUs) shall be sent to the ODMHSAS Manager of TANF/CW Treatment Services.
- • Contractor shall provide the name, e-mail address, mailing address, and telephone number of the liaison to ODMHSAS’ Manager of TANF/CW Substance Use Disorder Services.
- • The liaison, or designee, shall attend all TANF/CW contract meetings.
- • The liaison shall coordinate and document regular communication with the local OKDHS office to maintain a flow of communication to ensure coordination of CW cases, including meeting together when necessary.
- • The Contractor shall notify the ODMHSAS’ Manager of TANF/CW Substance Use Disorder Treatment Services of any changes in the agency that would have a direct impact on this contract (e.g., change in liaison, change in director/administrator, staff working directly with CW contract, facility move, merger, closing of facility or program, etc.).
- • When a new agency liaison is named, and the ODMHSAS is notified, a date will be set for the newly appointed liaison to complete an orientation to the contract and their role. This orientation will take place virtually.
- • Contractor may provide drug detection screens for CW referrals as a part of treatment in accordance with professional standards; when provided by Contractor, drug detection screens are to be used randomly and not excessively during treatment. Contractor shall bill a drug detection screen as CW Drug Screen, billing code H0003 HF and an alcohol detection screen as Alcohol Screen, billing code H0003 HF TF.
- • Drug detection screens administered as a standalone service shall not be billed under Contract 44AA. Direct care services, such as individual, group, education, or case management, shall be provided no later than the third drug detection screen.
- • Drug detection screens must be completed only when the ASI indicates a need for treatment.
- • Documentation shall be made for results of all drug detection screens and reported on ODMHSAS Required Monthly Reports. Clinical intervention for positive drug detection screens shall be identified and noted on ODMHSAS Required Monthly Reports.
- • If a CW referral contests the results of a UA, Contractor shall send the contested specimen to a toxicology lab for confirmation; Contractor shall bill the confirmation of specimen as a CW Contested UA, billing code H003 HF U1.
- • Contractor shall provide only outpatient services (ASAM Levels 0.5: Early Intervention; Level 1: Outpatient Services; Level 2.1: Intensive Outpatient).
- • Contractor shall recognize federal holidays set by law and state holidays declared by the Governor. Under this contract, the allowed holidays are New Year’s Day, Independence Day, Christmas Day and the day before or after, Martin Luther King, Jr. Day, Presidents’ Day, Memorial Day, Labor Day, and Thanksgiving Day and the day after. Due to calendar fluctuation, some years include other non-traditional holiday days. If such becomes the case, this Statement of Work will also allow those contingency days as holidays. Facility closures are allowed for short-term periods of inclement weather.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor to include, at minimum, ongoing reviews of certain performance indicators.
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source; for services to be paid by CW Contract, services must reflect Primary Referral as 49 and include the consumer’s OKDHS Case Number (KK# for CW consumers); CW referred persons must have at least one (1) presenting problem from the Substance Abuse Related Problem list, #s 710-743.
- • Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered.
- • Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Contractor shall identify alternative insurance coverage and bill such sources if applicable; no payments shall be made by ODMHSAS from funds provided through the CW contract until alternative coverage is exhausted or determined unavailable for these services. Failure to bill third parties may result in an overpayment or termination of Contractor’s contract.
- • Contractor shall not be compensated for services billed to Contract 44AA that are provided past 90 days of Child Welfare case closure.
- • Contractor shall not solicit co-pays for services paid for under the ODMHSAS Contract from CW consumers or their families; this does not prohibit solicitation of co-pays from consumers with Medicaid or insurance coverage or third parties.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Competency Evaluations for OFC
- Competency Evaluations for the Oklahoma Forensic Center
INTRODUCTION:
- • This contract is to provide competency evaluations and testimony as a result of the competency evaluations, if required, within Contractor’s service area, except murder charges, intent to kill charges, and kidnaping charges, for the Oklahoma Forensic Center.
WORK REQUIREMENTS:
- • Contractor shall be responsible for all competency evaluations within their service area, except murder charges, intent to kill charges, and kidnaping charges.
- • Evaluations will be completed and reports written within 14 days of the judge’s order.
- • Evaluator shall testify as a result of the competency evaluation if required.
- • The Oklahoma Forensic Center (OFC) will provide ongoing training of evaluators, however, it is the Contractor’s responsibility to recruit LMHP’s for the Contractor’s service area. If turnover occurs, OFC will assist in training new evaluators, however, the CMHC will need to recruit replacements as soon as possible.
- • Evaluations can be performed at the CMHC or the county jail. Such arrangements will be negotiated between the CMHC and the local court and/or sheriff’s office – with the exception of Oklahoma County and Tulsa County, where the evaluations are to be done in the jails.
- Crisis Unit & Urgent Care
- Crisis Unit & Urgent Recovery Center
INTRODUCTION:
- • Crisis Stabilization: Provider shall furnish the necessary resources to operate an adult crisis stabilization and/or inpatient psychiatric unit(s) and related services.
- • Urgent Recovery Center (URC): Provider shall furnish the necessary resources to operate 23-hour crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Crisis Stabilization:
- • Crisis stabilization and/or inpatient psychiatric unit will have a 16 bed capacity. Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral, and linkage to community based services, or when necessary, for inpatient psychiatric or substance abuse services. Linkage activities include ensuring that the consumer is connected to the next level of care and back to his/her community, up to and including transportation when necessary and appropriate.
- • Provider shall furnish necessary medications upon discharge, up to a two-week supply if the consumer has no other means of obtaining.
- • Urgent Recovery Center:
- • Maintain ability to accept admissions at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary bio-psychosocial, trauma-informed, assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Perform a health screening conducted by a Registered Nurse (RN).
- • Perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour service period.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to Community Based Services to include percent engaged in community services after URC care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by the Department. All crisis stabilization services provided to eligible individuals are to be reported under a designated contract source. All 23-hour crisis observation, evaluation, holding, and stabilization services will be reported under a designated contract source.
- eSMI Crisis Care
- OKLAHOMA COUNTY CRISIS INTERVENTION CENTER
- Early Serious Mental Illness Crisis Care (eSMI-CC)
INTRODUCTION:
- • This contract is to compensate the agency for crisis care provided for individuals experiencing the onset of a serious mental illness. The ODMHSAS will support Contractor in implementing services and supports for persons ages 16-30, who have experienced their first episode of mental illness, which may include first episode of psychosis, within the last two years and meet the Federal Block Grant and State definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED), as they transition to adulthood.
WORK REQUIREMENT:
- • Contractor shall provide services and supports for the specific population state above.
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral and linkage to community based services, or when necessary, for inpatient psychiatric or substance abuse services. Linkage activities include ensuring that the consumer is connected to the next level of care and back to his/her community, up to and including transportation when necessary and appropriate.
- • Maintain ability to accept admissions at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary, trauma-informed, emergency assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Perform a health screening conducted by a nurse.
- • When admitted to the crisis unit, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to first episode programs where available.
- • Provider shall furnish necessary medications upon discharge from crisis unit, up to a two-week supply if the consumer has no other means of obtaining.
PERFORMANCE MONITORING:
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the contract source code(s) identified in section IV (COMPENSATION) of the contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay the Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Gambling
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide problem gambling treatment services to adults and adolescents with gambling-related disorders and problems. Services eligible for payment pursuant to this Statement of Work shall be delivered to persons with gambling-related disorders and co-occurring related problems.
WORK REQUIREMENTS:
- • Persons Served:
- • Gambling disorders means an individual with:
- • Persistent and recurrent problematic gambling behavior leading to clinically significant impairment or distress, as indicated by the individual exhibiting four (or more) of the criteria in a 12-month period as outlined in the Diagnostic and Statistical Manual of Mental Disorders, 5th Edition (section 312.31).
- • Problem Gambling Severity– Gambling and betting (problems related to lifestyle)
- • Mild: 4–5 criteria met
- • Moderate: 6–7 criteria met
- • Severe: 8–9 criteria met
- • Problem Gambling Frequency
- • Episodic: Meeting diagnostic criteria at more than one time point, with symptoms subsiding between periods of gambling disorder for at least several months
- • Persistent: Experiencing continuous symptoms, to meet diagnostic criteria for multiple years.
- • Access to services:
- • Contractor shall ensure 80% of consumers requesting problem gambling treatment services shall receive their first appointment for service within 48 hours or less from initial request for services.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Financial eligibility criteria may be waived depending on the consumer’s ability to pay.
- • Treatment services:
- • The evaluation and verification of treatment services includes, but are not limited to: gambling treatment services and shall provide services that minimally include screening, counseling, financial planning, and treatment of problem gambling.
- • Contractor shall complete the Addiction Severity Index (ASI)/Teen Addiction Severity Index (T-ASI) with the South Oaks Gambling Screen (SOGS) for consumers with substance abuse disorders OR the Client Assessment Record (CAR) and the SOGS for consumers with mental health disorders OR the CAR and the SOGS for consumers with gambling disorders only. These shall be completed within the first five visits and only the ASI or CAR need to be repeated at discharge (unless discharge occurs within 7 days of admission or is unplanned).
- • Educational groups shall include, but not be limited to:
- • Living skills development with focus on financial recovery;
- • Family dynamics;
- • Relapse prevention;
- • Establishing and/or strengthening support systems; and
- • Introduction to community support groups.
- • Gambling professional treatment staff:
- • The evaluation and verification of professional qualifications includes, but are not limited to, the review and verification of:
- • Valid certification as a Nationally Certified Gambling Counselor (NCGC) at a Level I or II; and
- • Documented completion of 10 hours of gambling-specific continuing education hours every 12 months; or
- • Documented completion of 30 hours of ODMHSAS-approved gambling-specific core counselor training; and
- • Documented completion of 10 hours of gambling-specific continuing education hours every 12 months; and
- • Documented verification of being under gambling-specific clinical supervision.
- • Staff who fall under the gambling-specific clinical supervision must test for the national gambling counselor certification within 3 years from the approval date of the gambling-specific clinical supervision.
- Health Home
INTRODUCTION:
- • Health Home is a model of care that focuses on providing integration of mental health care, physical health care, social services, and support services for adults with serious mental illness and/or children with serious emotional disturbances. It uses an inter-disciplinary team and operates in a person-centered manner to support every person served to reach his or her personal mental health, physical health, and wellness goals. The interdisciplinary team will create a comprehensive care plan that coordinates all identified needs and focuses on each person’s strengths and goals.
DEFINITIONS:
- • Health Home – to operate as a Health Home provider must meet all certification requirements of the Oklahoma Department of Mental Health and Substance Abuse Services, and provide the following core services:
- • Integrated Care Plan – This plan will help support disease control and health management goals, including physical, mental, cognitive, psychosocial, functional, and environmental factors. This plan is separate from the initial plan, is care manager or care coordinator driven, and incorporates additional information obtained after initial treatment plan.
- • Comprehensive Care Plan – The compilation of all care plans. This includes, but is not limited to, HRA, nursing assessments/PCP records, WRAP plan, wellness self-management plans and the Integrated Care Plan.
- • Comprehensive Care Management – This includes the concurrent prevention and management of multiple behavioral health and physical health problems and includes assessment, evaluation, planning, and facilitation.
- • Care Coordination – The deliberate organizing of consumer care activities and sharing information among all of the participants performed by anyone on the team. This is the cornerstone of behavioral healthcare integration.
- • Case Management – A process that includes planned linkage, advocacy, and referral performed by a qualified professional case manager and includes referrals and linkages to community and social support services. Note: For children receiving Wraparound services, this is provided by a case manager II that is additionally SOC-trained and coached in the Wraparound process.
- • Transitional Care – Coordinating continually between inpatient and outpatient settings for both mental health treatment and physical health treatment. Transitions should be planned, going into and coming out of all inpatient settings. All consumers admitted to the hospital will be seen by a behavioral health professional within 7 days.
- • Health Promotion – The process of enabling clients to increase control over, and to improve, their mental health and physical health. It moves beyond a focus on individual behavior toward a wide range of social and environmental interventions. It consists of providing health education specific to the client’s chronic conditions, beginning with their serious emotional disturbance/serious mental illness.
- • Individual and Family Supports – Supports that assist with all domains of life as needed and identified on the integrated treatment plan, focusing on assisting with the essentials that must be in place in order for recovery to occur, such as safe and affordable housing, education and job skills, employment, public assistance as needed. For children, this includes such things as school attendance and success, and connection to activities that promote health, social, and emotional development.
- • Health Information Technology – The Health Home will utilize a functioning certified electronic health record; submit data to a health home information management system that will act as a patient registry; utilize a care management device and outcomes measurement tool; and utilize a Health Information Exchange that allows health care providers to share referrals and continuity of care.
- • Wraparound Process – A process utilized to improve the lives of children with complex needs and their families by developing and implementing individualized plans of care. The following elements must be present for high fidelity Wraparound:
- • Wraparound Team – Also known as a child and family team. Key elements of Wraparound are:
- • Strengths-Based – A basic commitment to strength seeking, strength generating, and strength building.
- • Needs-Driven – Wraparound is an organizing process designed to meet needs. It is based on underlying/root causes rather than on “problems” and avoids judging children and families.
- • Effective Team Process – A team of people working together in the Wraparound process around common goals and should include informal support members, the child and family, the care coordinator, the family support provider, and formal supports from involved systems.
- • Family Support Provider – A formal member of the Wraparound team whose role is to serve the family and help them engage and actively participate on the team. This is a required role for children in Wraparound unless the family specifically requests not to have one.
- • Family-Driven Process – Process by which the family’s perspectives, preferences, and opinions are first, understood; second, considered in decision making; and finally, influential in how the team makes decisions.
- • Provider – For purposes of this statement of work, provider is synonymous with Contractor.
WORK REQUIREMENTS:
- • Provider shall provide care management for every person served in Health Home. This shall include at a minimum, but not be limited to:
- • Conduct a comprehensive assessment that identifies needs and strengths including mental health, physical health, substance use, housing, educational, vocational, and recovery supports.
- • Develop an initial treatment plan building on the strengths and needs.
- • Develop the integrated care plan within 30 days of the initial treatment plan. The integrated care plan should be developed after the interdisciplinary team has been designated and has begun treatment, this allows for inclusion of additional information such as: nursing assessment or PCP records, wellness self-management plan, Wraparound plan, care pathways, etc.
- • Complete the comprehensive care plan by compiling initial care plan, integrated care plan, and any program specific plans of care. All plans of care must be updated at minimum annually, or as consumer’s condition changes.
- • Take consumer vital signs, specifically but not limited to blood pressure and BMI, at least twice per year or more as medically indicated, and document in population health management system.
- • Complete or obtain adult consumer lab work annually, including but not limited to, metabolic screening panel, and document in population health management system. Complete child lab work as medically indicated or if child is at high risk for metabolic syndrome.
- • Follow the Early Periodic Screening, Diagnostic, and Treatment (EPSDT) schedule for children and youth and report applicable fields in the population health management system. A Health Home may provide these or not, but must ensure they are completed on schedule.
- • Care Coordination: Provider shall coordinate all mental health and health services, consumer needs, all core service areas required by the Health Home SOW, and the information needed to improve outcomes. It is the Care Coordinator’s responsibility to ensure the needs of the consumer are met in a coordinated fashion. These responsibilities shall include but not be limited to the following:
- • Ensure every enrollee is aligned with an external PCP and coordinate care with that entity, OR link with a PCP available through the Health Home.
- • Provide psychiatric care as needed through the Health Home OR link with the external treating psychiatrist or other qualified health care professional – advance practice registered nurse (APRN).
- • Demonstrate through the electronic health record that there is coordination between the treating physician and the treating psychiatrist as a part of the interdisciplinary team.
- • Communicate and coordinate care with external health care providers including pharmacies, PCMHs, PCPs, FQHCs, labs, home health agencies, etc.
- • Monitor all activities with treatment or service providers and follow up. This includes, but is not limited to, monitoring scheduled physician appointments, medication, therapy, rehabilitation, and other supportive services.
- • Conducts required, structured staffings, and maintains a record of these available for review by Department.
- • Huddles – These are frequent brief meetings (recommended daily), targeted to immediate needs and challenges.
- • Team Meetings – These are recommended weekly, include the whole team, include a brief review of everyone and are used to identify clients for specific case conference.
- • Case Conferences – These meetings are held as needed. They include the whole team. The focus is on those with current high needs and include action planning.
- • Celebrations – These are recommended 2-4 times per year. In addition to celebrating successes, they are used to review team performance, give shout-outs, and do needed action planning.
- • Transitional Care: In order to ensure that all consumers admitted to the hospital will be seen by a behavioral health professional as soon as possible, no later than seven days, provider will engage all necessary partners, get formal agreements of how the process will work in place, and assign adequate personnel to complete the task according to the area covered, number of hospitals, etc. Activities will include the following, but will also include other activities as needed in the area:
- • Actively monitor for hospitalizations through use of health technology. Document in consumer charts.
- • Engage with facility and staff as soon as admission is detected, contact provider and send current records.
- • Monitor consumer’s progress, meet with consumer as needed, and engage with staff for discharge planning.
- • Follow up post discharge, obtain records.
- • Re-engage consumer in treatment, including medication reconciliation, medication clinic appointment and other doctor appointments as needed, and update treatment plan as needed
- • Provider will provide effective Health Promotion, performed by certified Wellness Coaches, to assist consumers to improve their health. These are to include the following and other activities as needed:
- • Work with consumers to develop wellness self-management plans.
- • Facilitate the self-management plan in partnership with consumer.
- • Facilitate specific interventions for chronic diseases.
- • Provide services consistent with care pathways as developed by the interdisciplinary team and documented in charts.
- • Individual and Family Supports: Provider will ensure that the interdisciplinary team includes individual and family supports in every integrated treatment plan. The Provider must provide, or document linkage to the supports to ensure that each individual and family has: a safe and stable place to live, desired educational opportunities, meaningful employment, or if not possible, volunteer opportunity, a transportation plan to reach desired destinations daily, and other community connections as indicated on the assessment and integrated plan. Provider will also make use of ODMHSAS-provided trainings in order to deliver these services in an evidence-based manner/use best practices or will link as needed to a provider that does offer these, such as:
- • Individual Placement and Support (IPS) for employment;
- • Housing First philosophy in linking to safe housing;
- • Wraparound training and monitoring for fidelity;
- • Peer Recovery Support Services; and
- • Family Support Provider Services.
- • The Provider will meaningfully use Information Technology in the daily operation of the Health Home, to include the following activities at a minimum:
- • Submit data to a Health Home information management system that acts as a Patient Registry;
- • Utilize a care management device and outcomes measurement tool;
- • Utilize a Health Information Exchange for the purpose of accessing and confidentially sharing patients’ vital medical history and provide safer, more effective care tailored to patients’ unique medical needs, and maintaining continuity of care.
- • The provider will adhere to the staffing ratios as required and set out in the Health Home manual. The provider will employ a psychiatric consultant and a primary care consultant.
- • Required staffing must be met at all times unless a temporary exception is requested and allowed by the ODMHSAS while recruiting takes place, this will be monitored and if chronic deficit in maintaining required staff is found, this may lead to termination.
- • For children who are served in the Health Home high designation, these core components of Health Home will be guided by and organized within a high fidelity Wraparound process. Children in Health Home moderate designation may be served through a Wraparound process if the provider and the Wraparound Team agree this is the best process for the child and family. Otherwise, an intensive care coordination process will be utilized, led by a case manager II, who is specially trained as a care coordinator.
- • Provider is required to establish community partnerships. The HH Director is responsible for cultivating these relationships and documenting the partnerships. The purpose of this is to work together to share responsibility and resources. Integration requires active cultivation of partnerships.
- • For children’s HH, this means establishing a community team, or if already established, participating in a community team that includes all the systems involved in the lives of children, families, community leaders, and advocates. The provider is responsible to the team to ensure youth and family choice, provide options, and truly integrate care. The children’s HH Director is directly responsible to lead this effort and document it.
- • Providers with PACT teams are required, in addition to following PACT standards, to incorporate principles of integrated care into PACT teams for HH consumers.
- • Providers are required to attend HH meetings and integrated care trainings as required by ODMHSAS.
- • Providers must participate in technical assistance, coaching, shadowing and monitoring programs for fidelity provided by ODMHSAS and/or outside consultants.
PERFORMANCE MONITORING:
- • Provider must maintain ODMHSAS certification. Failure to maintain certification will result in termination of HH status.
- • Annual programmatic audits will be conducted to ensure the work requirements are met. If necessary, plans of correction will be issued with timelines for correction. Failure to make corrections and maintain the core components of Health Home operation will result in termination of HH status.
- • If the ODMHSAS terminates HH status for Provider, the Oklahoma Health Care Authority will be notified, and this will result in termination of Provider’s ability to bill for HH through the MMIS system.
COMPENSATION:
- • The ODMHSAS will notify the Oklahoma Health Care Authority that Provider is in good standing to be compensated through the MMIS system for State Fiscal Year 2020.
- LGBT (CCBHC)
- Lesbian, Gay, Bisexual, and Transgender Treatment Services
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate substance abuse treatment services to consumers who are Lesbian, Gay, Bisexual, and Transgender.
DEFINITIONS:
- • LGBT – Lesbian, Gay, Bisexual, and Transgender
WORK REQUIREMENTS:
- • Contractor shall offer family education support groups on a monthly basis to those family members interested in attending and with consumer consent. Family members could include consumer’s family of origin, family of choice, partner, friends, and others who support the consumer. Contractor must utilize and maintain sign-in sheets in a binder at its agency as a form of documentation.
- • Contractor shall provide and document supervision of service providers who work directly with this population on a monthly basis.
- • Contractor shall ensure all service providers receive training related to LGBT competency training including sexual orientation sensitivity training to promote better understanding of LGBT issues and utilization of Center of Substance Abuse Treatment’s (CSAT’s) “A Provider’s Introduction to Substance Abuse Treatment for Lesbian, Gay, Bisexual, and Transgender Individuals” to cover other topics pertinent to this population. Documentation of such training is required to be documented in personnel records.
- • Contractor shall have consumers complete the “Exhibit 16-1 Client Satisfaction Survey” on pp. 143-144 of the CSAT’s “A Provider’s Introduction to Substance Abuse Treatment for Lesbian, Gay, Bisexual, and Transgender Individuals” at the end of their treatment episodes and maintain in the consumers’ records.
- • Contractor shall provide training and education to key agencies that deal with various aspects of substance abuse issues on the unique social and cultural needs of the LGBT community including, but not exclusive to, police, social workers, community outreach workers, substance abuse agencies, health care providers, religious leaders, and others.
- • Contractor shall ensure assessments of the LGBT population include an assessment of sexual orientation. An option of such assessment is found in CSAT’s “A Provider’s Introduction to Substance Abuse Treatment for Lesbian, Gay, Bisexual and Transgender Individuals” on pp.12-13 entitled “Exhibit 1-1: Coleman’s Assessment Tool - Assessment of Sexual Orientation” and maintain in the consumers’ records.
- • Contractor shall track how many consumers utilized the services.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work including results of the client satisfaction survey; numbers in attendance and ; topics covered in the monthly family education support groups; list of agencies/programs or staff with locations and numbers trained, including topics of training and education provided to staff and outside agencies, religious leaders, police, healthcare providers, and others how specific alliances and networking were used to improve treatment; and how many consumers were served in this program. The quarterly report will be emailed to the ODMHSAS field services coordinator assigned to the contractor and is due the 15th of the month following each of the four quarters of the contract.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay the Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Medication Assisted Opioid Treatment
INTRODUCTION:
- • Contractor shall provide medically managed, medication assisted opioid treatment as appropriate to the level of current Department certification, utilizing approved medications for the treatment of significant opioid use disorders. Contractor shall provide a full service array to consumers needing treatment for opioid use disorders including maintenance, withdrawal management, and medication assisted treatment.
DEFINITIONS:
- • Ambulatory Withdrawal Management Without Extended On-site Monitoring – Level 1-WM – Withdrawal management within an outpatient setting directed by a physician and has attendant medical personnel including nurses for intoxicated consumers and/or consumers withdrawing from alcohol, opioids or sedative/hypnotic/anxiolytics. Consumers must present with no apparent medical or neurological symptoms as a result of their use of substances requiring more intensive services beyond ambulatory withdrawal management without extended on-site monitoring.
- • Buprenorphine – A partial opioid agonist, Schedule III narcotic approved for use in opioid dependence treatment.
- • MAT – Medication Assisted Treatment.
- • Maintenance – The introduction of an agonist medication in order to block the occurrence of opioid withdrawal
- • Methadone – A full opioid agonist, Schedule II synthetic narcotic agent approved for use in the treatment of significant opioid use disorders.
- • Naltrexone – An opioid antagonist, a synthetic agent that blocks opiate receptors in the nervous system used chiefly in the treatment of significant opioid use disorders.
- • Opioid agonist or partial agonist treatment medication – a prescription medication, such as methadone, buprenorphine or other substance scheduled as a narcotic under the Federal Controlled Substances Act (21 U.S.C. Section 811) that is approved by the U.S. Food and Drug Administration for use in the treatment of opiate addiction or dependence.
WORK REQUIREMENTS:
- • Contractor shall provide all required core services as identified by the current Department certification obtained by the Contractor.
- • Contractor shall ensure that consumers be informed of and receive: full access to medical, clinical, educational services, recommendations and specific referrals for implementation of continuing care services to include medication assisted treatment and the medications available.
- • Consumers shall be allowed input into the selection of medical intervention.
- • Contractor shall administer an opioid agonist, partial agonist, or an antagonist treatment medication for maintenance or withdrawal management to alleviate adverse physical or psychological effects of withdrawal from the continuous or sustained use of an opioid drug and as a method of bringing the individual to a stable or drug-free state.
- • Contractor shall ensure that, whenever possible, family members and/or significant others will be incorporated fully into the treatment process.
- • Contractor shall provide evidence based practices to include:
- • MATRIX Model of Intensive Outpatient Treatment or at a minimum including aspects of the MATRIX Model into clinical services.
- • Prize incentive contingency management for substance use disorder treatment utilizing the text Contingency Management for Substance Abuse Treatment, A Guide to Implementing this Evidence-Based Practice.
- • Peer Recovery Support Services provided by a Certified Peer Recovery Support Specialist trained in Medication Assisted Recovery programming.
- • Contractor shall identify eligible consumers for MAT through utilization of the Clinical Opiate Withdrawal Scale (COWS).
- • Contractor shall have formal partnerships with other agencies and social service providers identifying the contractor as a potential referral source, as demonstrated through Memorandums of Understanding or other documentation.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six month GPRA reassessments post admission.
- Outreach Services for Injection Drug Users
INTRODUCTION:
- • Contractor shall furnish the necessary resources for outreach activities that encourage individuals in need of substance use disorder treatment to undergo such treatment (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.126).
DEFINITIONS:
- • OSDH – Oklahoma State Health Department
WORK REQUIREMENTS:
- • Contractor shall provide outreach service with models that are scientifically sound and provided by trained staff (SAPT BG 45 CFR 96.126).
- • Contractor shall document all training and maintain that verification in staff records.
- • Outreach staff shall participate in motivational interviewing, trauma, or other trainings that provide education and information on issues beneficial to working with outreach consumers.
- • Contractor shall maintain a log to identify all outreach efforts and services provided to consumers.
- • Contractor shall have outreach efforts that include (SAPT BG 45 CFR 96.126):
- • Selecting, training, and supervising of outreach workers;
- • Contacting, communicating, and following-up with high-risk substance abusers, their associates, and neighborhood residents, within the constraints of federal and state confidentiality requirements;
- • Promoting awareness among injecting drug abusers about the relationship between injection drug abuse and communicable diseases such as human immunodeficiency virus (HIV);
- • Recommending steps taken to ensure that HIV transmission does not occur;
- • Encouraging consumers to enter into appropriate treatment; and
- • Linking consumers with appropriate treatment programs
- • Contractor shall keep ODMHSAS informed of all staff changes.
- • 3.6 Contractor shall provide all test results to OSDH as needed (SAPT BG 45 CFR 96.126).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall document all services noted above in the services log, including contacts and attempted contacts with each individual being served.
- • Monthly reports shall be submitted to the ODMHSAS-assigned Field Services Coordinator no later than the 15th of the following month (e.g., August 15, September 15, etc.) per ODMHSAS specifications.
- • Contractor shall attend regular and quarterly meetings with OSDH and ODMHSAS.
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay the Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Outreach Services for the Elderly (HOPE)
INTRODUCTION:
- • Contractor shall furnish all necessary facilities, materials, resources, and qualified staff to provide services and outreach to the elderly population, ages 50 and older, with mental illness and co-occurring disorders.
- • Program services shall include, but not be limited to: group services, individual counseling, and outreach.
WORK REQUIREMENTS:
- • Contractor shall provide advocacy and outreach services related to the aging population of the Oklahoma City metropolitan area. Services shall include:
- • Attending at least 50% of the monthly Oklahoma Mental Health and Aging Coalition meetings in Oklahoma City area.
- • Forward aging and mental health advocacy alerts from the Oklahoma Mental Health and Aging Coalition and ODMHSAS as appropriate.
- • Support or promote the integration of mental health, substance abuse, aging, and physical health networks’ evidence based practices.
- • Support the development of the older adult peer support specialists and older adult mental health consumer advocates.
- • Utilize senior peer support specialists in senior networks.
- • Contractor shall provide education and clinical services related to the aging population of Oklahoma. Services shall include:
- • Distribution of senior specific local, state, and national mental health and substance abuse information to members and networks.
- • Provide seminars and workshops at conferences.
- • Develop and conduct events focusing on integration of senior physical and mental health.
- • Provide and/or assist with geriatric depression screening events.
- • Provide Groups services including group counseling and support group development.
- • Provide individual therapies and services, with a particular emphasis on evidence-based practices for older adult mental health.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Contractor shall provide a written quarterly report that documents provision of services described in 2.0 above. Reports shall be submitted to an ODMHSAS designee.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay the Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Residential – SA Treatment – Women with Children
- Women with Children Residential/Halfway House
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance use disorder treatment to pregnant and parenting women and their children. Services shall include gender-specific substance use disorder treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children.
WORK REQUIREMENTS:
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- SA Treatment SOR & SOS
- Opioid SOR & SOS Substance Use Disorder (SUD) Treatment Services
INTRODUCTION:
- • Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), through its contractors, will provide quality services to individuals in this state who are served by this Statement of Work. Under the direction of the State Opioid Response Project Staff, Contractor will ensure that staff are trained in an array of identified treatment models and shall provide trauma-informed, gender sensitive, age appropriate, and culturally competent treatment for all consumers ages 12 and older who have an Opioid Use Disorder, previous history of an Opioid Use Disorder, and/or a Co-occurring Mental Health and Substance Use Disorder with opioid use.
- • The anticipated outcomes of this initiative include: 1) Increased access to treatment for persons with, or at risk for, OUDs, including those who are uninsured and underinsured and those coming out of jails and prisons; 2) A systematic approach to outreach and treatment engagement; 3) Expanded capacity for peer recovery support providers to deliver services; 4) Expansion of workforce trained in evidence-based practices that are effective with individuals with an OUD or history of opioid use.
DEFINITIONS:
- • A-CRA – Adolescent Community Reinforcement Approach.
- • ASAM – American Society of Addiction Medicine.
- • ASI – Addiction Severity Index
- • CF – Celebrating Families
- • CRA – Community Reinforcement Approach
- • MI – Motivational Interviewing
- • MM – Matrix Model
- • ODASL – The Oklahoma Determination of ASAM Service Level. A screening tool based on current American Society of Addiction Medicine criteria that identifies the severity of problems across six dimensions related to substance use disorders and determines the most appropriate level of service referral and placement in an ASAM recognized level of service.
- • OUD – Opioid Use Disorder
- • SFP – Strengthening Families Program.
- • SS – Seeking Safety
- • TASI – Teen Addiction Severity Index
- • TIP – Wraparound/Transition to Independence Process
WORK REQUIREMENTS:
- • Contractor shall provide trauma-informed therapeutic services in an outpatient setting and provide therapeutic services to assist individuals ages 12 and older in developing the skills to cope with OUD, and when present, other co-occurring issues.
- • Assessment services shall be provided as follows:
- • Contractor shall use the current edition of the American Society of Addiction Medicine Criteria (ASAM) to determine the level of care for consumers. These criteria shall be used upon admission, continued care, and discharge. All staff administering ASAM must be Licensed Behavioral Health Professionals (LBHPs) as defined in Oklahoma Administrative Code Title 450 Chapter 1. All staff involved in level of care determinations must maintain documentation demonstrating successful completion of ASAM training provided by an ODMHSAS-certified trainer no less than every five (5) years. Prison-based contractors are exempt from administering the ASAM.
- • Contractor shall use the current edition of the Addiction Severity Index (ASI), or a Teen Addiction Severity Index (TASI) and administer at admission, six-month review, and at discharge (unless discharge occurs within 7 days of admission or is unplanned). All staff administering the ASI and the TASI must be Licensed Behavioral Health Professionals (LBHPs) as defined in Oklahoma Administrative Code Title 450 Chapter 1. All staff administering the ASI must maintain a certificate of competence demonstrating successful completion of ASI training provided by an ODMHSAS approved certified trainer no less than every five (5) years.
- • Treatment services shall be provided as follows:
- • Contractor shall incorporate individual psychotherapy, family therapy (when part of a family unit), and group processes as part of a holistic approach to treatment.
- • Contractor is highly encouraged to have staff trained in one or more of the evidenced based practices that were identified in the Opioid SOR service array including Seeking Safety, Community Reinforcement Approach, Adolescent Community Reinforcement Approach, and Celebrating and/or Strengthening Families.
- • Contractor shall provide services that involve any of the other systems impacting the consumer including, but not limited to, family, school, child welfare, and criminal justice.
- • Contractor shall provide trauma-informed services specific to trauma issues, as evidenced by program curriculum.
- • Contractor shall ensure that peer services are provided and billed by an individual certified as a Peer Recovery Support Specialist (PRSS).
- • Contractor shall institute the perspective of lived experience with a mental health and/or substance use disorder by means of a Peer Recovery Support Specialist, serving as a catalyst to engage consumers with treatment services, resources, and assist the recovery process through supportive interactions with clinical staff and other community stakeholders.
- • Contactor shall have IPS services available to those who may need and want this additional service. It is not expected to be at fidelity but have initiated the process by the 6 month of the contract initiation.
- • Contractor shall provide therapeutic services for youth ages 12 and older with distinctive treatment needs including, but not limited to:
- • Individuals with a previous history of OUD.
- • Individual with an OUD.
- • Individuals with a co-occurring disorder and an OUD.
- • Individuals who are coming out of jail or prison.
- • Individuals who are homeless, or without permanent housing.
- • Persons Served:
- • Services eligible for payment pursuant to this Statement of Work listed and defined in this document shall be delivered to persons presenting with an opioid substance use disorder, diagnosed with an opioid disorder in the past or co-occurring related problems that include an opioid disorder including family members and significant others of consumers, when appropriate, to support the primary consumer’s recovery.
- • Contractor will require staff that attend evidenced based trainings that require certification components to complete certification requirements within the designated timeframe.
- • Contractor shall abide by all ODMHSAS documentation requirements of the State Treatment Response Opioid grant general SOW.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six month GPRA reassessments post admission.
PERFORMANCE MONITORING:
- • Provide a monthly report that includes the number of individuals ages 12-17 and the number of individuals 18 and older receiving each EBP by type, whether this service was delivered in an individual or group setting, and what level of staff provided the service.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in Section IV (COMPENSATION) of the contract.
- • Contractor shall report all on any additional ODMHSAS required outcome measures.
COMPENSATION:
- • Total substance use disorder treatment services compensation pursuant to this contract and attachments shall not exceed the total amount identified in Section IV (COMPENSATION) of the contract.
- TANF
- Temporary Assistance for Needy Families (TANF)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate outpatient treatment services for substance use and co-occurring disorders to adults referred by the Oklahoma Department of Human Services who are engaged in Temporary Assistance for Needy Families services, pursuant to the State Agency Agreement between the Oklahoma Department of Human Services and the Oklahoma Department of Mental Health and Substance Abuse Services.
DEFINITIONS:
- • OKDHS – Oklahoma Department of Human Services
- • SASSI – Substance Abuse Subtle Screening Inventory
- • TANF – Temporary Assistance for Needy Families – a federally-funded program for children deprived of support because of a parent’s death, incapacity, absence or unemployment; cash assistance is available to the family on a time-limited basis through TANF; the purpose is to provide temporary support in meeting basic needs, training leading to employment, employment services and childcare assistance for qualified families with children.
- • ASI – Alcohol Severity Index
- • ASI-MV – Addiction Severity Index-Multimedia Version is the electronic version of the traditional paper and pencil administered ASI.
- • BHI-MV – Behavioral Health Index-Multimedia Version is an on-line, client self-administered comprehensive behavioral health assessment tool which provides an overview of the client’s functioning in multiple key life domains. Using the evidenced-based ASI-MV as its core, the BHI-MV includes questions focusing on broader mental health issues, tobacco, gambling, and CARF and Joint Commission recommendations.
- • The ASAM Criteria – American Society of Addiction Medication Patient Placement Criteria.
- • ODMHSAS Report Templates – Templates for ODMHSAS required reports, located on http://www.odmhsas.org/arc.htm under ODMHSAS Provider Documents, ODMHSAS TANF/CW Report Templates.
- • SecureEmail – the ODMHSAS secure email system shall be the means by which confidential information is sent, as required, to DHS TANF offices.
- • CASC – Carl Albert State College – CASC Assessment Services conducts the SASSI Screenings for TANF applicants.
- • ROI – Release of Confidential Information form.
WORK REQUIREMENTS:
- • Contractor shall provide direct services to adult TANF referrals and their families, as appropriate, and collaborate with referring OKDHS personnel as described in this Statement of Work. With proper consents for the release of confidential information, collateral information shall be gathered, assessed, and incorporated in the assessment and treatment planning processes.
- • All persons providing behavioral healthcare services, or related services, that are lawfully required to perform those services under licensure, certification, and otherwise trained shall be documented as licensed, certified, and otherwise trained, or under supervision, prior to performing treatment and other related services.
- • Contractor shall provide services that are culturally-responsive, trauma informed, and based on the individuals’ needs and their family environments.
- • Contractor shall work with the local OKDHS TANF office and CASC Assessment Services to maintain a flow of communication to ensure coordination, including meeting together when necessary.
- • Contractor shall maintain consents and forms from CASC and OKDHS in the consumer’s clinical record.
- • Contractor shall provide timely processing of TANF referrals, upon receipt of completed OKDHS Form 08TW003E and SASSI Screening Summary from CASC, to assist with meeting federal time constraints related to eligibility for TANF benefits.
- • Contractor shall not bill services to Contract 44AB provided to TANF referrals under the age of 18 years; minor TANF applicants are not required to complete the Mandatory Drug Testing Process; if Contractor receives a TANF referral for a minor, Contractor shall contact the referring TANF worker and remind the worker that minors are not required to complete the Mandatory Drug Testing Process.
- • An ASI; ASI-MV; or BHI-MV (and UA if assessment indicated a need for treatment) are completed within ten (10) business days of receipt of completed referral OKDHS Form 08TW003E, Interagency Referral and Information (TW-3) and the SASSI Screening Summary; TANF clients who are referred for testing due to reasonable suspicion require both the ASI and a UA; if a TANF referral contests the results of a UA, Contractor shall send the contested specimen to a toxicology lab for confirmation; Contractor shall bill the confirmation of specimen as a TANF Contested UA , billing code H0003 HF U1.
- • TANF referrals shall be assessed (and drug tested if assessment indicates a need for treatment), each time they are referred to Contractor as required for the TANF application process; repeat assessments are allowed and billable to the TANF/CW contract as follows:
- • TANF Reassessment – Contractors will complete the assessment and if the provider will not be providing outpatient services, the provider will bill the TANF reassessment code (H0031 HF, TF, U1).
- • If Contractor will be providing services, they will bill for the assessment along with the development of a service plan under the Behavioral Health Service Plan Development Low Complexity service/code (H0032 HF, TF, U1).
- • When Contractor needs to reassess an existing client, a client who is currently receiving outpatient services at the agency (has an open PA), and needs a TANF reassessment, provider will bill the reassessment under the Existing Client Code, (H0001 HF, U1).
- • With appropriate Release of Confidential Information Form in place, Contractor shall, complete the ODMHSAS Required Assessment Summary Report and send via ODMHSAS SecureEmail to referring OKDHS TANF worker within three (3) business days of completion of ASI/UA.
- • All reports shall be maintained in the consumer’s clinical record.
- • If a TANF referral does not complete the required assessment within ten (10) business days of receipt of completed OKDHS Form 08TW003E (TW-3) and SASSI Screening Summary, Contractor shall, with appropriate Release of Confidential Information form in place, notify referring OKDHS TANF worker via email (without consumer identifying information; first initial/last name and DHS Case Number) or SecureEmail, and/or telephone. Contractor shall document notification in consumer’s clinical record.
- • Treatment services, when recommended, shall be available within ten (10) business days of completion of the assessment.
- • When Contractor receives a copy of the consumer’s TANF Work/Personal Responsibility Agreement prior to development of the individual treatment plan, the Agreement shall be considered in developing the treatment plan. A copy of the Agreement shall be maintained in the consumer’s clinical record.
- • Contractor shall oversee the consumer’s Time and Progress Report (TW-13) and confirm the accuracy of the consumer’s Report regarding participation at Contractor’s facility by signing at “Facility Approval” for the consumer’s bi-monthly submission to OKDHS. Contractor is not responsible for submission of the Report. A copy of the TW-13 shall be maintained in the consumer’s clinical record.
- • Contractor shall provide monthly reports to the referring OKDHS TANF worker using the ODMHSAS Required Monthly Report template. Monthly Reports shall be emailed via ODMHSAS SecureEmail no later than the 10th of each month for the previous month or on a date agreed upon by Contractor and OKDHS TANF worker.
- • Contractor shall provide a final report to the referring OKDHS TANF worker using the ODMHSAS Required Discharge Report template. The Discharge Report shall be completed and emailed via ODMHSAS SecureEmail within fifteen (15) days of discharge.
- • Contractor shall assign a liaison to interface with ODMHSAS and OKDHS staff. The liaison shall complete the free online National Center on Substance Abuse and Child Welfare’s Tutorial for Substance Use Disorder Treatment Professionals within sixty (60) business days of assignment as the liaison. This course is divided into five modules and takes approximately 4.5 hours to complete; a copy of the Certificate of Completion (4.5 CEUs) shall be sent to the ODMHSAS Manager of TANF/CW Treatment Services.
- • Contractor shall provide the name, e-mail address, mailing address, and telephone number of the liaison to ODMHSAS’ Manager of TANF/CW Substance Use Disorder Services.
- • The liaison, or designee, shall attend all TANF/CW contract meetings.
- • The liaison shall coordinate and document regular communication with the local OKDHS office to maintain a flow of communication to ensure coordination of TANF cases, including meeting together when necessary.
- • The Contractor shall notify the ODMHSAS’ Manager of TANF/CW Substance Use Disorder Treatment Services of any changes in the agency that would have a direct impact on this contract (e.g., change in liaison, director/administrator, staff working directly with TANF contract, facility move, merger, closing of facility or program, etc.).
- • When a new agency liaison is named, and the ODMHSAS is notified, a date will be set for the newly appointed liaison to complete an orientation to the contract and their role. This orientation will take place virtually and takes an hour to complete.
- • Contractor shall utilize drug detection screens for TANF referrals as follows: drug detection screens must be completed only when the assessment indicates a need for treatment, except when TANF client is referred for testing due to reasonable suspicion. Reasonable suspicion referrals require assessment and drug detection screen; when provided by Contractor, drug detection screens are to be used randomly and not excessively during treatment.
- • Drug detection screens administered as a standalone service shall not be billed under Contract 44AB. Direct care services, such as individual, group, education, or case management, shall be provided no later than the third drug detection screen throughout the treatment process.
- • Documentation shall be made for results of all drug detection screens and reported on ODMHSAS Required Monthly Reports. Clinical intervention for positive drug detection screens shall be identified and noted on ODMHSAS Required Monthly Reports.
- • As stated in 3.1.6.1, if a TANF referral contests the results of a UA, Contractor shall send the contested specimen to a toxicology lab for confirmation; Contractor shall bill the confirmation of specimen as a TANF Contested UA , billing code H0003 HF U1.
- • Contractor shall provide only outpatient services (ASAM Levels 0.5: Early Intervention; Level 1: Outpatient Services; Level 2.1: Intensive Outpatient).
- • Contractor shall recognize federal holidays set by law and state holidays declared by the Governor. Under this contract, the allowed holidays are New Year’s Day, Independence Day, Christmas Day and the day before or after, Martin Luther King, Jr. Day, Presidents’ Day, Memorial Day, Labor Day, and Thanksgiving Day and the day after. Due to calendar fluctuation, some years include other non-traditional holiday days. If such becomes the case, this Statement of Work will also allow those contingency days as holidays. Facility closures are allowed for short-term periods of inclement weather.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor to include, at minimum, ongoing reviews of certain performance indicators.
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source; for services to be paid by TANF Contract, services must reflect Primary Referral as 49 and include the consumer’s OKDHS Case Number (C# or H# for TANF consumers; KK#).
- • Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered.
- • Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Contractor shall identify alternative insurance coverage and bill such sources if applicable; no payments shall be made by ODMHSAS from funds provided through the TANF contract until alternative coverage is exhausted or determined unavailable for these services. Failure to bill third parties may result in an overpayment or termination of Contractor’s contract.
- • Contractor shall not solicit co-pays for services paid for under the ODMHSAS Contract from TANF consumers or their families; this does not prohibit solicitation of co-pays from consumers with Medicaid or insurance coverage or third parties.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Women with Children (OUHSC – Board of Regents - A Better Chance)
- A Better Chance Clinic - Services
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide comprehensive developmental evaluations for children with possible prenatal substance exposure or children whose mothers are in substance abuse treatment.
- • Contractor shall also provide developmental education to families related to the impact of prenatal substance exposure.
DEFINITIONS:
- • ABC – A Better Chance Clinic
- • Children – ages birth to 7 years
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Create treatment plans, in conjunction with the families, for children served in the ABC program.
- • Provide Fetal Alcohol Spectrum Disorder screenings and diagnoses for children seen in the ABC program.
- • Provide case management of recommendations generated from the ABC evaluations.
- • Provide community referral information for recommended services for children served by the ABC program.
- • Provide developmental screening services for children accompanying their mothers into substance abuse treatment centers funded by ODMHSAS.
- • Provide evidence-based interventions for children with behavioral problems and relationship issues due, at least in part, to the impact of substance abuse.
- • Provide consultation to staff working with women and children at substance abuse treatment centers.
- • Provide a minimum of a yearly training for substance abuse treatment center staff on the impact of substance abuse on children and families.
- • Provide trainings and other professional presentations on topics related to the impact of substance abuse on children and families including trainings related to evidenced-based treatments.
- • Provide training in the ABC program to professionals of various disciplines (medicine, psychology, social work, occupational therapy, physical therapy, and speech pathology) on the impact of substance abuse on child development.
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Recovery Division will monitor the performance of the Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay the Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Women with Children Residential
- Women with Children Residential/Halfway House
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance use disorder treatment to pregnant and parenting women and their children. Services shall include gender-specific substance use disorder treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children.
WORK REQUIREMENTS:
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Women with Children Residential – Intensive
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate intensive residential substance use disorder treatment to pregnant and parenting women and their children. In addition to treatment, intensive substance abuse residential services shall include life skills and recreational and self-help programs. Services for school-aged children will include substance use disorder treatment and life skills and recreational activities. Children not of school age will participate in structured activities in addition to life skills and recreational activities.
DEFINITIONS:
- • Licensed Behavioral Health Professional or (LBHP) - as defined in 450: Chapter 1-1-1.1
WORK REQUIREMENTS:
- • Intensive services will include:
- • A licensed or registered nurse on duty 24-hours per day
- • A medical doctor at the facility 2 half days weekly who:
- • Provides obstetrics and family health care; and
- • Becomes primary care physician and will continue to care for consumers after discharge or will make referrals to a primary care physician.
- • Pharmaceutical services to all consumers;
- • Psychiatric services to all consumers
- • Medical laboratory services for all consumers;
- • Nationally accredited, state licensed, three-star child care center within facility;
- • Prevention/intervention curriculum for children designed to teach self-esteem, safety, addiction, coping skills, and life perception;
- • Six hours of interaction, processing, and coaching by a family therapist with mother/child or children;
- • Thirty-five hours of substance use disorder treatment services per week for women;
- • Seven hours of therapeutic treatment services for school-aged children per week;
- • Twelve hours of structured activities per week for children not of school age;
- • Therapeutic recreational activities for women and their children;
- • Parenting lab for mentoring mothers;
- • Development of an aftercare family plan; and
- • Appropriate dietary services.
- • Staff are required to have the following qualifications:
- • Therapist will meet the requirements of an LBHP and have at least 2 years of substance use disorder experience.
- • Case managers will be required to be certified as Behavior Health Case Managers.
- • Children’s therapist will meet the requirements of an LBHP and have at least 2 years of substance use disorder experience, and education and experience working in children services.
- • Preschool child care workers are required to maintain, at a minimum, Child Development Associate certification.
- • Child care workers for school age children are required to be certified teachers.
- • Contractor shall:
- • Require all staff to attend continuing education related to their areas of expertise or as required to maintain their licenses and/or certification (Substance Abuse Prevention and Treatment Block Grant SAPT BG 45 CFR 96.132).
- • Be responsible for repairs and maintenance to the facility due to negligence and/ or abuse.
- • Admit women without children who are attempting to regain custody of their children (SAPT BG 45 CFR 96.124).
- • Assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Coordinate service delivery and work closely with referring agencies when a consumer has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Provide or arrange for primary medical care for women, including referral or provision of prenatal care for pregnant women (SAPT BG 45 CFR 96.124).
- • Provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Provide therapeutic interventions for children of women in treatment which may include, but not limited to, their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include, but are not limited to, case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Women with Children Residential – Smart on Crime
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance abuse treatment to pregnant and parenting women and their children. The population of women to be served are women who are involved with or at high risk for involvement with the criminal justice system.
- • Services shall include gender-specific substance abuse treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
WORK REQUIREMENTS:
- • Contractor shall participate in specified trainings and meetings provided throughout the year where a representative shall be required to be in attendance. Advance notice of the meetings will be given.
- • Contractor shall admit women without children who are attempting to regain custody of their children (SAPT BG 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families services.
- • Contractor shall apply gender-specific substance abuse treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Government/Professional/Sole Source
- Adult Basic – Oklahoma Forensic Center
- Adult Basic Services – Oklahoma Forensic Center Population
INTRODUCTION:
- • This contract is to provide an array of Adult Basic Services to the Oklahoma Forensic Center population.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the array of Adult Basic Services to the Oklahoma Forensic Center population.
- Adult Mobile Crisis
INTRODUCTION:
- • This contract is to provide mobile crisis services for adults.
DEFINITIONS:
- • Adult – defined as 18 years of age and older.
- • Telephone Interventions – must include and are not limited to 24-hour triage, evaluation, and stabilization; access to face-to-face counseling; access to inpatient treatment; diagnosis and evaluation in external settings, i.e. jails and general hospitals; and referral services.
- • Face-to-Face Interventions – must include and is not limited to 24-hour triage, evaluation, and stabilization; access to inpatient treatment; diagnosis and evaluation in external settings, i.e. jails and general hospitals; and referral services.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide mobile crisis services for adults.
- • Publish a telephone number accessible and answered on a 24-hour basis, seven (7) days a week.
- • Perform Triage/Evaluation/Stabilization:
- • Telephone Intervention: if the situation allows, response team may resolve crisis by telephone.
- • Face-to-Face Intervention: availability of a response team on a 24-hour basis, seven (7) days a week; and, when needed, will provide a face-to-face intervention for crisis resolution and/or evaluation.
- • Use strengths of the consumer to link with in-home supports, based on consumer’s needs, to support the consumer following initial acute crisis and develop an ongoing safety plan.
- • Hold non-emergency appointments within 24-48 hours after intervention for quick support and linkage to service. If an appointment is set, it shall be at a location most helpful to the consumer (clinic, family home, other location).
- Adult/Child Flex
Flexible funds should never be disbursed as cash to clients. Funds must be disbursed as direct reimbursement for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources of funding have been exhausted.
FLEX FUNDS:
Flex Funds are also designed to secure adequate shelter for consumers who meet DMHSAS Eligibility Criteria (and their families), as well as to access community-based activities and goods to support independence and positive treatment outcomes. Contractors must assure Flex Funds primarily benefit consumers who are also receiving Case Management services, Home-based services, or approved Wraparound and Systems of Care services.
Allowable Services:
- • Rent and Deposits – Documented rental deposits and first month’s rent to assist in initial placement, or a single month’s rent to avoid eviction. This may also include apartment rent and deposits for adolescent consumers living independently. Monthly rental expenses are allowed on a limited basis. These are designed to be temporary in nature. Case manager should assist the client in finding alternative financial resources such as work, disability payments, etc., as soon as possible.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas, electric. May not be used for phone, cable/satellite TV or similar payments. Monthly utility payments are allowed on a temporary basis, to include water/sewer/garbage; gas; electric. May not be used for cable/satellite TV or similar payments.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door locks, and insect fumigation are also permitted
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the client until such time as other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months unless there is documentation that the appliance is no longer working.)
- • Medication – Medication necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Medical/Dental Expenses – Medical/Dental expenses necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Other Services – Purchased services designed to meet the consumers’ and families’ needs as part of the treatment plan. Examples include tutoring, mentoring, group and family counseling, job placement, therapeutic or recreational services, and educational or vocational advocacy.
- • Additional Allowance for children in DMHSAS approved Homebased, Wraparound, or Systems of Care Services – Expenses for recreational activities. Miscellaneous expenses as necessary to assist in normalizing a child’s life. Examples include: karate, dance or music lessons, equipment for sports, uniforms for boy or girl scouts, membership at a boys or girls club or YMCA, swimming lessons, expenses for a field trip, uniforms for employment, pet food, etc.
Note: Any purchases of $500 or more on behalf of a child or family in the Wraparound and Systems of Care Services must have prior approval by the ODMHSAS Director of Children’s Services or the ODMHSAS Systems of Care Specialist.
- Adults Prevention Needs Assessment (APNA) (OSU-CHS)
INTRODUCTION:
- • Contractor will provide services related to completion of the 2020 statewide Oklahoma Adult Prevention Needs Assessment (APNA) surveys.
DEFINITIONS:
- • APNA - Adult Prevention Needs Assessment
- • OSU-CHS – Oklahoma State University - Center for Health Sciences
- • ODMHSAS – Oklahoma Department of Mental Health and Substance Abuse Services
WORK REQUIREMENTS:
- • Contractor shall provide the services and resources to complete the 2020 statewide APNA project. July –August, 2020.
- • Contractor shall deploy field staff who are on ground collecting data and facilitate the final analysis and reporting results.
- • Contractor shall create a reporting template to be agreed upon by the ODMHSAS.
- • Contractor shall analyze the statewide survey data at the state and county levels.
- • Contractor shall build a Spanish version of the online APNA instrument.
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Figure 1. ODMHSAS Adult Needs Assessment Project
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Activity
Timeline
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April
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May
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June
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July
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August
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Logistical Preparation
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Development of Data Collection Tools
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Questionnaire
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Literature Review
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Measure Development
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Piloting
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Focus Groups / Interviews
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Literature Review
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Guide Development
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Piloting
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Regulatory Document Preparation
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IRB
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Refinement of Sampling Methodology
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Stakeholder Engagement
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Report Template Development
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Data Collection
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Surveying
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Focus Groups / Interviews
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Data Analysis
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Report Development
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Diffusion of Findings
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- • Contractor shall provide reports at the state and county levels. Contractor shall send reports out via electronic methods (email, discs, etc.) to the ODMHSAS.
- • Contractor shall provide technical assistance to the ODMHSAS, and contracted community prevention services providers on interpreting reports.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide a written report to the Department describing service activities carried out pursuant to the Statement of Work during the contract period no later than 30 days after the end of the contract period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis, and shall not exceed a total of $34,885 for FY21. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • A properly completed invoice must be submitted within 30 days of the end of each month in the project period and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fundraising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Equipment, including items with a unit price of $500.00 or more and a usable shelf life of one year or more.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1st of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by the ODMHSAS.
- • Detail of the services provided shall be in accordance with the terms and conditions of this agreement. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six (6) years from the ending date of the contract.
- • Invoices shall be sent to: contracts@odmhsas.org
- • Or
- • Contracts
- • Oklahoma Department of Mental Health and Substance Abuse Services
- • 2000 N. Classen Blvd. 2-600
- • Oklahoma City, Oklahoma 73106
- Adults Prevention Needs Assessment (APNA) (OSU-CHS) - Revised
INTRODUCTION:
- • Contractor will provide services related to completion of the 2020 statewide Oklahoma Adult Prevention Needs Assessment (APNA) surveys.
DEFINITIONS:
- • APNA - Adult Prevention Needs Assessment
- • OSU-CHS – Oklahoma State University - Center for Health Sciences
- • ODMHSAS – Oklahoma Department of Mental Health and Substance Abuse Services
WORK REQUIREMENTS:
- • Contractor shall provide the services and resources to complete the 2020 statewide APNA survey.
- • Contractor shall deploy field staff who are on ground collecting data and facilitate the final analysis and reporting results.
- • Contractor shall create an online query template to be agreed upon by the ODMHSAS.
- • Contractor shall analyze the statewide survey data at the state and county levels.
- • Contractor shall build a Spanish version of the online APNA instrument.
- • Contractor shall provide the APNA data in an online query system.
- • Contractor shall provide technical assistance to the ODMHSAS, and contracted community prevention services providers on interpreting data.
- • Contractor shall conduct a supplemental, oversample survey of adult substance users and provide data to the ODMHSAS.
- • Contractor shall develop an instrument for interviewing persons with suicide ideation and conduct interviews.
- • Contractor shall analyze data from interviews of those with suicide ideation and develop and submit a report summarizing results to the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide a written report to the Department describing service activities carried out pursuant to the Statement of Work during the contract period no later than 30 days after the end of the contract period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis, and shall not exceed a total of $34,885 for FY21. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • A properly completed invoice must be submitted within 30 days of the end of each month in the project period and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fundraising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Equipment, including items with a unit price of $500.00 or more and a usable shelf life of one year or more.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1st of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by the ODMHSAS.
- • Detail of the services provided shall be in accordance with the terms and conditions of this agreement. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six (6) years from the ending date of the contract.
- • Invoices shall be sent to: contracts@odmhsas.org
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, Oklahoma 73106
- Alcohol Compliance Checks and Bar Checks
- Alcohol Compliance Checks and Bar Checks Garfield County Sheriff Department
INTRODUCTION:
- • The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons' law.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma's comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 72 alcohol compliance checks with youth and shall be conducted within Alcohol Enforcement Plan identified hotspot locations. A list of alcohol selling establishments within hotspot zones will be agreed upon by both ODMHSAS and ABLE.
- • Contractor shall conduct adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 72 adult bar checks shall be conducted within Alcohol Enforcement Plan identified hotspot locations. A list of alcohol selling establishments within hotspot zones will be agreed upon by both ODMHSAS and ABLE.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 15th of each month.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2021.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $100.00 per hour to complete 72 underage alcohol compliance check and 72 adult over-service compliance check and shall not exceed over 144 compliance checks. Overall total shall not exceed $14,400.00 for project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- Alcohol Education (EVERFI) FY20-21
- ALCOHOLEDU
INTRODUCTION:
- • The purpose of the AlcoholEdu project is to support the efforts of state and local jurisdictions to reduce the number of alcohol-related fatal crashes through education and awareness by increasing the number of school districts implementing the evidence-based prevention program AlcoholEdu.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Oklahoma.
- • Decrease drinking and driving during the past 30 days among 12th grade youth in Oklahoma.
- • Decrease youth access to alcohol in Oklahoma.
- • Reduce the number of alcohol-related fatal crashes by 1% annually.
- • Contract period is from October 1, 2019 through September 30, 2020.
WORK REQUIREMENTS:
- • Contractor shall participate in all required subgrantee face-to-face meetings and project conference calls/webinars that require subgrantee staff participation.
- • Contractor shall participate in project meetings as scheduled by the ODMHSAS Project Director.
- • Contractor shall provide the resources necessary to conduct the following:
- • Contractor shall recruit thirty-one (31) high schools. Fifteen (15) of those high schools shall be new high schools who have not participated in the program during the 2018-2019 cycle, approved by the Department of Mental Health and Substance Abuse Services and the Oklahoma Department of Education to receive and implement the AlcoholEdu prevention program.
- • Contractor shall provide expertise and consultation to all participating schools districts in Oklahoma during the course of the contract.
- • Contractor shall work closely with ODMHSAS Alcohol Prevention Manger to identify high-risk school districts that have not been designated by ODMHSAS or the Oklahoma Department of Education to receive and implement the AlcoholEdu prevention program.
- • Contractor shall incorporate active Public Information and Educational programs, by working with local schools, civic groups and various media outlets with prior approval from ODMHSAS.
- • Many agencies are being provided with other funding sources to address traffic issues within their jurisdictions. Contractor shall carefully monitor subgrantee funds to ensure compliance with fund specific requirements.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities in a report format prescribed by the ODMHSAS along with any signed Terms of Use Agreements by 5:00 pm on the 15th of every month.
- • As part of the monthly progress report the Contractor shall submit scheduling diaries, correspondence, meeting minutes, media archives, reports and other materials that will help to document the use of grant funding.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures according to procedures determined by the ODMHSAS and applicable federal guidelines and regulations.
- • Compensation pursuant to this addendum shall not exceed $62,000.
- • AlcoholEdu prevention program shall not exceed $2,000 per recruited high school and shall not exceed over 31 high schools. Payments shall be made upon satisfactory completion of recruitment efforts and proper report submission as defined in the Work Requirements.
- • Contractor shall submit a properly completed and signed invoice no later than 5:00 pm on December 31, 2019, March 31, 2020, June 30, 2020, and September 30, 2020 and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual FICA costs related to overtime hours.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Highway safety oppurtenances (guard rails, utility poles, sign supports etc.).
- • Alcoholic beverages including controlled training settings.
- • Police/emergency communications.
- • Fines and penalties.
- • Supplanting (Meaning contract funds cannot be used to support existing activities).
- • Uniforms.
- • Interest and other financial costs.
- • Tint meters.
- • Maintenance and repairs to existing/non-project funded equipment.
- • Furniture, fixtures and equipment.
- • Traffic signal preemption systems.
- • Contributions and donations.
- • Incentives or prizes of cash, gift cards or services.
- • Any purchase or expense made outside the approved grant period.
- • Travel/per diem reimbursement.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org.
- Alcohol Education (EVERFI) FY21-22
- EVERFI, Inc. AlcoholEdu for High School – Oklahoma Highway Safety Office Project
INTRODUCTION:
- • The purpose of this project is to support the efforts of state and local jurisdictions to reduce the number of alcohol-related fatal crashes through education and awareness by increasing the number of student participation in the evidence-based prevention program, AlcoholEdu for High School. EVERFI, Inc., the developer of the evidence-based program, will coordinate a system of support for implementation and evaluation of the program among high schools throughout the State of Oklahoma, while keeping a stronger focus on areas with higher incidence of crashes involving young drivers under the age of 25 attributed to alcohol impaired driving. EVERFI, Inc. will build capacity and sustain the AlcoholEdu for High School program by providing training and consultation for successful program implementation while operating an evaluation platform to collect, analyze, and report program outcomes to participating schools and to the Oklahoma Department of Mental Health and Substance Abuse Services.
- • The goal of this project is to increase the number of high school students utilizing the AlcoholEdu for High School program in the high-risk, priority counties in the State of Oklahoma. High-risk, priority counties will be identified and provided by the Oklahoma Department of Mental Health and Substance Abuse Services and the Oklahoma Highway Safety Office.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – EVERFI, Inc.
WORK REQUIREMENTS:
- • Contractor shall offer continuous support to assist the Department and program participants in use of the AlcoholEdu for High School in high schools across the State of Oklahoma. Contractor shall provide support services such as training and technical assistance, consultation, evaluation, and follow up assist to all program participating high schools.
- • Contractor shall work closely with the Department to deliver the AlcoholEdu for High School program to schools in high-risk, priority counties as identified by the Department and the Oklahoma Highway Safety Office for the Highway Safety Grant. Contractor shall focus recruitment efforts primarily in the identified high-risk, priority counties. Once the Contractor exhausts all efforts in the identified priority counties, Contractor will able to continue recruitment efforts in other, non-priority counties in Oklahoma.
- • Of the total number high schools recruited, Contractor shall ensure that at least 50% are new high schools that have not participated in the program during the 2019-2020 school year. Schools must be preapproved by the Department prior to the implementation and activation of the AlcoholEdu for High School program.
- • Contractor shall participate in Public Information and Educational activities and/or campaigns to educate high schools across the State of Oklahoma about the AlcoholEdu for High School program.
- • If any educational material or documentation are produced specifically for the purpose of this project, Contractor shall ensure the following acknowledgement is added into the documentation: “Program is funded by the National Highway Traffic Safety Administration with a grant from the Oklahoma Highway Safety Office and the Oklahoma Department of Mental Health and Substance Abuse Services.”
- • Many agencies are being provided with other funding sources to address traffic issues within their jurisdictions. Contractor shall carefully monitor subgrantee funds to ensure compliance with funding specific requirements.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with the state law.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities in a report format prescribed by the Department, by 5:00 pm on the 15th of every month. Monthly progress reports will include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key process measures and project milestones; (3) key project challenges and methods to address challenges.
- • Project milestones are quantitative performance measures identified by the Department and Oklahoma Highway Safety Office for the Highway Safety Grant, which will be monitored over time and are directly related to the project’s goal and objectives. The Contractor shall include the following project milestones in the monthly progress report in a report format prescribed by the Department:
- • Number of new schools recruited and secured to participate in the program;
- • Number of new schools currently active in the program;
- • Number of students expected to participate prior to the program;
- • Number of new students currently active in the program;
- • Number of new students completed the program; and
- • Number of public information and education activities conducted on behalf of the project.
- • As part of the monthly progress report submission and for the purpose of reporting project milestones for the Highway Safety Grant, the Contractor shall submit any public information and education materials or other relevant documentation created specifically for the project.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to a Department approved project budget and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the end of each quarter, in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department quarterly. A properly completed and signed invoice shall be submitted no later than 5:00 pm on January 15, 2021, April 15, 2021, July 15, 2021, and October 15, 2021.
- • The State of Oklahoma has forty-five (45) days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five (5) years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with quarterly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual FICA costs related to overtime hours.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Highway safety oppurtenances (guard rails, utility poles, sign supports etc.).
- • Alcoholic beverages including controlled training settings.
- • Police/emergency communications.
- • Fines and penalties.
- • Supplanting (Meaning contract funds cannot be used to support existing activities).
- • Uniforms.
- • Interest and other financial costs.
- • Tint meters.
- • Maintenance and repairs to existing/non-project funded equipment.
- • Furniture, fixtures and equipment.
- • Traffic signal preemption systems.
- • Contributions and donations.
- • Incentives or prizes of cash, gift cards or services.
- • Any purchase or expense made outside the approved grant period.
- • Travel/per diem reimbursement.
- • A budget revision request submitted by the Contractor during the contract period must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after September 1 of the contract period. Contractor shall limit budget revision requests to three (3) per contract period. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the Contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the ODMHSAS. Expenditures incurred without prior approval of a budget revision may result in the responsibility of the Contractor and may not be reimbursed by the ODMHSAS.
- Alcohol Enforcement and Education (ABLE)
- 2Much2Lose, Responsible Beverage Sales and Service Training, & Synar Inspections
INTRODUCTION:
- • The purpose of Oklahoma’s Too Much Too Lose (2M2L) project is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons law.
- • The purpose of Responsible Beverage Sales and Service Training is to provide owners, managers, sellers, and servers of establishments that serve/sell alcohol with the knowledge and skills to help them serve/sell alcohol responsibly and fulfill the legal requirements of alcohol service.
DEFINITIONS:
- • 2Much2Lose – To Much Too Lose underage drinking prevention initiative; also referred to as 2M2L.
- • RBSS – Responsible Beverage Sales and Service Training
WORK REQUIREMENTS:
- • 2M2L State Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 170 checks shall be conducted within Alcohol Enforcement Plan identified hotspot locations. This will include 10 checks conducted in every identified region across the state. A list of alcohol selling establishments within hotspot zones will be agreed upon by both ODMHSAS and ABLE.
- • Contractor will conduct monthly reviews of alcohol server training submissions in partnership with ODMHSAS.
- • Contractor shall create a recognition program for participating law enforcement partners. Recognition program must be in accordance with ODMHSAS guidelines and approved prior to implementation by the ODMHSAS.
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with state protocol. To maximize enforcement efforts (500) five hundred compliance checks shall be matched for each compliance check conducted (i.e if (2) two of compliance checks are conducted (1) one will be supported by the ODMHSAS).
- • 10% of the above 500 (total of 50) alcohol compliance checks will be specifically for alcohol sells that are conducted at an establishments curbside.
- • Contractor is required to help create and assist in writing a protocol for curbside alcohol compliance checks. Protocols will be agreed upon by both ODMHSAS and ABLE before implementation.
- • 5% of the above 500 (total of 25) alcohol compliance checks for alcohol sells that are specific to home delivery.
- • Contractor is required to help create and assist in writing a protocol for home delivery alcohol compliance checks. Protocols will be agreed upon by both ODMHSAS and ABLE before implementation.
- • In addition to the items listed above the contractor will also conduct an additional 240 compliance checks in four specific, highly populated areas of Oklahoma on alcohol delivery establishments to determine sale rates of each delivery establishment. These areas will include Comanche County, Oklahoma County, Payne County and Tulsa County. In addition to determining the sale rates of alcohol delivery and curbside establishments, the success rates of the alcohol delivery and curbside compliance checks will be compared to alcohol compliance checks at traditional brick and mortar ABLE licensed establishments in Oklahoma.
- • Contractor shall be responsive to Responsible Beverage Sales and Service trainings needs across the state. The ODMHSAS will compensate up to 24 trainings. Delivery must follow ODMHSAS RBSS procedures (i.e. registration system, 2 hour training, survey collection and training validation). Contractor is encouraged but not required to utilize Regional Prevention Coordinator (RPC) as a co-presenter. Trainer must have attended RBSS Train the Trainer hosted by the ODMHSAS prior to delivery.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 15th of each month.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2021.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check and shall not exceed over 170 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check (bar check) and shall not exceed over 500 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide Responsible Beverage Sales and Service Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to 24 trainings total. Payments shall be made upon satisfactory completion of training and use of ODMHSAS RBSS protocol. Contract funds shall not be used to pay for law enforcement time outside of the training
- Alcohol Enforcement and Education (ABLE) - 2nd Revised
- 2Much2Lose, Responsible Beverage Sales and Service Training, & Synar Inspections
INTRODUCTION:
- • The purpose of Oklahoma’s Too Much Too Lose (2M2L) project is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons law.
- • The purpose of Responsible Beverage Sales and Service Training is to provide owners, managers, sellers, and servers of establishments that serve/sell alcohol with the knowledge and skills to help them serve/sell alcohol responsibly and fulfill the legal requirements of alcohol service.
DEFINITIONS:
- • 2Much2Lose – To Much Too Lose underage drinking prevention initiative; also referred to as 2M2L.
- • RBSS – Responsible Beverage Sales and Service Training
WORK REQUIREMENTS:
- • 2M2L State Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 170 checks shall be conducted within Alcohol Enforcement Plan identified hotspot locations. This will include 10 checks conducted in every identified region across the state. A list of alcohol selling establishments within hotspot zones will be agreed upon by both ODMHSAS and ABLE.
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The additional 533 compliance checks shall be conducted within the Alcohol Enforcement Plan identified hotspot locations/ counties;
- • Contractor will conduct monthly reviews of alcohol server training submissions in partnership with ODMHSAS.
- • Contractor shall create a recognition program for participating law enforcement partners. Recognition program must be in accordance with ODMHSAS guidelines and approved prior to implementation by the ODMHSAS.
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with state protocol. To maximize enforcement efforts (500) five hundred compliance checks shall be matched for each compliance check conducted (i.e if (2) two of compliance checks are conducted (1) one will be supported by the ODMHSAS).
- • 10% of the above 500 (total of 50) alcohol compliance checks will be specifically for alcohol sells that are conducted at an establishments curbside.
- • Contractor is required to help create and assist in writing a protocol for curbside alcohol compliance checks. Protocols will be agreed upon by both ODMHSAS and ABLE before implementation.
- • 5% of the above 500 (total of 25) alcohol compliance checks for alcohol sells that are specific to home delivery.
- • Contractor is required to help create and assist in writing a protocol for home delivery alcohol compliance checks. Protocols will be agreed upon by both ODMHSAS and ABLE before implementation.
- • In addition to the items listed above the contractor will also conduct an additional 240 compliance checks in four specific, highly populated areas of Oklahoma on alcohol delivery establishments to determine sale rates of each delivery establishment. These areas will include Comanche County, Oklahoma County, Payne County and Tulsa County. In addition to determining the sale rates of alcohol delivery and curbside establishments, the success rates of the alcohol delivery and curbside compliance checks will be compared to alcohol compliance checks at traditional brick and mortar ABLE licensed establishments in Oklahoma.
- • Contractor shall be responsive to Responsible Beverage Sales and Service trainings needs across the state. The ODMHSAS will compensate up to 24 trainings. Delivery must follow ODMHSAS RBSS procedures (i.e. registration system, 2 hour training, survey collection and training validation). Contractor is encouraged but not required to utilize Regional Prevention Coordinator (RPC) as a co-presenter. Trainer must have attended RBSS Train the Trainer hosted by the ODMHSAS prior to delivery.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 15th of each month.
- • 4.3 Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2021.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check and shall not exceed over 170 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check (bar check) and shall not exceed over 500 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide Responsible Beverage Sales and Service Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to 24 trainings total. Payments shall be made upon satisfactory completion of training and use of ODMHSAS RBSS protocol. Contract funds shall not be used to pay for law enforcement time outside of the training
- Alcohol Enforcement and Education (ABLE) - 3rd Revised
- 2Much2Lose, Synar Inspections and Responsible Beverage Sales and Service Training
INTRODUCTION:
- • The purpose of Oklahoma’s Too Much Too Lose (2M2L) project is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons law.
- • The purpose of Responsible Beverage Sales and Service Training is to provide owners, managers, sellers, and servers of establishments that serve/sell alcohol with the knowledge and skills to help them serve/sell alcohol responsibly and fulfill the legal requirements of alcohol service.
- • The purpose of Oklahoma’s Synar initiative is to assess and report retail tobacco sales to youth under age 18 through the execution of an annual study.
DEFINITIONS:
- • 2Much2Lose – To Much Too Lose underage drinking prevention initiative; also referred to as 2M2L.
- • RBSS – Responsible Beverage Sales and Service Training
- • Synar – A federal mandate to annually enforce state laws on youth access to tobacco.
WORK REQUIREMENTS:
- • 2M2L State Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 170 checks shall be conducted within Alcohol Enforcement Plan identified hotspot locations. This will include 10 checks conducted in every identified region across the state. A list of alcohol selling establishments within hotspot zones will be agreed upon by both ODMHSAS and ABLE.
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The additional 533 compliance checks shall be conducted within the Alcohol Enforcement Plan identified hotspot locations/ counties;
- • Contractor will conduct monthly reviews of alcohol server training submissions in partnership with ODMHSAS.
- • Contractor shall create a recognition program for participating law enforcement partners. Recognition program must be in accordance with ODMHSAS guidelines and approved prior to implementation by the ODMHSAS.
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with state protocol. To maximize enforcement efforts (500) five hundred compliance checks shall be matched for each compliance check conducted (i.e if (2) two of compliance checks are conducted (1) one will be supported by the ODMHSAS).
- • 10% of the above 500 (total of 50) alcohol compliance checks will be specifically for alcohol sells that are conducted at an establishments curbside.
- • Contractor is required to help create and assist in writing a protocol for curbside alcohol compliance checks. Protocols will be agreed upon by both ODMHSAS and ABLE before implementation.
- • 5% of the above 500 (total of 25) alcohol compliance checks for alcohol sells that are specific to home delivery.
- • Contractor is required to help create and assist in writing a protocol for home delivery alcohol compliance checks. Protocols will be agreed upon by both ODMHSAS and ABLE before implementation.
- • In addition to the items listed above the contractor will also conduct an additional 240 compliance checks in four specific, highly populated areas of Oklahoma on alcohol delivery establishments to determine sale rates of each delivery establishment. These areas will include Comanche County, Oklahoma County, Payne County and Tulsa County. In addition to determining the sale rates of alcohol delivery and curbside establishments, the success rates of the alcohol delivery and curbside compliance checks will be compared to alcohol compliance checks at traditional brick and mortar ABLE licensed establishments in Oklahoma.
- • Contractor shall be responsive to Responsible Beverage Sales and Service trainings needs across the state. The ODMHSAS will compensate up to 24 trainings. Delivery must follow ODMHSAS RBSS procedures (i.e. registration system, 2 hour training, survey collection and training validation). Contractor is encouraged but not required to utilize Regional Prevention Coordinator (RPC) as a co-presenter. Trainer must have attended RBSS Train the Trainer hosted by the ODMHSAS prior to delivery.
- • Synar Inspections:
- • Contractor shall furnish the resources necessary to conduct the following:
- • Working with the ODMHSAS staff and OSU evaluation team to train the agents and/or inspectors. The training shall consist of a review of the Synar inspections forms, requirements to assure statistical validity, and discussions regarding the Contractor’s procedures and youth safety.
- • Beginning June 1st, 2021, Contractor shall complete youth tobacco sale compliance inspections (as defined by the Synar study sample provided by the ODMHSAS and OSU evaluation team). The number of inspections and timeframe for completion will be determined by ODMHSAS and OSU evaluation team. Synar study inspections and Covid 19 safety standards for youth and young adult inspectors shall be conducted in accordance with the Synar procedures/protocol agreed upon by all parties.
- • Recruiting an equal number of male and female youth/young adult inspectors with a recommendation of five (5) or more youth/young adult inspectors between the ages of 16- 20 years old to conduct the Synar study inspections. The ODMHSAS recommends each youth/young adult inspector may conduct 20% of the Synar inspection sample. Contractor may coordinate the recruitment of youth/ young adult using the ODMHSAS and OSU evaluation approved protocol.
- • Contractor shall complete Synar study inspections with 50 percent female youth inspectors/youth adult inspectors and 50 percent male youth inspectors/ youth adult inspectors.
- • Conducting age perception test within the first month before the commencement of the compliance inspections youth can be used for Synar inspections if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and OSU evaluation team.
- • Contractor shall furnish the resources necessary to complete youth tobacco sale compliance inspections (as defined by the Synar study sample provided by the ODMHSAS). The number of inspections and time-frame for completion will be determined by ODMHSAS. Synar study inspections shall be conducted in accordance with the Synar procedures agreed upon by the parties.
- • Documenting the results of every inspection attempt on the inspection form prescribed by the ODMHSAS and shall provide a complete dataset of the inspection results to the ODMHSAS and OSU evaluation team no later than the deadline established by the ODMHSAS. The ODMHSAS requests that inspection results are submitted weekly in a report format prescribed by the ODMHSAS during the inspection period.
- • Creating and maintaining a tracking system for administrative penalties for illegal tobacco sales to enhance efforts to monitor and target repeat violators. The tracking system shall be updated monthly and the ODMHSAS and OSU evaluation team shall have access to the system either through monthly delivery or remote access.
- • Contractor shall notify the Oklahoma Tax Commission of all tobacco inspection violations.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall assist the ODMHSAS in coordinating efforts to reduce youth access to tobacco by conducting follow-up visits to tobacco retailers who have failed their Synar inspections twice within the two (2) year period of their first violation.
- • Contractor shall continue to complete the Synar study inspections into FY22, with a completion date of September 30th, 2021, in accordance with the federal Synar requirements for which this contract contributes toward the maintenance of the ODMHSAS’ Substance Abuse Prevention and Treatment Block Grant. The commencement date of the Synar study inspections shall be on a date mutually agreed upon by parties.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 15th of each month.
- • 4.3 Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2021.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check and shall not exceed over 170 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check (bar check) and shall not exceed over 500 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide Responsible Beverage Sales and Service Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to 24 trainings total. Payments shall be made upon satisfactory completion of training and use of ODMHSAS RBSS protocol. Contract funds shall not be used to pay for law enforcement time outside of the training
- Alcohol Purchase Study (OU E-Team)
INTRODUCTION:
- • Reducing retail access to alcohol is one of the most important steps toward preventing underage drinking and impaired driving, and Oklahoma continues to need valid data in order to make the best use of strategies and resources to meet this goal, as well as to monitor the impact of primary prevention efforts. An annual statewide alcohol purchase survey shall be conducted by the ODMHSAS with a random sample of off-premise beer outlets. The purpose of the survey is to determine the percentage of Oklahoma outlets not requesting age verification before the sale of an alcoholic beverage to persons under 21 years of age. The results of the survey will also provide information concerning any variables that may lead to a greater likelihood of sales of beer to persons under 21 years of age, such as the characteristics of the outlet, time of day, etc.
- • The goals of the project aim to reduce youth access to alcohol through off -premise retail sources:
- • Conduct an annual random survey of off-premise beer retailers to determine youth access.
- • Update a state rate for age verification of young people attempting to purchase alcohol by December 31st, 2019.
- • Increase monitoring of retail access rates for beer statewide by December 31st, 2019.
- • Increase statewide monitoring of efforts to prevent youth access to alcohol through retail sources by December 31st, 2019.
- • Contract begins July 1st, 2019 and ends June 30th, 2020. With a no-cost extension until granted August 31st, 2021.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – University of Oklahoma, E-Team
- • ABLE – Alcoholic Beverage Laws Enforcement Commission
WORK REQUIREMENTS:
- • Contractor shall participate in all required subgrantee face-to-face meetings and project conference calls/webinars that require subgrantee staff participation.
- • Contractor shall participate in project meetings as scheduled by the ODMHSAS Project Manager and/or Director.
- • Contractor shall provide the resources necessary to conduct the following:
- • Contractor shall update the Oklahoma Alcohol Purchase Survey protocol as needed. Implementation of the project shall not commence prior to the approval of the protocol by the Department.
- • Contractor shall obtain a 2019 list of all off-premise beer retailers in Oklahoma.
- • Contractor shall generate a randomized sample of off-premise beer retail establishments.
- • Contractor shall train ABLE Commission agents and at least four (4) persons under 21 years of age to conduct the survey.
- • Contractor shall coordinate the statewide Alcohol Purchase Survey using the IRB approved protocol and trained underage surveyors and ABLE Commission agents.
- • Contractor shall recruit and hire at least four (4) persons under 21 years of age to conduct the survey.
- • Contractor shall disseminate survey results by the end of the contract year.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a bi-weekly progress report on contract activities in a report format prescribed by the ODMHSAS and an itemized invoice no later than 5:00 p.m. on the 15th of every month for the month prior.
- • As part of the bi-weekly progress report, the Contractor shall submit scheduling diaries, correspondence, meeting minutes, media archives, reports and other materials that will help to document the use of grant funding. For enforcement, project surveys, copies of warnings and citations (ex. occupant protection, DWI/DUI/APC, speed related, and all others), and crash reports shall be submitted to the ODMHSAS.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures, pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed and signed invoice within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • Payroll report.
- >• The following documentation shall be maintained by Contractor and accessible for review during the annual site review, and upon the request of the ODMHSAS:
- • Time sheets from each participant, detailing the number of hours worked per operation, signed and dated by supervisor and officer.
- • Copies of receipts for supplies, trainings, other, etc. that are being claimed for reimbursement.
- • Travel reimbursement documentation must include the following: record of mileage which must include officer name and signature, supervisor approval signature, destination to and from, date(s) of travel, time entering and exiting travel status, reason for travel, per diem, lodging, and total amount of travel claim. If travel costs and related expenses are a part of the contract, they shall not exceed those authorized by the State Travel Reimbursement Act, Title 74 0. S. 2001 §500.1 et seq. All out-of-state travel where reimbursement is requested must be pre-approved in writing by the ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual FICA costs.
- • Travel/Per Diem: Travel and per diem expenses for subgrantee staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA)
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved
- • Supplies: Consumable supplies allowable when necessary to conduct the project
- • Contractual: Essential consultant/program services which cannot be met by project personnel. Contractor shall receive prior approval from the ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 26% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Highway safety appurtenances (guard rails, utility poles, sign supports etc.).
- • Alcoholic beverages including controlled training settings.
- • Police/emergency communications.
- • Fines and penalties.
- • Supplanting (Meaning contract funds cannot be used to support existing activities).
- • Uniforms.
- • Interest and other financial costs.
- • Tint meters.
- • Maintenance and repairs to existing/non-project funded equipment.
- • Furniture, fixtures and equipment.
- • Traffic signal preemption systems.
- • Contributions and donations.
- • Incentives or prizes of cash, gift cards or services.
- • Any purchase or expense made outside the approved grant period.
- • Out of state travel.
- • Invoices shall be sent to:
- • Contracts
- • Oklahoma Dept. of Mental Health and Substance Abuse Services
- • 2000 N. Classen Blvd,. Ste. 2-600
- • Oklahoma City, OK 73106
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- Assisted Outpatient Treatment – PTR AOT
INTRODUCTION:
- • Contractor will operate an Assisted Outpatient Treatment program.
WORK REQUIREMENTS:
- • Contractor shall provide the necessary resources and supports to implement Assisted Outpatient Treatment, as determined by AOT Grant requirements and the ODMHSAS.
- • Contractor shall build a team of local stakeholders to create a Community Outreach Team (COT) that will work to create policies and procedures, create local contacts and resources, attend trainings in EBPs to better intervene in the least coercive, punitive approach, and provide outreach services to those ordered to AOT.
- • Will collaborate with Regional Coordinators, police department, and court system to maintain a schedule for sharing police transport services.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department, including monthly team calls.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will provide such detail as the Department may require.
- • Contractor shall provide additional requested information and reports per federal grant requirements and as requested by ODMHSAS.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with procedures determined by the Department, and based on a Department approved budget. Payment shall be subject to Department approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Assisted Outpatient Treatment II
INTRODUCTION:
- • Contractor will operate an Assisted Outpatient Treatment (AOT) program that partners together Mental Health and Substance Abuse Treatment, Law Enforcement, Courts and appropriate Community Partners for the benefit of those referred and in the local AOT program.
DEFINITIONS:
- • Assisted Outpatient Treatment - Court-Supervised treatment within the community.
- • Intensive Outreach - Engagement with individuals who are at risk with purpose of establishing trust and rapport, educating individual on services available, and reducing resistance to services for the potential consumer.
WORK REQUIREMENTS:
- • Contractors shall provide the following deliverables:
- • Contractor shall furnish the necessary personnel to implement AOT teams.
- • Hire Full-Time Equivalent (FTE) Regional Coordinator to be a liaison between Law Enforcement, Courts, Community Partners, CMHC (CCBHC) and ODMHSAS.
- • Contractors shall establish agreements with Law Enforcement agencies for dedicated Law Enforcement Officer(s) to participate as AOT- trained team member(s). Law Enforcement will also support AOT team intensive outreach efforts to engage individuals in need of treatment and potential AOT participants.
- • Contractor shall build a team of local stakeholders to create a Community Outreach Team (COT). Community Outreach team will be comprised of key stakeholders in the community identified by Contractor.
- • COT will write and adopt protocols and procedures to strengthen the AOT County Program.
- • The COT will meet on a regular basis and/or minimally once a year, and is tasked with all of the following:
- • Establishing relationships with Community Partners and identifying resources, attend appropriate trainings to better understand Serous Mental Illness (SMI) and how it impairs functionality. COT will learn best practices in intervention skills to engage participants in the lease coercive and punitive approach. COT will also provide outreach services to those that could benefit from AOT program and those ordered to AOT.
- • Regional Coordinator will be responsible for coordination with Law Enforcement, Court Representatives, and or Community Partners. Regional Coordinator will maintain regular communications to update treatment team, Law Enforcement, about transportation, Law Enforcement transportation, and or any other additional services/ resources deemed appropriate.
- • Contractors will be required to conduct intensive outreach in their community to build and foster relationships to identify those that could benefit from AOT Treatment.
- • Contractors fulfilling the terms of this contract shall also attend:
- • Virtual Kickoff, Monthly Meetings (Phone, Virtual, In-Person), Annual AOT Summit.
- • Trainings as determined necessary by the Department.
- • Contractor’s Intensive Outreach staff shall be:
- • Trained in best practices identified by ODMHSAS that provide education and guidance on engagement practices beneficial to community outreach.
PERFORMANCE MONITORING:
- • Monthly reports shall be submitted to the AOT Project Manager in a timely manner.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Contractor shall include documentation of all training and submit quarterly record to AOT Project Manager.
- • Contractors shall maintain a log to identify all outreach efforts, attempts, and outcomes reported to AOT Project Manager.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- ATLAS Implementation (Shatterproof)
INTRODUCTION:
- • For purposes of this agreement, the scope of work will include a partnership, working together to reverse the addiction crisis in Oklahoma. Shatterproof will assign a team to work with key partners in Oklahoma to implement ATLAS in a way that is responsive to the state’s needs. This team will connect with stakeholders, plan and facilitate engagement events for providers and other stakeholders alike, and collaborate with the ODMHSAS to reverse the addiction crisis.
WORK REQUIREMENTS:
- • Shatterproof will:
- • Oversee all aspects of ATLAS® development and implementation.
- • In partnership with the State, form a State Advisory Committee, and conduct outreach to engage state-based stakeholders, including relevant agencies, provider groups, and other stakeholders.
- • Conduct provider and consumer outreach and education in partnership with state sponsor organizations.
- • Conduct data collection, analysis, and reporting.
- • Identify quality reporting best practices and work with state sponsors and commercial payers to identify alignment.
- • Launch and promote ATLAS® addiction treatment locate and compare features in the state.
- • Create password-protected portals for providers, payers, and states within the ATLAS platform.
- • The ODMHSAS will:
- • Publicly announcing the state’s participation in ATLAS.
- • Work with Shatterproof to determine a list of in-scope addiction treatment facilities and identify the steps and timeline to finalize the list, including an email point-of-contact for each facility. The state will have the final approval on who is included.
- • Distribute written communications to all treatment facilities in the state about participation (Shatterproof will provide this resource).
- • Connect Shatterproof with state provider and consumer advocacy groups to socialize and promote the system with these audiences and increase stakeholder buy-in.
- • Implement incentives, such as recognition, to encourage providers to complete the Treatment Facility Survey in order to enhance participation.
- • Prior to and upon launch of the site, promote ATLAS to consumers using channels available to the state.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
- At–Risk in Primary Care Online Simulation (Kognito)
- Screening Brief Intervention Referral Treatment (SBIRT) – At-Risk In Primary Care
INTRODUCTION:
- • Provide implementation and fidelity assurance services, technical assistance for implementation strategies for the Screening Brief Intervention Referral to Treatment Grant - “At-Risk in Primary Care,” and “At-Risk in the Emergency Room Department,” for statewide use for primary care and emergency department professionals in Oklahoma.
- • Contract period shall be from July 1, 2020 - June 30, 2021.
WORK REQUIREMENTS:
- • Contractor shall offer continuous support to assist the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and End Users in use of the Kognito At-Risk in Primary Care and At-Risk in the Emergency Department Services. Kognito will make its personnel available by email or phone during regular business hours, Monday through Friday, 9am-5pm EST for assistance.
- • Contractor shall use reasonable efforts to provide continuous service seven (7) days a week with an average of 98% uptime per month. The 2% down-time does not include periodic unavailability due to maintenance of the server(s), the installation or testing of software, the loading of additional Kognito Services as they become available, and downtime related to the failure of equipment or services outside the control of Contractor, including but not limited to public or private telecommunications services or internet nodes or facilities. Scheduled downtime will be performed at a time to minimize inconvenience to the ODMHSAS.
- • Contractor shall provide the ODMHSAS with a copy of its implementation manual. This manual includes best practices for promoting the courses to end users.
- • Contractor shall provide the ODMHSAS with the Courseware’s package of several marketing tools such as PowerPoint slides about the courses, electronic copies of flyers that can be printed or emailed to potential users about the courses, and suggested language for announcing the courses’ availability via email or by listserv or newsletter to stakeholder groups, such as primary care professionals, hospitals, emergency room departments, and professional associations.
- • Contractor shall provide consultation and technical support for assistance with stakeholder identification and analysis, communications planning, customization of outreach materials, marketing support.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide written reports, in a format prescribed by the Department, of activities carried out pursuant to the Statement of Work.
COMPENSATION:
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Consulting: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Behavioral Risk Factor Surveillance Survey (OSDH)
INTRODUCTION:
- • Services required by this contract are for addition of four sets of questions on the Oklahoma State Department of Health administered annual Behavioral Risk Factor Surveillance Survey. Questions are needed to aid in the comprehensive data collection and evaluation services for the Oklahoma Strategic Prevention Framework for Prescription Drugs grant (SPF-Rx) and the Substance Abuse Prevention Block Grant (SAPBG).
DEFINITIONS:
- • SPF-Rx – Strategic Prevention Framework for Prescription Drugs
- • SAPBG – Substance Abuse Prevention Block Grant
WORK REQUIREMENTS:
- • Contractor shall add the following to the Behavioral Risk Factor Surveillance Survey (BRFSS):
- • July 2020 – December 2020: Rx Drug – 2 questions, Sexual Orientation/Gender Identity Module – 2 questions, Marijuana Vehicle – 1 question, Binge Drinking – 3 questions
- • Contractor shall analyze and make the results easily accessible for ODMHSAS, prevention services providers, and community coalitions.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS.
- • Costs are calculated as follows:
- • Rx Drug 2 questions for:
- • July - December 2020 @ $2,280 per question (2), per tract (2), per year (0.5) = $4,560 (SPF-Rx funded);
- • Sexual Orientation/Gender Identity Module 2 questions for:
- • July – December 2020 @ $2,280 per question (2), per tract (2), per year (0.5) = $4,560 (SPF-Rx funded);
- • Marijuana and Driving 1 question for:
- • July – December 2020 @ $2,280 per question (1), per tract (1), per year (0.5) = $1,140 (SAPBG-funded)
- • Binge Drinking 3 questions for:
- • July – December 2020 @ $2,280 per question (3), per tract (1), per year (0.5) = $3,420
- • Contractor shall submit a properly completed invoice no later than 30 days after the end of each month of the contract period in a format prescribed by ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Behavioral Risk Factor Surveillance Survey (OSDH) - Revised
INTRODUCTION:
- • Services required by this contract are for addition of four sets of questions on the Oklahoma State Department of Health administered annual Behavioral Risk Factor Surveillance Survey. Questions are needed to aid in the comprehensive data collection and evaluation services for the Oklahoma Strategic Prevention Framework for Prescription Drugs grant (SPF-Rx) and the Substance Abuse Prevention Block Grant (SAPBG).
DEFINITIONS:
- • SPF-Rx – Strategic Prevention Framework for Prescription Drugs
- • SAPBG – Substance Abuse Prevention Block Grant
WORK REQUIREMENTS:
- • Contractor shall add the following to the Behavioral Risk Factor Surveillance Survey (BRFSS):
- • July 2020 – December 2020: Rx Drug – 2 questions, Sexual Orientation/Gender Identity Module – 2 questions, Marijuana Vehicle – 1 question, Binge Drinking – 3 questions
- • January 2021 – June 2021: Marijuana Use Module – 3 questions, Firearm Safety Module – 3 questions, Random Child Selection Module – 6 questions, Rx Drug – 3 questions, Sexual Orientation/Gender Identity Module – 2 questions, Marijuana Vehicle – 1 question, Binge drinking – 3 questions, Drinking and Driving – 1 question, Alcohol Brief Intervention - 5 questions, Protective Factors – 11 questions
- • Contractor shall analyze and make the results easily accessible for ODMHSAS, prevention services providers, and community coalitions.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice no later than 30 days after the end of each month of the contract period in a format prescribed by ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Budget Analysis and Consultation (The Gower Group)
INTRODUCTION:
- • For purposes of this agreement the scope of work will include specific assistance requested by ODMHSAS related to budget analysis and consultation.
WORK REQUIREMENTS:
- • Contractor will assist the ODMHSAS in high level fiscal and budgetary calculations and analysis pertaining to Medicaid and other revenue sources including, but not limited to, the interpretation and development of policy, cost analysis, and programmatic budgetary advisement.
- • Contractor may attend a national meeting related to this contract.
PERFORMANCE MONITORING:
- • ODMHSAS shall at all times be the sole owner of the following, without limitation: all data, analysis, reports or technical assistance documents, or materials prepared by Contractor.
COMPENSATION:
- • Contractor shall submit invoices monthly based on the rate of $100.00 per hour.
- • Invoices shall be submitted electronically via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
- CCARC Severe Opioid Use Disorders Meds
INTRODUCTION:
- • This contract is to provide funding to purchase and provide those medications approved and appropriate to the level of certification, as medications used in support of direct services in the treatment of significant opioid use disorders (OUDs). These drugs are to be used to support a full service array utilizing medication assisted treatment (MAT) for consumers with significant OUDs including maintenance and long term withdrawal management.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of appropriate opioid treatment medications and related laboratory costs allowed by the Department for the Contractors level of certification.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the dispensing and or prescribing of medications, to include as needed: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate consumers.
- • Contractor shall not restrict the dispensing and/or prescribing of opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall submit a list of each consumer ID along with the medication administered to each respective consumer.
- • Contractor shall provide all consumers education on the medications available, providing opportunities for the consumer input into the determination in selecting the medical intervention.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative one-twelfth (1/12) of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication approved as an adjunct in the treatment of OUDs if prescribed by a physician for an ODMHSAS eligible consumer.
- • Laboratory costs specifically related to the use of medications provided pursuant to this SOW.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in 5.1.1 through 5.1.3 above shall be permitted.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- Chemical Dependency Workforce Development Fellowship (OUHSC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to operate a comprehensive chemical dependency workforce development education program and become a regional resource for clinical substance abuse programs and providers.
WORK REQUIREMENTS:
- • Contractor shall:
- • Contractor shall provide continuing education training through seminars, clinical consultation, and on-site clinical in-service programs for substance abuse treatment professionals at Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) funded settings and at the various levels of care (e.g., detoxification, residential treatment, halfway house services, and outpatient treatment);
- • Contractor shall form health and mental health policy as it pertains to substance abuse issues; and
- • Contractor shall increase the knowledge level of substance use disorders among community-based providers in a variety of sub-disciplines in medicine, including University of Oklahoma Health Sciences Center psychiatry residents, primary care physicians, and other medical providers.
- • Training:
- • Contractor shall offer a weekly (a minimum of 30) 1-hour seminar on clinical issues reflecting the latest knowledge of alcohol and drug use and treatment. A variety of substance abuse professionals from various disciplines (e.g., Social Work, Licensed Alcohol and Drug Counselors, Certified Alcohol and Drug Counselors, and Psychologists) should be able to meet the continuing education requirements for their licensure boards through attending this seminar;
- • Contractor shall provide one presentations at ODMHSAS’s annual conference; and
- • Contractor shall ensure equal access to training and services will be given regardless of age, sex, ethnicity, disability, race, color, ancestry, political affiliation, religion, or national origin.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work which shall include:
- • Documentation of continuing education training;
- • Documentation of in-service trainings;
- • Copies of training announcements;
- • Copies of distribution lists used for announcements;
- • Copies of sign-in sheets; and
- • Summary of attendee evaluations for each training.
- • Contractor shall provide such other detail as ODMHSAS may require. Contractor shall assess the progress and effectiveness of the workforce development education program and submit written reports of the findings to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor represents all billings will be based on actual costs incurred. All costs billed will be supported by documentation maintained on file and available for review, including copies of paid invoices, payroll records, time reports, and approved methods for application of indirect costs. Travel will be reimbursed based on actual and reasonable expenses.
- • Eligible program expense categories include allocations for faculty compensation, staff support, associated fringe benefits for all personnel program development, accreditation fees, necessary equipment and supplies such as materials needed for on-site presentations, operational costs, and applicable faculty travel.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Child Welfare – SQE – Family Treatment Court Implementation - Kay County (Grand Lake Area)
INTRODUCTION:
- • This contract is to provide funding for necessary expanded and enriched services provided pursuant to the Kay County Family Treatment Court contract held by the Contractor. These services would provide participants with the comprehensive care needed to rebuild their lives and support their families and provide providers with the knowledge to better serve the treatment court participants and their families.
- • Contractor shall furnish the necessary resources to implement and run the Celebrating Families (CF) and the Strengthening Families (SF) program for the Kay County Family Treatment Court (KCFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate fully as a Family Treatment Court Team Member, committing to program mission and goals, and work as a partner to ensure success.
- • Designate a coordinator of CF and SF. Designated CF and SF coordinator shall:
- • Assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project;
- • Engage and enhance faith-based and health care professionals;
- • Organize and schedule the CF and SF program and ensure all materials are ordered and disbursed to program staff;
- • Coordinate the utilization and implementation of Evidence-Based Early Intervention Curriculum (CF and/or SF) with identified families as written;
- • Participate in the implementation of CF and/or SF programs; and
- • Ensure all program staff have the materials and supplies necessary to implement CF and SF programs.
- • Support the participant’s right to access Medication Assisted Treatment.
- • Identify one (1) Certified Peer Recovery Support Specialist, that will be responsible for:
- • Assisting in community integration;
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development; and
- • Mediating between the families and the treatment staff.
- • Designate staff to participate in CF and SF, trainings.
- • Submit an itemized budget to the identified Project Manager at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks for the programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide transportation, travel vouchers, bus passes, or gas cards for participants, foster parents, and/or family members as needed to help get to and from appointments and the program. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. These funds can also be used for any cost above and beyond the billable UA Code.
- • Utilize training cost funding to pay for travel, registration fees, hotel, and/or per diem associated with in state training and/or state conferences. This will allow treatment provider to send staff to additional training opportunities not addressed in the grant application such as - Motivational Interviewing, State Drug Court Conference, State Children's Conference, State Prevention and Recovery Conference, Family Drug Court Trainings, and additional Early Childhood Infant Mental Health Trainings provided across the state of Oklahoma. Contractor will also utilize funds to send the Family Treatment Court (FTC) Team to include the FTC Judge and FTC Coordinator, Department of Human Services (DHS) representatives, Assistant District Attorney, as well as other team members deemed necessary. This will also include any national training required by the grant. To include grantee meetings and the National Drug Court Conference.
- • Provide resources to increase case management services to participants and their families as needed. These with include assistance with the following:
- • Assist with housing deposits;
- • Application fees for housing; and
- • Moving expenses.
- • As a part of the Kay County Implementation Federal Grant – Contractor shall:
- • Complete an annual report due the 15th of July. This report is to be submitted to ODMHSAS designated Project Manager.
- • Contractor shall provide the services, supports, and resources needed in conjunction with services provided under the Kay County Implementation Federal Grant.
- • Shall complete at least one cycle of SFP and one cycle of CFP Contractor per calendar year. The program curriculum will be will be based on the age of the children and the needs of the participants.
- • Contractor shall ensure that all providers who are working with children have had the proper background checks.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • Contractor shall complete an annual report and submit to ODMHSAS designated Project Director by due dates established by ODMHSAS.
- • Contractor shall complete federally required pre- and post- tests for Celebrating Families and Strengthening Families programs and any other federally required documentation or data gathering and submit according to federal guidelines.
- • Contractor shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contractor shall develop and make available a satisfaction survey to all individuals served by this contract and record results in the Year End Report.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- • Indirect costs will be allowed up to 10%.
- • Contractor shall submit an invoice to the Department, subject to approval by an ODMHSAS designee.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Child Welfare Services Quality Enhancement (SQE) Family Treatment Court – Oklahoma County (LCDA)
INTRODUCTION:
- • This contract is to provide funding for necessary expanded and enriched services, specifically Family Treatment Court (FTC) services, to the Child Welfare service contract held by the Contractor; that serves Oklahoma County families. The addition of FTC services shall provide participants with the comprehensive care needed to rebuild their lives and support their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate fully as a FTC Team Member, committing to program mission and goals, and work as a partner to ensure success.
- • Be a designated member of the OKFTC Team, sharing the common goal of decreasing recidivism and increasing treatment utilization for participants of the program. Contractor shall communicate with the OKFTC Team by:
- • Provide the OKFTC team a completed assessment report and treatment needs within 4 weeks of conducting assessment.
- • Attend meetings with the OKFTC Team minimally two times per month to address the following:
- • Provide an update on any new children who have been assessed since the last court date.
- • Discuss potential children in need of treatment services.
- • Provide documentation regarding the progress of the child and/or family toward individualized treatment plan goals.
- • Provide assessment of a child/family’s continued needs to the OKFTC Team.
- • Designate at minimum one (1) staff member involved with the FTC to attend ODMHSAS designated trainings and conferences to enhance services to OKFTC families and children.
- • Complete any assessments needed for the Comprehensive Approaches for Recovery Enhancement (CARE) project as agreed upon between contractor and ODMHSAS.
- • Support the participant’s right to access Medication Assisted Treatment.
- • Submit an itemized budget to the identified Project Manager at the beginning of the contract year for approval which shall include local travel, supplies, and contracts for transportation, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide transportation, travel vouchers, bus passes, or gas cards for participants, foster parents, and/or family members as needed to help get to and from appointments and the program. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. All items in 2.1.7.1 and must be tracked and signed for by all recipients.
- • Utilize testing funds assist in paying for HIV or viral testing if a participant is referred. Testing funds can also be used to help pay for science based drug testing. Funds may be used to assist to help cover the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the family treatment court model.
- • Utilize training cost funding to pay for travel, registration fees, hotel, and/or per diem associated with in state training and/or state conferences. This will allow treatment provider to send staff to additional training opportunities not addressed in the grant application such as - Motivational Interviewing, State Treatment Court Conference, State Children's Conference, State Prevention and Recovery Conference, Family Treatment Court Trainings, and additional Early Childhood Infant Mental Health Trainings provided across the state of Oklahoma.
- • Contractor shall participate in SAMHSA requires data collecting and reporting, to include the Government Performance and Results Act (GPRA) reporting.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government, including GPRA monitoring for the CARE Grant.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- • Indirect costs will be allowed up to 10%.
- • Contractor shall submit an invoice to the Department, subject to approval by an ODMHSAS designee.
- • A copy of invoices shall also be sent to your designated Project Manager.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Civil Commitments (OklahomaDA)
- Assisted Outpatient Treatment and Diversion Support – Civil Commitments
INTRODUCTION:
- • Contractor shall provide assistance, in collaboration with the ODMHSAS, with implementation and continuation of Assisted Outpatient Treatment which operationalizes central principles of court and clinical assisted care for adults with severe and persistent mental illness (SPMI).
WORK REQUIREMENTS:
- • Contractor shall provide assistance, in collaboration with the ODMHSAS, with implementation and continuation of Assisted Outpatient Treatment which operationalizes central principles of court and clinical assisted care for adults with severe and persistent mental illness (SPMI).
- • Will provide one (1) full time staff person to attend the AOT dockets in Oklahoma County and assist with the development of AOT orders for eligible adults.
- • Assist clinical service providers with understanding and implementing AOT orders where appropriate for SPMI individuals.
- • Name a designated person within the Oklahoma District Attorney’s office for ODMHSAS staff, clinical providers, and persons placed on AOT orders to communicate with about the program and to receive technical assistance from.
- • Collaborate with consultants affiliated with the Substance Abuse and Mental Health Services Administration (SAMHSA) to extend the reach of limited resources for planning and sharing to:
- • Identify regional barriers to implementation and champion successes.
- • Coordinate care and sharing of best practices.
- • Foster local innovation.
- • Provide assistance with programmatic monitoring and evaluation in collaboration with ODMHSAS. Monitoring and evaluation parameters will be approved by ODMHSAS.
- • Travel expenses reimbursed for necessary travel for TA with providers.
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to the Statement of Work in the form requested by the ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Cognitive Behavioral Therapy (CBT) Training and Consultation (Sokol)
INTRODUCTION:
- • This Contract is to provide the necessary training and consultation services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide one (1) 3-day Foundational CBT training:
- • This intensive 3-day training will provide the foundational knowledge for providing CBT for core behavioral health issues- including Depression, Anxiety, Anger & Substance Use Disorder Treatment, along with considerations for co-occurring treatment.
- • Contractor shall provide a 1-day Case Consultation for therapists who have already completed a minimum of 3-Days Foundational CBT Training and who are currently practicing CBT with clients. This opportunity shall focus on increasing understanding of CBT and further develop proficiency in practice.
- • Contractor shall provide 1-day specialty trainings to include:
- • A 1-day training on CBT for Groups and Couples; and
- • A 1-day training on CBT for Personality and Bi-polar Disorders.
- • Contractor shall provide hour-long consultation call for therapists who have already completed a minimum of 3-Days Foundational Training offered through the ODMHSAS. Calls with be offered through Individual and/or group formats based on need. Number of calls to be agreed upon between Contractor and the ODMHSAS.
- • Contractor shall provide consultation to the ODMHSAS Clinical Support Manager on the creation of a cognitive behavioral techniques training for public school counselors and teachers to assist school-age children and youth. Dates of consultation to be agreed upon between Contractor and the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Full-day training and consultation will be reimbursed at an all-inclusive rate of $4,200.00 per day; not to exceed a total of seven (7) training/consultation days.
- • Consultation Calls for therapists will be reimbursed at $200 per call, $150 for each related work sample review, and a one-time fee of $1,000 to cover the process for upload and encryption of work samples.
- • Consultation with the ODMHSAS on training development will be reimbursed at $200 per hour.
- • Contractor shall submit an invoice to the Department, subject to approval by an ODMHSAS designee.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Cognitive Behavioral Therapy (CBT) Training and Consultation (Sudak)
INTRODUCTION:
- • This Contract is to provide the necessary training and consultation services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide a 1-day Cognitive Behavioral Therapy for Suicide Prevention (CBT-SP) training for Oklahoma therapists identified by the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Full-day training will be reimbursed at an all-inclusive rate of $4,200.00 per day; not to exceed a total of one (1) training day.
- • Contractor shall submit an invoice to the Department, subject to approval by an ODMHSAS designee.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Community Outreach Services
- Community Outreach State Opioid Responses (SOR) & State Opioid Stimulant (SOS) Grant
INTRODUCTION:
- • Contractor shall mobilize to deliver training, disseminate communication material, drive service referrals, and increase local action on opioid prevention in the high need County identified by the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS).
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide community outreach efforts by disseminating educational materials to inform residents of facilities that provide opioid and stimulant substance abuse services in and around the identified county.
- • Collect the number of referrals made to the facilities that provide opioid and stimulant substance abuse services in and around the identified county.
- • Provide community outreach efforts to inform residents of facilities that provide the opioid reversing drug naloxone.
- • Collect the number of referrals made to receive the opioid reversing drug Naloxone.
- • Provide and facilitate community educational trainings to education residents around the opioid and stimulant substance abuse issue.
- • Collect the number of facilitated and/or referrals to education trainings.
- • Identify specific community outreach efforts that target their previously identified disparate populations.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report quarterly on contract activities and submit to the Department no later than October 15, 2020, January 15, 2021, April 15, 2021, and July 31, 2021.The July 31, 2021 report shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for service upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department monthly. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- • Contractor shall submit an invoice to the Department, subject to approval by an ODMHSAS designee.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Community Outreach Services (Forest Grove)
- Regional Prevention Coordinator
INTRODUCTION:
- • The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), an agency of the State of Oklahoma, is continuing funding for Region 6 to implement alcohol and other drug prevention services commencing July 1, 2020.This contract is the final year of the awarded grant and will expire on June 30, 2021. The contract will support community-based planning and implementation of evidence-based alcohol and other drug prevention strategies.
- • The purpose is aligned with the vision, mission, and goals of the state’s strategic prevention plan to create prevention-capable communities in order to:
- • Prevent the onset and reduce the progression of substance abuse;
- • Reduce the problems/consequences related to substance abuse; and
- • Increase prevention capacity and prevention infrastructure at the community level.
- • The ODMHSAS intends to achieve this purpose utilizing a public health approach termed hereafter as the Strategic Prevention Framework (SPF). The SPF is a community-based approach to prevention and a series of implementation principles intended to produce population-level outcomes.
- • The state also funds 16 other Regional Prevention Coordinators (RPCs) in order to plan and implement alcohol and other drug prevention services.
- • Through a separate funding stream, the state will fund high need communities for the Strategic Prevention Framework Partnerships for Success (SPF-PFS) grant. RPCs shall coordinate with SPF-PFS recipients to ensure collaboration, maximization of resources, and that there is no duplication of effort.
- • Oklahoma’s Approach to Prevention:
- • To prevent the onset and prevent/reduce the problems associated with the use of alcohol, tobacco, and other drugs, Oklahoma will work from a theory of change that is supported through research. Research has shown changing population behavior requires targeting resources to issues influencing that behavior (intervening variables, or risk or causal factors). Once these issues have been identified, a comprehensive set of state and community evidence-based strategies can be selected and employed.
- • Achieving significant, population-based behavior change requires more than making a positive impact on the underlying conditions (i.e., risk and protective factors); it requires significant and measurable reductions in the causal factors related to substance abuse. The idea of multiple influences affecting behavioral outcomes is evident in the causal factor research conducted by the Pacific Institute for Research and Evaluation (PIRE). PIRE has identified causal factors or areas of intervention that can make drug using behaviors—and therefore the profusion of health, social, and economic problems related to drug use—more or less likely to occur.
- • Oklahoma’s commitment to the risk and protective factor model is in alignment with the causal factor model, which represents a public health approach to prevention and emphasizes prevention effects at the community level. Oklahoma appreciates that communities are complex systems with complicated and shifting interactions among and between their parts, and recognizes that preventing substance abuse requires a comprehensive, systematic approach based on a clear understanding of each contributing causal factor and the relationship between those factors. Knowing how—and where—to effectively intervene is essential to achieving population outcomes.
- • The SPF model employs a public health approach that focuses on achieving population-level outcomes. In instituting the SPF process, Oklahoma has transformed from a focus on services to individuals or small groups of consumers to population-based approaches that view community wellbeing as the unit of outcome measurement, and from agency-centered services to coordinated, multi-sector systems approaches that use evidence-based practices to achieve change.
- • RPCs are the backbone of Oklahoma’s substance abuse prevention system and are therefore best suited to coordinate a comprehensive prevention system at the local level.
- • The Problem:
- • Alcohol and other drug consumption is a serious public health problem in Oklahoma, driving a multitude of community problems and social consequences. According to the Oklahoma State Epidemiological Outcomes Workgroup (SEOW), a group that compiles and reports on state alcohol and other drug consumption and consequence data, Oklahoma is above the national average in multiple indicators.
- • State Priority:
- • The State conducted a thorough review of available alcohol and other drug consumption and consequence data and identified the following priorities. It is the intention of the ODMHSAS to fund prevention services that address these defined priorities at the community level. It is the responsibility of the RPC to conduct a local-level needs assessment to determine which of the following priorities will be addressed and the priority populations/communities of focus to be served. RPCs are required to select at least one priority from the state’s list of Regional Block Grant/State Funded Priorities. The ODMHSAS may prescribe communities of focus and/or priorities. Regional Block Grant/State Funded Priorities.
|
Construct
|
Indicator/Measure
|
|
Underage Drinking
|
Current, 30-day alcohol use among
youth under age 21
|
|
Current, 30-day binge drinking
among youth under age 21
|
|
Current, 30-day drinking and
driving among youth under age 21
|
|
Adult Binge Drinking
|
Current, 30-day binge drinking
among adults age 18 and older
|
|
Current, 30-day drinking and
driving among adults age 18 and older
|
|
Nonmedical Use of Prescription
Drugs
|
Adults > 18 years old
use of prescription drugs without a prescription in their lifetime
|
|
Adults > 18 years old
non-medical use of prescription drugs
in the past 30 days
|
|
Current, 30-day use of
prescription drugs among 6, 8, 10, and 12 graders
|
|
Methamphetamine Use
|
Current, 30-day methamphetamine
use among 6, 8, 10 and 12 graders
|
|
Marijuana Use
|
Current 30-day marijuana use among
6, 8, 10 and 12 graders
|
|
Current, 30-day marijuana use
among adults age 18‐25 and > 26 years old
|
|
Alcohol
Use During Pregnancy
|
Any alcoholic drinks during
last 3 months of pregnancy
|
|
Alcohol use during pregnancy
|
DEFINITIONS:
- • RPC – Regional Prevention Coordinator
- • SPF-PFS – Strategic Prevention Framework Partnership For Success Grant
WORK REQUIREMENTS:
- • In order to fulfill the purpose of this contract, the ODMHSAS expects RPCs to systematically:
- • Assess their communities’ prevention needs based on epidemiological data;
- • Build community prevention capacity;
- • Develop strategic plan(s) and work plan(s);
- • Implement effective community prevention policies, practices, program; and
- • Evaluate their efforts for outcomes.
- • Although the direct recipients of funds from this contract are an RPC, the ODMHSAS expects prevention services to be implemented in partnership between RPCs, coalitions, strategic partners, and communities. The RPCs shall be accountable for demonstrating community coalition and partner planning and implementation of the project. The ODMHSAS expects the RPCs to have two explicit roles at the community-level:
- • Provide expertise and guidance via training and technical assistance to communities and community coalitions to build substance abuse prevention capacity; and
- • Strategically coordinate the implementation of prevention services at the local-level in partnership with community stakeholders.
- • Coalition Memorandums of Understanding (MOU):
- • The provider should identify the partner coalition(s) for the selected construct(s) and community indicator(s). RPC and SPF-PFS Contractors should not use the same coalition to address the same priority issue. The coalition must be located in the priority community. The Contractor must maintain an MOU with the coalition. The MOU will agree to (1) allow the RPC to provide capacity building services for the coalition and the community; (2) plan, implement, and evaluate prevention services related to the prioritized indicators identified in the assessment; and (3) cover the entire contract period. If coalitions do not exist in the priority community or are not the appropriate fit for the prioritized indicator(s), a written plan to address this issue must be submitted to the ODMHSAS for written approval.
- • Use of Evidence-Based Practices:
- • This contract is intended to fund prevention strategies that have a demonstrated evidence base and that are appropriate for targeted communities/populations. An evidence-based practice (EBP) refers to approaches to prevention that are validated by documented research evidence.
- • Contractor shall use the criteria developed by the Oklahoma EBP Workgroup and the ODMHSAS when developing strategic plan(s) and work plan(s). To achieve population-level outcomes, Contractor will be required to implement evidence-based environmental prevention strategies (all strategies are subject to approval by the ODMHSAS and the Oklahoma Evidence-Based Practices Workgroup), which are those policies or practices that create a community or cultural environment that supports healthy and safe behavior. Other strategies that are not part of the community domain are considered supplemental and may be considered with prior written approval from the ODMHSAS.
- • When developing strategic plan(s) and work plan(s), Contractors are expected to provide justification of the evidence that shows the selected practices are effective. Contractors are also expected to justify the population(s) for which the practice has been shown to be effective/appropriate. Selection of evidence-based practices will be reviewed and approved by the ODMHSAS prior to implementation. Implementation may not begin until the Contractor’s work plan(s) are approved.
- • Moving SAMHSA’s SPF from vision to practice is a strategic process that the Contractor and community stakeholders must undertake in partnership. Contractor shall provide the leadership, technical support and monitoring to ensure that the communities of focus are successful in implementing the five steps of the framework listed below. Contractor shall complete required activities for each step of the SPF process at the community site levels. Contractor shall use the SPF to guide all prevention activities throughout the focus community and coordinate and/or leverage all prevention resources whether funded though the RPC or other sources.
- • This contract shall be executed consistent with the five steps of the SPF. Contractors complete and submit the RPC community work plans according to deadlines prescribed by the ODMHSAS, before commencing implementation of the strategies.
- • The ODMHSAS will provide direct support to the Contractors to fulfill the requirements of this contract. However, the Contractors are viewed as the primary deliverer of guidance and expertise to the communities and coalitions. The following requirements and guidelines lay out the five steps of the SPF as they pertain to this contract.
- • Step 1: Profile population needs, resources, and readiness to address the problems and gaps in service delivery.
- • Step 2: Mobilize and/or build capacity to address needs.
- • Step 3: Develop a comprehensive strategic/work plan.
- • Step 4: Implement evidence-based prevention policies, programs and practices, and infrastructure development activities.
- • Step 5: Monitor process, evaluate effectiveness, sustain effective programs/activities, and improve or replace those that fail.
- • Data Collection and Evaluation:
- • RPC evaluation activities shall include all ODMHSAS and SAMHSA data collection and reporting requirements. These activities may include, but are not limited to, participation in a rigorous evaluation, including process and outcome assessments as specified in the final evaluation plan developed between the Supplier and the State evaluation team; collection of National Outcome Measures (NOMs); and participation in any other ODMHSAS or SAMHSA required evaluations. Supplier shall report process and outcome data in a manner prescribed by the ODMHSAS, including but not limited to the Arena Reporting System.
- • Supplier shall have all approved work plans entered into the Arena Reporting System (as prescribed by ODMHSAS) as Change Goals by July 31, 2020.
- • By the 5th of each month each provider shall enter the following data from the previous month in the Arena Reporting System:
- • Any amendments to Change Goals (subject to approval by Field Representative).
- • All reportable Changes.
- • All reportable Activities
- • At minimum the sum total of monthly entries should include:
- • Fifteen changes that relate to intervening variables/immediate outcomes. Of these fifteen:
- • At least 3 Change entries must have quantitative measurements reported in How section.
- • The total number of people served with a Universal Direct audience should be a minimum of .19% of the of priority population counties.
- • The total number of people served with a Universal Indirect audience should be a minimum of 5% of the provider’s regional service area (See Attachment A).
- • The ODMHSAS expects RPCs to ensure participation of all schools within their service region. The ODMHSAS requires Contractors with an Oklahoma Prevention Needs Assessment (OPNA) student survey response rate of less than 70% for schools within their community of focus to receive technical assistance from the ODMHSAS to improve their response rate to 70% or more.
- • Contractor shall provide the resources necessary to execute the work requirements detailed in this statement of work. Contractor shall use the SPF process in the provision of all services. The following work requirements are for state fiscal year 2021.
- • General Requirements as set forth in the contract.
- • Contractor Branding:
- • Contractor shall identify itself as a ‘Regional Prevention Coordinator’ in all correspondence when business is conducted under this award and shall be part of the Oklahoma Prevention Network.
- • Contractor shall cite the Oklahoma Department of Mental Health and Substance Abuse Services as its funding source on all prevention publications, news releases/interviews, marketing materials, websites, and public reports.
- • Prevention Message and Sponsorship:
- • Contractor shall ensure the prevention message it provides in the delivery of all services aligns with the philosophy that no illegal use of alcohol, tobacco, and other drugs (ATOD) shall be allowed or encouraged. Any excessive or abusive use of legal drugs by those of age will also be discouraged, including the abuse of pharmaceuticals. Curricula, strategies, or messages used by Contractor shall not contain messages such as “some illicit drugs may not be as dangerous as others”.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships, and/or contracts with entities associated with or receiving funds from tobacco or alcohol industries are used in the delivery of prevention services. Contractor agrees not to receive funds from said industries. In addition, Contractor agrees to obtain prior approval from the ODMHSAS for any and all questionable situations.
- • Service location:
- • Contractor shall maintain a physical presence during the contract in the service region that is clearly visible to the public. A physical presence must minimally include consistent staff availability in the service region with easy access for the public and a local phone number. A physical presence may also include branded office space, branded meeting space, branded linkages to existing public service locations (i.e. United Way, municipal buildings), or other branded, physical means of connecting the Contractor to the service region. The ODMHSAS does not require the Contractor to maintain a designated office space.
- • Contractor shall provide, schedule, or otherwise arrange all sites, facilities, facility management, supplies, and other resources necessary to provide services or scheduled activities or events. Contractor may utilize multiple sites and/or locations within the service region(s). Program sites, facilities, and locations for all service categories shall be readily accessible by all participants and interested community members and shall be appropriate for the activity conducted. All sites and facilities shall also be physically and programmatically accessible to the disabled, pursuant to requirements of the Americans with Disabilities Act (ADA).
- • Staff Requirements:
- • Level of Effort: Contractor shall recruit, hire, and maintain a minimum of one full time equivalency (FTE) staff, who must dedicate 100% of their time to this contract. All staff paid through direct cost funds are expected to provide direct services under the contract. Contractor shall identify an RPC Director.
- • Experience and Qualifications: Staff shall have the knowledge and experience necessary in planning and implementing alcohol, tobacco, and/or other drug prevention strategies. Contractor shall demonstrate evidence of the minimum range of experience and skills within the proposed program staffing. The staff shall demonstrate at least one year prevention, behavioral health, or public health related experience to include one or more environmental prevention strategies and obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Resumes shall be submitted for all positions post award.
- • All positions shall require knowledge of the underlying principles of the public health approach to alcohol, tobacco, and/or other drug problems; knowledge of the underlying principles and application of environmental strategies that advance policy-based prevention approaches to reduce alcohol, tobacco, and/or other drug problems; knowledge and competency in organizing, developing and sustaining community-based collaborations aimed at achieving environmental change; knowledge of the underlying principles of the use of media advocacy to reduce alcohol, tobacco, or other drug problems; and knowledge of the purpose and function of multi-system collaboration to affect organizational and systems changes to reduce alcohol, tobacco, and other drug problems in communities.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Professional Development for New Staff: Contractor shall ensure that all staff complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 12 months of employment.
- • Professional Development for Out of State Travel: Contractor shall ensure that out of state travel for professional development purposes shall be approved in writing by the ODMHSAS. Contractor shall submit written justification to the ODMHSAS no later than 30 days prior to the event. Exceptions may be reviewed and determined at the discretion of the ODMHSAS with proper written justification. The ODMHSAS may identify out of state training that necessitates/warrants attendance and, in that case, may obviate this provision.
- • Staff Conduct: Contractor shall ensure all staff adheres to the ODAPCA’s Preventionist Code of Ethics and maintains professional conduct and presentation at all times when executing the duties of the contract.
- • Job descriptions for all personnel should be maintained and provided to the ODMHSAS upon hire. Personnel expenses are subject to approval as part of the Contractor’s budget. Job descriptions should not exceed one page each.
- • ODMHSAS Trainings/Meetings:
- • Contractor shall attend all mandatory ODMHSAS and RPC trainings. There will be a minimum of two trainings.
- • Contractor shall attend all required provider meetings offered by the ODMHSAS. There will be approximately four provider meetings (face to face or remote).
- • Program Participant Protection:
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract.
- • Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract.
- • Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • Revision and Change Requests:
- • Approved strategic plan(s) and work plan(s) serve as the Contractor’s contractual requirements. Contractor shall request written, prior approval from the ODMHSAS to revise the strategic plan(s) and/or work plan(s). The ODMHSAS shall evaluate if the proposed change is justified. Proposed revisions must be in accordance with project guidelines. Contractor shall not proceed with the delivery of new services or re-direction of resources until the revision has been approved by the ODMHSAS in writing.
- • Contractor agrees that any changes required by the Department, or reached by means of Contractor and Department negotiations regarding the services, activities, and programs contained in the program plan, shall be reflected in a revised strategic plan, work plan, budget, and budget narrative.
- • Contractor shall provide the following services:
- • Needs Assessment:
- • Regional Epidemiological Outcomes Workgroup (REOW): Contractor shall facilitate creation of a REOW to collect, analyze, and report on substance incidence, prevalence, and related data for the service region. Current, operational REOWs should be utilized/consulted to avoid duplication of effort.
- • Contractor shall complete a regional needs assessment. The needs assessment shall be conducted in collaboration with the REOW and shall include:
- • Identification of priority construct(s) and indicator(s) and communities of focus;
- • Identification of partner coalition(s)/constituents and plan to advance readiness, capacity, and partnerships; and
- • Identification and justification of causal factor/intermediate variables related to priority indicator(s) and regional services (including alcohol enforcement hot spots).
- • Contractor shall maintain and support the REOW in the development of a regional epidemiological profile as part of the regional strategic plan and submit an annual update ( FY 2021) by January 31, 2021in a format prescribed by the ODMHSAS.
- • Contractor shall coordinate with SPF-PFS Community Data Workgroups (CDWs) as appropriate.
- • Capacity Building:
- • Contractor shall be responsible for providing training and technical assistance to strategic community coalitions and documenting coalition progress/participation in a format prescribed by the ODMHSAS.
- • Contractor shall conduct a baseline coalition capacity, baseline organizational capacity, and baseline community readiness assessments to be included in the strategic plan, and annually thereafter, during the contract period. Contractor shall document the coalition’s capacity, organization’s capacity, and the community’s readiness on a scale.
- • Contractor shall be responsible for providing training and technical assistance to the partner community coalition(s) and documenting coalition progress/participation in a format prescribed by the ODMHSAS on a quarterly basis. Out of state travel for coalition members and/or strategic partners to attend workshops, trainings or conferences shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority indicator(s) and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Contractor shall provide technical assistance to the community coalition to develop partnerships in each of the community sectors relevant to the priority indicator(s) and selected evidence based strategy or strategies.
- • Contractor shall identify strategic community constituents necessary to advance the regional strategic plan and work plan(s). Contractor shall establish partnership/relationship benchmarks related to the prioritized indicators in the regional strategic plan and document progress advancing the partnership. The ODMHSAS may prescribe required sectors/partners.
- • Contractor may participate on other community coalitions within the region to strategically advance the priority indicators identified in the regional strategic plan. Contractor shall justify the partnership and document progress of the relationship with other community coalitions.
- • Planning:
- • Contractor shall have facilitated the development of a comprehensive regional strategic plan with the partner coalition by a deadline prescribed by the ODMHSAS; work plans shall be submitted a deadline prescribed by the ODMHSAS. The strategic plan and work plans must be data-driven and utilize environmental evidence-based approaches. The ODMHSAS expects the Contractor to engage coalition members and partners in service planning and provision. Contractor will be required to demonstrate active coalition/partner involvement.
- • Contractor shall choose a minimum of one indicator from the State’s list of priority indicators to address in fiscal year 2019. Selection of indicators not listed on the State’s list of priority indicators may be requested and shall require written, data-driven justification for approval. Contractor shall develop a detailed sustainability plan for the community work plan(s) and document the planning process with the coalition in OKPROS. Written sustainability plans shall be submitted to the ODMHSAS in year two of the RPC contract. The ODMHSAS will require additional submissions of sustainability plans as appropriate.
- • Implementation of services shall not commence until the ODMHSAS approves the regional strategic plan and work plan(s).
- • The strategic plan shall be in a format prescribed by the ODMHSAS and shall include:
- • Needs assessment;
- • Strategy selection;
- • Regional epidemiological profile;
- • Coalition, organizational, and community readiness assessment description and results;
- • Logic models; and
- • Signature of coalition chair verifying active coalition involvement in the creation of the strategic plan.
- • Work plans shall be in a format prescribed by the ODMHSAS and shall include:
- • Goals, measureable objectives, tasks, timelines related to priority indicators, and regional services;
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, and sustainability; and
- • Signature of coalition chair verifying active coalition involvement in the creation of the work plan.
- • Post Strategic Plan/Work Plan Approval Services:
- • Contractor shall initiate work on the following requirements upon ODMHSAS approval of the regional strategic plan and work plans.
- • Capacity Building (community and coalition):
- • Contractor shall be responsible for providing training and technical assistance to strategic community coalitions and documenting coalition progress/participation in a format prescribed by the ODMHSAS.
- • Contractor shall conduct annual community readiness assessments during the contract period. Contractor shall document the community’s progress on a readiness scale.
- • Contractor shall conduct regular annual coalition capacity assessments during the contract period. Contractor shall document the coalitions’ progress on a capacity scale for supporting RPC strategic goals.
- • Contractor shall conduct a minimum of one SPF or priority issue training to each partner community coalition annually.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals in a format prescribed by the ODMHSAS.
- • Contractor shall continue to engage the coalitions in developing and/or strengthening their capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Contractor shall annually update the established Memorandums of Understanding (MOUs) with a minimum of one community coalition in the service region (not including the SPF-PFS coalition) and submit to the ODMHSAS by March 31st of each contract year.
- • Implementation:
- • Contractor shall adhere to the regional strategic plan and work plans approved by the ODMHSAS for the RPC project and shall utilize RPC funds to implement only the approved strategies.
- • Contractor shall ensure that the partner coalition approves, with a written signature by coalition leadership, the required documents including the data profile, strategic plan, work plan(s), MOUs, evaluation plans, and other documents as may be requested by the ODMHSAS.
- • Contractor shall support the coalitions in their efforts to carry out the implementation of evidence-based or effective strategies that address the local priorities in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall ensure that the coalitions implement the approved strategies within the identified community of focus and identified population of focus.
- • Evaluation:
- • Contractor shall participate in all required ODMHSAS evaluation efforts. Contractor shall develop a detailed evaluation plan by a date prescribed by the ODMHSAS and document process and outcome measures. The evaluation plan shall also include baselines and measures for regional core services. Contractor shall submit an evaluation report in an ODMHSAS prescribed format by June 30th of each RPC contract year.
- • Contractor shall report NOMs utilizing a data reporting system prescribed by the ODMHSAS.
- • Contractor shall participate in face-to-face interviews, phone interviews, site-visits, on-line surveys, paper/pencil surveys, and/or other data collection activities conducted by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited to, sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall maintain documentation related to the planning (assessment or development of the regional strategic plan and work plans) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Required Regional Services:
- • Contractor shall provide the following required prevention services throughout the bid award regardless of the prioritized constructs and indicators/measures and targeted communities. Required services shall be delivered in a culturally competent manner and appropriate for the identified populations. Contractor shall include a plan to provide these required services in the regional strategic plan. Contractor shall develop separate work plans for regional services in an ODMHSAS prescribed format and submit the plans annually by March 31st.
- • Prevention Coordination Services:
- • Regional Strategic Plan and Work Plans: Contractor shall be responsible for coordinating the implementation of the regional strategic plan and accompanying workplans. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the regional strategic plan/work plan(s) and document progress/outcomes.
- • Earned Media Outputs: Contractor shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/ priorities of the regional strategic plan. At least six media outputs should occur in non-priority counties; and should address substance abuse prevention priorities as demonstrated through the needs assessment. All media outputs should demonstrate an appropriate call to action. In addition, all media outputs should identify the ODMHSAS as the funding agency and mention the RPC’s efforts in coordinating regional strategies to address the identified issue.
- • Social media can be used for a maximum of two earned media outputs. The provider must submit a plan to the ODMHSAS for approval demonstrating how social media will be used to garner earned relationships. The plan must include an explanation of the focus audience, message, and a viewership goal. In addition, the plan should address issues related to content management (i.e. the person responsible for generating and approving content and a response timeline).
- • Information Dissemination: Contractor shall respond to public requests for information related to substance abuse prevention in the service region with priority given to those requests directly related to the regional strategic plan. Allowable information dissemination activities include evidence-based material fulfillment, prevention service referral information, and evidence-based presentations, training, or consultation. Contractor shall document all information dissemination activities.
- • Contractor shall primarily utilize the ODMHSAS Prevention Resource Center online clearinghouse for material fulfillment. Contractor shall allow the ODMHSAS to locally brand the online clearinghouse with Contractor name and/or logo for public users within the service region.
- • Contractor shall publish results of the OPNA survey in the service region. Contractor shall publish release in every county within their region. Resulting media outputs shall not count toward the requirement of 12 unduplicated earned media outputs.
- • Alcohol Access:
- • Contractor shall develop an alcohol enforcement plan (which will be subject to ODMHSAS-approval) in coordination with the ODMHSAS and the 2Much2Lose (2M2L) Coordinators by a date prescribed by the ODMHSAS. At minimum, the plan will address youth access to alcohol. The alcohol enforcement plan will define constructs, indicators, intervening variables, measureable objectives, timelines, and responsible parties for high-need location(s) within the service region. The ODMHSAS may prescribe the minimum number of locations required for each region. MOUs shall be established in each high-need location outlining the role of relevant parties (i.e. the RPC, 2M2L Coordinators, and local law enforcement).
- • Strategies used in the alcohol enforcement plan (i.e. compliance checks, social host patrols, saturation patrols, etc.) shall follow an ODMHSAS-approved protocol and meet standards for high visiblity and consistency. Contractor shall be responsible for reporting enforcement outcomes into OKPROs within 30 days of completion. Press releases addressing alcohol enforcement plan results shall not count towards the requirement of twelve (12) unduplicated earned media outputs.
- • Contractor shall provide regional participation in a maximum of two coordinated statewide alcohol enforcement efforts.
- • Contractor shall be responsible for conducting Responsible Beverage Sales and Service (RBSS) training in the service region. Contractor shall offer RBSS training to 100% of alcohol retailers in the service region each contract year. Contractor shall respond to all requests for training. Contractor shall secure a written policy by a minimum of one retail outlet (per contract year) to conduct mandatory RBSS training for employees. Contractor shall document trainings and complete training evaluations.
- • Contractor shall ensure risk assessments are conducted in all retail locations corresponding to an offense date appearing more than one time in a six-month period on the Place of Last Drink (POLD) survey. Contractor shall ensure a risk assessment is conducted at a minimum of two special events where alcohol is sold/served each contract year. Contractor may subcontract for these services with prior approval by ODMHSAS. Risk assessments shall be conducted by trained individuals, adhere to the ODMHSAS-approved protocol, and follow all safety guidelines.
- • 2Much2Lose: Contractor shall maintain active involvement with the 2M2L/SADD project to promote and support regional training opportunities, the 2M2L Youth Leadership Academy and Kickoff Event, law enforcement trainings, and law enforcement task forces. Contractor shall make direct contact with 100% of all established 2M2L/SADD youth clubs in the service region each quarter and shall assist in the development of new clubs within the contracted region. Contractor shall engage youth leaders beyond Alcohol Compliance Checks to include them in the planning and implementation of community prevention work plans (i.e. identified tasks for youth, youth leaders formally approving the plans, youth as decision makers). Contractor shall collaborate with 2M2L Regional Coordinator assigned to the service region.
- • Statewide Media Campaigns: Contractor shall participate in statewide media campaigns when requested by the ODMHSAS.
- • Contractor shall brand prescription drug misuse/abuse projects and initiatives with the “Take As Prescribed” campaign materials. Contractor can request exemption from this requirement in a written format to the ODMHSAS which shall be approved on a case-by-case basis pending sufficient and appropriate justification.
- • If Contractor implements paid or earned media around the Oklahoma Social Host law, Contractor shall solely use the ODMHSAS generated campaign materials and report process measures and outputs in a format prescribed by the ODMHSAS.
- • Supplier shall provide any needed support to the Alcohol Beverage Laws Enforcement (ABLE) Commission for the Annual Synar Study. Using the ODMHSAS approved protocol, the supplier’s support may include the following:
- • Assist and coordinate with the ABLE Commissions in recruiting a minimum of one (1) minor between the ages of 15 and 17 years to participate in the Annual Synar Study as a youth inspector;
- • Assist in conducting age perception tests and report results in a format as prescribed by the ODMHSAS, and;
- • Participate with the ABLE Commission and youth inspector in the Synar compliance inspections by providing adult supervision to ensure safety of the youth.
- • Training and Technical Assistance Services:
- • Training and Technical Assistance:
- • Contractor shall provide training and technical assistance on the SPF and evidence-based prevention strategies to community coalitions within the service region (other than the SPF-PFS site coalition). Priority recipients shall be those organizations, coalitions, constituents located in the priority communities.
- • Contractor shall conduct a minimum of two trainings on evidence-based prevention strategies per contract year within the service region. Training shall align with the regional strategic plan. Trainings shall be in addition to those hosted by the ODMHSAS and shall not be funded by SPF-PFS.
- • Youth Leadership Development:
- • Contractor shall enter into a written partnership agreement with a minimum of two youth leadership coalitions within 10 months of contract start. Partnership with the youth leadership coalitions must align with the regional strategic plan and work plan(s).
- • Contractor shall provide training and technical assistance to a minimum of two youth leadership coalitions in the region related to the principles of the SPF and advancing priority indicators in the regional strategic plan and work plan(s).
- • Oklahoma Prevention Needs Assessment (OPNA): Contractor shall have primary responsibility for recruiting and securing necessary agreements with the school sites within the service region selected by the ODMHSAS to participate in the OPNA Survey. Contractor shall be responsible for securing necessary agreements with schools volunteering to participate. The ODMHSAS expects RPCs to ensure participation of all schools within their service region. The ODMHSAS requires Contractors with an OPNA student survey response rate of less than 70% for schools within their community of focus to receive technical assistance from the ODMHSAS to improve their response rate to 70% or more.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to an annual site review by ODMHSAS.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Contractor shall submit the quarterly report within 30 days of the end of the quarter.
- • Contractor shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS.
COMPENSATION:
- • Payment is dependent upon the effectiveness of project implementation, successful evaluation participation, meeting the contract requirements, ODMHSAS need, and the availability of state and/or federal funding.
- • Source of Funding:
- • Funding for this contract is contingent upon availability of state and/or federal funding. This contract is for one scope of service, which will be jointly funded by two different funding sources.
- • Substance Abuse and Mental Health Services Administration (SAMHSA), Substance Abuse Prevention and Treatment Block Grant (CFDA Number 93.959) State appropriated prevention funds.
- • Funding Amounts:
- • The State reserves the right to amend contract funding amounts. Funding for this contract is contingent upon availability of state and/or federal funding.
- • Funding for RPC Services:
- • A base funding amount of $100,000 is established for each region. Each region is eligible for additional funding as determined by a formula. The formula is based on the region population (weighted using a qualifier of 1.0) and the region square miles (weighted using a qualifier of 2.0) to calculate the percentage of the total funds each region is eligible to receive.
- • In addition to the regional funding amount, an enhanced tier payment system may be employed during the project period for contractors to earn additional funds for meeting or exceeding defined performance measures as defined by the ODMHSAS.
- • Project Budget:
- • The RPC must complete a project budget for the RPC project each fiscal year and submit by a date prescribed by the ODMHSAS.
- • All costs identified in the project budgets must be in accordance with the Allowable/Unallowable Costs. The proposed costs must be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs.
- • A justification for each item in the projected budgets must be provided.
- • Contractor organization must include budget for all required meetings per project year in the Oklahoma City metro area for persons on the RPC budget.
- • Contractor organization must include personnel expenses for the 1.0 full-time RPC staff.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Covid-19 Mental Health Support for Law Enforcement Officers
This contract is to provide funding to implement the Covid-19 Mental Health Support for Law Enforcement Officers project, supported through State of Oklahoma CARES Act funding.
WORK REQUIREMENTS:
- • Contractor shall:
- • Work under the approved budgets and project timelines.
- • Provide mobile devices/software/service plans, as applicable in your project plan, to law enforcement in order to support the work on this contract.
- • Provide to law enforcement immediate crisis and trauma debriefing to law enforcement officers and ongoing, short-term counseling services to promote officer mental health.
- • As applicable in your project plan, develop on demand, CLEET-approved mental health training opportunities for law enforcement.
- • Develop a referral partnership with another project contractor to refer any law enforcement with a pre-existing relationship with your staff or whom would otherwise prefer to seek services with a geographically distant provider.
- • Submit the weekly update report as required by ODMHSAS.
- • Participate in all required project meetings as required by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Compensation will be provided under the approved budget agreement.
Covid-19 Mental Health Support for Law
Enforcement Weekly Update
Report
is due by 5pm on Tuesday each week to NWilson@odmhsas.org
Agency: _________________________
Date of Report: _________________
Since
last Tuesday’s report:
·
Number of new devices distributed
________.
Total
devices distributed to date ________.
·
Name of new law enforcement agencies
supported
____________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
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Complete this portion on the
first Tuesday of each month. Since the
last monthly report:
·
Number of new eLearning courses receiving CLEET
approval ________.
Name of course(s):
________________________________________
________________________________________
·
Number of law enforcement completing any
eLearning course ________.
·
Number of law enforcement rating any eLearning
course as beneficial ________.
·
Number of hours of clinical services provided
to law enforcement ________.
Comments or other updates you
would like to share about project progress:
____________________________________________________________
Name of Person Completing
Report _________________________
- Crisis Counseling – Immediate Services Grant
- Crisis Counseling Immediate Service FEMA CCP Grant
INTRODUCTION:
- • The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Federal Emergency Management Agency (FEMA) to implement the Crisis Counseling Assistance and Training Regular Services Program (CCP). The ODMHSAS will support Contractor in developing services to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • Persons served through the CCP will experience a decrease in disaster-related traumatic reactions as evidenced by better understanding of how disasters affect their behavior, more positive outlook and satisfaction with the program as evidenced by positive program satisfaction reported by 60 percent of person’s returning the CCP Participant Feedback Survey.
- • The mission of the Crisis Counseling Assistance and Training Program (CCP) is to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • The CCP is:
- • Strengths Based: CCP services promote resilience, empowerment, and recovery;
- • Anonymous: Crisis counselors do not classify, label, or diagnose people; no records or case files are kept;
- • Outreach Oriented: Crisis counselors deliver services in the communities rather than wait for survivors to seek their assistance;
- • Conducted in Nontraditional Settings: Crisis counselors make contact in homes and communities, not in clinical or office settings; and
- • Designed To Strengthen Existing Community Support Systems: The CCP supplements, but does not supplant or replace, existing community systems.
- • The CCP strives to:
- • Reach large numbers of people affected by disasters through virtual and telephone outreach to shelters, homes, and other locations;
- • Assess the emotional needs of survivors and make referrals to traditional behavioral health services when necessary;
- • Identify tangible needs and link survivors to community resources and disaster relief services;
- • Provide emotional support, education, basic crisis counseling, and connection to familial and community support systems;
- • Train and educate CCP staff and other community partners about disaster reactions, appropriate interventions, and CCP services;
- • Develop partnerships with local disaster and other organizations;
- • Work with local stakeholders to promote community resilience and recovery;
- • Collect and evaluate data to ensure quality services and justify program efforts; and
- • Leave behind a permanent legacy of improved coping skills, educational and resource materials, and enhanced community linkages.
DEFINITIONS:
- • Department: Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS.
- • FEMA Crisis Counseling Assistance and Training Program: A federally funded program designed to provide temporary additional emotional support to person’s affected by a disaster through outreach, education and community messaging.
- • FEMA: Federal Emergency Management Agency
- • SAMHSA: Substance Abuse and Mental Health Services Administration
WORK REQUIREMENTS:
- • The Contractor shall meet the goals of the CCP through provision of the following menu of services, as appropriate:
- • Individual Crisis Counseling: Help survivors understand their reactions, improve coping strategies, review their options, and connect with other individuals and agencies that may assist them;
- • Basic Supportive or Educational Contact: General support and information on resources and services available to disaster survivors;
- • Group Crisis Counseling: Group sessions led by trained crisis counselors who offer skills to help group members cope with their situations and reactions;
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available disaster related resources;
- • Community Networking and Support: Relationship building with community resource organizations, faith-based groups, and local agencies;
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional disaster relief services or mental health or substance abuse treatment;
- • Development and Distribution of Educational Materials: Flyers, brochures, tip sheets, educational materials, and Web site information developed and distributed by CCP staff; and
- • Media and Public Service Announcements: Media activities and public messaging in partnership with local media outlets, State and local governments, charitable organizations, or other community brokers of information;
- • Contractor shall report contracted services through the CCP Online Data Collection and Evaluation System.
- • Data on service delivery must be collected in accordance with the FEMA Crisis Counseling Assistance and Training Program data toolkit as approved by the U.S. Office of Management and Budget (OMB No. 0930-0270) with an expiration date of 07/31/2022. The Contractor must use the Individual Crisis Counseling Services Encounter Log, Group Encounter Log, Weekly Tally Sheet, Participant Feedback Survey, Adult Assessment and Referral Tool, Child/Youth Assessment and Referral Tool, and Service Provider Feedback Survey as appropriate. All forms are included in the data toolkit and are required in the CCP.
- • Contractor shall identify an individual to serve as the lead contact for management of all data collection activities. All staff involved in outreach and service delivery must be specifically trained in the data collection requirements using the FEMA Crisis Counseling Assistance and Training Program data toolkit and data must be entered via the CCP Online Data Collection and Evaluation System http://www.ccpdata.org. For technical assistance regarding CCP data forms or data entry via the online system, the Contractor shall contact the SAMHSA Disaster Technical Assistance Center (DTAC) at 1-800-308-3515 or DTAC@samhsa.hhs.gov.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. This will include monitoring of outcomes reports for achievement of desired objectives as outlined in Section 1.0 of this document, and successful completion of activities listed in 3.0 of this document.
- • The Contractor shall meet all grant reporting requirements, which shall include the following:
|
Report
(Program/Fiscal/Data)
|
Reporting Period
|
Due Date
|
|
First Quarter
|
05/19/20
to 06/30/20
|
07/27/20
|
- • The quarterly report must include an interim budget expenditure report showing (1) an approved budget, (2) costs incurred and obligated expenditures, (3) approved budget modifications, and (4) an unspent balance. The report should be consistent with the cost categories and budget line items listed in the approved budget.
- • Documentation of financial expenditures and service delivery is part of the Quarterly Report. The Quarterly and Final Report Format, Template for Quarterly Financial Reporting, Template for Budget Adjustment Request, and Data Collection can be downloaded at https://www.samhsa.gov/dtac/ccp-toolkit/ccp-reporting.
- Crisis Counseling – Immediate Services Grant (Heartline)
- Heartline, Inc. FEMA CCP Grant
INTRODUCTION:
- • The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Federal Emergency Management Agency (FEMA) to implement the Crisis Counseling Assistance and Training Regular Services Program (CCP). The ODMHSAS will support Contractor in developing services to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • Persons served through the CCP will experience a decrease in disaster-related traumatic reactions as evidenced by better understanding of how disasters affect their behavior, more positive outlook and satisfaction with the program as evidenced by positive program satisfaction reported by 60 percent of person’s returning the CCP Participant Feedback Survey.
- • The mission of the Crisis Counseling Assistance and Training Program (CCP) is to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • The CCP is:
- • Strengths Based: CCP services promote resilience, empowerment, and recovery;
- • Anonymous: Crisis counselors do not classify, label, or diagnose people; no records or case files are kept;
- • Outreach Oriented: Crisis counselors deliver services in the communities rather than wait for survivors to seek their assistance;
- • Conducted in Nontraditional Settings: Crisis counselors make contact in homes and communities, not in clinical or office settings; and
- • Designed To Strengthen Existing Community Support Systems: The CCP supplements, but does not supplant or replace, existing community systems.
- • The CCP strives to:
- • Reach large numbers of people affected by disasters through virtual and telephone outreach to shelters, homes, and other locations;
- • Assess the emotional needs of survivors and make referrals to traditional behavioral health services when necessary;
- • Identify tangible needs and link survivors to community resources and disaster relief services;
- • Provide emotional support, education, basic crisis counseling, and connection to familial and community support systems;
- • Train and educate CCP staff and other community partners about disaster reactions, appropriate interventions, and CCP services;
- • Develop partnerships with local disaster and other organizations;
- • Work with local stakeholders to promote community resilience and recovery;
- • Collect and evaluate data to ensure quality services and justify program efforts; and
- • Leave behind a permanent legacy of improved coping skills, educational and resource materials, and enhanced community linkages.
DEFINITIONS:
- • Department: Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS.
- • Contractor: Heartline
- • FEMA Crisis Counseling Assistance and Training Program: A federally funded program designed to provide temporary additional emotional support to person’s affected by a disaster through outreach, education and community messaging.
- • FEMA: Federal Emergency Management Agency
- • SAMHSA: Substance Abuse and Mental Health Services Administration
WORK REQUIREMENTS:
- • The Contractor shall meet the goals of the CCP through provision of the following menu of services, as appropriate:
- • Individual Crisis Counseling: Help survivors understand their reactions, improve coping strategies, review their options, and connect with other individuals and agencies that may assist them;
- • Basic Supportive or Educational Contact: General support and information on resources and services available to disaster survivors;
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available disaster related resources;
- • Community Networking and Support: Relationship building with community resource organizations, faith-based groups, and local agencies;
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional disaster relief services or mental health or substance abuse treatment;
- • Development and Distribution of Educational Materials: Flyers, brochures, tip sheets, educational materials, and Web site information developed and distributed by CCP staff; and
- • Media and Public Service Announcements: Media activities and public messaging in partnership with local media outlets, State and local governments, charitable organizations, or other community brokers of information;
- • Contractor shall report contracted services through the CCP Online Data Collection and Evaluation System.
- • Data on service delivery must be collected in accordance with the FEMA Crisis Counseling Assistance and Training Program data toolkit as approved by the U.S. Office of Management and Budget (OMB No. 0930-0270) with an expiration date of 07/31/2022. The Contractor must use the Individual Crisis Counseling Services Encounter Log, Group Encounter Log, Weekly Tally Sheet, Participant Feedback Survey, Adult Assessment and Referral Tool, Child/Youth Assessment and Referral Tool, and Service Provider Feedback Survey as appropriate. All forms are included in the data toolkit and are required in the CCP.
- • Contractor shall identify an individual to serve as the lead contact for management of all data collection activities. All staff involved in outreach and service delivery must be specifically trained in the data collection requirements using the FEMA Crisis Counseling Assistance and Training Program data toolkit and data must be entered via the CCP Online Data Collection and Evaluation System http://www.ccpdata.org. For technical assistance regarding CCP data forms or data entry via the online system, the Contractor shall contact the SAMHSA Disaster Technical Assistance Center (DTAC) at 1-800-308-3515 or DTAC@samhsa.hhs.gov.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. This will include monitoring of outcomes reports for achievement of desired objectives as outlined in Section 1.0 of this document, and successful completion of activities listed in 3.0 of this document.
- • The Contractor shall meet all grant reporting requirements, which shall include the following:
|
Report
(Program/Fiscal/Data)
|
Reporting Period
|
Due Date
|
|
First Quarter
|
05/19/20
to 06/30/20
|
07/27/20
|
- • The quarterly report must include an interim budget expenditure report showing (1) an approved budget, (2) costs incurred and obligated expenditures, (3) approved budget modifications, and (4) an unspent balance. The report should be consistent with the cost categories and budget line items listed in the approved budget.
- • Documentation of financial expenditures and service delivery is part of the Quarterly Report. The Quarterly and Final Report Format, Template for Quarterly Financial Reporting, Template for Budget Adjustment Request, and Data Collection can be downloaded at https://www.samhsa.gov/dtac/ccp-toolkit/ccp-reporting.
- Curriculum Development and Consultation (Stretch)
INTRODUCTION:
- • Contractor shall provide Systems of Care (SOC) curriculum development and SOC curriculum updates.
WORK REQUIREMENTS:
- • Develop a comprehensive curriculum for Oklahoma Systems of Care staff and partners on essential of a systems of care, to include context setting, systems building and community building, SOC Values and Principles throughout agency and community, staff supervision, budget management, resource management, ensuring family and youth voice and choice, quality assurance, data and reporting, evaluation, and decision-making.
- • All activities shall be coordinated and approved by Director of Children’s Services.
- • Includes material that can be utilized within Oklahoma Systems of Care.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department. Documentation shall include a brief narrative of activities performed.
- • Contractor shall submit an invoice to the Department, subject to approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- DoNoHarm (OUHSC)
INTRODUCTION:
- • Contractor shall provide the necessary resources to develop and coordinate primary care quality improvement methods and deploy and supervise academic detailers and practice facilitators who will work with select primary care/family practice providers. The purpose of the service is to create, disseminate and implement evidence-based guidelines and best practices for pain management and safer opioid prescribing in Oklahoma primary care practices.
WORK REQUIREMENTS:
- • Contractor shall:
- • Recruit and enroll a minimum of 60 practices per project year to participate in the project based on readiness and need (risk). In coordination with the ODMHSAS, determine the number of sites and selection criteria.
- • Define best practices and develop project materials based on evidence-based opioid and behavioral health clinical guidelines.
- • Deploy academic detailing, practice facilitation, dashboard monitoring, and other supports to implement guidelines and evaluate defined process and outcome measures.
- • Monitor patient outcomes, resource coordination, and use of best practices.
- • Conduct a review of the Do No Harm continuing medical education course and complete revisions by January 2021. Maintain the course on the OU CME Cloud learning management system; promote the course.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report quarterly on contract activities and submit to the Department no later than October 15th, January 15th, April 15th, and July31st. The July 31st report shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Contractor shall be reimbursed for service upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items.
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department monthly. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration shall not exceed 6% of the total contract amount.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Enhanced Tier Payment System (ETPS)
INTRODUCTION:
- • This contract is to compensate the agency for the enhanced payment plan for CMHCs, established in accordance with attachment 4.19-B, page 24 of the Oklahoma Medicaid State Plan, as approved by the Center for Medicare and Medicaid Services (CMS) and the Oklahoma Health Care Authority (OHCA). The Oklahoma Department of Mental Health and Substance Abuse Services is the oversight agency for the enhanced payment.
WORK REQUIREMENT:
- • Measures selected for the enhanced payment outcomes:
- • Outpatient crisis service follow-up in 8 days.
- • Inpatient/crisis unit follow-up within 7 days.
- • Reduction in drug use.
- • Engagement: four services within 45 days of admission.
- • Medication visit within 14 days of admission.
- • Access to treatment for adults.
- • Improvement in Interpersonal Domain (CAR score).
- • Improvement in Medical/Physical Domain (CAR score).
- • Improvement in Self Care/Basic Needs Domain (CAR score).
- • Inpatient/Crisis unit community tenure of 180 days.
- • Peer support.
- • Access to treatment for children.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor and determine the appropriate payment amount based on the results of the outcome measures.
- • Benchmarks were established for ten of the twelve measures based on previous data collected from the Department’s data collection system. The two access measures are determined through phone calls made to the Community Mental Health Centers. Funding is allocated based on the number of clients served and agencies performance in relation to the benchmarks on each measure.
COMPENSATION:
- • ODMHSAS will initiate the enhanced payment process to determine the payment amount based on data results of the outcome measures. Data will be collected monthly and compensation will be made on agreed upon dates for payment based on final data run dates and ETPS funds collections.
- • Invoices shall be electronically submitted via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
- eSMI Outreach
- Mental Health Block Grant - eSMI Outreach
INTRODUCTION:
- • Contractor shall provide the resources necessary to conduct designated early Service Mental Illness (eSMI) Outreach activities.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to conduct higher education and hospital outreach within their service area(s) to connect with the age range that is most at risk for early Serious Mental Illness (eSMI), so to intervene at the earliest juncture (prior to significant consequences of mental illness like homelessness, multiple hospitalizations, etc.).
- • Contractor shall build collaborative relationships with counselor(s) and counseling centers within higher education such as universities, community colleges and technology center.
- • Contractor shall build collaborative relationships with staff of area hospitals.
- • Contractor shall provide training and technical assistance to higher education and area hospital staff as needed.
- • Contractor shall coordinate linkage to outpatient clinical assessment through CMHC to determine SMI designation, and if determined SMI to available EBP treatment services.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators.
- • Contractor shall be required to submit a monthly report of activities conducted; format to be determined by the ODMHSAS.
COMPENSATION:
- • Compensation shall be reimbursed on a 1/12th basis, based on this 12- month contract period.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Evaluation Services – STARS – RPG (OUHSC – BBMC)
INTRODUCTION:
- • 1.1 Contractor shall provide evaluation services related to the Substance Use Treatment and Access to Resources and Supports (STARS) Project as part of the Oklahoma Regional Partnership Grant (RPG).
DEFINITIONS:
- • Evaluation - Activities centered on developing and assessing the effectiveness of the STAR substance use disorders (SUD) clinic at Children’s Hospital of OU Medicine (CHOUM) and the mABC home visiting model’s ability to improve permanency, enhance safety, and improve treatment women with substance abuse issues and their prenatally exposed infant. These services will be paired with already existing services in the surrounding community, like MI, CRA, SS, CPT, and MAT, as deemed appropriate for each individual case.
- • Project - Those activities taking place as part of the Substance Use Treatment and Access to Resources and Supports (STARS) Project.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the STARS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) measure the effectiveness of the STAR clinic and mABC home visiting model in to improve permanency, enhance safety, and improve treatment for pregnant women with substance use issue and their prenatally exposed infant (2) Evaluate the fidelity of the mABC model through program tracking data, periodic monitoring of video- recorded sessions by national model consultants, and onsite supervision by the local ABC consultant, and (3) Evaluate the fidelity of the STAR clinic by tracking clinical quality measures which include number of intake assessments with a case manager, number of prenatal/behavioral health/group education/MAT visits scheduled and attended, assessment of individual medical and psychosocial needs at the 1st prenatal visit, and monitored documentation of records in electronic health and study data systems.
- • Manage the evaluation process for this project and serve as the Principle Investigator (PI).
- • Travel as needed to convene stakeholders for their review and feedback on the initial draft.
- • Collaborate in the preparation of oral and written grant reports.
- • Prepare written reports of finding and recommendations.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Submit an initial IRB application and develop the research design and methods of the project.
- • Provide information to ODMHSAS as needed to satisfy requirements of the federal grantor agency’s periodic progress reports.
- • Develop REDCap project so that data collection can begin immediately following IRB approval, and revise as needed to meet any requirements of IRB review.
- • Perform, operationalization, design, and execute a research project, including program evaluation, outcome measurement development, measure implementation, data collection, data analysis and outcome reporting.
- • Expected deliverables are (a) practice-friendly measurement tools evaluating the STAR Clinic fidelity, (b) practice-friendly measurement tools evaluating the fidelity of the mABC home visiting model, (c) empirical evidence of the effectiveness of the STAR clinic’s ability to reach the target population, (d) empirical evidence of the effectiveness of the mABC home visiting model’s ability to reach the target population, and (e) annual and final report summarizing project findings to the ODMHSAS.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 45 days from the end of the billing month. Final billing for end of year close out is due on August 15, 2021.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Evaluation, Data Collection, Reporting, and Strategic Support (OSU-CHS)
INTRODUCTION:
- • Contractor shall provide the necessary resources to develop and deliver select support services to the prevention division of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), including planning, data collection, service reporting and evaluation, and workforce development. Services shall be provided in accordance with the ODMHSAS prevention strategic plan, vision, mission, and guiding principles.
WORK REQUIREMENTS:
- • Contractor shall maintain up-to-date knowledge and alignment with the prevention of alcohol, tobacco, and other drug use/problems, mental health problems, suicide, and risk/protective factors for each as practices by the ODMHSAS. Contractor’s staff and subcontractors carrying out work under this contract shall demonstrate fluency and observance of the ODMHSAS prevention strategic plan, requirements of state and federal prevention funding, and other specified strategic directions of the prevention division.
- • Program Management:
- • Contractor shall be responsible for coordinating contracting services among the Centers for Wellness and Recovery, Family Resilience, Center for Rural Health and other necessary offices/schools of the Oklahoma State University system. The Center for Wellness and Recovery shall serve as the primary coordinating entity of the work requirements for this contract.
- • Contractor shall develop a detailed service delivery plan each fiscal year, and submit for approval by the ODMHSAS.
- • Contractor shall be responsible for organizing regular, scheduled management meeting(s) with designated key personnel of the ODMHSAS prevention services division.
- • Contractor shall recruit, hire and monitor personnel and/or subcontractors qualified to who demonstrate requirements outlined in 2.1. The ODMHSAS may require completion of training and/or certification in prevention or related skills.
- • Planning:
- • Under the direction of and in coordination with the ODMHSAS prevention services division, Contractor shall develop a five-year strategic plan no later than October 16, 2020.
- • Under the direction of and in coordination with the ODMHSAS prevention services division, Contractor shall participate in developing service scopes of work and evaluation of applications.
- • Data:
- • Contractor shall be responsible for coordinating the Oklahoma Prevention Needs Assessment survey with the ODMHSAS, including:
- • Survey protocol development:
- • Contractor shall work with the ODMHSAS to develop a detailed protocol for a census survey to be administered October-December 2021 and February 2022 of all Local Education Authority (LEAs) (including public school districts, charter schools (including virtual), and private schools) as well as a statewide random sample. Upon the OPNA committee’s approval, the protocol will include a method for allowing a limited number of extra questions to be added to the end of the survey upon the district’s request.
- • Contractor shall develop and submit regulatory document preparation, as necessary, for the collection and diffusion of human subjects’ data including submission to the ODMHSAS Institutional Review Board (IRB).
- • Survey instrument preparation:
- • Contractor shall work with the ODMHSAS and other stakeholders to review and revise the core OPNA survey instrument, which would include deciding if there should be a different instrument for 6th graders.
- • Contractor shall work with the ODMHSAS and other stakeholders to approve a set of extra questions that districts can add to the survey upon request.
- • Contractor shall develop, print, and store Scantron booklets as well as extra questions sheets for districts selecting the paper/pencil version. The preliminary estimate is that 18,000 students will take the survey by paper/pencil, but additional surveys should be ordered to account for enrollment fluctuation.
- • Contractor shall develop a secure, web-based survey for districts choosing the online administration with the capability of unique links being created for each school. Extra questions shall be added to districts’ surveys as needed in accordance with ODMHSAS standards and with preapproval from the ODMHSAS. The preliminary estimate is that 72,000 students will take the survey online.
- • Contractor shall create a Spanish version of the paper/pencil and online surveys.
- • Contractor shall pilot test the English and Spanish versions of the paper/pencil and online survey instruments.
- • LEA recruitment and enrollment with a goal of 50% of public school districts/charter school LEAs participating in 2021-2022 survey and as many private schools as possible.
- • Contractor shall work with the ODMHSAS to develop a variety of recruitment materials such as flyers, fact sheets, frequently asked question documents, video content, etc.
- • Contractor shall work with local prevention agencies, coalitions, government agencies, and other stakeholders to recruit through a variety of avenues such as mailing packets to superintendents; disseminating electronically through email, social media, websites, etc.; and in-person and virtual presentations, meetings, and conferences.
- • Contractor shall develop an online platform for superintendents/designated coordinators to sign up to participate in the OPNA and shall maintain a database of information such as method survey coordinator contact information, preferred method of administration, preferred survey date, etc. Contractor shall have an alternative enrollment procedure for superintendents who prefer to enroll using a hard copy agreement form.
- • Contractor shall provide the ODMHSAS with a weekly update of districts that have signed up to participate.
- • Survey administration:
- • Onsite and remote survey implementation support for LEAs:
- • Contractor shall develop and disseminate detailed training materials for district survey coordinators to include an instruction manual, training presentation, FAQ sheets, etc.
- • Contractor shall develop and disseminate a district survey coordinator training webinar recording.
- • Contractor shall develop a platform for district survey coordinators to 1) download survey links and needed survey administration documents, 2) attest online that they watched the training webinar and/or upload their documentation of their training assessment, and 3) attest at least two weeks prior to the scheduled survey date that they have disseminated the parental consent forms.
- • Contractor shall maintain a database including dates survey coordinators disseminated consent forms and dates surveys were administered for each school.
- • Contractor shall ship paper survey booklets, envelopes, other needed survey documents, and prepaid shipping labels to district survey coordinator (or to individual school sites upon request) after verification that the parental consent forms were disseminated.
- • Contractor shall provide district survey coordinators with prepaid shipping labels and receive, store, and scan completed survey booklets.
- • Contractor shall activate and provide survey links for district coordinators after verification that the parental consent forms were disseminated.
- • Contractor shall maintain communication with district survey coordinators for districts that sign up to do everything possible to ensure they administer the survey.
- • Contractor shall provide technical assistance to eliminate or minimize issues with survey restarts or any other technical problems arising with online surveying and develop a method to anonymously track student surveys in the event of restarts such as setting up mechanism for student to choose unique pin number.
- • Contractor minimize issues with survey restarts or any other technical problems arising with online surveying and develop a method to anonymously track student surveys in the event of restarts such as setting up mechanism for student to choose unique pin number.
- • Contractor shall develop a platform for the ODMHSAS and districts to view the number of students taking online surveys in real-time and make available to the ODMHSAS and districts upon request.
- • Contractor shall document complaints or concerns related to the OPNA and notify the ODMHSAS in the agreed upon timeframe.
- • Contractor shall send the ODMHSAS a weekly update to include name/date of districts that have signed up to participate and name/date of districts that have administered the survey.
- • Data analysis and reporting:
- • Contractor shall compile clean, and analyze data from paper and online surveys at the state, county, school district, school site, and other levels upon request.
- • Contractor shall work with the ODMHSAS to develop templates for state, county, district, and school site reports.
- • Contractor shall develop and disseminate school and district-specific reports to superintendents/private school lead administrators and provide state and county-level reports to the ODMHSAS.
- • Contractor shall provide reports on other geographic areas or sub-populations upon request.
- • Contractor shall provide the ODMHSAS and districts (upon request) a raw dataset and data dictionary.
- • Contractor shall work with the ODMHSAS to securely store all reports and datasets.
- • Post survey administration follow-up with district survey coordinators:
- • Contractor shall develop and disseminate a survey to coordinators who administered the survey asking them about the processes, if they had any issues, etc. Contractor shall provide the ODMHSAS with a summary of the results and recommendations for improvements in future administrations.
- • Contractor shall provide in-person and online trainings and consultation to district survey coordinators on data interpretation.
- • Contractor shall be responsible for coordinating the Oklahoma Community Survey in 23 counties, including:
- • The contractor shall conduct the survey of Oklahoma adults aged 18 and older in 23 Oklahoma counties using an established set of questions. Six of these counties shall be administered prescription-drug and demographic questions; ten shall be administered demographic and alcohol-related questions; and seven will be administered demographic, prescription drug, and alcohol-related questions.
- • Develop and submit regulatory document preparation, as necessary, for the collection and diffusion of human subjects’ data.
- • Engage stakeholders (e.g., popular opinion leaders, community-based organizations, public and mental health entities, media outlets) through in-person and virtual visits to identify processes for successful roll-out of participant recruitment and data collection. Ensure organizations serving disparate and priority populations are represented.
- • Develop recruitment materials for online and print advertising.
- • Collect and analyze data, ensuring that a sufficient and representative sample of each county is achieved so data can be accurately reported on the county level. A sufficient number of each priority population shall be surveyed to provide representative data for these populations at the county level.
- • Develop a final report template to be utilized by OSU Center for Rural Health for the reporting of findings to stakeholders.
- • Complete an in-depth report detailing the project’s methodology, measures, findings, and recommendations.
- • Disseminate findings in other ways, depending on need. Examples include brief reports for stakeholders, community presentations, and peer-reviewed presentations and publications.
- • Provide a raw dataset to the ODMHSAS and Bach Harrison.
- • Contractor shall be responsible for coordinating the Adult Prevention Needs Assessment survey in 25 Oklahoma counties.
- • With input from the ODMHSAS, revise the instrument from the July-August 2020 survey as needed for a survey to be administered statewide.
- • Pilot developed measures with priority identified groups.
- • Develop and submit regulatory document preparation, as necessary, for the collection and diffusion of human subjects’ data.
- • Engage stakeholders (e.g., popular opinion leaders, community-based organizations, public and mental health entities, media outlets) through in-person and virtual visits to identify processes for successful roll-out of participant recruitment and data collection. Ensure organizations serving disparate and priority populations are represented.
- • Develop recruitment materials for online and print advertising.
- • Develop a final report template to be utilized by OSU Center for Rural Health for the reporting of findings to stakeholders.
- • Collect and analyze data, ensuring that a sufficient and representative sample of each county is achieved so data can be accurately reported on the county level. A sufficient number of each priority population shall be surveyed to provide representative data for these populations at the county level.
- • Complete an in-depth report detailing the project’s methodology, measures, findings, and recommendations.
- • Disseminate findings in other ways, depending on need. Examples include brief reports for stakeholders, community presentations, and peer-reviewed presentations and publications.
- • Provide a raw dataset to the ODMHSAS.
- • Contractor shall be responsible for coordinating and preparing data, with the ODMHSAS epidemiologist(s), for inclusion in a web-based dashboard system operated by the ODMHSAS for the purpose of internal and external data querying and reporting of substance use, mental health, and risk/protective factor data.
- • Reporting & Evaluation:
- • Contractor shall conduct a review of ODMHSAS reporting systems/methods and make recommendations for a consolidated reporting system no later than April 30, 2021.
- • Contractor shall coordinate with the ODMHSAS to develop and test a consolidated reporting system no later than June 30, 2021.
- • Contractor shall serve as the evaluator for the PFS as defined by SAMHSA and as described in the Oklahoma PFS 2020 proposal; and SABG prevention set aside federal programs for FY21 – FY26.
- • Contractor shall work with the ODMHSAS designated staff/entities to orient themselves and develop evaluation measures required by SAMHSA/CSAP for PFS and SABG prevention during FY21 (September 2020 to June 2021).
- • Contractor shall work with the ODMHSAS designated staff/entities to develop a three-year evaluation plan for ODMHSAS-funded school-based prevention services during FY21 (September 2020 to June 2021).
- • Contractor shall work with the ODMHSAS designated staff/entities to orient themselves and develop evaluation measures for Suicide Prevention during FY21 (September 2020 to June 2021).
- • Prevention Workforce Development & Capacity Building:
- • Contractor shall develop, administer, and report results to the ODMHSAS an annual prevention workforce and key stakeholder capacity survey to inform training, technical assistance, and communication services to the field.
- • Contractor shall work with the ODMHSAS to develop and coordinate a semi-annual prevention academy, with an inaugural event planned for fall 2021. The academy is a structured event for ODMHSAS prevention contractors and other key deliverers of ODMHSAS prevention services to receive education/training, conduct supported planning activities, and meet on key issues of significance.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall be responsible for documenting services delivered, and report progress, barriers, deliverables, and an up-to-date plan and submit to the Department no later than 15 days following the close of each month. Reporting shall include prompt notification of any barriers to meeting service goal targets. The final report, due July 31, 2021, shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department monthly. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- • Invoices are due within 45 days from the end of the billing month. Final billing for end of year close out is due on August 15, 2021.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Expansion of Technology
INTRODUCTION:
- • This contract is to provide local treatment agencies funds to develop and implement a broader range of technology-based services to Oklahomans in need. Specifically, the contract will execute the expansion of technology for Community Mental Health Centers and Comprehensive Community Addiction Recovery Centers providers to support COVID effected communities.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a cost reimbursement basis. Project must be complete by November 15, 2020.
- • Contractor will deliver services in a more modern and creative way in order to prevent the spread of the virus and to keep recipients of services physically and psychologically safe.
- • Contractor may purchase devices, data plans, and applications that provide real-time mental health support in the recipient’s home. Purchase or use of technology by staff can only be used by providing/receiving interaction by consumers. Total cost of each device, data plan, and application in total cannot exceed $450. Funds are limited to the following:
- • Devices
- • Data and software licenses
- • Applications to tie services and documentation to the EHR
- • Mobile devices will be provided to serve recipients for immediate crisis care, ongoing therapy and case management, medication visits, and seamless transitions from higher levels of care back to the community.
PERFORMANCE MONITORING:
- • Contractor shall submit the following data as backup documentation with the submission of invoices.
- • Number of new devices purchased during billing period.
- • Number of new devices distributed during billing period.
- • Total number of new devices distributed during project period.
- • Total number of services provided during project period.
- • Total number of unique persons reached through purchased technology.
- • List of counties reached through the program.
- • Sustainability plans.
- • Other data elements may be requested.
COMPENSATION:
- • Project funds must be spent, receipts for spending and final data reports must be submitted with final invoice by November 15, 2020.
- Facilitating Attuned Interactions (FAN) Training & Consultation (Erikson)
INTRODUCTION:
- • Contractor shall provide an on-site master trainer for observation and feedback with the Infant and Early Childhood Mental Health co-leads learning to provide Facilitating Attuned Interactions (FAN) Training with the goal of developing two in-state FAN trainers for the state of Oklahoma. These trainings will support professional development throughout the state through the SOC² Grant to focus on supporting the relationship needs of families with infants and young children. These trainings also support the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
DEFINITIONS:
- • System of Care: Strengthening Our CareNet (SOC²) — Grant awarded to the Department by the Substance Abuse and Mental Health Services Administration (SAMHSA). A large focus of this grant is to improve access to and the quality of mental health services for infants, young children, and their caregivers statewide.
- • Infant and Early Childhood Mental Health Co-leads also referred to as IECMH Co-leads - ODMHSAS and OSDH personnel responsible for providing leadership to support infant and early childhood mental health efforts through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
- • Manager of Infant and Early Childhood Services — one of the two Infant and Early Childhood Mental Health Co-Leads who also serves as the Project Director for the SOC² Grant and will serve as the primary point of contact between the Contractor and the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall provide one master trainer for three days of curriculum review and practice for each round of training.
- • Contractor shall provide two days of on-site trainer observation and feedback by master trainer for each round of training.
- • Contractor shall provide six months of monthly phone mentoring for trainer candidates to support supervisors for each round of training.
- • Contractor shall provide master trainer to provide feedback for trainer candidates during Integration Day 3 training for each round of training.
- • Contractor shall provide binders and training materials for 30 participants three weeks prior to training event for each round of training.
- • Contractor will work with the designated Department staff to determine the time for presentations.
- • Contractor will be responsible for making all travel arrangements, including transportation, hotel accommodations, meals and miscellaneous.
- • The Department shall advertise and recruit participants for the trainings.
- • The Department shall provide space, AV equipment and copies of materials to support training with Contractor.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
- • The Department shall assure staff is on site and available to provide administrative support during the training period.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department. Documentation shall include a brief narrative of activities performed.
- • Contractor shall submit an invoice to the Department, subject to approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Faith Based Congregations Outreach (OKConferenceofChurches)
- State Opioid Response (SOR) & State Opioid Stimulant (SOS) Grant Faith Based Congregations Outreach
INTRODUCTION:
- • Contractor shall provide congregation outreach services for the prevention of non-medical use of prescription drug (NMUPD) and stimulants in/among its conference member congregations in Oklahoma. Services will be provided in a minimum of five (5) Oklahoma Conference of Churches (OCC) member congregations determined by the OCC.
WORK REQUIREMENTS:
- • Contractor shall:
- • Develop a communication and congregation outreach plan that will utilize both universal and targeted media and information dissemination strategies on opioid and stimulant use, prescription opioid storage and disposal. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student population and students at risk for opioid misuse, opioid use disorder and opioid overdose.
- • Mobilize to deliver training, disseminate communication material, drive service referrals and increase congregation action on opioid and stimulants prevention.
- • Ensure that OCC member congregations access resources and technical assistance from relevant local Regional Prevention Coordinators (RPC’s) in an effort to support and partner on congregations’ outreach services.
- • Promote local prevention services, Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including members, staff and ministry groups.
- • Disseminate patient education material on prevention of NMUPD and stimulants use, overdose prevention, naloxone administration and access to SUD treatment services.
- • Track the number of media impressions, students reached, referrals and materials disseminated.
- • Use Oklahoma’s Prescription for Change campaign http://okimready.org/prevention/ or other ODMHSAS proscribed material (print, web, video, etc.) to communicate to the public about opioid and stimulants services.
- • Submit a one-year plan that includes project evaluation, collection of key measures and budget detail worksheet within 14 days of receipt of contract.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for services through documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Faith Based Congregations Outreach (OKConferenceofChurches) - Revised
- Faith Based Congregations Outreach Oklahoma Conference of Churches
INTRODUCTION:
- • Contractor shall provide congregation outreach services for the prevention of non-medical use of prescription drug (NMUPD) and stimulants in/among its conference member congregations in Oklahoma. Services will be provided in a minimum of five (5) Oklahoma Conference of Churches (OCC) member congregations determined by the OCC.
- • Contractor shall implement the strengthening Families Program in/among its conference member congregations in Oklahoma statewide.
WORK REQUIREMENTS:
- • Contractor shall:
- • Develop a communication and congregation outreach plan that will utilize both universal and targeted media and information dissemination strategies on opioid and stimulant use, prescription opioid storage and disposal. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student population and students at risk for opioid misuse, opioid use disorder and opioid overdose.
- • Mobilize to deliver training, disseminate communication material, drive service referrals and increase congregation action on opioid and stimulants prevention.
- • Ensure that OCC member congregations access resources and technical assistance from relevant local Regional Prevention Coordinators (RPC’s) in an effort to support and partner on congregations’ outreach services.
- • Promote local prevention services, Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including members, staff and ministry groups.
- • Disseminate patient education material on prevention of NMUPD and stimulants use, overdose prevention, naloxone administration and access to SUD treatment services.
- • Track the number of media impressions, students reached, referrals and materials disseminated.
- • Use Oklahoma’s Prescription for Change campaign http://okimready.org/prevention/ or other ODMHSAS proscribed material (print, web, video, etc.) to communicate to the public about opioid and stimulants services.
- • Submit a one-year plan that includes project evaluation, collection of key measures and budget detail worksheet within 14 days of receipt of contract.
- • Develop its SFP implementation plan; and implement the implementation plan in/among its conference members with the active partnership of AGA evaluation and TTA plan as specified in the AGA scope of work (attached).
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for services through documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Families in Transition (FIT) Program (Tulsa County District Court)
INTRODUCTION:
- • Funding provided pursuant to this contract addendum is to support the delivery of services to achieve the following objectives:
- • Stabilizing families and fostering co-parenting relationships to reduce the impact on children.
- • Linking families and children to needed services and resources.
- • Assisting judges with data tracking, case coordination, follow-up on compliance with court orders and timely case processing.
- • Creating an environment that supports Judges, court staff, and attorneys to they can respond effectively to help divorcing families.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide the following services, including but not limited to:
- • Educate parents on the needs of their children during this potentially adversarial time.
- • Manage judicial dockets for the divorcing parents’ accessibility to both legal and social services offered through Tulsa.
- • Family court staff members will help parents and their children through and often overwhelming and seemingly complicated process of divorce.
- • Staffing for this program will include at least one Family Resource Coordinator (1.0 FTE) who will see over 8,646 divorcing couples, provide over 360 mediations to pro se cases, and will attend over 600 hours of court hearings. In addition, this staff person(s) will:
- • Help self-represented families navigate the legal system.
- • Connect families with needed social services, child support, and financial resources.
- • Help self-represented cases at the Parenting Planning Conference docket work out temporary orders, resulting in financial and visitation agreements.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall provide an annual written report of the activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as the Department may require.
COMPENSATION:
- • Contractor shall submit invoices for approval and payment in accordance with procedures determined by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Flexible Funds (Palomar)
INTRODUCTION:
- • This contract is to provide flexible funding to assist individuals with the resources necessary for program success.
WORK REQUIREMENTS:
- • Contractor shall provide funding assistance for the items listed below. Total assistance may not exceed $1,000.00 per person.
- • Rental Assistance - First or a single month’s rent to avoid eviction. Assistance with first or single month’s rent may not exceed $733.00.
- • Utility Assistance – Deposits and/or emergency utility assistance for utilities such as: water/sewer/garbage; gas, electric. May not be used for cable/satellite TV or similar payments. Phone assistance will be considered on a case by case basis and must be pre-approved by ODMHSAS.
- • Other Victim Assistance - Assistance with other necessary items to ensure program success will be reviewed on a case by case basis by the ODMHSAS. Must fall within guidelines for victim assistance as defined by the Office for Victims of Crime.
- • Contractor shall ensure that alternative funding resources have been exhausted prior to utilization of contract funds.
- Health Home Implementation Technical Assistance (OSU)
INTRODUCTION:
- • Under the direction of the ODMHSAS Manager of Integrated Care, the Oklahoma State University, Center for Health Sciences will assemble a comprehensive Technical Assistance (TA) team of experienced specialist clinicians to provide TA to coordinate with existing TA efforts and stimulate state-wide incorporation of best practices for Health Home Implementation.
WORK REQUIREMENTS:
- • Contractor shall provide consultation and technical assistance (TA), in collaboration with the ODMHSAS, to assist with implementation of Health Homes which operationalize central principles of Collaborative Care.
- • Provide technical assistance at bi-monthly Health Home meetings to rapidly accelerate/disseminate knowledge of evidenced-based chronic care models.
- • Provide consultation to ODMHSAS Integrated Care Team at bi- monthly Health Home meetings, and through monthly consultation calls.
- • Provide monthly “Office Hours” Consultation calls via tele- conference for Health Home providers to consult on clinical matters with Dr. Coffey and her team.
- • Collaboration with consultants affiliated with the National Council for Behavioral Health to extend the reach of limited resources for planning and sharing to:
- • Identify regional barriers to implementation and champion successes;
- • Coordinate care and sharing of best practices; and
- • Foster local innovation.
- • Provide assistance with programmatic monitoring and evaluation in collaboration with ODMHSAS. Monitoring and evaluation parameters will be approved by ODMHSAS.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall provide an annual report of the activities carried out pursuant to the Statement of Work in the form requested by ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Helping Connections Program – COVID-19 Emergency Grant
INTRODUCTION:
- • The purpose of this contract is to specifically address the needs of individuals with: 1) serious mental illness (SMI) or SMI with co-occurring SUDs (70%); 2) mental disorders less severe than SMI requiring mental health care as a result of COVID-19 (20%); and 3) healthcare practitioners with mental health disorders less severe than SMI requiring mental health care as a result of COVD-19 (10%.).
- • The grant goals are: 1) Develop a comprehensive plan for providing increased mental health and co-occurring services during the COVID-19 emergency; 2) Provide rapid screening and assessment services; 3) Provide evidence-based practices beginning day one of contract increase; 4) Increase number of recovery support services, including via telehealth and telephone and including housing and vocational services; and 5) Implement a crisis mental health service plan that maximizes telehealth/telephone services that de-escalate, divert and prevent potential crises from rising to the level of needed crisis center or hospitalization stays.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to meet goals 1-5 above.
- • Contractor shall provide easy access to an array of mental health and substance use disorder services to meet the demand for COVID-19 related services, while maximizing telehealth including telephone services during the crisis:
- • Participate in regularly-scheduled Zoom meetings to complete a comprehensive plan for the COVID-19 Helping Connections Program;
- • Provide same day screening, initial assessment and initial plan to meet immediate and presenting needs;
- • Complete comprehensive assessment and integrated care plan between 30 days for best practice, 60 days maximum;
- • Provide increased recovery support services such as housing supports and employment services utilizing the Individual Placement and Supports (IPS) evidence-based practice.
- • Increase the utilization of peer recovery support specialists, case managers, and family support providers to provide recovery support services in 2.1.1.4.
- • Continue work of 24/7 mobile crisis teams, utilizing IPads and/or pre-paid phones as possible to reduce in-person mobile crisis need. Increase outpatient crisis service array.
- • Produce a safety plan in partnership with individuals, whenever possible, with a goal to create more safety in the community than would be possible in congregate care during the COVID-19 crisis.
- • Provide incentives to individuals receiving services under the COVID-19 grant, for completing interviews for the required Government Performance Results Act (GPRA) reporting. Provide adequate staff time (ideally recovery support providers or family support providers), to conduct interviews.
- • Contractor shall hire and/or assign 1 (one) FTE or equivalent Outreach Worker to be assigned to this grant.
- • Contractor shall ensure Outreach Worker maintains a pipeline of qualified current and new consumers for this project through active outreach and engagement.
- • Contractor shall ensure Outreach Worker researches and contacts current potential program consumers.
- • Contractor shall ensure Outreach Worker actively engages with local community partners, including but not limited to, hospitals, FQHC, police/fire/emergency response providers, DHS and housing/homeless services.
- • Contractor shall ensure Outreach Worker on boards new consumers into program.
- • Contractor shall ensure Outreach Worker participates in staffings regarding program consumers.
- • Contractor shall ensure Outreach Worker maintains a consumer participant log.
- • Contractor shall ensure that designated project staff participate in all ODMHSAS required training and participate in required meetings.
- • Contractor shall provide all data required for grant reporting.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
- • Contractor shall provide a written quarterly report to ODMHSAS that documents provision of services described in 2.0 above.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures and reporting requirements, according to procedures determined by the Department, and pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Helping Connections Program Intensive Outreach – COVID-19 Emergency Grant (MHAO)
INTRODUCTION:
- • This contract is to provide resources necessary to improve outpatient engagement in Tulsa, Oklahoma. Outreach is focused on those most in need of meaningful and ongoing outpatient treatment.
- • The Helping Connection goals are: 1) Provide intensive outreach activities; 2) Engage the most vulnerable persons who are not currently receiving outpatient services on a consistent basis; 3) strengthen the current outreach efforts through additional staff, training and partnerships; 3) Explore the use of telehealth/telephone as valid outreach methods; and 3) test new approaches to one of the biggest issues for people with SMI in accessing treatment – which is lack of transportation. Specifically, test the concept of a “connection station” where with MHAO assistance, individuals could connect to their chosen service provider, or to a provider for engagement activities as a possible service provider.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to improve outpatient engagement.
- • Contractor shall fund a full-time outreach position that is dedicated to this project. This position shall:
- • Serve as central coordinator of outreach activities, connecting with CMHCs and CCARCs for warm hand offs.
- • Conduct searches for persons with SMI, and SMI with co-occurring substance use disorders who are challenging to reach.
- • Assist to create or restore connections to one of the CMHCs.
- • Troubleshoot with all partners concerning the persons who are the most difficult to locate and engage.
- • Contractor may provide incentives to persons with serious mental illness (SMI) and SMI with co-occurring substance use disorders who are leaving higher levels of care, or at great risk of going into higher levels of care, to engage in treatment and attend appointments.
- • Contractor shall ensure that designated project staff participate in all ODMHSAS required training.
- • Contractor shall provide all data required for grant reporting.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
- • Contractor shall provide a written quarterly report to ODMHSAS that documents provision of services described in 2.0 above.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures and reporting requirements, according to procedures determined by the Department, and pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Helping Connections Program (Project ECHO) (OSU-CHS)
INTRODUCTION:
- • To support the Helping Connections initiative the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) will contract with Oklahoma State University Center for Health Sciences (OSU-CHS) to provide education, training, and consultation to Healthcare Professionals utilizing their successful Project ECHO (Extension for Community Healthcare Outcomes) model.
- • Project ECHO is a collaborative model of medical education and care management that empowers clinicians in rural and underserved communities to provide specialty care to more people right where they live. Project ECHO is a lifelong learning and guided practice model that revolutionizes medical education and exponentially increases workforce capacity to provide best-practice specialty care and reduce health disparities. The heart of the ECHO modelTM is its hub-and-spoke knowledge sharing networks, led by expert teams who use multi-point videoconferencing to conduct virtual clinics with community providers. In this way, primary care doctors, nurses and other clinicians learn to provide excellent specialty care to patients in their own communities. Oklahoma State University Center for Health Sciences Project ECHOTM Addiction Medicine ECHO clinic is tailored to help health care providers expand their knowledge and expertise for treating complex addiction medicine issues.
- • Through OSU-CHS’s Project ECHO, ODMHSAS will greatly increase access to support or supportive services to Medical Health Professionals (frontline workers) and support and improve outcomes for Oklahomans impacted by COVID-19.
DEFINITIONS:
- • ECHO - Extension for Community Healthcare Outcomes
- • OSU - Oklahoma State University
WORK REQUIREMENTS:
- • Contractor shall provide education and consultation utilizing their biweekly scheduled A Focus on Resilience: Project ECHO model to identified Medical Health Professionals.
- • Contractor shall staff the specialty hub team at the required experience and qualification level to run the ECHO clinic. Roles may include, but are not limited to the following:
- • Lead Facilitator - shall provide planning, oversight, and direction of adapting the ECHO Model for our A Focus on Resilience ECHO. Duties will include participating in the development, implementation, and maintenance of our ECHO, collaborating with project team to identify project goals and objectives and managing the working relationships between project team, administration, and principal operational stakeholders.
- • Hub Team Members - shall provide individual self-care didactics and exercises that participants can engage in; as well as, agency and organizational efforts to support self-care and resilience in the workplace setting. The Hub Team is uniquely suited to provide these didactic presentations with members from psychiatric medicine, counseling services and our health and wellness managers.
- • Program Manager - shall provide the day-to-day operations of a specified area, including coordination of teleECHO clinic initiatives and deliverables. Will direct the planning and oversight of the team’s activities.
- • IT Support - shall provide technical support to both the specialty hub team and spoke participants. This individual will solve IT related problems for the hub team, recommend solutions for hardware and software acquisitions, facilitate the ECHO clinic from an IT perspective, and serve as an IT liaison to spokes.
- • CME Coordinator - shall ensure the processing of CME credits through the American Osteopathic Association.
- • Contractor shall work to determine and ensure that the hub and spoke sites are equipped with equipment necessary to carry out contract objectives. Equipment needs may include televisions, webcams, microphones, computer, speakers and installation of these items and other items necessary for Project ECHOTM participation.
- • Contractor may utilize marketing and outreach strategies to increase awareness, reach, and participation in OSU-CHS’ Project ECHO.
- • Marketing materials may include, but not limited to the following:
- • Hardcopy brochures and flyers.
- • ECHO digital flyers for email.
- • Outreach strategies may include, but not limited to the following:
- • Participation at conferences and events.
- • Onsite presentations with various tribal nations, medical associations, government organizations, and hospitals and clinics in Oklahoma.
PERFORMANCE MONITORING:
- • Contractor shall report monthly monitoring and reporting on usage.
- • Contractor shall provide quarterly teleconference call with ODMHSAS and providers to review status and recommendations for optimization.
- Higher Education Campus Outreach (OSRHE)
- Oklahoma State Regents for Higher Education Campus Outreach State Opioid Response (SOR) & State Opioid Stimulant Grant
INTRODUCTION:
- • Contractor shall provide campus outreach services for the prevention of non-medical use of prescription drug (NMUPD) and stimulant use in Oklahoma’s university and college campuses. Services will be approved in a minimum of 5 Oklahoma’s university or college settings determined by the Oklahoma State Regents for Higher Education.
WORK REQUIREMENTS:
- • Contractor shall:
- • Develop a communication and campus outreach plan that will utilize both universal and targeted media and information dissemination strategies on opioid and stimulant use, prescription opioid storage and disposal. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/staff population and students/staff at risk for opioid misuse, opioid use disorder, and opioid overdose; and stimulant use and overdose
- • Ensure that campus outreach contractors will mobilize to deliver training, disseminate communication material, drive service referrals, and increase campus action on opioid prevention.
- • Ensure that campus outreach contractors will access resources and technical assistance from local Regional Prevention Coordinators (RPC’s) in an effort to support and partner on campus outreach services.
• Promote campus prevention services, Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate patient education material on prevention of NMUPD and stimulants, overdose prevention, naloxone administration and access to SUD treatment services.
- • Track the number of media impressions, students and staff reached, referrals, materials disseminated.
- • Use Oklahoma’s Prescription for Change campaign or other ODMHSAS approved material (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Submit a two-year plan that includes project evaluation, collection of key measures and budget detail worksheet.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Infectious Diseases Training and Education (OUHSC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide information about Human Immunodeficiency Virus (HIV), Hepatitis C, and Mycobacterium Tuberculosis (TB) to substance abuse treatment professionals at ODMHSAS operated and funded facilities. This information is designed to allow the substance abuse treatment professionals to feel confident and ‘up-to-date’ with regard to disseminating this information to consumers in educational groups and individual counseling sessions.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide continuing education training through on-demand web- based seminars for substance abuse treatment professionals at ODMHSAS operated and funded settings designed to address the following:
- • Educate participants about Human Immunodeficiency Virus (HIV), Hepatitis C, and Mycobacterium Tuberculosis (TB) and how they are acquired. This education would include intravenous drug usage and encompass needle-sharing regulations and practices, as well as, safer-sex practices.
- • Give a list of where participants can be tested for Hepatitis C, HIV, and TB, what the tests entail, and the costs of the test.
- • Educate participants how HIV, Hepatitis C, and TB are treated, including infection control procedures.
- • Disseminate a list of resources for provider care for treatment of HIV, Hepatitis C, and TB.
- • Explain how referrals are to be made for consumers identified as having HIV, Hepatitis C, and TB.
- • Discuss costs associated with prevention and treatment.
- • Offer continuing education units (CEUs) to participants who are licensed/certified.
- • Provide digital and/or physical copies of all information from online seminars to participants.
- • Conduct an assessment of the knowledge gained by participants during each seminar through the use of pre- and post-test assessment.
- • Provide services, training, technical assistance, and consultation under the Oklahoma University Health Sciences Center Infectious Disease Institute program.
- • Workshops and presentations will be provided throughout the year for the annual conference and as arranged with Contractor.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work and any other details that the ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor, no later that the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). The report shall include fiscal spending as well as progress toward the responsibilities outlined on the work plan above. Reports will give a summary of work started and/or completed, and a listing of participants with their agencies who participated in online training and workshops/presentations each quarter.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor represents all billings will be based on actual costs incurred. Expenses will be incurred and billed in accordance with the approved budget. All costs billed will be supported by documentation, maintained on file and available for review, including copies of paid invoices, payroll records, time reports, and approved methods for application of indirect costs.
- • Travel will be reimbursed based on actual and reasonable expenses.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Inpatient
INTRODUCTION:
- • This contract is to provide funding for certain and necessary inpatient services that may be required in support of outpatient and other services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall provide for necessary psychiatric inpatient services. Necessary psychiatric inpatient services may be provided directly or by purchasing such from general or specialty hospitals, in accordance with the appropriate standard of care.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor.
- • Documentation including, but not limited to, the following sections shall be presented with each monthly invoice:
- • Patient Account number;
- • Patient Name;
- • Admit Date;
- • Discharge Date;
- • # of days; and
- • Amount of cost per Client.
COMPENSATION:
- • Expenditures for inpatient services shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Expenditure documentation, pursuant to a Department-approved budget, shall separately identify:
- • Actual and direct costs incurred by Contractor in the purchase of necessary inpatient services.
- • Actual and direct costs incurred by Contractor in the direct operation of an inpatient unit, proportionate to the number of patient days to eligible clients served in such unit pursuant to this contract.
- • An additional amount not to exceed three percent to compensate Contractor for the necessary administration of such services.
- • Any funding not needed for such purposes, due to efforts of Contractor to emphasize the delivery of outpatient services and minimize the use of inpatient services, may be made available upon request to reimburse Contractor for any eligible but uncompensated services provided pursuant to Contractor’s direct services contract (fixed rate contract).
Inpatient (CREOKS)
INTRODUCTION:
- • This contract is to provide funding for certain and necessary inpatient services that may be required in support of outpatient and other services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall provide for necessary psychiatric inpatient services. Necessary psychiatric inpatient services may be provided directly or by purchasing such from general or specialty hospitals, in accordance with the appropriate standard of care.
- • Psychiatric inpatient services for consumers from Service Area 21 (Adair, Cherokee, Sequoyah, and Wagoner Counties) – Contractor may use up to, and including, 851 psychiatric inpatient bed days within the ODMHSAS state operated system at no cost to Contractor.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor.
- • Documentation including, but not limited to, the following sections shall be presented with each monthly invoice:
- • Patient Account number;
- • Patient Name;
- • Admit Date;
- • Discharge Date;
- • # of days; and
- • Amount of cost per Client.
COMPENSATION:
- • Expenditures for inpatient services shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Expenditure documentation, pursuant to a Department-approved budget, shall separately identify:
- • Actual and direct costs incurred by Contractor in the purchase of necessary inpatient services.
- • Actual and direct costs incurred by Contractor in the direct operation of an inpatient unit, proportionate to the number of patient days to eligible clients served in such unit pursuant to this contract.
- • An additional amount not to exceed three percent to compensate Contractor for the necessary administration of such services.
- • Any funding not needed for such purposes, due to efforts of Contractor to emphasize the delivery of outpatient services and minimize the use of inpatient services, may be made available upon request to reimburse Contractor for any eligible but uncompensated services provided pursuant to Contractor’s direct services contract (fixed rate contract).
Integrated Care Services (CREOKS)
- Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP - Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC - Community Mental Health Center
- • BHH - Behavioral Health Home
- • HER - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant.
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source;
- • transportation if required to ensure services are delivered;
- • language line for translation; and
- • SBIRT and Chronic Disease Management.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Contractor shall submit an invoice to the Department, subject to approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Integrated Care Services – O-PIP (F & C)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • Psychiatric Consultant .02 FTE;
- • Nurse Care Manager .20 FTE; and
- • Care Manager 1 FTE
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source; and
- • transportation if required to ensure services are delivered.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Contractor shall submit an invoice to the Department, subject to approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Integrated Care Services – O-PIP (Green County)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • .5 FTE Nurse Care Manager;
- • 1.0 FTE Care Coordinator;
- • 1.0 FTE Peer Recovery Support Specialist; and
- • .25 FTE Project Director
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source; and
- • transportation if required to ensure services are delivered.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Contractor shall submit an invoice to the Department, subject to approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Integrated Care Services – O-PIP (NorthCare)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co-located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • One (1) FTE Advanced Practice Nurse at FQHC; and
- • One (1) FTE Care Navigator.
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • Medications as needed (if no other pay source);
- • Transportation if required to ensure services are delivered; and
- • Medical supplies, as needed for requirements of the grant.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Contractor shall submit an invoice to the Department, subject to approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Laboratory-Assisted Outpatient Treatment II (Coordinated Care Health Solutions)
INTRODUCTION:
- • Contractor will provide toxicology and hematology testing and reporting for the Assisted Outpatient Treatment program.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services also referred to as the Department and/or ODMHSAS.
- • Contractor – Coordinated Care Health Solutions, LLC
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to implement Assisted Outpatient Treatment.
- • Provide Toxicology and hematology services to determine medication compliance for clients.
- • Contractor shall be member of team of local stakeholders to create a Community Outreach Team (COT) that will work to create policies and procedures.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department, including monthly team calls.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will provide such detail as the Department may require.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
mABC Implementation – STARS – RPG (OUHSC)
- Implementation of Modified Attachment Biobehavioral Catch-Up (mABC) Model Substance Abuse Treatment and Access to Recovery Services (STARS) Program Regional Partnership Grant Round 6
INTRODUCTION:
- • The contractor for the implementation of the modified Attachment Biobehavioral Catch-Up (mABC) intervention, agrees to recruit participants and implement the ABC intervention.
DEFINITIONS:
- • MABC – Modified Attachment Biobehavioral Catch-Up
- • RPG - Regional Partnership Grant
- • ABCC – A Better Chance to Change Clinic
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Contractor shall recruit and hire clinicians to attend a 2-day mABC training on the manual and techniques of the intervention at a site designated by ODMHSAS in Oklahoma City, Oklahoma. The contractor shall maintain the clinicians and staff necessary for the continuous implementation of the mABC intervention.
- • Contractor shall ensure clinicians participate in weekly clinical supervision during duration of contract to advance clinicians’ knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill, case experience monitoring; and shall be conducted via video conferencing, telephone, or email.
- • Contractor shall have primary oversight of mABC implementation.
- • Contractor shall participate in all required local and national-cross site data collection efforts coordinated by ODMHSAS, University of Delaware, and the national cross-site evaluation team to measure the effectiveness of the mABC intervention.
- • Contractor shall participate in the RPG Steering Committee Meetings via conference call or onsite, and participate in annual ODMHSAS site visit.
- • Contractor shall submit a monthly narrative summary report of all RPG activities.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a monthly report of activities carried out pursuant to the Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
MedicationFlex
- State Opioid Response & State Opioid Stimulant - Opioid Medications Flexible, Training and Technology Funds, Hep C screens/tests
INTRODUCTION:
- • This contract is to provide funding for certain authorized expenditures pursuant to ODMHSAS approval, to include the following: Medication Assisted Treatment (MAT) FDA-approved medications (naloxone, buprenorphine, and methadone), lab work, flexible funding, training funds, and technology cost associated with teletherapy and technology to directly support services for individuals served by this contract and Hep C screens and tests.
WORK REQUIREMENTS:
- • Medications:
- • Contractor shall allocate the funding necessary for the purchase of FDA approved opioid treatment medications and related necessary laboratory costs.
- • Contractor shall provide or subcontract with a waivered prescriber, perform the appropriate testing and protocol, provide the medication agreed upon between the waiver prescriber and the individual being served.
- • Contractor shall not restrict the dispensing and/or prescribing of FDA approved opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall have a subcontract or Memorandum of Agreement with an Opioid Treatment Provider that provides Methadone, if not a Certified Methadone clinic or if an OTP that does not provide Buprenorphine or Naltrexone shall have a subcontract with an ODMHSAS contracted MAT provider.
- • Contract shall submit the Memorandum of Agreement or subcontract by the third month from the receipt of this contract.
- • Drug Testing/Labs:
- • Drug testing through urinalysis should be a part of the treatment program to inform treatment decisions between the individual being served, prescriber and treatment provider.
- • Agencies are encouraged to use point of contact urinalysis testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks.
- • Flex Funding:
- • Contractor shall allocate funding necessary to meet the needs of individuals that may prevent them from obtaining treatment services. Flexible funds are to be used to support community integration of persons (adults or children) receiving case management and/or other recovery-oriented services including but not limited to: housing, emergent one-time needs that prevent the person from receiving treatment with a plan to address those needs for the future, and other needs that may be approved by the Grant Manager at the ODMHSAS.
- • Training:
- • Training funds may be utilized to provide travel, hotel, per diem, lost time, and support for trainings that are supported by the State Targeted Response or the State Opioid Response or with prior approval from the Grant Manager at the ODMHSAS and will support individuals receiving recovery-oriented services.
- • Contractor shall have provider(s) on staff that are trained in the following evidence based practices: Individual Placements and Supports, Community Reinforcement Approach, Adolescent- Community Reinforcement Approach, Recovery Management Support Services, Matrix Model, Cognitive Behavioral Therapy, Contingency Management, Motivational Interviewing, Cognitive Processing Therapy, Seeking Safety, and any other treatment modality that the ODMHSAS requires.
- • Telehealth/IT Related Costs:
- • Contractor may utilize funds on mobile devices, mobile applications that are HIPAA and 42CFR compliant, IT services, and data plans.
- • Hep C Screens and Tests:
- • Contractor Shall utilize funding to purchase Hep C screens and confirmation tests for individuals with OUD.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six month GPRA reassessments post admission.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices by the program director prior to payment.
- • Department will monitor expenditures for medication and lab costs for each unduplicated individual and will not receive payment if not submitted in an electronic excel format to the program director.
- • Department will review files to validate training in evidence based practices and any other requested training to attend by the ODMHSAS.
- • Contractor shall submit monthly billing documentation as determined by ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Medications:
- • Funding for medications, that cannot be obtained by any other indigent or reduced drug program, and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative of throughout the contracted period of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The agency shall purchase and the waivered prescriber shall only prescribe FDA approved Medications Methadone, Buprenorphine (any form), and Naltrexone to individuals receiving some form of treatment from an ODMHSAS provider.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 10% of the direct costs identified in 4.1 shall be permitted.
- • Drug testing/Labs:
- • Agencies are able to purchase multiple panel tests and are encouraged to use point of contact urinalysis testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks. Agencies may use Laboratory with laboratory costs being limited to the maximum allowable cost in line with the Medicaid plus ODMHSAS UA rate which equals $78.00. These tests should be specifically related to the use of medications provided pursuant to this addendum.
- • HEP C Screening/Tests:
- • Direct expenses for HEP C screen and confirmation test for individuals at risk, due to their OUD, who do not have the means to pay for such screens and tests.
- • Training Related Costs:
- • Training costs will be reimbursed based on cost reimbursement of approved trainings listed in 2.4. All other trainings must be approved by the Program Manager.
- • Telehealth/IT Related Costs
- • Contract may invoice for costs related to telehealth such as mobile devices, mobile telehealth apps that are HIPAA compliant, and IT costs.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Medications
- Community Mental Health Centers Medications
INTRODUCTION:
- • This contract is to provide funding for necessary medications in support of direct services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of clinically appropriate psychiatric medications and related laboratory costs.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate clients.
- • Contractor shall not restrict prescription of psychiatric medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any client in need of such.
- • Contractor may utilize Department funding for non-psychiatric medications required by clients otherwise eligible for services pursuant to Contractor’s direct services contract with Department but who have third party coverage, if doing so in management with other resources available, will reduce the overall cost of medications to Department.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication generally accepted as appropriate treatment for psychiatric disorders if prescribed by a CMHC physician for an ODMHSAS eligible client or for Medicaid clients under the conditions described in 4.1.4 below.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • Purchase of non-psychiatric prescription medications required by clients otherwise eligible for services, but who have third party coverage, if doing so, in management with other resources available, will reduce the overall cost of medications to the Department.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in 4.1.1 through 4.1.3 above shall be permitted.
- • A medication-processing fee of 17.5% of the total amount billed for newer generation medications to the ODMHSAS on a monthly basis, but not to exceed $7,500 per month.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
Mental Health Supports in Schools
INTRODUCTION:
- • Under the direction of the ODMHSAS Director of Children, Youth and Family Services, Community Mental Health Centers (CMHC), hereafter referred to as CMHC, will furnish the necessary resources to provide treatment, crisis, and support services to young people in grades K12, including rapid assessment, treatment, crisis intervention, and necessary support services to students on-site at selected schools.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor in conjunction with systems partners, will be accountable for concrete outcomes that reflect the commitment to maintaining ties among children, families, and communities while delivering effective clinical care and support services for children with emotional and behavioral challenges. Desired outcomes include:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Improved crisis management and stability in living environments.
- • Improved educational performance and overall social functioning for children.
- • Reduction in delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by families and children.
WORK REQUIREMENTS:
- • Develop and implement a Multi-Disciplinary Team (MDT) at each partner school, which will provide the foundation and leadership for the project implementation at that school. MDTs are comprised of pilot school staff and CMHC provider staff, including the CMHC Project Director, the LEA Coordinator, school principal, assistant principal, school counselor, therapist, school-based social worker and special education teacher(s). Each school’s MDT will develop individualized systems at their school to support school-wide implementation and provide guidance in the development and review of school-wide policies, procedures, culture, and supports.
- • Develop and implement a comprehensive plan of evidence-based developmentally appropriate school-and community-based mental health services, including crisis counseling. Given current pandemic situations, services may be delivered virtually of on-site services cannot be provided.
- • Implement processes to respond immediately on-site (or virtually) if a school-aged youth exhibits behavioral signs warranting the need for clinical attention.
- • Provide direct treatment services in schools via mental health professionals, behavioral health aides, peers, and other related health professionals.
- • Provide coordinated referrals, services, and follow-ups for school-aged youth and their families for community-based mental health practices and services.
- • Develop and implement a workforce development training plan to increase the mental health awareness and literacy of school staff, administrators, parents, and others who interact with school-aged youth to recognize the signs and symptoms of mental illness and link them to appropriate services.
- • Establish relationships with local businesses, families, and community groups to broaden and link all community resources available to school-aged youth and their families impacted by a disaster.
- • Participate fully and completely in the project evaluation at both the national and state levels. Expected outcomes include positive behavior changes, enhanced engagement in class, and improvements in problems and functioning.
- • Data Requirements include service provision, staffing, assessment, etc. as detailed in the Youth Information System—the ODMHSAS state level evaluation system for children’s behavioral health.
Mental Health Supports in Schools - Oklahoma Resiliency and Recovery (OK R&R) Program
INTRODUCTION:
- • Under the direction of the ODMHSAS Director of Children, Youth and Family Services, Community Mental Health Centers (CMHCs), hereafter referred to as CMHCs, will furnish the necessary resources to provide mental health and substance use disorder treatment, crisis services, and other related services to school-aged youth (K12) from within disaster declared areas affected by the Spring 2019 severe storms and floods.
- • Over the twelve-month project period deployment, the focus is on of evidence-based services and equipping selected LEA districts with a multi-tiered plan and a sustainable infrastructure for a continuum of treatment, intervention, and preventive services to mitigate the development of future behavioral health problems associated with the disaster.
- • Provisions to including rapid assessment, treatment, crisis intervention, and necessary support services to students on-site at selected schools.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor in conjunction with systems partners, will be accountable for concrete outcomes that reflect the commitment to maintaining ties among children, families, and communities while delivering effective clinical care and support services for children with emotional and behavioral challenges. Desired outcomes include:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Improved crisis management and stability in living environments.
- • Improved educational performance and overall social functioning for children.
- • Reduction in delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by families and children.
- • Improved awareness of mental health issues by parents, school staff, school professionals and community members attending outreach and educational activities.
WORK REQUIREMENTS:
- • Active collaboration and partnership with CMHCs to provide school-based behavioral health and substance use services., including office space for those services.
- • ‘Active collaboration and partnership’ to include establishing a consistent schedule of meetings for ongoing planning efforts and the Multi-Disciplinary Team (MDT) that includes, at minimum representation from the LEA and partnering CMHC until the MDT is established.
- • Required MDT composition requirements:
- • LEA Principal/Site Administrator (at least one representative)
- • LEA School Based Mental Health Representative; Such as: School Based Therapist, Counselor, or Social Worker
- • CMHC OK R&R Project Director, or Agency Supervisor (designated as the lead from the BISS Host Agency)
- • Embedded Behavioral Health Staff
- • Designated staff lead of coordination of vulnerable student populations (such as homeless, foster care, adjudicated youth, i.e.)
- • Indian Education Coordinator
- **It is acceptable if a MDT member operates in dual capacities. Such as the School Based clinician also being the lead designated staff over coordination of vulnerable student populations.
- • Additional suggested MDT members. BISS Sites may choose to add additional school or community partners to be part of this leadership group, but not limited to:
- • Special Education Director, Coordinator
- • School Based Social Worker
- • School Resource Officer(s) (SRO)
- • Family Liaison
- • Other Mental Health Provider Agency reps (with clients at the school)
- • Teacher Representatives
- • School Staff Representatives
- • Family/Youth Representatives
- • Community/County Coalition Representatives/Stakeholders
- • Other key school administration as identified by Site Administrators
- **Schools that have BISS partnerships instituted by their home district may have specific District Representatives that participate in ongoing MDT meetings.
- • Designation of LEA School Mental Health Partnership Coordinator to serve as point-of-contact, convene a planning team, oversee the development of a comprehensive plan, and monitor and report project outcomes.
- • Responsibility of the Coordinator to include:
- • Development of a Multi-Disciplinary Team to guide referral and treatment planning and practices with the CMHC and address individual studentbehavioral health needs and a planning committee to develop a comprehensive, multi-tiered plan for implementation.
- • Development of multi-tiered plan and sustainable infrastructure for a continuum of treatment, intervention, and preventive services.
- • 100% Teacher completion of survey (Identifying Teachers' Perceptions of Behavioral Health Issues in the Classroom and Strategies to Deal with Them).
- • Participation in school staff professional development on prevention, behavioral health, substance use and trauma informed approaches.
- • Participation in student, family, school, and community outreach activities, including hosting events.
- • Selection and implementation of best-fit, developmentally appropriate and evidence-informed prevention and treatment interventions.
- • Data collection and data sharing at both the participating individual student level and the schoolwide level, including training received, LEA staff perception surveys and key informant interviews, absences, tardies, detentions, suspensions, and office referrals for discipline.
- • Data-informed decision-making around student services and supports.
modifier Attachment Biobehavioral Catch – Up (mABC) Training, Consultation & Fidelity Monitoring for STARS Program
INTRODUCTION:
- • The contractor for the modified Attachment Biobehavioral Catch-Up (mABC) Training, agrees to provide the mABC Training, fidelity assurance, and consultation for implementation by the State of Oklahoma.
- • Effective date of this contract is July 1, 2020 and the end date is June 30, 2021.
DEFINITIONS:
- • ODMHSAS - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as “Department.”
- • Contractor - University of Delaware (UD)
WORK REQUIREMENTS:
- • Contractor shall coordinate and conduct a 2-day mABC Training on the manual and techniques of the intervention at a site designated by UD in Newark, DE or at a site designated by ODMHSAS in Oklahoma City, Oklahoma.
- • Contractor shall provide weekly clinical supervision for up to 6 professionals during duration of contract to advance professional knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill, case experience monitoring, and project progress and development; and shall be conducted via video conferencing, telephone, or email.
- • Contractor shall provide technical assistance regarding the development of the ABC intervention and consultation regarding fidelity of implementation and evaluation via video conference, telephone or email.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide semi-annual project update reports to the Department by:
| Report Due Date |
| April 15, 2021 |
COMPENSATION:
- • Total compensation pursuant to this addendum shall not exceed $26,093.
- • Invoicing: Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable/Unallowable Expenses: Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Budget Revisions: A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
MTSS Training, Evaluation, Technical Assistance for OK R&R LEAs
NAS Training (OUHSC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide training for healthcare providers at birthing hospitals on opioid use disorder (OUD) in pregnancy and neonatal abstinence syndrome (NAS).
DEFINITIONS:
- • VON – Vermont Oxford Network
- • LMS – Learning Management System
- • NAS – Neonatal Abstinence Syndrome
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Communication with VON to create hospital access to the NAS Universal Training Program via the online VON LMS.
- • Technical assistance to hospitals in obtaining access to the VON LMS.
- • Monitoring usage of the VON LMS, determining hospitals that have met completion targets.
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a quarterly written report for the training and consultation activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to designate ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
OFFP – Enhanced Services in Outpatient Treatment
INTRODUCTION:
- • Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will work to expand comprehensive treatment, prevention and recovery support services for women, their children, and other involved family members through the Oklahoma Families First Project (OFFP) for enhanced services in outpatient treatment. ODMHSAS OFFP staff will work with the Contractor and local partners to achieve the following goals: (1) develop and expand outpatient services designed to provide a continuum of care and meet the needs of pregnant and postpartum women with substance issues, their infant and other children, and families; (2) implement family focused treatment approach to support family strengthening, reunification, and a reduction in the impact of substance use on infants and children (3) utilize a family-centered recovery support approach with effective case management (4) develop a state level continuum of care that includes a process of early identification, referral, individualized assessment, and care coordination across systems.
DEFINITIONS:
- • ASAM – American Society of Addiction Medicine
- • SAMHSA - Substance Abuse and Mental Health Services Administration
- • SUD/OUD - Substance Use Disorder/Opioid Use Disorder
- • GPRA – the Government Performance and Results Act
- • OFFP - Oklahoma Families First Project
- • SPARS - SAMHSA’s Performance Accountability and Reporting System
- • MAT - Medication-Assisted Treatment
- • FCP - Family Care Plan
- • EBP – Evidence Based Program
- • GAIN-SS - Global Assessment of Individual Needs-Short Screener
WORK REQUIREMENTS:
- • Contractor shall:
- • 3.1.1 Maintain grant required staffing to coordinate treatment enhancements as follows:
- • 1.0 FTE Women’s and Children’s Services Coordinator to coordinate daily activities of the OFFP, collaborate with team members, oversee the delivery of the EBP enhancements and program components specific to women and their children, and collaborate with local-level referral sources.
- • Ensure that grant designated staff complete the trainings within grant required timeframes (any additional training will be determined between the ODMHSAS and Contractor):
- • SPARS and GPRA training
- • Community Reinforcement Approach (CRA)
- • Celebrating Families Program (CFP)
- • Circle of Security (COS)
- • Seeking Safety (SS)
- • Contractors shall maintain records of training sign-in sheets and staff certificates of training completion.
- • Ensure that the following screening and assessments instruments are administered:
- • The Edinburgh Postnatal Depression Scale (EPDS) for mothers at six weeks post-partum and as clinically indicated;
- • The ASAM Patient Placement Criteria
- • GAINS-SS
- • Ensure the following treatment outcomes:
- • A minimum of 120 women and their children are served in the first year and increase by 15% each subsequent year of the grant period;
- • A Celebrating Families Program (CFP) is conducted for 20 families in year 1 and increased by 10% each year; to increase parenting skills and family inclusion.
- • Circle of Security groups are provided for pregnant and postpartum women to strengthen and support the parent-child relationship.
- • Incorporate MAT into services offered to pregnant/postpartum women with a primary diagnosis of SUD/OUD.
- • Community Reinforcement Approach (CRA) is utilized in treatment services to maintain recovery and strengthen bond to sustain the family.
- • Decrease rates of depression and anxiety in women during pregnancy and postpartum.
- • Utilize Seeking Safety to reduce the impact of trauma and maintain recovery.
- • Increase the coordination and integration of services and systems of care for mothers and families served by:
- • Increasing the number of partnerships with traditional and non-traditional referral sources;
- • Increasing the number of fathers and/or other family supports participating in family services by 10% in year 1 and by 25% by the end of grant period
- • Establishing and increasing partnerships with local organizations to address community and population specific barriers; and
- • Increasing the number of pregnant women with a family care plan (FCP) by number determined by ODMHSAS annually.
- • Establish partnerships with at least 1 prenatal/postpartum primary care providers in year 1 and additional 5 providers in year 2-3.
- • WCSC train and educate the primary care providers on GAIN-SS implementation and develop a local referral process via CHESS application.
- • Initiate one policy change each year that promotes enhanced retention rates
- • Ensure pregnant women receive a FCP by:
- • Completing a FCP on all eligible women. Increasing the number of pregnant women with a FCP by 20% in year 1 and by 15% each subsequent year.
- • Establishing a FCP that will meet the medical, substance use treatment, recover, and social support services needs of the pregnant and postpartum woman, her infant, other children, and family.
- • Increasing care coordination with primary care providers and create linkage with referral sources.
- • Improve connection and availability of supportive services.
- • Update the FCP with women and family as needs evolve.
- • Successfully collect and report GPRA measurements in increments of intake, discharge, and 6 month follow up.
- • Establish a GPRA plan that details steps taken from intake to 6 month follow up and send to project director.
- • Utilize GPRA tracking log and locator form and place in client’s file.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six month GPRA reassessments post admission.
- • Participate in all meetings, calls, trainings, and webinars as required by ODMHSAS and SAMHSA.
- • Accomplish all goals, objectives and milestones set forth in the federally awarded grant application supplied by the ODMHSAS.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall establish a calendar that documents all training, coaching events, technical assistance, and any formalized outreach and engagement procedures to be sent to ODMHSAS staff.
- • Contractor will develop and maintain a spreadsheet for multi-family group EBPs. Data will include participants and familial relationships and be sent to ODMHSAS staff via secure email.
- • Contractor shall maintain minutes of interagency meetings, memorandum of agreements with partners, and a log of policy and statutory changes to be submitted to ODMHSAS staff.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to this Statement of Work. This report should be submitted electronically utilizing online report by the 15th of the month. The information to be included, and the format of the report, shall be determined by the ODMHSAS.
- • Contractor shall add program income to funds committed to the project to further eligible project objectives. Contractor under the same award must use the deductive alternative and reduce their subaward by the amount of program income earned.
COMPENSATION:
- • Contractor shall be reimbursed for services, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Any one-time expenditure over $500 must be pre-approved by the ODMHSAS prior to the expenditure.
- • Contractor may move up to 10% of the budget without prior approval from the ODMHSAS.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one-twelfth (1/12) of the contracted amount.
Ohio Risk Assessment System – Community Supervision Tool (ORAS-CST)
INTRODUCTION:
- • The Contractor shall provide the services as indicated and in the manner set forth and incorporated herein. University of Cincinnati will provide one training session (lasting five days) to 6 ODMHSAS-identified practitioners to become certified to train other contracted practitioners on the Ohio Risk Assessment System - Community Supervision Tool (ORAS-CST).
- • Days one through three of the training shall focus on classroom learning activities of the 6 practitioners. The Contractor shall provide material necessary for these training days.
- • Days four through five of the training shall focus on contractor assisting practitioners in conducting ORAS-CST end user training with up to 45 additional ODMHSAS-identified practitioners. The Contractor shall not provide material necessary for these training days.
PERFORMANCE MONITORING:
- • Contractor agrees to possess and demonstrate compliance with all licenses, certifications, and permits that are required to lawfully perform the duties under this contract, including but not limited to Department Certification. Loss of required certification, permit, or license by the Contractor shall automatically terminate this contract. All persons providing treatment or related treatment services that are lawfully required to perform those services under this contract shall be documented as licensed, certified, and otherwise trained as outlined in this contract, or under supervision prior to performing treatment services. Persons providing treatment services shall have training in cultural-specific, age specific and gender-specific issues and shall be, at least, twenty-one (21) years old; and non-treatment professionals shall be, at least, eighteen (18) years old.
- • The Contractor shall not engage in any subcontract to provide the services herein without prior written approval of the Department. If approved, the Contractor shall be liable for any act of the subcontractor, including any act that constitutes a breach of this contract. An approved subcontractor shall be subject to the terms of this contract or grantor agency; and, if the source of funding is federal, subcontractor is also subject to sub-recipient terms and conditions of that funding. The Contractor or subcontractor shall not obligate the Department to pay any sums to the Contractor, subcontractor or any other person or entity without the prior written approval of the Department. Any subcontracts shall be terminated if a conflict of interest arises between the subcontractor and the Department
- • Neither this Contract, nor any part thereof, may be assigned without the prior written approval of the Department. If approved, the assignment is subject to the terms of this contract or grantor agency; and, if the source of funding is federal, subcontractor is also subject to sub-recipient terms and conditions of that funding.
- • In the performance of all services rendered under this contract, the Contractor shall act solely as an independent contractor and nothing herein shall at any time be construed so as to create the relationship of employer and employee, partnership, principal and agent, or joint venture as between the parties.
- • The Contractor certifies that it and all proposed subcontractors, whether known or unknown at the time this contract is executed or awarded, are in compliance with 25 O.S. §1313 and participate in the Status Verification System. The Status Verification System is defined in 25 O.S. §1312 and includes but is not limited to the free Employee Verification Program (E-Verify) available at www.dhs.gov/E-Verify.
- • Contractor, Contractor’s employees, subcontractor, and subcontractor’s employees shall not engage in trafficking in persons, procure commercial sex acts, or use forced labor in the performance of this contract.
- • This Contract is made subject to all relevant State and Federal laws and regulations. In the event laws, regulations or other requirements are passed, amended, or judicially interpreted so as to require amendment of this contract in order to assure continuing compliance, the parties agree to so amend this contract. All amendments to this contract shall be accomplished by the mutual negotiation of such amendments. All amendments shall be written and signed by both parties.
- • In the event Contractor fails to comply with the terms and conditions of this contract, the Department may, upon written notice of such non-compliance to Contractor, cancel the contract effective upon receipt of notice. Such cancellation shall be in addition to any other rights and remedies provided for by law. This contract may be terminated without cause by either party upon thirty (30) days written notice to the other party, or in accordance with the provisions set forth herein.
COMPENSATION:
- • In consideration of the faithful performance by the Contractor of the services identified in the Statement of Work and in conformity with the administrative procedures set forth herein, the Department agrees to compensate Contractor an amount not to exceed Twelve Thousand Dollars and no cents ($12,000.00), unless amended in writing and approved by Contractor and Department.
- • The Department shall only pay upon receipt of an invoice for services, which shall be submitted to the Department not more than sixty (60) days from the day services were last rendered during the invoice month. Invoices are based on the Contractor’s appropriate documentation as required by Department. The Department agrees to make payment to Contractors within forty-five days of receipt of a proper invoice in accordance with Title 62, § 34.71.
- • The Contractor shall use no federal funds to pay an employee a salary at a rate in excess of Executive Level II of the Federal Executive Pay Scale.
- • This contract is made subject to the availability of State and/or Federal funds and if such funds become unavailable, or if the total amount of funds allocated hereunder should become depleted or reduced during the term of this contract, then this Contract may be immediately reduced or terminated by the Department.
OK GBG Training, Evaluation, Technical Assistance
- Oklahoma State University, Center for Family Resilience
Specialty Prevention Services - Oklahoma GBG
INTRODUCTION:
- • The OSU Center for Family Resilience develops and coordinates a support system for implementation and evaluation of the Good Behavior Game (GBG) among participating Oklahoma schools. The vision for the support system is to scale sustainable GBG in schools across the state. The support system will build local GBG capacity by training school personnel as a master training venue, providing mixed-method consultation for successful GBG implementation, and operating a GBG evaluation platform to collect, analyze and report program outcomes.
WORK REQUIREMENTS:
- • Contractor shall establish OSU CFR as GBG trainers. Training should be selected based on the goal to build the capacity of OSU CFR to train and consult school personnel in GBG (i.e. Locally Accredited Pax Partner). OSU CFR shall ensure that individuals trained in GBG under this contract agree to perform GBG services on behalf of the ODMHSAS during the project period and up to two years after training is completed.
- • Contractor shall develop and submit to ODMHSAS a detailed project work plan for the project year to include measureable objectives, timelines for completion, and project staffing for the GBG support system no later than September 30, 2020. The project work plan shall include recruitment and delivery of training, support and evaluation services; Contractor shall specify the number of classroom teachers to be trained and the number of classroom teachers to be trained and supported for ODMHSAS approval. The work plan shall include a plan to secure written agreements with the partner schools and/or individual trainees (i.e. teachers). The work plan shall include a commitment to cultural and linguistically appropriate support services as well as an attention to sustainability (i.e. school policies). Contractor shall implement services described in the project work plan as approved by the ODMHSAS.
- • Contractor shall develop and submit to the ODMHSAS a detailed project evaluation work plan for the initial project year and three subsequent years. The evaluation work plan may be integrated with the project work plan. The evaluation work plan shall include process and outcome measures for students, staff, and other school- and community-level indicators. Evaluation measures shall minimally relate to reductions/change in risk factors for substance abuse and mental/emotional health problems. Contractor shall identify opportunities and make recommendations to the ODMHSAS to evaluate long-term program outcomes.
- • Contractor shall establish and lead a GBG advisory committee to include the ODMHSAS, Oklahoma State Department of Education, select partner schools, and project staff for the purpose of project guidance, coordination, and planning for replication and sustainability. Contractor shall participate in other mandatory ODMHSAS trainings or meetings.
- • Contractor shall promote GBG in appropriate venues for the purpose of school recruitment, reporting of program accomplishments, and other needs defined by the ODMHSAS.
- • The ODMHSAS may require project staff to obtain certification as a Prevention Specialist (CPS or APS) and/or complete Substance Abuse Prevention Skills Training (SAPST) and other relevant trainings.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under this scope of work. It is not anticipated that minor children will be transported under this project. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under this scope of work. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the Department.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall at all times carry and maintain Commercial General Liability insurance of no less than one million dollars $1,000,000 for any claim or claims that may arise from a single incident. For professional services contractors, they must also provide Professional Liability insurance to adequately compensate persons for an act of professional negligence by Contractor, its agents, employees or the like. Said policies must provide that the carrier may not cancel or transfer the policy without giving the Department thirty (30) days written notice prior to the cancellation or transfer. Contractor shall timely renew the policies to be carried pursuant to this section throughout the term of the contract and provide the Department with evidence of such insurance and renewals upon request.
- • Contractor shall provide a certificate of insurance showing proof of compliance with the Oklahoma Workers’ Compensation Act.
PERFORMANCE MONITORING:
- • Contractor shall report quarterly on contract activities and submit to the Department no later than October 15, 2020, January 15, 2021, April 15, 2021, and July 31, 2021.The July 31, 2021 report shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcom¬es measures for the project; and (3) identify key project challenges and methods to address challenges.
COMPENSATION:
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Itemized Reimbursable Services: Each Service or Deliverable in Column A of the below table shall not exceed the amount listed in the corresponding row under Column B. Rate per the unit type listed in Column D. Unit. The maximum amount of times that each service can be reimbursed during the contract period can be found in Column C. The total reimbursement for each type of service shall not exceed the percentage of the total contracted amount listed in Column E. Payments shall be made upon satisfactory documentation of service as approved by the ODMHSAS.
|
A.
Service/Deliverable
|
B.
Rate
|
C.
Max
|
D.
Unit
|
E.
Percentage of Total
|
|
PAX
GBG Training: 1-day, educator training (40 attendees); PAX
kits; staff coverage.
|
$18,872.00
|
8
|
per training
|
24.98%
|
|
PAX
Partner Training: 2-day, specialized
training (15 attendees); staff coverage.
|
$18,744.00
|
1
|
per training
|
2.10%
|
|
PAX
Tools TOT Training:1-day, community educator training; staff
coverage.
|
$16,872.00
|
1
|
per training
|
2.79%
|
|
PAX
Tools Training:3-hr, community/parent/teacher/youth
worker training; PAX Tools kits; staff coverage.
|
$1,562.00
|
10
|
per training
|
2.59%
|
|
Internal
Partner Stipends:Payment for internal/embedded PAX Partners
at participating sites.
|
$1,500.00
|
15
|
per partner
|
2.72%
|
|
Internal
Partner Support: CFR staff support/supervision of Internal
PAX Partners for implementation and sustainability of PAX GBG.
|
$3,159.00
|
15
|
per partner
|
7.84%
|
|
Consulting
(Onboarding):Coordination and facilitation of meetings
with prospective/new PAX GBG sites to include
school/district/community stakeholders to plan for training, implementation,
evaluation, and sustainability of PAX GBG. Development and execution of MOUs
with new partner districts/schools.
|
$2,398.00
|
6
|
per new district/school partnership
|
1.59%
|
|
Consulting
(Renewals):Coordination and facilitation of meetings
with current PAX GBG sites to include school/district/community
stakeholders to plan for implementation, evaluation, and sustainability of
PAX GBG through the Internal PAX Partner Model. Development and execution of
renewal MOUs with participating districts/schools and their Internal PAX
Partner.
|
$468.00
|
12
|
per renewed district/school partnership
|
0.93%
|
|
Evaluation:
Data collection, data management and data analyses
|
$936.00
|
100
|
per classroom
|
14.48%
|
|
Evaluation:
Site level report
|
$936.00
|
10
|
per report
|
1.55%
|
|
Evaluation:
Semi-annual report
|
$2,340.00
|
1
|
per report
|
0.39%
|
|
Evaluation:Final annual report
|
$4,680.00
|
1
|
per report
|
0.77%
|
- • Itemized Reimbursable Items: Each Reimbursable Item in Column A of the below table shall not exceed the amount listed in the corresponding row under Column B. Rate per the unit type listed in Column D. Unit. The maximum amount of times that each service can be reimbursed during the contract period can be found in Column C. The total reimbursement for each type of service shall not exceed the percentage of the total contracted amount listed in Column E. Payments shall be made upon satisfactory documentation in a method approved by the ODMHSAS. Training and travel must be approved prior to attendance.
|
A.
Service/Deliverable
|
|
C.
Max
|
D.
Unit
|
E.
Percentage of Total
|
|
Staff
Travel (e.g. PAXIS' Ohio-based trainings)
|
$2,000.00
|
4
|
per trip
|
1.32%
|
|
Staff
Training Registration Fees (e.g. PAXIS' Ohio-based trainings)
|
$2,000.00
|
4
|
per person
|
1.32%
|
- • Monthly Reimbursable Services: Each Monthly Reimbursable Service in Column A of the below table shall not exceed the monthly amount listed in the corresponding row under Column B. Rate per the unit type listed in Column D. Unit. The maximum amount of months that can be reimbursed per contract year are found in Column C. The total reimbursement for each type of service shall not exceed the percentage of the total contracted amount listed in Column E. Payments shall be made upon satisfactory documentation in a method approved by the ODMHSAS.
|
A.
Service/Deliverable
|
B.
Rate
|
C.
Max
|
D.
Unit
|
E.
Percentage of Total
|
|
Capacity
Building/Sustainability: Staff professional development; weekly project meetings;
intervention/evaluation design, short and long-term PAX GBG strategic and
sustainability planning.*monthly
rate
|
$6,552.00
|
12
|
month
|
12.01%
|
|
External
Partner Support: On-site and remote
(virtual) support to sites for the implementation and sustainability of PAX
GBG (e.g. school visits, staff meetings, refresher trainings, newsletters,
virtual open-houses, email support). *monthly
rate
|
$3,744.00
|
9
|
month
|
4.57%
|
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Invoices shall be sent via the electronic invoice system as prescribed by the Department.
OK GBG Training, Evaluation, Technical Assistance - Revised
INTRODUCTION:
- • The OSU Center for Family Resilience develops and coordinates a support system for implementation and evaluation of the Good Behavior Game (GBG) among participating Oklahoma schools. The vision for the support system is to scale sustainable GBG in schools across the state. The support system will build local GBG capacity by training school personnel as a master training venue, providing mixed-method consultation for successful GBG implementation, and operating a GBG evaluation platform to collect, analyze and report program outcomes.
WORK REQUIREMENTS:
- • Contractor shall establish OSU CFR as GBG trainers. Training should be selected based on the goal to build the capacity of OSU CFR to train and consult school personnel in GBG (i.e. Locally Accredited Pax Partner). OSU CFR shall ensure that individuals trained in GBG under this contract agree to perform GBG services on behalf of the ODMHSAS during the project period and up to two years after training is completed.
- • Contractor shall develop and submit to ODMHSAS a detailed project work plan for the project year to include measureable objectives, timelines for completion, and project staffing for the GBG support system no later than September 30, 2020. The project work plan shall include recruitment and delivery of training, support and evaluation services; Contractor shall specify the number of classroom teachers to be trained and the number of classroom teachers to be trained and supported for ODMHSAS approval. The work plan shall include a plan to secure written agreements with the partner schools and/or individual trainees (i.e. teachers). The work plan shall include a commitment to cultural and linguistically appropriate support services as well as an attention to sustainability (i.e. school policies). Contractor shall implement services described in the project work plan as approved by the ODMHSAS.
- • Contractor shall develop and submit to the ODMHSAS a detailed project evaluation work plan for the initial project year and three subsequent years. The evaluation work plan may be integrated with the project work plan. The evaluation work plan shall include process and outcome measures for students, staff, and other school- and community-level indicators. Evaluation measures shall minimally relate to reductions/change in risk factors for substance abuse and mental/emotional health problems. Contractor shall identify opportunities and make recommendations to the ODMHSAS to evaluate long-term program outcomes.
- • Contractor shall establish and lead a GBG advisory committee to include the ODMHSAS, Oklahoma State Department of Education, select partner schools, and project staff for the purpose of project guidance, coordination, and planning for replication and sustainability. Contractor shall participate in other mandatory ODMHSAS trainings or meetings.
- • Contractor shall promote GBG in appropriate venues for the purpose of school recruitment, reporting of program accomplishments, and other needs defined by the ODMHSAS.
- • The ODMHSAS may require project staff to obtain certification as a Prevention Specialist (CPS or APS) and/or complete Substance Abuse Prevention Skills Training (SAPST) and other relevant trainings.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under this scope of work. It is not anticipated that minor children will be transported under this project. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under this scope of work. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the Department.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall at all times carry and maintain Commercial General Liability insurance of no less than one million dollars $1,000,000 for any claim or claims that may arise from a single incident. For professional services contractors, they must also provide Professional Liability insurance to adequately compensate persons for an act of professional negligence by Contractor, its agents, employees or the like. Said policies must provide that the carrier may not cancel or transfer the policy without giving the Department thirty (30) days written notice prior to the cancellation or transfer. Contractor shall timely renew the policies to be carried pursuant to this section throughout the term of the contract and provide the Department with evidence of such insurance and renewals upon request.
- • Contractor shall provide a certificate of insurance showing proof of compliance with the Oklahoma Workers’ Compensation Act.
PERFORMANCE MONITORING:
- • Contractor shall report quarterly on contract activities and submit to the Department no later than October 15, 2020, January 15, 2021, April 15, 2021, and July 31, 2021.The July 31, 2021 report shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcom¬es measures for the project; and (3) identify key project challenges and methods to address challenges.
COMPENSATION:
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Itemized Reimbursable Services: Itemized Reimbursable Services refers to approved services performed by the contractor that are reimbursable upon completion of that service (e.g. – training, consultation, and evaluation services). Itemized Reimbursable Services shall be reimbursed according to amounts for each service in an approved budget in a format prescribed by the ODMHSAS. The itemized budget shall contain a list of approved services, a reimbursable rate for those services, and a maximum number of times that service can be reimbursed during the funding period. Payments shall be made upon satisfactory documentation of service as approved by the ODMHSAS.
- • Itemized Reimbursable Items: Itemized Reimbursable Items refers to items which can be reimbursed to the contractor (e.g. – training and travel) that shall be reimbursed according to amounts contained an approved budget in a format prescribed by the ODMHSAS. The itemized budget shall contain a list of approved items, a reimbursable rate for those items, and a maximum number of times for which that service can be reimbursed during the funding period. Training and travel must be approved prior to attendance. Payments shall be made upon satisfactory documentation of service as approved by the ODMHSAS.
- • Monthly Reimbursable Services: Monthly Reimbursable Services refers to services that can be reimbursed to the contractor on a regular monthly basis at a standard monthly, on-going rate rather than upon completion of the service (e.g. – ongoing capacity building and external partner support). These Monthly Reimbursable Services shall be reimbursed according to amounts contained an approved budget in a format prescribed by the ODMHSAS. The itemized budget shall contain a list of approved services that fall into this category, a monthly rate for each approved service, and a maximum number of months for which that service can be reimbursed during the funding period. Some services may occur all twelve months out of the funding period, whereas others may occur less frequently as stipulated in an approved budget (i.e. - in accordance with the academic school year). Payments shall be made upon satisfactory documentation of service as approved by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Invoices shall be sent via the electronic invoice system as prescribed by the Department.
Oklahoma First Responder Project (OCARTA)
INTRODUCTION:
- • Contractor shall coordinate and implement screening, referral, and follow- up services in Oklahoma City and Tulsa for people who have experienced opioid overdose, bystanders, or people misusing opioids.
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals at risk for opioid overdose or those who attest to direct contact with people at risk for opioid overdose.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement screening, referral, and follow-up services in Oklahoma City and Tulsa as directed by the Department. Contractor is responsible for providing services in accordance with Department issued guidelines.
- • Contractor shall provide screening services using a Department approved screening tool to all overdose survivors and or bystanders referred by the Department within 48 hours.
- • Contractor shall provide education and make appropriate referrals to treatment and or recovery services.
- • Contractor shall follow up with client after first treatment appointment if appropriate.
- • Contractor shall complete and submit reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. Contractor is responsible for providing OEND services in accordance with Department issued guidelines.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the Pilot Program Operator.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the Pilot Program Operator. The ODMHSAS may withhold or delay payment to any Pilot Program Operator failing to provide required programmatic documentation and/or requested financial documentation. If the Pilot Program Operator is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the Pilot Program Operator, the Pilot Program Operator shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Pilot Program Operator shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Pilot Program Operator shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Pilot Program Operator and will not be reimbursed by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Oklahoma Multi-Site Family Treatment Court Model Standards (OKMMS) – Evaluation (UConn)
INTRODUCTION:
- • Contractor shall provide evaluation related to the Oklahoma Multi-Site Family Drug Court Model Standards (OKMSS).
DEFINITIONS:
- • Evaluation - Activities centered on developing and assessing participating deprived dockets (four Family Treatment Courts (FTC) and up to twelve comparison courts) annually using the Model Standards Implementation Scale (MSIS). Clients in counties with participating dockets will be interviewed within 60 days of adjudication to determine Substance Use Disorder (SUD) severity and risk, need, and responsivity factors known to influence child welfare and substance use outcomes. Propensity score matching will generate the most rigorous comparison group to-date. MSIS Scores will be linked with FTC and matched comparison participants to track effect of various FTC practices.
- • Project - Those activities taking place as part of the Oklahoma Multi-Site Family Drug Court Model Standards (OKMSS)
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the OKMSS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) develop an instrument to measure Family Treatment Court (FTC) Model Standards implementation, (2) test the association between Model Standards implementation and FTC outcomes, (3) clarify the FTC target population, and (4) analyze cost effectiveness of Model Standard implementation.
- • Manage the evaluation process for this project and serve as the Principle Investigator (PI), with help from her research assistant (RA). Given the aims of this project, several critical activities must occur before human subjects’ research or any data collection involving research participants is initiated.
- • Pilot-test initial model standards measures. Testing the measure will entail collecting relevant documents from each court (FTC and traditional deprived) and conducting on-site observation and interviews with court and treatment professionals. Site visits will occur as early as is feasible given scheduling limitations imposed by social distancing and stay-at-home measures.
- • Parent participants will be recruited following IRB approval. Participation will occur online or with the assistance of ODMHSAS field data liaison beginning after IRB approval through January 1, 2023.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Make any changes to the above research activities in the event of lower than expected enrollment numbers and/or other unforeseen events.
- • Monitor all data collection activities in REDCap.
- • Expected deliverables are (a) practice-friendly measurement tools for assessing Model Standards fidelity, (b) empirical evidence of Model Standards effectiveness and FTC target population, and (c) robust cost analysis.
- • Administrative data entry activities will take place at ODMHSAS by ODMHSAS personnel, and data will be transferred to the evaluator at the UConn via secure transfer.
- • Contractor shall utilize data from the State of Oklahoma child welfare administrative database to access information on permanency outcomes, and the state criminal activities database will be used to access information on criminal involvement status.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2020.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Oklahoma Prevention Needs Assessment (OPNA) (Bach Harrison)
INTRODUCTION:
- • Contractor will provide services related to completion of data analysis and reporting for the 2019-2020 statewide Oklahoma Prevention Needs Assessment student surveys.
DEFINITIONS:
- • OPNA - Oklahoma Prevention Needs Assessment
- • RPC - Regional Prevention Coordinators
- • ODMHSAS – Oklahoma Department of Mental Health and Substance Abuse Services
WORK REQUIREMENTS:
- • Contractor shall complete analysis of the OPNA data at the state, RPC region, county, school district, and school site levels.
- • Contractor shall develop profile reports at the state, RPC region, county, school district, and school site levels.
- • Contractor shall disseminate accurate electronic district and school site profile reports to public school superintendents/private school lead administrators and state, county, and RPC region reports to the ODMHSAS by July 31, 2020. This date may be adjusted upon approval by the ODMHSAS. In instances where there were two or more districts that participated in at least one grade but only one district participating in one or more other grades in a county, contractor shall exclude data in the county reports for the grades where only one district participated.
- • Contractor shall provide a statewide raw dataset to the ODMHSAS along with a codebook by August 15, 2020. Contractor shall provide raw district- specific datasets and a codebook to districts upon request only after permission is given by the ODMHSAS.
- • Contractor shall develop a comprehensive electronic report and submit it to the ODMHSAS by October 30, 2020.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor
- • Contractor shall provide a written report to the Department describing service activities carried out pursuant to the Statement of Work during the contract period no later than 30 days after the end of the contract period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • A properly completed invoice must be submitted within 30 days of the end of each month in the project period and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved
- • Supplies: Consumable supplies allowable when necessary to conduct the project
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fundraising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Equipment, including items with a unit price of $500.00 or more and a usable shelf life of one year or more.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1st of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by the ODMHSAS.
- • Detail of the services provided shall be in accordance with the terms and conditions of this agreement. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six (6) years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Oklahoma Primary Healthcare Improvement Collaborative (OPHIC) – Adolescent SBIRT Practice Facilitation Project (SBIRT AOK Project)
INTRODUCTION:
- • Contractor shall provide the necessary resources to develop and coordinate primary care quality improvement methods and deploy and supervise academic detailers and practice facilitators who will work with select pediatric primary care/family practice providers. The purpose of the services is to create, disseminate and implement evidence-based guidelines and best practices for Adolescent Screening, Brief Intervention, and Referral to Treatment in Oklahoma (SBIRT AOK) primary care practices.
DEFINITIONS:
- • Adolescent SBIRT - An evidence-based approach consisting of (1) universal, annual screening of all adolescent patients age 12-18 years visiting the primary care setting to identify, reduce, and prevent depression, alcohol and drug use, abuse and dependence; (2) brief intervention(s) to raise patient awareness of risks, elicit internal motivation for change, and help set behavior-change goals; and (3) referral to treatment when indicated to facilitate access to specialized services and coordinated care for patients at highest risk.
WORK REQUIREMENTS:
- • Contractor shall:
- • Develop a project milestone timeline. Define best practices and develop project materials based on evidence-based behavioral health clinical guidelines.
- • Recruit and enroll, in coordination with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), up to 8 practices to participate in the project based on readiness and need.
- • Recruit and train practice facilitators for the SBIRT AOK project. Complete motivational interviewing and SBIRT protocol training prior to implementation, as required by ODMHSAS. This is to include all mandatory training that is offered by the ODMHSAS SBIRT project staff.
- • Deploy academic detailing, practice facilitation, dashboard monitoring, and other supports to implement guidelines and evaluate defined process and outcome measures.
- • Provide ongoing consultation and technical assistance to the practice sites.
- • Monitor patient outcomes, resource coordination, and use of best practices.
- • Submit a plan that includes project evaluation, collection of key measures, FY22 budget detail and program sustainability by May 31, 2021.
- • Advocate for community health initiatives and research assistance.
- • Collaborate with the ODMHSAS staff and other stakeholders on developing local agreements where needed.
- • Collaborate with Oklahoma Department of Mental Health and Substance Abuse Services staff and other stakeholders on developing local agreements where needed.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report monthly on contract activities/progress/barriers and submit to the Department no later than 15 days following the close of each month. Reporting shall include prompt notification of any barriers to meeting the service goal target numbers detailed in the Work Requirements. The final report, due July 31, 2021, shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department monthly. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowabled Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration shall not exceed 6% of the total contract amount.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 26% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org
Oklahoma Primary Healthcare Improvement Collaborative (OPHIC) – SBIRT Practice Facilitation Project (OUHSC)
INTRODUCTION:
- • Contractor shall provide the necessary resources to develop and coordinate primary care quality improvement methods and deploy and supervise academic detailers and practice facilitators who will work with select primary care/family practice providers. The purpose of the services is to create, disseminate and implement evidence-based guidelines and best practices for SBIRT (Screening, Brief Intervention, and Referral to Treatment) in Oklahoma primary care practices.
- • Contractor shall provide the necessary resources to develop and coordinate the CARES Act Mental Health Integration Program to aid primary care practices in meeting the behavioral health needs of their patients during the COVID-19 pandemic, through training and technology with emphasis on problem identification and referral services.
WORK REQUIREMENTS:
- • Contractor shall:
- • Recruit and enroll, in coordination with the ODMHSAS, 30 to 40 practices across the state to participate in the project based on readiness and need/risk. Of those practices enrolled, at least one practice will address services for a specialty population targeting women’s health or another identified health disparity.
- • Provide SBIRT services and GPRA (Government Performance and Results Modernization Act of 2010) documentation for a minimum of 7,400 patients by September 30, 2020 and an additional 2,200 patients by June 30, 2021 to meet required service goal targets.
- • Define best practices and develop project materials based on evidence-based behavioral health clinical guidelines.
- • Deploy academic detailing, practice facilitation, dashboard monitoring, and other supports to implement guidelines and evaluate defined process and outcome measures. Train current PFRs to serve as practice facilitators for the SBIRT project
- • Monitor patient outcomes, resource coordination, and use of best practices.
- • Advocate for community health initiatives and research assistance.
- • Submit a two-year plan that includes project evaluation, collection of key measures and budget.
- • Develop course content that pertains to the prevalence of depression, alcohol misuse and substance misuse in order to provide evidence based information for the primary care workforce in order to carry out the SBIRT model.
- • Provide ongoing consultation and technical assistance to the practice sites.
- • Collaborate with Oklahoma Department of Mental Health and Substance Abuse Services staff and other stakeholders on developing local agreements where needed.
- • No later than December 30, 2020, establish an application and award process utilizing designated CARES Act funding to resource the completion of three clinician/practice-level deliverables: (1) completion of a behavioral health plan and designation of a behavioral health coordinator; (2) completion of behavioral health training; and (3) demonstration of initiation of integrated behavioral health services. Contractor shall coordinate with and receive prior approval from the Department on the development of program requirements, management plan, and program budget. Contractor shall provide a weekly report of progress and performance metrics to the Department. Clinician/practice enrollment in the SBIRT program is not required.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report monthly on contract activities/progress/barriers and submit to the Department no later than 15 days following the close of each month. Reporting shall include prompt notification of any barriers to meeting the service goal target numbers detailed in the Work Requirements. The final report, due July 31, 2021, shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • SBIRT - Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget. Payment for this contract shall not exceed $923,432 per year.
- • CARES Mental Health Integration Program – Contract shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department approved project budget. Payment for these services shall not exceed $800,000 with a project period of 8/1/2020 to 12/30/2020.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department monthly. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowabled Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration shall not exceed 6% of the total contract amount.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 26% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
Opioid Medications
INTRODUCTION:
- • This contract is to provide funding to purchase and provide those medications approved and appropriate to the level of certification, as medications used in support of direct services in the treatment of significant opioid use disorders (OUDs). These drugs are to be used to support a full service array utilizing medication assisted treatment (MAT) for consumers with significant OUDs including maintenance and long term withdrawal management.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of appropriate opioid treatment medications and related laboratory costs allowed by the Department for the Contractors level of certification.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the dispensing and or prescribing of medications, to include as needed: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate consumers.
- • Contractor shall not restrict the dispensing and/or prescribing of opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall submit a list of each consumer ID along with the medication administered to each respective consumer.
- • Contractor shall provide all consumers education on the medications available, providing opportunities for the consumer input into the determination in selecting the medical intervention.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative one-twelfth (1/12) of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication approved as an adjunct in the treatment of OUDs if prescribed by a physician for an ODMHSAS eligible consumer.
- • Laboratory costs specifically related to the use of medications provided pursuant to this SOW.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in 5.1.1 through 5.1.3 above shall be permitted.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
OPPW – Celebrating Families (CF) (NACoA)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide a virtual training on the Celebrating Families (CF) program including the CF additional training specific to the 0-3 age group and training for those who have previously been trained and will implement CF program in a virtual setting.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as “ODMHSAS”.
- • Contractor - National Association for Children of Alcoholics (NACoA)
- • Celebrating Families (CF) - curriculum is an evidence based cognitive behavioral, support group model written for families in which one or both parents have a serious problem with alcohol or other drugs and in which there is a high risk for domestic violence, child abuse, or neglect. Celebrating Families! works with every member of the family, from ages birth through adult, to strengthen recovery from alcohol and/or other drugs, break the cycle of addiction and increase successful family reunification.
WORK REQUIREMENTS:
- • Contractor shall provide two (2) virtual CF facilitator trainings for up to twenty-four (24) participants each. Trainings provided will include two (2) virtual CF group leader trainings, two (2) CF ages 0-3 supplement trainings, and one (1) CF training for those that have been previously trained and will implement in a virtual setting.
- • Contractor shall provide CF training checklist, agenda, PowerPoint presentations, related handouts, and evaluation forms to ODMHSAS at least two weeks prior to the training.
- • Contractor shall provide training materials from materials supplied electronically, as well as worksheets, designated by trainers, for activity practice sessions for the training to ODMHSAS at least two weeks prior to the training.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • ODMHSAS will provide a report regarding training outcomes including, but not limited to, number of participants, and evaluation outcomes.
OPPW – Celebrating Families (CF) (NACoA) - Revised
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide a virtual training on the Celebrating Families (CF) program including the CF additional training specific to the 0-3 age group and training for those who have previously been trained and will implement CF program in a virtual setting.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as “ODMHSAS”.
- • Contractor - National Association for Children of Alcoholics (NACoA)
- • Celebrating Families (CF) - curriculum is an evidence based cognitive behavioral, support group model written for families in which one or both parents have a serious problem with alcohol or other drugs and in which there is a high risk for domestic violence, child abuse, or neglect. Celebrating Families! works with every member of the family, from ages birth through adult, to strengthen recovery from alcohol and/or other drugs, break the cycle of addiction and increase successful family reunification.
WORK REQUIREMENTS:
- • Contractor shall provide two (2) virtual CF facilitator trainings for up to twenty-four (24) participants each. Trainings provided will include two (2) virtual CF group leader trainings, two (2) CF ages 0-3 supplement trainings, and one (1) CF train the trainer training for staff that have met criteria to become trainers for their facility.
- • Contractor shall provide CF training checklist, agenda, PowerPoint presentations, related handouts, and evaluation forms to ODMHSAS at least two weeks prior to the training.
- • Contractor shall provide training materials from materials supplied electronically, as well as worksheets, designated by trainers, for activity practice sessions for the training to ODMHSAS at least two weeks prior to the training.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • ODMHSAS will provide a report regarding training outcomes including, but not limited to, number of participants, and evaluation outcomes.
OPPW – Enhanced Services in Residential Treatment
- Oklahoma Pregnant and Postpartum Women (OPPW) – Enhanced Service In Residential Treatment
INTRODUCTION:
- • Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will work to expand comprehensive treatment, prevention and recovery support services for women, their children, and other involved family members through the Oklahoma Program for Pregnant and Postpartum Women (OPPW) project for enhanced services in residential treatment. ODMHSAS OPPW project staff will work with the Contractor and local partners to achieve the following goals: (1) expand the available evidenced based practices and services available to the women, children, and involved caregivers through a comprehensive, trauma-informed approach that is both individualized and family centered; (2) implement family focused programming to reduce the impact of substance use on infants and children and improve parenting skills, family functioning and the overall quality of life, and (3) utilize a coordinated wraparound recovery support approach to best identify and meet the presenting mental and physical health needs of pregnant and postpartum women, their children, and involved family members.
DEFINITIONS:
- • ASAM – American Society of Addiction Medicine
- • SAMHSA - Substance Abuse and Mental Health Services Administration
- • PRSS – Peer Recovery Support Specialist
- • GPRA – the Government Performance and Results Act
- • OPPW - Oklahoma Pregnant and Postpartum Women Project
- • SHARE – Sharing Hope and Resilience Everyday
- • SPARS - SAMHSA’s Performance Accountability and Reporting System
WORK REQUIREMENTS:
- • Contractor shall:
- • Maintain grant required staffing to coordinate treatment enhancements as follows:
- • 1.0 FTE Children’s Coordinator to coordinate daily activities of the Children’s program; collaborates with team members; develops training plan for children’s staff to receive necessary training; plays active role in Celebrating Families Program.
- • 1.0 FTE Women’s Coordinator to coordinate daily activities of the women’s program; collaborates with team members; oversees the delivery of the WBP enhancements and program components specific to women and supportive adults.
- • 1.0 FTE Peer Support Specialist to provide the peer supports proven to enhance treatment outcomes.
- • Ensure that grant designated staff complete the following trainings, within grant required timeframes. Contractors shall maintain records of training sign-in sheets and staff certificates of training completion. Training content shall include, but not be limited to (any additional training will be determined between the ODMHSAS and Contractor):
- • SPARS and GPRA training
- • Cognitive Processing Therapy (CPT)
- • SHARE trauma trainings
- • Community Reinforcement Approach (CRA)
- • Celebrating Families Program (CFP)
- • Circle of Security (COS)
- • Seeking Safety (SS)
- • Ensure that the following screening and assessments instruments are administered at intake:
- • The Child and Adolescent Trauma Screener (CATS) for children ages 3-17;
- • The Post Traumatic Stress Disorder Checklist for the DSM-5 (PLC-5) for adults age eighteen and older;
- • The Edinburgh Postnatal Depression Scale (EPDS) for mothers at six weeks post-partum and as clinically indicated;
- • The ASAM Patient Placement Criteria;
- • Addiction Severity Index (ASI);
- • The Clinical Institute Withdrawal Assessment; and
- • Fetal Alcohol Screening.
- • Ensure the following treatment outcomes:
- • A minimum (determined by ODMHSAS) of women and their children are served;
- • A Celebrating Families Program (CFP) is conducted for families to increase parenting skills and family inclusion. The minimum of families participating annually will be determined by ODMHSAS;
- • Circle of Security groups are provided for pregnant and postpartum women to strengthen and support the parent- child relationship;
- • Seeking Safety groups are conducted for women with a history of trauma;
- • Improved family functioning and wellbeing utilizing measurement determined by the ODMHSAS; and
- • Improved mother-child relationship/attachment utilizing measurement determined by the ODMHSAS.
- • Community Reinforcement Approach (CRA) is utilized in treatment services to maintain recovery and strengthen bond to sustain the family.
- • Increase the coordination and integration of services and systems of care for mothers and families served
- • Increase utilization of the Wraparound model;
- • Increase the number of fathers or other family supports participating in family services by 10%;
- • Increase access to family team meetings through technology; and
- • Partner with other grant initiatives focused on infant/early childhood.
- • Increase number of PRSS on staff.
- • Successfully collect and report GPRA measurements in increments required by SAMHSA.
- • Participate in all meetings, calls, trainings, and webinars as required by ODMHSAS and SAMHSA.
- • Accomplish all goals, objectives and milestones set forth in the federally awarded grant application supplied to them by the ODMHSAS.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to this Statement of Work. This report should be submitted electronically utilizing online report by the 15th of the month. The information to be included, and the format of the report, shall be determined by the ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Any one-time expenditure over $500 must be pre-approved by the ODMHSAS prior to the expenditure.
- • Contractor may move up to 10% of the budget without prior approval from the ODMHSAS.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one- sixth (1/6) of the contracted amount.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
OPPW – Training & Consultation (Circle of Security International)
INTRODUCTION:
- • Contractor shall provide Circle of Security® Parenting© Facilitator Training for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the agencies that participate in the Oklahoma Pregnant & Postpartum Women (OPPW) grant and to focus on supporting the relationship needs of families with infants and young children.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS.
- • Contractor – Cooper, Hoffman, and Powell LLC dba Circle of Security International
- • Oklahoma Pregnant & Postpartum Women (OPPW) Grant awarded to the Department by the Substance Abuse and Mental Health Services Administration (SAMHSA). A large focus of this grant is to improve access to and the quality of services for women in residential substance use facilities with their infants and young children.
- • Manager of TANF/CW & Women’s Treatment Service — serves as the Project Director for the OPPW Grant and will serve as the primary point of contact between the Contractor and the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall provide Parenting Facilitator Training.
- • Contractor shall provide a registration code for ODMHSAS to register their attendees on the COSI web page.
- • Contractor shall organize delivery of DVDs, facilitators’ manuals, parent handout templates, workshop handouts, certificates of completion and information for CEUs.
- • Contractor shall reimburse the Department for costs incurred. The items for reimbursement to the agency are; administrative costs, postage and associated operating expenses.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
Outpatient Outreach and Engagement (MHAO)
INTRODUCTION:
- • This contract is to provide resources necessary to improve outpatient engagement, as outlined in the SAMHSA’s and NASMHPD’s new Transformation Transfer Initiative for “Incentives for Improving Outpatient Engagement” grant.
- • The grant goals are: 1) add an incentives program to the outreach and engagement efforts that have been underway over the past few years. The ODMHSAS and partners have been working to improve outreach, and to increase the capacity and capability to engage the most vulnerable persons who are not currently receiving outpatient services on any kind of consistent basis; 2) strengthen the current outreach efforts through additional staff, training and partnerships; and 3) test new approaches to one of the biggest issues for people with SMI in accessing treatment – which is lack of transportation.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to improve outpatient engagement.
- • Contractor shall fund a full-time outreach position that is dedicated to this project. This position shall:
- • Be the central spoke of the wheel of outreach activities conducted by all involved outpatient partners: Hope Community Services, Red Rock Behavioral Health Services, NorthCare, and Catalyst.
- • Conduct searches for persons who are difficult to reach and assist to create or restore connections to one of the four outpatient provider agencies.
- • Troubleshoot with all partners concerning the persons who are the most difficult to locate and engage.
- • Contractor shall provide incentives to persons with serious mental illness (SMI) leaving higher levels of care, or at great risk of going into higher levels of care, to engage in treatment and attend appointments. Depending on the level of voucher, as defined by the ODMHSAS, the person will be able to choose from a variety of items available at each level, beginning with very small items such as bus passes and gloves for winter, and progressing to gift cards up to $15.00. The monetary value of items received will be capped to ensure the person does not receive more than $75.00 per year.
- • Contractor shall ensure that designated project staff participate in all ODMHSAS required training, including but not limited to, Motivational Interviewing (MI) and in effective street outreach.
- • Contractor shall provide all data required for grant reporting.
PERFORMANCE MONITORING:
- • Contractor shall provide a written monthly report to ODMHSAS that documents provision of services described in 2.0 above.
Outreach & Community Support – Trauma
INTRODUCTION:
- • This contract is to provide necessary ancillary services in support of implementing and providing direct trauma informed and trauma specific services to include outreach and community support to those affected by trauma.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a one-twelfth (1/12) basis.
- • Community response, outreach, and support to trauma affected communities include, but are not limited to:
- • Provision of community awareness such as participating in and/or facilitating community-wide substance abuse and mental health awareness, prevention, and recovery events.
- • Basic Supportive or Educational Contact: General support and information on resources and services available to trauma survivors.
- • Group Crisis Counseling: Group sessions led by trained crisis counselors who offer skills to help group members cope with their situations and reactions.
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available trauma related resources.
- • Community Networking and Support: Relationship building with community resource organizations, faith- based groups, and local agencies.
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional trauma relief services or mental health or substance abuse treatment.
- • Development and Distribution of Educational Materials: Flyers, brochures, tip-sheets, educational materials, and website information development and distribution.
Outreach and Follow Up (OCCIC)
INTRODUCTION:
- • Contractor shall provide the resources necessary to provide consumer outreach and follow-up to individuals at risk of, or diagnosed with, an Opioid specific substance use issue.
DEFINITIONS:
- • CRT – Community Response Team
WORK REQUIREMENTS:
- • Contractor shall hire one full time case manager and one full time recovery support specialist.
- • Contractor will follow-up with a minimum of 50 consumers receiving medically assisted treatment as well as any consumer needing additional support and encouragement to participate and maintain recovery/treatment and/or provide outreach to individuals at risk of or diagnosed with an opioid specific substance use issue.
- • The CRT lead will attend grant meetings and trainings as requested.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall provide monthly reports to the opioid Project Manager.
Overdose Education and Naloxone Distribution (OEND) – CHIP (AgeLimitof19)
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals age 19 and younger at risk for opioid overdose or those older than age 19 who attest to direct contact with young people at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. OEND services shall only be provided to those ages 19 and under at risk for opioid overdose or those older than age 19 who attest to direct contact with youth under age 19 at risk for opioid overdose. Contractor is responsible for providing OEND services in accordance with Department issued guidelines.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Overdose Education and Naloxone Distribution (OEND) – First Responder (Tulsa PD)
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals at risk for opioid overdose.
- • Contractor shall furnish the necessary resources to provide consultation and training for staff who will implement OEND services.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose; and distribution of print materials and naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services. OEND services shall be provided to persons at risk for opioid overdose or who attest to direct contact with people at risk for opioid overdose.
- • Training for staff including: description of the opioid problem, overdose reversal medication, and project implementation.
- • Complete and submit OEND reporting forms as prescribed by the Department.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall submit a report upon completion of training of 10 divisions of Tulsa Police Department (TPD) including sign-in sheets.
- • Contractor shall submit OEND services report form within 24 hours of OEND service.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at:
- • $25,000 upon submission of report of completion of training for 10 divisions of TPD.
- • $50 per OEND encounter, which shall include overdose prevention education, naloxone distribution, and submission of contact form through an online data system maintained by ODMHSAS.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $50 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, distribution of naloxone medication, and project coordination expenses.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Overdose Education and Naloxone Distribution (OEND) – LE Training
INTRODUCTION:
- • Contractor shall provide training for law enforcement agencies to carry and administer naloxone.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose; and distribution of print materials and naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Training for law enforcement agencies including: description of the opioid problem, overdose reversal medication, and naloxone administration.
- • Shall conduct five (5) training sessions.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall submit a report upon completion of all five training sessions; including sign-in sheets.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon submission of report of completion of all five training sessions.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Overdose Education and Naloxone Distribution (OEND) – PDO
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals age 20 and older at risk for opioid overdose or who attest to direct contact with people at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. OEND services shall only be provided to those ages 20 and older at risk for opioid overdose or who attest to direct contact people at risk for opioid overdose. Contractor is responsible for providing OEND services in accordance with Department issued guidelines. OEND services shall be provided by clinical or medical staff.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall send 2 staff members from each location dispensing naloxone to attend all mandatory ODMHSAS trainings. There will be a minimum of two trainings.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Travel/Per Diem: Travel and per diem expenses for project staff to attend required training during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Overdose Education and Naloxone Distribution (OEND) – SOR & SOS
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. Contractor is responsible for providing OEND services in accordance with Department issued guidelines.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Oxford House Loan Management
INTRODUCTION:
- • This contract is to provide oversight responsibility for the State Loan Fund for new Oxford Houses in Oklahoma.
DEFINITIONS:
- • State Loan Fund – State funds designated to be used as loans to assist in the establishment of new Oxford Houses.
WORK REQUIREMENTS:
- • Contractor shall provide all resources necessary to manage the State Loan Fund.
- • Management will include, but is not limited to:
- • Management and collections related to existing loans.
- • Processing applications, and issuing funds for new loans.
- • Contractor shall manage collection of all funds that are out in loans. This includes the collection of 6% simple interest which is a requirement for all loans. Interest shall be computed on a monthly compounding basis:
- • Basic formula: SIMPLE INTEREST equals PRINCIPAL times RATE times TIME.
- • To compute actual payments: INTEREST equals PRINCIPAL times RATE times TIME (in years) divided by NUMBER OF PAYMENTS.
- • For Oxford House managed loans, this would mean: INTEREST equals $4,000.00 times 6% times 2 (years) divided by 24 (monthly payments).
- • Principal amounts collected will go back into the State Revolving Loan Fund t0 be used for new loans. The collected interest shall be paid quarterly to the Department.
- • Contractor will follow all guidelines outlines in the Department’s Guidelines for Management of the State Loan Fund.
- • Contractor will return all State Loan Funds to ODMHSAS, along with all State Loan Fund related records and documentation, in the event this contract ends.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall report State Loan Fund activities on a monthly basis. This report should include, but is not limited to, total dollar amount in the State Loan Fund available for new loans; total number of loans out; name of houses that received loans, the loan amount, and loan status (i.e. new loan, payments made in full, partial payment, or missed payment); and total amount collected on existing loans for the month. This report shall be submitted to the Oxford House Liaison at: suzanne.williams@odmhsas.org.
COMPENSATION:
- • Contractor shall be paid a management fee for loan management services according to the following table, payable quarterly to Contractor following the quarterly transfer of interest to the Department collected by Contractor on open loans, and calculated each quarter as 25% of a yearly rate as represented in the following table:
- • If $90,000.00 or more of the fund is out in active loans = $5,400.00 yearly paid as $1,350.00 fee for quarter.
- • If $70,000.00 but less than $90,000.00 of the fund is out in active loans = $4,200.00 yearly fee paid as $1,050.00 fee for quarter.
- • If $50,000.00 but less than $70,000.00 of the fund is out in active loans = $3,000.00 yearly fee paid as $750.00 fee for quarter.
- • If $30,000.00 but less than $50,000.00 of the fund is out in active loans= $1,800.00 yearly fee paid as $450.00 fee for quarter.
- • If $10,000.00 but less than $30,000.00 of the fund is out in active loans=$600.00 yearly fee paid as $150.00 fee for quarter.
- • If less than $10,000.00 of the fund is out in active loans ODMHSAS will not reimburse for the service.
- • For example, if 90% of the fund is out in active loans for the entire year, Contractor will be paid $1,350.00 at the end of each quarter for a total yearly fee of $5,400.00. Calculation of “funds out in active loans” shall be the average of the daily balance of funds out on loan during the quarter for which each calculation is made.
- • The parameters of the management fee compensation table as well as the interest rate charged for loans shall be revisited before renewal of the contract and apply only to work performed during this contract period.
Oxford House TA
INTRODUCTION:
- • Contractor shall provide consultation services to establish, expand, and oversee the effective organization of the network of Oxford Houses located in Oklahoma.
DEFINITIONS:
- • OUD – Opioid Use Disorder as determined utilizing the diagnostic criteria from the DSM 5
- • MAR – Medication Assisted Recovery
WORK REQUIREMENTS:
- • Contractor shall provide ODMHSAS with all necessary services to maintain and strengthen existing Oxford Houses statewide; existing Oxford House chapters; the state association for Oxford House; and establish additional Oxford Houses in Oklahoma, as feasible. This is to be accomplished without compromising standards and quality of existing houses, with the intent of providing safe, affordable housing to consumers who are in recovery from substance use disorders. Contractor acknowledges that its role is “hands- on” and that ODMHSAS is wholly reliant on its knowledge and experience in setting up Oxford Houses. Contractor shall provide the foregoing services in part through full-time outreach persons who shall temporarily reside in Oklahoma to carry out the project.
- • Contractor shall create and maintain linkages with ODMHSAS, health care providers, substance use disorder and criminal justice treatment programs, and others in Oklahoma to facilitate referrals for housing requests and to maximize a cooperative approach to services for at-risk populations.
- • Contractor shall maintain a communication link for any individual or group of individuals needing information about the Oklahoma network of Oxford Houses including the availability of a toll-free number for residents residing in Oxford Houses.
- • Contractor shall advise ODMHSAS on compliance with any applicable federal laws and regulations including housing laws that prohibit discrimination against recovery persons or preempt local zoning laws.
- • Contractor shall produce and coordinate technical assistance workshops for Oxford House residents to educate the residents on the Oxford House concept and system of operations.
- • Contractor shall maintain the organization of established Oklahoma Oxford Houses into regional “chapters” and the state association in order to promote house support.
- • Contractor shall provide consultation and technical assistance services on an “as needed” basis to assure compliance with Oxford House guidelines and standards.
- • Contractor shall provide onsite technical assistance to ODMHSAS to establish new Oxford recovery houses including:
- • Recruiting and selecting appropriate recovery house members;
- • Locating suitable houses for rent;
- • Submitting completed loan applications;
- • Monitoring loan commitments and repayment plans;
- • Establishing and enforcing house rules;
- • Establishing and maintenance of a house budget;
- • Developing methods of networking within the local recovery community groups, including Alcohol Anonymous and Narcotics Anonymous;
- • Developing interconnection with Oxford House World Services to provide ongoing technical assistance to keep established Oxford Houses on track; and
- • All outreach workers will focus efforts on the development of Oxford Houses throughout Oklahoma with an emphasis on the Metro Tulsa and Oklahoma City areas willing to incorporate residents utilizing MAR to recover from OUDs into the house.
- • Contractor shall ensure a minimum of 50% of the houses statewide willing to accept residents utilizing MAR to recover from OUDs will be created, with an emphasis on Tulsa and Oklahoma City. The Contractor shall expand the number of houses accepting MAR patients as much as possible.
- • While the focus of these workers will be MAR for OUDs, they shall not be restricted to working only with this population as they shall be responsible to work with all Oxford Houses and Oxford House residents within the areas of their responsibility.
- • The Senior Outreach worker shall coordinate all training and implementation of MAR issues.
- • Contractor shall assess the progress and effectiveness made toward fulfilling the Contract, and provide the findings in an annual report submitted to ODMHSAS no later than July 15, 2021.
- • Contractor shall meet the following timelines for deliverables:
- • A narrative report shall be created and submitted to the Oxford House Liaison by the last day of each month;
- • Regularly-scheduled meetings shall be held with the outreach workers and Oxford HouseLiaison
- • Any significant problems involving Oxford Houses in Oklahoma shall be reported to ODMHSAS personnel within 10 days of identification. Resolution to the problem shall also be reported;
- • The outreach workers shall obtain a federal employer identification number (FEIN) each new house to enable the house to open a checking account prior to submitting the loan application, unless an FEIN has already been obtained;
- • The outreach workers shall open a checking account for the new house, recruit residents for the house, teach them the Oxford House System of Operations, and assist them in getting utilities operational and furnishings for the house within 10 days of opening the new house;
- • All loan payments are due no later than the 10th of each month; and
- • Nothing in this section shall restrict the establishment of additional Oxford Houses in Oklahoma, if it is feasible, without impairing successful completion of the objectives outlined in this Contract Statement of Work.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Outreach workers, under the oversight of the Contractor, shall:
- • Obtain housing by:
- • Recognizing the characteristics of a suitable house to lease;
- • Assisting with the execution a legal lease between the landlord and the group or entity that is made up of ever-changing residents; and
- • Answering zoning questions – in a general way – backed up by the expertise of the central service office in Silver Springs, Maryland.
- • Obtain a charter from Oxford House, Inc. (OHI) by:
- • Helping newly-recovering individuals fill out the charter application form and submit it to OHI to get a “conditional” charter that is valid for up to 6 months; and
- • Helping the new group fulfill the requirements of the “conditional” charter so the group can be granted a “permanent” charter.
- • Obtain a FEIN by:
- • Processing the paperwork to obtain a FEIN and help the group to establish a checking account in the name of the individual Oxford House.
- • Recruit initial residents for the new house by:
- • Working with treatment providers, drug courts, and the recovery community to explain the value of Oxford House living to obtain referrals; and
- • Convincing newly-recovering individuals that living in an Oxford House provides the time, peer support, and living environment to gain comfortable sobriety without relapse.
- • Teach new residents of Oxford House the standard system of operations by:
- • Teaching the need for a weekly business meeting and the procedures to follow;
- • Helping elect the five essential officers needed to operate each house and teaching each person the duties of each officeholder;
- • Helping the residents obtain household furnishings needed for the house (“from beds to brooms”); and
- • “Storytelling” to infuse the group with the belief and culture of Oxford House and its role in promoting recovery without relapse.
- • Reach other recovering individuals by:
- • Teaching how to make presentations to providers to get new recruits;
- • Promoting the expansion within an area to meet the needs of newly-recovering individuals and to organize a mutually- supportive chapter; and
- • Instilling the habit of attending 12-step meetings and encouraging frequent contact between residents and Oxford House World Services to resolve house issues, promote expansion, and to become an active participant in ongoing expansion.
- • Costs related to implementation of contract activities shall be provided and covered by Contractor as follows:
- • A full-time outreach supervisor and four full-time outreach workers.
- • Fringe benefits for a full-time Oxford House employee which includes FICA, Medicare, health insurance, vacation, and insurance –FUTA, Workers’ Compensation, etc.
- • Mileage shall be computed at 58¢ per mile. Each outreach worker shall have a car to get to the site, visit providers, attend 12-step meetings, and to find recruits, household furnishings, etc.
- • Contractor’s central office personnel will supplement the promotion of Oxford Houses in the area to resolve any unanticipated problems (includes one roundtrip airfare to provide a site visit).
- • Lodging included under travel shall include overnight lodging at a hotel for the outreach workers prior to finding a house. Once a house is found, the outreach workers live in the house and pay an equal weekly share of household expenses (estimated to be $100.00-$125.00 a week, some of which can come out of personnel expense items).
- • Telephone costs shall include a cellular telephone for the outreach worker and a toll-free number which permits house residents to directly contact Oxford House World Services to resolve procedures and issues affecting the house. Internet services will be provided.
- • Postage and delivery costs of start-up kit and regular mailings.
- • Printing and copying costs shall include preparation of promotional and basic materials and copies made by outreach workers to share forms, articles, etc. with house members to teach the culture and system of operations.
- • Office supplies shall include start-up kits, operational forms, manuals, etc.
- • Computer service shall be provided to help connect local house to www.oxfordhouse.org and for outreach workers to utilize e-mail.
- • Up to ten percent of above costs includes cost of supervisory and service personnel in the central office directly working on the Oklahoma project. OHI also holds harmless any landlord who may incur a problem vis-à-vis zoning or insurance. Funding, not to exceed $10,000.00, has been identified for emergency use.
- • Contractor and any subcontractors shall have at the time the Contract is awarded and maintained the designated insurance coverage during the entire term of the contract:
- • Workers’ Compensation - statutory requirements and benefits;
- • Automobile liability - $500,000.00 - (by outreach workers of Contractor); and
- • Homeowner renting to Oxford House group shall maintain homeowner’s comprehensive coverage as though renting to a single family (See Wai v. Allstate Insurance Company, 75 F. Supp. 2d 1 (DDC 1999) for prohibition against discrimination to Oxford House groups under the ADA and FFHA).
- • Contractor shall provide assistance to Oxford recovery houses established in Oklahoma to apply for state recovery home start-up loans of $4,000.00, repayable in equal monthly installments over a 24-month period at 6% simple interest.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall report activities for the month through brief, written narrative reports that include the status of deliverables specified under the Statement of Work. The report shall be submitted to ODMHSAS, Attn: Oxford House Liaison and forwarded to Manager of Employment, Housing, and Homeless Initiatives at suzanne.williams@odmhsas.org.
- • All Oxford House budget information should be obtained from the ODMHSAS Oxford House Liaison.
- • Contractor shall report to the Oxford House Liaison quarterly meetings.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Oxford House Liaison.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
PACT
INTRODUCTION:
- • Contractor shall provide certified Programs of Assertive Community Treatment (PACT). At a minimum, Contractor shall furnish all necessary facilities, materials, resources, and qualified staff to provide PACT services in accordance with rules and regulations (OAC Chapter 55) established by Department and, unless superceded by such rules, in accordance with the basic terms and conditions of any prior award made pursuant to an Invitation to Bid.
DEFINITIONS:
- • PACT – A self-contained clinical program that assures the fixed point of responsibility for providing treatment, rehabilitation and support services to consumers with serious mental illnesses. The PACT team shall use an integrated service approach to merge clinical and rehabilitation staff expertise, such as psychiatric, substance abuse, employment, within one service delivery team, supervised by a qualified program director. Accordingly, there shall be a minimal referral of consumers to other program entities for treatment, rehabilitation, and support services. The PACT staff is responsible to ensure services are continuously available in natural settings for the consumer in a manner that is courteous, helpful and respectful.
WORK REQUIREMENTS:
- • Contractor shall follow the PACT model guidelines provided in the PACT Model of Community-Based Treatment for Persons with Severe and Persistent Mental Illnesses: A Manual for PACT Start-Up.
- • Contractor’s caseload shall not fall below 90% capacity for longer than two consecutive months.
- • Contractor shall screen, admit, and initiate services and discharges as prescribed by Department rules and regulations and, unless superseded by such rules, in accordance with the most current nationally accepted standards for PACT established by the National Alliance on Mental Illness (NAMI).
- • Contractor shall contact the referral source within 10 business days of receipt of a consumer referral for PACT services, and shall document all contacts.
- • Contractor shall provide written notification to the referral source within 15 business days, when a consumer does not meet PACT criteria. The written notification shall include the reason for the denial listed, and an explanation of what to do if they disagree with the decision.
- • Contractor shall schedule an initial screening, for consumers who appear to meet PACT criteria, within 20 business days of receipt of consumer referral for PACT services.
- • A member of the initial treatment team (ITT) within 24 hours of admission and the psychiatrist or advanced practice nurse (APN) shall see the consumer within 72 hours of admission.
- • Contractor shall maintain at least three (3) face-to-face contracts per week for consumers one month post admission. The team shall document any failed attempts.
- • Contractor shall attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Contractor shall make contact with the inpatient facility within 48 after being notified of a consumer’s admission.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all services provided by Contractor to each PACT consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Contractor shall report other information, as determined by Department, to support an ongoing evaluation of the program and services provided.
COMPENSATION:
- • Funds for PACT services shall be reimbursed upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Indirect costs shall not exceed 17.5% of the total budget.
- • Contractor is required to report any revenue (Medicaid and other third party) on the Department approved PACT budget worksheet.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Prenatal Clinic (OUHSC)
- Prenatal Clinic for Women with Opioid and Other Substance Use Disorders at the University of Oklahoma Health Sciences Center
INTRODUCTION:
- • Contractor shall provide patient-centered, comprehensive pregnancy care for women with opioid and other substance use disorders, in a collaborative setting which also addresses their psychosocial needs.
DEFINITIONS:
- • MFM - Maternal-Fetal Medicine
- • APRN - Advanced Practice Registered Nurse
- • OUD - Opioid Use Disorder
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Coordinated team of clinicians led by a Maternal-Fetal Medicine (MFM) specialist (i.e. a physician who specializes in high-risk pregnancies) and including an Advanced Practice Registered Nurse (APRN), behavioral health providers, and social services providers, will work closely to care for patients with substance use disorders.
- • Patients will see a Licensed Clinical Social Worker and/or Case Manager during their initial clinic visit and periodically thereafter for coordination of resources as well as counseling.
- • Utilize peer counselors and group education sessions to provide support and information regarding the unique challenges of a pregnancy affected by substance use disorder, including MAT, pain management during and after labor, and neonatal abstinence syndrome.
- • Establish positive reinforcement by offering incentives such as baby supplies for patients who consistently attend their prenatal visits and ultrasound appointments.
- • Patients will have at least one postpartum visit; at which time we will establish a contraceptive method if desired.
- • Communicate with outside providers regarding the care plan for those patients receiving MAT from another provider.
- • Collect data for outcome monitoring and research purposes. We will prospectively collect information regarding maternal demographic characteristics; complications during pregnancy, labor, and postpartum; and neonatal outcomes.
- • Create a research database with the help of a data management specialist, and a statistician will provide expertise in statistical analysis.
- • Participate in the Substance Use Treatment and Access to Resources and Supports Regional Partnership Grant (STARS RPG), including:
- • Refer to and coordinate care with behavioral health providers outside of the prenatal clinic
- • Facilitate communication and collaboration with Social Work, Case Management, and Pediatrics teams regarding pregnant patients with substance use disorders and their neonates
- • Assist with data collection regarding maternal outcomes in women cared for in the prenatal clinic
- • Assist with recruitment of women from the prenatal clinic for a research study examining the Modified Attachment and Biobehavioral Catchup (mABC) model
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a monthly report of activities carried out pursuant to the Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Problem Gambling Education, Training & Consultation (OAPCG)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to maintain a statewide consumer advocacy office affiliated with the National Council on Problem Gambling and provide needed information to persons with problem gambling issues and their families throughout Oklahoma. Contractor shall provide problem gambling education, training, and consultation to counselors, professionals, and the general public statewide.
DEFINITIONS:
- • IGCCB – International Gambling Counselor Certification Board
- • NCGC – National Certified Gambling Counselor
WORK REQUIREMENTS:
- • Training
- • Contractor shall assist ODMHSAS in developing and coordinating training and education opportunities for counselors and other professionals. Coordination shall include:
- • Dates of conferences, training events, and workshops;
- • Media releases, brochures, or other printed materials prior to production or dissemination;
- • Conference and trainings continuing education credits; and
- • Scholarships that meet ODMHSAS requirements including financial and other support.
- • Contractor shall conduct the following conferences, trainings, and workshops:
- • An annual statewide Gambling Services Conference;
- • A presentation at the Latino Community Action Agency;
- • A presentation targeting Oklahoma’s elder population;
- • A presentation at the ODMHSAS Annual Prevention and Recovery Conference; and
- • Twice per year present 30 hour course on Problem Gambling to meet ODMHSAS required training for providing services to problem gamblers.
- • Contractor shall provide gambling specific clinical consultation and clinical case supervision for those individuals who have completed the minimum requirements to provide gambling treatment services in the State of Oklahoma.
- • Clinical Case Supervision to be provided by an IGCCB, NCGC Certified Trainer.
- • Contractor shall keep a list in a data base of individuals in the state who meet the qualifications of the 30 hours of core training and the 10 hours of additional training to provide gambling treatment services. The contractor will also be the primary contact in the State of Oklahoma for individuals pursuing CEU hours for NCPG National Certification.
- • Advocacy
- • Contractor shall provide referral and advocacy services to persons with gambling-related disorders.
- • Contractor shall provide an Oklahoma office and telephone line with full-time coverage for individuals seeking advocacy-related information for problem gambling issues. General hours of operation will be 9:00am to 6:00pm Monday through Friday.
- • Contractor shall maintain and distribute up-to-date lists via the OAPCG website, information booths, community education and presentations, and the OAPCG resource library. These lists shall include, but not limited to:
- • ODMHSAS-certified and funded gambling treatment programs;
- • Native American behavioral health programs with trained gambling counselors;
- • Licensed Behavioral Health Practitioners in private practice who are Nationally Certified Gambling Counselors, as well as all Nationally Certified Gambling Counselors in Oklahoma, and those that meet the training requirements to provide services to Problem Gamblers in the State of Oklahoma;
- • Other gambling recovery resources, i.e., faith-based organizations, veterans’ services, and out-of-state, inpatient gambling treatment programs, etc.; and
- • Gamblers Anonymous, Gam-Anon, and other community-based self-help support groups, and meeting times and places statewide including contact information.
- • Contractor shall educate communities and advocate for the needs of persons with problem gambling their families, and promote priorities that are pro-recovery.
- • Helpline
- • Contractor shall fund and provide oversight of Oklahoma’s statewide problem gambling helpline, HeartLine, Inc., using the national helpline number (800) 522-4700.
- • Maintain a contract with HeartLine, Inc. to include $48,600.00 for problem gambling helpline services delivered by trained gambling counselors 24 hours a day, 7 days a week.
- • Contractor shall furnish and update HeartLine, Inc. with ODMHSAS- approved Oklahoma Helpline Referral List within 72 hours of written notice. This list will include ODMHSAS-certified and state-funded gambling treatment programs, Native American behavioral health providers with trained gambling counselors, and Licensed Behavioral Health Counselors in private practice who are Nationally Certified Gambling Counselors.
- • Contractor shall ensure all Oklahoma helpline callers shall, at a minimum, receive a documented referral to the nearest ODMHSAS- certified and state-funded gambling treatment program.
- • Contractor shall acquire, develop, assimilate and distribute support materials and information for help line callers who are requesting assistance with problem gambling, as appropriate.
- • Contractor shall assist in transforming the Helpline referral process to a “Warm Line” system that will do direct handoffs of those needing problem gambling services with those who are contracted providers of problem gambling services.
- • Website/Newsletter/Library
- • Contractor shall produce a quarterly newsletter, and maintain a listserv for distribution of quarterly newsletter and distribute, at a minimum to the following locations statewide:
- • ODMHSAS mental health and substance abuse providers;
- • Gaming entities including Oklahoma casinos, racetracks, and Lottery;
- • Drug Court Judges, coordinators, providers, and District Attorney’s Offices;
- • Office of Finance gaming regulatory authority staff;
- • Department of Corrections;
- • Bankruptcy trustees;
- • Credit counseling agencies and banks; and
- • Employee assistance programs.
- • Tradeshows
- • Contractor shall participate in trade shows and awareness activities that include, but are not limited to:
- • Booths at all ODMHSAS-sponsored conferences;
- • Booth at the Annual ODAPCA Conference; and
- • Booths at all conferences sponsored by any Oklahoma state agency and gambling association.
- • Technical Assistance/Outreach
- • Contractor shall participate as feasible in key statewide, regional and national stakeholder boards and commissions, including counselor licensure boards.
- • Contractor shall assist tribes with the facilitation of the statewide casino self-exclusion program.
- • Contractor shall establish a speaker’s bureau.
- • Contractor shall provide recommendations to ODMHSAS regarding gambling treatment services.
- • Contractor will work with ODMHSAS Director of Decision Support Services and Problem Gambling Field Services Coordinator, and Elite Research to compile and potentially disseminate findings of the Oklahoma Problem Gambling Prevalence Study.
- • General Conditions
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Contractor shall state it is funded in part by ODMHSAS in all applicable promotional information.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall provide monthly written reports of detailed activities carried out pursuant to this Statement of Work by the 10th of each month to the ODMHSAS Problem Gambling Field Services Coordinator. Contractor shall provide such additional details as ODMHSAS may require.
- • Report of Statement of Work requirements by type of work, including but not limited to:
- • Training;
- • Advocacy;
- • Helpline;
- • Website/Newsletter/Library
- • Trade-shows;
- • Technical Assistance; and
- • Outreach;
- • Contractor shall submit an annual conference, training, and educational plan with dates for all activities by August 1st of each year.
- • Contractor shall provide Helpline data each quarter and aggregate data at the end of the Fiscal Year.
- • Contractor shall provide a narrative of activity on the boards and commissions either directly or through minutes.
- • ODMHSAS shall provide support of contract activities through the following:
- • Continuing education units;
- • Registration support;
- • Mailing lists and mailing service;
- • Non-financial support or guidance for other identified needs;
- • Activity Report monitoring; and
- • Quarterly Meetings to review progress and plans (arranged between the Contractor and the Department).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor will complete an Annual Budget for review by the Department no later than August 1st. The Budget will be based on the overall organization, showing all funding sources and shall be categorized to correspond with Section 4 Work Requirements.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Problem Gambling Field Services Coordinator.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Recovery-Oriented Cognitive Therapy (CT-R) Training and Consultation (Brinen)
INTRODUCTION:
- • This Contract is to provide the necessary training services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT) with specific focus on Recovery Oriented Cognitive Therapy (CT-R).
WORK REQUIREMENTS:
- • Contractor shall provide a 3-day training focusing on CBT interventions for Serious Mental Illness and psychosis through the framework of the Recovery Oriented Cognitive Therapy (CT-R) model for Oklahoma community-based therapists who have already completed a 3-day foundational CBT training offered through the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS).
- • Contractor shall provide a 5-day training focusing on CBT interventions for Serious Mental Illness and psychosis through the framework of the Recovery Oriented Cognitive Therapy (CT-R) model (including foundational CBT) for Oklahoma inpatient providers.
- • Contractor shall provide hour-long consultation call for therapists who have already completed Foundational CBT Training, and CT-R Training offered through the ODMHSAS. Calls with be offered through Individual and/or group formats based on need. Number of calls to be agreed upon between Contractor and the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor through training evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Training will be reimbursed at an all-inclusive rate of $4,200.00 per day; not to exceed a total of eight (8) training days.
- • Consultation Calls for therapists will be reimbursed at $200 per call, and $150 for each related work sample review.
- • Contractor shall submit an invoice to the Department, subject to approval by an ODMHSAS designee.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Regional RPC
- Regional Prevention Coordinator
INTRODUCTION:
- • The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), an agency of the State of Oklahoma, is continuing funding for Region 6 to implement alcohol and other drug prevention services commencing July 1, 2020.This contract is the final year of the awarded grant and will expire on June 30, 2021. The contract will support community-based planning and implementation of evidence-based alcohol and other drug prevention strategies.
- • The purpose is aligned with the vision, mission, and goals of the state’s strategic prevention plan to create prevention-capable communities in order to:
- • Prevent the onset and reduce the progression of substance abuse;
- • Reduce the problems/consequences related to substance abuse; and
- • Increase prevention capacity and prevention infrastructure at the community level.
- • The ODMHSAS intends to achieve this purpose utilizing a public health approach termed hereafter as the Strategic Prevention Framework (SPF). The SPF is a community-based approach to prevention and a series of implementation principles intended to produce population-level outcomes.
- • The state also funds 16 other Regional Prevention Coordinators (RPCs) in order to plan and implement alcohol and other drug prevention services.
- • Through a separate funding stream, the state will fund high need communities for the Strategic Prevention Framework Partnerships for Success (SPF-PFS) grant. RPCs shall coordinate with SPF-PFS recipients to ensure collaboration, maximization of resources, and that there is no duplication of effort.
- • Oklahoma’s Approach to Prevention:
- • To prevent the onset and prevent/reduce the problems associated with the use of alcohol, tobacco, and other drugs, Oklahoma will work from a theory of change that is supported through research. Research has shown changing population behavior requires targeting resources to issues influencing that behavior (intervening variables, or risk or causal factors). Once these issues have been identified, a comprehensive set of state and community evidence-based strategies can be selected and employed.
- • Achieving significant, population-based behavior change requires more than making a positive impact on the underlying conditions (i.e., risk and protective factors); it requires significant and measurable reductions in the causal factors related to substance abuse. The idea of multiple influences affecting behavioral outcomes is evident in the causal factor research conducted by the Pacific Institute for Research and Evaluation (PIRE). PIRE has identified causal factors or areas of intervention that can make drug using behaviors—and therefore the profusion of health, social, and economic problems related to drug use—more or less likely to occur.
- • Oklahoma’s commitment to the risk and protective factor model is in alignment with the causal factor model, which represents a public health approach to prevention and emphasizes prevention effects at the community level. Oklahoma appreciates that communities are complex systems with complicated and shifting interactions among and between their parts, and recognizes that preventing substance abuse requires a comprehensive, systematic approach based on a clear understanding of each contributing causal factor and the relationship between those factors. Knowing how—and where—to effectively intervene is essential to achieving population outcomes.
- • The SPF model employs a public health approach that focuses on achieving population-level outcomes. In instituting the SPF process, Oklahoma has transformed from a focus on services to individuals or small groups of consumers to population-based approaches that view community wellbeing as the unit of outcome measurement, and from agency-centered services to coordinated, multi-sector systems approaches that use evidence-based practices to achieve change.
- • RPCs are the backbone of Oklahoma’s substance abuse prevention system and are therefore best suited to coordinate a comprehensive prevention system at the local level.
- • The Problem:
- • Alcohol and other drug consumption is a serious public health problem in Oklahoma, driving a multitude of community problems and social consequences. According to the Oklahoma State Epidemiological Outcomes Workgroup (SEOW), a group that compiles and reports on state alcohol and other drug consumption and consequence data, Oklahoma is above the national average in multiple indicators.
- • State Priority:
- • The State conducted a thorough review of available alcohol and other drug consumption and consequence data and identified the following priorities. It is the intention of the ODMHSAS to fund prevention services that address these defined priorities at the community level. It is the responsibility of the RPC to conduct a local-level needs assessment to determine which of the following priorities will be addressed and the priority populations/communities of focus to be served. RPCs are required to select at least one priority from the state’s list of Regional Block Grant/State Funded Priorities. The ODMHSAS may prescribe communities of focus and/or priorities. Regional Block Grant/State Funded Priorities.
|
Construct
|
Indicator/Measure
|
|
Underage Drinking
|
Current, 30-day alcohol use
among youth under age 21
|
|
Current, 30-day binge
drinking among youth under age 21
|
|
Current, 30-day drinking
and driving among youth under age 21
|
|
Adult Binge Drinking
|
Current, 30-day binge drinking
among adults age 18 and older
|
|
Current, 30-day drinking
and driving among adults age 18 and older
|
|
Nonmedical Use of
Prescription Drugs
|
Adults > 18 years
old use of prescription drugs without a prescription in their lifetime
|
|
Adults > 18 years
old non-medical use of prescription drugs
in the past 30 days
|
|
Current, 30-day use of
prescription drugs among 6, 8, 10, and 12 graders
|
|
Methamphetamine Use
|
Current, 30-day
methamphetamine use among 6, 8, 10 and 12 graders
|
|
Marijuana Use
|
Current 30-day marijuana
use among 6, 8, 10 and 12 graders
|
|
Current, 30-day marijuana
use among adults age 18‐25 and > 26 years old
|
|
Alcohol
Use During Pregnancy
|
Any
alcoholic drinks during last 3 months of pregnancy
|
|
Alcohol use during
pregnancy
|
DEFINITIONS:
- • RPC – Regional Prevention Coordinator
- • SPF-PFS – Strategic Prevention Framework Partnership For Success Grant
WORK REQUIREMENTS:
- • In order to fulfill the purpose of this contract, the ODMHSAS expects RPCs to systematically:
- • Assess their communities’ prevention needs based on epidemiological data;
- • Build community prevention capacity;
- • Develop strategic plan(s) and work plan(s);
- • Implement effective community prevention policies, practices, program; and
- • Evaluate their efforts for outcomes.
- • Although the direct recipients of funds from this contract are an RPC, the ODMHSAS expects prevention services to be implemented in partnership between RPCs, coalitions, strategic partners, and communities. The RPCs shall be accountable for demonstrating community coalition and partner planning and implementation of the project. The ODMHSAS expects the RPCs to have two explicit roles at the community-level:
- • Provide expertise and guidance via training and technical assistance to communities and community coalitions to build substance abuse prevention capacity; and
- • Strategically coordinate the implementation of prevention services at the local-level in partnership with community stakeholders.
- • Coalition Memorandums of Understanding (MOU):
- • The provider should identify the partner coalition(s) for the selected construct(s) and community indicator(s). RPC and SPF-PFS Contractors should not use the same coalition to address the same priority issue. The coalition must be located in the priority community. The Contractor must maintain an MOU with the coalition. The MOU will agree to (1) allow the RPC to provide capacity building services for the coalition and the community; (2) plan, implement, and evaluate prevention services related to the prioritized indicators identified in the assessment; and (3) cover the entire contract period. If coalitions do not exist in the priority community or are not the appropriate fit for the prioritized indicator(s), a written plan to address this issue must be submitted to the ODMHSAS for written approval.
- • Use of Evidence-Based Practices:
- • This contract is intended to fund prevention strategies that have a demonstrated evidence base and that are appropriate for targeted communities/populations. An evidence-based practice (EBP) refers to approaches to prevention that are validated by documented research evidence.
- • Contractor shall use the criteria developed by the Oklahoma EBP Workgroup and the ODMHSAS when developing strategic plan(s) and work plan(s). To achieve population-level outcomes, Contractor will be required to implement evidence-based environmental prevention strategies (all strategies are subject to approval by the ODMHSAS and the Oklahoma Evidence-Based Practices Workgroup), which are those policies or practices that create a community or cultural environment that supports healthy and safe behavior. Other strategies that are not part of the community domain are considered supplemental and may be considered with prior written approval from the ODMHSAS.
- • When developing strategic plan(s) and work plan(s), Contractors are expected to provide justification of the evidence that shows the selected practices are effective. Contractors are also expected to justify the population(s) for which the practice has been shown to be effective/appropriate. Selection of evidence-based practices will be reviewed and approved by the ODMHSAS prior to implementation. Implementation may not begin until the Contractor’s work plan(s) are approved.
- • Moving SAMHSA’s SPF from vision to practice is a strategic process that the Contractor and community stakeholders must undertake in partnership. Contractor shall provide the leadership, technical support and monitoring to ensure that the communities of focus are successful in implementing the five steps of the framework listed below. Contractor shall complete required activities for each step of the SPF process at the community site levels. Contractor shall use the SPF to guide all prevention activities throughout the focus community and coordinate and/or leverage all prevention resources whether funded though the RPC or other sources.
- • This contract shall be executed consistent with the five steps of the SPF. Contractors complete and submit the RPC community work plans according to deadlines prescribed by the ODMHSAS, before commencing implementation of the strategies.
- • The ODMHSAS will provide direct support to the Contractors to fulfill the requirements of this contract. However, the Contractors are viewed as the primary deliverer of guidance and expertise to the communities and coalitions. The following requirements and guidelines lay out the five steps of the SPF as they pertain to this contract.
- • Step 1: Profile population needs, resources, and readiness to address the problems and gaps in service delivery.
- • Step 2: Mobilize and/or build capacity to address needs.
- • Step 3: Develop a comprehensive strategic/work plan.
- • Step 4: Implement evidence-based prevention policies, programs and practices, and infrastructure development activities.
- • Step 5: Monitor process, evaluate effectiveness, sustain effective programs/activities, and improve or replace those that fail.
- • Data Collection and Evaluation:
- • RPC evaluation activities shall include all ODMHSAS and SAMHSA data collection and reporting requirements. These activities may include, but are not limited to, participation in a rigorous evaluation, including process and outcome assessments as specified in the final evaluation plan developed between the Supplier and the State evaluation team; collection of National Outcome Measures (NOMs); and participation in any other ODMHSAS or SAMHSA required evaluations. Supplier shall report process and outcome data in a manner prescribed by the ODMHSAS, including but not limited to the Arena Reporting System.
- • Supplier shall have all approved work plans entered into the Arena Reporting System (as prescribed by ODMHSAS) as Change Goals by July 31, 2020.
- • By the 5th of each month each provider shall enter the following data from the previous month in the Arena Reporting System:
- • Any amendments to Change Goals (subject to approval by Field Representative).
- • All reportable Changes.
- • All reportable Activities.
- • At minimum the sum total of monthly entries should include:
- • Fifteen changes that relate to intervening variables/immediate outcomes. Of these fifteen:
- • At least 3 Change entries must have quantitative measurements reported in How section.
- • The total number of people served with a Universal Direct audience should be a minimum of .19% of the of priority population counties.
- • The total number of people served with a Universal Indirect audience should be a minimum of 5% of the provider’s regional service area (See Attachment A).
- • The ODMHSAS expects RPCs to ensure participation of all schools within their service region. The ODMHSAS requires Contractors with an Oklahoma Prevention Needs Assessment (OPNA) student survey response rate of less than 70% for schools within their community of focus to receive technical assistance from the ODMHSAS to improve their response rate to 70% or more.
- • Contractor shall provide the resources necessary to execute the work requirements detailed in this statement of work. Contractor shall use the SPF process in the provision of all services. The following work requirements are for state fiscal year 2021.
- • General Requirements as set forth in the contract.
- • Contractor Branding:
- • Contractor shall identify itself as a ‘Regional Prevention Coordinator’ in all correspondence when business is conducted under this award and shall be part of the Oklahoma Prevention Network.
- • Contractor shall cite the Oklahoma Department of Mental Health and Substance Abuse Services as its funding source on all prevention publications, news releases/interviews, marketing materials, websites, and public reports.
- • Prevention Message and Sponsorship:
- • Contractor shall ensure the prevention message it provides in the delivery of all services aligns with the philosophy that no illegal use of alcohol, tobacco, and other drugs (ATOD) shall be allowed or encouraged. Any excessive or abusive use of legal drugs by those of age will also be discouraged, including the abuse of pharmaceuticals. Curricula, strategies, or messages used by Contractor shall not contain messages such as “some illicit drugs may not be as dangerous as others”.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships, and/or contracts with entities associated with or receiving funds from tobacco or alcohol industries are used in the delivery of prevention services. Contractor agrees not to receive funds from said industries. In addition, Contractor agrees to obtain prior approval from the ODMHSAS for any and all questionable situations.
- • Service location:
- • Contractor shall maintain a physical presence during the contract in the service region that is clearly visible to the public. A physical presence must minimally include consistent staff availability in the service region with easy access for the public and a local phone number. A physical presence may also include branded office space, branded meeting space, branded linkages to existing public service locations (i.e. United Way, municipal buildings), or other branded, physical means of connecting the Contractor to the service region. The ODMHSAS does not require the Contractor to maintain a designated office space.
- • Contractor shall provide, schedule, or otherwise arrange all sites, facilities, facility management, supplies, and other resources necessary to provide services or scheduled activities or events. Contractor may utilize multiple sites and/or locations within the service region(s). Program sites, facilities, and locations for all service categories shall be readily accessible by all participants and interested community members and shall be appropriate for the activity conducted. All sites and facilities shall also be physically and programmatically accessible to the disabled, pursuant to requirements of the Americans with Disabilities Act (ADA).
- • Staff Requirements:
- • Level of Effort: Contractor shall recruit, hire, and maintain a minimum of one full time equivalency (FTE) staff, who must dedicate 100% of their time to this contract. All staff paid through direct cost funds are expected to provide direct services under the contract. Contractor shall identify an RPC Director.
- • Experience and Qualifications: Staff shall have the knowledge and experience necessary in planning and implementing alcohol, tobacco, and/or other drug prevention strategies. Contractor shall demonstrate evidence of the minimum range of experience and skills within the proposed program staffing. The staff shall demonstrate at least one year prevention, behavioral health, or public health related experience to include one or more environmental prevention strategies and obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Resumes shall be submitted for all positions post award.
- • All positions shall require knowledge of the underlying principles of the public health approach to alcohol, tobacco, and/or other drug problems; knowledge of the underlying principles and application of environmental strategies that advance policy-based prevention approaches to reduce alcohol, tobacco, and/or other drug problems; knowledge and competency in organizing, developing and sustaining community-based collaborations aimed at achieving environmental change; knowledge of the underlying principles of the use of media advocacy to reduce alcohol, tobacco, or other drug problems; and knowledge of the purpose and function of multi-system collaboration to affect organizational and systems changes to reduce alcohol, tobacco, and other drug problems in communities.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Professional Development for New Staff: Contractor shall ensure that all staff complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 12 months of employment.
- • Professional Development for Out of State Travel: Contractor shall ensure that out of state travel for professional development purposes shall be approved in writing by the ODMHSAS. Contractor shall submit written justification to the ODMHSAS no later than 30 days prior to the event. Exceptions may be reviewed and determined at the discretion of the ODMHSAS with proper written justification. The ODMHSAS may identify out of state training that necessitates/warrants attendance and, in that case, may obviate this provision.
- • Staff Conduct: Contractor shall ensure all staff adheres to the ODAPCA’s Preventionist Code of Ethics and maintains professional conduct and presentation at all times when executing the duties of the contract.
- • Job descriptions for all personnel should be maintained and provided to the ODMHSAS upon hire. Personnel expenses are subject to approval as part of the Contractor’s budget. Job descriptions should not exceed one page each.
- • ODMHSAS Trainings/Meetings:
- • Contractor shall attend all mandatory ODMHSAS and RPC trainings. There will be a minimum of two trainings.
- • Contractor shall attend all required provider meetings offered by the ODMHSAS. There will be approximately four provider meetings (face to face or remote).
- • Program Participant Protection:
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract.
- • Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract.
- • Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • Revision and Change Requests:
- • Approved strategic plan(s) and work plan(s) serve as the Contractor’s contractual requirements. Contractor shall request written, prior approval from the ODMHSAS to revise the strategic plan(s) and/or work plan(s). The ODMHSAS shall evaluate if the proposed change is justified. Proposed revisions must be in accordance with project guidelines. Contractor shall not proceed with the delivery of new services or re-direction of resources until the revision has been approved by the ODMHSAS in writing.
- • Contractor agrees that any changes required by the Department, or reached by means of Contractor and Department negotiations regarding the services, activities, and programs contained in the program plan, shall be reflected in a revised strategic plan, work plan, budget, and budget narrative.
- • Contractor shall provide the following services:
- • Needs Assessment:
- • Regional Epidemiological Outcomes Workgroup (REOW): Contractor shall facilitate creation of a REOW to collect, analyze, and report on substance incidence, prevalence, and related data for the service region. Current, operational REOWs should be utilized/consulted to avoid duplication of effort.
- • Contractor shall complete a regional needs assessment. The needs assessment shall be conducted in collaboration with the REOW and shall include:
- • Identification of priority construct(s) and indicator(s) and communities of focus;
- • Identification of partner coalition(s)/constituents and plan to advance readiness, capacity, and partnerships; and
- • Identification and justification of causal factor/intermediate variables related to priority indicator(s) and regional services (including alcohol enforcement hot spots).
- • Contractor shall maintain and support the REOW in the development of a regional epidemiological profile as part of the regional strategic plan and submit an annual update ( FY 2021) by January 31, 2021in a format prescribed by the ODMHSAS.
- • Contractor shall coordinate with SPF-PFS Community Data Workgroups (CDWs) as appropriate.
- • Capacity Building:
- • Contractor shall be responsible for providing training and technical assistance to strategic community coalitions and documenting coalition progress/participation in a format prescribed by the ODMHSAS.
- • Contractor shall conduct a baseline coalition capacity, baseline organizational capacity, and baseline community readiness assessments to be included in the strategic plan, and annually thereafter, during the contract period. Contractor shall document the coalition’s capacity, organization’s capacity, and the community’s readiness on a scale.
- • Contractor shall be responsible for providing training and technical assistance to the partner community coalition(s) and documenting coalition progress/participation in a format prescribed by the ODMHSAS on a quarterly basis. Out of state travel for coalition members and/or strategic partners to attend workshops, trainings or conferences shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority indicator(s) and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Contractor shall provide technical assistance to the community coalition to develop partnerships in each of the community sectors relevant to the priority indicator(s) and selected evidence based strategy or strategies.
- • Contractor shall identify strategic community constituents necessary to advance the regional strategic plan and work plan(s). Contractor shall establish partnership/relationship benchmarks related to the prioritized indicators in the regional strategic plan and document progress advancing the partnership. The ODMHSAS may prescribe required sectors/partners.
- • Contractor may participate on other community coalitions within the region to strategically advance the priority indicators identified in the regional strategic plan. Contractor shall justify the partnership and document progress of the relationship with other community coalitions.
- • Planning:
- • Contractor shall have facilitated the development of a comprehensive regional strategic plan with the partner coalition by a deadline prescribed by the ODMHSAS; work plans shall be submitted a deadline prescribed by the ODMHSAS. The strategic plan and work plans must be data-driven and utilize environmental evidence-based approaches. The ODMHSAS expects the Contractor to engage coalition members and partners in service planning and provision. Contractor will be required to demonstrate active coalition/partner involvement.
- • Contractor shall choose a minimum of one indicator from the State’s list of priority indicators to address in fiscal year 2019. Selection of indicators not listed on the State’s list of priority indicators may be requested and shall require written, data-driven justification for approval. Contractor shall develop a detailed sustainability plan for the community work plan(s) and document the planning process with the coalition in OKPROS. Written sustainability plans shall be submitted to the ODMHSAS in year two of the RPC contract. The ODMHSAS will require additional submissions of sustainability plans as appropriate.
- • Implementation of services shall not commence until the ODMHSAS approves the regional strategic plan and work plan(s).
- • The strategic plan shall be in a format prescribed by the ODMHSAS and shall include:
- • Needs assessment;
- • Strategy selection;
- • Regional epidemiological profile;
- • Coalition, organizational, and community readiness assessment description and results;
- • Logic models; and
- • Signature of coalition chair verifying active coalition involvement in the creation of the strategic plan.
- • Work plans shall be in a format prescribed by the ODMHSAS and shall include:
- • Goals, measureable objectives, tasks, timelines related to priority indicators, and regional services;
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, and sustainability; and
- • Signature of coalition chair verifying active coalition involvement in the creation of the work plan.
- • Post Strategic Plan/Work Plan Approval Services:
- • Contractor shall initiate work on the following requirements upon ODMHSAS approval of the regional strategic plan and work plans.
- • Capacity Building (community and coalition):
- • Contractor shall be responsible for providing training and technical assistance to strategic community coalitions and documenting coalition progress/participation in a format prescribed by the ODMHSAS.
- • Contractor shall conduct annual community readiness assessments during the contract period. Contractor shall document the community’s progress on a readiness scale.
- • Contractor shall conduct regular annual coalition capacity assessments during the contract period. Contractor shall document the coalitions’ progress on a capacity scale for supporting RPC strategic goals.
- • Contractor shall conduct a minimum of one SPF or priority issue training to each partner community coalition annually.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals in a format prescribed by the ODMHSAS.
- • Contractor shall continue to engage the coalitions in developing and/or strengthening their capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Contractor shall annually update the established Memorandums of Understanding (MOUs) with a minimum of one community coalition in the service region (not including the SPF-PFS coalition) and submit to the ODMHSAS by March 31st of each contract year.
- • Implementation:
- • Contractor shall adhere to the regional strategic plan and work plans approved by the ODMHSAS for the RPC project and shall utilize RPC funds to implement only the approved strategies.
- • Contractor shall ensure that the partner coalition approves, with a written signature by coalition leadership, the required documents including the data profile, strategic plan, work plan(s), MOUs, evaluation plans, and other documents as may be requested by the ODMHSAS.
- • Contractor shall support the coalitions in their efforts to carry out the implementation of evidence-based or effective strategies that address the local priorities in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall ensure that the coalitions implement the approved strategies within the identified community of focus and identified population of focus.
- • Evaluation:
- • Contractor shall participate in all required ODMHSAS evaluation efforts. Contractor shall develop a detailed evaluation plan by a date prescribed by the ODMHSAS and document process and outcome measures. The evaluation plan shall also include baselines and measures for regional core services. Contractor shall submit an evaluation report in an ODMHSAS prescribed format by June 30th of each RPC contract year.
- • Contractor shall report NOMs utilizing a data reporting system prescribed by the ODMHSAS.
- • Contractor shall participate in face-to-face interviews, phone interviews, site-visits, on-line surveys, paper/pencil surveys, and/or other data collection activities conducted by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited to, sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall maintain documentation related to the planning (assessment or development of the regional strategic plan and work plans) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Required Regional Services:
- • Contractor shall provide the following required prevention services throughout the bid award regardless of the prioritized constructs and indicators/measures and targeted communities. Required services shall be delivered in a culturally competent manner and appropriate for the identified populations. Contractor shall include a plan to provide these required services in the regional strategic plan. Contractor shall develop separate work plans for regional services in an ODMHSAS prescribed format and submit the plans annually by March 31st.
- • Prevention Coordination Services:
- • Regional Strategic Plan and Work Plans: Contractor shall be responsible for coordinating the implementation of the regional strategic plan and accompanying workplans. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the regional strategic plan/work plan(s) and document progress/outcomes.
- • Earned Media Outputs: Contractor shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/ priorities of the regional strategic plan. At least six media outputs should occur in non-priority counties; and should address substance abuse prevention priorities as demonstrated through the needs assessment. All media outputs should demonstrate an appropriate call to action. In addition, all media outputs should identify the ODMHSAS as the funding agency and mention the RPC’s efforts in coordinating regional strategies to address the identified issue.
- • Social media can be used for a maximum of two earned media outputs. The provider must submit a plan to the ODMHSAS for approval demonstrating how social media will be used to garner earned relationships. The plan must include an explanation of the focus audience, message, and a viewership goal. In addition, the plan should address issues related to content management (i.e. the person responsible for generating and approving content and a response timeline).
- • Information Dissemination: Contractor shall respond to public requests for information related to substance abuse prevention in the service region with priority given to those requests directly related to the regional strategic plan. Allowable information dissemination activities include evidence-based material fulfillment, prevention service referral information, and evidence-based presentations, training, or consultation. Contractor shall document all information dissemination activities.
- • Contractor shall primarily utilize the ODMHSAS Prevention Resource Center online clearinghouse for material fulfillment. Contractor shall allow the ODMHSAS to locally brand the online clearinghouse with Contractor name and/or logo for public users within the service region.
- • Contractor shall publish results of the OPNA survey in the service region. Contractor shall publish release in every county within their region. Resulting media outputs shall not count toward the requirement of 12 unduplicated earned media outputs.
- • Alcohol Access:
- • Contractor shall develop an alcohol enforcement plan (which will be subject to ODMHSAS-approval) in coordination with the ODMHSAS and the 2Much2Lose (2M2L) Coordinators by a date prescribed by the ODMHSAS. At minimum, the plan will address youth access to alcohol. The alcohol enforcement plan will define constructs, indicators, intervening variables, measureable objectives, timelines, and responsible parties for high-need location(s) within the service region. The ODMHSAS may prescribe the minimum number of locations required for each region. MOUs shall be established in each high-need location outlining the role of relevant parties (i.e. the RPC, 2M2L Coordinators, and local law enforcement).
- • Strategies used in the alcohol enforcement plan (i.e. compliance checks, social host patrols, saturation patrols, etc.) shall follow an ODMHSAS-approved protocol and meet standards for high visiblity and consistency. Contractor shall be responsible for reporting enforcement outcomes into OKPROs within 30 days of completion. Press releases addressing alcohol enforcement plan results shall not count towards the requirement of twelve (12) unduplicated earned media outputs.
- • Contractor shall provide regional participation in a maximum of two coordinated statewide alcohol enforcement efforts.
- • Contractor shall be responsible for conducting Responsible Beverage Sales and Service (RBSS) training in the service region. Contractor shall offer RBSS training to 100% of alcohol retailers in the service region each contract year. Contractor shall respond to all requests for training. Contractor shall secure a written policy by a minimum of one retail outlet (per contract year) to conduct mandatory RBSS training for employees. Contractor shall document trainings and complete training evaluations.
- • Contractor shall ensure risk assessments are conducted in all retail locations corresponding to an offense date appearing more than one time in a six-month period on the Place of Last Drink (POLD) survey. Contractor shall ensure a risk assessment is conducted at a minimum of two special events where alcohol is sold/served each contract year. Contractor may subcontract for these services with prior approval by ODMHSAS. Risk assessments shall be conducted by trained individuals, adhere to the ODMHSAS-approved protocol, and follow all safety guidelines.
- • 2Much2Lose: Contractor shall maintain active involvement with the 2M2L/SADD project to promote and support regional training opportunities, the 2M2L Youth Leadership Academy and Kickoff Event, law enforcement trainings, and law enforcement task forces. Contractor shall make direct contact with 100% of all established 2M2L/SADD youth clubs in the service region each quarter and shall assist in the development of new clubs within the contracted region. Contractor shall engage youth leaders beyond Alcohol Compliance Checks to include them in the planning and implementation of community prevention work plans (i.e. identified tasks for youth, youth leaders formally approving the plans, youth as decision makers). Contractor shall collaborate with 2M2L Regional Coordinator assigned to the service region.
- • Statewide Media Campaigns: Contractor shall participate in statewide media campaigns when requested by the ODMHSAS.
- • Contractor shall brand prescription drug misuse/abuse projects and initiatives with the “Take As Prescribed” campaign materials. Contractor can request exemption from this requirement in a written format to the ODMHSAS which shall be approved on a case-by-case basis pending sufficient and appropriate justification.
- • If Contractor implements paid or earned media around the Oklahoma Social Host law, Contractor shall solely use the ODMHSAS generated campaign materials and report process measures and outputs in a format prescribed by the ODMHSAS.
- • Supplier shall provide any needed support to the Alcohol Beverage Laws Enforcement (ABLE) Commission for the Annual Synar Study. Using the ODMHSAS approved protocol, the supplier’s support may include the following:
- • Assist and coordinate with the ABLE Commissions in recruiting a minimum of one (1) minor between the ages of 15 and 17 years to participate in the Annual Synar Study as a youth inspector,
- • Assist in conducting age perception tests and report results in a format as prescribed by the ODMHSAS, and;
- • Participate with the ABLE Commission and youth inspector in the Synar compliance inspections by providing adult supervision to ensure safety of the youth.
- • Training and Technical Assistance Services:
- • Training and Technical Assistance:
- • Contractor shall provide training and technical assistance on the SPF and evidence-based prevention strategies to community coalitions within the service region (other than the SPF-PFS site coalition). Priority recipients shall be those organizations, coalitions, constituents located in the priority communities.
- • Contractor shall conduct a minimum of two trainings on evidence-based prevention strategies per contract year within the service region. Training shall align with the regional strategic plan. Trainings shall be in addition to those hosted by the ODMHSAS and shall not be funded by SPF-PFS.
- • Youth Leadership Development:
- • Contractor shall enter into a written partnership agreement with a minimum of two youth leadership coalitions within 10 months of contract start. Partnership with the youth leadership coalitions must align with the regional strategic plan and work plan(s).
- • Contractor shall provide training and technical assistance to a minimum of two youth leadership coalitions in the region related to the principles of the SPF and advancing priority indicators in the regional strategic plan and work plan(s).
- • Oklahoma Prevention Needs Assessment (OPNA): Contractor shall have primary responsibility for recruiting and securing necessary agreements with the school sites within the service region selected by the ODMHSAS to participate in the OPNA Survey. Contractor shall be responsible for securing necessary agreements with schools volunteering to participate. The ODMHSAS expects RPCs to ensure participation of all schools within their service region. The ODMHSAS requires Contractors with an OPNA student survey response rate of less than 70% for schools within their community of focus to receive technical assistance from the ODMHSAS to improve their response rate to 70% or more.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to an annual site review by ODMHSAS.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Contractor shall submit the quarterly report within 30 days of the end of the quarter.
- • Contractor shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS.
COMPENSATION:
- • Payment is dependent upon the effectiveness of project implementation, successful evaluation participation, meeting the contract requirements, ODMHSAS need, and the availability of state and/or federal funding.
- • Source of Funding:
- • Funding for this contract is contingent upon availability of state and/or federal funding. This contract is for one scope of service, which will be jointly funded by two different funding sources.
- • Substance Abuse and Mental Health Services Administration (SAMHSA), Substance Abuse Prevention and Treatment Block Grant (CFDA Number 93.959) State appropriated prevention funds.
- • Funding Amounts:
- • The State reserves the right to amend contract funding amounts. Funding for this contract is contingent upon availability of state and/or federal funding.
- • Funding for RPC Services:
- • A base funding amount of $100,000 is established for each region. Each region is eligible for additional funding as determined by a formula. The formula is based on the region population (weighted using a qualifier of 1.0) and the region square miles (weighted using a qualifier of 2.0) to calculate the percentage of the total funds each region is eligible to receive.
- • In addition to the regional funding amount, an enhanced tier payment system may be employed during the project period for contractors to earn additional funds for meeting or exceeding defined performance measures as defined by the ODMHSAS.
- • Project Budget:
- • The RPC must complete a project budget for the RPC project each fiscal year and submit by a date prescribed by the ODMHSAS.
- • All costs identified in the project budgets must be in accordance with the Allowable/Unallowable Costs. The proposed costs must be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs.
- • A justification for each item in the projected budgets must be provided.
- • Contractor organization must include budget for all required meetings per project year in the Oklahoma City metro area for persons on the RPC budget.
- • Contractor organization must include personnel expenses for the 1.0 full-time RPC staff.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Regional RPC (Forest Grove)
INTRODUCTION:
- • The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), an agency of the State of Oklahoma, is continuing funding for Region 6 to implement alcohol and other drug prevention services commencing July 1, 2020.This contract is the final year of the awarded grant and will expire on June 30, 2021. The contract will support community-based planning and implementation of evidence-based alcohol and other drug prevention strategies.
- • The purpose is aligned with the vision, mission, and goals of the state’s strategic prevention plan to create prevention-capable communities in order to:
- • Prevent the onset and reduce the progression of substance abuse;
- • Reduce the problems/consequences related to substance abuse; and
- • Increase prevention capacity and prevention infrastructure at the community level.
- • The ODMHSAS intends to achieve this purpose utilizing a public health approach termed hereafter as the Strategic Prevention Framework (SPF). The SPF is a community-based approach to prevention and a series of implementation principles intended to produce population-level outcomes.
- • The state also funds 16 other Regional Prevention Coordinators (RPCs) in order to plan and implement alcohol and other drug prevention services.
- • Through a separate funding stream, the state will fund high need communities for the Strategic Prevention Framework Partnerships for Success (SPF-PFS) grant. RPCs shall coordinate with SPF-PFS recipients to ensure collaboration, maximization of resources, and that there is no duplication of effort.
- • Oklahoma’s Approach to Prevention:
- • To prevent the onset and prevent/reduce the problems associated with the use of alcohol, tobacco, and other drugs, Oklahoma will work from a theory of change that is supported through research. Research has shown changing population behavior requires targeting resources to issues influencing that behavior (intervening variables, or risk or causal factors). Once these issues have been identified, a comprehensive set of state and community evidence-based strategies can be selected and employed.
- • Achieving significant, population-based behavior change requires more than making a positive impact on the underlying conditions (i.e., risk and protective factors); it requires significant and measurable reductions in the causal factors related to substance abuse. The idea of multiple influences affecting behavioral outcomes is evident in the causal factor research conducted by the Pacific Institute for Research and Evaluation (PIRE). PIRE has identified causal factors or areas of intervention that can make drug using behaviors—and therefore the profusion of health, social, and economic problems related to drug use—more or less likely to occur.
- • Oklahoma’s commitment to the risk and protective factor model is in alignment with the causal factor model, which represents a public health approach to prevention and emphasizes prevention effects at the community level. Oklahoma appreciates that communities are complex systems with complicated and shifting interactions among and between their parts, and recognizes that preventing substance abuse requires a comprehensive, systematic approach based on a clear understanding of each contributing causal factor and the relationship between those factors. Knowing how—and where—to effectively intervene is essential to achieving population outcomes.
- • The SPF model employs a public health approach that focuses on achieving population-level outcomes. In instituting the SPF process, Oklahoma has transformed from a focus on services to individuals or small groups of consumers to population-based approaches that view community wellbeing as the unit of outcome measurement, and from agency-centered services to coordinated, multi-sector systems approaches that use evidence-based practices to achieve change.
- • RPCs are the backbone of Oklahoma’s substance abuse prevention system and are therefore best suited to coordinate a comprehensive prevention system at the local level.
- • The Problem:
- • Alcohol and other drug consumption is a serious public health problem in Oklahoma, driving a multitude of community problems and social consequences. According to the Oklahoma State Epidemiological Outcomes Workgroup (SEOW), a group that compiles and reports on state alcohol and other drug consumption and consequence data, Oklahoma is above the national average in multiple indicators.
- • State Priority:
- • The State conducted a thorough review of available alcohol and other drug consumption and consequence data and identified the following priorities. It is the intention of the ODMHSAS to fund prevention services that address these defined priorities at the community level. It is the responsibility of the RPC to conduct a local-level needs assessment to determine which of the following priorities will be addressed and the priority populations/communities of focus to be served. RPCs are required to select at least one priority from the state’s list of Regional Block Grant/State Funded Priorities. The ODMHSAS may prescribe communities of focus and/or priorities. Regional Block Grant/State Funded Priorities.
|
Construct
|
Indicator/Measure
|
|
Underage Drinking
|
Current, 30-day alcohol use
among youth under age 21
|
|
Current, 30-day binge
drinking among youth under age 21
|
|
Current, 30-day drinking
and driving among youth under age 21
|
|
Adult Binge Drinking
|
Current, 30-day binge drinking
among adults age 18 and older
|
|
Current, 30-day drinking
and driving among adults age 18 and older
|
|
Nonmedical Use of
Prescription Drugs
|
Adults > 18 years
old use of prescription drugs without a prescription in their lifetime
|
|
Adults > 18 years
old non-medical use of prescription drugs
in the past 30 days
|
|
Current, 30-day use of
prescription drugs among 6, 8, 10, and 12 graders
|
|
Methamphetamine Use
|
Current, 30-day
methamphetamine use among 6, 8, 10 and 12 graders
|
|
Marijuana Use
|
Current 30-day marijuana
use among 6, 8, 10 and 12 graders
|
|
Current, 30-day marijuana
use among adults age 18‐25 and > 26 years old
|
|
Alcohol
Use During Pregnancy
|
Any
alcoholic drinks during last 3 months of pregnancy
|
|
Alcohol use during
pregnancy
|
DEFINITIONS:
- • RPC – Regional Prevention Coordinator
- • SPF-PFS – Strategic Prevention Framework Partnership For Success Grant
WORK REQUIREMENTS:
- • In order to fulfill the purpose of this contract, the ODMHSAS expects RPCs to systematically:
- • Assess their communities’ prevention needs based on epidemiological data;
- • Build community prevention capacity;
- • Develop strategic plan(s) and work plan(s);
- • Implement effective community prevention policies, practices, program; and
- • Evaluate their efforts for outcomes.
- • Although the direct recipients of funds from this contract are an RPC, the ODMHSAS expects prevention services to be implemented in partnership between RPCs, coalitions, strategic partners, and communities. The RPCs shall be accountable for demonstrating community coalition and partner planning and implementation of the project. The ODMHSAS expects the RPCs to have two explicit roles at the community-level:
- • Provide expertise and guidance via training and technical assistance to communities and community coalitions to build substance abuse prevention capacity; and
- • Strategically coordinate the implementation of prevention services at the local-level in partnership with community stakeholders.
- • Coalition Memorandums of Understanding (MOU):
- • The provider should identify the partner coalition(s) for the selected construct(s) and community indicator(s). RPC and SPF-PFS Contractors should not use the same coalition to address the same priority issue. The coalition must be located in the priority community. The Contractor must maintain an MOU with the coalition. The MOU will agree to (1) allow the RPC to provide capacity building services for the coalition and the community; (2) plan, implement, and evaluate prevention services related to the prioritized indicators identified in the assessment; and (3) cover the entire contract period. If coalitions do not exist in the priority community or are not the appropriate fit for the prioritized indicator(s), a written plan to address this issue must be submitted to the ODMHSAS for written approval.
- • Use of Evidence-Based Practices:
- • This contract is intended to fund prevention strategies that have a demonstrated evidence base and that are appropriate for targeted communities/populations. An evidence-based practice (EBP) refers to approaches to prevention that are validated by documented research evidence.
- • Contractor shall use the criteria developed by the Oklahoma EBP Workgroup and the ODMHSAS when developing strategic plan(s) and work plan(s). To achieve population-level outcomes, Contractor will be required to implement evidence-based environmental prevention strategies (all strategies are subject to approval by the ODMHSAS and the Oklahoma Evidence-Based Practices Workgroup), which are those policies or practices that create a community or cultural environment that supports healthy and safe behavior. Other strategies that are not part of the community domain are considered supplemental and may be considered with prior written approval from the ODMHSAS.
- • When developing strategic plan(s) and work plan(s), Contractors are expected to provide justification of the evidence that shows the selected practices are effective. Contractors are also expected to justify the population(s) for which the practice has been shown to be effective/appropriate. Selection of evidence-based practices will be reviewed and approved by the ODMHSAS prior to implementation. Implementation may not begin until the Contractor’s work plan(s) are approved.
- • Moving SAMHSA’s SPF from vision to practice is a strategic process that the Contractor and community stakeholders must undertake in partnership. Contractor shall provide the leadership, technical support and monitoring to ensure that the communities of focus are successful in implementing the five steps of the framework listed below. Contractor shall complete required activities for each step of the SPF process at the community site levels. Contractor shall use the SPF to guide all prevention activities throughout the focus community and coordinate and/or leverage all prevention resources whether funded though the RPC or other sources.
- • This contract shall be executed consistent with the five steps of the SPF. Contractors complete and submit the RPC community work plans according to deadlines prescribed by the ODMHSAS, before commencing implementation of the strategies.
- • The ODMHSAS will provide direct support to the Contractors to fulfill the requirements of this contract. However, the Contractors are viewed as the primary deliverer of guidance and expertise to the communities and coalitions. The following requirements and guidelines lay out the five steps of the SPF as they pertain to this contract.
- • Step 1: Profile population needs, resources, and readiness to address the problems and gaps in service delivery.
- • Step 2: Mobilize and/or build capacity to address needs.
- • Step 3: Develop a comprehensive strategic/work plan.
- • Step 4: Implement evidence-based prevention policies, programs and practices, and infrastructure development activities.
- • Step 5: Monitor process, evaluate effectiveness, sustain effective programs/activities, and improve or replace those that fail.
- • Data Collection and Evaluation:
- • RPC evaluation activities shall include all ODMHSAS and SAMHSA data collection and reporting requirements. These activities may include, but are not limited to, participation in a rigorous evaluation, including process and outcome assessments as specified in the final evaluation plan developed between the Supplier and the State evaluation team; collection of National Outcome Measures (NOMs); and participation in any other ODMHSAS or SAMHSA required evaluations. Supplier shall report process and outcome data in a manner prescribed by the ODMHSAS, including but not limited to the Arena Reporting System.
- • Supplier shall have all approved work plans entered into the Arena Reporting System (as prescribed by ODMHSAS) as Change Goals by July 31, 2020.
- • By the 5th of each month each provider shall enter the following data from the previous month in the Arena Reporting System:
- • Any amendments to Change Goals (subject to approval by Field Representative).
- • All reportable Changes.
- • All reportable Activities.
- • At minimum the sum total of monthly entries should include:
- • Fifteen changes that relate to intervening variables/immediate outcomes. Of these fifteen:
- • At least 3 Change entries must have quantitative measurements reported in How section.
- • The total number of people served with a Universal Direct audience should be a minimum of .19% of the of priority population counties.
- • The total number of people served with a Universal Indirect audience should be a minimum of 5% of the provider’s regional service area (See Attachment A).
- • The ODMHSAS expects RPCs to ensure participation of all schools within their service region. The ODMHSAS requires Contractors with an Oklahoma Prevention Needs Assessment (OPNA) student survey response rate of less than 70% for schools within their community of focus to receive technical assistance from the ODMHSAS to improve their response rate to 70% or more.
- • Contractor shall provide the resources necessary to execute the work requirements detailed in this statement of work. Contractor shall use the SPF process in the provision of all services. The following work requirements are for state fiscal year 2021.
- • General Requirements as set forth in the contract.
- • Contractor Branding:
- • Contractor shall identify itself as a ‘Regional Prevention Coordinator’ in all correspondence when business is conducted under this award and shall be part of the Oklahoma Prevention Network.
- • Contractor shall cite the Oklahoma Department of Mental Health and Substance Abuse Services as its funding source on all prevention publications, news releases/interviews, marketing materials, websites, and public reports.
- • Prevention Message and Sponsorship:
- • Contractor shall ensure the prevention message it provides in the delivery of all services aligns with the philosophy that no illegal use of alcohol, tobacco, and other drugs (ATOD) shall be allowed or encouraged. Any excessive or abusive use of legal drugs by those of age will also be discouraged, including the abuse of pharmaceuticals. Curricula, strategies, or messages used by Contractor shall not contain messages such as “some illicit drugs may not be as dangerous as others”.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships, and/or contracts with entities associated with or receiving funds from tobacco or alcohol industries are used in the delivery of prevention services. Contractor agrees not to receive funds from said industries. In addition, Contractor agrees to obtain prior approval from the ODMHSAS for any and all questionable situations.
- • Service location:
- • Contractor shall maintain a physical presence during the contract in the service region that is clearly visible to the public. A physical presence must minimally include consistent staff availability in the service region with easy access for the public and a local phone number. A physical presence may also include branded office space, branded meeting space, branded linkages to existing public service locations (i.e. United Way, municipal buildings), or other branded, physical means of connecting the Contractor to the service region. The ODMHSAS does not require the Contractor to maintain a designated office space.
- • Contractor shall provide, schedule, or otherwise arrange all sites, facilities, facility management, supplies, and other resources necessary to provide services or scheduled activities or events. Contractor may utilize multiple sites and/or locations within the service region(s). Program sites, facilities, and locations for all service categories shall be readily accessible by all participants and interested community members and shall be appropriate for the activity conducted. All sites and facilities shall also be physically and programmatically accessible to the disabled, pursuant to requirements of the Americans with Disabilities Act (ADA).
- • Staff Requirements:
- • Level of Effort: Contractor shall recruit, hire, and maintain a minimum of one full time equivalency (FTE) staff, who must dedicate 100% of their time to this contract. All staff paid through direct cost funds are expected to provide direct services under the contract. Contractor shall identify an RPC Director.
- • Experience and Qualifications: Staff shall have the knowledge and experience necessary in planning and implementing alcohol, tobacco, and/or other drug prevention strategies. Contractor shall demonstrate evidence of the minimum range of experience and skills within the proposed program staffing. The staff shall demonstrate at least one year prevention, behavioral health, or public health related experience to include one or more environmental prevention strategies and obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Resumes shall be submitted for all positions post award.
- • All positions shall require knowledge of the underlying principles of the public health approach to alcohol, tobacco, and/or other drug problems; knowledge of the underlying principles and application of environmental strategies that advance policy-based prevention approaches to reduce alcohol, tobacco, and/or other drug problems; knowledge and competency in organizing, developing and sustaining community-based collaborations aimed at achieving environmental change; knowledge of the underlying principles of the use of media advocacy to reduce alcohol, tobacco, or other drug problems; and knowledge of the purpose and function of multi-system collaboration to affect organizational and systems changes to reduce alcohol, tobacco, and other drug problems in communities.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Professional Development for New Staff: Contractor shall ensure that all staff complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 12 months of employment.
- • Professional Development for Out of State Travel: Contractor shall ensure that out of state travel for professional development purposes shall be approved in writing by the ODMHSAS. Contractor shall submit written justification to the ODMHSAS no later than 30 days prior to the event. Exceptions may be reviewed and determined at the discretion of the ODMHSAS with proper written justification. The ODMHSAS may identify out of state training that necessitates/warrants attendance and, in that case, may obviate this provision.
- • Staff Conduct: Contractor shall ensure all staff adheres to the ODAPCA’s Preventionist Code of Ethics and maintains professional conduct and presentation at all times when executing the duties of the contract.
- • Job descriptions for all personnel should be maintained and provided to the ODMHSAS upon hire. Personnel expenses are subject to approval as part of the Contractor’s budget. Job descriptions should not exceed one page each.
- • ODMHSAS Trainings/Meetings:
- • Contractor shall attend all mandatory ODMHSAS and RPC trainings. There will be a minimum of two trainings.
- • Contractor shall attend all required provider meetings offered by the ODMHSAS. There will be approximately four provider meetings (face to face or remote).
- • Program Participant Protection:
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract.
- • Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract.
- • Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • Revision and Change Requests:
- • Approved strategic plan(s) and work plan(s) serve as the Contractor’s contractual requirements. Contractor shall request written, prior approval from the ODMHSAS to revise the strategic plan(s) and/or work plan(s). The ODMHSAS shall evaluate if the proposed change is justified. Proposed revisions must be in accordance with project guidelines. Contractor shall not proceed with the delivery of new services or re-direction of resources until the revision has been approved by the ODMHSAS in writing.
- • Contractor agrees that any changes required by the Department, or reached by means of Contractor and Department negotiations regarding the services, activities, and programs contained in the program plan, shall be reflected in a revised strategic plan, work plan, budget, and budget narrative.
- • Contractor shall provide the following services:
- • Needs Assessment:
- • Regional Epidemiological Outcomes Workgroup (REOW): Contractor shall facilitate creation of a REOW to collect, analyze, and report on substance incidence, prevalence, and related data for the service region. Current, operational REOWs should be utilized/consulted to avoid duplication of effort.
- • Contractor shall complete a regional needs assessment. The needs assessment shall be conducted in collaboration with the REOW and shall include:
- • Identification of priority construct(s) and indicator(s) and communities of focus;
- • Identification of partner coalition(s)/constituents and plan to advance readiness, capacity, and partnerships; and
- • Identification and justification of causal factor/intermediate variables related to priority indicator(s) and regional services (including alcohol enforcement hot spots).
- • Contractor shall maintain and support the REOW in the development of a regional epidemiological profile as part of the regional strategic plan and submit an annual update ( FY 2021) by January 31, 2021in a format prescribed by the ODMHSAS.
- • Contractor shall coordinate with SPF-PFS Community Data Workgroups (CDWs) as appropriate.
- • Capacity Building:
- • Contractor shall be responsible for providing training and technical assistance to strategic community coalitions and documenting coalition progress/participation in a format prescribed by the ODMHSAS.
- • Contractor shall conduct a baseline coalition capacity, baseline organizational capacity, and baseline community readiness assessments to be included in the strategic plan, and annually thereafter, during the contract period. Contractor shall document the coalition’s capacity, organization’s capacity, and the community’s readiness on a scale.
- • Contractor shall be responsible for providing training and technical assistance to the partner community coalition(s) and documenting coalition progress/participation in a format prescribed by the ODMHSAS on a quarterly basis. Out of state travel for coalition members and/or strategic partners to attend workshops, trainings or conferences shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority indicator(s) and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Contractor shall provide technical assistance to the community coalition to develop partnerships in each of the community sectors relevant to the priority indicator(s) and selected evidence based strategy or strategies.
- • Contractor shall identify strategic community constituents necessary to advance the regional strategic plan and work plan(s). Contractor shall establish partnership/relationship benchmarks related to the prioritized indicators in the regional strategic plan and document progress advancing the partnership. The ODMHSAS may prescribe required sectors/partners.
- • Contractor may participate on other community coalitions within the region to strategically advance the priority indicators identified in the regional strategic plan. Contractor shall justify the partnership and document progress of the relationship with other community coalitions.
- • Planning:
- • Contractor shall have facilitated the development of a comprehensive regional strategic plan with the partner coalition by a deadline prescribed by the ODMHSAS; work plans shall be submitted a deadline prescribed by the ODMHSAS. The strategic plan and work plans must be data-driven and utilize environmental evidence-based approaches. The ODMHSAS expects the Contractor to engage coalition members and partners in service planning and provision. Contractor will be required to demonstrate active coalition/partner involvement.
- • Contractor shall choose a minimum of one indicator from the State’s list of priority indicators to address in fiscal year 2019. Selection of indicators not listed on the State’s list of priority indicators may be requested and shall require written, data-driven justification for approval. Contractor shall develop a detailed sustainability plan for the community work plan(s) and document the planning process with the coalition in OKPROS. Written sustainability plans shall be submitted to the ODMHSAS in year two of the RPC contract. The ODMHSAS will require additional submissions of sustainability plans as appropriate.
- • Implementation of services shall not commence until the ODMHSAS approves the regional strategic plan and work plan(s).
- • The strategic plan shall be in a format prescribed by the ODMHSAS and shall include:
- • Needs assessment;
- • Strategy selection;
- • Regional epidemiological profile;
- • Coalition, organizational, and community readiness assessment description and results;
- • Logic models; and
- • Signature of coalition chair verifying active coalition involvement in the creation of the strategic plan.
- • Work plans shall be in a format prescribed by the ODMHSAS and shall include:
- • Goals, measureable objectives, tasks, timelines related to priority indicators, and regional services;
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, and sustainability; and
- • Signature of coalition chair verifying active coalition involvement in the creation of the work plan.
- • Post Strategic Plan/Work Plan Approval Services:
- • Contractor shall initiate work on the following requirements upon ODMHSAS approval of the regional strategic plan and work plans.
- • Capacity Building (community and coalition):
- • Contractor shall be responsible for providing training and technical assistance to strategic community coalitions and documenting coalition progress/participation in a format prescribed by the ODMHSAS.
- • Contractor shall conduct annual community readiness assessments during the contract period. Contractor shall document the community’s progress on a readiness scale.
- • Contractor shall conduct regular annual coalition capacity assessments during the contract period. Contractor shall document the coalitions’ progress on a capacity scale for supporting RPC strategic goals.
- • Contractor shall conduct a minimum of one SPF or priority issue training to each partner community coalition annually.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals in a format prescribed by the ODMHSAS.
- • Contractor shall continue to engage the coalitions in developing and/or strengthening their capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Contractor shall annually update the established Memorandums of Understanding (MOUs) with a minimum of one community coalition in the service region (not including the SPF-PFS coalition) and submit to the ODMHSAS by March 31st of each contract year.
- • Implementation:
- • Contractor shall adhere to the regional strategic plan and work plans approved by the ODMHSAS for the RPC project and shall utilize RPC funds to implement only the approved strategies.
- • Contractor shall ensure that the partner coalition approves, with a written signature by coalition leadership, the required documents including the data profile, strategic plan, work plan(s), MOUs, evaluation plans, and other documents as may be requested by the ODMHSAS.
- • Contractor shall support the coalitions in their efforts to carry out the implementation of evidence-based or effective strategies that address the local priorities in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall ensure that the coalitions implement the approved strategies within the identified community of focus and identified population of focus.
- • Evaluation:
- • Contractor shall participate in all required ODMHSAS evaluation efforts. Contractor shall develop a detailed evaluation plan by a date prescribed by the ODMHSAS and document process and outcome measures. The evaluation plan shall also include baselines and measures for regional core services. Contractor shall submit an evaluation report in an ODMHSAS prescribed format by June 30th of each RPC contract year.
- • Contractor shall report NOMs utilizing a data reporting system prescribed by the ODMHSAS.
- • Contractor shall participate in face-to-face interviews, phone interviews, site-visits, on-line surveys, paper/pencil surveys, and/or other data collection activities conducted by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited to, sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall maintain documentation related to the planning (assessment or development of the regional strategic plan and work plans) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Required Regional Services:
- • Contractor shall provide the following required prevention services throughout the bid award regardless of the prioritized constructs and indicators/measures and targeted communities. Required services shall be delivered in a culturally competent manner and appropriate for the identified populations. Contractor shall include a plan to provide these required services in the regional strategic plan. Contractor shall develop separate work plans for regional services in an ODMHSAS prescribed format and submit the plans annually by March 31st.
- • Prevention Coordination Services:
- • Regional Strategic Plan and Work Plans: Contractor shall be responsible for coordinating the implementation of the regional strategic plan and accompanying workplans. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the regional strategic plan/work plan(s) and document progress/outcomes.
- • Earned Media Outputs: Contractor shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/ priorities of the regional strategic plan. At least six media outputs should occur in non-priority counties; and should address substance abuse prevention priorities as demonstrated through the needs assessment. All media outputs should demonstrate an appropriate call to action. In addition, all media outputs should identify the ODMHSAS as the funding agency and mention the RPC’s efforts in coordinating regional strategies to address the identified issue.
- • Social media can be used for a maximum of two earned media outputs. The provider must submit a plan to the ODMHSAS for approval demonstrating how social media will be used to garner earned relationships. The plan must include an explanation of the focus audience, message, and a viewership goal. In addition, the plan should address issues related to content management (i.e. the person responsible for generating and approving content and a response timeline).
- • Information Dissemination: Contractor shall respond to public requests for information related to substance abuse prevention in the service region with priority given to those requests directly related to the regional strategic plan. Allowable information dissemination activities include evidence-based material fulfillment, prevention service referral information, and evidence-based presentations, training, or consultation. Contractor shall document all information dissemination activities.
- • Contractor shall primarily utilize the ODMHSAS Prevention Resource Center online clearinghouse for material fulfillment. Contractor shall allow the ODMHSAS to locally brand the online clearinghouse with Contractor name and/or logo for public users within the service region.
- • Contractor shall publish results of the OPNA survey in the service region. Contractor shall publish release in every county within their region. Resulting media outputs shall not count toward the requirement of 12 unduplicated earned media outputs.
- • Alcohol Access:
- • Contractor shall develop an alcohol enforcement plan (which will be subject to ODMHSAS-approval) in coordination with the ODMHSAS and the 2Much2Lose (2M2L) Coordinators by a date prescribed by the ODMHSAS. At minimum, the plan will address youth access to alcohol. The alcohol enforcement plan will define constructs, indicators, intervening variables, measureable objectives, timelines, and responsible parties for high-need location(s) within the service region. The ODMHSAS may prescribe the minimum number of locations required for each region. MOUs shall be established in each high-need location outlining the role of relevant parties (i.e. the RPC, 2M2L Coordinators, and local law enforcement).
- • Strategies used in the alcohol enforcement plan (i.e. compliance checks, social host patrols, saturation patrols, etc.) shall follow an ODMHSAS-approved protocol and meet standards for high visiblity and consistency. Contractor shall be responsible for reporting enforcement outcomes into OKPROs within 30 days of completion. Press releases addressing alcohol enforcement plan results shall not count towards the requirement of twelve (12) unduplicated earned media outputs.
- • Contractor shall provide regional participation in a maximum of two coordinated statewide alcohol enforcement efforts.
- • Contractor shall be responsible for conducting Responsible Beverage Sales and Service (RBSS) training in the service region. Contractor shall offer RBSS training to 100% of alcohol retailers in the service region each contract year. Contractor shall respond to all requests for training. Contractor shall secure a written policy by a minimum of one retail outlet (per contract year) to conduct mandatory RBSS training for employees. Contractor shall document trainings and complete training evaluations.
- • Contractor shall ensure risk assessments are conducted in all retail locations corresponding to an offense date appearing more than one time in a six-month period on the Place of Last Drink (POLD) survey. Contractor shall ensure a risk assessment is conducted at a minimum of two special events where alcohol is sold/served each contract year. Contractor may subcontract for these services with prior approval by ODMHSAS. Risk assessments shall be conducted by trained individuals, adhere to the ODMHSAS-approved protocol, and follow all safety guidelines.
- • 2Much2Lose: Contractor shall maintain active involvement with the 2M2L/SADD project to promote and support regional training opportunities, the 2M2L Youth Leadership Academy and Kickoff Event, law enforcement trainings, and law enforcement task forces. Contractor shall make direct contact with 100% of all established 2M2L/SADD youth clubs in the service region each quarter and shall assist in the development of new clubs within the contracted region. Contractor shall engage youth leaders beyond Alcohol Compliance Checks to include them in the planning and implementation of community prevention work plans (i.e. identified tasks for youth, youth leaders formally approving the plans, youth as decision makers). Contractor shall collaborate with 2M2L Regional Coordinator assigned to the service region.
- • Statewide Media Campaigns: Contractor shall participate in statewide media campaigns when requested by the ODMHSAS.
- • Contractor shall brand prescription drug misuse/abuse projects and initiatives with the “Take As Prescribed” campaign materials. Contractor can request exemption from this requirement in a written format to the ODMHSAS which shall be approved on a case-by-case basis pending sufficient and appropriate justification.
- • If Contractor implements paid or earned media around the Oklahoma Social Host law, Contractor shall solely use the ODMHSAS generated campaign materials and report process measures and outputs in a format prescribed by the ODMHSAS.
- • Supplier shall provide any needed support to the Alcohol Beverage Laws Enforcement (ABLE) Commission for the Annual Synar Study. Using the ODMHSAS approved protocol, the supplier’s support may include the following:
- • Assist and coordinate with the ABLE Commissions in recruiting a minimum of one (1) minor between the ages of 15 and 17 years to participate in the Annual Synar Study as a youth inspector,
- • Assist in conducting age perception tests and report results in a format as prescribed by the ODMHSAS, and;
- • Participate with the ABLE Commission and youth inspector in the Synar compliance inspections by providing adult supervision to ensure safety of the youth.
- • Training and Technical Assistance Services:
- • Training and Technical Assistance:
- • Contractor shall provide training and technical assistance on the SPF and evidence-based prevention strategies to community coalitions within the service region (other than the SPF-PFS site coalition). Priority recipients shall be those organizations, coalitions, constituents located in the priority communities.
- • Contractor shall conduct a minimum of two trainings on evidence-based prevention strategies per contract year within the service region. Training shall align with the regional strategic plan. Trainings shall be in addition to those hosted by the ODMHSAS and shall not be funded by SPF-PFS.
- • Youth Leadership Development:
- • Contractor shall enter into a written partnership agreement with a minimum of two youth leadership coalitions within 10 months of contract start. Partnership with the youth leadership coalitions must align with the regional strategic plan and work plan(s).
- • Contractor shall provide training and technical assistance to a minimum of two youth leadership coalitions in the region related to the principles of the SPF and advancing priority indicators in the regional strategic plan and work plan(s).
- • Oklahoma Prevention Needs Assessment (OPNA): Contractor shall have primary responsibility for recruiting and securing necessary agreements with the school sites within the service region selected by the ODMHSAS to participate in the OPNA Survey. Contractor shall be responsible for securing necessary agreements with schools volunteering to participate. The ODMHSAS expects RPCs to ensure participation of all schools within their service region. The ODMHSAS requires Contractors with an OPNA student survey response rate of less than 70% for schools within their community of focus to receive technical assistance from the ODMHSAS to improve their response rate to 70% or more.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to an annual site review by ODMHSAS.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Contractor shall submit the quarterly report within 30 days of the end of the quarter.
- • Contractor shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS.
COMPENSATION:
- • Payment is dependent upon the effectiveness of project implementation, successful evaluation participation, meeting the contract requirements, ODMHSAS need, and the availability of state and/or federal funding.
- • Source of Funding:
- • Funding for this contract is contingent upon availability of state and/or federal funding. This contract is for one scope of service, which will be jointly funded by two different funding sources.
- • Substance Abuse and Mental Health Services Administration (SAMHSA), Substance Abuse Prevention and Treatment Block Grant (CFDA Number 93.959) State appropriated prevention funds.
- • Funding Amounts:
- • The State reserves the right to amend contract funding amounts. Funding for this contract is contingent upon availability of state and/or federal funding.
- • Funding for RPC Services:
- • A base funding amount of $100,000 is established for each region. Each region is eligible for additional funding as determined by a formula. The formula is based on the region population (weighted using a qualifier of 1.0) and the region square miles (weighted using a qualifier of 2.0) to calculate the percentage of the total funds each region is eligible to receive.
- • In addition to the regional funding amount, an enhanced tier payment system may be employed during the project period for contractors to earn additional funds for meeting or exceeding defined performance measures as defined by the ODMHSAS.
- • Project Budget:
- • The RPC must complete a project budget for the RPC project each fiscal year and submit by a date prescribed by the ODMHSAS.
- • All costs identified in the project budgets must be in accordance with the Allowable/Unallowable Costs. The proposed costs must be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs.
- • A justification for each item in the projected budgets must be provided.
- • Contractor organization must include budget for all required meetings per project year in the Oklahoma City metro area for persons on the RPC budget.
- • Contractor organization must include personnel expenses for the 1.0 full-time RPC staff.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Residential – MedicationFlex
INTRODUCTION:
- • This contract is to provide funding for certain authorized expenditures pursuant to ODMHSAS approval, to include the purchase and provision of approved medications, appropriate to the level of certification, used in support of direct services in the treatment of consumers; lab work; and related flexible expenses in support of the recovery of consumers.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of appropriate treatment medications and related laboratory costs allowed by the Department for the Contractors level of certification.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the dispensing and or prescribing of medications, to include as needed: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate consumers.
- • Contractor shall not restrict the dispensing and/or prescribing of treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall provide education to all consumers on the medications available, providing opportunities for the consumer’s input into the determination in selecting the medical intervention.
- • Contractor shall allocate funding necessary to meet the needs of individuals that may prevent them from obtaining treatment services. Flexible funds are to be used to support community integration of persons (adults or children) leaving the residential level of care, or who are at risk of entering residential care, and are receiving case management and/or other recovery-oriented services including but not limited to: housing, emergent one-time needs that prevent the person from receiving treatment with a plan to address those needs for the future, and other needs that may be approved by the ODMHSAS.
- • Flexible funds should never be disbursed as cash to clients. Funds must be disbursed as direct reimbursement for goods or services, with receipts documenting the purpose of the expense. Flexible funds shall be used after all other sources of funding have been exhausted.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications, related expenses, and flexible funds for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department.
- • Monthly payments may not exceed a cumulative one-twelfth (1/12th), or relevant number of contracted months, of the contracted amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records and submit as backup documentation with each monthly invoice.
- • The purchase of any medication approved in the treatment of consumers if prescribed by a physician for an ODMHSAS eligible consumer.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in 4.2.1 through 4.2.3 above shall be permitted.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- • List of flexible funds identifying purchases made in support of community integration of consumers.
Residential SUD – VBP
INTRODUCTION:
- • This contract is to compensate qualifying residential level of care substance use disorder (SUD) facilities to earn a performance-based payment in the amount of 10% of qualifying per diem payments, established in accordance with the Oklahoma Medicaid State Plan, the Oklahoma Health Care Authority (OHCA), and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS). ODMHSAS is the oversight agency for the performance-based payment.
WORK REQUIREMENTS:
- • Contractor must meet or exceed all state-defined benchmarks for the following metrics during the quarterly reporting period:
- • ASAM Level 3.1, 3.3, and 3.5 Providers:
- • Measure Benchmark Percent of members admitted to/engaged in a lower level of care behavioral health service within seven (7) days of discharge; 60% minimum.
- • Percent of members who complete treatment; 60% minimum.
- • Percent of members who experience a reduction in drug use for all drugs of choice; 85% minimum.
- • Percent of members who are readmitted to the same or higher level of care behavioral health service within ninety (90) days of discharge; 10% maximum.
- • ASAM Level 3.7 Providers Measure Benchmark.
- • Percent of members admitted to/engaged in a lower level of care behavioral health service within seven (7) days of discharge; 60% minimum.
- • Percent of members who complete treatment; 60% minimum.
- • Percent of members who are readmitted to the same or higher level of behavioral health care service within ninety (90) days of discharge; 10% maximum.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor and determine the appropriate payment amount based on the results of the outcome measures using the following measure definitions and data sources:
- • Planned discharge: Percent of members discharged from facility with a planned discharge, based on reported discharge type. At discharge, facilities are required to submit a prior authorization request with a completed Client Data Core (CDC) to indicate the member has left the facility or that level of treatment.
- • Readmission within 90 days: Percent of members readmitted to the same or higher level of substance use disorder treatment within 90 days of discharge. The CDC is used to identify discharge date and any subsequent admission to identify if the member was readmitted to the same or higher level of treatment within 90 days of discharge.
- • Follow up after discharge within 7 days: Percent of members who receive behavioral health treatment at a lower level of care within 7 days of discharge. Using the Medicaid claims, DMH claims, and the CDC data, after a member has been discharged, the data is reviewed to identify if a member enrolled in or received a behavioral health service in a lower level of care within 7 days of discharge.
- • Reduction in drug use: Percent of members discharged from facility who reported a reduction in drug use in the past 30 days, based on CDC data. Within the CDC, members may report up to three drugs of choice at admission into treatment. At discharge, facilities are required to submit a CDC to indicate the member has left the agency or that level of treatment. To meet the measure, members must report reduced frequency of use for all drugs of choice on the CDC at discharge.
COMPENSATION:
- • ODMHSAS will initiate the performance-based payment process to determine the payment amount based on data results of the outcome measures.
- • Each quarter, data from Medicaid claims, DMH claims, and prior authorization requests will be analyzed to identify each facility's performance compared to the benchmarks. If Contractor meets the minimum benchmark for all measures during the measurement period, all paid per diem Medicaid and DMH claims for residential treatment during the measurement period will be identified. To calculate the bonus amount, the amount paid for each claim is multiplied by .1 to provide a 10% performance-based payment. Each quarter, previous payments will be reviewed to identify if any claims which received a performance-based payment were recouped or overpaid. Any recoupment/overpayment will be reduced from current and/or future performance-based payments.
- • Invoices shall be electronically submitted via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
SA Prevention Block Grant Evaluation & SPF-Rx Evaluation (Bach Harrison)
- Substance Abuse Prevention Block Grant, Strategic Prevention Framework for Prescription Drugs Grant Evaluation
INTRODUCTION:
- • Services required by this contract are for comprehensive data collection and evaluation services on the Substance Abuse Prevention Block Grant; and the Oklahoma Strategic Prevention Framework for Prescription Drugs (SPF Rx).
DEFINITIONS:
- • SAPBG - Substance Abuse Prevention Block Grant
- • SPF Rx - Strategic Prevention Framework for Prescription Drugs
WORK REQUIREMENTS:
- • Substance Abuse Prevention Block Grant
- • Evaluation of the Responsible Beverage Service and Sales (RBSS) intervention.
- • The Contractor shall analyze RBSS pre- and post- evaluation data provided by the ODMHSAS collected using the existing RBSS pre- and post-test surveys; and provide evaluation analyses in annual Substance Abuse Prevention Block Grant (BG) report. Report to include analyses of participant change from pre- to post-test by item (overall sample), mean changes in knowledge (overall sample and by RPC or county), analysis of pre- survey score and the following variables: years of experience selling alcohol, years since formal alcohol service training, gender, race/ethnicity, native language, previous RBSS training; and up to 2 additional analyses by variables of ODMHSAS choice.
- • The Contractor shall provide consultation with the ODMHSAS to identify analyses and reporting options that best meet the ODMHSAS informational needs using the data that have been collected.
- • The ODMHSAS will provide the survey data electronically to the Contractor for analysis.
- • Evaluation of 2 Much 2 Lose (2M2L) intervention.
- • The Contractor shall analyze the 2M2L pre-post evaluation data provided by the ODMHSAS collected using the existing the 2M2L pre- and post-test surveys; and provide evaluation analyses in annual Substance Abuse Prevention Block Grant (BG) report. The report will include analyses of participant change from pre- to posttest by item (overall sample), mean changes in knowledge (overall sample and by RPC or county), up to 2 additional analyses by variables of ODMHSAS choice.
- • The Contractor shall provide consultation with the ODMHSAS to identify analyses and reporting options that best meet the ODMHSAS informational needs using the data that have been collected.
- • The contractor will provide manual data entry from survey forms provided by the ODMHSAS; and will develop a conversion of the survey instrument to an electronically scannable form for future years.
- • Technical assistance for needs assessment or Alcohol Enforcement Plans.
- • Contractor shall provide technical assistance to each of the seventeen RPCs for conducting an alcohol needs assessment for each of the seventeen regions throughout Oklahoma as part of each RPC’s Alcohol Enforcement Plan.
- • Technical assistance will utilize an array of existing data available for each RPC. Data collection will be completed by RPC staff and/or provided by the Oklahoma SEOW, and will include indicators related to alcohol consumption, consequence and causal factors. Available indicators will likely to vary across the RPCs. The assessment will identify or provide:
- • A geographical “hot spot community” to be the priority within the region to focus on regarding alcohol enforcement-related environmental strategies.
- • A summary description of alcohol consumption, consequence, and intervening variable data within the RPC and within the identified hot spot community.
- • A priority alcohol issue for the hot spot community and a target population of focus.
- • Gaps in the RPC regarding data availability for alcohol assessment (to improve future assessment activities).
- • Technical assistance and consultation for evaluation of Alcohol Enforcement Plan.
- • Contractor will provide technical assistance and consultation to RPC staff related to evaluation of each RPC’s Alcohol Enforcement Strategic Plan, including:
- • Assist RPC staff in developing a logic model for their chosen alcohol enforcement intervention.
- • Assist RPC staff in identifying intermediate and long term outcome variables for their chosen enforcement intervention.
- • Assist RPC staff in identifying feasible/obtainable measures for some of the intermediate and long term outcomes variables specified.
- • Local-level work-plan evaluation services.
- • The Contractor will provide:
- • Consultation to RPC staff for collecting evaluation data and identifying timelines for data collection.
- • Evaluation data collection monitoring.
- • Semi-annual (twice a year) contact with staff from each of the 17 RPCs to monitor evaluation data collection, and answer questions about data collection.
- • The Contractor will inform the ODMHSAS staff about the status of evaluation data collection in each RPC so that areas not collecting data or collecting data improperly can be addressed prior to data analyses.
- • Annual Substance Abuse Prevention Block Grant evaluation report.
- • Provider shall develop an annual Substance Abuse Prevention Block Grant evaluation report providing, evaluation results for RBSS and 2M2L interventions, and summary of available alcohol compliance check data within 45 days after the end of the fiscal year.
- • SPF Rx:
- • Contractor shall provide the resources necessary to fulfill the data collection and process/outcome evaluation requirements for the Oklahoma SPF Rx project defined by SAMHSA and as described in the SPF Rx proposal and consistent with the approved budget narrative.
- • Contractor shall develop an evaluation plan for the state’s SPF Rx plan as prescribed by CSAP.
- • Contractor shall provide consultation and technical assistance to ODMHSAS on the data collection instruments and data collection procedures and requirements.
- • Contractor shall provide consultation and technical assistance on data collection and performance measurement to subrecipient communities.
- • Contractor shall collect and report on required performance measures within the deadlines prescribed by SAMHSA and/or ODMHSAS.
- • Contractor shall attend required grantee and/or evaluation meetings as required by SAMHSA.
- • Contractor shall maintain consistent communication and interaction with ODMHSAS SPF Rx staff, the State/Regional Epidemiological Outcomes Workgroup (SEOW), the Evidence-based Practices Workgroup, and the State Advisory Council.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall:
- • Substance Abuse Prevention Block Grant - Provide a written report, in a format of the Contractor’s choosing unless otherwise prescribed by the Department, of activities carried out pursuant to the Statement of Work. Such reports shall be submitted to the Department at the end of every quarter, and a final evaluation report no later than 45 days after the project ends in June 30, 2021.
- • SPF Rx - Provide an annual written report to the Department describing service activities carried out and results/outcomes pursuant to the Statement of Work during the contract period no later than 45 days after the end of each fiscal year, and a final evaluation report no later than 45 days after project end.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice no later than 30 days after the end of each month of the contract period in a format prescribed by ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
SBIRT OK – Substance Use Disorder Specialty Services
INTRODUCTION:
- • The Oklahoma Screening, Brief Intervention, and Referral to Treatment (SBIRT OK) system change initiative consists of (1) universal, annual screening of adult patients visiting the primary care clinic who are medically able and agree to participate for substance abuse, alcohol misuse, depression and tobacco dependence; (2) brief intervention(s); and (3) referral to treatment when indicated.
- • The contract is to provide funding in support of direct services for those referred to treatment by federally funded SBIRT OK clinics. Contractor will provide Substance Use Disorder Specialty Services necessary to support the SBIRT OK initiative.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide Substance Use Disorder Specialty Services.
- • Contractor shall collaborate with designated SBIRT OK clinics to receive referrals, promote co-management and ensure that the target population is appropriately served. If needed, referrals to other services in the community will be made throughout the process from intake to termination.
- • Contractor shall track SBIRT OK consumers and document services rendered. Contractor will provide the Department monthly documentation detailing the services rendered for which funding is not available from any other payer.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of Contractor.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice to the SBIRT Project Director and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement to include the service, date, units and cost for each consumer served.
- • Include a signature of the Finance Officer or Executive responsible for contracts and payment.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Expenses relevant to consumer/client services; to include: fees for assessment, treatment planning, physician appointments, medication, detoxification services, individual, family and group therapy; residential treatment, case management, peer support, etc. with any reimbursement received from other sources being deducted prior to determining the amount due.
- • Any expenses that would otherwise be covered by insurance, such as, co-pays, deductibles, etc.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Any travel, either by staff or the client.
- • Training for staff or agency.
- • Any administrative costs (including salaries or benefits)
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
SBIRT Services Adult (SSM Pauls Valley & Purcell)
INTRODUCTION:
- • Contractor will provide the resources necessary to implement the Oklahoma Screening, Brief Intervention, and Referral to Treatment (SBIRT OK) system change initiative. The primary objectives of this initiative are: (1) to generate sufficient clinical revenues to support a licensed and reimbursable SBIRT provider; and (2) to integrate and sustain a universal SBIRT protocol in the SSM Health St. Anthony primary care system clinical workflow, billing, and electronic medical record processes with the Pauls Valley Medical Group and Purcell Medical Group.
DEFINITIONS:
- • SBIRT - A protocol consisting of a (1) universal, (minimal) annual screen of all adult patients visiting the primary care clinic who are medically able and agree to participate for drug abuse, alcohol misuse, depression and tobacco dependence; (2) follow-up screens when indicated; (3) brief intervention(s); and (4) referral to treatment when indicated.
WORK REQUIREMENTS:
- • In collaboration with the ODMHSAS Prevention Division, Contractor shall submit a written detailed description of their working SBIRT model along with a narrative of their implementation experience, key learnings and challenges by June 30, 2021. Contractor shall design and implement an effective SBIRT model which satisfies their unique and local practice requirements while maintaining fidelity to the SAMHSA, SBIRT model. The CDC document Planning and Implementing Screening and Brief Intervention for Risky Alcohol Use, A Step-by-Step Guide for Primary Care Practices contains essential information on how to develop and implement an effective and successful SBIRT program. Contractor shall utilize this guide as the framework for the SBIRT OK project plan. The plan shall detail implementation and evaluation activities for the project period to accomplish the following minimum requirements:
- • By December 15, 2020, regularly convene a SBIRT OK project team to develop internal procedures and oversee project implementation (initial weekly schedule).
- • Develop a project milestone timeline; identify primary care setting(s) to implement SBIRT and commence SBIRT services in two sites. Contractor has identified Pauls Valley Medical Group and Purcell Medical Group.
- • Recruit, orient, and supervise a Licensed Clinical Social Worker (LCSW) or Nurse Practitioner (NP) to conduct SBIRT services to patients presenting for healthcare in the designated clinics.
- • Complete motivational interviewing and SBIRT protocol training prior to implementation, as required by ODMHSAS. This is to include all mandatory training that is offered by the ODMHSAS SBIRT Project staff.
- • Create a screening plan to ensure a minimum of 80% of patients over age 18 presenting for primary care services receive electronic alcohol, depression, drug and tobacco screening and scoring. Patients shall receive alcohol, depression, drug misuse and tobacco information materials feedback and education.
- • Develop a brief intervention plan to ensure indicated patients receive alcohol, depression, drug misuse, and tobacco point of care brief interventions. The brief intervention shall use motivational interviewing, the brief negotiated interview and/or the FRAMES model. Brief interventions may include subsequent follow-up treatments/interventions.
- • Develop a referral plan to ensure indicated, high-risk patients receive alcohol, depression, drug misuse, and tobacco referral services. Suicide intervention and referral process shall be included in the plan.
- • Create patient work flow model that is collaborative with the healthcare providers that are using the screening tools.
- • Institutionalize effective alcohol, drug misuse, tobacco, and depression prevention and early intervention SBIRT policies, protocols, and practices within the primary care clinics.
- • Integrate SBIRT- electronic screening, brief intervention and referral to treatment protocols, documentation, and “task’ notification - within the electronic medical record.
- • Collaborate with the necessary resources on coding, reimbursement, insurance contracts and billing for the purpose of assuring SBIRT revenue is received from third party payers. Contractor shall provide the ODMHSAS with the revenue criteria to sustain the full-time social work position within their health care system. Behavioral health codes should be explored and used, as appropriate, as a sustainable means of income for the position. A billing/coding reimbursement model should be presented to SBIRT Project staff upon request.
- • Establish and Monitor for program fidelity and quality. ODMHSAS will follow up with a site visit at least on an annual basis. The site visit may include, but is not limited to: looking at financial records and receipts, conducting interviews with the SBIRT Project team, reviewing SBIRT protocols and client records for fidelity.
- • Document and report to the ODMHSAS the following minimum measures:
- • Total number of patients in the target population. This is the number of adults who present for services at the clinic who have not previously received an annual screen.
- • Percentage screened. The number of patients who are actually screened divided by the number in the target population (above) is the percentage of patients screened. This is a good measure of the effectiveness, or coverage of the screening system. An initial objective of 80% is a reasonable goal increasing over time as the program evolves.
- • Number and percentage that screen positively. The percentage of screened patients deemed positive (i.e., the number positive divided by the number screened) is important in communicating to staff and administrators about the size of the problem and the number of patients needing help. Without an SBIRT program, these patients would likely not be identified. It is anticipated that o the 80% screened 25% will screen positive for alcohol use disorder and 10-20% of that same population will screen positive for depression.
- • Percentage of positives receiving an intervention. The number of patients who received interventions divided by the number who screen positive will measure effectiveness in actually getting help to those who need it. Performance goals will be established evaluated and adjusted based on performance. Over time they may be raised as high as is realistically achievable.
- • Percentage referred. The number referred divided by the number who should have been referred (those screened using the Alcohol Use Disorders Identification Test or AUDIT as likely to have alcohol dependence) or who screen positive using the DAST (Drug Abuse Screening Tool) will provide another measure of effectiveness.
- • Contractor shall document and share project data as requested by the ODMHSAS, including but not limited to SBIRT participant data, billing/reimbursement data, and other outcome and process metrics; as requested by ODMHSAS Staff, but at least quarterly.
- • Contractor shall participate in: ODMHSAS arranged and provided trainings; the SBIRT OK Advisory Collaborative; and in development and planning meetings with the ODMHSAS.
- • Contractor shall ensure appropriate consent procedures are attained for SBIRT services.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide a written quarterly report to the Department. The report shall document the provision of services described in Section 3.0. Contractor shall provide the ODMHSAS a quarterly report of reimbursement activity which includes all reimbursement submissions generated by the SBIRT services, outcome of the reimbursement requests, actions taken to secure reimbursement along with an evaluation of the monthly generated revenue.
- • Data collection and reimbursement reporting shall be included along with the quarterly report. Reports shall be submitted by the last day of each quarter, and shall include requests for technical assistance if needed. Reports shall be submitted in a format prescribed by the ODMHSAS. Quarterly reports are due: December 31 and March 30, unless otherwise indicated by ODMHSAS.
- • Contractor shall submit an end of year report no later than July 31, 2020. The final report shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project successes, challenges and methods to address challenges.
COMPENSATION:
- • Total compensation pursuant to this statement of work shall not exceed the $180,000 project budget. Monthly payments may not exceed the total amount divided by the number of months within the contract period.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approve, prior to registration
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Any incentive plans for contracted staff, such as pay increases for clinical staff, gift cards or parties for meeting or surpassing project outcomes.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS. If the proposed budget is not approved by ODMHSAS, then the Contractor has 15 days from the denial to create a new proposed budget, if needed.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org.
SBIRT Services Adult (SSM – Women’s Health)
INTRODUCTION:
- • Contractor will provide the resources necessary to implement the Oklahoma Screening, Brief Intervention, and Referral to Treatment (SBIRT OK) system change initiative. The primary objectives of this initiative are: (1) to generate sufficient clinical revenues to support a licensed and reimbursable SBIRT provider; and (2) to integrate and sustain a universal SBIRT protocol in the SSM St. Anthony Hospital primary care and women’s health system clinical workflow, billing, and electronic medical record processes.
DEFINITIONS:
- • SBIRT - A protocol consisting of a (1) universal, (minimal) annual screen of all women’s health patients visiting the women’s health and family practice clinic who are medically able and agree to participate for alcohol misuse, depression, drug abuse and tobacco dependence; (2) follow-up screens when indicated; (3) brief intervention(s); and (4) referral to treatment when indicated.
WORK REQUIREMENTS:
- • In collaboration with the ODMHSAS Prevention Division, Contractor has submitted a written detailed description of their working SBIRT model along with a narrative of their implementation experience, key learnings and challenges. Contractor has designed and implemented an effective SBIRT model which satisfies their unique and local practice requirements while maintaining fidelity to the SAMHSA, SBIRT model. The CDC document Planning and Implementing Screening and Brief Intervention for Risky Alcohol Use, A Step-by-Step Guide for Primary Care Practices contains essential information on how to develop and implement an effective and successful SBIRT program. Contractor shall continue to utilize this guide as the framework for the SBIRT OK project plan. The plan shall detail implementation and evaluation activities for the project period to accomplish the following minimum requirements:
- • Continue to regularly convene a SBIRT OK project team to develop internal procedures and oversee project implementation.
- • A project milestone timeline has been developed; They have identified a women’s health care setting(s) to implement SBIRT and commenced SBIRT services.
- • Recruited, oriented and continue to supervise Licensed Clinical Social Worker(s) (LCSW) or Nurse Practitioner(s) (NP) to conduct SBIRT services to patients presenting for healthcare in the designated clinic(s). Continue/maintain SBIRT specific positions to collect and document all required GPRA (Government Performance and Results Modernization Act of 2010) data for the 6-month follow-up and discharge period through December 31, 2020.
- • Completed motivational interviewing and SBIRT protocol training (provided by the Department) prior to implementation. This is to include all mandatory training that is offered by the ODMHSAS SBIRT Project staff.
- • Developed and submitted a screening plan to ensure a minimum of 80% of patients over age 18 presenting for women’s health care services receive electronic alcohol, depression, drug misuse and tobacco screening and scoring. Patients shall receive alcohol, depression, drug misuse and tobacco information materials feedback and education. If a woman is pregnant, ODMHSAS recommends screening at least once per trimester; at least one time at their first post-partum visit, and approximately every 3-6 months as appropriate, until one year post-partum.
- • Developed and submitted a brief intervention plan to ensure indicated patients receive alcohol, depression, drug misuse and tobacco point of care brief interventions. The brief intervention shall use motivational interviewing, the brief negotiated interview and/or the FRAMES model.
- • Developed and submitted a referral plan to ensure indicated, high-risk patients receive alcohol, drug misuse, depression, and tobacco referral services. Suicide intervention and referral process shall be included in the plan.
- • Developed and submitted a patient work flow model that is collaborative with the healthcare providers that are using the screening tools; to include brief intervention and referral to treatment as needed.
- • Institutionalize effective alcohol, tobacco, drug misuse and depression prevention and early intervention SBIRT policies, protocols, and practices within the women’s health care clinic(s).
- • Integrated SBIRT - electronic screening, brief intervention and referral to treatment protocols, documentation, and “task’ notification - within the electronic medical record. ODMHSAS will work diligently with each system to integrate SBIRT and provide technical assistance.
- • Collaborate with the necessary resources on coding, reimbursement, insurance contracts and billing for the purpose of assuring SBIRT revenue is received from third party payers. Contractor shall provide the ODMHSAS with the revenue criteria to sustain the full-time social work or nurse practitioner position within their health care system. Behavioral health codes should be explored and used, as appropriate as a sustainable means of income for the position.
- • Establish and monitor for program fidelity and quality. ODMHSAS will follow up with a site visit at least on an annual basis. The site visit may include, but is not limited to: looking at financial records and receipts, conducting interviews with the SBIRT Project team, reviewing SBIRT protocols and client records for fidelity.
- • Document and report to the ODMHSAS GPRA (Government Performance and Results Modernization Act of 2010) data collected. Contractor will continue to gather and share all required project data on existing patients for the 6-month GPRA follow up and discharge period through December 31, 2020 as requested by the ODMHSAS.
- • Contractor shall gather and share project data as requested by the ODMHSAS including but not limited to SBIRT participant data, GPRA (Government Performance and Results Modernization Act of 2010) and other outcome and process metrics. SBIRT OK Patients will be assigned to one of four groups, based on the score tables indicated on the AUDIT, PHQ-9 and the DAST-10 screening instruments:
- • Screening only (SO).
- • Brief Intervention (BI).
- • Brief Treatment (BT).
- • Referral to Treatment (RT).
- • 3.2.5 An example of the GPRA data required for SBIRT OK is located at http://www.samhsa.gov/grants/gpra-measurement-tools/csat-gpra/ csat-gpra-discretionary-services. The SAMHSA/CSAT Data Collection Instrument (DCI) Section A demographic information shall be completed for all patients, including those in the Screening only (SO) group. Patients referred to Brief Intervention (BI) shall complete DCI Section A and DCI Section B, substance use history. All sections of the DCI, Sections A-G will be completed for patients referred to treatment (BT or RT groups).
- • Contractor shall document and share project data as requested by the ODMHSAS, including but not limited to SBIRT participant data, billing/reimbursement data, and other outcome and process metrics.
- • Contractor shall participate in: ODMHSAS arranged and provided trainings; the SBIRT OK Collaborative; and in development and planning meetings with the ODMHSAS.
- • Contractor shall ensure appropriate consent procedures are attained for SBIRT services.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to an annual site review by ODMHSAS staff. The first site visit will be within 90 days of program implementation, and then six months, and then annually after that.
- • Contractor shall provide a quarterly report to the ODMHSAS SBIRT Project Manager. The report shall document the provision of services described in Section 3.0. Contractor shall provide the ODMHSAS a quarterly report of reimbursement activity which includes all reimbursement submissions generated by the embedded social workers (or nurse practitioners), outcome of the reimbursement requests, actions taken to secure reimbursement along with an evaluation of the monthly social worker generated revenue.
- • Data collection and reimbursement reporting shall be included along with the quarterly report. Reports shall be submitted by the last day of each quarter for the previous quarter, and shall include requests for technical assistance if needed. Reports shall be submitted in a format prescribed by the ODMHSAS. Quarterly reports are due: September 30, December 31, and March 30, unless otherwise indicated by ODMHSAS.
- • Requests for specialized data, such as non-recurring data collection, may be made periodically.
- • Contractor shall submit an end of year report no later than July 31, 2020.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved prior to registration
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Any incentive plans for contracted staff, such as pay increases for clinical staff, gift cards or parties for meeting or surpassing project outcomes.
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed the total amount divided by the number of months within the contract period.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS. If the proposed budget is not approved by ODMHSAS, then the Contractor has 15 days from the denial to create a new proposed budget, if needed.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org.
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
School Mental Health Planning and Integration Services (Perry Public Schools)
School Mental Health Planning and Integration Services (Tulsa Public Schools)
Sober Living (OCHA)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide an alcohol and drug-free living community in the Providence Apartments located on Northeast Tenth Street, Oklahoma City, Oklahoma.
WORK REQUIREMENTS:
- • Contractor shall make available 47 housing units for persons who have completed residential substance abuse treatment with priority to women with dependent children;
- • Contractor shall provide onsite case management and crisis intervention services available 24 hours per day;
- • Contractor shall provide onsite educational and support groups;
- • Contractor shall encourage continued substance abuse treatment and aftercare as appropriate; and
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such details as ODMHSAS may require. Such report shall be submitted to ODMHSAS’s designated Field Services Coordinator no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Specialty Prevention Services – School Evidence-Based Prevention Programs (Claremore Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
DEFINITIONS:
- • Contractor – Claremore Public Schools
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • EBPs – Evidence-based programs; also referred to as programs
WORK REQUIREMENTS:
- • Contractor shall designate a Point of Contact by February 1, 2021. The Point of Contact shall:
- • Be the primary point of contact for the project.
- • Be responsible for leading the work under this contract.
- • Oversee and coordinate the primary components of planning, training, implementation, and evaluation of the project.
- • Complete required monthly progress reports and final evaluation report, or end of year report.
- • Other duties as required by the Department.
- • Contractor shall ensure staff complete all training requirements for their selected EBPs no later than June 30, 2021.
- • Contractor shall develop a plan by June 30, 2021. The plan will be subject to review by the ODMHSAS. The plan will minimally include:
- • Plan to address any capacity issues, including necessary training to carry out the plan.
- • Timeline for implementation.
- • Plan to collect needed evaluation pieces.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training.
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit a monthly progress report, in a format prescribed by the Department, on contract activities and submit to the Department no later than the 15th of month. Monthly progress reports shall include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges.
COMPENSATION:
- • Contractor shall be reimbursed for the completion of training and work plan, according to procedures determined by the Department, and payment shall not exceed $2,000.00.
- • Payment shall be approved upon documentation for the completion of training and work plan, through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Specialty Prevention Services – School Evidence-Based Prevention Programs (Dickson Public Schools) - Revised
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
DEFINITIONS:
- • Contractor – Claremore Public Schools
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • EBPs – Evidence-based programs; also referred to as programs
WORK REQUIREMENTS:
- • Contractor shall designate a Point of Contact by February 1, 2021. The Point of Contact shall:
- • Be the primary point of contact for the project.
- • Be responsible for leading the work under this contract.
- • Oversee and coordinate the primary components of planning, training, implementation, and evaluation of the project.
- • Complete required monthly progress reports and final evaluation report, or end of year report.
- • Other duties as required by the Department.
- • 3.2 Contractor shall develop a plan by June 30, 2021. The plan will be subject to review by the ODMHSAS. The plan will minimally include:
- • Plan to address any capacity issues, including necessary training to carry out the plan.
- • Timeline for implementation.
- • Plan to collect needed evaluation pieces.
- • Contractor shall ensure staff complete all training requirements for their selected EBPs no later than June 30, 2021.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training.
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit a monthly progress report, in a format prescribed by the Department, on contract activities and submit to the Department no later than the 15th of month. Monthly progress reports shall include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of each completed milestone, according to procedures determined by the Department. Payment for this contract shall not exceed the total of $3,000.00.
- • Work requirements/milestones will be paid according to the following amounts:
- • Milestone 1 – Completion of the training component and submission of school’s implementation plan by June 30, 2021 - $2,000.00.
- • Milestone 2 – Demonstration of initial EBP implementation and submission of a progress report by June 30, 2021 - $1,000.00.
- • Payment shall be approved upon documentation for the completion of each milestone through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Specialty Prevention Services – School Evidence-Based Prevention Programs (Dickson Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
DEFINITIONS:
- • Contractor – Claremore Public Schools
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • EBPs – Evidence-based programs; also referred to as programs
WORK REQUIREMENTS:
- • Contractor shall designate a Point of Contact by February 1, 2021. The Point of Contact shall:
- • Be the primary point of contact for the project.
- • Be responsible for leading the work under this contract.
- • Oversee and coordinate the primary components of planning, training, implementation, and evaluation of the project.
- • Complete required monthly progress reports and final evaluation report, or end of year report.
- • Other duties as required by the Department.
- • Contractor shall develop a plan by March 15, 2020. The plan will be subject to review by the ODMHSAS. The plan will minimally include:
- • Plan to address any capacity issues, including necessary training to carry out the plan.
- • Timeline for implementation.
- • Plan to collect needed evaluation pieces.
- • Contractor shall ensure staff complete all training requirements for their selected EBPs no later than March 15, 2020.
- • Contractor shall demonstrate initiation of program implementation with students and submit a progress report no later than March 26, 2020.
- • Contractor shall complete program implementation with students and submit a final, end-of-year report no later than June 30, 2020.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training.
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit a monthly progress report, in a format prescribed by the Department, on contract activities and submit to the Department no later than the 15th of month. Monthly progress reports shall include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges
COMPENSATION:
- • 6.1 Contractor shall be reimbursed for services upon documentation of each completed milestone, according to procedures determined by the Department. Payment for this contract shall not exceed the total of $5,000.00.
- • Work requirements/milestones will be paid according to the following amounts:
- • Milestone 1 – Completion of the training component and submission of school’s implementation plan by March 15, 2021 - $2,000.00.
- • Milestone 2 – Demonstration of initial EBP implementation and submission of a progress report by March 26, 2021 - $1,000.00.
- • Milestone 3 – Completion of EBP implementation and submission of the final, end-of-year report by June 30, 2021 - $2,000.00.
- • Payment shall be approved upon documentation for the completion of each milestone through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Specialty Prevention Services – School Evidence-Based Prevention Programs (Perry Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
DEFINITIONS:
- • Contractor – Claremore Public Schools
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • EBPs – Evidence-based programs; also referred to as programs
WORK REQUIREMENTS:
- • Contractor shall designate a Point of Contact by February 1, 2021. The Point of Contact shall:
- • Be the primary point of contact for the project.
- • Be responsible for leading the work under this contract.
- • Oversee and coordinate the primary components of planning, training, implementation, and evaluation of the project.
- • Complete required monthly progress reports and final evaluation report, or end of year report.
- • Other duties as required by the Department.
- • Contractor shall ensure staff complete all training requirements for their selected EBPs no later than June 30, 2021.
- • Contractor shall develop a plan by June 30, 2021. The plan will be subject to review by the ODMHSAS. The plan will minimally include:
- • Plan to address any capacity issues, including necessary training to carry out the plan.
- • Timeline for implementation.
- • Plan to collect needed evaluation pieces.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit a monthly progress report, in a format prescribed by the Department, on contract activities and submit to the Department no later than the 15th of month. Monthly progress reports shall include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges.
COMPENSATION:
- • Contractor shall be reimbursed for the completion of training and work plan, according to procedures determined by the Department, and payment shall not exceed $2,000.00.
- • Payment shall be approved upon documentation for the completion of training and work plan, through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Specialty Prevention Services – School Evidence-Based Prevention Programs (Wilburton Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
DEFINITIONS:
- • Contractor – Claremore Public Schools
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • EBPs – Evidence-based programs; also referred to as programs
WORK REQUIREMENTS:
- • Contractor shall designate a Point of Contact by February 1, 2021. The Point of Contact shall:
- • Be the primary point of contact for the project.
- • Be responsible for leading the work under this contract.
- • Oversee and coordinate the primary components of planning, training, implementation, and evaluation of the project.
- • Complete required monthly progress reports and final evaluation report, or end of year report.
- • Other duties as required by the Department.
- • Contractor shall ensure staff complete all training requirements for their selected EBPs no later than June 30, 2021.
- • Contractor shall develop a plan by June 30, 2021. The plan will be subject to review by the ODMHSAS. The plan will minimally include:
- • Plan to address any capacity issues, including necessary training to carry out the plan.
- • Timeline for implementation.
- • Plan to collect needed evaluation pieces.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit a monthly progress report, in a format prescribed by the Department, on contract activities and submit to the Department no later than the 15th of month. Monthly progress reports shall include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges
COMPENSATION:
- • Contractor shall be reimbursed for the completion of training and work plan, according to procedures determined by the Department, and payment shall not exceed $2,000.00.
- • Payment shall be approved upon documentation for the completion of training and work plan, through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
SPF Rx
INTRODUCTION:
- • Contractor shall provide Strategic Prevention Framework (SPF) Rx grant services as proposed by the ODMHSAS in the grant application and as required by SAMHSA's Notice of Award. Services required by this contract include: promoting opioid prescribing guidelines and importance of checking the Prescription Monitoring Program (PMP) to the medical community, promoting prescribing policies to discourage drug seeking behavior, educating the general community on the importance of becoming advocates for health care providers’ use of the PMP, and participating in local evaluation activities to monitor results of the SPF Rx strategies in designated County.
- • Contractor shall serve counties designated by the ODMHSAS.
DEFINITIONS:
- • SPF Rx – Strategic Prevention Framework Prescription Drugs Grant
- • PMP – Prescription Monitoring Program
WORK REQUIREMENTS:
- • Capacity Building: Contractor shall increase capacity to educate the medical community in the SPF-Rx community on the importance of using Oklahoma’s PMP and implementing the state’s opioid prescribing guidelines: Oklahoma’s Opioid Prescribing Guidelines for Oklahoma Health Care Providers in the Office- Based Setting (available at: https://www.ok.gov/health2/documents/UPOklahomaOfficeBasedGuidelines.pdf) by recruiting health care providers and pharmacists to the community coalition specified in the Memorandum of Understanding for the SPF-PFS project.
- • Policy: Contractor shall conduct an assessment of policies in place in hospitals and medical clinics in the SPF-Rx community (may include, but not limited to, health systems and stand-alone clinics) related to PMP use and opioid prescribing guidelines; and provide technical assistance (TA) based on the assessment.
- • Advocacy:
- • Contractor shall implement one or more components of a community-based social marketing/public education plan on the importance of becoming advocates for health care providers’ use of the PMP.
- • Contractor shall collaborate with health care providers on the community coalition referenced in 3.1 and other agencies/organizations as appropriate to promote the use of the PMP and the state’s opioid prescribing guidelines among health care providers in the SPF Rx community.
- • Enforcement: Contractor shall assess how policies are being enforced and provide TA based on the assessment.
- • Contractor shall work with contracted state evaluator and coalition members to develop and implement local evaluation activities.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice no later than 30 days after the end of each month of the contract period in a format prescribed by ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
SPF-PFS Appropriated RX
- Strategic Prevention Framework Partnership For Success (SPF-PFS)
INTRODUCTION:
- • Contractor shall provide community-based planning and implementation of evidence-based prevention strategies to implement the non-medical use of prescription drug (NMUPD) prevention services.
- • This contract period is for July 1, 2020 through June 30, 2021.
DEFINITIONS:
- • SPF-PFS – Strategic Prevention Framework Partnership For Success Grant
WORK REQUIREMENTS:
- • Contractor shall act as fiscal agent for the delivery of Non-Medical Use of Prescription Drugs (NMUPDs) prevention services in designated county.
- • Contractor shall implement the required services in active partnership with the relevant coalition(s) and community stakeholders.
- • Contractor shall build community prevention capacity; develop strategic plan and work plan(s); implement effective community prevention policies, practices, programs; and evaluate their efforts for outcomes.
- • Contractor shall implement prevention strategies that have a demonstrated evidence base and that are appropriate for targeted communities/populations using the criteria developed by the Oklahoma EBP Workgroup and the ODMHSAS when developing strategic plan(s). The criteria for determining level of evidence are determined by the EBPW and the Contractor is required to implement evidence-based environmental prevention strategies that achieve population-level outcomes, which are those policies or practices that create a community or cultural environment that supports healthy and safe behavior.
- • Contractor shall execute the contract consistent with the five steps of the SPF at the SPF-PFS community site levels. Contractors will have up to two months from the date of contract award to complete, submit, and receive approval of the SPF-PFS site work plan, before commencing implementation of approved strategy(ies).
- • Contractor shall identify itself as an ‘Oklahoma SPF-PFS project’ in all correspondence when business is conducted under this contract and shall be part of the Oklahoma Prevention Network and shall cite the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall ensure the prevention message it provides in the delivery of all services by stating that “No illegal use of alcohol, tobacco, and other drugs (ATOD) shall be allowed or encouraged. Any excessive or abusive use of legal drugs by those of age will also be discouraged, including the abuse of pharmaceuticals. Curricula, strategies, or messages used by Contractor shall not contain messages such as “some illicit drugs may not be as dangerous as others.”
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco or alcohol industries are used in the delivery of prevention services. Contractor agrees to obtain prior approval from the ODMHSAS for any and all questionable situations. In addition, Contractor agrees not to receive funds from said industries.
- • Contractor shall maintain a physical presence during the contract in the service community that is clearly visible to the public. A physical presence must minimally include a consistent staff presence in the service community with easy access for the public and a local phone number. A physical presence may also include branded office space, branded meeting space, branded linkages to existing public service locations (i.e. United Way, municipal buildings), or other branded, physical means of connecting the Contractor to the service community.
- • Contractor shall provide, schedule, or otherwise arrange all sites, facilities, facility management, supplies, and other resources necessary to provide program services or scheduled activities or events. Contractor may utilize multiple sites and/or locations within the affected service region(s). Program sites, facilities, and locations for all service categories shall be readily accessible by all participants and interested community members and shall be appropriate for the activity conducted. All sites and facilities shall also be physically and programmatically accessible to the disabled, pursuant to requirements of the Americans with Disabilities Act (ADA).
- • Contractor shall recruit, hire, and maintain a minimum of one full-time equivalency (FTE) staff who will serve as the SPF-PFS coordinator. The SPF- PFS coordinator shall be the primary contact person and responsible for the daily operations associated with the project. The SPF-PFS coordinator shall dedicate 100% of their time to this contract. Contractor may submit a request with justification in the budget for a less than 100% SPF-PFS coordinator but not less than 75%.
- • Staff shall have the knowledge and experience necessary in planning and implementing alcohol, tobacco, and/or other drug prevention strategies. Contractor shall demonstrate evidence of the minimum range of experience and skills within the proposed program staffing. The staff shall demonstrate at least one year prevention, behavioral health, or public health related experience to include one or more environmental prevention strategies and obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non- degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract award, whichever is longer. Resumes shall be submitted for all positions post award.
- • All positions shall require knowledge of the underlying principles of the public health approach to alcohol, tobacco, and/or other drug problems; knowledge of the underlying principles and application of environmental strategies that advance policy-based prevention approaches to reduce alcohol, tobacco, and/or other drug problems; knowledge and competency in organizing, developing, and sustaining community-based collaborations aimed at achieving environmental change; knowledge of the underlying principles of the use of media advocacy to reduce alcohol, tobacco, or other drug problems; and knowledge of the purpose and function of multi-system collaboration to affect organizational and systems changes to reduce alcohol, tobacco, and other drug problems in communities.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements prescribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall ensure that all staff:
- • Complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 12 months of employment.
- • Are limited to one (1) out of state workshop, training, or conference for professional development purposes per fiscal year upon prior approval by the ODMHSAS. The ODMHSAS may reimburse the registration fee for up to one additional out of state event per fiscal year. Contractor shall submit written justification to the ODMHSAS no later than 30 days prior to the event. Exceptions may be reviewed and determined at the discretion of the ODMHSAS with proper written justification. The ODMHSAS may identify out of state training that necessitates/warrants attendance and, in that case, may obviate this provision.
- • Adhere to the Oklahoma Drug and Alcohol Professional Counselor Association’s Preventionist Code of Ethics and maintain professional conduct and presentation at all times when executing the duties of the contract.
- • Contractor shall attend/participate in the following:
- • All mandatory ODMHSAS and SPF-PFS prevention trainings. There will be a minimum of two trainings.
- • All provider meetings offered by the ODMHSAS. There will be approximately two provider meetings.
- • All provider conference calls offered by the ODMHSAS. There will a minimum of six conference calls per year.
- • To ensure program participant protection, Contractor shall:
- • Obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract.
- • Obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract.
- • Retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • With regard to plan revision and change requests, Contractor shall:
- • Request written, prior approval from the ODMHSAS to revise the strategic plan(s) and/or work plan(s). The ODMHSAS shall evaluate if the proposed change is justified. Proposed revisions must be in accordance with project guidelines. Contractor shall not proceed with the delivery of new services or redirection of resources until the revision has been approved by the ODMHSAS in writing.
- • Agree that any changes required by the Department, or reached by means of Contractor and Department negotiations regarding the services, activities, and programs contained in the program plan, shall be reflected in a revised strategic plan, work plan, budget, and budget narrative.
- • With regard to on-going needs assessment, Contractor shall:
- • Continue to support its Community Data Workgroup (CDW) to collect and analyze community level data; with the active participation of the partner coalition. The CDW will continue its work throughout the duration of the project to produce an annual Community Epidemiological Profile (CEP) and support ongoing monitoring and evaluation including OPNA recruitment and participation.
- • Actively participate on the Regional Epidemiological Outcomes Workgroup (REOW), with active participation of the CDW, convened by the relevant Regional Prevention Coordinator (RPC). Contractor shall ensure data on the SPF-PFS priority are collected and analyzed as part of the REOW process.
- • Complete an annual Community Epidemiological Profile (CEP) update each contract year; with the active participation of the partner coalition and CDW.
- • Contractor shall not commence with the implementation of services until the ODMHSAS approves the community strategic plan, and work plan(s). The strategic plan shall be in a format prescribed by the ODMHSAS and shall include:
- • Needs assessment (Community Epidemiological Profile and causal factor/intermediate variables assessment).
- • Identification of priority SPF-PFS indicator and community of focus.
- • Identification of partner coalition/constituents and plan to advance readiness, capacity, and partnerships.
- • Identification of selected evidence-based practices.
- • Logic model.
- • Goals, measureable objectives, tasks, timelines.
- • Work plan.
- • Sustainability plan.
- • Cultural competency plan.
- • Disparity Impact Statement.
- • Contractor shall initiate work on the following requirements upon completion of, and approval by the ODMHSAS, of the SPF-PFS strategic plan and work plan.
- • With regard to capacity building (community and coalition), Contractor shall:
- • Renew its Memorandum of Understanding (MOU) with the partner coalition each year for the entire contract period in the selected SPF-PFS community. The coalition must be located in the SPF-PFS community and agree to: (1) allow the SPF- PFS staff to provide capacity building services for the coalition and the community; and (2) plan, implement, and evaluate the SPF-PFS strategic plan.
- • Be responsible for providing training and technical assistance to the SPF-PFS coalition and documenting coalition progress/participation in a format prescribed by the ODMHSAS.
- • Out of state travel for coalition members and/or strategic partners to attend workshops, trainings or conferences shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Conduct regular (at minimum, annually) community readiness assessment during the contract period. Contractor shall document the community’s progress on a readiness scale.
- • Conduct regular (at minimum, annually) coalition capacity assessment during the contract period. Contractor shall document the coalition progress on a capacity scale for supporting SPF-PFS strategic goals.
- • Conduct a minimum of one SPF and one priority issue training to the SPF-PFS coalition annually.
- • Document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles, and responsibilities, etc.).
- • With regard to implementation, Contractor shall:
- • Adhere to the strategic plan approved by the ODMHSAS for the SPF-PFS project and shall utilize SPF-PFS funds to implement only the approved strategies.
- • Ensure that the partner coalition leadership approves, with a written signature, the required documents including the community data profile, strategic plan, work plan(s), project budget, MOUs, evaluation plan, quarterly reports, and other documents as may be requested by the ODMHSAS.
- • Support the coalition in its efforts to carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Ensure that the coalition implements the approved strategies within the targeted community area and identified population of focus.
- • Ensure that the selected evidence-based strategies are implemented with fidelity.
- • With regard to evaluation, Contractor shall:
- • Participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
- • SPF-PFS level evaluation activities shall include all ODMHSAS and SAMHSA data collection and reporting requirements. These activities may include, but are not limited to, participation in a rigorous evaluation, including process and outcome assessments as specified in the final evaluation plan developed between the Contractor and the State evaluation team; collection of National Outcome Measures (NOMs); and participation in the SAMHSA required Cross Site Evaluation and any other SAMHSA required evaluations.
- • Participate in the development of a local evaluation plan in collaboration with the SPF-PFS State Project Evaluator.
- • Complete the federally required data collection instruments according to the guidelines and timeframes established by the CSAP and/or its Contractor.
- • Report annually the NOMs relevant to its community plan. The Department must approve all instruments and methods to collect the NOMs.
- • Participate in face-to-face interviews, phone interviews, site- visits, on-line surveys, paper/pencil surveys, and/or other data collection activities conducted by the ODMHSAS and/or its contracted State Project Evaluator.
- • In an effort to improve the validity and reliability of data required for the evaluation of the community project, the ODMHSAS is requiring Contractors with an Oklahoma Prevention Needs Assessment (OPNA) student survey response rate of less than 70% to receive technical assistance from the ODMHSAS to improve their response rate to 70% or more.
- • Review and approval from ODMHSAS for use of any data collection instrument other than those provided by the ODMHSAS. All project requirements are applicable to that survey.
- • Collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Maintain documentation related to the planning (assessment or development of the local strategic plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall submit all progress reports within 15 days of the end of each quarter in a format prescribed by the ODMHSAS.
- • Contractor shall complete other reports and forms determined necessary for documenting the implementation of the SPF process, strategies, and the community strategic plan.
- • Contractor shall maintain documentation of all grant related activities. These documents are subject to review by the ODMHSAS.
- • The following table outlines key contract milestones for this contract period. Contractor shall comply with this timeline and subsequent revisions by the ODMHSAS. Note that not all contract deadlines are included in this table.
|
Milestone
|
Deadline
|
|
Active Partner Coalition MOU
|
Annually
|
|
Community Readiness & Coalition Capacity
Assessment Completed
|
Annually
|
|
Work plan
(with Disparity Impact Statement) submitted
|
2 months after award
|
|
Evaluation plan submitted
|
3 months after award
|
|
Coalition training
|
Bi-annually
|
|
Implementation commenced
|
No earlier than approval of strategic plan
|
|
Reports submitted
|
No later
than 15 days after each quarter ends
|
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice no later than 30 days after the end of each month of the contract period in a format prescribed by ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. Please note that the PFS as a multi- year federal fixed appropriation grant, the ODMHSAS is required by 31 U.S.C. §1552(a) to close fixed year appropriation accounts and cancel any remaining balances by September 26, 2019. In order for the ODMHSAS to meet this requirement, all sub-recipients must submit their final invoice to the ODMHSAS by September 9, 2019 to allow for adequate time to process payments and draw funds from the HHS Payment Management System accounts to reimburse grant related costs that have been incurred. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fundraising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fundraising.
- • A budget revision request submitted by the Contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by the ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Funding for this contract is contingent upon availability of state and/or federal funding. The state reserves the right to amend contract funding amounts.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
SPF-PFS Appropriated RX (Forest Grove)
INTRODUCTION:
- • Contractor shall provide community-based planning and implementation of evidence-based prevention strategies to implement the non-medical use of prescription drug (NMUPD) prevention services in Leflore County.
- • This contract period is for July 1, 2020 through June 30, 2021.
DEFINITIONS:
- • SPF-PFS – Strategic Prevention Framework Partnership For Success Grant
WORK REQUIREMENTS:
- • Contractor shall act as fiscal agent for the delivery of Non-Medical Use of Prescription Drugs (NMUPDs) prevention services in designated county.
- • Contractor shall implement the required services in active partnership with the relevant coalition(s) and community stakeholders.
- • Contractor shall build community prevention capacity; develop strategic plan and work plan(s); implement effective community prevention policies, practices, programs; and evaluate their efforts for outcomes.
- • Contractor shall implement prevention strategies that have a demonstrated evidence base and that are appropriate for targeted communities/populations using the criteria developed by the Oklahoma EBP Workgroup and the ODMHSAS when developing strategic plan(s). The criteria for determining level of evidence are determined by the EBPW and the Contractor is required to implement evidence-based environmental prevention strategies that achieve population-level outcomes, which are those policies or practices that create a community or cultural environment that supports healthy and safe behavior.
- • Contractor shall execute the contract consistent with the five steps of the SPF at the SPF-PFS community site levels. Contractors will have up to two months from the date of contract award to complete, submit, and receive approval of the SPF-PFS site work plan, before commencing implementation of approved strategy(ies).
- • Contractor shall identify itself as an ‘Oklahoma SPF-PFS project’ in all correspondence when business is conducted under this contract and shall be part of the Oklahoma Prevention Network and shall cite the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall ensure the prevention message it provides in the delivery of all services by stating that “No illegal use of alcohol, tobacco, and other drugs (ATOD) shall be allowed or encouraged. Any excessive or abusive use of legal drugs by those of age will also be discouraged, including the abuse of pharmaceuticals. Curricula, strategies, or messages used by Contractor shall not contain messages such as “some illicit drugs may not be as dangerous as others.”
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco or alcohol industries are used in the delivery of prevention services. Contractor agrees to obtain prior approval from the ODMHSAS for any and all questionable situations. In addition, Contractor agrees not to receive funds from said industries.
- • Contractor shall maintain a physical presence during the contract in the service community that is clearly visible to the public. A physical presence must minimally include a consistent staff presence in the service community with easy access for the public and a local phone number. A physical presence may also include branded office space, branded meeting space, branded linkages to existing public service locations (i.e. United Way, municipal buildings), or other branded, physical means of connecting the Contractor to the service community.
- • Contractor shall provide, schedule, or otherwise arrange all sites, facilities, facility management, supplies, and other resources necessary to provide program services or scheduled activities or events. Contractor may utilize multiple sites and/or locations within the affected service region(s). Program sites, facilities, and locations for all service categories shall be readily accessible by all participants and interested community members and shall be appropriate for the activity conducted. All sites and facilities shall also be physically and programmatically accessible to the disabled, pursuant to requirements of the Americans with Disabilities Act (ADA).
- • Contractor shall recruit, hire, and maintain a minimum of one full-time equivalency (FTE) staff who will serve as the SPF-PFS coordinator. The SPF-PFS coordinator shall be the primary contact person and responsible for the daily operations associated with the project. The SPF-PFS coordinator shall dedicate 100% of their time to this contract. Contractor may submit a request with justification in the budget for a less than 100% SPF-PFS coordinator but not less than 75%.
- • Staff shall have the knowledge and experience necessary in planning and implementing alcohol, tobacco, and/or other drug prevention strategies. Contractor shall demonstrate evidence of the minimum range of experience and skills within the proposed program staffing. The staff shall demonstrate at least one year prevention, behavioral health, or public health related experience to include one or more environmental prevention strategies and obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non- degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract award, whichever is longer. Resumes shall be submitted for all positions post award.
- • All positions shall require knowledge of the underlying principles of the public health approach to alcohol, tobacco, and/or other drug problems; knowledge of the underlying principles and application of environmental strategies that advance policy-based prevention approaches to reduce alcohol, tobacco, and/or other drug problems; knowledge and competency in organizing, developing, and sustaining community-based collaborations aimed at achieving environmental change; knowledge of the underlying principles of the use of media advocacy to reduce alcohol, tobacco, or other drug problems; and knowledge of the purpose and function of multi-system collaboration to affect organizational and systems changes to reduce alcohol, tobacco, and other drug problems in communities.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements prescribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall ensure that all staff:
- • Complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 12 months of employment.
- • Are limited to one (1) out of state workshop, training, or conference for professional development purposes per fiscal year upon prior approval by the ODMHSAS. The ODMHSAS may reimburse the registration fee for up to one additional out of state event per fiscal year. Contractor shall submit written justification to the ODMHSAS no later than 30 days prior to the event. Exceptions may be reviewed and determined at the discretion of the ODMHSAS with proper written justification. The ODMHSAS may identify out of state training that necessitates/warrants attendance and, in that case, may obviate this provision.
- • Adhere to the Oklahoma Drug and Alcohol Professional Counselor Association’s Preventionist Code of Ethics and maintain professional conduct and presentation at all times when executing the duties of the contract.
- • Contractor shall attend/participate in the following:
- • All mandatory ODMHSAS and SPF-PFS prevention trainings. There will be a minimum of two trainings.
- • All provider meetings offered by the ODMHSAS. There will be approximately two provider meetings.
- • All provider conference calls offered by the ODMHSAS. There will a minimum of six conference calls per year.
- • To ensure program participant protection, Contractor shall:
- • Obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract.
- • Obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract.
- • Retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • With regard to plan revision and change requests, Contractor shall:
- • Request written, prior approval from the ODMHSAS to revise the strategic plan(s) and/or work plan(s). The ODMHSAS shall evaluate if the proposed change is justified. Proposed revisions must be in accordance with project guidelines. Contractor shall not proceed with the delivery of new services or redirection of resources until the revision has been approved by the ODMHSAS in writing.
- • Agree that any changes required by the Department, or reached by means of Contractor and Department negotiations regarding the services, activities, and programs contained in the program plan, shall be reflected in a revised strategic plan, work plan, budget, and budget narrative.
- • With regard to on-going needs assessment, Contractor shall:
- • Continue to support its Community Data Workgroup (CDW) to collect and analyze community level data; with the active participation of the partner coalition. The CDW will continue its work throughout the duration of the project to produce an annual Community Epidemiological Profile (CEP) and support ongoing monitoring and evaluation including OPNA recruitment and participation.
- • Actively participate on the Regional Epidemiological Outcomes Workgroup (REOW), with active participation of the CDW, convened by the relevant Regional Prevention Coordinator (RPC). Contractor shall ensure data on the SPF-PFS priority are collected and analyzed as part of the REOW process.
- • Complete an annual Community Epidemiological Profile (CEP) update each contract year; with the active participation of the partner coalition and CDW.
- • Contractor shall not commence with the implementation of services until the ODMHSAS approves the community strategic plan, and work plan(s). The strategic plan shall be in a format prescribed by the ODMHSAS and shall include:
- • Needs assessment (Community Epidemiological Profile and causal factor/intermediate variables assessment).
- • Identification of priority SPF-PFS indicator and community of focus.
- • Identification of partner coalition/constituents and plan to advance readiness, capacity, and partnerships.
- • Identification of selected evidence-based practices.
- • Logic model.
- • Goals, measureable objectives, tasks, timelines.
- • Work plan.
- • Sustainability plan.
- • Cultural competency plan.
- • Disparity Impact Statement.
- • Contractor shall initiate work on the following requirements upon completion of, and approval by the ODMHSAS, of the SPF-PFS strategic plan and work plan.
- • With regard to capacity building (community and coalition), Contractor shall:
- • Renew its Memorandum of Understanding (MOU) with the partner coalition each year for the entire contract period in the selected SPF-PFS community. The coalition must be located in the SPF-PFS community and agree to: (1) allow the SPF- PFS staff to provide capacity building services for the coalition and the community; and (2) plan, implement, and evaluate the SPF-PFS strategic plan.
- • Be responsible for providing training and technical assistance to the SPF-PFS coalition and documenting coalition progress/participation in a format prescribed by the ODMHSAS.
- • Out of state travel for coalition members and/or strategic partners to attend workshops, trainings or conferences shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Conduct regular (at minimum, annually) community readiness assessment during the contract period. Contractor shall document the community’s progress on a readiness scale.
- • Conduct regular (at minimum, annually) coalition capacity assessment during the contract period. Contractor shall document the coalition progress on a capacity scale for supporting SPF-PFS strategic goals.
- • Conduct a minimum of one SPF and one priority issue training to the SPF-PFS coalition annually.
- • Document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles, and responsibilities, etc.).
- • With regard to implementation, Contractor shall:
- • Adhere to the strategic plan approved by the ODMHSAS for the SPF-PFS project and shall utilize SPF-PFS funds to implement only the approved strategies.
- • Ensure that the partner coalition leadership approves, with a written signature, the required documents including the community data profile, strategic plan, work plan(s), project budget, MOUs, evaluation plan, quarterly reports, and other documents as may be requested by the ODMHSAS.
- • Support the coalition in its efforts to carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Ensure that the coalition implements the approved strategies within the targeted community area and identified population of focus.
- • Ensure that the selected evidence-based strategies are implemented with fidelity.
- • With regard to evaluation, Contractor shall:
- • Participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
- • SPF-PFS level evaluation activities shall include all ODMHSAS and SAMHSA data collection and reporting requirements. These activities may include, but are not limited to, participation in a rigorous evaluation, including process and outcome assessments as specified in the final evaluation plan developed between the Contractor and the State evaluation team; collection of National Outcome Measures (NOMs); and participation in the SAMHSA required Cross Site Evaluation and any other SAMHSA required evaluations.
- • Participate in the development of a local evaluation plan in collaboration with the SPF-PFS State Project Evaluator.
- • Complete the federally required data collection instruments according to the guidelines and timeframes established by the CSAP and/or its Contractor.
- • Report annually the NOMs relevant to its community plan. The Department must approve all instruments and methods to collect the NOMs.
- • Participate in face-to-face interviews, phone interviews, site- visits, on-line surveys, paper/pencil surveys, and/or other data collection activities conducted by the ODMHSAS and/or its contracted State Project Evaluator.
- • In an effort to improve the validity and reliability of data required for the evaluation of the community project, the ODMHSAS is requiring Contractors with an Oklahoma Prevention Needs Assessment (OPNA) student survey response rate of less than 70% to receive technical assistance from the ODMHSAS to improve their response rate to 70% or more.
- • Review and approval from ODMHSAS for use of any data collection instrument other than those provided by the ODMHSAS. All project requirements are applicable to that survey.
- • Collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Maintain documentation related to the planning (assessment or development of the local strategic plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall submit all progress reports within 15 days of the end of each quarter in a format prescribed by the ODMHSAS.
- • Contractor shall complete other reports and forms determined necessary for documenting the implementation of the SPF process, strategies, and the community strategic plan.
- • Contractor shall maintain documentation of all grant related activities. These documents are subject to review by the ODMHSAS.
- • The following table outlines key contract milestones for this contract period. Contractor shall comply with this timeline and subsequent revisions by the ODMHSAS. Note that not all contract deadlines are included in this table.
|
Milestone
|
Deadline
|
|
Active Partner Coalition MOU
|
Annually
|
|
Community Readiness & Coalition Capacity
Assessment Completed
|
Annually
|
|
Work plan
(with Disparity Impact Statement) submitted
|
2 months after award
|
|
Evaluation plan submitted
|
3 months after award
|
|
Coalition training
|
Bi-annually
|
|
Implementation commenced
|
No earlier than approval of strategic plan
|
|
Reports submitted
|
No later
than 15 days after each quarter ends
|
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice no later than 30 days after the end of each month of the contract period in a format prescribed by ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. Please note that the PFS as a multi- year federal fixed appropriation grant, the ODMHSAS is required by 31 U.S.C. §1552(a) to close fixed year appropriation accounts and cancel any remaining balances by September 26, 2019. In order for the ODMHSAS to meet this requirement, all sub-recipients must submit their final invoice to the ODMHSAS by September 9, 2019 to allow for adequate time to process payments and draw funds from the HHS Payment Management System accounts to reimburse grant related costs that have been incurred. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fundraising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fundraising.
- • A budget revision request submitted by the Contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by the ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Funding for this contract is contingent upon availability of state and/or federal funding. The state reserves the right to amend contract funding amounts.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
SQE – Crisis Unit & Urgent Care One Door (Family & Children's)
- Service Quality Enhancement – Crisis Unit & Urgent Care One Door
INTRODUCTION:
- • This contract is to provide funding for necessary crisis unit and urgent care treatment using a one-door approach, and other related ancillary services in support of services provided pursuant to a Department crisis unit and urgent care contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis: monthly one-twelfth (1/12), or relevant number of contracted months.
- • Serve as the front door for Tulsa law enforcement drop-off
- • Serve a minimum of 5,700 consumers.
- • Add seven (7) additional chairs for a total of nineteen (19) chairs and maintain them at 78% or more occupancy.
- • Add three (3) additional beds for a total of nineteen (19) beds.
- • Maintain staffing as recommended by the ODMHSAS Sr. Director of Crisis and Residential Services.
- • Facilitate staff attendance at training or other professional development opportunities (including travel time).
- • Facilitate staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitate staff attendance at local, regional, or state meetings for the purpose of one door expanded capacity for improving interagency collaboration, service delivery, and meeting the needs of the community.
SQE – MH Adult
- Service Quality Enhancement, Court Service, and Community Response – MH Adults
INTRODUCTION:
- • This contract is to provide funding for necessary medications and other ancillary services in support of services provided pursuant to a Department Community Mental Health Center’s direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Service quality enhancement (SQE), court services, and community response services include, but are not limited to:
- • Facilitating staff, client, board, and volunteer attendance at trainings or other professional development opportunities (including travel time) — code 97537 HE;
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients—code 99368 HE, TG;
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery—code 99368 HE, TF;
- • Provision of community awareness such as facilitating community-wide substance abuse and mental health awareness, prevention, and recovery events. Contractor shall conduct or participate in at least three (3) public awareness events each year - code 97537 HE, TF; and
- • Disaster response preparedness such as crisis counseling in the event of a disaster.
- • Services provided pursuant to Department funding shall be reported using service codes as noted above and reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a monthly one-twelfth (1/12) basis, or relevant number of contracted months.
SQE – MH Adult & Child (Interpreter Services)
INTRODUCTION:
- • This contract is to provide funding for necessary interpreter services in support of services provided pursuant to a Department Community Mental Health Center’s direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Pursuant to contract language, contractors shall have policies and procedures for the provision of interpreters for persons who are deaf or hard of hearing or who speak a language other than English.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a cost reimbursement basis.
SQE – Residential
INTRODUCTION:
- • This contract is to provide funding for necessary residential training and support and other related ancillary services in support of services provided pursuant to a Department residential services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below.
- • Service quality enhancement (SQE) include, but are not limited to:
- • Facilitating staff attendance at training or other professional development opportunities (including travel time).
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery.
COMPENSATION:
- • Funding shall be reimbursed on a monthly one-twelfth (1/12) basis, or relevant number of contracted months.
SQE – Residential – Dependent Children in DHS Custody
INTRODUCTION:
- • This contract is to provide funding for room and board for children in DHS custody accompanying a parent into halfway house, residential, or intensive residential substance use disorder treatment pursuant to a Department contract held by the Contractor to provide these services.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below.
- • Service quality enhancement (SQE) requirements include, but are not limited to:
- • Room and board for children in DHS custody accompanying a parent into halfway house, residential, or intensive residential substance use disorder treatment.
- • Compliance with physical facility environment, safety, hygiene and sanitation, food service, staff training, and other applicable requirements as required under Chapter 18 and Chapter 1 of Title 450.
COMPENSATION:
- • Contractor shall be reimbursed for room and board upon documentation of expenditures, according to procedures determined by the Department.
- • Compensation per child in Department of Human Services (DHS) custody shall not exceed $84.00 per day.
- • Required documentation shall include the number of dependent child bed days for children in DHS custody for the applicable month. Verification shall include the DHS case number (KK number) and family identifier provided on the Consumer Data Core (CDC), or shall be provided as requested by the Department.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
SQE – Residential – Training & Support for Methamphetamine Detox and Treatment
INTRODUCTION:
- • This contract is to provide funding for necessary residential training and support for methamphetamine detox and treatment, and other related ancillary services in support of services provided pursuant to a Department residential services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below.
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Facilitating staff attendance at training or other professional development opportunities (including travel time).
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery.
COMPENSATION:
- • Funding shall be reimbursed on a monthly one-twelfth (1/12) basis, or relevant number of contracted months.
SQE – Transitional Support Services (Transition House)
INTRODUCTION:
- • This contract is to provide funding for necessary extended transitional support services. Services to assist people with mental illness or co-occurring disorders who request assistance with transition from a transitional housing program into community based permanent housing, and require a longer period of transition support. Other ancillary services in support of services provided pursuant to an ODMHSAS fee-for-service direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Service recipients choose the community and type of housing they live in, and they hold their own lease. The following services shall be offered or arranged for:
- • Assistance with locating housing.
- • Transportation to doctor/treatment and grocery store.
- • Opportunities for socialization including evening and weekend opportunities.
- • Assistance with housing related deposits.
- • Assistance with independent living skills (ex: budgeting, planning of meals, housekeeping skills, etc.).
- • Linkage to community supports will be provided (ex: outpatient mental health services, natural supports, etc.) to ensure long term housing success.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Department funding sources utilized to make payments pursuant to this contract (e.g. state and federal) shall be at the Department’s discretion and shall not be subject to review or considered a breach of this contract. Funding shall be reimbursed on a monthly basis.
- • Contractor shall submit an invoice to the Department, subject to approval by an ODMHSAS designee.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Synar Inspections (ABLE)
INTRODUCTION:
- • The purpose of Oklahoma’s Too Much Too Lose (2M2L) project is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons law.
- • The purpose of Oklahoma’s Synar initiative is to assess and report retail tobacco sales to youth under the age of 18 through the execution of an annual study.
• The purpose of Responsible Beverage Sales and Service Training is to provide owners, managers, sellers, and servers of establishments that serve/sell alcohol with the knowledge and skills to help them serve/sell alcohol responsibly and fulfill the legal requirements of alcohol service.
DEFINITIONS:
- • 2Much2Lose – To Much Too Lose underage drinking prevention initiative; also referred to as 2M2L.
- • RBSS – Responsible Beverage Sales and Service Training.
- • Synar – A federal mandate to annually enforce state laws on youth access to tobacco.
WORK REQUIREMENTS:
- • 2M2L State Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 170 checks shall be conducted within Alcohol Enforcement Plan identified hotspot locations. This will include 10 checks conducted in every identified region across the state. A list of alcohol selling establishments within hotspot zones will be agreed upon by both ODMHSAS and ABLE.
- • Contractor will conduct monthly reviews of alcohol server training submissions in partnership with ODMHSAS.
- • Contractor shall create a recognition program for participating law enforcement partners. Recognition program must be in accordance with ODMHSAS guidelines and approved prior to implementation by the ODMHSAS.
- • Contractor shall conduct underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with state protocol. To maximize enforcement efforts (500) five hundred compliance checks shall be matched for each compliance check conducted (i.e if (2) two of compliance checks are conducted (1) one will be supported by the ODMHSAS).
- • 10% of the above 500 (total of 50) alcohol compliance checks will be specifically for alcohol sells that are conducted at an establishments curbside.
- • Contractor is required to help create and assist in writing a protocol for curbside alcohol compliance checks. Protocols will be agreed upon by both ODMHSAS and ABLE before implementation.
- • 5% of the above 500 (total of 25) alcohol compliance checks for alcohol sells that are specific to home delivery.
- • Contractor is required to help create and assist in writing a protocol for home delivery alcohol compliance checks. Protocols will be agreed upon by both ODMHSAS and ABLE before implementation.
- • Contractor shall be responsive to Responsible Beverage Sales and Service trainings needs across the state. The ODMHSAS will compensate up to 24 trainings. Delivery must follow ODMHSAS RBSS procedures (i.e. registration system, 2 hour training, survey collection and training validation). Contractor is encouraged but not required to utilize Regional Prevention Coordinator (RPC) as a co- presenter. Trainer must have attended RBSS Train the Trainer hosted by the ODMHSAS prior to delivery.
- • Synar Inspections:
- • Contractor shall furnish the resources necessary to conduct the following:
- • Working with the ODMHSAS staff to train the agents and/or inspectors. The training shall consist of a review of the Synar inspections forms, requirements to assure statistical validity, and discussions regarding the Contractor’s procedures and youth safety.
- • Contractor shall complete all Synar study inspections no later than September 30th, 2020, in accordance with the SAMHSA Synar requirements for which this contract contributes toward the maintenance of the ODMHSAS’ Substance Abuse Prevention and Treatment Block Grant. The number of inspections will be determined by ODMHSAS. The commencement date of the Synar study inspections shall be on a date mutually agreed upon by parties.
- • Recruiting an equal number of male and female youth inspectors; must have a minimum of ten (10) youth inspectors, between the ages of 16 and 17, to participate in the Synar study. Each youth inspector shall complete no more than a maximum of 10% of the Synar study inspections. Contractor shall coordinate efforts in the recruitment of youth using the ABLE Commission’s protocol and the assistance of the ODMHSAS.
- • Conducting age perception test- within one month prior to the commencement of the Synar inspections. Youth between the ages of 16 and 17 years will be allowed to participate in the Synar inspections, only if their age perceived by the public is averaged between 14 and 17 years. Contractor shall maintain documentation of all age perception test results and all other related documentation, including photos of each youth inspector on each day the youth inspector completed Synar inspections, and make available for review as requested by the ODMHSAS.
- • Completing the Synar study inspections with 50 percent female youth inspectors and 50 percent male youth inspectors.
- • Documenting the results of every inspection attempt on the inspection form prescribed by the ODMHSAS and shall provide a complete dataset of the inspection results to the ODMHSAS no later than the deadline established by the ODMHSAS. The ODMHSAS requests that inspection results are submitted bi-monthly in a report format prescribed by the ODMHSAS during the course of the inspection period.
- • Creating and maintaining a tracking system for administrative penalties for illegal tobacco sales in order to enhance efforts to monitor and target repeat violators. Contractor shall maintain documentation of administrative penalties and make available for review as requested by the ODMHSAS.
- • Contractor shall notify the Oklahoma Tax Commission and the ODMHSAS of all tobacco inspection violations, including tobacco inspections outside the Synar inspection sample.
- • Contractor shall obtain written consent from a parent or legal guardian prior to participation and transportation of minor children for activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 15th of each month.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2021.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Overall compensation shall not exceed $154,600.00.
- • 5.2.1 Local Alcohol Enforcement Checks shall not exceed $120.00 per completed underage alcohol compliance check or adult over- service compliance check and shall not exceed over 170 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult over- service compliance check (bar check) and shall not exceed over 500 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • 5.2.3 Statewide Responsible Beverage Sales and Service Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to 24 trainings total. Payments shall be made upon satisfactory completion of training and use of ODMHSAS RBSS protocol. Contract funds shall not be used to pay for law enforcement time outside of the training.
- • Synar Inspections shall not exceed $120.00 per completed underage tobacco compliance check and shall not to exceed over 499 compliance checks. Payments shall be made upon satisfactory completion of tobacco inspections and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Synar inspection (i.e. time spent completing paperwork and/or court appearances related to issued citations).
Training & Consultation - Assisted Outpatient Treatment II (Center for Urban Community Services)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of Critical Time Intervention (CTI).
DEFINITIONS:
- • Critical Time Intervention (CTI): An evidence-based practice (EBP). CTI prescribes a time-limited approach during which service recipients and case managers together choose a narrow set of areas of focus that promote housing stability, recovery, and self-directed/ self-managed care.
WORK REQUIREMENTS:
- • The Contractor shall provide 2 days of training in Critical Time Intervention (CTI) during the time frame of January 2021 through June 2021. Participants will be selected from sites specified by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
Training & Consultation - Building Resilience for Individuals through Trauma Education (BRITE)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system specific to Building Resilience for Individuals through Trauma Education (BRITE) educational treatment program.
DEFINITIONS:
- • Building Resilience for Individuals through Trauma Education (BRITE) educational treatment program is designed to build personal resilience by providing adults with information about the impact of very stressful life events on a person’s emotional and physical wellbeing. As well as how to use that information to make informed decisions and make progress towards personal meaningful goals..
WORK REQUIREMENTS:
- • The Contractor shall provide 4 days of training in Building Resilience for Individuals through Trauma Education (BRITE) during the time frame of February 2021. Participants will be selected from sites specified by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
Training & Consultation (CAMS – Care)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of the Collaborative Assessment and Management of Suicidality (CAMS).
DEFINITIONS:
- • Collaborative Assessment and Management of Suicidality (CAMS) – an evidenced-based framework for assessment and treatment of suicidality, utilizing the suicide state form (SSF) as a tool for assessment, planning and tracking outcomes. CAMS was developed by Dr. Jobes over a 20 year period of clinical practice and research.
WORK REQUIREMENTS:
- • Contractor shall provide customized training and consultation to all levels of staff in Community Mental Health Centers (CMHCs) and state facilities. Training participants will be selected from sites specified by the ODMHSAS. Specific activities to include:
- • Planning and consultation, including but not limited to:
- • Consultation on modification for URC/Crisis/Inpatient.
- • Provide 3 hour online video training course, ongoing support and trouble shooting for any challenges that occur with the users successfully completing the online training. Provide assistance for any participant(s) who are unable to complete the 30 day Non CEU version and 7 day CEU version requirement due to unforeseen circumstances or acts of God.
- • The provision of seven (7) Role Play Trainings for up to 50 people each. This will include the provision of materials for the classes in PDF form.
- • The provision of consultation phone calls.
- • Evaluation of the CAMS program, which may include but not limited to:
- • Survey the workforce; and
- • Produce reports on changes in the workforce.
- • Can provide a CAMS Booster Webinar upon request.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Department will monitor activities for the following:
- • Number of clinicians served;
- • Services provided;
- • Staff performing services; and
- • Any changes in staff participating in the project.
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served
- • Qualitative report of progress
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department, pursuant a budget approved by the Department.
- • Contractor shall submit an invoice to the Department, subject to approval.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Training & Consultation – Crisis Continuum of Care
INTRODUCTION:
- • For purposes of this agreement, the scope of work will include specific assistance requested by ODMHSAS related to training and consultation around key issues in crisis continuum of care system development and implementation.
WORK REQUIREMENTS:
- • Contractor will assist the ODMHSAS in strategic planning and implementation of both short and long range goals pertaining to a statewide crisis continuum of care system that meets the needs of Oklahomans during and after crisis, as well as strategies to prevent crisis from occurring.
PERFORMANCE MONITORING:
- • ODMHSAS shall at all times be the sole owner of the following, without limitation: all data, analysis, reports or technical assistance documents, or materials prepared by Contractor.
COMPENSATION:
- • Contractor shall submit invoices monthly based on the rate of $125.00 per hour.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
Training & Consultation – Health Home
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services regarding implementing integrated care in an Oklahoma system-specific manner.
DEFINITIONS:
- • Health Homes - Community Mental Health Centers will be specialty Health Homes (HHs) for adults with serious mental illness and children with serious emotional disturbance. The Health Homes will be responsible for integrating the behavioral health care of people with SMI and SED, with physical health care, and with providing education and programming for holistic wellness.
WORK REQUIREMENTS:
- • Contractor shall provide customized training and consultation to all levels of staff in the Health Homes. Training participants to be selected from sites specified by the ODMHSAS. Specific activities to include:
- • The provision of one consultant to provide two, three-day, on-site visits; 1 day face to face training with Health Home providers, 1 half day with CCBHC providers and 1 and ½ consultation with internal state integrated care team.
- • The provision of sixty (60) hours off-site work, (phone, writing, reviewing, etc.). This time will be spent to consult on, Health Home implementation to include, CCBHC development, development and implementation of care pathways and utilizing data for improved health outcomes.
- • The provision of six, one-hour webinar presentation on the development and implementation of care pathways and utilizing data for improved health outcomes.
- • The provision of three additional days of consultation. Two (2) days will be utilized to assist Health Home providers in Health Home implementation. The final day (1) will be used at your discretion.
COMPENSATION:
- • Department will monitor the performance of the Contractor.
- • Contractor shall report training activities through a scantron evaluation. They have metrics of the objective questions and all of the comments and written feedback that participants give. Such report shall be submitted to the Department’s Director of Children’s Services no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served.
- • Qualitative report of progress.
Training & Consultation (HeartMath)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system specific to the HeartMath Clinical Certification for Stress, Anxiety and Emotional Regulation program.
DEFINITIONS:
- • HeartMath Clinical Certification for Stress, Anxiety and Emotional Regulation program.is designed to build personal resilience using evidence-based techniques provide to objective and measurable ways to see improvements in physiological and behavioral functioning to manage stress and learn to regulate emotions.
WORK REQUIREMENTS:
- • The Contractor shall provider the following:
- • Self-paced learning and lifetime access.
- • Extensive client handouts, practice plans, and worksheets.
- • HeartMath science on Heart Rate Variability and heart/brain communication.
- • HeartMath core techniques and education for emotional management and self-regulation.
- • Clinical applications/working with individuals and groups.
- • HeartMath technology.
- • Participants will be selected from sites specified by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
- • In order to obtain CE credits for this course, students must fully review each module and complete the activity. Students must also complete the CE evaluation and post-test after finishing the course. A score of 75% or higher on the post-test is necessary to receive CE credits. Students will be given two attempts to answer each question on the test.
- • Certificate will be generated and distributed through the learning management system and emailed to the learners upon completion of the evaluation and a test with a 75% or higher grade.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to substantiate authorized expenses.
Training & Consultation (Project ECHO) (OSU)
INTRODUCTION:
- • To support the Opioid State Treatment Response initiative the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) will contract with Oklahoma State University Center for Health Sciences (OSU-CHS) to provide education, training, and consultation utilizing their successful Project ECHO (Extension for Community Healthcare Outcomes) model.
- • Project ECHO is a collaborative model of medical education and care management that empowers clinicians in rural and underserved communities to provide specialty care to more people right where they live. Project ECHO is a lifelong learning and guided practice model that revolutionizes medical education and exponentially increases workforce capacity to provide best-practice specialty care and reduce health disparities. The heart of the ECHO modelTM is its hub-and-spoke knowledge sharing networks, led by expert teams who use multi-point videoconferencing to conduct virtual clinics with community providers. In this way, primary care doctors, nurses and other clinicians learn to provide excellent specialty care to patients in their own communities. Oklahoma State University Center for Health Sciences Project ECHOTM Addiction Medicine ECHO clinic is tailored to help health care providers expand their knowledge and expertise for treating complex addiction medicine issues.
- • Through OSU-CHS’s Project ECHO, ODMHSAS will greatly increase access to Addiction Medicine guidance and support and improve outcomes for Oklahomans impacted by OUD.
DEFINITIONS:
- • ECHO - Extension for Community Healthcare Outcomes
- • MAT - Medication Assisted Treatment
- • OSU - Oklahoma State University
- • OUD - Opioid Use Disorder
- • SOR - State Opioid Response
- • SOS – State Opioid Stimulant
WORK REQUIREMENTS:
- • Contractor shall provide education and consultation utilizing their weekly scheduled Addiction Medicine ECHO model to identified Opioid SOR treatment providers.
- • Contractor shall staff the specialty hub team at the required experience and qualification level to run the ECHO clinic. Roles may include, but are not limited to the following:
- • Clinical Psychiatrist (.075 FTE) shall provide expert consultation on the Addiction Medicine ECHO hub specialty team and will use this expertise to educate spoke participants.
- • Pharmacist (.25 FTE) shall provide expert consultation on the Addiction Medicine ECHO hub specialty team and will use her/his expertise to educate spoke participants.
- • IT Support (.25 FTE) shall provide technical support to both the specialty hub team and spoke participants. This individual will solve IT related problems for the hub team, recommend solutions for hardware and software acquisitions, facilitate the ECHO clinic from an IT perspective, and serve as an IT liaison to spokes.
- • Evaluation Analyst (.5 FTE) shall provide analysis of the Addiction Medicine Project ECHO. This individual will perform analysis to measure the progress of the project.
- • CME Coordinator (.10 FTE) shall ensure the processing of CME credits through the American Osteopathic Association.
- • Contractor shall work to determine and ensure that the hub and spoke sites are equipped with equipment necessary to carry out contract objectives. Equipment needs may include televisions, webcams, microphones, computer, speakers and installation of these items and other items necessary for Project ECHOTM participation.
- • Contractor may utilize marketing and outreach strategies to increase awareness, reach, and participation in OSU-CHS’ Project ECHO.
- • Marketing materials may include, but not limited to the following:
- • Hardcopy brochures and flyers.
- • ECHO digital flyers for email.
- • Outreach strategies may include, but not limited to the following:
- • Participation at conferences and events.
- • Onsite presentations with various tribal nations, medical associations, government organizations, and hospitals and clinics in Oklahoma.
- • Contractor shall provide stipends for Project ECHO participation to physicians to attend a minimum of five ECHO clinics and to provide a case presentation in at least one of the designated clinics.
- • Contractor teams may attend training to onboard new ECHO specialty leads and facilitators and maintain skilled ECHO specialty teams and staff.
PERFORMANCE MONITORING:
- • Contractor shall report quarterly progress on trainings provided, the number of individuals trained by Project Echo, and the number of sites receiving consultation.
- • Contractor shall report on any additional ODMHSAS required outcome measures.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Training – Seeking Safety (Treatment Innovations)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide Seeking Safety training in support of the Department’s efforts to create a trauma informed system of care with trauma specific services for those individuals that are at risk of, or have an opioid substance use disorder.
DEFINITIONS:
- • Seeking Safety - is a present-focused therapy to help people attain safety from trauma/PTSD and substance abuse. The treatment was designed for flexible use. It has been conducted in group and individual format; it has also been used with people who have a trauma history, but do not meet criteria for PTSD.
WORK REQUIREMENTS:
- • The Contractor shall provide 5 days of training in Seeking Safety during the time frame of July 2020 through September 2020. These training days may include advanced and peer-led versions of the model based on need identified by the Department. Participants will be selected from sites specified by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to substantiate authorized expenses.
- • Invoices are due within 30 days from the end of the billing quarter.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Training & Technical Assistance (Lighthouse Institute of Chestnut Health Systems)
INTRODUCTION:
- • Under the direction of the Opioid State Opioid Response (SOR)/State Opioid Stimulant (SOS) Project Manager, Chestnut Health Systems (hereafter referred to as the Contractor), will provide training and technical assistance to designated Oklahoma treatment providers in the Adolescent Community Reinforcement Approach (A-CRA), Community Reinforcement Approach (CRA), and the Recovery Management Check-up Supports (RMCS).
- • Chestnut Health Systems is the sole developer of both of the Evidence-based programs and instrument, the A-CRA, CRA treatment intervention, and the RMCS. Funding for this training and technical assistance shall be provided under the SOR/SOS Initiatives.
DEFINITIONS:
- • SOR: State Opioid Response
- • SOS: State Opioid Stimulant
- • A-CRA: Adolescent Community Reinforcement Approach
- • CRA: Community Reinforcement Approach
- • RMCS: Recovery Management Check-up Supports
WORK REQUIREMENTS:
- • Contractor is responsible for providing A-CRA/CRA training and ongoing technical assistance for ODMHSAS designated sites and previously trained A-CRA/CRA sites:
- • Contractor will travel to Oklahoma to provide a 2.5 day A- CRA/or CRA Initial Training Workshop and Intro/ Supervisor Distance Learning Modules (Date TBD).
- • Attendees will include up 1 Supervisor and 1 Clinician from designated sites agreed upon in the approved project budget.
- • Training costs will include: 1) onsite trainers, 2) Manuals and Materials, including CD with all A- CRA/CRA therapy forms and digital recorders, 3) Supervisor Rating Manual, 4) Auditors, 5) Certification and Fidelity Costs, 6) Coaching Calls, 7) Technical Support. Travel costs for 2 trainers are included in total contract;
- • Mixed model training costs will include: 1) Prerequisite coursework/kick-off call, 2) workshop materials, and Recorders 3) EBTx site access for clinicians/supervisors working toward A-CRA/CRA certification and 4) ongoing technical assistance throughout certification processes.
- • Contractor will be responsible for the following activities for the RMCS:
- • Train 100 Recovery Support Specialists in RMCS – 2 trainers will travel conduct a total of 4 RMCS training workshops with 25 trainees per workshop. For these trainings we request that laptops/desktop computers with internet access be provided in order to give trainees practice uploading an audio-recording to sessiontracker.org
- • Maintain a secure internet portal (sessiontracker.org) to upload RMCS audio-recordings. Costs of the online portal include secure storage of digital audio-recordings.
- • Provide scored and narrative feedback to trained staff on recorded recovery support sessions for certification and/or fidelity feedback. Chestnut expert raters will review uploaded RMCS audio-recordings, score them, and provide narrative comments. If trainees are working toward certification than both scored and narrative feedback will be posted to sessiontracker.org under their unique login. If they are only receiving fidelity feedback, then we will post narrative (qualitative) feedback to sessiontracker.org.
- • Provide monthly coaching calls for staff providing RMCS – Chestnut provides a toll-free line and will staff 3-4 coaching calls each month with an RMCS expert who will discuss cases, answer questions, etc.
- • Provide individual technical assistance as requested. A Chestnut RMCS coordinator will guide trainees as needed with assistance in how to use the website and answer specific questions concerns about RMCS procedures and reaching clients.
- • Monthly report of certification progress and/or fidelity feedback will be provided to project stakeholders so that they may track progress of trainees.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall provide monthly written reports of the activities carried out pursuant to the Statement of Work and the timelines stated within work requirements. Contractor shall provide such detail as the ODMHSAS may require.
COMPENSATION:
- • Funding shall be reimbursed on a monthly basis upon receipt, and ODMHSAS approval, of an invoice and monthly written report of activities referenced in 4.2 above. Funding shall be pursuant to an ODMHSAS approved project budget.
- • Invoices are due within 30 days from the end of the billing quarter.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Training of Trainers (TOT) – Mental Health First Aid (NationalCouncil-NCBH)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training of trainers, as well as, materials (i.e. manuals for training) on Mental Health First Aid/Youth Mental Health First Aid program/Virtual Mental Health First Aid/tMental Health First Aid.
DEFINITIONS:
- • The Mental Health First Aid USA is managed, operated, and disseminated by the National Council for Behavioral Health (NCBH). The NCBH is the sole authority accredited to train and certify Mental Health First Aid/Youth Mental Health First Aid/Virtual Mental Health First Aid and tMental Health First Aid Instructors. All instructors obtain certification to conduct the 8-hour course by successfully completing instructor training. The virtual Mental Health First Aid Training option includes a 2-hour self-paced course followed by 4 hours of Instructor led training delivered virtually through NCBH learning management system. The NCBH will also oversee distribution of required MHFA training manuals/material. In all cases, instructors must meet general criteria around knowledge of mental health/addictions and possess the ability to communicate and transfer knowledge effectively.
WORK REQUIREMENTS:
- • Contractor shall provide Mental Health First Aid Trainings as requested by ODMHSAS, to include Mental Health First Aid Instructor Training, Youth Mental Health First Aid Instructor Training, Virtual Mental Health First Aid Training and tMental Health First Aid.
- • Contractor shall provide all required training manuals/materials, including the comprehensive Instructor Kit for Instructor trainings, and access to NCBH Learning Management System for virtual trainings, as well as, consultation prior to the training event.
- • Contractor shall certify only those training participants who have:
- • Completed the full Mental Health First Aid training;
- • Passed all required written exams;
- • Completed the evaluation of the presentation;
- • Agreed to preserve the fidelity of the program by following the National Council’s guidelines; and
- • Agreed to deliver the Mental Health First Aid program three (3) times a year to remain certified.
- • Contractor shall provide all trainers, who have successfully completed the Mental Health First Aid training program, access to the technical assistance provided by the National Council for a period of no less than one year from completion of the certification.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • The Department agrees to manage the logistics of the program, including, but not limited to, promoting the event, selecting and communicating with participants prior to the training, providing the training facility and AV equipment identified by the National Council, and ensuring onsite technical and administrative support.
- • The Department agrees that the National Council has approval of all communication about the Mental Health First Aid program. Communication in this capacity includes, but is not limited to past trainings, area activities, and industry related campaigns.
- • The Department may reschedule or cancel the training at any time up to 45 days prior to the start of the training without penalty.
- • The Contractor shall provide a report regarding training outcomes including, but not limited to, number of participants, and evaluation outcomes.
COMPENSATION:
- • Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS.
- • Contractor shall submit invoice for payment in accordance with instructions by ODMHSAS.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Training Services – Resilience Skills in Times of Uncertainty (Karen Reivich, Ph.D.)
INTRODUCTION:
- • Contractor shall provide the necessary resources to develop a recorded training, Resilience Skills in Times of Uncertainty, for the ODMHSAS employees, contractors/vendors, and other agency partners. Resilience training is critical, especially during a pandemic when cognitive strategies are crucial for employee and service provider success and wellness.
WORK REQUIREMENTS:
- • Contractor will deliver a recorded training to the ODMHSAS. The training will mirror in length and content the training of the same name provided by the Contractor to the Oklahoma City Public Schools staff in May 2020, but will be presented to a more general adult audience (not tailored to educators). The recorded training will be viewed by up to 7,000 individuals over the course of three years.
- • Contractor will provide plans and resources necessary to address any technical specifications as listed in the ODMHSAS expectations/standards document for recorded trainings.
- • Contractor must produce the final product of the recorded training, as identified in the plan, no later than December 15th. The final copy of the recorded training must be of overall good auditory and visual quality and free of any significant disruptions to quality.
ROLE OF THE ODMHSAS:
- • The ODMHSAS can assist in recording of training via Zoom or similar platform if no technical barriers emerge, and a satisfactory recording can be produced via this method.
- • The ODMHSAS will house the training on a password-protected Learning Management System (LMS) for a period of three years, to be viewed by up to 7,000 participants.
- • Once the recorded training is delivered by the Contractor, The ODMHSAS will be responsible for promoting the training to the intended audience, registering participants, and other logistical components of training attendance.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services shall monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of each of the completed work requirements via procedures determined by the Department. Payment for this contract shall not exceed $40,000.00 with a project period of 9/1/2020 to 12/30/2020.
- • Work Requirement Milestones will be paid according to the following amounts:
- • Work Requirement: Complete recorded training Resilience Skills in Times of Uncertainty will be paid according to the following amount: $40,000.00.
- • A properly completed invoice must be submitted within 15 days of completion of Work Requirement.
- • Invoices shall be sent via the electronic invoice system as prescribed by the Department.
Transitional Housing (OCARTA)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide a transitional housing program for women and/or women with children that have or are at risk for Opioid Use Disorders (OUD). Contractor shall provide the infrastructure to support and maintain the housing program and conduct all routine administrative tasks associated to be in compliance with standards and guidelines.
WORK REQUIREMENTS:
- • Contractor shall:
- • Establish a transitional housing program for women and/or women with children that have or are at risk for Opioid Use Disorders (OUD).
- • Equip program with necessary resources to initiate programming such as personnel, training, supplies, and operating expenses.
- • Create criteria for program participation, length, transition plan, and permanent housing connection.
- • Develop and coordinate referral partnerships with treatment providers as well as community support resources.
Women with Children Training (OUHSC – A Better Chance)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide consultation and training for staff who are working with women and/or caregiver and children at substance abuse treatment centers and other programs regarding the impact of substance abuse on children and families.
- • Contractor shall also provide training for university students working with the A Better Chance Clinic conducting developmental evaluations for children.
DEFINITIONS:
- • ABC – A Better Chance Clinic
- • Children – ages birth to 7 years
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Consultation to staff working with women and/or caregivers and children at substance abuse treatment centers.
- • Training for substance abuse treatment center staff on the impact of substance abuse on children and families.
- • Trainings and other professional presentations on topics related to the impact of substance abuse on children and families including trainings related to evidenced-based treatments.
- • Training in the ABC program to professionals of various disciplines (medicine, psychology, social work, occupational therapy, physical therapy, and speech pathology) on the impact of substance abuse on child development.
- • Comprehensive developmental evaluations by university students working with the ABC Clinic for children with prenatal substance exposure or children whose mothers are in substance abuse treatment.
- • Developmental screening services by university students working with the ABC Clinic for children accompanying their mothers into substance abuse treatment centers funded by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a quarterly written report for the training and consultation activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Zero Suicide - Training & Consultation – State for Education Development Center, Inc. (Zero Suicide Institute)
Provide consultation and coordination of training opportunities that provide participants the knowledge and skills needed to incorporate suicide prevention best and promising practices into their organizations and processes to improve care and safety for individuals at risk for suicide. Contractor shall:
- • Be the creator or recognized facilitator/trainer for a nationally recognized evidence-based or promising practice for the prevention, screening, intervention and/or treatment of suicidality.
- • Provide planning and consultation to ODMHSAS staff for the duration of coordination of the training event.
- • Be responsible for travel to Oklahoma, provide all participant materials, advertising assistance, application processing support, and faculty/staff required to conduct the specified evidence-based or promising practice for the prevention, screening, intervention and/or treatment of suicidality.
- • Conduct event evaluation and provide a report to ODMHSAS within 45 days of the training.
- • Report on the ODMHSAS’ information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer.
Oklahoma Partnership Initiative
- Oklahoma Partnership Initiative Government/Professional/Sole Source Services
- Oklahoma Partnership Initiative – Phase 3 Attachment Biobehavioral Catch-Up (ABC) Training, Consultation & Fidelity
The contractor for the Attachment Biobehavioral Catch-Up (ABC) Training, agrees to provide the ABC Training,
fidelity assurance, and evaluation consultation for implementation by the State of Oklahoma. Contractor shall:
- • Coordinate and conduct the ABC Training required for continuous implementation of intervention at a
site designated by the University of Delaware (UD) in Newark, DE, virtual or at a site designated by ODMHSAS in Oklahoma City,
Oklahoma.
- • Provide weekly clinical supervision for up to 6 professionals during duration of contract to advance
professionals knowledge and skills related to the intervention. The case consultation will include video review,
assessment of provider skill, case experience monitoring; and shall be conducted via video conferencing, telephone,
or email.
- • Provide technical assistance regarding the development of the ABC intervention and consultation regarding
fidelity of implementation and evaluation via video conference, telephone or email.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks.
At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations.
All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma
State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- • Provide semi-annual project update reports to the Department by January 15TH and July 15TH.
- Oklahoma Partnership Initiative – Phase 3 Implementation of Attachment Biobehavioral Catch-Up (ABC) & Substance Exposed Newborn Training
The contractor for the implementation of Attachment Biobehavioral Catch-Up (ABC) intervention,
agrees to recruit participants and implement the ABC intervention; and facilitate statewide substance exposed newborn
trainings and community education. Contractor shall:
- • Contractor shall maintain the clinicians and staff necessary for the continuous implementation of
the ABC intervention.
- • Ensure clinicians participate in weekly clinical supervision during duration of contract to advance clinicians
knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill,
case experience monitoring; and shall be conducted via video conferencing, telephone, or email.
- • Have primary oversight of ABC implementation and recruitment of child welfare families who are in custody or
at-risk of being placed in out-of-home placement for participation in ABC intervention and
comparison groups.
• Participate in all required local and national-cross site data collection efforts coordinated by ODMHSAS,
University of Kansas School of Social Welfare evaluation team, University of Delaware, and the national cross-site
evaluation team to measure the effectiveness of the ABC intervention.- Facilitate statewide substance exposed newborns, Fetal Alcohol Spectrum Disorder or infant and early childhood mental health
community education/workforce development trainings.
- • Participate in the Oklahoma Partnership Initiative Grant Steering Committee Meetings via
conference call or onsite, and participate in annual ODMHSAS site visit.
- • Submit a monthly narrative summary report of all Oklahoma Partnership Initiative Grant activities.
- • Obtain written consent from a parent or legal guardian prior to transporting minor children for activities
conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor
children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of
parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks.
At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations.
All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma
State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related
offenses.
- • Provide monthly project update reports to the Department by the 15th of each month.
- Oklahoma Partnership Initiative – Phase 3 Local Evaluation
Provide local evaluation and national cross-site data collection coordination to determine the extent to which
the Oklahoma Partnership Initiative (OPI-3), has achieved its stated objectives and the extent to which the accomplishment of
objectives can be attributed to the project. Contractor shall:
- • Provide consultation and oversee OPI-3 local and national cross-site evaluation; and advise on data
collection procedures for both outcome and implementation monitoring.
- • Obtain data from state child welfare information system to be used to track child
welfare outcomes.
- • Obtain electronic data from participating treatment agencies for pre - post,
and follow-up observation periods.
- • Construct longitudinal data files for tracking of participants, and shall link various data files as
needed for analyses.
- • Process and link child welfare data and treatment outcome data for participants and upload data on behalf of
ODMHSAS to the Administration of Children and Families.
- • Conduct outcome data analyses for Attachment Bio-behavioral Catch-Up to include descriptive statistics, pre-post,
and group comparisons, event history analyses, and statistical tests of significance.
- • Attend grantee meetings and participate on project calls/webinars as required by the Administration of
Children and families and provide ongoing feedback to project staff regarding findings of the evaluation.
- • Disseminate ABC findings via journal publications and conferences.
- • Submit semi-annual project evaluation reports and provide support to ODMHSAS regarding Human Subjects Approval
through the ODMHSAS institutional Review Board and the Human Subjects Committee, Lawrence.
- • If Contractor provides treatment services, ensure background checks on all staff and volunteers are conducted and
shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State
Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory
requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral turpitude,
or alcohol or drug-related offenses.
- • Provide two semi-annual written reports, in a format prescribed by the Department, of activities carried out
pursuant to the Statement of Work.
Recovery Support Services
- Definitions
Clubhouse International – Accreditation body for programs following International Standards for
Clubhouse Programs.
PATH – Projects for Assistance in Transition from Homelessness
- Recovery Support Fixed Rate Services
- Recovery Support – Clubhouse
This Contract is to provide the necessary services to assist individuals with mental illness or co-occurring
mental illness and addiction disorders with long term recovery and maximization of self-sufficiency, role functioning and
independence. Contractor shall:
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a psychiatric
rehabilitation program founded on Clubhouse International’s International Standards for Clubhouse
Programs.
- • Provide a program with core services in the following areas that are organized around the needs of the members,
their preferences and their stated goals:
- • Provide a work ordered day which engages staff and members together in the running
of the clubhouse;
- • Enable members to return to paid work through Transitional Employment and
Independent Employment;
- • Assist members in securing a range of safe, decent and affordable housing;
- • Provide educational opportunities which focus on, at minimum, basic tools such as literacy and
computer skills;
- • Provide recreational and social programs during evenings and weekends; and
- • Provide an effective outreach system to members who are not attending.
- • Implement a plan to objectively evaluate the effectiveness of the Clubhouse.
Pursue a written financial plan for developing additional and continual multiple funding sources.
- Recovery Support – Community Living - Supervised Transitional Living
This Contract is to provide the necessary services to assist individuals with mental illness or co-occurring
mental illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall include
a Supervised Transitional Living Program, and a Permanent Supported Housing Program. Programs shall adhere to the standards for
Community Living Programs documented in Title 450, Chapter 17, Standards and Criteria for Community Mental Health Centers.
To assist with transition to permanent housing, it is required that program staff attend the ODMHSAS Housing First 101,
and Individual Placement Support (IPS) model of supported employment trainings. Staff may also find it helpful to complete
SSI/SSDI Outreach, Access & Recovery (SOAR) online training @ Soarworks
to better assist with successful application for benefits and to have at least one staff receive their housing plus endorsement
to better understand how to address housing barriers and work collaboratively with community housing partners.
- Recovery Support – Community Living - Supported Transitional Housing
This Contract is to provide the necessary services to assist consumers with mental illness or co-occurring mental
illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall include a
Supported Transitional Housing Program and a Permanent Supported Housing Program. Programs shall adhere to the standards for
Community Living Programs documented in Title 450, Chapter 17, Standards and Criteria for Community Mental Health Centers.
To assist with transition to permanent housing, it is required that program staff attend the ODMHSAS Housing First 101,
and Individual Placement Support (IPS) model of supported employment trainings. Staff may also find it helpful to complete
SSI/SSDI Outreach, Access & Recovery (SOAR) online training @ Soarworks to better assist
with successful application for benefits and to have at least one staff receive their housing plus endorsement to better
understand how to address housing barriers and work collaboratively with community housing partners.
- Recovery Support – Employment Support & Vocational Services
This contract is to provide the necessary services to assist individuals with mental illness or co-occurring mental
illness and addiction disorders with obtaining and maintaining gainful, competitive employment in the community.
Contractor shall provide Employment Support Services which include, but are not be limited to: prevocational training, job
development, job placement, on-the-job training and support. The services provided will be based on individual consumer need
and choice.
- Recovery Support – Homeless Case Management
The Contractor shall furnish the necessary resources to provide case management services at the Day Center for
individuals with a Serious Mental Illness. Contractor shall:
- • Maintain (establish where appropriate) relationships with health, law enforcement, social services, mental health,
volunteer agencies and facilities, government/non governmental agencies involved with homeless persons toward facilitation and
improvement of services to homeless persons.
- • Make referrals to treatment and support services for individuals in need of
these services.
- • Negotiate written Memoranda of Understanding with local mental health centers, the Mental Health Association in
Tulsa (Safe Haven), and any other related Department-funded local service providers.
- • It is required that the case manager performing these duties receive the housing + certificate
offered through ODMHSAS.
- Recovery Support – Projects for Assistance in Transition from Homelessness (PATH)
This Contract is to provide the necessary services, as outlined in the annual Oklahoma PATH grant application,
to assist individuals with mental illness or co-occurring mental illness and addiction disorders with transitioning from
homelessness and accessing behavioral health services. Contractor shall:
- • Provide outreach, engagement, and case management to persons who have a serious mental illness, who are homeless,
and who are not currently receiving services in the mental health system. Services shall be targeted to those individuals who
are homeless, with secondary focus on those at imminent risk of becoming homeless.
- • Provide outreach and engagement services to individuals living on the street or in places not meant for human
habitation, and to individuals in area homeless shelters.
- • Collaborate with psychiatric inpatient and stabilization units, area shelters and other existing resources
to identify persons who have a mental illness, and who are homeless or at imminent risk of homelessness, who are not currently
receiving services in the community mental health system.
- • Educate and assist individuals who are outreached with regards to existing and available community mental
health services, housing options, income benefits (including entitlement programs), and
employment supports.
- • Provide intensive case management services, for those individuals enrolled in the PATH program, targeted toward
assisting with access to services, supports, and resources needed to transition from homelessness. Including, but not limited to,
behavioral health services, benefits, income and housing assistance.
- • All PATH Case Managers/Outreach Workers will complete the SSI/SSDI Outreach, Access and Recovery (SOAR)
training to optimally assist PATH enrolled individual’s with successful and timely access
to benefits.
- • Not exceed a length of stay in the PATH program of 9 months.
- • Not exceed a caseload of 35 PATH enrolled individuals per staff.
- • Maintain a formal, regular process for involving current/former PATH enrolled individuals in PATH program development.
This process shall minimally include a PATH specific focus group conducted annually with current/former PATH enrolled individuals
to collect feedback/input regarding the PATH program.
- • Meet state match, data collection, and other requirements of the PATH Federal Grant.
- • Follow all PATH program requirements outlined in the ODMHSAS PATH Protocol provided in the Appendix
section of this document.
- • Provide requested information and reports per federal grant requirements, and as
requested by ODMHSAS.
- Recovery Support – Safe Haven Housing & Support
Contractor shall furnish the necessary resources to provide services in accordance with applicable program requirements
described in Subchapter 5, Part 11. Community Living Programs OAC 450:17 and Client Rights as described in OAC 450:15.
Contractor shall:
- • Accommodate consumers with a mental illness who are homeless and coming from streets, shelters,
or emergency rooms.
- • Abide by staffing requirements to include:
- • 24-hour staff coverage with professional supervision. A minimum of one paid staff-member shall be on in
the Safe Haven area at all times consumers are present.
- • Staff of the Safe Haven shall reflect the ethnic, cultural and language background of
consumers served.
- • Staff must be familiar with community resources for the treatment of physical and mental illnesses and
for housing and social supports.
- • Staff shall build a sense of empowerment and a supportive sense of community and shall encourage
(but not require) consumers to participate in the operations of the facility.
- • Provide places of permanent residence for homeless persons with mental illness needing on-site support
twenty-four (24) hours a day, to enable persons to live as independently as possible. Includes:
- • 24-hour staff coverage will be provided on-site.
- • Services shall assist program participants with accessing additional community resources, services and
supports needed to promote self-sufficiency.
- • Program participants shall be the lessee of the residence, or have a similar form of occupancy agreement,
and there shall be no limits on their length of tenancy as long as they abide by the conditions of the
lease/agreement.
- • Ensure all staff employed in above programs shall be trained in a Department approved non-violent
crisis intervention program.
- • Negotiate written Memoranda of Understanding with local community mental health centers, Tulsa Day Center
for the Homeless, and any other relevant Department-funded provider.
- Recovery Support – Transitional Housing
This Contract is to provide the necessary services to assist consumers with mental illness or co-occurring mental
illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall:
- • Provide services in accordance with applicable program requirements described Subchapter 5, Part 11.
Community Living Programs OAC 450:17 and Client Rights as described in OAC 450:15.
- • Give preference to referrals ODMHSAS designated facilities. Other referrals may be accepted
dependent on space availability.
- • Ensure consumers admitted to the program shall meet the Department's current definition of persons with
a Serious Mental Illness, as determined by a Licensed Behavioral Health Professional.
- • Provide, or arrange for, training to consumers in areas of personal grooming, personal hygiene, and
daily living skills- including housekeeping, shopping, money management, and meal preparation, based on resident
need and choice.
- • Schedule, as requested by consumers and with their input, weekend and after
5:00 p.m. activities.
- • As needed, participate in the formulation and monitoring of the consumer’s
individual Recovery Plan.
- • Provide or arrange transportation for health related and mental health examinations and treatment
for mental health consumers when necessary.
- • Attend required ODMHSAS Housing First 101, and Individual Placement Support (IPS) model of
supported employment trainings.
Contractor's staff shall attend in-service training and updates in fire and safety; cardiopulmonary resuscitation;
AIDS/HIV precautions; infection Control; and ODMHSAS approved non-violent crisis intervention training.
- • Orientation of new employees and volunteers shall include Client Rights as described in OAC 450:15;
facility policy and procedures, confidentiality of all information regarding the consumer, including verbal confidentiality for
consumers both inside and outside of facility. Orientation and in-service trainings shall be documented in staff personnel
files and include dates attended and subject matter.
- • Contractor shall allow the ODMHSAS or employees of a designated Community Mental Health Center into its
facility for the purpose of providing services to consumers who are in need of mental health services and who desire services
from the Community Mental Health Center.
- • Contractor shall provide unhindered access to and shall fully cooperate with all ODMHSAS personnel in the
conduct of their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct
of its oversight responsibilities of this Contract and the Contractor's compliance with the terms of this Contract as well as
the ODMHSAS's Standards and Criteria governing community mental health programs.
- • Contractor shall negotiate written Memoranda of Understanding with ODMHSAS designated facilities defining
respective roles.
- Recovery Support Government/Professional/Sole Source Services
- Recovery Support – Discharge Planning Housing Subsidy
This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the ODMHSAS Protocol
for Use of Discharge Planning Housing Subsidy Funds located in the Appendix section of this document. Discharge Planning Housing
Subsidy Funds are to be used to assist very low-income individuals (age 18 and older) with mental illness or co-occurring mental
illness and substance use disorders who are discharging from psychiatric care, Department of Corrections, or aging out of the
foster care system, with accessing and maintaining decent, safe, sanitary, and affordable housing in ODMHSAS designated location.
Contractor shall submit monthly billing documentation and activity reports as outlined in the ODMHSAS Protocol for Use of Discharge
Planning Housing Subsidy Funds located in the Appendix section of this document.
- Recovery Support – Employment and Housing Best Practices
Contractor shall provide the following best practices for employment and housing services: Individual Placement
Services (IPS) model of supported employment, and the Housing First (HF) model of permanent housing. Contractor shall:
- • Provide the resources necessary for implementation of both the IPS model of supported employment
and the HF model of permanent housing.
- • Ensure that all staff members working to implement the IPS model of supported employment successfully complete
the following trainings IPS 101; Cups of Tea; and Online IPS Practitioner’s Course
- • Work towards implementing IPS at full fidelity to the model
- • Ensure that all staff members working to implement the HF model of permanent housing successfully complete
the Housing Plus trainings which include: Housing First; ODMHSAS approved training in Fair Housing; Seven Protected Classes;
Eviction Training; Housing Authority Resource Panel; and Continuum of Care & Coordinated Entry.
- • Submit an Implementation Plan outlining how they plan to use this contract funding in the implementation of
these two best practices. This Implementation Plan must be received and approved by the ODMHSAS prior to submitting for
reimbursement under this contract.
- • Submit monthly reports as determined by the ODMHSAS. Reports shall be
submitted to Suzanne Williams at suzanne.williams@odmhsas.org.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be
submitted to Suzanne Williams at suzanne.williams@odmhsas.org.
COMPENSATION:
- • Funding shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures
determined by the ODMHSAS. Monthly payments may not exceed a cumulative one-twelfth (1/12) of
the contracted amount.
- Recovery Support – Host Home Technical Assistance
INTRODUCTION:
The Contractor shall provide ongoing Host Home technical assistance and training to partners on program
development and enhancement, collection of data and evaluation efforts on all youth served through the Oklahoma City Basic
Center Program (OKCBCP) and other Host Home projects. The Host Home collaborative project is funded through a RHY grant for
the purpose of providing:
- • Youth under age of 18 with emergency shelter options;
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in
a single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to
adhere to the 4 to 20 bed requirement of a shelter;
- • Services to include food, clothing, medical care, trauma-informed individual,
group and family counseling;
- • Parental/guardian notification within 72 hours of entry; and
- • Follow-Up and Aftercare/Exit Plans.
WORK REQUIREMENTS:
- • CONTRACTOR will act as Host Home Training consultation lead and has the task to set up coordinated technical
assistance activities to aid in development and enhancement Host Home program.
- • CONTRACTOR will engage in providing all Host Home partners ongoing technical assistance and trainings to
all OKCBCP providers and stakeholders.
- • Pursuant to statue or regulations, CONTRACTOR is required to conduct RHY required background checks for staff,
consultants, contractors, and volunteers assigned to this project.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the CONTRACTOR based on monthly reports and annual site
visits, if applicable.
- • CONTRACTOR shall supply monthly reports to ODMHSAS to include clients accepted into the program, client progress,
and other agreed upon outcome measures to meet grant requirements.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditures; pending ODMHSAS approval.
- • Contractor shall submit invoices to the Department, subject to approval by the Department.
- • Invoices shall be sent to: contracts@odmhsas.org and
Lahcen.dallaly@odmhsas.org.
- Recovery Support – Housing Flexible Funds
This Contract is to provide flexible funding for certain authorized expenditures in support of direct services
provided by the Contractor. The expenditures are pursuant to the ODMHSAS Protocol for Use of Housing Flexible Funds located in
the Appendix section of this document. Flexible Funds are to be used to support community integration of persons receiving Clubhouse
services; with emphasis on assisting with accessing and maintaining safe and affordable permanent housing in the community.
Contractor shall submit monthly billing documentation as outlined in the ODMHSAS Protocol for Use of Housing Flexible
Funds located in the Appendix section of this document
Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted
to Suzanne Williams at: suzanne.williams@odmhsas.org.
- Recovery Support – Housing is Recovery Supports
This Contractor shall provide the project management functions necessary to provide housing supports across the state. Contractor shall:
- • By the end of month one, the Agency shall have an infrastructure in place to immediately address housing needs as determined by the ODMHSAS employment, housing and homeless team.
- • Determine in conjunction with the ODMHSAS team how cards will be purchased and distributed.
- • Help plan and fund the following events: the Youth Point in Time Count event, Landlord Luncheons, and the Housing and Employment Summit.
- • Provide a monthly progress report to suzanne.williams@odmhsas.org.
- Recovery Support – Intensive Outreach and Navigation Program
The Intensive Outreach and Navigation Program shall assist individuals discharging as homeless to ODMHSAS
designated area from ODMHSAS designated facilities. The goal of this Program is to provide these specific individuals with
immediate independent housing, engage them with intensive recovery support services, connect them with community mental
health treatment and obtain permanent independent housing. Contractor shall:
- • Embed two Case Managers, two Peer Recovery Support Specialists and one Team Supervisor
at designated facilities.
- • Equip Program staff with applicable training and credentials including, but not limited to, Individual
Placement Support (IPS), Housing First, SSI/SSDI Outreach, Access & Recovery (SOAR) training, Case Management and/or Peer
Recovery Support Specialist Certifications.
- • Work with clinical agency staff to coordinate discharging persons served directly into independent
housing from treatment centers initially supported 100 percent by the Program.
- • Secure benefits and affordable housing so that persons served continually move from full-paid rent
to subsidized or partially supported housing.
- • Provide recovery support and other ancillary support services necessary to achieve Program goal, including
the identification, navigation and obtaining resources in order to meet basic independent living needs.
- • Connect persons served with outpatient community mental health services and assist with the
coordination and transition of their clinical care.
- • Contractor shall submit a quarterly data report as determined by the ODMHSAS. The annual data report shall be
submitted to Suzanne Williams at
suzanne.williams@odmhsas.org.
- Recovery Support – National Alliance for Recovery Residences (NARR) Project Management and Consultation
This Contractor shall provide the project management and consultation functions necessary to incubate a fully
functioning NARR affiliate in Oklahoma. Contractor shall:
- • Subcontract with RecoveryPeople to serve as the Oklahoma Alliance for Recovery Residences (OKARR) incubator
fiscal agent between January 1, 2020 through December 31, 2020. By the end of the incubation year, the OKARR board may vote
to retain RecoveryPeople as its fiscal agent or establish itself as independent entity.
- • Ensure close collaborative efforts between RecoveryPeople, Oklahoma Steering Committee, the Oklahoma Department
of Mental Health and Substance Abuse Services (ODMHSAS) and the OKARR Board (once established), to achieve the
following objectives:
- • Publish a final draft of OKARR’s bylaws, which have been approved by an attorney licensed to practice
in the State of Oklahoma by September 30, 2020;
- • Establish governing members and officers in accordance to the OKARR’s bylaws
by July 30, 2020;
- • Gain NARR recognition as an Affiliate by July 1, 2020;
- • Establish MOUs with 25 stakeholder organizations in support of OKARR’s sustainability
by October 1, 2020; and
- • Develop a sustainability plan by December 31, 2020
- • Provide a monthly progress report to
suzanne.williams@odmhsas.org.
- Recovery Support – Oklahoma Alliance for Recovery Residences (OKARR) Project Management & Consultation FY21
Contractor shall:
- • Subcontract with RecoveryPeople to serve as the Oklahoma Alliance for Recovery Residences (OKARR) incubator fiscal agent between October 1, 2020 through June 30, 2021. By the end of the incubation year, the OKARR board may vote to retain RecoveryPeople as its fiscal agent or establish itself as independent entity.
- • Ensure close collaborative efforts between RecoveryPeople, Oklahoma Steering Committee, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the NARR Board to achieve the following objectives.
- • Establish MOUs with 25 stakeholder organizations in support of OKARR’s sustainability by December 31, 2020.
- • Develop a sustainability plan by December 31, 2020.
- • Increase the number of recovery homes certified: 10 by December 31, 2020 and a total of 50 by September 30, 2021.
- • Scholarship the certification cost of 10 recovery homes by December 31, 2020 and a total of 50 by September 30, 2021.
- • Provide training, technical assistance or engagement to 50 individuals by December 31, 2020 and 200 individuals by September 30, 2021.
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Provide a monthly progress report to
suzanne.williams@odmhsas.org.
- Recovery Support – Oklahoma City Basic Center Program Drop-In Center
The Contractor shall provide ongoing drop-in center services to all youth served through the Oklahoma City Basic
Center Program (OKCBCP). The OKCBCP is funded through a Runaway and Homeless Youth (RHY) grant for the purpose
of providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a
single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere
to the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual,
group and family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Act as the drop in center for RHY youth and as such will provide access to showers, hot meals, laundry,
email, phone and case management services.
- • Follow RHY data standards and enter all required data in to the RHY-Homeless Management
Information System (HMIS).
- • Engage in ongoing technical assistance and trainings to all OKCBCP providers and will send two
representatives to all OKCBCP required meetings and trainings.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus
on four core outcome areas: safe and stable housing, employment/education, social and emotional well-being, and permanent
connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned
to this project; pursuant to statute/regulations,
- • Contractor shall allow the ODMHSAS project staff to provide onsite technical assistance at a frequency
and duration to be determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to meet
grant requirements.
- Recovery Support – Oklahoma City Basic Center Program Emergency Shelter & Host Homes
The Contractor shall provide ongoing emergency shelter and host homes to all youth served through the Oklahoma
City Basic Center Program (OKCBCP). The OKCBCP is funded through a Runaway and Homeless Youth (RHY) grant for the purpose of
providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a
single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere to
the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual, group and
family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Provide emergency shelter and host homes and link youth to an array of wraparound support services from
case management to life skills training while working in tandem with law enforcement, department of human services, the
juvenile justice system, and the school system.
- • Provide aftercare planning and will perform outreach and follow up services for 90 days after the
youth exits the program.
- • Follow RHY data standards and enter all required data in to the RHY-Homeless Management
Information System (HMIS).
- • Engage in ongoing technical assistance and trainings to all OKCBCP providers and will send two representatives
to all OKCBCP required meetings and trainings.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus on
four core outcome areas: safe and stable housing, employment/education, social and emotional well-being, and
permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to
this project; pursuant to statute/regulations,
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be
determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to
meet grant requirements.
- Recovery Support – Oklahoma City Basic Center Program Outreach & Employment
The Contractor shall provide ongoing outreach and employment services to all youth served through the Oklahoma City
Basic Center Program (OKCBCP). The OKCBCP is funded through a Runaway and Homeless Youth (RHY) grant for the purpose
of providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a
single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere to
the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual, group and
family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Provide outreach activities targeting raising awareness on homeless and runaway youth issues in the community
through trainings, networking and strategic planning with schools, libraries and community centers.
- • Link RHY youth to the OKCBCP program through the Contractor’s street outreach and will offer
gateway services to the RHY youth.
- • Follow RHY data standards and enter all required data in to the RHY-Homeless Management
Information System (HMIS).
- • Engage in ongoing technical assistance and trainings to all OKCBCP providers and will send two representatives
to all OKCBCP required meetings and trainings.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus on
four core outcome areas: safe and stable housing, employment/education, social and emotional well-being,
and permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to this
project; pursuant to statute/regulations,
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be
determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to meet
grant requirements.
- Recovery Support – Permanent Supportive Housing Project (HUD)
This Contract is to assist adult individuals with serious mental illness and/or substance use disorders who
express interest in participating in the program, and who either meet requirements for chronic homelessness or are a veteran who
meets requirements for Category 1: literally homeless, with rental assistance for permanent housing, and with supportive services.
Contractor shall:
- • Ensure a minimum of 2 individuals shall be served in the project.
- • Ensure individuals participating in the project shall meet HUD eligibility requirements
for this project.
- • Ensure all rental assistance shall be tenant-based, which permits participants to choose housing of an
appropriate size in which to reside. Participants retain the rental assistance if they move and, where necessary, facilitate
the coordination of supportive services, Contractor may require participants to live in a
specific area.
- • Offer supportive services to individuals receiving rental assistance. For individuals who would like assistance
with employment, it is required that Program staff attend the ODMHSAS Individual Placement Support (IPS) 101 training and
recommended that they become credentialed to provide IPS services.
- • Ensure all rental assistance shall be provided following a Housing First Model.
- • Additional preconditions or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed
on persons entering the program (ex: Sobriety shall not be required).
- • Program participants shall not be required to participate in supportive services as a condition of housing
assistance. The program may offer and encourage program participants to participate in services.
- • Attend the ODMHSAS Housing First 101 training.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing
Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Permanent Supportive Housing.
- • Submit monthly billing reports as determined by the ODMHSAS.
- • Enter all data required by HUD in to their local Homeless Management
Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR),
in a timely fashion.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to
substantiate authorized expenses according to procedures determined by the Department, and based on grant
approved budget lines.
- Recovery Support – Runaway and Homeless Youth (RHY) Program HMIS Training and TA
The Contractor shall provide ongoing Runaway and Homeless Youth (RHY) program Homeless Management Information
Systems (HMIS) training and technical assistance to partners on collection of data and evaluation efforts on all youth served
through the Oklahoma City Basic Center Program (OKCBCP). The OKCBCP is funded through a RHY grant for the purpose of providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a
single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere to
the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual, group and
family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Act as the Continuum of Care’s (CoC) HMIS lead and has the task to set up projected based on the RHY data standards,
give RHY grantees access to HMIS, and to train RHY grantees on how to use RHY-HMIS.
- • Engage in providing RHY-HMIS ongoing technical assistance and trainings to all OKCBCP providers and will send
two representatives to all OKCBCP required meetings and trainings.
- • Provide relevant data to support biennial program performance reports and periodic evaluations through the RHY-HMIS
system and must follow the RHY-HMIS Data Standards developed in 2017 that focus on four core outcome areas: safe and stable housing,
employment/education, social and emotional well-being, and permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to
this project; pursuant to statue/regulations.
- • Submit monthly reports to the ODMHSAS to include clients accepted into the program, client progress, and
other agreed upon outcome measures to meet grant requirements.
- Recovery Support – Shelter Plus Care
This Contract is to assist homeless persons with serious mental illness or co-occurring mental illness and substance
abuse disorders, and their families, with rental assistance for permanent housing, and with supportive services.
Contractor shall:
- • Provide number of units of rental assistance identified by ODMHSAS.
- • Ensure individuals receiving rental assistance shall meet the HUD definition of
homeless and disabled.
- • Ensure all rental assistance is tenant-based, which permits participants to choose housing of an appropriate size
in which to reside. Participants retain the rental assistance if they move and where necessary to facilitate the coordination
of supportive services, Contractor may require participants to live in a specific area.
- • Offer supportive services to individuals receiving rental assistance.
- • Ensure all rental assistance shall be provided following a Housing First Model. Additional preconditions
or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed on persons entering the program
(ex: Sobriety shall not be required). Program participants shall not be required to participate in supportive services as a
condition of housing assistance. The program may offer and encourage program participants to participate
in services.
- • Use their best efforts, through outreach activities, to ensure that eligible hard-to-reach persons are served by
Shelter Plus Care.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing
Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Shelter Plus Care,
including Part 582 – Shelter Plus Care.
- • Submit monthly billing reports as determined by the department.
- • Enter all data required by HUD in to their local Homeless Management
Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR),
in a timely fashion.
- • Attend required ODMHSAS Housing First 101, and Individual Placement Support (IPS)
model of supported employment trainings.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation
to substantiate authorized expenses according to procedures determined by the ODMHSAS, and based on grant approved
budget lines.
- Recovery Support – SQE Projects for Assistance in Transition from Homelessness (PATH)
This contract is to provide funding for necessary ancillary services, supports and resources to assist individuals
with mental illness or co-occurring mental illness and addiction disorders with transitioning from homelessness and
accessing behavioral health services through the PATH program. Contractor shall:
- • Provide the services, supports, and resources needed in conjunction with PATH fixed rate services to enhance the
quality of the PATH program and achieve program outcomes. Activities under this contract addendum shall not include any services
that can be billed under the PATH fixed rate contract.
- • Provide non Fee for Service reimbursable supports to PATH service recipients.
- • Provide training, education and coordination to individuals who are working in shelters, mental health clinics,
and other sites, with the goal of helping to overcome system barriers for PATH service recipients.
- • Participate in relevant meetings with community stakeholders for the purpose of problem solving, and improvement
of collaboration and service/resource delivery for PATH service recipients.
- • Participate in annual training relevant to the provision of services to PATH recipients. Some examples of relevant
training areas are: Homelessness, Housing, Community Resources, Community Collaboration, Cultural Competency, Using Peer Supports,
Mental Health, and Co-Occurring Mental Health and Substance Use.
- • Attend required Housing First and IPS 101 training offered by ODMHSAS.
- • Participate in state level PATH program planning meetings as determined by the designated
ODMHSAS PATH State Contact.
- • Create and coordinate a formal process for regular PATH program planning, development and evaluation that
includes involvement of current and/or past PATH participants.
- • Create and coordinate a process for involving current and/or past PATH participants
in peer support.
- • Participate in required data collection and reporting including participating in their local Homeless Management
Information System (HMIS) for PATH data reporting. Contractor shall work with their local HMIS and with the ODMHSAS State PATH
Contract to ensure accurate data entry.
- • Provide housing services for PATH enrolled individuals, including:
- • Provision of funds for security deposits, for those individuals who are in the process of acquiring rental
housing but who do not have the assets to pay the first and last month’s rent or other security deposits required
to move in.
- • Provision of one-time rental payments to prevent eviction for those individuals who cannot afford to make the
payments themselves, who are at risk of eviction without assistance and who qualify for this service on the basis of
income or need.
- • Assistance with the costs associated with establishing a household. These may include items such as rental
application fees, furniture and furnishings, moving expenses, and costs related to obtaining a birth certificate and/or
identification. These may also include reasonable expenditures to satisfy outstanding consumer debts identified in rental application
credit checks that otherwise preclude successfully securing immediately available housing.
- • Assistance with the costs necessary to make essential repairs to a housing unit in order to provide or improve access
to the unit and/or eliminate health or safety hazards.
- • Contractor shall follow all PATH program requirements outlined in the ODMHSAS PATH Protocol, and all Federal
guidelines for the PATH program.
- • Provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will
provide such detail as the Department may require.
- • Provide additional requested information and reports per federal grant requirements,
and as requested by ODMHSAS.
COMPENSATION:
- • Per Federal PATH grant requirements funds may not be expended.
- • To support emergency shelters.
- • For inpatient psychiatric treatment.
- • For inpatient substance abuse treatment.
- • To make cash payments to intended recipients of mental health or substance
abuse services.
- • To pay for the purchase or construction of any building or structure to house any part
of the grant program.
- • To fund lease arrangements in association with the project beyond the project period nor may the portion of the
space leased with PATH funds be used for purposed not supported by the grant.
- • In addition, the total amount spent on the housing services listed above shall not exceed 20% of total federal PATH
allocation. Total federal PATH allocation includes both the allocation amount for this statement of work, and the allocation amount
for the PATH fixed rate statement of work.
- • Contract funds shall be used for purposes supported by the PATH program only.
- Recovery Support – Transition Age Youth Project Infrastructure Management
This Contractor shall provide the project infrastructure management functions necessary to incubate a fully
functioning housing and supports services program for transition age youth in the metro Oklahoma
City area. Contractor shall:
- • By the end of the three months, the MHAO will have establish an infrastructure to launch the program on
October 1, 2020 as determined in conjunction with the ODMHSAS Program Manager, Suzanne L. Williams.
- • Ensure close collaborative efforts between the Oklahoma Department of Mental Health and Substance Abuse
Services (ODMHSAS), the MHAO and other community partners as identified through this infrastructure
building process.
- • Provide a monthly progress report to
suzanne.williams@odmhsas.org.
- Appendix
- ODMHSAS PATH Protocol
A. PATH Application
- Each PATH site will submit a PATH Application per Center for Mental Health Services (CMHS) requirements and due dates.
The application consists of the intended use plan, progress report, proposed budget and budget narrative. This process will be
facilitated by the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS)
PATH Contact.
B. HMIS
- Each PATH site will enter all PATH data from ODMHSAS PATH Face Sheets, into their local Homeless Management
Information System (HMIS).
C. Quarterly Report
- Each PATH site will submit a completed Oklahoma PATH Quarterly Report utilizing HMIS system report(s). Each PATH
site will submit any additional information requested by ODMHSAS. Quarters and due dates will be as
follows:
| First Quarter: July, August, September |
Due Date: October |
| 10th Second Quarter: October, November, December |
Due Date: January |
| 10th Third Quarter: January, February, March |
April 10th |
| Fourth Quarter: April, May, June |
July 10th |
D. Technical Assistance Meetings
- Technical Assistance will be offered on an as needed basis. Technical Assistance can be requested by the PATH
provider if a need is determined. In addition, Quarterly Reports will be reviewed each quarter by the ODMHSAS PATH Contact and
Technical Assistance may be scheduled to help address any identified challenges. Technical Assistance may also be provided in
response to challenges identified during the annual site visit. Technical Assistance can be provided for an individual site or
combined with another site if the same need exists.
E. Annual Report
- Each PATH site will submit a complete Annual Report per (CMHS) guidelines. This process will be facilitated by the
ODMHSAS PATH Contact (Annual Report will be completed with data collected in the Quarterly Reports, program financial information
and staffing).
F. Annual Site Visit
- The ODMHSAS PATH Contact will conduct a one-day site visit for all PATH sites. A site visit will
consist of the following:
- • Interview with all PATH funded staff, their supervisor and the PATH Director;
- • Interview with two (2) individuals receiving PATH services;
- • Review three (3) path case records;
- • Review documentation for any PATH cases open more than 12 months;
- • Review process for collecting PATH data that populates quarterly/annual reports; and
- • Review financial records/process for billing PATH services, and for tracking and supporting
state match requirements.
G. PATH GPRA Measures
- The Government Performance and Results Act (GRPA), enacted in 1993, requires federal agencies to establish standards
measuring their performance and effectiveness. Below are the PATH GRPA Measures. It is recommended that each PATH site strive to
achieve the Oklahoma PATH Targets listed for each measure.
- • Increase the number of homeless persons contacted
- This measure captures the number of homeless persons contacted by PATH providers. Persistent and consistent outreach
and the introduction of services at the client’s pace are important steps to engaging homeless persons with serious
mental illness (SMI) and to beginning the process of linking them to housing, mental health, substance abuse, case management
and other supportive services.
- Calculation: Persons served by federal PATH funds
- Federal PATH Target: 160,000 (nationally)
- Oklahoma PATH Target – 600 (Each PATH provider should target to achieve or exceed the # of persons
projected in their Intended Use Plan.)
- • Increase the percentage of homeless persons with SMI who become enrolled in
services (annual and long-term)
- This measure is an indicator of the rate of enrollment for PATH-eligible individuals.
PATH enrollment is defined as:
- • The individual is determined to be “PATH-eligible,” (i.e., experiencing Severe Mental Illness and homelessness
or imminent risk of homelessness)
- • The PATH worker established engagement with the individual (the individual has agreed to work towards a
goal with the PATH worker),
- • The PATH worker opened an individual file that contains:
- • Demographic information,
- • Documentation of PATH eligibility,
- • Mutual agreement for the provision of services, and
- • Services provided.
- Calculation: Number of outreach contacts who become enrolled in PATH divided by Persons served by federal PATH
funds outreach minus Number of outreach client not enrolled because ineligible
- Federal PATH Target – 55%
- Oklahoma PATH Target– 55%
- • Increase the percentage of enrolled homeless persons who receive community
mental health services
- Calculation: Number of persons enrolled in community mental health services divided by Persons served by
federal PATH funds – enrolled clients.
- Federal PATH Target – 47%
- Oklahoma PATH Target- 75%
- • Maintain average Federal cost of enrolling a homeless person with SMI
in services
- Calculation: Federal PATH appropriation divided by persons served by PATH
funds – enrolled PATH clients.
- Federal PATH Target - $668
- Oklahoma PATH Target - $668 (Each PATH provider should strive to increase the number of individuals enrolled
in PATH beyond the number projected in their Intended Use Plan to work toward this target.)
H. Annual PATH Meeting
- All PATH funded staff will attend one yearly PATH Meeting. The location of this meeting will be rotated among each
PATH site. The purpose of the meeting will be to share information, provide updates and review of the implementation of PATH
services, and to provide a networking opportunity for Oklahoma PATH providers.
I. Prior Authorization/Billing
- The Procedure Code Group (DH520) is to be used by agencies with an ODMHSAS contract for PATH, for the provision
of designated services for all individuals served under the Federal PATH grant. It is a one-time 6-month authorization that
is requested in addition to a standard outpatient authorization, to accommodate the more intensive service need during the
first 6 months of the transitional 9-month PATH program. This is an instant authorization that will be created upon
completion of a 23, 40, or 42 CDC with a service focus of 25 (PATH) and outpatient level of care. This request is totally
separate from the standard outpatient PA request, and has a separate dollar cap. Valid CAR Scores are required, but they do
not need to support a particular level to access the PATH PA.
- When billing for services eligible under the PATH specific PA (DH520), you will use the PATH specific billing codes
that are located in the ODMHSAS Services Manual. When billing for PATH under the standard outpatient PA you will just bill the
regular outpatient codes (not the PATH specific codes). For a list of the services that can be billed under the PATH specific PA,
go to www.odmhsas.org/arc.htm click on Billing Information and then PA Group Spreadsheet.
On the summary tab, you will find the DH520 at the bottom of the page - just click on the word PATH.
- ODMHSAS Protocol for Use of Discharge Planning Housing Subsidy Funds
The goal of Discharge Planning Housing Subsidy Funds is to assist very low-income individuals (age 18 and older)
with mental illness or co-occurring mental illness and substance abuse disorders who are discharging from psychiatric inpatient care,
Department of Corrections, or aging out of the foster care system, with accessing and maintaining decent, safe, sanitary, and
affordable housing. To facilitate access to such housing, Program funds will be used to assist eligible applicants with housing
costs such as rent, utility costs, rent deposits and utility deposits. The amount and type of assistance will be determined based
on individual income level, and identified need. The housing subsidy will be tenant based, as it will be provided based on the
housing selected by the program participant.
- Eligible Applicants - Individuals (age 18 and older) with mental illness or co-occurring mental illness and substance
abuse disorders who are discharging from psychiatric inpatient care, Department of Corrections, or aging out of the foster care
system. Individuals must be either homeless or at risk of becoming homeless if rental assistance is not received. Individuals
should meet requirements for very low income and have a gross annual income at or below $16,500, however, incomes above $16,500
can be considered on a case by case basis.
- Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay
for rent and utilities is $574 per month, which is based on the Fair Market Rent amount for a 1-bedroom. Assistance is not
restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $574, however,
it is recommended that referring agencies assist participants in locating housing for which costs do not exceed the $574 maximum
(and all bills paid units when possible) to help assure affordability and success for all program participants.
- Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income
will be calculated as follows:
- First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- The goal of the Housing Subsidy Funds is to assist participants with transition to self-sufficiency between 9 to 12
months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case
by case basis.
- It is expected that the all participants and outpatient services agencies will work actively together toward employment
or SSI/SSDI income, as well as on other recovery focused goals/objectives, as this is a time limited program.
- Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to program
participants but may not exceed a total of $574.
- Referring Agencies - Referring agencies will need to complete and submit (with all required information)
the Discharge Planning Housing Subsidy Referral Form (Part 1 & Part 2) to the contracted Gatekeeping agency.
- Part 1 of the Referral form must be completed by the discharging psychiatric hospital, discharging Department of
Corrections facility, or the Department of Human Services for children aging out of the foster care system, and must be
completed and submitted prior to discharge. The Gatekeeping agency will contact the referring agency and notify if applicant
is approved to move forward with arranging for housing. Part 2 of the Referral form can either be complete by the discharging
agency and the applicant, or the discharging agency may arrange for the outpatient services agency and the applicant to
complete Part 2 of the referral. Part 2 of the referral must be received by the Gatekeeping agency within 30 days of the
Projected Discharge Date listed on Part 1 of the referral. If Part 2 of the referral is not received during that period,
Part 1 of the referral will be determined null and void, and the participant will no longer be eligible to participate in the
subsidy program. If discharge date is going to be different than what is listed on Part 1, it is the responsibility of the
referring agency to notify the Gatekeeping agency.
GATEKEEPING AGENCY REPSPONSIBILITIES
- Project Referral Review and Approval
- • Will review all Referral forms for completeness, and if not complete will return to referral
agencies to be completed.
- • Will review all Referral forms to ensure that persons referred meet
criteria for assistance:
- • The information on the referral form reflects that applicant is age 18 or older.
- • The information on the referral form reflects that applicant has a mental illness or co-occurring mental
illness and substance abuse disorder.
- • The information on the referral form reflects that applicant has either been discharged from psychiatric inpatient
care, Department of Corrections, or has aged out of foster care (as indicated by the check boxes on the form and the referral
agency name and signature on Part 1 of the form- the agency name and signature must be from a correctional facility, a psychiatric
inpatient care facility, or from DHS for persons aging out of foster care).
- • The information on the referral form reflects that applicant is either homeless or at
risk of becoming homeless.
- • The information on the referral form reflects that applicant meet requirements for very low income as evidenced
by a gross annual income at or below $16,500. (or approval has been acquired by ODMHSAS for
an income above $16,500.).
- • If information provided on the referral form reflects that applicant does not meet criteria for assistance, will
notify both the applicant and the referring agency.
- • If information provided on the referral form reflects that applicant meets the criteria for assistance, will notify
the applicant of approval and will make the needed one-time payments for rent and utility deposits (not to exceed a total of $574.
for all deposits) and the first month of rent (not to exceed $574). For the first six months of assistance, subsidy recipients will
pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental
assistance (up to the $574 maximum), and for the last six months of assistance recipients will pay 30% of their gross monthly income
toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance
(up to the $574 maximum).
Additional Months of Rental Assistance
- • Will ensure that a copy of the signed lease agreement between tenant and landlord, for the property identified
in the Referral form, is received prior to making any additional rental or utility payments.
- • If lease agreement has not been received, will follow-up with the applicant to
acquire the lease.
- • Will review utility bills that are faxed and mailed in by the subsidy recipient and will pay up to the
total amount allowed for utility assistance ($574 – Rent subsidy amount).
- • For subsidy recipients who have an amount allowed for utility assistance, will send out a monthly statement
to the recipient reflecting the type and amount of utilities paid during the previous month.
- • Will process any verbal or written requests by subsidy recipients to
terminate assistance.
- • Will make follow-up contact with subsidy recipients at 5 months (since first receiving subsidy) to confirm
continued residence at the location for which subsidy is being received, to confirm phone/contact number, to assess current
income and recalculate subsidy accordingly (to begin the 7th month). If recipient cannot be reached, will make a follow-up
contact with the designated service provider for which a release has been obtained. If unable to confirm continued residence
at the location for which subsidy is being received, the subsidy recipient will be notified that unless confirmation is
received subsidy payments will be terminated after a period of 30 days.
Activity Reports
- A report reflecting project activity should be submitted twice a year to ODMHSAS 2000 North Classen Blvd, Suite E600
Attn: Tammie Vail – STARS Division. The report should be submitted by the 15th of the month following the months of December
and June and must include a year to date account of the following information for the contract year: 1.) Information on approvals
and denials including the referring agency, their referral category (corrections, psychiatric hospital, aging out of foster care),
the number of referrals that were both approved and denied, if denied- the reason for denial, and for approvals- the average
processing time; 2.) Information on the people served including the referring agency, city placed, # or people served.
Monthly Billing / Documentation
- Documentation shall be sent to: contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Discharge Planning Housing Subsidy Invoice
and a Discharge Planning Housing Subsidy Categories of Expenditure spreadsheet.
- Up to 4% of total contract allocation can be billed for administration costs. These monthly costs are to be billed
as 1/12th of the total administrative amount and should be reflected as such on the Invoice.
- ODMHSAS Protocol for Use of Housing Flexible Funds
Flexible funds should never be disbursed as cash to consumers. Funds must be disbursed as direct reimbursement
for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources
of funding have been exhausted. This document outlines allowable expenses for Housing Flexible Funds.
- Housing Flexible Funds are to be used to support community integration of persons receiving direct services;
with emphasis on assisting with accessing and maintaining safe and affordable permanent housing
in the community.
- Allowable Services
- • Rent Deposits – Deposits paid to the landlord/leasing company required
before/upon moving.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas; electric. May not be used for
phone, cable/satellite TV or similar deposits.
- • Rent – Monthly rental expenses. Designed to be temporary in nature. Case manager should assist the
consumer in finding alternative financial resources such as work, disability payments, etc.
as soon as possible.
- • Utilities – Monthly utility payments such as: water/sewer/garbage; gas, electric. May not be used
for phone, cable/satellite TV or similar payments. Designed to be temporary in nature. Case manager should assist the consumer
in finding alternative financial resources such as work, disability payments, etc., as
soon as possible.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by
lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door
locks, and insect fumigation are also permitted.
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to
be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the consumer until such time as
other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products
are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other
Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex
funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months
unless there is documentation that the appliance is no longer working.)
- • Moving Expenses – Expenses related to moving a consumer’s belongings
to permanent housing.
Monthly Billing / Documentation
- Documentation shall be sent to: contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Housing Flex Funds Invoice and a
Categories of Expenditure spreadsheet.
- ODMHSAS Emergency Youth Housing Subsidy Protocol
Eligible Applicants - Individuals (ages 15 - 25) who have a mental illness or co- occurring mental illness and
substance use for who need immediate emergency placement for shelter. Priority placement is given to youth who meet the RHY
definition under the Family and Youth Services Bureau Administration for Children and Families and be 17 years and younger.
Please contact ODMHSAS staff when requesting eligibility for youth 14 and under.
- Emergency Shelter - The maximum reimbursement per transition youth or RHY is 31 consecutive days at a rate of $35/day.
For duplicated youth stays or extensions, please request a waiver through ODMHSAS staff.
- Host Home Stipend Provision - The stipend reimbursement rate is $300/month per placement per host home family.
Host Home is to assist recipients temporarily with transition to self-sufficiency between 3 to 6 months. Based on individual needs,
the provision of subsidy beyond 6 months will be considered on a case by case basis. It is expected that the all subsidy recipients,
Contract staff, and ODMHSAS staff will work actively together toward long term housing solutions, employment or SSI/SSDI income,
toward obtaining Section 8 stipends or any other objective that results in the youth no longer
experiencing homelessness.
- Host Homes must be complete: Host Family Application, background check and supporting documentation; Signed proof of
Host Family’s successful completion of Host Family Credentialing Training; Signed Mutual Subsidy Recipient Agreement
(If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign), and A release of information
authorizing communication between Contractor, Host Family, and the ODMHSAS, regarding the Host’s receipt of subsidy funds and
work towards goals of self-sufficiency .
- The goal of the emergency youth housing subsidy is to provide emergency placement for runaway and homeless youth
while assisting with accessing and maintaining decent, safe, sanitary and affordable housing. The Contractor must submit an
approved monthly report with invoice to ODMHSAS staff.
- For purposes of this program, ODMHSAS staff is the ODMHSAS Project Manager for Runaway and
Homeless Youth Programs.
- ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing Programs
Residential Care
- Residential Care Fixed Rate Services
- Residential Care
This Contractor shall furnish the necessary resources to provide services in accordance with applicable
program requirements described in OAC 450:16. Contractor shall:
- • Only be reimbursed for residents who:
- • Have a serious mental illness as defined by ODMHSAS; and
- • Are in need of supportive assistance (to be defined in measurable terms based on
Department of Health definition).
- • Abide by requirements that evaluations are the responsibility of the referring entity or the
individual’s outpatient treatment provider. All evaluations to determine if an individual has a serious mental illness
and is in need of supportive assistance shall be conducted by:
- • A state hospital social worker;
- • A community mental health center (CMHC) Department-certified case manager; or
- • A "Licensed Mental Health Professional" as defined by Title 43A.
- • Provide supportive assistance services, available on a 24-hour basis, to all such qualifying
residents on a group or individual basis as necessary.
- • Provide to ODMHSAS clients, in addition to any services rendered by
other providers:
- • Physical exercise at least three days per week, twenty (20) minutes per day,
for each mental health resident;
- • Daily living skills training including, but not limited to, housekeeping, hygiene, shopping, money management,
meal planning and preparation -- at least five days per week, thirty (30) minutes per day, for each mental
health resident;
- • Recreation/socialization activities a minimum of three (3) times per week, excluding exercise and
activities of daily living, on separate days, totaling three (3) hours or more per week;
- • Regular feedback to the resident's assigned case manager;
- • Information, referral, and guidance;
- • Promotion of family contacts;
- • Assistance in securing Social Security or other benefits;
- • Assistance with the mental health resident's personal emergencies; and
- • Linkage with community resources.
- • Ensure the medical needs of clients are met and maintained in accordance with the appropriate mental health and
other standards of care and treatment. This shall include, but is not limited to documenting reasonable steps to ensure client
medications are not allowed to become depleted or be discontinued without a physician’s written order in the client’s file prior to
the depletion or discontinuation. Clients who refuse three (3) doses of medication in a two (2) day time period shall be immediately
referred to the prescribing physician for intervention. Contractor shall document, in the client’s medication administration record,
the date of refusal, the reasons given for refusal, intervention steps taken by facility to insure compliance with medication
administration, and in what manner the client was fully informed of the consequences for refusing medication. Refusal to attend
scheduled appointments with his or her physician, or for mental health treatment, shall be handled in the same manner (monitoring
and documentation requirements) for refusing medication. Contractor shall document, in the client's records, all steps taken when
seeking medical treatment for client illnesses and medical emergencies. Contractor shall make every effort, and document in the
client's files all steps taken to ensure the client is in the facility at the time medications are distributed or that the client
was provided the medication prior to leaving the facility.
- • Not, and any of its employees shall not, administer the funds of a client without the written, voluntary,
and informed consent of the client. Contractor shall maintain accurate accounting records regarding the client's funds and
such funds shall be maintained separately from those of contractor and shall not be commingled with any other funds.
The accounting system utilized for the maintenance of client funds shall be one generally accepted in accounting practice.
Contractor shall surrender all such records available to the ODMHSAS or its representatives upon
written request.
- • Not employ any ODMHSAS client, with or without compensation, in any business owned or operated by the Contractor,
unless said employment is part of, and documented in, the resident's treatment plan, completed by the CMHC or other mental health
treatment provider from which the resident receives services.
- • Publish, post, and provide clients with a schedule of rental rates charged by the residential care facility prior to
the execution of a rental agreement. Upon expiration of the client's initial rental agreement, the client's rent shall not be
increased without a thirty (30) day written notice to the client. Inasmuch there is no conflict with 63 O.S. §1-1921, and with
respect to clients certified for residential care reimbursement, Contractor shall comply with the provisions of the Oklahoma
Landlord-Tenant Act set forth in 41 O.S. §101 et seq. The rent paid by a client shall not be automatically increased based on
an increase in client's income. In no event shall rent exceed the fair market value of said services. Further, rental contracts
may not be executed by the Contractor administrator, agent, or employee thereof on behalf
of the resident.
- • Make every reasonable effort to know the whereabouts of each ODMHSAS client at any given time during the day or night.
Written documentation of these efforts shall be maintained by Contractor.
- • Develop an individual record for each ODMHSAS client in residence at Contractor's facility.
In addition to requirements of OAC 450: 16-19-1, this record shall include, but not be limited to, referral form, and any
other documentation received concerning the mental health resident.
- • Conspicuously post a monthly calendar of scheduled activities within the first five (5) days of each month.
The calendar(s) shall be filed at the end of each month and the record of calendars shall be maintained for a minimum of the
term of this contract.
- • Participate in development of residents' CMHC individual treatment plan as
requested by the CMHC.
- • Designate a service activities director who shall be responsible for providing, arranging,
and supervising the services which shall be provided in accordance with this contract.
- • Transfer or discharge of Department clients from Contractor’s facility(s) to another facility shall
conform to the following guidelines:
- • Contractor shall obtain the approval of the client or client’s legal guardian, if applicable, prior to
transfer/discharge from the facility; no movement or relocation of any mental health client shall be conducted without the
approval of the client or client’s legal guardian;
- • Contractor shall notify the client’s family prior to transfer/discharge if the family is involved in the
client’s care;
- • Contractor shall consult with the client’s current outpatient treatment provider prior to
transfer/discharge;
- • Contractor shall provide or arrange referral to a Department contracted or operated CMHC in the area where
the client will be residing, or to an alternate treatment provider if the client so directs;
- • Documentation of proper procedure and consultation (as required above) shall be recorded on a form to be
prescribed by the Department; and
- • Failure to follow procedures as outlined above shall be deemed a violation of this contract and may constitute
grounds for immediate action by the Department, up to and including termination of said contract.
- • Timely notify, by telephonic means and in writing, the designated staff member of the ODMHSAS,
the Oklahoma State Department of Health, the client's case manager, and the applicable state hospital if any mental health
client is AWOL for twenty-four (24) hours or more from a residential program operated by Contractor.
- • Allow ODMHSAS or employees of a designated CMHC into its facility for the purpose of providing services to
clients who are in need of mental health services and who desire services from the CMHC.
- • Provide unhindered access to, and shall fully cooperate with, the assigned CMHC in the conduct of any on
site visits to Contractor's facilities. Contractor shall receive copies of all reports made as a result of on site visits by
CMHC staff.
- • Make available to all health and mental health providers any and all benefit cards and documentation thereof for
third party payers (such as private insurers, Medicare, VA, and monthly Medicaid cards) for all
mental health residents.
- Residential Care Enhanced
This Contractor shall furnish the necessary resources to provide services in accordance with applicable
program requirements described in OAC 450:16. Contractor shall
- • Define mental health residents as only those full time residents of Contractor’s facility who are authorized by
the designated community mental health center (CMHC) or state hospital as persons in need of Enhanced Residential Care.
Authorization of need for Enhanced Residential Care shall require demonstration of a Serious Mental Illness and a documented
need (by a CMHC and/or State Hospital) for supportive assistance.
- • Abide by the ODMHSAS selection of clients to be served and direct the length of
their stay.
- • Provide transportation for clients to programs within the area to include, but not be limited to: client court
hearings; client activities as requested by the CMHC; other activities, events and/or services as needed.
Transportation shall be defined as a vehicle, or a vehicle and a driver.
- • Provide cable TV for televisions in the lounge areas.
- • Provide miscellaneous sundry supplies for housekeeping, social services, laundry,
and minor medical needs.
- • Pay the retainer for a physician and dietician to provide services for clients. Physicians shall be
reimbursed for services by the client, Medicaid, or other third party payor. Physician services shall not be reimbursed by
the ODMHSAS.
- • Provide supportive assistance services, available on a 24-hour basis, to all mental health residents on a
group or individual basis as necessary.
- • Provide enhanced residential care and supervision to clients in need of the increased structure and supervision
offered by this facility in order to maintain themselves in the community during periods of exacerbation of their illness, or
unexpected disruption of existing living arrangements.
- • Provide physical exercise three (3) days per week for at least twenty (20) minutes for
each mental health resident;
- • Provide daily living skills training including housekeeping, shopping, money management, five days per week for
at least thirty (30) minutes for each mental health resident;
- • Provide regular feedback to the resident's assigned case manager;
- • Provide information, referral, and guidance;
- • Provide promotion of family contacts;
- • Assist in securing Social Service benefits; and
- • Assist with the mental health resident's personal emergencies; and linkage with
community resources.
- • Ensure the medical needs of clients are met and maintained in accordance with the appropriate mental health and
other standards of care and treatment. This shall include, but is not limited to documenting reasonable steps to ensure client
medications are not allowed to become depleted or be discontinued without a physician's written order in client's file prior to the
depletion or discontinuation. Clients who refuse three (3) doses of medication in a two (2) day time period shall be immediately
referred to the prescribing physician for intervention. Contractor shall document, in the client's medication administration record,
the date of refusal, the reasons given for refusal, intervention steps taken by facility to insure compliance with medication
administration and in what manner the client was fully informed of the consequences for refusing medication. Refusal to attend
scheduled appointments with his or her physician, or for mental health treatment, shall be handled in the same manner (monitoring
and documentation requirements) for refusing medication. Contractor shall document, in the client's records, all steps taken when
seeking medical treatment for client illnesses and medical emergencies. Contractor shall make every effort, and document in the
client's files all steps taken to ensure the client is in the facility at the time medications are distributed or that client was
provided the medication prior to leaving the facility.
- • Shall not, and any of its employees shall not, administer the funds of a client without the written, voluntary,
and informed consent of the client. The Contractor shall maintain accurate accounting records regarding the client's funds and
such funds shall be maintained separately from those of contractor and shall not be commingled with any other funds. The
accounting system utilized for the maintenance of client funds shall be one generally accepted in accounting practice.
Contractor shall surrender all such records available to the Department or its representatives upon
written request.
- • Not employ any mental health resident, with or without compensation, in any business owned or operated by the
Contractor, unless said employment is part of, and documented in, the resident's treatment plan, completed by the CMHC or other
mental health treatment provider from which the resident receives services.
- • Publish, post, and provide clients with a schedule of rental rates charged by the residential care facility prior to
the execution of a rental agreement. Upon expiration of the client's initial rental agreement, the client's rent shall not be
increased without a thirty (30) day written notice to the client. Inasmuch there is no conflict with 63 O.S., §1-1921, and with
respect to clients certified for residential care reimbursement, Contractor shall comply with the provisions of the Oklahoma
Landlord-Tenant Act set forth in 41 O.S. §101 et seq. The rent paid by a client shall not be automatically increased based upon
an increase in client's income. In no event shall rent exceed the fair market value of said services. Further, rental contracts
may not be executed by the administrator, agent or employee thereof on behalf of the resident.
- • Make every reasonable effort to know the whereabouts of each certified client at any given time during the day
or night. Written documentation of these efforts shall be maintained by Contractor.
- • Develop an individual record for each mental health client in residence at Contractor's facility. The individual
record shall include, but not be limited to: the client's activities participation, documentation of supportive services,
information services reporting sheets, state hospital referral form, and any other documentation received concerning the mental
health resident.
- • Conspicuously post a monthly calendar of scheduled activities within the first five (5) days of each month.
The calendar(s) shall be filed at the end of each month and the record of calendars shall be maintained for a minimum of the
term of this contract.
- • Ensure operator/manager or his/her designee attend ODMHSAS information service training on a yearly basis and
other training as required by ODMHSAS.
- • The following definition of training shall apply:
- • 503 Training - defined as a structured, formal process by which information is delivered to or received by
staff for orientation purposes, enhancement of long term care procedures, ongoing in-service or accreditation for
professional/contractual requirements.
- • Ensure staff participate in development of residents' CMHC Individual Treatment Plan as
requested by the CMHC.
- • Provide at minimum the following staff positions:
- • A service activities director who shall be responsible for providing, arranging, and supervising the
services which shall be provided in accordance with this contract;
- • A salaried administrator;
- • A salaried registered nurse to monitor medication, accept physician’s orders, and assist the residential
care facility's staff and the local CMHC;
- • Four (4) attendants on the 8:00 a.m. to 4:00 p.m. shift, one of which shall be a certified
medication attendant;
- ? Three (3) attendants on the 4:00 p.m. to midnight shift, one of which shall be a
certified medication attendant;
- • Two (2) attendants on the midnight to 8:00 a.m. shift, one of which shall be a
certified medication attendant; and
- • Security and transport officer on call to provide security services and transportation for non-violent
Emergency Detentions and voluntary hospitalizations.
- • Ensure that no movement or relocation of any mental health client shall be conducted without prior consultation
and approval by the CMHC. If a client is moved or relocated without prior consultation and approval, it shall be deemed a
violation of this contract and grounds for immediate suspension, reduction, or termination.
- • Timely notify, by telephonic means and in writing, the Department's Patient Advocate General, the Oklahoma State
Department of Health, the client's case manager, and the applicable state hospital if any mental health client is AWOL for
twenty four (24) hours or more from a residential program operated by Contractor.
- • Provide unhindered access to, and shall fully cooperate with, the assigned CMHC in the conduct of any onsite
visits or provision of services in Contractor's facilities. Contractor shall receive copies of all reports made as a result of
on site visits by CMHC staff.
- • Provide unhindered access to, and shall fully cooperate with, all ODMHSAS personnel in the conduct of
their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct of its
oversight responsibilities of this contract and the Contractor's compliance with the terms of this contract as well as the
Standards and Criteria governing residential care facilities.
- • Make available to all health and mental health providers any and all benefit cards and documentation thereof for
third party payers (such as private insurers, Medicare, VA, and monthly Medicaid cards) for
all mental health residents.
- Residential Care Extended Transition
This contract is to provide the necessary services to assist residents with mental illness and co-occurring mental
illness and substance use disorders with successfully transitioning from Residential Care to permanent housing in the community.
Contractor shall assist residents interested in permanent housing in the community with exploring and arranging for the resources
and supports necessary for long term success. Services shall include Residential Care Transition Services.
- Residential Care Recovery Home
This Contractor shall furnish the necessary resources to provide services in accordance with applicable program
requirements described in OAC 450:16, and shall meet ODMHSAS requirements for Recovery Home Designation. Contractor shall:
- • Only be reimbursed for residents who:
- • Have a serious mental illness as defined by ODMHSAS; and
- • Are in need of supportive assistance (to be defined in measurable terms based on
Department of Health definition).
- • Abide by requirements that evaluations are the responsibility of the referring entity or the individual’s
outpatient treatment provider. All evaluations to determine if an individual has a serious mental illness and is in need of
supportive assistance shall be conducted by:
- • A state hospital social worker;
- • A community mental health center (CMHC) Department-certified case manager; or
- • A "Licensed Mental Health Professional" as defined by Title 43A.
- • Provide supportive assistance services, available on a 24-hour basis, to all such qualifying residents on a
group or individual basis as necessary.
- • Provide to ODMHSAS clients, in addition to any services rendered by other providers:
- • Physical exercise at least three days per week, twenty (20) minutes per day, for each
mental health resident;
- • Daily living skills training including, but not limited to, housekeeping, hygiene, shopping, money management,
meal planning and preparation -- at least five days per week, thirty (30) minutes per day, for each
mental health resident;
- • Recreation/socialization activities a minimum of three (3) times per week, excluding exercise and activities of
daily living, on separate days, totaling three (3) hours or more per week;
- • Regular feedback to the resident's assigned case manager;
- • Information, referral, and guidance;
- • Promotion of family contacts;
- • Assistance in securing Social Security or other benefits;
- • Assistance with the mental health resident's personal emergencies; and
- • Linkage with community resources.
- • Ensure the medical needs of clients are met and maintained in accordance with the appropriate mental health
and other standards of care and treatment. This shall include, but is not limited to documenting reasonable steps to ensure
client medications are not allowed to become depleted or be discontinued without a physician’s written order in the client’s
file prior to the depletion or discontinuation. Clients who refuse three (3) doses of medication in a two (2) day time period shall
be immediately referred to the prescribing physician for intervention. Contractor shall document, in the client’s medication
administration record, the date of refusal, the reasons given for refusal, intervention steps taken by facility to insure
compliance with medication administration, and in what manner the client was fully informed of the consequences for refusing
medication. Refusal to attend scheduled appointments with his or her physician, or for mental health treatment, shall be handled
in the same manner (monitoring and documentation requirements) for refusing medication. Contractor shall document, in the
client's records, all steps taken when seeking medical treatment for client illnesses and medical emergencies. Contractor shall
make every effort, and document in the client's files all steps taken to ensure the client is in the facility at the time
medications are distributed or that the client was provided the medication prior to
leaving the facility.
- • Not, and any of its employees shall not, administer the funds of a client without the written, voluntary,
and informed consent of the client. Contractor shall maintain accurate accounting records regarding the client's funds and
such funds shall be maintained separately from those of contractor and shall not be commingled with any other funds.
The accounting system utilized for the maintenance of client funds shall be one generally accepted in accounting practice.
Contractor shall surrender all such records available to the ODMHSAS or its representatives upon
written request.
- • Not employ any ODMHSAS client, with or without compensation, in any business owned or operated by the Contractor,
unless said employment is part of, and documented in, the resident's treatment plan, completed by the CMHC or other mental
health treatment provider from which the resident receives services.
- • Publish, post, and provide clients with a schedule of rental rates charged by the residential care facility prior
to the execution of a rental agreement. Upon expiration of the client's initial rental agreement, the client's rent shall not be
increased without a thirty (30) day written notice to the client. Inasmuch there is no conflict with 63 O.S. §1-1921, and with
respect to clients certified for residential care reimbursement, Contractor shall comply with the provisions of the Oklahoma
Landlord-Tenant Act set forth in 41 O.S. §101 et seq. The rent paid by a client shall not be automatically increased based on
an increase in client's income. In no event shall rent exceed the fair market value of said services. Further, rental contracts
may not be executed by the Contractor administrator, agent, or employee thereof on behalf
of the resident.
- • Make every reasonable effort to know the whereabouts of each ODMHSAS client at any given time during the day or night.
Written documentation of these efforts shall be maintained by Contractor.
- • Develop an individual record for each ODMHSAS client in residence at Contractor's facility. In addition to
requirements of OAC 450: 16-19-1, this record shall include, but not be limited to, referral form, and any other documentation
received concerning the mental health resident.
- • Conspicuously post a monthly calendar of scheduled activities within the first five (5) days of each month.
The calendar(s) shall be filed at the end of each month and the record of calendars shall be maintained for a minimum of the
term of this contract.
- • Participate in development of residents' CMHC individual treatment plan as requested
by the CMHC.
- • Designate a service activities director who shall be responsible for providing, arranging, and supervising
the services which shall be provided in accordance with this contract.
- • Transfer or discharge of Department clients from Contractor’s facility(s) to another facility shall
conform to the following guidelines:
- • Contractor shall obtain the approval of the client or client’s legal guardian, if applicable, prior to
transfer/discharge from the facility; no movement or relocation of any mental health client shall be conducted without the
approval of the client or client’s legal guardian;
- • Contractor shall notify the client’s family prior to transfer/discharge if the family is involved in
the client’s care;
- • Contractor shall consult with the client’s current outpatient treatment provider prior to
transfer/discharge;
- • Contractor shall provide or arrange referral to a Department contracted or operated CMHC in the area where the
client will be residing, or to an alternate treatment provider if the client so directs;
- • Documentation of proper procedure and consultation (as required above) shall be recorded on a form to be
prescribed by the Department; and
- • Failure to follow procedures as outlined above shall be deemed a violation of this contract and may constitute
grounds for immediate action by the Department, up to and including termination of said contract.
- • Timely notify, by telephonic means and in writing, the designated staff member of the ODMHSAS, the Oklahoma
State Department of Health, the client's case manager, and the applicable state hospital if any mental health client is AWOL
for twenty-four (24) hours or more from a residential program operated by Contractor.
- • Allow ODMHSAS or employees of a designated CMHC into its facility for the purpose of providing services to
clients who are in need of mental health services and who desire services from the CMHC.
- • Provide unhindered access to, and shall fully cooperate with, the assigned CMHC in the conduct of any on site
visits to Contractor's facilities. Contractor shall receive copies of all reports made as a result of on site visits
by CMHC staff.
- • Make available to all health and mental health providers any and all benefit cards and documentation thereof for
third party payers (such as private insurers, Medicare, VA, and monthly Medicaid cards) for all
mental health residents.
- Residential Care Transition
This contract is to provide the necessary services to assist residents with mental illness or
co-occurring mental illness and substance use disorders with successfully transitioning from Residential Care to
permanent housing in the community. Contractor shall assist residents interested in permanent housing in the community
with exploring and arranging for the resources and supports necessary for long term success. Services shall include
Residential Care Transition Services.
Suicide Prevention Services
- Suicide Prevention Fixed Rate Services
- Suicide Prevention – Screening & Assessment
Provide screening and assessments for the evidence based care of suicidal working age adults (25-64 years old)
provided by the Contractor for which funding is not available from any payer. Contractor shall:
- • Utilize ODMHSAS approved screening and assessment tools, Patient Health Questionnaire, and Columbia Suicide
Severity Rating Scale, in conjunction with the approved scoring and protocol provided.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks.
At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers
working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate
said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- • Participate in ongoing technical assistance and education regarding screening, assessment, suicide specific
treatment, and follow up of suicidal clients provided by the Department.
- • Submit services eligible for payment pursuant to this contract: Screening and Referral, Intensive Outreach
and Customer Follow Up codes listed under “Contract Source by Service” at
ODMHSAS
- Suicide Prevention Government/Professional/Sole Source Services
- Suicide Prevention – 24/7 Telephonic and/or Online Crisis Intervention & Follow Up Services
Contractor shall:
- • Be a National Suicide Prevention Lifeline Network member center in good standing, meeting all requirements
for training, practices, protocol and accreditation.
- • Provide 24/7 crisis intervention services to Oklahomans within their service area via telephone,
text and/or online chat.
- • Establish Memorandums of Understanding with Hospitals and/or Community Mental Health Centers participating
in the ODMHSAS Zero Suicide Initiative.
- • Provide follow-up services for individuals referred and/or being treated for suicidality in behavioral
health and hospital settings, making the first contact within 24 hours of referral.
- • Provide monthly reports to ODMHSAS using the template provided.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- Suicide Prevention – 24/7 Telephonic and/or Online Crisis Intervention & Follow Up Services (Revised)
Contractor shall:
- • Be a National Suicide Prevention Lifeline Network member center in good standing, meeting all requirements
for training, practices, protocol and accreditation.
- • Provide 24/7 crisis intervention services to Oklahomans within their service area via telephone,
text and/or online chat.
- • Establish Memorandums of Understanding with Hospitals and/or Community Mental Health Centers participating
in the ODMHSAS Zero Suicide Initiative.
- • Provide follow-up services for individuals referred and/or being treated for suicidality in behavioral
health and hospital settings, making the first contact within 24 hours of referral.
- • Provide monthly reports to ODMHSAS using the template provided.
- • Participate in 988 grant planning and support development of 988 reports and data collection requirements.
- • Attend 988 Implementation Coalition Meetings and participate in technical assistance webinars.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- Suicide Prevention – Education & Awareness
Contractor shall:
- • Provide evidence based and or emerging best practice suicide prevention curricula, strategies and initiatives to schools, communities, nonprofit organizations and businesses.
- • Demonstrate active collaboration with local community resources by seeking input on services from: tribal communities, universities, schools, not for profit organizations, faith communities, armed forces, mental health and substance abuse treatment professionals, and other youth-serving agencies.
- • Participate in the promotion of the National Suicide Prevention Lifeline through the disbursement of flyers, brochures, posters, at youth academic and athletic events, as well as, on billboards, athletic equipment, bus stop shelters and benches or other formats approved by the ODMHSAS.
- • Post the National Suicide Prevention Lifeline on organizations website, emails, and other media avenues utilized for this project.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses.
- Suicide Prevention – Online Interactive Evidence-based Training
Provide implementation and fidelity assurance services, technical assistance for implementation strategies regarding
the implementation of the following simulations for statewide use for public schools in Oklahoma, in addition to professional
services pertaining customization of set up and implementation – At-Risk for High School Educators, At-Risk for Middle School
Educators, At-Risk for Elementary School Educators, Resilient Together: Coping with Loss at School; Together Strong,
Friend2Friend and Veterans on Campus for Faculty & Staff. Contractor shall:
- • Offer reasonable levels of continuing support to assist ODMHSAS and End Users in use of the Kognito Service.
Contractor will make its personnel available by email or phone during regular business hours, Monday through Friday, 9am-5pm EST
for assistance.
- • Use reasonable efforts to provide continuous service seven (7) days a week with an average of 98% uptime per month.
The 2% down-time does not include periodic unavailability due to maintenance of the server(s), the installation or testing of software,
the loading of additional Kognito Services as they become available, and downtime related to the failure of equipment or services
outside the control of Contractor, including but not limited to public or private telecommunications services or internet nodes or
facilities. Scheduled downtime will be performed at a time to minimize inconvenience to ODMHSAS.
- • Provide ODMHSAS with a copy of its implementation manual. This manual includes best practices for promoting the
courses to end users.
- • Provide ODMHSAS with the Courseware’s package of several marketing tools such as PowerPoint slides about the courses,
electronic copies of flyers that can be printed or emailed to potential users about the courses, and suggested language for
announcing the courses’ availability via email or by listserv or newsletter to stakeholder groups, such as principals,
superintendents, school boards, professional associations and PTAs.
- • Provide consultation and technical support for assistance with stakeholder identification and analysis,
communications planning, customization of outreach materials, marketing support.
- • Provide client with three types of reports: 1) automated monthly usage reports for clients, and if desired,
school-based implementers; 2) quarterly usage and survey summary reports; and 3) quarterly reports formatted to meet the requirements
of SAMHSA’s State and Tribal Youth Suicide Prevention cross-site evaluation team.
- Suicide Prevention – Workplace Suicide Prevention Training & Consultation
Provide consultation and coordination of training opportunities that provide participants the knowledge and
skills needed to incorporate suicide prevention best and promising practices into their organizations and processes to
improve care and safety for individuals at risk for suicide. Contractor shall:
- • Be the creator or recognized facilitator/trainer for a nationally recognized evidence-based or promising practice
for the prevention, screening, intervention and/or treatment of suicidality.
- • Provide planning and consultation to ODMHSAS staff for the duration of coordination of the
training event.
- • Be responsible for travel to Oklahoma, provide all participant materials, advertising assistance,
application processing support, and faculty/staff required to conduct the specified evidence-based or promising practice
for the prevention, screening, intervention and/or treatment of suicidality.
- • Conduct event evaluation and provide a report to ODMHSAS within 45 days of the training.
- • Report on the ODMHSAS’ information system, in accordance with Department policy, all eligible services provided
by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which
funding is not available from any payer.
System of Care (SOC)
- Definitions
ABC – Attachment and Biobehavioral Catch-up
ABCC – A Better Chance Clinic
A-CRA – Adolescent Community Reinforcement Approach
Active Participant – a participant active in Family Drug Court at any point during the month of interest
and whose information has been updated in DC Webs in the past 60 days including participants who may have graduated or have
been terminated from the court during the month of interest. This also includes any participant that is absent without leave
for less than 30 days.
ASI - Addiction Severity Index
Behavioral Health Crisis - Refers to an immediate significant disturbance of emotional, behavioral,
or psychiatric functioning that is best served by an immediate response with the child and their caregivers.
BHA - Behavioral Health Aide as defined in Administrative Rule 450:1-1-1.1.
BISSS – Behavioral Intervention Services in School Setting
CADC - Certified Alcohol and Drug Counselor
Call - Refers to land line or mobile telephone calls into the Call Center from any family, youth,
school, police, or other source requesting CMRS-Children’s Mobile Response and Stabilization Services for one or more
children under 25 experiencing a behavioral health crisis. Available 24 hours a day, 7 days a week, 365 days a year.
CARE Project – Comprehensive Approaches to Recovery Enhancement Grant
CC — Care Coordinator
CCFF – Center for Children and Family Futures
CF – Celebrating Families – evidence-based program that is an intergenerational, family skills building curriculum
designed to support and maintain recovery from substance use and addiction; improve the health and well-being of children and
family members; and increase family reunification. The program strengthens family life and is comprehensive, developmentally
appropriate, and relevant for diverse cultures and includes all family members.
Children - any individuals between 0 and 21 years of age
CLAS – Cultural and Linguistically Appropriate Standards; national guidelines for providing culturally
and linguistically appropriate services
Components for Enhancing Clinician Experience and Reducing Trauma (CE-CERT)
- is to address the impact of secondary exposure produced by professional helping role with person who have experienced trauma.
It combines theoretical basis with operational skills to assist clinicians and supervisors in addressing the issue in the day to
day working milieu.
COS - Circle of Security
CPP - Child Parent Psychotherapy
CPS - Certified Prevention Specialist
CRA - Community Reinforcement Approach
Deferred Call – A call in which the family requests that an MRT respond face to face to the emergency
at a later time.
Early Childhood Mental Health Consultation (ECMHC) – A capacity building and problem solving intervention implemented
in early childhood settings. A professional consultant with infant/early childhood mental health (ECMH) expertise develops a
collaborative and reflective relationship with a consultee(s) within a program in order to enhance the quality of young
children’s social and emotional affective environments. Consultation aims to strengthen the capacity of staff, families,
programs, and systems to promote positive social and emotional development as well as prevent, identify, and reduce the impact
of mental health problems among young children and their families.
ECMHC Advisory Committee – Committee comprised of representatives from Oklahoma State Department of Health
Child Guidance Service (Warmline), OKDHS Child Care Services, and the ODMHSAS, including the Early Childhood Mental Health
Consultant/Mentor and the Infant and Early Childhood Services Manager. This committee leads the activities of the ECMHC
Network including training, support, review of consultant applicants and evaluation. The committee is tasked with the
strategic plan for ECMHC and is aligned within the Oklahoma Infant and Early Childhood Mental Health State Strategic Plan.
ECMHC Network – Network of consultants across participating agencies as well as private practitioners
who meet qualifications to provide ECMHC.
Early Childhood Mental Health Consultant/Trainer (ECMHC/T) - A licensed mental health provider with expertise
in infant and early childhood mental health and experience providing consultation and support to providers in group care.
The ECMHC/T co-facilitates the ECMHC orientation and provides training, technical assistance and mentoring to consultants
within the ECMHC network to assure fidelity toward a best practice ECMHC model.
Embedded Care Coordinator - provides service coordination to youth identified in the child welfare system.
The Care Coordinator is responsible for comprehensive and intense coordination of behavioral health services for children in
custody who have complex psychosocial needs. Responsible for serving 8 to 10 youth at any given time. Provides, facilitates,
coordinates and follows up on behavioral health care that is based on the strengths, needs and cultural of the youth and shall
include family involvement.
Family Treatment Court Treatment Provider – service provider contracted by ODMHSAS to perform assessment
and treatment services to Family Treatment Court participants.
FEP – When people are early in their experience with symptoms of psychosis as defined in the DSM V
(excluding psychotic symptoms related to substance use or medical conditions) and early in their experience with treatment
FSP — Family Support Provider as defined in Administrative Rule 450:1-1-1.1.
GAIN - Global Appraisal of Individual Needs
GAIN SS - Global Assessment of Individual Need Short Screener
GPRA – the Government Performance and Results Act
Hours of Mobility - Refers to the hours for which CMRS-Children’s Mobile Response and Stabilization
Services providers are expected to provide the capacity for a mobile response in the community when necessary:
24 hours a day, 7 days a week, 365 days a year.
Infant and Early Childhood Mental Health Co-leads (also referred to as IECMH Co-leads) - ODMHSAS and OSDH
personnel responsible for providing leadership to support infant and early childhood mental health efforts
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
LBHP — Licensed Behavioral Health Professional as defined in Administrative Rule 450:1-1-1.1.
LMHP — Licensed Mental Health Professional as defined in Title 43A 1-103(11)
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
Manager of Infant and Early Childhood Services — one of the two Infant and Early Childhood Mental Health
Co-leads who also serves as the Project Director for the SOC² Grant and will serve as the primary point of contact between
the Contractor and the ODMHSAS.
MAT - Medication Assisted Treatment
National Wraparound Initiative (NWI) - The National Collaborative tasked with the development of nationally
recognized and accepted wraparound tools, training materials and standards.
OKDHS - Oklahoma Department of Human Services
OKFDC – Oklahoma Family Drug Court
Oklahoma Child Care Warmline – Statewide program that provides telephone support and consultation to child
care providers. Serves as the access point to request consultation services and maintains all data and information regarding
referrals to the network. The Warmline Coordinator oversees assignment of referrals to consultants in the network and assures
that referrals meet contract eligibility criteria.
ONIT – Oklahoma Now is the Time Initiative
O-YAY - Oklahoma Young Adults and Youth Initiative
PCIT - Parent Child Interaction Therapy
PFS – Pay For Success
Project LAUNCH (Linking Action for Unmet Needs in Child Health) – A grant program of the federal Substance
Abuse and Mental Health Administration, seeks to promote the wellness of young children birth to age eight. Project LAUNCH focuses
on improving the systems that serve young children with the goal of helping all children reach physical, social, emotional,
behavior and cognitive milestones. This grant was awarded to the Oklahoma State Department of Health (OSDH) with ODMHSAS as the
Early Childhood State Wellness Partner.
PRSS — Peer Recovery Support Specialist as defined in Administrative Rule 450:53.
QIC-CCCT – Quality Improvement Center for Collaborative Community Court Teams.
RA1SE NAVIGATE Early Treatment Program – Promising practice, coordinated specialty care approach created
by Dr. John Kane funded by the National Institutes for Mental Health. Recommended by SAMHSA for implementation by states.
This program was designed to treat people who are experiencing psychosis related to mental illness, specifically schizophrenia
and schizoaffective disorder.
SED - Serious Emotional Disturbance
SF – Strengthening Families / Strengthening Families Birth to 3 (SFP/SFP B23) – evidence-based family
skills training program found to significantly reduce problem behaviors, delinquency, and alcohol and drug abuse in children,
and to improve social competencies and school performance. Child maltreatment also decreases as parents strengthen bonds with
their children and learn more effective parenting skills.
SMI and SED (State and Federal Block Grant Definition) - Children with SED refers to persons from birth to
age 18 and adults with SMI refers to persons age 18 and over; (1) who currently meets or at any time during the past year has
met criteria for a mental disorder – including within developmental and cultural contexts – as specified within a recognized
diagnostic classification system (e.g., most recent editions of DSM, ICD, etc.), and (2) who displays functional impairment,
as determined by a standardized measure, which impedes progress towards recovery and substantially interferes with or limits
the person’s role or functioning in family, school, employment, relationships, or community activities.
System of Care (SOC) Best Practice Model - (as established by SAMHSA through the National Technical Assistance
Center for Children’s Mental Health) is a comprehensive spectrum of mental health and other support services which are organized
into a coordinated network to meet the multiple and changing needs of children and adolescents with serious emotional disturbance
and their families. It is youth guided, family driven, community based, needs driven and culturally competent. A local community
team, with significant parent representation and involvement, serves as the primary coordinating body regarding the needs of
children and families to be served.
System of Care: Strengthening Our CareNet (SOC²) — Grant awarded to the Department by the Substance Abuse and
Mental Health Services Administration (SAMHSA). A large focus of this grant is to improve access to and the quality of mental
health services for infants, young children, and their caregivers statewide.
T-ASI - Teen Addiction Severity Index
TFCBT – Trauma Focused Cognitive Behavioral Therapy
The ASAM Criteria - American Society of Addiction Medicine Patient Placement Criteria
Transition to Independence Process (TIP) - A best practice process developed by the National Network on
Youth Transition for Behavioral Health. It is a practice model for youth and young adults with emotional/behavioral difficulties
to: a) engage them in the planning process of their own future; b) provide them with developmentally-appropriate, non-stigmatizing,
culturally-competent, and appealing services and supports; and c) involve them and their families and other informal key players
in a process that prepares and facilitates them in their movement toward greater self-sufficiency and successful achievement of
their goals related to the relevant transition domains of employment/career, educational opportunities, living situation,
personal effectiveness and wellbeing, and community-life functioning.
Trauma-Focused Cognitive Behavioral Therapy - An empirically supported treatment for traumatized children.
The goal of Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) is to help address the unique biopsychosocial needs of
children who have significant behavioral or emotional problems that are related to traumatic life events, and their parents
or primary caregivers. It combines trauma-sensitive interventions with cognitive behavioral therapy.
Triage of calls - Refers to the process of collecting information from callers to determine if
an emergency response is required and facilitating the proper response.
Warmline Transfer - Refers to the act of establishing a three-way conference call including the caller,
the crisis call specialist, and the CMRS-Children’s Mobile Response and Stabilization Services provider followed by the
crisis call specialist dropping out of the call after having made introductions and transferring relevant information to the
caller and the CMRS-Children’s Mobile Response and Stabilization Services provider.
Wraparound - The high fidelity Wraparound process is a way to help families with complex needs stay connected as a
family and to help the child stay in the community. It empowers the child and family to learn how to utilize natural and formal
supports successfully. The Wraparound process is driven by the family and their team of natural and formal supports.
YAT - Young Adults in Transition that are between the ages of 18-25
Young Adults - any individuals between the ages of 16-25.
Young Children – Children age 0-5 and/or their caregivers.
Youth - any individuals between the ages of 13-17
- System of Care Fixed Rate Services
- SOC – Behavioral Intervention Services in Schools (BISS)
This contract shall provide funding for behavioral health intervention services for children or youth (up to age 21)
within a school setting, who have been identified by the school as having a behavioral health issue that is interfering with
academic success. The goal of this program is to assist schools with improving academic and behavioral outcomes for these students.
Contractor shall:
- • Employ a full-time Behavioral Health Aide (BHA) to provide the following services and supports for
individuals admitted into the program:
- • Life skills remedial training in the home, school or community setting;
- • Training and remediation of children and the families on behavioral, interpersonal, communication, self-help,
safety, substance use decisions, and daily living skills;
- • Support, and reinforcement of skills learned throughout the treatment process;
- • The acquisition of knowledge and skills necessary to understand and address specific needs relation to the
mental illness and treatment;
- • Development and enhancement of specific problem-solving skills, coping mechanisms, and strategies for
symptom/behavior management;
- • Assistance in understanding crisis plans and plan of care;
- • Training on medications or diagnoses;
- • Interpreting choice offered by service providers; and
- • Assisting with understanding policies, procedures, and regulations that impact those with mental illness
while living in the community.
- • Provide services and supports at a level necessary for students to successfully maintain in a classroom setting,
and services shall be provided in a timely fashion.
- • Report on the ODMHSAS information system, in accordance with ODMHSAS policy, all eligible services provided by
Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not
available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s)
identified in section IV (COMPENSATION) of the Contract.
- SOC – Mobile Response and Stabilization
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide Care Coordination using the ODMHSAS Wraparound or Service
Coordination model for services to children, youth and families of young persons, up to age 21 with mental health, substance abuse,
or co-occurring issues. These services will be youth guided, family driven, community based, culturally & linguistically competent
and address the unique needs of the persons served. Services must following the program guidelines outlined by the Department;
based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative.
The contractor will follow all mandatory guidelines of Oklahoma Systems of Care.
- • Contractor is to provide 24 hour, 7 day per week face to face mobile crisis stabilization for children and
adolescents with behavioral health and complex psychosocial needs.
- • Contractor shall serve the following counties: Creek, Okfuskee, Okmulgee, Pawnee, Wagoner, Pittsburg,
Haskell, Latimer, Hughes, Atoka, Coal, Sequoyah, Adair, Cherokee.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services,
also referred to as ODMHSAS
- • Contractor – CREOKS Mental Health Services, Inc.
- • National Wraparound Initiative (NWI) - The National Collaborative tasked with the development of nationally
recognized and accepted wraparound tools, training materials and standards.
WORK REQUIREMENTS:
- • Contractor shall provide Systems of Care/Care Coordination
(Wraparound /Service Coordination) services.
- • Care Coordination- provides coordination of care, using the Wraparound and Service Coordination models identified
by ODMHSAS, and to youth who meet the ODMHSAS, SOC Medical Necessity for services. The Care Coordinator is responsible for
comprehensive and intense coordination of physical and behavioral health services to children who have
complex psychosocial needs.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and
informal supports. These services include but are not limited to crisis planning, functional assessment, and the development
of a family driven interagency treatment plan.
- • Contractor will ensure that families receive: 1) easy access to mental health services and supports; 2) evaluation,
assessment and treatment; 3) coordination with other providers to include physical health; 4) intensive coordination of services
and supports; and 5) family support and training.
- • This task shall be accomplished through facilitation and coordination or services by a care coordinator and
the support of a family support provider in collaboration with informal and formal supports, with guidance and assistance from
the local Project Director.
- • Individuals fulfilling the terms of this contract shall attend Wrap101 training and follow ODMHSAS wraparound
coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable
meetings or trainings as determined necessary by the Department.
- • Contractor shall provide Enhanced Mobile Crisis services.
- • Mobile Crisis - provide 24-hour, 7 day per week services that consist of assistance for crisis stabilization
through face-to-face assessments. Provide services that are designed to deescalate the crisis situation and placement disruption,
prevent possible inpatient hospitalization, detention, homelessness, and restore youth to a pre-crisis
level of stabilization.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of
certain performance indicators.
- • For SOC will include performance indicators as identified by the program guidelines outlined by the OSOC.
- • Contractor records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS
and other agencies funding the project.
- • Contractor shall report on the Department’s information system, in accordance with Department policy,
all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract
but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported
under Contract Source Code 39AA.
- SOC – Wraparound
Contractor shall furnish the necessary resources to provide wraparound services to children, youth and families of
young persons, up to age 21 with mental health, substance use, or co-occurring issues. Services shall be based on the core
components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative. The contractor will follow
all mandatory guidelines of Oklahoma Systems of Care. Contractor shall:
- • Ensure a monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services.
Contractor’s caseload will not fall below 75% capacity for longer than three consecutive months.
- • Ensure individual services shall be provided under the direction of a child and family team, made up of both formal
and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development
of a family driven interagency treatment plan.
- • Ensure that families receive: 1) easy access to mental health services and supports; 2) evaluation, assessment
and treatment; 3) intensive coordination of services and supports; and 4) family support and training.
- • This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or
family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project
Director.
- • Ensure individuals fulfilling the terms of this contract shall attend Wrap101 training and follow the ODMHSAS
wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any
applicable meetings or trainings as determined necessary by the Department.
- • Report on the ODMHSAS information system, in accordance with ODMHSAS policy, all eligible services provided by
Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not
available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source
Code(s) identified in section IV (COMPENSATION) of the Contract.
- SOC – Wraparound AWARE
Contractor shall furnish the necessary resources to provide wraparound services for school-age children and youth
with mental health, substance use, or co-occurring issues through the AWARE program. Referrals for this program shall come
directly from the ODMHSAS designated public school. Services shall be based on the core components and philosophy of the
Wraparound Best Practice Model and National Wraparound Initiative. The contractor will follow all mandatory guidelines of Oklahoma
Systems of Care. Contractor shall:
- • Serve school-age children and youth shall be served.
- • Ensure individual services shall be provided under the direction of a child and family team, made up of both
formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the
development of a family driven interagency treatment plan
- • Work with ODMHSAS designated school(s) in accepting and processing referrals and collaboration with schools
on implementation of treatment.
Ensure that child/youth/families receive: 1) easy access to mental health services and supports; 2) evaluation,
assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training. This task
shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider
in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Ensure individuals fulfilling the terms of this contract shall attend Wrap101 training and follow the ODMHSAS
wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any
applicable meetings or trainings as determined necessary by the ODMHSAS.
- • Report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all eligible services provided
by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not
available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s)
identified in section IV (COMPENSATION) of the Contract.
- SOC – Wraparound AWARE – AWARE East Grant
Contractor shall furnish the necessary resources to provide wraparound services
for school-age children and youth with mental health, substance use, or co-occurring issues through the AWARE program. Referrals for this program shall come directly from the ODMHSAS designated public school. Services shall be based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative. The contractor will follow all mandatory guidelines of Oklahoma Systems of Care. Contractor shall:
- • School-age children and youth shall be served.
- • Ensure individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Work with ODMHSAS designated school(s) in accepting and processing referrals and collaboration with schools on implementation of treatment.
Ensure that child/youth/families receive: 1) easy access to mental health services and supports; 2) evaluation, assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training. This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Ensure individuals fulfilling the terms of this contract shall attend Wrap101 training and follow the ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the ODMHSAS.
- • Report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- System of Care Government/Professional/Sole Source Services
- SOC – Behavioral Intervention Services in Schools (BISS)
This contract is to provide funding for necessary services, resources and supports needed to implement Behavioral
Intervention Services and Supports (BISSS) in a school setting and to the support of a Multi-Disciplinary Team. The goal is
to assist schools with improving students’ academic and behavioral outcomes. Contractor shall:
- • Provide training/education, and collaborative services, including:
- • Train and education school personnel to increase the knowledge and understanding of mental health and substance
use among youth and young adults.
- • Provide reimbursement for travel, mileage, per diem and lodging for school personnel who attend the 2/2 day
trainings on implementation.
- • Develop and implement a School Multi-Disciplinary Team, including:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child and family; and
- • Review and evaluate goals, outcomes and progress of students.
- • Ensure that Behavioral Health Aide shall provide Behavioral Health Intervention Services that are not
reimbursed through the BISSS Fixed Rate contract, including but not limited to:
- • Supporting teacher and school staff to learn new behavioral management skills;
- • Sitting in a classroom with a youth to model positive behaviors;
- • Working with team to implement behavioral reward plan for youth;
- • Completing a functional assessment of a problem behavior;
- • Participate in child and family team meetings; and
- • Facilitation of peer social support groups.
- • Provide clinical supervision to all BHA’s and client case reviews.
COMPENSATION:
- • The training/education, and collaborative services listed under Work Requirements shall be reimbursed at
100.00 per hour, and the Behavioral Health Intervention Services listed under Work Requirements shall be reimbursed at $9.75
per 15 minutes.
- • Contract funds shall be used for purposes supported by BISSS initiative only.
- SOC – Behavioral Intervention Services in Schools (BISS) Evaluation
Under the direction of the Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma
Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University
Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and
implementation of the OKSOC Behavioral Health Aide evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who
will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OKSOC Senior
Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection
activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods,
and report writing. Contractor shall:
- • Ensure the BISS evaluation adheres closely to the expectations of OKSOC management including procedures
for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support
person for BISS staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training,
and supporting local SOC site staff.
- • Conduct site visits at each of the OKSOC sites that provide Behavioral Health Aides as a part of the partnership
with OSDE to coordinate and provide training for site (and school staff, if requested) on BISS evaluation, data,
and results.
- • Provide telephone support and in-person support when requested throughout the school year. Elicit and
process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input,
throughout the year.
- • Implement BHS evaluation modifications to the OKSOC Youth Information System to collect data on referrals,
enrollment, services, and outcomes. Develop monthly reports for the BISS sites to monitor
service provision.
- • Perform analyses of the BISS evaluation results and oversee revisions and improvements to the data
collection process, if necessary.
- • Report evaluation findings on the BISS project to the stakeholders, including family members, personnel of the
lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic
and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management
procedures, to inform the adoption of new system and service policies, and to attain new sources of public and
private financing.
- • Provide an annual report of activities carried out pursuant to the Statement of Work.
- SOC – Behavioral Intervention Services in Schools (BISS) - Therapeutic Classroom
This contract is to provide funding for necessary services, resources and supports needed to implement the
Therapeutic Classroom model for Behavioral Intervention Services and Supports (BISS) in designated schools. The goal is
to assist schools with improving students’ academic and behavioral outcomes. Contractor shall:
- • Ensure services shall be provided in schools identified by ODMHSAS.
- • Maintain sufficient staffing including:
- • Two (2) Full-Time Employees (FTE) who are Behavioral Health Case Managers certified
by the ODMHSAS;
- • One (1) FTE that meets the ODMHSAS requirements as a Licensed Behavioral Health
Professional (LBHP); and
- • One-third (1/3) FTE for a Supervisor/Clinical Director.
- • Provide training/education, and collaborative services, including train and educate school personnel to increase
the knowledge and understanding of mental health and substance use among youth and young adults.
- • Provide reimbursement for travel, mileage, per diem and lodging for school personnel who attend the 2/2 day
trainings on implementation.
- • Develop and implement a School Multi-Disciplinary Team, including:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child and family; and
- • Review and evaluate goals, outcomes and progress of students.
- • Ensure that Behavioral Health Aide shall provide Behavioral Health Intervention Services that are not reimbursed
through the BISSS Fixed Rate contract, including but not limited to:
- • Supporting teacher and school staff to learn new behavioral management skills;
- • Sitting in a classroom with a youth to model positive behaviors;
- • Working with team to implement behavioral reward plan for youth;
- • Completing a functional assessment of a problem behavior;
- • Participate in child and family team meetings; and
- • Facilitation of peer social support groups.
- • Participate in monthly calls with the ODMHSAS Senior Director of Oklahoma Systems
of Care (OKSOC).
- • Report on the Department’s information system, in accordance with Department policy. Services provided shall be
reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Report other information, as determined by Department, to support an ongoing evaluation of the program and services
provided.
- • Use funds for purposes supported by BISS initiative only.
- SOC – Building Early Relationships Training & Consultation
This contract is to address the mental health needs of Oklahoma’s children and families in the 0-5 age range.
The ODMHSAS and OSU’s Institute for Building Early Relationships (IBEaR) will partner to provide training and workforce development
for Oklahoma-based mental health clinicians in Infant and Early Childhood Mental Health.
The Director of IBEaR at OSU will act as the primary point of contact with the Project Director of the SOC² Grant
through ODMHSAS. Contractor shall:
- • Complete a needs assessment and then develop and offer up to 132 field hours of infant mental health workforce
development.
- • Continue to coordinate reflective supervision for each of the clinicians who have been enrolled in HDFS 5343 previous
semesters. This reflective consultation will be with an IMH specialist and count towards their needed hours of reflective
consultation for infant mental health endorsement through OKAIMH (Oklahoma Association of
Infant Mental Health).
- • Contractor shall hire and pay the reflective consultants. The reflective consultants will be IMH endorsed at
levels 3 or 4 (or the equivalent) so it will count toward IMH endorsement.
- • Reflective consultation will continue for the contract period with up to 50 hours under the current contract as
funding permits.
- • The clinicians participating will be linked to OKAIMH to help with pursuing IMH
endorsement.
- • Coordinate and execute an evaluation of the workforce development program. The goal of the evaluation will be to
assess the impact of the workforce development on the participating clinicians and agencies as it relates to their knowledge,
understanding, and comfort level with infant mental health. It will additionally provide information for areas of needed adaptation
as the workforce development program continues into additional contract years. OKDMH and IBEaR will collaborate on papers and
presentations sharing findings of the evaluation within academic, professional, and other channels.
- • Provide a bi-annual report of activities carried out pursuant to this SOW.
- SOC – Children’s Call Center
The Call Center is the entry point for access to the CMRS-Children’s Mobile Response and Stabilization Services for
children and youth in the State of Oklahoma. The Call Center receives calls, collects relevant information from the caller,
determines the initial response that is needed, and links the caller to the information or service required. This will include,
at times, callers who may be suicidal, or calls regarding individuals who are at risk for suicide.
In addition to these primary functions, the Call Center also collects data regarding calls received, triage responses
and referrals to CMRS-Children’s Mobile Response and Stabilization Service providers and provides data as needed.
The Contractor shall administer, operate and monitor a Children’s Mobile Response and Stabilization System – Call Center.
The call center will operate 24 hours per day, 365 days per year. Contractor shall:
- • Maintain the capacity to respond to multiple simultaneous calls at all times. Calls may be received from multiple
sources including but not limited to children, caregivers, hospital emergency rooms, police, school personnel,
and care providers.
- • Maintain multilingual crisis call specialists and Telephone Device for the Deaf (TDD) access available to callers.
When a multilingual crisis call specialist is not available, a translation service is used to handle the call. To ensure
continuity of the call, calls transferred to CMRS-Children’s Mobile Response and Stabilization Service provider sites with a
translator will maintain use of the accessed translator through the conclusion of the call.
- • Ensure that calls are handled in the following manner:
- • Crisis calls will be answered in three (3) rings or less, or within 35-45 seconds with call report sent to
ODMHSAS monthly.
- • The abandonment rate for crisis calls (measured daily and then averaged over the course of a month) with a target
of less than 5%, with call report sent to ODMHSAS monthly.
- • A follow-up call will be made within 72 hours, with a report sent to ODMHSAS monthly.
- • Up to 3 attempts will be made to reach a caller for follow up. Of the callers reached, 80% will rate their experience
as positive/helpful as demonstrated by client satisfaction questionnaires randomly distributed and
collected by the Contractor.
- • Ensure that all Call Center staff participate in ongoing training provided through regular refresher trainings,
in-services and case discussions. The ODMHSAS, or a designee, will provide specialized crisis training as needed. All staff handling
CMRS calls shall be professionals trained to respond to crisis calls appropriately and document the necessary information during
the call.
- • Retain clinical supervision to oversee the clinical components of Call Center operations 24 hours per day.
Supervising Clinicians must be licensed mental health practitioners (Licensed Clinical Social Worker, Licensed Professional
Counselor, Licensed Marriage and Family Therapist, Licensed Psychologist, or Advanced Practice Registered Nurse) unless otherwise
approved by ODMHSAS.
- • Supervising Clinicians are responsible for monitoring and supervising the performance of Call Center staff as well
as providing consultation and training to staff and clinical oversight of Call Center activities.
- • Supervising Clinicians shall be available either on site or by phone at all times to answer questions and to assist
with difficult circumstances.
- • Maintain the capacity to continue Call Center operations in the event of an emergency or unforeseen circumstance
that prevents the use of their existing Call Center site. The contractor will have the capacity to manage such emergency situations
for up to 72 hours. If the situation preventing use of its existing site persists beyond 72 hours, ODMHSAS
will be notified.
- • Ensure that all Call Center operations are guided by the following ODMHSAS approved protocols all calls will be
managed according to the triage protocols and the parameters of call response described above. Call Center staff must make
every effort to collect sufficient information to determine which of the following responses
is required:
- • Uninsured;
- • Enrolled in SoonerCare/Medicaid;
- • Involved with OKDHS Child Welfare Services;
- • Involved with OJA Juvenile Justice Services;
- • Receiving behavioral health services from a community provider;
- • In a foster or adoptive home or group home;
- • Children or youth who’s needs of the situation exceeds the parent’s, guardian’s or caregiver’s strengths and
capacity to maintain the present living environment and external supports are required;
- • Presenting in psychiatric crisis in a hospital emergency department and in need of continued stabilization
and follow-up care upon discharge;
- • Experiencing a psychiatric, behavioral, or emotional crisis in a school, after school program
or other community setting;
- • Any child or youth in the community experiencing a psychiatric, behavioral, or emotional crisis regardless
of their insurance or citizenship status; or
- • Any child or youth in the community experiencing escalating behavior(s) and, without immediate stabilization,
he or she is likely to be at risk for placement disruption or out of home/community placement.
- • Children residing in a psychiatric inpatient unit, sub-acute unit or residential treatment facility, or a
Psychiatric Residential Treatment Facilities (PRTF) are not eligible for to CMRS-Children’s Mobile Response and Stabilization
Services.
- • Work closely with the ODMHSAS contract manager and staff for maintaining an annual statewide marketing campaign.
The Call Center with ODMHSAS approval will design, produce, and distribute CMRS-Children’s Mobile Response and Stabilization
Services marketing materials including customizable brochures magnets, posters and other materials, annually. All materials
will be developed as a state-wide generic CMRS-Children’s Mobile Response and Stabilization Services. Additionally the
contractor will utilize their existing website, e-newsletters, and other readily available, low cost methods of expanding
public awareness of CMRS-Children’s Mobile Response and Stabilization Services. These statewide marketing activities must
be coordinated with the local outreach and education activities performed by each of the local CMRS-Children’s Mobile Response
and Stabilization Services providers and ODMHSAS contract manager. The number of materials and costs associated with printing
and distribution will be discussed annually and approved by the ODMHSAS contract manager.
- • Submit individual, client level data to the ODMHSAS approved data collection site or other system as required
by ODMHSAS. The data must use the conventions and logic as determined by ODMHSAS to ensure accurate, unduplicated client counts.
This data will be sent to ODMHSAS and/or the designated vendor(s) at an interval specified by ODMHSAS. The reports generated
from that data will be utilized by the contractor in ongoing quality assurance activities to improve the delivery of service
to callers.
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
Contractor shall provide such detail as the Department may require.
COMPENSATION:
- • Expenses may include the following:
- • Staff salaries and fringe benefits;
- • Rent, utilities and maintenance;
- • Telephone and communication equipment;
- • Marketing, outreach activities;
- • Program supplies and equipment;
- • Program furniture;
- • Staff education and training;
- • Other direct expenses required by the contract;
- • Indirect costs not to exceed 17.5%. All indirect cost is to be fully
disclosed on content.
- SOC – Curriculum-Based Community Programs for Youth
Contractor shall furnish the necessary resources to provide Passport to Manhood curriculum program to boys ages
8-17 and Smart Girls curriculum program to girls ages 8-17. Contractor shall:
- • Provide Passport for Manhood curriculum program at a minimum of five (5) Boys and Girls Club locations.
Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Provide Smart Girls curriculum program at a minimum of five (5) Boys and Girls Club locations.
Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Ensure that the target population served in the programs is youth who meet low income criteria,
include minority populations and who are at risk for mental health and substance use disorders.
- • Provide an annual Club orientation and walk through for youth and their families. This orientation shall be
scheduled in coordination with the local Systems of Care provider.
Communicate with local Systems of Care (SOC) provider regarding Program participants who are also receiving SOC
services, to ensure collaborative care and optimal client success. Ensure that a release of information is signed and in place
to allow for this communication.
- • Refer youth with behavioral health needs, and their families, to the local Systems of Care
if not already connected.
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work. Contractor
shall provide such detail as the Department may require. All data elements will be agreed upon by ODMHSAS
and Boys and Girls Club.
COMPENSATION:
- • The funds will be distributed by Contractor equally among all five (5)
partner facilities.
- SOC – DC:0-5 Training & Consultation
Contractor shall provide trainings and consultation to support professional development throughout the state
through the SOC² Grant to focus on supporting the relationship needs of families with infants and young children. This training
will also support the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
Contractor shall:
- • Provide two (2) separate offerings of the two-day DC: 0-5 trainings for mental professionals working with and
on behalf of families with infants and young children.
- • Provide qualified trainer to carry out the trainings.
- • Provide suggestions regarding sequencing of the trainings with consideration of
the training goals.
- • Provide appropriate materials relevant to the trainings.
- • Provide evaluation of the trainings.
- • Provide follow-up to the Department to provide feedback and improvement of the
services provided.
Offer follow-up Technical Assistance calls to training participants on a regular basis mutually agreed upon by SOC^2
staff and DC: 0-5 trainer.
- SOC – Early Childhood Mental Health Consultation: Child Care & Wraparound
The Contractor will provide consultation services on children’s behavioral health to the following:
Approved licensed child care providers, Head Start/Early Head Start Programs, and Pre-K/Kindergarten programs
(serving children up until their 6th birthday) as requested through the Oklahoma Child Care Warmline Coordinator.
Each center will be allotted up to 16 hours of consultation and if additional time is needed, the consultant can apply for
an extension.
Wraparound providers supporting families of children age 0-5. Wraparound providers will need to get approval from
their supervisors prior to requesting early childhood mental health consultation. Contractor shall:
- • Ensure consultant qualifications require professional licensure or under supervision for licensure in one of the
following fields Child Psychiatry; Clinical Psychology; Clinical Social Work; Marriage and Family Therapy; or Professional
Counselor (LPC)
- • Provide consultation services may include:
- • Classroom assistance to model guidance techniques with challenging behavior exhibited
by young children.
- • Support with applying trainings on behavior and guidance models into daily practice.
- • Classroom observation with feedback to the director and staff to
develop goals for change.
- • Suggestions about classroom layout and structure that promote social and emotional development
and minimize challenging behavior.
- • Help in locating materials for use in the classroom and with families.
- • Assistance with parent meetings and help linking families with outside
services when needed.
- • Assistance with management issues including staff relationships and team building.
- • In-service training for staff on children’s social and emotional development when the need for such
training is identified through the consultation process.
- • Provide specified consultation services which support best practices with infants and young children age 0-5
for Wraparound providers working in counties being served by their host agency.
- • Consultant qualifications require professional licensure or under supervision for licensure in one of
the following fields:
- • Child Psychiatry;
- • Clinical Psychology;
- • Clinical Social Work;
- • Marriage and Family Therapy; or
- • Professional Counselor (LPC)
- • Consultation services may include:
- • Assistance to model guidance techniques with challenging behavior exhibited
by young children.
- • Support with applying trainings on behavior and guidance models into daily practice.
- • Observation with feedback to the Wraparound staff and caregivers to
develop goals for change.
- • Suggestions about routines and supports that promote social and emotional development and minimize
challenging behavior.
- • Help in locating materials for use with Wraparound providers and with families.
- • Assistance with parent meetings and help linking families with outside
services when needed.
- • In-service training for staff on children’s social and emotional development when the need for
such training is identified through the consultation process.
- • Ensure professionals who meet requirements to be a consultant shall participate in the seven (7) hour orientation
training provided by members of the ECMHC Advisory Committee. Training shall be provided at no cost.
- • Ensure consultants who have an active ECMHC case(s) shall participate in monthly consultation calls facilitated
by the ECMHC Advisory Committee.
- • Make available to staff additional opportunities for support from the ECMHC Advisory Committee through telephone,
email and on-site consultation to assist in the provision of mental health consultation services.
- • Assure that at least one member of the clinical supervisory staff participates in the seven (7) hour orientation
training so that best practice can be supported locally and contract dollars are used appropriately.
- • Professionals who meet requirements to be a consultant shall be mentored by the ECMHC/T through a minimum of the
first referral and as needed to assure implementation of the best practice ECMHC model.
- • Provide community support services including, but not limited to:
- • Facilitating identified staff and relevant administrative staff/supervisor(s) in attending orientation and
other training which supports the provision of ECMHC services
- • Facilitating staff participation in mentoring and technical assistance activities with the Early Childhood
Mental Health Consultant/Trainer as indicated/needed.
- • Facilitating staff participation on monthly technical assistance calls of the ECMHC Network to enhance the
quality of services delivered to early childhood programs as required by the evidence based practices identified
by ODMHSAS.
- • Facilitating staff participation in monthly reflective
supervision/consultation groups.
- • Facilitating staff attendance at local, regional or state meetings for the purpose of improving
interagency collaboration and service delivery.
- • Facilitating preparation and travel time for staff related to the provision of ECMHC.
- • Submit monthly reports of consultant activities by the 15th of the following month. Reports
shall be submitted to:
- • Child Care Consultation: The Oklahoma Child Care Warmline
- • Wraparound: The Manager of Infant and Early Childhood Services
- • Participate in all evaluation activities as required by ODMHSAS, the Oklahoma Child Care Warmline, and
the ECMHC Advisory Committee.
- • Participate in site visits with the ODMHSAS point of contact and the ECMHC Advisory Team twice annually and
include identified consultants and supervisory staff.
COMPENSATION:
- • The hourly rate for ECMHC is $69.48/hour and the hourly rate for travel associated with
ECMHC is $65.52/hour.
- • Funding shall be reimbursed on a monthly basis upon receipt, and ODMHSAS approval, of an invoice and monthly
written report of activities referenced above.
- SOC – Embedded Care/Mobile Crisis
This contract is to provide 24 hour, 7 day per week assistance by telephone or face to face mobile response and
stabilization and embedded intense care coordination for children and adolescents in the child welfare system with behavioral health
and complex psychosocial needs. This contract is to provide 24 hour, 7 day per week assistance by telephone or face to face mobile
response and stabilization and embedded intense care coordination for children and adolescents in the child welfare system with
behavioral health and complex psychosocial needs.
WORK REQUIREMENTS:
- • Contractor shall provide a Mobile Response and Stabilization System for children, youth and young adults up to the
age of 25. These children, youth and young adults shall be eligible regardless of payer source or ability to pay. Exclusions
include youth in Residential Treatment Facilities, Inpatient Hospitals.
- • Contractor shall maintain capacity to respond to emergency calls from the target population within their geographic
service area 24 hours a day, 7 days a week, 365 days a year.
- • The Contractor shall have a published telephone number accessible on a 24 hour basis, seven days
a week.
- • The Contractor must have the ability to handle and respond to multiple calls at
one time.
- • The Contractor must respond to calls within 1 hour of the call, unless the call is identified as a
deferred call.
- • The Contractor must respond to deferred calls within 24 hours of call.
- • Contractor shall maintain capacity to staff a Mobile Response Team (MRT) 24 hours a day, 7 days a week, 365 days a
year to provide on-site, face-to- face emergency response to assist with behavioral health emergencies through the provision of
face to face mobile intervention services designed to deescalate the emergent situation, prevent placement disruption, inpatient
hospitalization, detention and homelessness. The overall goal is restore the youth and family to a pre-emergency level
of stabilization.
- • Contractor shall ensure that the following staffing requirements are met:
- • Face-to-face emergency response shall be provided by a Care Coordinator, Family Support Provider, Peer Recovery
Support Specialist, Behavioral Health Aide or other qualified staff, with immediate access to a Licensed Mental Health
Professional (LMHP).
- • Immediate access to a LMHP is defined as face to face access or access through an on-call system
(e.g. telehealth).
- • Face-to-Face emergency interventions that take place in a hospital emergency room are to be
provided by a LMHP.
- • Mobile Response and Stabilization teams of two or more staff is preferred, but an exception can be made by
a LMHP according to the policy of the Contractor.
- • At a minimum, staff should have training in crisis theory, risk assessment, and trauma informed interventions
for the developmental levels being served (this includes any core training required by the ODMHSAS), and the ability to
provide trauma informed, systems-based and strengths- based approaches for the assessment of children and
adolescents in crisis.
- • Training requirements include: Cultural Linguistic Competency; Traumatic Stress and Trauma Informed Care;
Functional Assessment; Crisis and Safety Planning; Motivational Interviewing; NIMH, Columbia, Crisis Assessment, Planning
and Intervention for LBHP; and Adolescent Screening, Brief Intervention, and Referral
to Treatment (A-SIBIRT).
- • Contractor shall ensure that children, youth and families accessing mobile response and stabilization teams are
able to access referral and linkage assistance for evaluation and assessment for mental health and substance use disorder
services; and have access to a comprehensive array of behavioral health treatment and support services.
- • MRTs shall provide crisis diversion, resource support, stabilization and care coordination for emergency
situations that are not a mental health or substance use crisis.
- • When emergencies rise to a level needing a clinical intervention, MRTs shall access an LBHP via telehealth
or face to face.
- • MRTs shall respond to emergent situations and attempt to work with the family to de-escalate and connect
with follow up services, while linkages for community based services and/or the Wraparound process are established. This can
include, but is not limited to:
- • Functional assessment to help the family to determine immediate challenges and the resources needed to
overcome those challenges, including communication and coping skills to help prevent
future emergencies.
- • Developing a plan for emergencies to aid in preserving the stabilization.
- • Follow-up appointments and planning, completing releases for engaging informal
supports (Schools, OJA, DHS, etc.)
- • If the emergency is not a mental health or substance use crisis, and the MRT is not successful in deescalating
the situation, the MRT will attempt to locate a respite provider for the child or youth. Flex funding will be available
for assistance with brief respite. For children in state custody, a protocol will be followed, notifying the OKDHS caseworker
who will utilize mental health consultation to determine the next best placement option immediately.
- • When an emergency is determined to be a clinical crisis, the MRT will Link with an LBHP and the LBHP will conduct
an assessment in order to determine if there is a mental health or substance use crisis that is of immediate danger to self
or others. If so, prior authorization will be issued by OHCA at that time and the MRT will work locally to get the child and
family to the closest children’s crisis center or inpatient facility bed available. The family or law enforcement will then
transport the child or youth to the inpatient facility. The MRT will at that time make a referral to link the family with a
local HH/Wraparound agency to begin preparing the family for reunification, and begin working with the inpatient facility on
discharge planning. This will enable return to the community as seamlessly and quickly as possible.
- • If the LBHP has difficulty making a final determination, an inpatient LBHP at the OHCA will be accessible to
make the final assessment of whether an acute level of inpatient mental health care is
immediately necessary.
- • The MRT shall make contact with inpatient facility within 48 hours after inpatient admission to discuss
discharge planning of those who go inpatient or a residential setting.
- • Follow-up care and coordination of services by the MRT after the emergency intervention will last up to 72 hours,
to promote continued stabilization. There is also an option to continue to follow-up for 8 weeks, as needed. All follow-up
must be under close supervision of an LBHP.
- • Contractor shall create an organized system to deliver post emergency services to
child and family.
- • These services shall be designed to promote continued stabilization of the family system and minimize the movement
of children from one living arrangement to another, including within foster homes; prevent inappropriate hospitalization or
re-hospitalization; improve the functioning of children in all life domains, including social, behavioral, emotional and
educational; respond to the individual needs of families and children, focusing on the importance of their participation in
treatment; provide timely, on-site access to assessment and evaluation in a wide array of settings; and manage appropriate
levels of risk and disruption in the home and community.
- • Service Coordination – Provides high intense youth and family planning facilitated by a care coordinator. The Care
Coordinator engages the child welfare staff, identified youth and their families in planning. The Plan of Care will address,
but not limited to treatment planning, plan for community stabilization/crisis, and permanency, and must include
natural supports. The Care Coordinator will carry an assigned caseload and will deliver services singly or as part of a team
and maintain accurate and timely clinical service records, prepare and provide accurate reports; and submit data in an accurate
and timely manner. The Care Coordinator works in a professional team environment and strong organizational skills are essential.
The position requires variable schedules including evening and weekend hours.
- • Contractor shall provide a full time Embedded Care Coordinator for each county assigned or a combination of
two counties, who at the very least, shall have a Bachelor’s degree with experience in the human service field, case management
certification, Behavioral Rehabilitative Specialist training, Wrap 101 and a proven ability in self-direction and initiative.
The Care Coordinator:
- • Must be available to staff cases with Child Welfare staff regularly.
- • Assists the child and his/her family to access mental health, substance use and other needed social services,
educational services and other services, and supports the child and his/her family in meeting the needs and objectives of the
Plan of Care.
- • Provides services to include: assessment/ evaluation of service needs; identifying team members involved with the
child, planning meetings, developing a plan of care based on strengths and needs with the team.
- • Obtains and arranges for formal services from agencies and informal services in
the community.
- • Monitors the Plan and revises as needed, ensuring that services from providers are being provided as called for
in the Plan of Care by agencies that have agreed to participate in the plan, advocating for the client, and providing
emergency interventions.
- • Provides access to mobile crisis services (i.e. Mobile Crisis Stabilization).
- • Provides services through face-to-face contact and telephone contact with the child, family, informal
and formal supports, and service providers and may be provided anywhere in the community.
- • Duties and Responsibilities:
- • Identify and engage youth and families (when there is no identified family one
should be created).
- • Conduct a functional assessment crisis/safety plan on the problematic behaviors. The plan should be developed
and updated to often to assure placement stabilization.
- • Work with the child welfare staff to identify permanency planning for that youth.
- • Work with the youth, family and child welfare staff to identify needs and desires.
- • Refer and link the youth to the appropriate behavioral health service and other needed services.
- • Conduct thorough and ongoing child/family strengths and needs assessments, utilizing the program
specific protocol.
- • Develop and implement successful behavior management techniques specific to the youth
and family’s needs.
- • Conduct educational activities that promote client understanding of treatment issues.
- • Interfaces with Child Welfare staff, the courts and other partners regarding child well-being, stability,
safety and case planning.
- • Plan for transition by making sure the child and family have reached a level of stability and is engaged
with ongoing treatment provider in their community:
- • Plan for client discharge/termination, including helping the family plan and prepare.
- • Link and make sure proper engagement of families to community resources.
- • Maintain clinical records in a timely manner following agency standards.
- • Is available to work after hours, weekends and on-call on a rotating basis.
- • Perform other duties as assigned which are consistent with the general responsibilities
of the position.
- • Maintain timely progress notes that reflect movement towards client goals.
- • Provide or arranges for transportation of youth and family to appointments as necessary.
- • The Embedded Care Coordinator shall work with local providers to engage and provide individualized services.
These services include, but are not limited to, mentoring, physical health care, therapy, individual and group rehabilitation,
medication management, psychiatry and other resources and supports as needed.
- • Contractor shall ensure that youth and their families receive the following:
- • Easy access to mental health services and supports.
- • Evaluation, assessment and treatment.
- • Intensive coordination of resources, services and supports.
- • Education, support and training.
- • Contractor shall ensure that individuals fulfilling the terms of this contract attend Wrap101 training, follow
ODMHSAS wraparound coaching requirements to complete the credentialing process, and also attend and participate in any applicable
meetings or trainings as determined necessary by the Department.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the contractor in conjunction with systems partners, will be accountable
for concrete outcomes that reflect the commitment to maintaining ties among children, families, and communities while delivering
effective clinical care and support services for children with emotional and behavioral challenges.
Desired outcomes include:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Reduced re-admissions to acute psychiatric hospitals.
- • Improved crisis management and stability in living environments for
families and caregivers.
- • Improved educational performance and overall social functioning for children.
- • Reduction in delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in
all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by
families and children.
- SOC – Embrace OK Evaluation
INTRODUCTION:
- • Under the direction of the ODMHSAS Director of Children, Youth and Family Services, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the OKSOC Embrace OK evaluation in conformance to guidance given by the OKSOC management.
- • The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OKSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
DEFINITIONS:
- • Department: Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS.
- • Contractor: University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall provide an annual report of activities carried out pursuant to the Statement of Work.
SERVICES:
- • Ensure the Embrace OK evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain support staff member at the E-TEAM to act as an evaluation liaison and technical support person for project staff. These staff members back up the primary Evaluator visiting, training, and supporting Embrace OK sites and schools.
- • Conduct site visits at Embrace OK sites and schools to coordinate and provide training for staff on evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the fiscal year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement the redesign of the Youth Information System data structures with the new school component, user interface, reporting dashboard, and login system for Embrace OK inside of the OKSOC Youth Information System.
- • Implement evaluation modifications to the OKSOC Youth Information System to collect data specific to Embrace OK. Develop reporting to monitor service provision.
- • Perform analyses of the evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Support the Technical Assistance and Training efforts of ODMHSAS by developing on-line, web-based, learning modules and webinars for use by staff at providers contracting with ODMHSAS and targeted webinars on identified subjects. Modules addressing other topics will be implemented as the need is identified by ODMHSAS.
- • Use evaluation findings to update stakeholders about project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
- SOC – Expansion
The System of Care (SOC) Best Practice Model (as established by SAMHSA through the National Technical Assistance Center
for Children’s Mental Health) is youth guided, family driven, community based, needs driven and culturally competent. ODMHSAS
has chosen this best practice model as the model for Oklahoma Systems of Care. The ODMHSAS contractor shall furnish the
necessary resources to develop a local system of care with wraparound services for American Indian youth at greatest risk of
out-of-home placement. Contractor shall:
- • Shall serve as the SOC contractor for the greater Tulsa area, serving the American Indian population. Contractor
will incorporate appropriate cultural interventions as necessary to serve the American Indian community.
- • Establish and maintain an internal project team consisting of the Medical Director, Director of Behavioral Health,
Project Director and Director of Planning and Development
- • Employ or contract with a local Project Director, who will establish and regularly convene an American Indian
advisory team to guide the project, with support and assistance from the state Project Director, state SOC staff, and State
Advisory Team.
- • This position shall:
- • Develop and implement a plan for significant family involvement on all levels
of the project.
- • Oversee the development of a Community Based SOC Team. This community team shall be comprised of tribal leaders,
elders, parents of children with serious emotional disturbance, community service providers as outlined in the core standards,
and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • In collaboration with the community team, shall develop a strategic plan for the implementation of the project
utilizing the best practice model. The plan shall include an organizational structure such as committees, identify the steps
necessary to implement the SOC project, and include strategies for ongoing community development, project sustainability,
and the continuous evaluation of family and community needs.
- • In collaboration with the community team, will follow the established program eligibility guidelines. These include
American Indian children and youth ages 0-21 with serious emotional disturbance or co-occurring issues who are at-risk of out of
home placement, who are having difficulties in two or more life domains, and who are receiving services from multiple social service
providers.
- • Ensure direct Wraparound services shall be provided using the SOC best practices model to an average standard
caseload of 15 children for each Care Coordinator during the contract period.
- • Ensure individual services shall be provided under the direction of a child and family team, and made up of both
formal and informal supports. These services include but are not limited to crisis planning, functional assessment, respite care,
use of flexible funds, and the development of a family driven interagency treatment plan.
- • Ensure recommendations for the utilization of flexible funds shall be determined by the child and family team for
each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund
expenditures of $500.00 or more must receive the prior approval of the State SOC Project Director or the Director of Children,
Youth and Family Services.
- • Ensure that required local and national evaluation instruments are administered to youth and their families receiving
services. In addition, the contractor shall ensure that data is reported to the SOC Lead Evaluator each month following established
timelines and methods.
- • Provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th.
This proposal and any subsequent revisions shall be developed through consensus of the community team
and contractor.
- • Submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts.
Contractor will also follow SOC invoicing instructions.
- • Submit monthly written reports as required by ODMHSAS.
- • Provide a work space for up to 16 hours per week for the Systems of Care Tribal/Custody Liaison who will provide
technical assistance to interested tribal and American Indian Communities across the state to plan, implement and evaluate
systems of care.
COMPENSATION:
- • Invoices may be held until the current reporting month’s data report shows an eighty percent (80%) completion rate
for all baseline and follow up assessments due for the month. This applies to all SOC ODMHSAS contracted communities once data
collection has begun. Consideration will be given for special circumstances.
- SOC – Generic Host Agency
Contractor is responsible for coordinating and sustaining a local system of care utilizing the System of Care (SOC)
Best Practice Model (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health),
as defined below.
Contractor shall serve as lead coordinator, facilitator, and fiscal agent for SOC projects located in counties
designated by the ODMHSAS. Contractor will ensure the development and ongoing operation of a culturally competent SOC project
using the best practice model, as described above. This task shall be accomplished through facilitation and coordination by a
local Project Director in collaboration with the community team, with guidance and assistance from the state Project Director,
state SOC staff, and State Advisory Team.
WORK REQUIREMENTS:
- • Direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average number of children,
as identified by ODMHSAS, will be enrolled and receiving services. The Contractor’s contract dollar amount could be affected
if the average caseload falls below 75% capacity for longer than three consecutive months.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and
informal supports. These services include but are not limited to crisis planning, functional assessment, respite care, use of
flexible funds, and the development of a family driven interagency treatment plan
- • Contractor will ensure that families receive: 1) easy access to mental health services and supports; 2) evaluation,
assessment and treatment; 3) intensive coordination of services and supports; and 4) family support
and training.
- • This task shall be accomplished through facilitation and coordination of services by a care coordinator and/or
family support provider in collaboration with informal and formal supports, with guidance and assistance from the local
Project Director.
- • Individuals fulfilling the terms of this contract shall attend Wrap101 training and follow ODMHSAS wraparound
coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable
meetings or trainings as determined necessary by the Department.
- • Contract will follow the Oklahoma Systems of Care guidelines, policies, procedures and practices provided in the
Oklahoma Systems of Care Toolkit.
- • Contract will support families of children and youth with emotional disturbance or co-occurring disorders to
establish and support family and youth groups.
- • Contractor shall employ a part time (20 hrs/50%), or full time (40 hrs/100%) local Project Director per site,
who will be responsible for, and have the authority to carry out the supervision of persons providing services for the project
and the day to day operations of the project.
- • Contractor will ensure that the local Project Director shall initiate and ensure the development of a Community
Based SOC Team. This community team shall be comprised of parents of children with emotional disturbance, community service providers
as outlined in the core standards, and other community stakeholders who desire to create a responsive children’s behavioral health
system.
- • The local Project Director, in collaboration with the community team, shall develop a strategic plan for the
implementation of the project utilizing the best practice model. The plan shall include an organizational structure, identify the
steps necessary to implement the SOC project, and include strategies for ongoing community development, youth guided family driven,
cultural and linguistic competence, project sustainability, and the continuous evaluation of youth, family and community needs
that will address disparities and access to services. The plan shall also include significant family involvement on all levels
of the project.
- • The local Project Director, in collaboration with the community team, will follow the established program
eligibility guidelines. These include children and youth ages 0-21 with emotional disturbance or co-occurring issues who are
at risk of out of home placement, who are having difficulties in two and more life domains, and who are receiving services
from multiple social service providers.
- • A monthly average of 15 children for each Care Coordinator will be enrolled and
receiving services.
- • Recommendations for the utilization of flexible funds shall be determined by the child and family team for each
child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund
expenditures of $500.00 or more must receive the prior approval one of the State SOC Project Directors or the Director of
Children, Youth and Family Services.
- • Contractor shall ensure that required evaluation instruments are administered to youth and their families receiving
services. In addition, the contractor shall ensure that data is reported to the SOC Lead Evaluator each month following established
timelines and methods.
- • Contractor shall report all services provided to a child and his or her family in the project through the
Department’s approved data collection system. Contractor’s records pertaining to SOC (both clinical and financial) will be subject
to review by ODMHSAS and other agencies funding the project.
- • Contractor shall provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year
by June 15th. This proposal and any subsequent revisions shall be developed through consensus of the community
team and contractor.
- • Contractor shall submit a monthly financial statement comparing current monthly expenditures to budgeted
monthly amounts. Contractor will also follow SOC invoicing instructions.
- • Contractor will ensure that the local Project Director or designee will submit monthly written reports to the
State Project Directors or their designee to ensure coordination and communication.
- • Contractor will ensure that Project personnel will attend and participate in meetings and training as required
by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the
state wide initiative.
- • Contractor will take all steps necessary to maximize 3rd party reimbursement including utilizing ODMHSAS fee
for service dollars, Medicaid and 3rd party insurance.
- • Contractor will report all Revenue on their monthly financial statement.
- • Contractor shall utilize the wraparound event form for all wraparound events that take place with each family
receiving service. Wraparound event information shall be entered into the YIS System.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • An annual formal site review and report conducted by state SOC staff;
- • Review of monthly data and evaluation reports by state SOC staff;
- • Monthly review and approval of invoices; and
- • Review of monthly Project Director’s Report.
COMPENSATION:
- • Invoices may be held until the current reporting month’s data report shows an 80% completion rate for all baseline
and follow up assessments due for the month. This applies to all SOC ODMHSAS contracted communities once data collection has begun.
Consideration will be given for special circumstances.
- SOC – Impact of SA on Children/Families Training and Consultation
Contractor shall furnish the necessary resources to provide consultation and training for staff who are working
with women and children at substance use treatment centers and other programs regarding the impact of substance use on children
and families.
Contractor shall also provide training for university students working with the A Better Chance Clinic conducting
developmental evaluations for children.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Consultation to staff working with women and children at substance
use treatment centers.
- • Training for substance use treatment center staff on the impact of substance use
on children and families.
- • Trainings and other professional presentations on topics related to the impact of substance use on children
and families including trainings related to evidenced-based treatments.
- • Training in the ABC program to professionals of various disciplines (medicine, psychology, social work,
occupational therapy, physical therapy, and speech pathology) on the impact of substance use
on child development.
- • Comprehensive developmental evaluations by university students working with the ABC Clinic for children
with prenatal substance exposure or children whose mothers are in substance use treatment.
- • Developmental screening services by university students working with the ABC Clinic for children accompanying
their mothers into substance use treatment centers funded by ODMHSAS.
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report for the training and consultation activities carried out
pursuant to the Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted
to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter
(i.e., the 10th of October, January, April, and July).
- SOC – Infant & Early Childhood Training & Consultation in Children’s HH & SOC Programs
Contractor shall provide training and consultation to Children’s Health Home and System of Care Providers across
the state related to infant and early childhood mental health (IECMH) as a component professional development within the
System of Care: Strengthening our CareNet (SOC²) Grant to help develop an early childhood system of care statewide which
focuses on supporting the needs of families with infants and young children. This training and consultation also supports
the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall provide lectures, workshops, and webinars (regionally and statewide) related to topics such as
an overview of infant mental health, parental mental illness, psychotropics in young children, feeding disorders, sleep problems
in young children, etc.,
- • Contractor shall provide case consultation to providers serving infants, young children, and their families.
This can be done in person, via e-mail, or phone (with de-identified case information)
- • Contractor shall provide ongoing technical assistance to the IECMH Co-Leads regarding best practice related to
serving infants, young children, and their families.
COMPENSATION:
- • Contractor shall be reimbursed at a rate of up to $250/hour at an estimated
10 hours/month.
- SOC – Infant Massage Training & Consultation
Contractor shall provide training and consultation to Children’s Health Home and System of Care Providers across
the state related to infant and early childhood mental health (IECMH) as a component professional development within the
System of Care: Strengthening our CareNet (SOC²) Grant to help develop an early childhood system of care statewide which
focuses on supporting the needs of families with infants and young children. This training and consultation also supports
the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall provide two 4-day Certified Educator of Infant Massage (CEIM) Trainings and two 2-day
Nurturing Caregivers Trainings.
- • Contractor shall work with the Infant and Early Childhood Mental Health Co-leads to explore a needs assessment
to specify site needs, training needs of participants and administrative support to aid in determining training
goals and content.
- • Contractor shall provide the International Manual, Handbook, Student CD and Study Guide, and any other required
materials to conduct the Certification Training, as well as the Nurturing Caregivers Workshop.
- • Contractor shall award Continuing Education contact hours for nurses and massage therapists, award attendance
certificate to each participant who attends the 4-day trainings as well as the 2-day trainings, and submit participant names to
Infant Massage USA® following the trainings for further organization support.
- • Contractor shall review exams/practicums for completing of certification requirements, award an International
Certificate and an Infant Massage USA® certificate upon successful completing of the certification requirements and notify
Infant Massage USA® of their change in status from student to CEIM.
- • Contractor shall work with the IECMH Co-leads to coordinate and approve all
consulting and training activities.
- • The Department shall provide space, AV equipment, white board or flip chart, copies of materials and copies
of printed parent handouts for each parent who attends the demonstration classes.
- • The IECMH Co-leads shall identify and recruit appropriate individuals who work directly with parents and
caregivers to participate in the training and facilitate registration according to guidelines
provided by the Trainer.
- • The Department and the IECMH Co-leads shall invite 4-10 parents or caregivers with infants for three infant massage
demonstration classes to be held on the second, third and fourth days of each 4-day trainings offered.
- SOC – Mobile Response and Stabilization
Contractor shall provide the resources necessary to operate a Mobile Response and Stabilization System for children,
youth and young adults and their families, up to the age of 25. The Mobile Response and Stabilization System is a mobile
intervention service for children, youth, and young adults experiencing behavioral health emergencies. Mobile invention services
shall include, but not be limited to: community-based rapid emergency crisis stabilization for individuals with immediate,
overwhelming behavioral problems that severely impair their ability to function in the community; community-based emergency
intervention for other behavioral health emergencies; collaboration with community stakeholders to help ensure client success;
outreach and engagement for crisis intervention service recipients who are not existing clients; follow-up care to promote
continued stabilization; coordination of care; and other community-based activities to enhance access, service quality,
child and family outcomes, and stakeholder satisfaction.
WORK REQUIREMENTS:
- • Contractor shall provide a Mobile Response and Stabilization System for children, youth and young adults up to
the age of 25. These children, youth and young adults shall be eligible regardless of payer source or ability to pay. Exclusions
include youth in Residential Treatment Facilities, Inpatient Hospitals.
- • Contractor shall maintain capacity to respond to emergency calls from the target population within their geographic
service area 24 hours a day, 7 days a week, 365 days a year.
- • The Contractor shall have a published telephone number accessible on a 24 hour basis,
seven days a week.
- • The Contractor must have the ability to handle and respond to multiple calls at
one time.
- • The Contractor must respond to calls within 1 hour of the call, unless the call is
identified as a deferred call.
- • The Contractor must respond to deferred calls within 24 hours of call.
- • Contractor shall maintain capacity to staff a Mobile Response Team (MRT) 24 hours a day, 7 days a week,
365 days a year to provide on-site, face-to-face emergency response to assist with behavioral health emergencies through
the provision of face to face mobile intervention services designed to deescalate the emergent situation, prevent placement
disruption, inpatient hospitalization, detention and homelessness. The overall goal is restore the youth and family to a
pre-emergency level of stabilization.
- • Contractor shall ensure that the following staffing requirements are met:
- • Face-to-face emergency response shall be provided by a Care Coordinator, Family Support Provider, Peer
Recovery Support Specialist, Behavioral Health Aide or other qualified staff, with immediate access to a Licensed Mental
Health Professional (LMHP).
- • Immediate access to a LMHP is defined as face to face access or access through an on-call
system (e.g. telehealth).
- • Face-to-Face emergency interventions that take place in a hospital emergency room are
to be provided by a LMHP.
- • Mobile Response and Stabilization teams of two or more staff is preferred, but an exception can be
made by a LMHP according to the policy of the Contractor.
- • At a minimum, staff should have training in crisis theory, risk assessment, and trauma informed interventions
for the developmental levels being served (this includes any core training required by the ODMHSAS), and the ability to
provide trauma informed, systems-based and strengths- based approaches for the assessment of children and adolescents
in crisis.
- • Training requirements include: Cultural Linguistic Competency; Traumatic Stress and Trauma Informed Care;
Functional Assessment; Crisis and Safety Planning; Motivational Interviewing; NIMH, Columbia, Crisis Assessment,
Planning and Intervention for LBHP; and Adolescent Screening, Brief Intervention, and Referral
to Treatment (A-SIBIRT).
- • Contractor shall ensure that children, youth and families accessing mobile response and stabilization teams
are able to access referral and linkage assistance for evaluation and assessment for mental health and substance use
disorder services; and have access to a comprehensive array of behavioral health treatment and
support services.
- • MRTs shall provide crisis diversion, resource support, stabilization and care coordination for emergency
situations that are not a mental health or substance use crisis.
- • When emergencies rise to a level needing a clinical intervention, MRTs shall access an LBHP via telehealth
or face to face.
- • MRTs shall respond to emergent situations and attempt to work with the family to de-escalate and connect with
follow up services, while linkages for community based services and/or the Wraparound process are established. This can include,
but is not limited to:
- • Functional assessment to help the family to determine immediate challenges and the resources needed to
overcome those challenges, including communication and coping skills to help prevent
future emergencies.
- • Developing a plan for emergencies to aid in preserving the stabilization.
- • Follow-up appointments and planning, completing releases for engaging informal supports
(Schools, OJA, DHS, etc.)
- • If the emergency is not a mental health or substance use crisis, and the MRT is not successful in deescalating
the situation, the MRT will attempt to locate a respite provider for the child or youth. Flex funding will be available for
assistance with brief respite. For children in state custody, a protocol will be followed, notifying the OKDHS caseworker who
will utilize mental health consultation to determine the next best placement option immediately.
- • When an emergency is determined to be a clinical crisis, the MRT will Link with an LBHP and the LBHP will conduct
an assessment in order to determine if there is a mental health or substance use crisis that is of immediate danger to self or
others. If so, prior authorization will be issued by OHCA at that time and the MRT will work locally to get the child and family
to the closest children’s crisis center or inpatient facility bed available. The family or law enforcement will then transport
the child or youth to the inpatient facility. The MRT will at that time make a referral to link the family with a local HH/Wraparound
agency to begin preparing the family for reunification, and begin working with the inpatient facility on discharge planning.
This will enable return to the community as seamlessly and quickly as possible.
- • If the LBHP has difficulty making a final determination, an inpatient LBHP at the OHCA will be accessible to make
the final assessment of whether an acute level of inpatient mental health care is immediately necessary.
- • The MRT shall make contact with inpatient facility within 48 hours after inpatient admission to discuss
discharge planning of those who go inpatient or a residential setting.
- • Follow-up care and coordination of services by the MRT after the emergency intervention will last up to 72 hours,
to promote continued stabilization. There is also an option to continue to follow-up for 8 weeks, as needed. All follow- up
must be under close supervision of an LBHP.
- • Contractor shall create an organized system to deliver post emergency services
to child and family.
- • These services shall be designed to promote continued stabilization of the family system and minimize the movement
of children from one living arrangement to another, including within foster homes; prevent inappropriate hospitalization or
re-hospitalization; improve the functioning of children in all life domains, including social, behavioral, emotional and
educational; respond to the individual needs of families and children, focusing on the importance of their participation in
treatment; provide timely, on-site access to assessment and evaluation in a wide array of settings; and manage appropriate
levels of risk and disruption in the home and community.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the contractor in conjunction with systems partners, will be accountable
for concrete outcomes that reflect the commitment to maintaining ties among children, families, and communities while delivering
effective clinical care and support services for children with emotional and behavioral challenges.
Desired outcomes include:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Reduced re-admissions to acute psychiatric hospitals.
- • Improved crisis management and stability in living environments for
families and caregivers.
- • Improved educational performance and overall social functioning for children.
- • Reduction in delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in all
settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by families
and children.
- SOC – Respite
- SOC – SOC^2 Project Evaluation
Under the direction of the Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma
Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University
Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and
implementation of the OKSOC2 evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will
assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OKSOC Senior Project
Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities
including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and
report writing.
WORK REQUIREMENTS:
- • Evaluator shall:
- • Ensure the SOC2 evaluation adheres closely to the expectations of OKSOC management including procedures
for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support
person for SOC2 staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training,
and supporting local SOC site staff.
- • Conduct site visits at each of the OKSOC sites that provide SOC2 to coordinate and provide training for site
on SOC2 evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the fiscal year. Elicit and
process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input,
throughout the year.
- • Implement SOC2 evaluation modifications to the OKSOC Youth Information System to collect data on referrals,
enrollment, services, and outcomes. Develop monthly reports for the SOC2 sites to monitor
service provision.
- • Perform analyses of the SOC2 evaluation results and oversee revisions and improvements to the data
collection process, if necessary.
- • Collaborate with SOC2 sites to manage national evaluation requirements, including National Outcomes Measures
data collection and data entry.
- • Develop Mobile Application version of the YIS’ Crisis Call Center
and Mobile Response
- • Report evaluation findings on the SOC2 project to the stakeholders, including family members, personnel
of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature.
Produce periodic and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management
procedures, to inform the adoption of new system and service policies, and to attain new sources of public and
private financing
PERFORMANCE MONITORING:
- • Evaluator shall provide an annual report of activities carried out pursuant to
the Statement of Work.
- SOC – SQE Wraparound AWARE
This contract is to provide funding for the services and resources needed to support the Fixed Rate AWARE
contract and ensure optimal program outcomes. The goal of these enhanced services is to actively assist schools with
improving students’ academic and behavioral outcomes.
WORK REQUIREMENTS:
- • The Contractor agrees to perform the necessary services and activities as outlined below to enhance the
quality of the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance
use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • Contractor agrees to provide clinical supervision for all program staff and client
case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of
identified students.
- • Contractor agrees to attend all trainings, meetings and consultation required
by the ODMHSAS.
- • Contractor will collect and report data identified as needed by ODMHSAS in order
to track grant objectives.
- SOC – SQE Wraparound AWARE – AWARE East Grant
This contract is to provide funding for the services and resources needed to support the Fixed Rate AWARE contract and ensure optimal program outcomes. The goal of these enhanced services is to actively assist schools with improving students’ academic and behavioral outcomes.
WORK REQUIREMENTS:
- • The Contractor agrees to perform the necessary services and activities as outlined below to enhance the quality of the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • Contractor agrees to provide clinical supervision for all program staff and client case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of identified students.
- • Contractor agrees to collect and share data identified as needed by ODMHSAS in order to track grant objectives.
- • Contractor agrees to attend all trainings, meetings and consultation required by the ODMHSAS.
- • Contractor will receive an additional $10,000 for year one of the AWARE East grant to purchase telehealth equipment. This equipment must be appropriate for and utilized to provide telehealth mental health services to students in the public school district that is served under the grant. Contractor must provide backup documentation with the submission of invoices to reflect money spent on telehealth equipment. These funds must be spent by September 29, 2021.
- SOC – SQE Wraparound AWARE - Woodward
This contract is to provide funding for the services and resources needed to support the Fixed Rate AWARE contract and
ensure optimal program outcomes. The goal of these enhanced services is to actively assist schools with improving students’ academic
and behavioral outcomes.
WORK REQUIREMENTS:
- • The Contractor agrees to provide a .50 FTE to provide enhanced services for
the AWARE program.
- • The Contractor agrees perform the necessary services and activities as outlined below to enhance the
quality of the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance
use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • Contractor agrees to provide clinical supervision for all program staff and client
case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of
identified students.
- • Contractor agrees to attend all trainings, meetings and consultation required
by the ODMHSAS.
- • Contractor will collect and report data identified as needed by ODMHSAS in order
to track grant objectives.
- SOC – State Evaluation
Under the direction of the Agency’s Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of
Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services,
University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the
design and implementation of the OKSOC evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who
will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OSOC Senior
Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection
activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods,
and report writing.
WORK REQUIREMENTS:
- • Evaluator shall:
- • Ensure the OKSOC evaluation adheres closely to the expectations of OKSOC management including procedures for
collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support
person for OKSOC staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training,
and supporting local SOC site staff.
- • Conduct site visits at OKSOC sites to coordinate and provide training for site on evaluation,
data, and results.
- • Provide telephone support and in-person support when requested throughout the fiscal year. Elicit and
process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input,
throughout the year.
- • Implement SOC2 evaluation modifications to the OKSOC Youth Information System to collect data on referrals,
enrollment, services, and outcomes. Develop monthly reports for the sites to monitor service provision.
- • Perform analyses of the OKSOC evaluation results and oversee revisions and improvements to the data
collection process, if necessary.
- • Report evaluation findings on the SOC project to the stakeholders, including family members, personnel of the
lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic
and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management
procedures, to inform the adoption of new system and service policies, and to attain new sources of public and
private financing.
- • Support the Technical Assistance and Training efforts of ODMHSAS by developing on-line, web-based, learning modules
and webinars for use by staff at providers contracting with ODMHSAS, including Wraparound 101 and targeted webinars on
identified subjects. Modules addressing other topics will be implemented as the need is identified
by ODMHSAS.
PERFORMANCE MONITORING:
- • Evaluator shall provide an annual report of activities carried out pursuant to
the Statement of Work.
- SOC – Structured Psychotherapy for Adolescents Responding to Chronic Stress (SPARCS) Training and Consultation
Contractor shall provide Structured Psychotherapy for Adolescents Responding to Chronic Stress (SPARCS) training and
consultation to ODMHSAS designated providers to support professional development within System of Care.
SPARCS is specifically designed to improve the emotional, social, academic, and behavioral functioning of adolescents
exposed to chronic interpersonal trauma (such as ongoing physical abuse) and/or separate types of trauma (e.g., community violence,
sexual assault). The curriculum was designed to address the needs of adolescents who may still be living with ongoing stress and
may be experiencing problems in several areas of functioning. This can includes difficulties with affect regulation and impulsivity,
self-perception, relationships, somatization, dissociation, numbing and avoidance, and struggles with their own purpose and meaning
in life, as well as worldviews that make it difficult for them to see a future for themselves.
WORK REQUIREMENTS:
- • Contractor shall work with designated ODMHSAS staff on planning for SPARCS
training and consultation.
- • Contractor shall provide two 2-day trainings; a total of four (4) days
of SPARCS training.
- • Training shall be provided to a total of thirteen (13) participants designated
by the ODMHSAS.
- • Contractor shall provide eight (8) one-hour consultation calls for training participants.
COMPENSATION:
- • Contractor shall be reimbursed for training at $1,750.00 per participant; not to exceed a total of
thirteen (13) participants ($22,750.00).
- • Contractor travel expenses shall be reimbursed; total shall be based on number of presenters and shall not to
exceed a total of $3,800.00.
- SOC – TA & Training
Contractor shall furnish the necessary resources to promote and support the state and local System of Care for children and youth with emotional disturbance, and their families. The responsibility of this organization is to provide technical assistance and training to local and state level systems of care to ensure continuing growth of youth, family and professional involvement and the family voice in established communities, as well as in policy development at the state level.
Contractor shall furnish the necessary resources to promote and support the systems of care movement through local and state level activities. The responsibility of the organization is to provide technical assistance to expansion Systems of Care communities and provide technical assistance to the State Advisory Team, state staff and other individuals or groups as necessary to support the mission.
Communities or persons served through this contract shall experience: 1) referral and linkages to community resources; 2) ongoing support and technical assistance; 3) continued education, training and workshop availability; 4) dependable support and access to local and state level activities; 5) efforts to support collaboration with other stake holders; 6) access to information on policy changes and other state and national information on children’s mental health; 7) awareness of children’s mental health issues; and 8) a reduction in stigma.
WORK REQUIREMENTS:
- • Contractor will serve as the host agency for the Oklahoma Federation of Families and will support and organize the Federation of Families Advisory Board consisting of representatives of local Federation of Families chapters, local Systems of Care communities, and at least one advisor/liaison from the Department’s System of Care staff.
- • Contractor will ensure continuing growth and support of the Local Systems of Care State through providing support, technical assistance and meeting coordination.
- • Contractor shall support ongoing family advocacy and policy development at the state level through providing training and the coordination of special events for families.
- • Contractor shall provide adequate phone, liability insurance, and other material resources to support the implementation of the Contract.
- • Contractor will deliver intensive technical assistance to established Systems of Care communities development, support and implementation as part of the ongoing mission of OKSOC.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working closely with NAMI, OK.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Oklahoma Systems of Care Project Director no later than the 10th day of the month. The Contractor report shall include the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in
established funded System of Care communities including number and types of activities;
- • Report technical assistance activities provided to local family support groups for
Children’s Mental Health;
- • Report referral, linkage, education, and support activities provided to parents
and caregivers; and
- • Report technical assistance provided to local community teams and local systems of care staff as well as
state level involvement, as listed:
- • Dates, hours, and locations of all TA services;
- • Summary of each service;
- • Update on work conducted in communities; and
- • Update on participation in state level meetings and activities and the person providing
the service.
- SOC – TA & Training - Revised
Contractor shall furnish the necessary resources to promote and support the state and local System of Care for children and youth with emotional disturbance, and their families. The responsibility of this organization is to provide technical assistance and training to local and state level systems of care to ensure continuing growth of youth, family and professional involvement and the family voice in established communities, as well as in policy development at the state level.
Contractor shall furnish the necessary resources to promote and support the systems of care movement through local and state level activities. The responsibility of the organization is to provide technical assistance to expansion Systems of Care communities and provide technical assistance to the State Advisory Team, state staff and other individuals or groups as necessary to support the mission.
Communities or persons served through this contract shall experience: 1) referral and linkages to community resources; 2) ongoing support and technical assistance; 3) continued education, training and workshop availability; 4) dependable support and access to local and state level activities; 5) efforts to support collaboration with other stake holders; 6) access to information on policy changes and other state and national information on children’s mental health; 7) awareness of children’s mental health issues; and 8) a reduction in stigma.
Contractor will assist with engaging local community team in process to engage in LEA planning and broader consultation with business owners to assist with the understanding of community impact.
Contractor will work with LEAs and CMHC's on the Awareness Campaign and set up legislative advocacy efforts needed. This will include an engagement effort for communities of disparity.
WORK REQUIREMENTS:
- • Contractor will serve as the host agency for the Oklahoma Federation of Families and will support and organize the Federation of Families Advisory Board consisting of representatives of local Federation of Families chapters, local Systems of Care communities, and at least one advisor/liaison from the Department’s System of Care staff.
- • Contractor will ensure continuing growth and support of the Local Systems of Care State through providing support, technical assistance and meeting coordination.
- • Contractor shall support ongoing family advocacy and policy development at the state level through providing training and the coordination of special events for families.
- • Contractor shall provide adequate phone, liability insurance, and other material resources to support the implementation of the Contract.
- • Contractor will deliver intensive technical assistance to established Systems of Care communities development, support and implementation as part of the ongoing mission of OKSOC.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working closely with NAMI, OK.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Oklahoma Systems of Care Project Director no later than the 10th day of the month. The Contractor report shall include the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in established funded System of Care communities including number and types of activities;
- • Report technical assistance activities provided to local family support groups for Children’s Mental Health;
- • Report referral, linkage, education, and support activities provided to parents and caregivers; and
- • Report technical assistance provided to local community teams and local systems of care staff as well as state level involvement, as listed:
- • Dates, hours, and locations of all TA services;
- • Summary of each service;
- • Update on work conducted in communities; and
- • Update on participation in state level meetings and activities and the person providing
the service.
- SOC – TFCBT Training & Support
The Contractor shall furnish training, support, data, resource materials and consultation as related to developing
a trauma informed system of care for young children and their caregivers in Oklahoma
WORK REQUIREMENTS:
- • Contractor shall develop and provide Advanced TF-CBT training(s), including all necessary and supporting resources,
for therapists utilizing the TF-CBT model and working with young children and their caregivers. Training participants to be
selected from sites specified by the Department. Topics to be approved by the Department in advance.
- • Contractor shall develop and provide an Advanced Early Childhood consultation system, including all necessary
and supporting resources, for ongoing clinical support to therapists utilizing the TF-CBT model and working with young children
and their caregivers.
- • Contractor shall develop and provide a clinical supervision track in support of clinicians and supervisors
providing TF-CBT services. This includes the Contractor’s participation in and completion of all components of the CE-CERT model,
including all necessary and supporting resources, training, and consultation.
- • Contractor shall develop and maintain the infrastructure necessary to support the program, including but not limited
to: website development, webinar capacity, updates and expanded capacity to current systems, and resource development. In this last
year of the grant, contractor shall utilize funds allocated the first 3 years for additionally identified therapists from lab sites
to attend trainings, to work towards sustainability of the program.
PERFORMANCE MONITORING:
- • Monthly invoices shall include number of participants trained and/or provided consultation under the program,
along with any program updates.
- • Additional reports for program or grant requirements may be requested by the Department, and should be submitted
to the Department’s Manager of Hope and Resilience.
- SOC – Training and Consultation
Contractor shall furnish the necessary resources to promote and support the state and local System of Care for
children and youth with emotional disturbance, and their families. The responsibility of this organization is to provide technical
assistance and training to local and state level systems of care to ensure continuing growth of youth, family and professional
involvement and the family voice in established communities, as well as in policy development at the state level.
Contractor shall furnish the necessary resources to promote and support the systems of care movement through local
and state level activities. The responsibility of the organization is to provide technical assistance to expansion Systems of Care
communities and provide technical assistance to the State Advisory Team, state staff and other individuals or groups as necessary
to support the mission.
Communities or persons served through this contract shall experience: 1) referral and linkages to community resources;
2) ongoing support and technical assistance; 3) continued education, training and workshop availability; 4) dependable support
and access to local and state level activities; 5) efforts to support collaboration with other stake holders; 6) access to
information on policy changes and other state and national information on children’s mental health; 7) awareness of children’s
mental health issues; and 8) a reduction in stigma.
WORK REQUIREMENTS:
- • Contractor will serve as the host agency for the Oklahoma Federation of Families and will support and organize the
Federation of Families Advisory Board consisting of representatives of local Federation of Families chapters, local Systems of Care
communities, and at least one advisor/liaison from the Department’s System of Care staff.
- • Contractor will ensure continuing growth and support of the Local Systems of Care State through providing support,
technical assistance and meeting coordination.
- • Contractor shall support ongoing family advocacy and policy development at the state level through providing training
and the coordination of special events for families.
- • Contractor shall provide adequate phone, liability insurance, and other material resources to support the
implementation of the Contract.
- • Contractor will deliver intensive technical assistance to established Systems of Care communities development,
support and implementation as part of the ongoing mission of OKSOC.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles
regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working
closely with NAMI, OK.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to
the Department’s Contract Management Division and the Oklahoma Systems of Care Project Director no later than the 10th day of the
month. The Contractor report shall include the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in
established funded System of Care communities including number and types of activities;
- • Report technical assistance activities provided to local family support groups for
Children’s Mental Health;
- • Report referral, linkage, education, and support activities provided to parents
and caregivers; and
- • Report technical assistance provided to local community teams and local systems of care staff as well as
state level involvement, as listed:
- • Dates, hours, and locations of all TA services;
- • Summary of each service;
- • Update on work conducted in communities; and
- • Update on participation in state level meetings and activities and the person providing
the service.
- SOC – Transition Youth Outreach
Contractor shall furnish the necessary resources to provide outreach Activities for young adults in transition (YATs),
their families, and other persons who are involved in their lives, in Oklahoma, Washington, and Okmulgee Counties.
WORK REQUIREMENTS:
- • Contractor shall maintain staff and volunteers who can provide a variety of outreach and educational programs,
including but not limited to: 1) Ending the Silence; 2) Parents and Teachers as Allies; 3)
and NAMI on Campus.
- • Contractor shall provide outreach and educational programs in schools, on campuses, and in other venues within
Oklahoma, Washington and Okmulgee counties.
- • Contractor shall participate on the ONIT Advisory Group.
- • Contractor shall participate in awareness and other ONIT activities.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this will consist of ongoing reviews of
certain performance indicators, including number of trainings and outreach activities performed and number
of people trained.
- SOC – Wraparound Training & Consultation
Contractor shall provide training and consultation to help improve fidelity for Oklahoma Wraparound.
WORK REQUIREMENTS:
- • Contractor shall provide Wraparound implementation coaching and technical assistance to the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Systems of Care (SOC) State Coach and Trainer to help strengthen their training and technical assistance skills related to the implementation of Wraparound. Types of coaching and technical assistance shall include, but not be limited to the following:
- • Wraparound Coaching Session
- • Individual Wraparound Supervision
- • Group Wraparound Implementation Supervision
- • Wraparound Case Consultation
- • Wraparound Community Readiness
- • Contractor shall provide a Wraparound Coaches Academy for ODMHSAS designated staff and providers.
- • The Academy shall include 2days of training:
- • The course shall be designed for proficient Wraparound leaders whose role is to teach, train and support the development of staff as a supervisor, coach or manager in the Wraparound process. Course objectives shall include, but not be limited to the following:
- • Participants will practice implementing tools and processes for developing high fidelity Wraparound staff;
- • Participants will describe and demonstrate the Wraparound coaching process;
- • Participants will analyze skills and processes of case scenarios, identifying strengths and areas of growth;
- • Participants will understand the complexities of adult learning and apply those principles to working situations that promote their abilities to develop Wraparound staff.
- SOC – Wraparound Training & Consultation - Transition to Independence Program (TIP)
Contractor shall provide training and consulting in the Transition to Independence Process (TIP) model, to provide a framework for effectively serving youth adults in transition.
WORK REQUIREMENTS:
- • Contractor shall provide TA and Training in the Transition to Independence Program (TIP) model, to include the following:
- • Provision of training on the basic model.
- • Provision of advanced training and technical assistance as requested by ODMHSAS, to include themed teleconference sessions.
- • On-site provider training, technical assistance and case reviews.
- • Recommends participants to become a Certified TIP Mode® Site or a Certified TIP-Informed Site.
- • Overall logistics, coordination, and scheduling of training and teleconference TA will be the responsibility of Contractor, and the designated ODMHSAS Project Director.
- • All coaching, training, and other consulting activities shall be coordinated and approved by ODMHSAS.
- • All technical assistance (TA) shall be approved by the ODMHSAS prior to being scheduled.
- • Local staff participants in training shall be working with youth and young adults between the ages of 16 and 30, who have experienced their first episode of psychosis within the last two years and meet the Federal Block Grant definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED). Training participants shall be approved to attend the training by designated ODMHSAS Project Director.
- • Includes material (coaching tools and manual) that can be shared in similar coaching for other providers. All teleconference TA sessions shall be tied specifically back to the statement of work.
PERFORMANCE MONITORING:
- • Contractor shall report quarterly progress on trainings, technical assistance, and consultation.
- SOC – Youth/Young Adult & Caregiver Groups
This contract is to provide funding to help with facilitating youth/young adult support groups and parent to parent
support groups, as well as groups focused on assisting caregivers of young children age 0-5 using curriculum that has been previously
approved by an ODMHSAS representative.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and facilitate (and/or support existing) Youth/Young
Adult Support Group as well as Parent to Parent Support Group. This will include responsibility
for the following:
- • Community outreach to identify youth/young adults who would be interested (and appropriate) to participate in a
Youth/Young Adult Group that is youth led and youth directed.
- • The facilitation of each group (a Youth/Young Adult Group and an Parent to Parent Support Group) at least once per
month OR support in facilitating each group in the community at least once per month if they each
already exist.
- • Linkage to any additional services and supports needed for individuals participating in either the Youth/Young Adult
Group or the Parent to Parent Support Group, in order to assist with achieving identified goals. The process of linkage shall
also include follow-up on linkages to ensure that a successful connection has been made.
- • Contractor shall furnish the necessary resources to develop and facilitate (and/or support existing) curriculum based
groups for caregivers of children age 0-5. This will include responsibility for the following
- • Community outreach to identify caregivers of young children age 0-5 who would be interested (and appropriate) to
participate in a caregiver group utilizing curriculum approved by the ODMHSAS.
- • The facilitation of a curriculum based caregiver group at least once per month OR support in facilitating the group
in the community at least once per month if it already exists.
- • Contractor shall identify youth/young adults and caregivers who would be interested and willing to serve on State
and/or local level boards/ committees to help ensure youth and family voice.
- • Attend related training and/or meetings as determined by ODMHSAS.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. The contractor must receive prior approval from the designated
ODMHSAS staff member who serves as the point person from these groups regarding the evidence-based or evidence-informed curriculum
that is being utilized by the Family/Parenting Groups.
- • The Contractor will provide monthly reports that will include the following data elements for each of the three
groups listed in the Work Requirements section (Youth/Young Adult Support Groups; Parent to Parent Support Group; and Curriculum
Based Caregiver Groups):
- • The number of individuals contacted through community outreach during the month;
- • The number of individuals contacted who were linked to the designated group;
- • The number of individuals contacted who were linked to the designated group occurring
in the community;
- • The name of the agency/organization hosting the community-based support group;
- • The number of individuals who attended the designated group each month.
- Appendix
- ODMHSAS Transition Youth Housing Subsidy Protocol
Eligible Applicants - Individuals (ages 16 - 25) who have a mental illness or co-occurring mental illness and
substance use for assistance with accessing and maintaining decent, safe, sanitary and affordable housing. Individuals should meet
requirements for very low income and have a gross annual income at or below $16,500; however, incomes above $16,500 can be considered
on a case by case basis. Individuals who are under the age of 18 must either be legally emancipated or have a Guardian willing to
sign a lease agreement on their behalf. Emergency shelter youth meet the RHY definition under the Family and Youth Services Bureau
Administration for Children and Families and be 17 years and younger.
Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay for rent
and utilities is $574 per month, which is based on the higher range of Fair Market Rent for a 1-bedroom. Assistance is not
restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $574, however, it
is recommended that referring projects assist subsidy recipients in locating housing for which costs do not exceed the $574
maximum (and all bills paid units when possible) to help assure affordability and success. If unit is not all bills paid, it is
recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure
affordability.
Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income will
be calculated as follows:
First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
The goal of the Housing Subsidy Funds is to assist recipients with transition to self-sufficiency between 9 to 12 months.
Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case by case basis.
It is expected that the all subsidy recipients and Program staff will work actively together toward employment or
SSI/SSDI income, toward obtaining Section 8 rental assistance, and on other recovery focused goals/objectives, as this is a time
limited program.
Host Home Stipend Provision - The maximum amount of stipend to help pay for Host family increase costs is $300
per month. Stipends are issued on a month to month basis following the completion of a payment request form from the Host Home
Agency to contractor.
Stipends will be issued via check or preferred payment method by the contractor directly to the host
family for reimbursement.
The goal of the Housing Subsidy Funds – Host Home is to assist recipients temporarily with transition to
self-sufficiency between 3 to 6 months. Based on individual needs, the provision of subsidy beyond 6 months will be considered
on a case by case basis.
It is expected that the all subsidy recipients and Program staff will work actively together toward long term housing
solutions, employment or SSI/SSDI income, toward obtaining Section 8 stipends or any other objective that results in the youth no
longer experiencing homelessness.
Emergency Shelter - The maximum stay per transition youth or RHY is 30 consecutive days at a rate of $35/day.
The approved ODMHSAS shelter provider may not bill for more than four youth per day.
Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to subsidy
recipients but may not exceed a total of $574.
Making A Referral – Subsidy Rental Assistance:
All referrals must come from one of the existing Oklahoma Department of Mental Health Substance Abuse Services
Contractor unless approved by the ODMHSAS Program Manager. Part 1 of the referral form must be submitted, and initial approval
received from HOPE Community Services prior to moving forward to assist a person with housing. This is to ensure that people
referred meet initial eligibility requirements and that the program has enough money to serve them. Once initial approval is
received from HOPE, housing can be arranged and Part 2 of the referral should be submitted. If Part 2, and related documentation,
is not received by HOPE within 30 days of approval of Part 1, the referral will be null and void, and an entirely new referral
(Part 1 & 2) will need to be submitted.
Both parts of the referral form submitted must be complete, including all of the documentation requested:
- • Proof of income or signed statement from applicant if no income
(Certification of Zero Income form);
- • Signed Subsidy Recipient Agreement (If the applicant is under age 18, and not legally emancipated,
a Guardian is required to sign).
- • A release of information authorizing communication between HOPE Community Services and the designated Landlord,
and utility companies (when utility assistance, including deposit assistance, is requested), regarding payment
of bills; and
- • A release of information authorizing communication between HOPE Community Services and the designated Program Agency,
regarding the tenant’s receipt of subsidy funds.
Making A Referral – Host Home:
All referrals must come from one of the existing Oklahoma Department of Mental Health Substance Abuse Services Basic
Center Program Contractor Sites unless approved by the ODMHSAS Program Manager. Part 1 of the referral form must be submitted,
and initial approval received from HOPE Community Services prior to moving forward to assist a person with housing. This is to
ensure that people referred meet initial eligibility requirements and that the program has enough money to serve them. Once
initial approval is received from HOPE, Host Home Placement is then coordinated and arranged by the Contracted Host Home Agency
and notification of first check request will be submitted to HOPE within 14 days of move in.
Host Home referrals must be complete, including all of the documentation requested:
- • Copies of Host Family Application, background check and supporting documentation
- • Signed proof of Host Family’s successful completion of Host Family
Credentialing Training.
- • Signed Mutual Subsidy Recipient Agreement (If the applicant is under age 18, and not legally emancipated,
a Guardian is required to sign).
- • A release of information authorizing communication between HOPE Community Services, Host Family, and the
designated Program Agency, regarding the Host’s receipt of subsidy funds.
Making A Referral-Emergency Shelter:
For this funding, there is no formal referral process. There is a required billing form that must be submitted to
HOPE by the 15th of each month. For example, January count and invoice must be submitted by February 15.
Completed referrals should be submitted to:
- HOPE Community Services, Inc.
- Attn: Transition Youth Subsidy Program
- 6100 South Walker Ave.
- Oklahoma City, OK 73129
- (405) 634-4400
- Fax: (405) 632-1976
Please note that referral information that is not complete will be returned to the agency who submitted it for
completion. If you have any questions regarding the completion of the referral, or regarding the Transition Youth Housing
Subsidy program in general, please contact HOPE or Andru Dallaly at ODMHSAS
Things To Remember:
- • A copy of the signed lease agreement between tenant and landlord must be mailed or faxed to Hope Community Services
by the second month for which rental assistance is needed (subsidy cannot be continued past the first month until a signed lease
agreement is received).
- • If the landlord does not have a lease agreement, please use the Lease Agreement form included in
the referral packet.
- • If rental unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting
on the utility averaging plans to further help assure affordability.
- • If utility assistance is requested, utility bills must be submitted monthly by mail or fax to HOPE Community
Services for payment (up to the total amount allowed for utility assistance).
- • Part 1 of the referral is submitted, and approval from HOPE is required to proceed with housing assistance and
the completion of Part 2 of the referral.
- • Part 2 of the referral must be received by HOPE within 30 days after HOPE has approved Part 1. If not received
within that timeframe, the referral will be null and void and a new referral will need to be submitted and approval from
HOPE obtained.
- • Emergency Shelter must give priority to RHY youth.
- ODMHSAS Child Trauma & Resilience Guidelines/Protocol
According to the Big Statement of Work for CMHCs, section 6.10 “Trauma-informed and trauma specific services will be
offered according to the ODMHSAS Child Trauma and Resilience Guidelines. Contractor will maintain staff trained in trauma-focused
cognitive behavioral therapy.” Please refer to the guidelines/protocol; as follows:
- Trauma Informed:
- All staff employed by the agency, regardless of role or position, shall complete the online "Trauma is Just
the Beginning" training http://www.ok.gov/odmhsas/SHARE.html within 90 days of hire or completion of their probation,
whichever is sooner. A copy of the certificate of completion should be kept in the employees
personnel file.:
- Trauma Screening and Assessment:
- Agencies shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure
portion of the CATS.
- • The CATS is to only be administered by clinical level staff. At minimum staff should complete the CATS
administration eLearning, and attend the live Assessment and Support training as available.
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child,
youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment, then the child and family should be
offered trauma-specific services, and the CATS should be administered at a minimum of each treatment plan update, and at
termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout
the course of treatment.
- • Initial screen (positive or negative), including scoring, and additional screenings as indicated at treatment
plan update and discharge, shall be reported on the CDC as per protocol.
- These are the minimal requirements. For agencies with advanced training and experience, this does not limit use of
other evidence based and validated measures.
- Trauma Specific Services – Licensed:
- As the primary evidenced based trauma specific intervention, Oklahoma has implemented Trauma-Focused Cognitive
Behavioral Therapy (TF-CBT) statewide.
- • Every LBHP/LMHP (including those under supervision) working with children, youth, and families in the agency,
shall complete the online TF-CBT training https://tfcbt2.musc.edu/ within 90 days of hire or completion of their probation.
A copy of the certificate of completion should be kept in the employee’s personnel file
- • Core staff identified to complete the full TF-CBT training and consultation process, to meet the SOW requirement
“Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy”
shall be expected to:
- • Attend the live 1 day assessment and support training and 2 day
“Introduction to TFCBT” training
- • Participate in consultation calls following training. Staff will be expected to complete 2 calls a month for a
minimum of 6 months and through completion of a case, however long that may take. After that time, consultation calls
will still be available to and highly recommended for staff to use at their discretion.
- • Staff are expected to keep developing their skills through attendance of the Advanced TFCBT trainings, participation
in webinars, and other learning opportunities.
- • It is highly recommended that the person providing clinical supervision also go through the training and
consultation process to help with both implementation and sustainability.
- • Supervisors will be expected to participate in a quarterly supervisor’s call.
- While TFCBT is to be provided by every agency, this does not preclude the agency from utilizing other trauma specific
evidenced based practices, such as Seeking Safety.
FY22 SOWs
·
General SUD Services
Advocacy Services
- Advocacy Fixed Rate Services
- Advocacy – Consumer and Family Advocacy Services
Contractor shall furnish the necessary resources to provide consumer and family advocacy services. Contractor shall:
- • Provide an Oklahoma City-based office and telephone line, with live full-time coverage during business hours for individuals
seeking information, referrals, support, and advocacy-related substance abuse services, and routine administrative
tasks associated with operations.
- • Provide a peer warm line to support the Oklahoma County Innovation Project
(crisis system initiative for Oklahoma County).
The line is to be active 24/7/365 and shall provide peer coaching and referrals. This includes maintaining a memoranda of
understanding with OCCIC/OCRU/URC and the Community Response Team specifying collaboration relationship.
- • Provide easily accessible resource library with cost-free information on substance abuse disorders and issues,
family support resources, and other relevant information.
Library content may include brochures, books, periodicals, audio/visual media, and online content.
- • Distribute information and materials to support and educate families and significant others of individuals with
substance abuse issues, parents who have a child with a substance abuse issue, and consumers of substance
abuse series through:
- • Promoting healing strategies within the family and community through
outreach and awareness activities;
- • Partnering with existing institutions to intervene and promote community healing; and
- • Conducting family and community educational workshops about addiction and recovery.
- • Develop and distribute a quarterly newsletter to consumers and families;
include online and web-based mediums.
- • Participate in educational conferences providing advocacy participation information,
addiction and recovery educational materials, resources, and recovery support services available.
- • Maintain and promote an active speaker’s bureau of both consumers with lived experience,
as well as family members.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings,
co-sponsoring events, and cross promoting peer programming, recovery, and wellness activities as a way to ensure consumer
voice across the state.
- Advocacy – Consumer-To-Consumer Outreach
Contractor shall furnish all necessary resources to provide Consumer to Consumer Outreach services. Contractor shall:
- • Provide visitation by consumers, relationship development by consumers, and invitations to participate in
special programs designed for consumers in the area(s) specified by ODMHSAS.
- • Establish program standards and criteria through engagement of professional staff and
people who have accessed or are currently accessing Contractor’s services.
- • Employ program specific staff members who are consumers of services.
- • Conduct consumer interest and needs surveys regarding available events, programs, and activities.
- • Increase the awareness of activities available to consumers living alone or in relative isolation,
including outreach home visits, telephone contacts, and social media outlets.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings,
co-sponsoring events, and cross-promoting peer programming, recovery, and wellness activities as a way to
ensure consumer voice across the state.
- • Utilize social marketing to distribute quarterly newsletters.
- Advocacy – Family Support, Education, and Advocacy
The Department separately contracts with the state chapter of the National Alliance on Mental Illness (NAMI - Oklahoma).
In that regard, NAMI –Tulsa agrees to work with NAMI - Oklahoma and the Oklahoma Department of Mental Health and Substance Abuse
Services (ODMHSAS) to pursue mutual missions of support, education, and advocacy.
Contractor shall furnish the necessary resources to provide these services. Contractor shall:
- • Provide a Tulsa-based office and telephone line for individuals seeking information, referrals, support,
and advocacy related to services for persons with mental illnesses.
- • Facilitate Family to Family Support groups.
- • Facilitate NAMI Basics groups.
- • Facilitate NAMI Connection Support Groups.
- • Facilitate Parents of Children Groups.
- • Conduct Prevention, Advocacy and Outreach activities to individuals and family members experiencing mental health,
substance abuse and co-occurring disorders.
- Advocacy – Veteran Consumer and Family Advocacy
Contractor shall furnish the necessary resources to maintain statewide consumer advocacy activities to support the
well-being of veterans who are in recovery from substance abuse and/or co-occurring disorders. Contractor shall:
- • Provide an office, located in area identified by ODMHSAS, and telephone, with a line for individuals seeking
up to date information, referrals, peer support, advocacy related to services, and conducting all routine administrative
tasks associated with operations.
- • Provide education and peer support groups for veteran consumers and their family members.
- • Conduct prevention, advocacy, and outreach activities to individuals and family members
experiencing substance abuse, or co-occurring substance abuse and mental health disorders.
- • Participate in community awareness activities.
- • Maintain working relationships with referral and service organizations to help veterans and their
family members with filing benefits claims, medication evaluation, mental health and/or substance abuse services
and counseling needs.
- • Connect and link veterans and their family members to services that will provide individualized support
such as educational, training, housing, and employment opportunities.
- • Develop a recovery or wellness plan with all individuals who connect with Contractor to
identify individual services, supports and lists other resources.
- • Conduct 6-month follow-up; and
- • Provide aftercare services, social and information gatherings,
and peer-to-peer support opportunities for veterans and their family members.
- • Promote healing strategies within the family and community.
- • Participate in educational conferences to increase awareness of the unique needs of this
population through education material and resources.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings, co-sponsoring events,
and cross-promoting peer programming, recovery, and wellness activities as a way to ensure consumer voice across
the state.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work.
Contractor will provide such detail as the Department may require. Such report shall be submitted to the appropriate program staff
no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
At least ¼ of service provisions each month shall be peer recovery support or wellness services, or a combination
thereof.
- Advocacy – Woman's Advocacy and Support
Contractor shall furnish the necessary resources to provide consumer and family recovery support services
for women involved with or at risk for involvement with the criminal justice system. Contractor shall:
- • Provide an office, located in area identified by ODMHSAS, and telephone line, with live full-time coverage
during business hours for individuals seeking information, referrals, support, advocacy-related substance abuse services,
and conducting all routine administrative tasks associated with operations.
- • Provide a peer warm line to support the Oklahoma County Innovation Project
(crisis system initiative for Oklahoma County).
The line is to be active 24/7/365 and shall provide peer coaching and referrals. This includes maintaining a memoranda of
understanding with OCCIC/OCRU/URC and the Community Response Team specifying collaboration relationship.
- • Provide training and support to the customer to assist with their recovery process.
This may involve assisting the customer in the acquisition of knowledge and skills necessary to understand and address
specific needs in relation to enhancement of problem-solving skills, coping mechanisms, and strategies for relapse prevention
assistance in understanding crisis plans and community re-entry planning.
- • Promoting healthy lifestyle strategies with customer and the family through trainings and classes
that focus on nutrition, exercise, and tobacco cessation. Activities may include support groups, exercise groups,
and individual physical wellness plan development, implementation assistance and support.
- • Partnering with existing institutions and programs to intervene and promote access to supportive programs
which provide assistance, supports, supplements, and/or links the customer with the appropriate service components.
This can include medical, dental, financial, employment, legal, and housing assistance.
- • Conducting family and community educational workshops about addiction, recovery and wellness.
- • Utilize social marketing techniques to distribute quarterly newsletters,
and have a presence via social media outlets to better reach consumers and family members,
as well as community stakeholders.
- • Participate in educational conferences providing advocacy participation information,
addiction and recovery educational materials, resources, wellness/healthy living and recovery support
services available.
- • Host at least one (1) drug-free, alcohol and tobacco free social activity during National Recovery Month.
This activity can include a rally and walk/run event, educational event, or special celebration.
Advocacy Government/Professional/Sole Source Services
- Advocacy – Advocacy and Support Services
Contractor shall furnish the necessary resources to provide advocacy and support services. Contractor shall:
- • Publish and distribute four (4) organizational newsletters including web and internet based mediums.
- • Establish peer-to-peer support groups and maintain a record of them across Oklahoma including contact information.
Maintain a listserv for distribution of the quarterly newsletter.
- • Conduct facilitator training workshops for Depression Bi-Polar Support Alliance (DBSA) support groups.
- • Provide ongoing technical assistance to established and newly initiated DBSA support groups.
- • Collect and update the list of group meeting locations, number of those in attendance, and the frequency of the group meetings.
- • Provide contacts to the community either face-to-face-or via the telephone to provide Outreach and Advocacy.
- • Provide 3 trainings/presentations through ODMHSAS Training Institute pertaining to Depression, Bipolar, and Lived Experience.
- • Provide DBSA support groups within Crisis and Inpatient facilities to help build a support system for consumers following discharge.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross-promoting peer programming, recovery, and
wellness activities to ensure consumer voice across the state.
- • Utilize social marketing techniques to distribute information and have a presence via social media platforms to better
reach consumers and other stakeholders. Include real time updates to websites and social media platforms to assist with locating resources,
supports and services provided by the contractor.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work.
Contractor will provide such detail as the Department may require. Such report shall be submitted to the no later than the 10th day of the
month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Aging
This contract is to provide advocacy and education services related to the aging population of Oklahoma. Contractor shall:
- • Provide advocacy services related to the aging population of Oklahoma. Services shall include:
- • Technical assistance for the development of additional statewide affiliates, as requested.
- • Advocacy alerts to Oklahoma Mental Health Aging Coalition (OMHAC) members; national, state, and local.
- • Continued membership with the National Coalition on Mental Health and Aging,
and support national priorities and their implementation in Oklahoma.
- • Support on the continued implementation of the ODMHSAS older adult peer support specialty.
- • Provide education services related to the aging population of Oklahoma. Services shall include:
- • Distribution of local, state, and national mental health and substance abuse information to members and networks.
- • The provision of seminars and workshops at conferences.
- • Support of strategies to implement the Older Adult Behavioral Health State Plan.
- • Maintenance of OMHAC website.
- • Development of behavioral health training for networks that provide services to older adults.
- • Support and training for Healthy IDEAS, Mental Health First Aid for Older Adults and other best practices as requested.
- • Provide a written quarterly report to ODMHSAS that documents provision of services described above.
- Advocacy – Black Culture Advocacy and Education Peer Support Services
This contract is to provide advocacy and education services related to the Black Culture and Community of Oklahoma, in order to improve access and reduce disparities.
- Contractor shall:
- • Development of the Black Culture and Community Specialty Training.
- • Provide education services related to the Black Culture and Community of Oklahoma. Services shall include:.
- • Support on the continued implementation of the ODMHSAS Black Culture and Community Specialty training by facilitating the training quarterly in partnership with the ODMHSAS Peer Program.
- • Timeline:
| February 2022 |
Contract preparations and execution |
| March 2022 |
Development of PRSS Black Culture and Community PRSS Specialty Track (3-hour training) |
| April 2022 |
Development of PRSS Black Culture and Community Specialty Track (3-hour training) |
| May 2022 |
Black Culture and Community Specialty Track Curriculum Submitted for Approval |
| June 2022 |
Approval Continued |
| July 2022 |
Training date scheduled (3-hour Black Culture and Community PRSS Specailty Track) |
- Advocacy – Chronic Recovery Flex Funds
This contract is to provide funding to support the implementation and sustainability of programming associated with
Diabetes Self-Management Education (DSME). Contractor shall:
- • Submit a plan to ODMHSAS for the use of funds to be spent on costs associated with the implementation
and sustainability of DSME programming specific to the Contractor’s needs.
- • Submit outcomes of the approved plan to ODMHSAS.
- Advocacy – Consumer Advocacy and Support
Contractor shall furnish the necessary resources to provide consumer advocacy and support to state treatment
providers to facilitate behavioral health treatment system initiatives that promote promising practice within the health and wellness field.
Contractor shall:
- • Provide a telephone line, with full-time coverage during business hours, for individuals seeking information,
referrals support, and advocacy related to services for persons with behavioral health issues.
- • Furnish a cost-free library on behavioral health disorders and issues, family support resources, and other relevant information to
support behavioral health treatment providers. Information may include brochures, books, periodicals,
and audio/visual media.
- • Provide a representative to meet quarterly with the ODMHSAS liaison to
review contract activities and assist with matters of mutual concern.
- • Participate in key statewide stakeholder boards, commissions, workgroups, and task forces.
- • Work with ODMHSAS legislative liaison to educate lawmakers regarding the social
and economic costs of untreated behavioral health.
- • Advocate and educate providers about public policy, to include trainings and monthly CEU opportunities.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery,
and wellness activities as a way to ensure consumer voice statewide.
- • Provide a quarterly written report of activities pursuant to the Statement of Work.
Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to the ODMHSAS no later than the 10th day of the
following the end of each quarter (e.g., the 10th of April and July).
- Advocacy – Consumer and Family Advocacy
Contractor shall furnish the necessary resources to provide consumer and family advocacy services. Contractor shall:
- • Maintain a statewide office to conduct all routine administrative tasks associated with such office operations.
- • Establish NAMI affiliate organizations across Oklahoma and within each county.
Provide leadership support, guidance and ongoing technical assistance to all affiliates in terms of peer and family support programming such
as Family-to-Family, NAMI Basics, In Our Own Voice, NAMI Connections, and Family Support groups. Keep record of these programming elements
such as attendance and contact information.
- • Develop and establish local referral and support networks across the state utilizing peer programming such as Family-to-Family,
Basics, In Our Own Voice, NAMI Connection and Family Support groups by collaborating and partnering with affiliates.
- • Participate on key statewide stakeholder boards and commissions.
- • Conduct regional education workshops and leadership trainings utilizing technology in order to accomplish this when appropriate.
- • Provide and maintain a tool free phone and website that provides information, referral and advocacy to people in need.
- • Participate in trade shows and awareness activities including the Children’s Conference,
the Prevention and Recovery Conference, and other events hosted by family and peer-run organizations.
- • Host at least one (1) drug, alcohol and tobacco-free social activity during National Recovery Month.
This activity can include a rally and walk/run event, education event, or special celebration.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA),
the Children’s Behavioral Health Network (CBHN) and local Systems of Care (SOC) coalitions including, but not limited to representation at
monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery, and wellness information, events and activities as a
way to ensure consumer voice across the state.
- • Meet quarterly with designated ODMHSAS representative to review issues of shared concern and advocacy efforts of NAMI-Oklahoma.
- • Distribute information:
- • Quarterly newsletters in electronic and hard copy form;
- • Lending library on mental health issues and associated literature; and
- • Maintain and promote an active speakers’ bureau of both consumers and family members of consumers with mental health issues.
- • Utilize social marketing techniques to distribute information mentioned above and have a presence via social media platforms to
better reach consumers and family members. Include real time updates to local and national websites with information about how to locate services,
programs, and support groups.
- • Distribute and update the list of family support group meeting locations, number of those in attendance,
frequency of the group meetings and partnerships/referrals to local treatment providers, if any.
- • Conduct surveys with affiliates and program participants to measure interests and needs regarding services, supports, outcomes,
events, programs, and activities available to them. Collect information and provide data back to ODMHSAS representative. Develop survey
instrument in conjunction with the ODMHSAS representative(s).
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
Contractor shall provide such detail as the Department may require. Such report shall be submitted to ODMHSAS no later than the 10th day of the
month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Consumer Conference and Training
For purposes of this agreement the scope of work will include supporting the attendance of parents, youth,
and other family members at conferences, trainings, and approved meetings, subject to prior approval of the ODMHSAS,
with the express intent to strengthen members’ skills in the development of consumer/family/youth networks and leadership skills
throughout Oklahoma.
- Expectations regarding reporting of conference participation, and format for reporting conference offerings and potential
impact on strengthening members’ skills in the development of consumer/family/youth networks and leadership skills throughout
Oklahoma shall be made prior to entering travel status.
- Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to
substantiate authorized expenses, approved by the ODMHSAS Director of Advocacy and Wellness.
All in-state and out-of-state travel reimbursement rates will be applied and sufficient documentation will be maintained by Contractor to
confirm detailed compliance with travel policies related to mileage, per diem, and lodging.
- Advocacy – Family Support and Parent Coaching (Parents Helping Parents)
Contractor shall help develop chapters, recruit and support parent coaches for families impacted by substance abuse disorder/issues (SUD).
WORK REQUIREMENTS
- • Contractor shall identify and support communities interested in starting PHP chapters.
- • Contractor shall provide a minimum of 4 new PHP chapters.
- • Contractor shall work with the Children’s Behavioral Health Network to identify support parents in regional System of Care communities.
- • Contractor shall provide trainings on relevant family topics, such as self-care and co-dependency.
- • Contractor shall develop educational and informative tip sheets/resources for caregivers, frontline staff, and youth/young adults.
- • Contractor shall work with DMH contracted adolescent substance abuse agencies and contracted SOC agencies to support services provided to youth with SUD
- • Contractor shall furnish the necessary resources, toolkits to DMH state staff and provide consultation and training to DMH contracted adolescent substance abuse agencies and contracted SOC agencies regarding the impact of substance use on children and families to promote and support the systems of care movement through local and state level activities
- • Contractor shall provide training and technical assistance with the development of online educational opportunities and social media marketing on topics related to the impact of substance use on children, youth and families, evidenced-based treatments and/or promising practices
PERFORMANCE MONITORING
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. The Contractor shall report the following:
- • Number of active chapters and participants.
- • Number of people touched by social media.
- • Number of participants identified with child with SUD served under the age of 25.
- • Number of outreach events and people reached during event.
- • Number of parent support groups, topics, and number of parents who attended.
- Advocacy – Family Support, Education and Advocacy
The Department separately contracts with the state chapter of the National Alliance on Mental Illness (NAMI – Oklahoma).
In that regard, NAMI –Tulsa agrees to work with NAMI – Oklahoma and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS)
to pursue mutual missions of support, education, and advocacy. Contractor shall furnish the necessary resources to provide these services.
Contractor shall:
- • Distribute information and materials to support and educate families and significant others of individuals who suffer
from a mental illness, parents who have a child with a serious emotional disorder, and consumers of mental health
services.
- • Furnish a cost-free, easily accessible resource library with information on severe mental illnesses, serious emotional disorders,
and other relevant information. Library content may include brochures, books, periodicals, and audio/visual media.
he Contractor may, however, recoup costs for materials that are not returned, in accordance with the Contractor’s
library policy.
- • Provide a representative to meet with the appropriate ODMHSAS program staff member to review
contract activities and assist with matters of mutual concern.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery,
and wellness activities as a way to ensure consumer voice across the state.
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
Contractor shall provide such detail as the Department may require. Such report shall be submitted to the Coordinator of Community Advocacy
and Wellness no later than the 10th day of the month following the end of each quarter
(i.e., the 10th of October, January, April, and July).
- Advocacy – Gang & Forensic - Prevention, Intervention and Post Release
Work in partnership with the ODMHSAS to help ex-offenders successfully reintegrate back into society by offering a holistic approach to reentry/rehabilitation, including connecting offenders with their children/families through:
- • Community Component (Gang/offender Prevention) *This program can only operate depending on COVID-19 precautions and barriers:
- • TASK staff/coaches will provide an afterschool program for referred at-risk youth in their service area.
- • TASK staff/coaches will provide mentoring for at-risk youth.
- • Pre-release Component (Oklahoma County Detention Center):
- • TASK staff/coaches will provide peer support/crisis prevention/crisis intervention within Oklahoma County Detention Center virtually using tablets.
- • TASK will have staff respond to one-way calls from inmates needing support and de-escalation to prevent violence, self-harm, and escalation.
- • Post-Release (Re-Entry from DOC and County Jails):
- • TASK staff/coaches will pick individuals up following release from DOC and County Jails (Those participating in Post-Release are those that completed the Pre-Release TASK Program while incarcerated and/or those who discharge prior to completion of TASK Curriculum).
- • TASK staff/coaches will provide and monitor Transitional Housing for Post-Release Program participants.
- • TASK staff/coaches will provide Peer Support and teach life skills to Post-Release Program participants.
- • TASK staff/coaches will provide Peer Support Groups including “Another Chance Recovery Support Group” to Post-Release Program participants.
- • 4) Data Collection and Reporting:
- • Quarterly and Annual Reporting to ODMHSAS Designee. Reports will include:
- • Community Component (Gang/Offender Prevention)
- • Total number of Participants in Afterschool Program.
- • Total number of Participants Mentored.
- • Total number of services provided.
- • Pre-release Component (Tablets)
- • Total number of services provided.
- • Post-Release (Re-Entry from DOC and County Jails)
- • Total number of those picked up from DOC and County Jail.
- • Total number in Transitional Housing.
- • Total number of services provided.
- • Total number of Support Groups Attended by Participants.
- • Total number of those that complete the program and results (job/housing).
- Advocacy – Latinx Advocacy and Education Peer Support Services
This contract is to provide advocacy and education services related to the Latinx population of Oklahoma in order to improve access and reduce disparities.
- • Contractor shall:
- • Provide education services related to the Latinx population of Oklahoma. Services shall include:
- • Support on the continued implementation of the ODMHSAS Latinx Specialty training by facilitating the training quarterly in partnership with the ODMHSAS Peer Program.
- Advocacy – Latinx Outreach, Recruitment and Technical Assistance
- This contract is to provide advocacy, recruitment, and education services related to the Latinx population of Oklahoma, in order to improve access and reduce disparities.
- Contractor shall:
- • Provide education services related to the Latinx population of Oklahoma. Services shall include:
- • Support on the continued implementation of the ODMHSAS Latinx Specialty training by facilitating the training quarterly in partnership with the ODMHSAS Peer Program.
- • Provide technical assistance relating to Latinx Culture and client issues/barriers to ODMHSAS and contracted Substance Use and Behavioral Health agencies.
- • Provide Latinx Workforce Expansion to ODMHSAS Substance Use and Behavioral Health facilities and contracted agencies. Services shall include:
- • Outreach and Recruitment.
- • Screening and Support of PRSS Candidates during the application process.
- • Placement of Certified Hispanic, Bilingual PRSSs.
- • Continuing support, development, and education of certified Hispanic, bilingual PRSSs.
- • Deliverables:
|
Objective
|
Deliverable
|
Report
|
|
1. Raise awareness of PRSS careers available to Hispanic/bilingual
people
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Provide information about PRSS careers to an average of 50 new
Hispanic/Latin people every month.
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Quarterly
|
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2. Reduce barriers to entry into the PRSS occupation
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Screen 1-20 monthly candidates for the PRSS Certification
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Quarterly
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3. Increase the number of Hispanic, bilingual PRSSs
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Place 5 certified PRSSs in State substance use and behavioral health
treatment agencies every month.
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Quarterly
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4. Increase retention of PRSS in the substance use and behavioral
health field.
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Host monthly educational and support groups (12 total) for Hispanic
and/or bilingual certified PRSSs.
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Quarterly
|
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5. Support cultural competency among substance use and behavioral
health treatment agencies serving Hispanics.
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Provide up to 5 hours (total) of monthly technical assistance to substance
use and behavioral health treatment agencies. Present a 1-2 hour webinar on Latinx culture and best practices in providing behavioral
health care to the Latinx community to ODMHSAS
providers.
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Quarterly
|
- Advocacy – Nicotine Replacement Therapy Project
Contractor shall provide the resources necessary for development and implementation of consumer cessation assistance
procedures for consumers identified as tobacco users, during the period of admission up to 2 weeks into the Contractor’s Residential Treatment Program.
Contractor shall:
- • Assess for tobacco use at screening and intake, and use the “5A’s” model.
For individuals identified as tobacco users, a tobacco dependency diagnosis (in accordance with the DSM–5) shall be included in the
intake assessment summary.
- • Offer each consumer who uses tobacco, cessation assistance upon admission to residential treatment, and will ensure that every
consumer who receives Nicotine Replacement Therapy (NRT) enrolls with the Oklahoma Tobacco Helpline (OTH) for services and supports through
a faxed referral process.
- • Consultation between the consumer and the treatment professional shall determine to the appropriate level of nicotine
replacement product to be provided, and the duration of its use. Contractor shall purchase NRT for the period of admission up to two weeks
into the Contractor’s Residential Treatment Program.
- • Contractor will work with ODMHSAS Central Office staff to establish an appropriate workflow and process that enables
consumers the ability to access the OTH coaching sessions via phone.
- • Offer cessation informational materials and support groups for consumers wishing to engage in tobacco cessation
efforts during their stay in the Contractor’s Residential Treatment Program.
- • Submit a monthly report, including the following:
- • Number of people admitted into the Residential Treatment Program who identified as a tobacco user;
- • Number of people who received NRT;
- • Number of people who enrolled with the OTH for services and supports; and
- • Number of support groups offered for consumers wishing to engage in tobacco cessation efforts.
- • Acknowledge the receipt of the quarterly OTH fax referral report, and utilize this report information to ensure that the
Contractor’s list of individuals referred/enrolled in OTH matches.
- • Submit a properly completed invoice, no later than 30 days after the end of each month, and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided (ex: the dollars expended on NRT) and in accordance with the terms and conditions of this agreement.
- • Contractor shall not utilize funds for any activity not directly related to the
coordination of the Nicotine Replacement Therapy Project (NRTP).
- Advocacy – Peer Run Drop In Center
The ODMHSAS implements Peer Run Drop-In Centers (PRDIC) as part of their larger effort to create community based services
and supports that empower and promote holistic wellness and recovery for Oklahomans with mental illness, substance abuse, or co-occurring disorders.
Treatment services shall not be provided or housed at the PRDIC. Contractor shall:
- • Sustain and operate a PRDIC, in the area specified by ODMHSAS, for persons to engage with, in addition to (or rather than)
seeking treatment from clinical programs as a way for consumers to visit and seek support from peers, participate in social activities,
or simply relax and have fun.
- • Offer services on evenings, weekends, and holidays, when clinical mental health services might be unavailable.
- • Provide opportunities for connection, mutuality, and empowerment by planning and directing the drop-in center’s activities.
Participants may learn practical lessons about planning, budgeting, and working. More importantly, allow the participants the ability to develop a
sense of responsibility, self-worth, and ownership of their recovery. Rather than focusing on treatment of an illness, create space for the PRDIC to
stress personal values of recovery and self-determination.
- • Target adults ages 18 and above with serious mental illness (SMI), substance abuse, or co-occurring disorders,
who need and want community based, peer supports to assist with living a satisfying, hopeful, contributing life in the community of their choice.
Participants are individuals who may still have symptoms but wish to seek services outside of, or in conjunction with, the traditional mental health
and substance abuse service system. The services provided at the PRDIC are to be provided by people who have lived experience with their own mental
health, substance abuse, or co-occurring diagnosis and have experience in providing peer support and/or advocacy services. Participants may join the
PRDIC regardless of their service area.
- • Submit monthly reports to the Director of Peer Programming and Integration in a format determined by ODMHSAS.
- Advocacy – Special Population Outreach
Under the direction of the Director for Peer Programming and Integration,
Contractor shall provide outreach, support and consultation for youth and young adults in the Oklahoma City metro area, ages 13-26,
who may need services and assist them with accessing those services and developing community supports.
- • Contractor shall provide at least one full-time staff member and the resources needed to accomplish the following activities:
- • Conduct outreach activities, including street outreach to youth and young adults who may need but are not receiving services and support.
- • Refer and link youth and young adults to services available at the Contractor’s agency or other appropriate
community-based and health-related services.
- • Provide technical assistance, training, and consultation to interested community partners on topics such issues faced by
youth and young adults who identify as LGBTQ and ways to support them using curriculum provided by SAMHSA’s Addiction Technology Transfer
Network LGBT, or other approved by the ODMHSAS.
- • Provide a safe space, resources, and other needed materials necessary for the facilitation of education and support groups.
Topics include, but are not limited to: wellness, tobacco cessation, seeking safety, sexuality, substance abuse/use, self-esteem,
leadership skills, etc.
- • Conduct periodic surveys with youth and young adults participating in the program to measure interests and needs regarding services,
supports, events, programs, and activities available to them.
- • Provide supportive and consistent supervision of staff member(s) to ensure program success and that the needs of the
youth and young adults are being addressed appropriately and consistently.
- • Attend training, approved by ODMHSAS, specific to youth and young adult mental health and substance abuse population
to enhance knowledge and ability to provide outreach and education for this population.
- • The Contractor will provide quarterly reports that will include:
- • Outreach Activities: The number of youth and young adults contacted, number contacted who received referrals/linkages
and the locations they were referred/linked with;
- • Education and Support Groups: The number and type of groups held during the month, and the number of
participants who attended each group;
- • Training and Consultation Activities: The number of trainings/consults provided during the month, the name of the agencies who
received the training/consultation and a general description of training/consultation content;
- • Staff Development: The number of trainings referenced above that were attended by Contractor staff during the month; and
- • Survey Data: The aggregate information provided by the responses to the interest survey to be developed collaboratively with youth,
young adults, Contractor and the ODMHSAS.
Child, Youth, Young Adults, & Families
- Definitions
ABC – Attachment and Biobehavioral Catch-up
ABCC – A Better Chance Clinic
A-CRA – Adolescent Community Reinforcement Approach
Active Participant – a participant active in Family Drug Court at any point during the month of interest and whose information has been updated in DC Webs in the past 60 days including participants who may have graduated or have been terminated from the court during the month of interest. This also includes any participant that is absent without leave for less than 30 days.
ASI - Addiction Severity Index
Behavioral Health Crisis - Refers to an immediate significant disturbance of emotional, behavioral, or psychiatric functioning that is best served by an immediate response with the child and their caregivers.
BHA - Behavioral Health Aide as defined in Administrative Rule 450:1-1-1.1.
BISSS – Behavioral Intervention Services in School Setting
CADC - Certified Alcohol and Drug Counselor
Call - Refers to land line or mobile telephone calls into the Call Center from any family, youth, school, police, or other source requesting CMRS-Children’s Mobile Response and Stabilization Services for one or more children under 25 experiencing a behavioral health crisis. Available 24 hours a day, 7 days a week, 365 days a year.
CARE Project – Comprehensive Approaches to Recovery Enhancement Grant
CC — Care Coordinator
CCFF – Center for Children and Family Futures
CF – Celebrating Families – evidence-based program that is an intergenerational, family skills building curriculum
designed to support and maintain recovery from substance use and addiction; improve the health and well-being of children and
family members; and increase family reunification. The program strengthens family life and is comprehensive, developmentally
appropriate, and relevant for diverse cultures and includes all family members.
Children - any individuals between 0 and 21 years of age
CLAS – Cultural and Linguistically Appropriate Standards; national guidelines for providing culturally
and linguistically appropriate services
Components for Enhancing Clinician Experience and Reducing Trauma (CE-CERT)
- is to address the impact of secondary exposure produced by professional helping role with person who have experienced trauma.
It combines theoretical basis with operational skills to assist clinicians and supervisors in addressing the issue in the day to
day working milieu.
COS - Circle of Security
CPP - Child Parent Psychotherapy
CPS - Certified Prevention Specialist
CRA - Community Reinforcement Approach
Deferred Call – A call in which the family requests that an MRT respond face to face to the emergency
at a later time.
Early Childhood Mental Health Consultation (ECMHC) – A capacity building and problem solving intervention implemented in early childhood settings. A professional consultant with infant/early childhood mental health (ECMH) expertise develops a collaborative and reflective relationship with a consultee(s) within a program in order to enhance the quality of young children’s social and emotional affective environments. Consultation aims to strengthen the capacity of staff, families, programs, and systems to promote positive social and emotional development as well as prevent, identify, and reduce the impact of mental health problems among young children and their families.
ECMHC Advisory Committee – Committee comprised of representatives from Oklahoma State Department of Health Child Guidance Service (Warmline), OKDHS Child Care Services, and the ODMHSAS, including the Early Childhood Mental Health Consultant/Mentor and the Infant and Early Childhood Services Manager. This committee leads the activities of the ECMHC Network including training, support, review of consultant applicants and evaluation. The committee is tasked with the strategic plan for ECMHC and is aligned within the Oklahoma Infant and Early Childhood Mental Health State Strategic Plan.
ECMHC Network – Network of consultants across participating agencies as well as private practitioners
who meet qualifications to provide ECMHC.
Early Childhood Mental Health Consultant/Trainer (ECMHC/T) - A licensed mental health provider with expertise
in infant and early childhood mental health and experience providing consultation and support to providers in group care.
The ECMHC/T co-facilitates the ECMHC orientation and provides training, technical assistance and mentoring to consultants
within the ECMHC network to assure fidelity toward a best practice ECMHC model.
Embedded Care Coordinator - provides service coordination to youth identified in the child welfare system.
The Care Coordinator is responsible for comprehensive and intense coordination of behavioral health services for children in
custody who have complex psychosocial needs. Responsible for serving 8 to 10 youth at any given time. Provides, facilitates,
coordinates and follows up on behavioral health care that is based on the strengths, needs and cultural of the youth and shall
include family involvement.
Family Treatment Court Treatment Provider – service provider contracted by ODMHSAS to perform assessment
and treatment services to Family Treatment Court participants.
FEP – When people are early in their experience with symptoms of psychosis as defined in the DSM V
(excluding psychotic symptoms related to substance use or medical conditions) and early in their experience with treatment
FSP — Family Support Provider as defined in Administrative Rule 450:1-1-1.1.
GAIN - Global Appraisal of Individual Needs
GAIN SS - Global Assessment of Individual Need Short Screener
GPRA – the Government Performance and Results Act
Hours of Mobility - Refers to the hours for which CMRS-Children’s Mobile Response and Stabilization
Services providers are expected to provide the capacity for a mobile response in the community when necessary:
24 hours a day, 7 days a week, 365 days a year.
Infant and Early Childhood Mental Health Co-leads (also referred to as IECMH Co-leads) - ODMHSAS and OSDH
personnel responsible for providing leadership to support infant and early childhood mental health efforts
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
LBHP — Licensed Behavioral Health Professional as defined in Administrative Rule 450:1-1-1.1.
LMHP — Licensed Mental Health Professional as defined in Title 43A 1-103(11)
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
Manager of Infant and Early Childhood Services — one of the two Infant and Early Childhood Mental Health
Co-leads who also serves as the Project Director for the SOC² Grant and will serve as the primary point of contact between
the Contractor and the ODMHSAS.
MAT - Medication Assisted Treatment
National Wraparound Initiative (NWI) - The National Collaborative tasked with the development of nationally
recognized and accepted wraparound tools, training materials and standards.
OKDHS - Oklahoma Department of Human Services
OKFDC – Oklahoma Family Drug Court
Oklahoma Child Care Warmline – Statewide program that provides telephone support and consultation to child
care providers. Serves as the access point to request consultation services and maintains all data and information regarding
referrals to the network. The Warmline Coordinator oversees assignment of referrals to consultants in the network and assures
that referrals meet contract eligibility criteria.
ONIT – Oklahoma Now is the Time Initiative
O-YAY - Oklahoma Young Adults and Youth Initiative
PCIT - Parent Child Interaction Therapy
PFS – Pay For Success
Project LAUNCH (Linking Action for Unmet Needs in Child Health) – A grant program of the federal Substance
Abuse and Mental Health Administration, seeks to promote the wellness of young children birth to age eight. Project LAUNCH focuses
on improving the systems that serve young children with the goal of helping all children reach physical, social, emotional,
behavior and cognitive milestones. This grant was awarded to the Oklahoma State Department of Health (OSDH) with ODMHSAS as the
Early Childhood State Wellness Partner.
PRSS — Peer Recovery Support Specialist as defined in Administrative Rule 450:53.
QIC-CCCT – Quality Improvement Center for Collaborative Community Court Teams.
RA1SE NAVIGATE Early Treatment Program – Promising practice, coordinated specialty care approach created
by Dr. John Kane funded by the National Institutes for Mental Health. Recommended by SAMHSA for implementation by states.
This program was designed to treat people who are experiencing psychosis related to mental illness, specifically schizophrenia
and schizoaffective disorder.
SED - Serious Emotional Disturbance
SF – Strengthening Families / Strengthening Families Birth to 3 (SFP/SFP B23) – evidence-based family
skills training program found to significantly reduce problem behaviors, delinquency, and alcohol and drug abuse in children,
and to improve social competencies and school performance. Child maltreatment also decreases as parents strengthen bonds with
their children and learn more effective parenting skills.
SMI and SED (State and Federal Block Grant Definition) - Children with SED refers to persons from birth to
age 18 and adults with SMI refers to persons age 18 and over; (1) who currently meets or at any time during the past year has
met criteria for a mental disorder – including within developmental and cultural contexts – as specified within a recognized
diagnostic classification system (e.g., most recent editions of DSM, ICD, etc.), and (2) who displays functional impairment,
as determined by a standardized measure, which impedes progress towards recovery and substantially interferes with or limits
the person’s role or functioning in family, school, employment, relationships, or community activities.
System of Care (SOC) Best Practice Model - (as established by SAMHSA through the National Technical Assistance
Center for Children’s Mental Health) is a comprehensive spectrum of mental health and other support services which are organized
into a coordinated network to meet the multiple and changing needs of children and adolescents with serious emotional disturbance
and their families. It is youth guided, family driven, community based, needs driven and culturally competent. A local community
team, with significant parent representation and involvement, serves as the primary coordinating body regarding the needs of
children and families to be served.
System of Care: Strengthening Our CareNet (SOC²) — Grant awarded to the Department by the Substance Abuse and
Mental Health Services Administration (SAMHSA). A large focus of this grant is to improve access to and the quality of mental
health services for infants, young children, and their caregivers statewide.
T-ASI - Teen Addiction Severity Index
TFCBT – Trauma Focused Cognitive Behavioral Therapy
The ASAM Criteria - American Society of Addiction Medicine Patient Placement Criteria
Transition to Independence Process (TIP) - A best practice process developed by the National Network on
Youth Transition for Behavioral Health. It is a practice model for youth and young adults with emotional/behavioral difficulties
to: a) engage them in the planning process of their own future; b) provide them with developmentally-appropriate, non-stigmatizing,
culturally-competent, and appealing services and supports; and c) involve them and their families and other informal key players
in a process that prepares and facilitates them in their movement toward greater self-sufficiency and successful achievement of
their goals related to the relevant transition domains of employment/career, educational opportunities, living situation,
personal effectiveness and wellbeing, and community-life functioning.
Trauma-Focused Cognitive Behavioral Therapy - An empirically supported treatment for traumatized children.
The goal of Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) is to help address the unique biopsychosocial needs of
children who have significant behavioral or emotional problems that are related to traumatic life events, and their parents
or primary caregivers. It combines trauma-sensitive interventions with cognitive behavioral therapy.
Triage of calls - Refers to the process of collecting information from callers to determine if
an emergency response is required and facilitating the proper response.
Warmline Transfer - Refers to the act of establishing a three-way conference call including the caller,
the crisis call specialist, and the CMRS-Children’s Mobile Response and Stabilization Services provider followed by the
crisis call specialist dropping out of the call after having made introductions and transferring relevant information to the
caller and the CMRS-Children’s Mobile Response and Stabilization Services provider.
Wraparound - The high fidelity Wraparound process is a way to help families with complex needs stay connected as a
family and to help the child stay in the community. It empowers the child and family to learn how to utilize natural and formal
supports successfully. The Wraparound process is driven by the family and their team of natural and formal supports.
YAT - Young Adults in Transition that are between the ages of 18-25
Young Adults - any individuals between the ages of 16-25.
Young Children – Children age 0-5 and/or their caregivers.
Youth - any individuals between the ages of 13-17
- Child, Youth, Young Adults & Families Fixed Rate Services
- Child, Youth, Young Adults & Families – Child Early Intervention Services
Contractor shall furnish the necessary resources to provide appropriate early intervention services to children in the State of Oklahoma. Early intervention services is a school-based sanctioned service to children who are, or who have been, using or abusing substances, and/or those at risk such as children impacted by a family of addiction and/or have one or more of the following: early sex, chemical/substance use, drop in grades, change in friends, change in appearance (clothes, hygiene, etc.), sudden mood changes, discipline problems, problems with the law, family argument or withdrawing from family, absences, truancy, and increased tardiness. Services are for the purpose of assisting children in the identification of personal substance use problems and developing motivation for corrective action which may include screening and therapeutic education on substance use; brief family counseling; and evaluation to guide referral and assistance with therapeutic linkages. School-based services may be provided at the school or in the community and be provided by substance use treatment or prevention professionals or staff working toward certification or licensure in one of the following disciplines: CPS, CADC, or LBHP. Only LBHPs are allowed to provide psychotherapies.
WORK REQUIREMENTS:
- • Contractor shall utilize evidence-based strategies in all aspects of the program;
- • Contractor shall possess a service agreement with each school where early intervention
services are provided;
- • Contractor shall obtain and maintain a file of parental permission slips for children involved
with early intervention services;
- • Contractor shall provide services that are culturally-responsive to the children’s needs
and their family environments;
- • Contractor shall document and maintain files on services provided to children grades K through 12 who are eligible
for early intervention services;
- • Contractor shall receive self-referrals or referrals through the school;
- • Contractor shall provide early intervention services to or on behalf of a specific student which are limited to
10 paid hours per contract year and shall be reported as identified by ODMHSAS;
- • Contractor shall utilize individual, family, or groups of up to 10 students to provide services to those entering
the early intervention services; and
- • Early intervention staff will attend 16 hours of substance use-related
continuing education training.
PERFORMANCE MONITORING:
- • Contractor shall provide the aggregate outcomes for all students served annually to ODMHSAS’s designated Field Services Coordinator by June 25th for the preceding contract period including, but not limited to the following:
- • The total number of students who received early intervention services under
this Contract;
- • The number of these students returning to school or who graduated;
- • The number of these students who did not complete their current grade or graduation
because they dropped out;
- • The number of students referred to the school’s student assistance program for
additional referrals
- • The number of students who left school prematurely due to other causes;
- • The age, race, gender, and grade level of each student served; and
- • The school names and names of cities.
- • Early intervention staff will provide documentation of attendance at 16 hours of related continuing
education training.
- Child, Youth, Young Adults & Families – Child Outpatient Substance Abuse Treatment Services
Contractor shall provide trauma-informed therapeutic services in an outpatient setting to assist children, youth, and young adults in developing skills to cope with substance use/dependency and co-occurring issues. These services will assist in increasing the global assessment of functioning score; improving the educational skill level; improving family relationships; and improving the cooperation among peers/ adults, and life/social skills. The contractor shall work to ensure that services offered are in collaboration with ODMHSAS Systems of Care contracted services.
WORK REQUIREMENTS:
- • Contractor shall provide services that are evidence-based or promising practices designed for children, youth and young adults up to age 21. All services rendered shall be in concordance with the Systems of Care initiative for treatment of children, youth, and young adults.
- • Contractor shall provide services inclusive of Systems of Care principals that include formal and natural supports of the individual being served, including but not limited to family, school, child welfare, and criminal justice, as evidenced by reports received from external entities and correspondence (e.g., progress notes and court reports provided by the provider agency and to include a monthly team meeting with any supports involved in an individual accessing services.
- • Contractor shall work with ODMHSAS Systems of Care division and partners to develop and create a process for an online referral system for children, youth and young adults accessing substance abuse or co-occurring services to ensure that youth and families receive easy access to mental health services and supports; evaluation, assessment and treatment.
PERFORMANCE MONITORING:
- • CContractor shall provide documentation that staff rendering services have received training annually within the calendar year specific to children, youth, and young adults as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches for treatment of substance use, co-occurring disorders specific to children, youth, young adults and family systems, Family dynamics and family therapy, Sexual and Physical Abuse, trauma, Children and adolescent growth and development, use of strength based treatment modalities that are consistent with the systems of care values, trauma informed services for children, psychopharmacology, cognitive impairments, healthy boundaries, self-care, ethics.
- • Contractors shall ensure individuals fulfilling the terms of this contract shall attend and trainings required by ODMHSAS Systems of Care. The contractor will follow all mandatory guidelines of Oklahoma Systems of Care.
- • Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Report on the ODMHSAS information system, in accordance with ODMHSAS policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in Compensation section of the Contract.
- Child, Youth, Young Adults & Families – Child Residential Treatment
Contractor shall provide trauma-informed therapeutic services in a residential setting and provide a safe environment to children in order to allow them to develop skills to cope with substance use and co-occurring issues.; improving the educational skill level; improving family relationships; and improving cooperation among peers and adults and life and social skills.
WORK REQUIREMENTS:
- • Treatment Services:
- • Contractor shall provide services that are evidence-based or promising practices designed for children.
- • Contractor shall provide services that involve the multiple systems impacting children including, but not limited to, family, school, child welfare, and criminal justice, as evidenced by reports received from external entities and correspondence (e.g., progress notes and court reports provided by the provider agency);
- • Contractor shall provide trauma-informed services specific to child trauma issues, as evidenced by program curriculum including but not limited to Seeking Safety;
- • Contractor shall maintain staff that are trained and provide Evidence Based Practices such as Adolescent Community Reinforcement Approach, Cognitive Behavioral Therapy, Motivational Interviewing, Motivational Enhancement Therapy as evidenced by training certificates.
- • Contractor shall provide documentation that direct care and educational staff have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Trauma-informed care;
- • Child growth and development;
- • Child substance use disorder;
- • Conflict resolution;
- • Healthy boundaries;
- • Ethics; and
- • Self-care.
- • Contractor shall provide documentation showing therapeutic service-rendering staff have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Child growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries; and
- • Self-care.
- • Contractor shall provide culturally-sensitive services for children with distinctive treatment needs including, but not limited to:
- • Children in the juvenile justice system;
- • Children in the child welfare system;
- • Children with serious emotional disturbances;
- • Children receiving special education services from the school system;
- • Children with sexually-related conflicts;
- • Children with co-occurring mental health and substance use disorders; and
- • Children who are homeless or precariously-housed.
PERFORMANCE MONITORING:
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- Child, Youth, Young Adults & Families – Child Therapeutic Academic Services
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting this alternative school in providing therapeutic, accredited academic services. This program provides accredited academic services in a therapeutic environment Monday through Friday. Staff is trained on the impact of substance use on children and families. The overall goal of the program includes establishing therapeutic accredited academic services within the alternative education system to reduce academic drop-out rates related to substance use. The objectives include increased school attendance; increased graduation; and decreased suspension or expulsion from school.
WORK REQUIREMENTS:
- • Contractor shall provide therapeutic, accredited academic services daily, Monday through Friday, throughout the school calendar year.
- • Contractor shall provide and document community referral information for recommended services for children served by the program.
- • Contractor shall provide documentation that staff rendering services have received training annually within the calendar year specific to children as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Child growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments; and
- • The impact of substance use on children and families.
- • Contractor shall provide services that are culturally-responsive to the children’s needs and their family environments.
- • Access to services:
- • In determining a consumer’s initial and ongoing eligibility for any service, Contractor may not exclude an individual based on the following factors;
- • The consumer’s past or present mental health issues, including use of prescribed medications for such, substance use issues, or co-occurring disorder issues;
- • The presumption of the consumer’s inability to benefit from treatment;
- • The specific substance used by the consumer;
- • The consumer’s continued substance use; and
- • The consumer’s level of success in prior treatment episodes.
- • Integrated Services:
- • Contractor shall document the provision of formal integrated screening, assessment, and treatment for persons who have co-occurring mental health and substance use disorders according to ODMHSAS requirements;
- • Contractor shall document the ability to recognize and report the prevalence of co-occurring disorders by reporting as identified by ODMHSAS; and
- • Contractor shall document the means to refer or link individuals to appropriate services.
- • Persons served:
- • Services eligible for payment pursuant to this Statement of Work listed and defined in this document shall be delivered to persons presenting with substance use or co-occurring related problems, including family members and significant others of consumers, when appropriate, to support the primary consumer’s recovery;
- • Incarcerated persons (those in penal or correctional institutions) shall not be served, unless they are specifically identified in the Compensation Section of this Contract as a population to be served; and
- • Contractor shall give preference in admissions to the following target groups during the course of this Contract and in the following priority order:
- • Pregnant women that inject drugs;
- • Pregnant women with substance use issue;
- • Individuals that injecting drugs;
- • Women with dependent children; and
- • Persons with HIV/AIDS or Hepatitis C.
- • Tuberculosis services:
- • Contractor shall develop policies and procedures for the implementation of TB services and documentation of services or referrals for each consumer;
- • Contractor shall directly or through arrangements with other public or non-profit private entities routinely make available TB services to each individual receiving treatment for substance use. TB services means:
- • Counseling the individual with respect to TB;
- • Testing to determine whether an individual has contracted such disease;
- • Testing to determine the appropriate form of treatment for the infected individual; and
- • Referring or providing such treatment to the infected individual.
- • Contractor shall implement infection control procedures established by the Centers for Disease Control, which are designed to prevent the transmission of TB, including the following:
- • Screening of the consumers;
- • Identification of those individuals who are at high risk of becoming infected;
- • Meeting all state reporting requirements while adhering to federal and state confidentiality requirements; and
- • Providing case management services to ensure that individuals receive such TB services.
- • Treatment services:
- • Contractor shall ensure that all services are assessment driven and individualized to meet the needs of the person served;
- • Contractor shall use the current edition of the Addiction Severity Index (ASI), or a Teen Addiction Severity Index (TASI) and shall be administered at admission, six month review and at discharge (unless discharge occurs within 7 days of admission or is unplanned). All staff administering the ASI and the TASI must be a Licensed Behavioral Health Professional (LBHP) as defined in Oklahoma Administrative Code Title 450 Chapter 1. Starting July 1, 2014, all staff administering ASI must maintain documentation demonstrating successful completion of ASI training provided by an ODMHSAS-certified trainer no less than every five (5) years; and
- • Contractor shall use the current edition of the American Society of Addiction Medicine Patient Placement Criteria (ASAM PPC) to determine the level of care for consumers. These criteria shall be used upon admission, continued care, and discharge. All staff administering ASAM must be a Licensed Behavioral Health Professional (LBHP) as defined in Oklahoma Administrative Code Title 450 Chapter 1. Starting July 1, 2014, all staff involved in level of care determinations must maintain documentation demonstrating successful completion of ASAM training provided by an ODMHSAS-certified trainer no less than every five (5) years.
PERFORMANCE MONITORING:
- • Contractor shall report the aggregate outcomes for all students served annually to ODMHSAS’s designated Field Services Coordinator by June 25th for the preceding contract period.
- • The total number of students who were assessed for services;
- • The total number of students who received services under this Contract;
- • The number of these students returning to school or who graduated;
- • The number of these students who did not complete their current grade or graduation because they dropped out
- • The number of students referred to the school’s student assistance program for additional referrals.
- • The number of students who left school prematurely due to substance use-related issue and other causes; and
- • The age, race, gender, and grade level of each student served.
- • Contractor shall document compliance with all Contract requirements in a way that allows ODMHSAS to monitor such compliance. Contractor shall only destroy such documentation upon permission received from ODMHSAS.
- • Contractor shall maintain national accreditation throughout the term of this Statement of Work.
- • ODMHSAS will monitor service quality utilizing National Outcome Measures indicators and domain ratings from the ODMHSAS Customer Survey. Contractor shall be evaluated according to the Substance Abuse and Mental Health Services Administration’s (SAMHSA) National Outcome Measures, as follows:
- • Reduced morbidity (for substance use - abstinence from drug and alcohol use, including decreased use of substance of abuse, nonuser stability, increasing perceived risk, increasing disapproval, and increasing age of first use; and for co-occurring disorders - decreased mental illness symptomatology);;
- • Employment/education (getting and keeping a job; workplace drug and alcohol policy; reduction in alcohol, tobacco, and other drug suspensions and expulsions from school; or enrolling in, staying in school, or completion of education);
- • Crime and criminal justice (decreased criminality, incarcerations, and alcohol-related car crashes and injuries);
- • Stability in housing (increased stability in housing);
- • Social connectedness (family communication about drug use, increasing social supports and social connectedness);
- • Access and capacity (increased access to services and increased service capacity);
- • Retention (for substance use - increased retention in treatment, access to prevention messages, evidence-based programs and strategies; for co-occurring disorders - reduced utilization of psychiatric inpatient beds);
- • Perception of care (consumer satisfaction; stakeholder input);
- • Cost effectiveness; and Use of evidence-based practices; and
- • Use of evidence-based practices.
- • Contractor shall report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Services shall be billed in 6-hour increments only after the identified consumer has received 6 hours of therapeutic, accredited service.
- Child, Youth, Young Adults & Families – Child Trauma
Contractor shall furnish the necessary resources to provide trauma informed and trauma specific services to children who have experienced trauma.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide the following:
- • Services to promote the early identification of mental health and substance use needs and treatment for children (under the age of 18) who have experienced trauma. Criteria for services must include both the identification of the traumatic event and associated symptomology; or in cases of early intervention, the identification of the recent traumatic event and reason for services. Any therapies utilized must be research-based or promising practices. Specific interventions utilized shall be noted in the client’s clinical record. Trauma specific clinical services must be provided by a Licensed Mental Health Professional or Licensed-Eligible Mental Health Professional without prior approval by the Department. Additional support services to the child and family may be provided by any level of appropriate staff when applicable.
- • Children with a serious behavioral disturbance shall be referred to the local Systems of Care, if one exists.
- • If needed, referrals to other services in the community will be made throughout the process from intake to termination.
- • Groups may not be billed under Child Trauma, without prior approval by the Department.
- • Any clinical staff providing direct services, shall complete the online Trauma Focused – Cognitive Behavioral Therapy (TF-CBT) training within 90 days of hire or completion of their probation and a copy of the certificate of completion should be kept in the employees file. Then within a reasonable time core staff should attend the live Introduction to TF-CBT training provided by the Department through the University of Oklahoma Health Science Center.
- • After completion of the live TF-CBT training, clinical staff must participate in consultation calls a minimum of twice a month for 6 months. During this time they must staff a case through to completion, or continue the bimonthly calls until able to do so.
- • It is then expected that therapists utilizing the TF-CBT model shall continue developing their skills by attendance of TF-CBT webinars, trainings on assessment, advanced TF-CBT, and special topics in child trauma treatment that are also provided.
- • Clinicians who have completed the requirements are expected to apply for national certification.
- • Supervisors will be expected to participate in a semiannual supervisors call.
- • All staff, regardless of role, licensure, or certification participating in this program, shall complete trauma-informed training(s) as identified by the Department. This is to include at a minimum the free 3-hour e-learning “Trauma is Just the Beginning”.
- • The Contractor shall accept referrals from at least one other child-serving organization in the community. This shall include the local child advocacy center, family justice center or child abuse and neglect response team, if one exists.
- • The Contractor must secure affiliate agreements with appropriate community partners. Such agreements shall indicate a willingness by the community partners to complete any community satisfaction surveys conducted by the Contractor or the Department regarding the services to be provided.
- • The Contractor is encouraged, as resources allow, to screen adult family members of the children with mental health needs being served and refer them to local mental health or substance use services providers, as applicable.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department.
- • Client data and services reported to the Department shall include identifying information about the children and their parent(s) and information to link the child and parent.
- • Contractor shall be trained in and utilize the child trauma measures identified by the Department for screening and assessment, at a minimum at intake, treatment plan updates, and discharge.
- • Contractor shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure portion of the CATS.
- • The CATS is to only be administered by clinical level staff without prior approval by the Department. At minimum staff should complete the CATS administration eLearning, and attend the live Assessment and Support training as available
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child, youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment , then the child and family should be offered trauma-specific services.
- • The CATS should be administered at a minimum of each treatment plan update and at termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout the course of treatment.
- • Initial screen (positive or negative), including scoring for positive exposure screens, and additional screenings as indicated at treatment plan update and discharge, shall be reported on the CDC as per protocol.
- • The Contractor shall report to the Department specific data outcomes identified by the Department.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, and employee records showing appropriate training, credentials, and participation in consultation calls.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • The Department may conduct eligibility and service verification reviews on a random basis. Subsequent payments may be decreased according to the applicable Department rate schedule if ineligible individuals are reported and provided services based on ODMHSAS funding or if service delivery cannot be verified in the client’s clinical record. A verification rate of less than eighty-five percent (85%) is ground for contract termination.
- Child, Youth, Young Adults & Families – Children's Regional Crisis
- Child, Youth, Young Adults & Families – Family Self-Sufficiency Program
This Contract is to assist families with creating a stable home environment in an effort to reduce out-of-home placement, increase school attendance, and reduce or mitigate contacts with law enforcement for the SED child(ren) within the family.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to administer the Family Self Sufficiency Program.
- • The program is a time limited (12 months or less) housing program for families of children with SED. The program is for:
- • Homeless families;
- • Families at risk of losing housing; or
- • Families in crisis.
- • The program shall assist families to create a stable home environment, and with establishing residential stability and increased economic self- sufficiency.
- • The program shall incorporate elements of a system of care for SED families including:
- • Blended funding;
- • Wraparound services;
- • Collaboration with other service providers; and
- • Strengths-based, family-directed plans and services.
- • The service must be reported for the child with SED.
PERFORMANCE REQUIREMENTS:
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor, as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment Services
Contractor shall provide trauma-informed therapeutic services in an outpatient setting. Contractor shall provide therapeutic services to assist participants and families in developing skills to cope with substance use, dependency, and co-occurring issues. These services will assist in increasing the global assessment of functioning score, educational skill level and improving family relationships, parenting skills, coping skills, and life and social skills.
WORK REQUIREMENTS:
- • Treatment Services:
- • Contractor shall provide services that are evidence-based or promising practices that are individualized and designed for participants, caregivers, and families.
- • Contractor shall provide services that involve the multiple systems impacting participants including, but not limited to, family, OKDHS, and criminal justice, etc., as evidenced by reports received from external entities and correspondence (e.g., progress notes and court reports provided by the provider agency).
- • Contractor shall ensure that that children, parents, and family members receive comprehensive services that meet their assessed needs and promotes sustained family safety, permanency, recovery, and well-being. This includes high quality substance use and co-occurring treatment.
- • Contractor shall ensure that the parent, child, and family treatment plan is based on individualized and assessed needs and strengths and is provided in a timely manner including concurrent treatment of mental health and physical health.
- • Contractor shall provide services that are trauma responsive and informed, include family members as active participants, and are grounded in cross-systems collaboration and evidence-based or evidence-informed practices implemented with fidelity.
- • Contractor shall provide documentation that staff rendering services have received training specific to families as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Trauma-informed services;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries;
- • Self-care; and
- • Confidentiality and ethics.
- • Contractor shall provide assessment services and level of care to individuals referred by the Family Treatment Court (FTC) Team for the purposes of determining program eligibility and treatment need. This assessment shall minimally:
- • Be completed prior to the FTC Team determination of eligibility, prior to graduation, at the point of any significant life change, and prior to revocation in order to determine appropriate level of care.
- • Include administration of an ASI or T-ASI, assessment for stages of change, and utilization of the ASAM PPC-2R, and any other assessment completed to ascertain treatment eligibility and need.
- • Contractor shall alternate insurance coverage and bill such source if applicable for outpatient substance use services provided to Drug Court participants unless written authorization has been granted by ODMHSAS.
- • Contractor shall alternate insurance coverage and bill such source if applicable for outpatient substance use services provided to Treatment Court participants unless written authorization has been granted by ODMHSAS.
- • Contractor shall be a designated member of the FTC Team, sharing the common goal of decreasing recidivism and increasing treatment utilization for participants of the program. Contractor shall communicate with the Family Treatment Court Team by:
- • Providing the FTC Team with a written interpretive summary of assessment results and treatment needs within 10 business days of assessment.
- • Attending meetings with the FTC Team minimally two times per month and provide ongoing documentation regarding participants’ progress toward individualized treatment plan goals and ongoing assessment of participant needs to FTC Team
- • Advocating for therapeutically-effective incentives, sanctions, and any other interventions.
- • ODMHSAS discourages the Contractor from being a party to scheduling, administering, and otherwise being involved with drug testing practices. Contractor shall obtain written approval from the ODMHSAS Senior Program Manager for Family Treatment Court or designees by requesting permission, within 30 days of contract award, to schedule and administer tests. This request shall include:
- • Justification of need to provide service to FTC program.
- • Contractor and staff’s role in scheduling and administering drug testing;
- • A list of staff scheduling and administering drug tests. (Staff shall not include clinician-rendering services to the identified participant.)
- • Policy and procedure on chain of custody of specimen.
- • Costs to agency associated with drug testing.
- • Policy and practice of collection of fees. This information shall include collection breakdown of all fees, how the fees were collected, and which party paid fees (participant, insurance, etc.). This policy shall be in compliance with Section 5 - Compensation.
- • Contractor shall assist with development of FTC policy and procedures and participant handbooks providing input for revisions, annually at a minimum.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offering a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
PERFORMANCE MONITORING:
- • Contractor shall provide the FTC Coordinator with all information necessary to complete program evaluations requested by ODMHSAS. This includes, but is not limited to, assessment results, participant-identifying information, diagnostic impressions, and service referrals. ODMHSAS will review information submitted by FTC Coordinator minimally on a quarterly basis.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • FTC participants shall be served regardless of income level. Contractor’s requests for compensation under this Contract to ODMHSAS shall be in compliance with ODMHSAS eligibility standards and shall be reported as identified by ODMHSAS.
- Child, Youth, Young Adults & Families – RA1SE NAVIGATE
The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Substance Abuse and Mental Health Services Administration (SAMHSA) to implement the Recovery After an Initial Schizophrenia Episode (RA1SE) NAVIGATE Early Treatment Program and serve individuals experiencing First Episode Psychosis (FEP). The ODMHSAS will support Contractor in developing and implementing an integrated array of services and supports for persons ages 16-30, who have experienced their first episode of psychosis within the last two years and meet the Federal Block Grant and State definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED), as they transition to adulthood.
Persons served with this funding will experience an increase in: 1) stable housing; 2) a job with a living wage; 3) continued education and meeting educational goals; 4) dependable transportation; 5) linkages to community resources; 6) number of days sober and drug free; 7) improved relationships with family and others; and 8) wellness and recovery as measured by decreases in symptoms and increases in activities that support mental and physical well-being. Those with a history of engagement with law enforcement will experience a decrease in number of arrests. Those who are on psychiatric medications will be monitored for prescription adherence and side effects.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and implement the RA1SE NAVIGATE Early Treatment Program, to include the following:
- • Provide a Team Leader devoted at a minimum of .5 FTE who will also serve as the Family Therapist devoted at a minimum of .5 FTE.
- • Maintain a minimum of 1 FTE Individual Placement and Support (IPS) Supported Employment and/or Education Specialist with average caseload of 20-25.
- • Employment Support Services shall include, but not be limited to: prevocational training, job development, job placement, on-the-job training and support. The services provided will be based on individual consumer need and choice. Staff can receive IPS training through ODMHSAS.
- • Provide recovery support specialist services, with a minimum of .5 FTE.
- • Provide psychiatric services with a minimum of .03 FTE.
- • Contractor shall furnish the necessary resources to develop and implement an evidenced based, or promising practice, for individuals experiencing FEP.
- • Participate in Department data collecting and reporting for performance assessment.
- • Maintain linkage with ONIT staff and advisory team, and linkage with the outreach and engagement team for Navigate.
- • Utilize outcomes reports generated by the ODMHSAS for continuous quality improvement.
- • A minimum of 50% of these funds shall be allocated for those being served through the NAVIGATE program.
PERFORMANCE MONITORING:
- • Contractor shall report services in the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of the contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- Child, Youth, Young Adults & Families Government/Professional/Sole Source Services
- Child, Youth, Young Adults & Families – A Better Chance Family Treatment Court (OUHSC)
Contractor shall furnish the necessary resources to implement Attachment and Biobehavioral Catch-up (ABC) and Parent Child Interaction Therapy (PCIT) for the Oklahoma County Family Treatment Court (OKFTC) participants, their children, and caregivers to improve parent infant and child bonding.
WORK REQUIREMENTS:
- • Contractor shall provide direct care services to OKFTC referrals and their families, as appropriate, and collaborate with referring OKDHS personnel as described in this Statement of Work. With proper consents for the release of confidential information, collateral information shall be gathered, assessed, and incorporated in the assessment and treatment planning processes.
- • Contractor shall receive faxed referrals from the OKDHS workers in the OKFTC and the contractor will then schedule the appointment with the child and or family. The contractor will relay this appointment information to the OKDHS worker who made the referral and to the DHS Supervisor of the FTC.
- • Contractor shall designate at minimum two (2) staff members to provide ABC and PCIT services at least part time.
- • Contractor shall designate staff to participate in ABC training as needed. This will include having staff training in both the ABC-Infant and ABC-Toddler versions of the training.
- • Contractor shall utilize funds to provide ABC pre/post session video coding with ABC Training Consultant.
- • Contractor shall furnish the necessary resources to provide the following services:
- • Create treatment plans, in conjunction with the families, for children served in the ABC Clinic programs
- • Provide in home ABC services to those families in the OKFTC that qualify in order to help caregivers re-interpret children's behavioral signals so that they provide nurturance even when it is not elicited.
- • Provide phone consultation at minimum one time monthly with members of the OKFTC team including but not limited to the OKFTC DHS Caseworkers, OKFTC Coordinator, and OKFTC Children’s Attorney to discuss needs related to assessment, referrals, treatment, and follow-up care of children of OKFTC participants.
- • Contractor shall be a designated member of the OKFTC Team, sharing the common goal of decreasing recidivism and increasing treatment utilization for participants of the program. Contractor shall communicate with the OKFTC Team by:
- • Providing the OKFTC team a completed assessment report and treatment needs within 4 weeks of conducting assessment.
- • Attending meetings with the OKFTC Team minimally two times per month to address the following:
- • Provide an update on any new children who have been assessed since the last court date.
- • Discuss potential children in need of treatment services.
- • Provide documentation regarding the progress of the child and/or family toward individualized treatment plan goals.
- • Provide assessment of a child/family’s continued needs to the OKFTC Team.
- • Contractor shall designate at minimum one (1) staff member involved with the FTC to attend ODMHSAS designated trainings and conferences to enhance services to OKFTC families and children.
- • Including, but not limited to, the National Drug Court Conference, the Children’s Behavioral Health Conference, the Prevention and Recovery Conference, the Specialty Court Conference, the annual Zero to Three Conference, and the annual Quality Improvement Center for Collaborative Community Court Teams (QIC-CCCT) Grant Initiative mandatory All-Sites Meetings in Orange County, California.
- • Contractor shall provide the services, supports and resources needed under the Comprehensive Approaches to Recovery Enhancement (CARE) Grant Project.
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to the Sr. Manager of Family Treatment Court Programs no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Child, Youth, Young Adults & Families – Child Basic SFP/CFP - SA
Contractor shall furnish the necessary resources to implement the Strengthening Families (SF) and/or Celebrating Families (CF) program for a designated service area, children, and caregivers to enhance existing fixed rate services to improve permanency, enhance safety, and increase the well-being of participants and their families. Contractor shall serve counties designated by the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate a Site Coordinator for each location that is facilitating rounds of SF and/or CF.
- • Provide the county, Site Coordinator name, e-mail address, and telephone number of each Site Coordinator to ODMHSAS designees through e-mail at sfpcfp@odmhsas.org no later than August 1st of the contract year.
- • Designate staff and volunteers to be trained, as prescribed by the model, to facilitate participate SF and/or CF programming.
- • Email an itemized budget to ODMHSAS assigned designees at sfpcfp@odmhsas.org by June 15th for approval. This itemized budget should be on the CF/SF budget template provided to you by ODMHSAS and be specific to each county providing SF and/or CF programming. This budget shall include local travel, supplies and contracts for transportation, food, and additional service providers or treatment services not able to be obtained through another means.
- • Notify the ODMHSAS assigned designees at sfpcfp@odmhsas.org of any changes in the agency that would have a direct impact on this contract (e.g., change in Site Coordinator, change in approved SF and/or CF budget or number of cycles, facility move, etc.).
- • Utilize flexible funding to provide child care, transportation, and incentives to family members for participation in and/or completing required pre/post test documents.
- • Provide a minimum of 2 cycles of SF or CF per contracted county.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are available via a direct link which ODMHSAS will provide you.
- • The Administrative Survey shall be completed within one month following the end of the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Contractor shall complete an annual report, due no later than the 30th of June and submit to an ODMHSAS designee through email at sfpcfp@odmhsas.org. A separate annual report will be completed and representative of each county where contractor held SF/CF programming. This report shall include but not be limited to the following:
- • Narrative detailing the successes and barriers experienced while implementing the model(s) over the previous year;
- • Number of current site staff/volunteers holding SF/CF Group Facilitator certification;
- • Number of current site staff/volunteers holding CF Train the Trainer certification;
- • Total number of referrals for SF/CF received over the previous year;
- • Total numbers served over the previous year;
- • Total number of families served;
- • Total number of adults served;
- • Total number of children 0-3 served;
- • Total number of children 4-17 served;
- • Information on each cycle run over the previous year;
- • Beginning and ending dates of each cycle;
- • Which program was run (i.e.: SF/CF/0-3);
- • Name and role of staff/volunteers who participated in each cycle;
- • Total number of individual participants discharged from the programs before completion of program; and
- • Total number of individual participants graduated from the programs.
SF/CF Site Coordinator shall:
- • Assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Organize and schedule the SF and/or CF program and ensure all materials are ordered and disbursed to program staff.
- • Ensure staff/volunteers facilitating model are trained in SF and/or CF by an ODMHSAS approved trainer or training.
- • Ensure the facilitation of both the Administrative Survey and the Parent Survey is completed and entered via the link, every round of SF/CF.
- • Maintain records of certifications for fidelity reviewing purposes.
- • Ensure accurate record keeping for annual reporting purposes.
- • Completion and submission the annual report for assigned site.
- • Strive to meet program fidelity while implementing SF and/or CF models.
- • Site Coordinator of outpatient programs shall work to engage and enhance child welfare, faith based, and other community partnerships (i.e. volunteer, donation, referral). A plan to engage/enhance these partnerships will be developed and submitted to ODMHSAS designee via email at sfpcfp@odmhsas.org by August 1st of the contract year.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contract through receiving timely updates of data once distributed by ODMHSAS and OU E-Team, and receiving the budget.
- • ODMHSAS will conduct an annual contract utilization review to ensure funding is being expended in a timely manner.
- • ODMHSAS will review end of cycle and annual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • With proper notification ODMHSAS has the right to conduct on site fidelity reviews as needed.
COMPENSATION:
- • Contractor shall submit invoices by the 15th of the current month for the previous month (i.e. April invoicing must be submitted by May 15th).
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Equine Assisted Therapy
Contractor shall furnish the necessary resources to provide appropriate Equine-Assisted Psychotherapy to children in the State of Oklahoma. Equine-Assisted Psychotherapy shall be implemented according to standards set forth by a national certifying body to meet the needs that will effect fundamental personal change in the children.
WORK REQUIREMENTS:
- • Contractor shall provide services designed by a national certifying body for Equine-Assisted Psychotherapy for children, recognizing the unique opportunity to modify risk factors that are still active and not yet complete in their influence on development. These services shall be documented in Contractor’s policy and procedures.
- • Contractor shall ensure Equine-Assisted Psychotherapy is identified on the schedule and documented in progress notes.
- • Contractor shall provide Equine-Assisted Psychotherapy for children who will benefit from this therapeutic approach as evidenced by curriculum.
- • Contractor shall provide documentation on the appropriateness of this treatment for the individual child and family members, as evidenced by progress notes, service plan, or assessment.
- • Contractor shall create and make available a satisfaction survey for Equine-Assisted Psychotherapy services to all individuals benefitting from this service including, but not limited to, parents, siblings, and other individuals involved in treatment and include results in quarterly report.
- • Contractor shall create a quarterly report on all expenditures and activities, and how many individuals benefited from this contracted service.
- • Contractor shall provide services that are culturally-responsive to the children’s needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall ensure Equine-Assisted Psychotherapy is identified on the schedule and documented in progress notes.
- • Contractor shall document training provided for all levels of staff working with the Equine-Assisted Psychotherapy program related to, but not limited to, safety protocol and procedures, therapeutic relationships, and any other areas required by a national certifying body.
- • Contractor shall submit a quarterly report including expenditures, activities, and survey results to the designated ODMHSAS’s Field Services Coordinator for Tulsa Boy’s Home.
- Child, Youth, Young Adults & Families – Evaluation Services – OKFTC CARE Grant (UConn)
INTRODUCTION:
- • Contractor shall provide evaluation related to the Oklahoma County Comprehensive Approaches to Recovery Enhancements (CARE) Grant.
DEFINITIONS:
- • CARE – Comprehensive Approaches to Recovery Enhancements
- • Evaluation - Activities centered around assessing the impact of the Comprehensive Approaches to Recovery Enhancements (CARE) Grant related interventions on the target population, uploading required data elements to federal funding source agency, participation in conferences and grantee meetings as is required, serving on grant related steering/leadership committees, providing assistance to ODMHSAS evaluator in developing database, qualitative assessment of program implementation and operational issues, cost analysis, and providing documentation of evaluation related activities for semi-annual reports.
- • Project - Those activities taking place as part of the CARE Grant.
- • OKFDC – Oklahoma County Family Drug Court
- • Funder - Refers to the Department of Health and Human Services, Substance Abuse and Mental Health Services funding award 1H79TI080293.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor will design, develop, and implement the Comprehensive Approaches to Recovery Enhancements (CARE) Grant evaluation plan, in collaboration with ODMHSAS evaluation specialists and the funding source. The goal of this evaluation is to determine the impact of the CARE project on permanency and safety outcomes for children in foster care. It is the intent of the evaluation to compare the child welfare experience of OKFDC kids to a comparison group of kids within the same county who were placed in foster care for similar reasons but did not receive OKFDC/CARE services.
- • Outcome measures will include examination of time to reunification, reentry rates, and differences in permanency type.
- • The measurement of process variables derived from an AOD treatment perspective include: addiction severity at initiation and completion of OKFDC, time to entering treatment from date of child welfare referral, intensity of treatment services, completion rates of treatment, days of sobriety at completion of OKFDC, and episodes of returning to AOD use.
- • To the extent possible, the principal investigator will measure confounding variables as those opportunities arise. Other relevant potential confounding variables to be considered include criminal involvement status and the frequency of judicial rewards and sanctions and employment status.
- • In addition to more long term outcomes, the evaluators will analyze data on required performance measures as those become identified by the funder.
- • Evaluation will also include qualitative research and data analysis to examine the experience of key stakeholders.
- • The data to be analyzed by Contractor will come from multiple Oklahoma sources such as the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), the Oklahoma Department of Human Services (ODHS) and the Oklahoma University Health Sciences Center (OUHSC).
- • Contractor shall utilize data from the State of Oklahoma child welfare administrative database (ODHS) to access information on permanency outcomes, and the state criminal activities database will be used to access information on criminal involvement status.
- • Reunification and reentry rates will be computed through the use of a statistical technique known as survival analysis.
- • In addition to federal reporting measures, Contractor shall evaluate the relationship of treatment duration to reunification outcome, and number of relapse episodes and outcome.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2022.
- Child, Youth, Young Adults & Families – Family Treatment Court Administration - Okmulgee County (CREOKS)
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance abuse treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out-of-home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance abuse treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
The family treatment court (FTC) has agreed-upon structural and organizational principles that are supported by research and based on evidence-informed policies, programs, and practices. The core programmatic components, day-to-day operations, and oversight structures are defined and documented in the FTC policy and procedure manual, participant handbook, and memoranda of understanding (MOUs).
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of Title 10A O.S. § 1-4-712-716.
- • Contractor shall notify ODMHSAS of all current FTC team members by:
- • Electronically submitting the contact information for each of the FTC team member to the ODMHSAS Senior Program Manager of Family Treatment Courts (Senior Program Manager) no later than 15 days from execution of Contract: name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronical submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in Family Treatment Court team members.
- • Contractor shall apply therapeutic responses (e.g., child safety interventions, treatment adjustments, complementary service modifications, incentives, sanctions) to improve parent, child, and family functioning; ensure children’s safety, permanency, and well-being; support participant behavior change; and promote participant accountability.
- • When responding to participant behavior, the FTC team considers the cause of the behavior as well as the effect of the therapeutic response on the participant, the participant’s children and family, and the participant’s engagement in treatment and supportive services.
- • Contractor shall develop and maintain a policy and procedure manual with input from the FTC Team which shall:
- • Be submitted electronically to the Senior Program Manager or designee no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • ? Adhere to the standards and provisions outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager or designee within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilizing the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R).
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment.
- • Assessing for stages of change.
- • Contractor shall serve a minimum of fifteen (15) participants continuously. If at any time the number served falls below fifteen (15) participants, the contractor will have ninety (90) days to increase the number served. Contracted amount may be affected if the number served falls below fifteen (15) for more than a ninety (90) day period.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall establish and maintain a steering committee consisting of but not limited to: key stakeholders, current team members, service providers, and a parent representative. This committee shall meet at minimum every over month to review program policies and discuss ways to address current barriers to ensure program success.
- • Contractor shall designate at minimum, three (3) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order to increase understanding of and enhance services offered to FTC participants, families, and children. This could be members of the FTC team who are not employees of the Contractor.
- • Contractor shall hire and maintain a full-time FTC Coordinator.
- • FTC Coordinator shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals, and conducting his/her duties in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Manage the daily and overall operations of the FTC program, including, but not limited to:
- • managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • maintaining a confidential, central file on each participant;
- • preparing a FTC docket that contains all essential information required by the Family Treatment Court Team to be utilized during the Family Treatment Court staffing and hearing;
- • assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • Keep all FTC Team Members apprised of events affecting the Court participants.
- • Establish and coordinate networking within the community, local agencies, outreach programs, and state agencies to assist with resources and referrals for Family Treatment Court participants.
- • Develop and sustain Family Treatment Court orientation and Family Treatment Court graduation ceremonies.
- • Attend Family Treatment Court staffing, Family Treatment Court Team meetings, and other meetings requested by the Family Treatment Court Judge or Team. For parallel court models, FTC Coordinator or representative must attend deprived court hearings for participants in the FTC to ensure overall communication about the case.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • As a part of the OJJDP Enhancement (COPE) Grant – Contractor shall:
- • Complete semiannual reports to submit to the ODMHSAS designated Project Manager (PM), due the 15th of January for the months of July – December, and 15th of July for the months of January – June. A link will be provided in order to complete these reports on a monthly basis, and will include information as requested by the PM for required grant performance and other evaluation measures. Ensure fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards.
- • Conduct background checks on individuals working directly with minors under the age of 18.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • Contractor shall complete a biannual report to submit to the Senior Program Manager. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the Senior Program Manager, or designee.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment - Okmulgee County - Evaluation
INTRODUCTION:
- • Contractor shall provide evaluation related to the Collaborative Opportunities for Program Enhancement (COPE) project.
DEFINITIONS:
- • Evaluation - Activities centered around assessing the impact of the Collaborative Opportunities for Program Enhancement (COPE) project related interventions on the target population.
- • OCFTC – Okmulgee County Family Treatment Court
- • AFCARS - Adoption & Foster Care Reporting System
- • KIDS ID - Oklahoma Department of Human Services ID numbers
- • FTC - Family Treatment Court
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • Contingent upon availability and receipt of AFCARS files and Excel file with KIDS ID numbers for FTC-involved children, the Contractor shall:
- • Design, develop, and implement the Collaborative Opportunities for Program Enhancement (COPE) project evaluation plan, in collaboration with ODMHSAS evaluation specialists and the funding source. The goal of this evaluation is to determine the impact of the COPE project on permanency and safety outcomes for children in foster care. It is the intent of the evaluation to compare the child welfare experience of OCFDC kids to a comparison group of kids within the same county who were placed in foster care for similar reasons but did not receive OCFDC/COPE services.
- • Conducting the evaluation will require receiving de-identified AFCARS data files for time period corresponding with the earliest removal date for an OCFDC-involved child served during the grant timeline that include, in addition to AFCARS variables, a variable indicating whether the child was served by the OCFDC during the study timeframe.
- • Alternatively, the Contractor will accept AFCARS data files with the inclusion of KIDS ID along with a separate Excel file containing KIDS ID numbers for OCFDC-involved children. Contractor will then identify the OCFDC-involved children in the AFCARS dataset.
- • The evaluation will include linking AFCARS data files over time, cleaning variables, conducting Propensity Score Matching to create comparison group, and estimating likelihood of reunification and time in foster care using survival analyses and integral calculations.
- • Prepare & submit application to ODMHSAS IRB.
- • Prepare and submit a brief report to ODMHSAS by June 20, 2022.
- • Expected deliverables are (a) Reunification analysis, (b) Days saved analysis.
- • Administrative data entry activities will take place at ODMHSAS by ODMHSAS personnel, and data will be transferred to the evaluator at the via secure transfer.
- • Contractor shall utilize data from the State of Oklahoma child welfare administrative database to access information on permanency outcomes.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2022.
- Child, Youth, Young Adults & Families – Family Treatment Court Administration – Implementation (Kay & Washita/Custer County Family Treatment Court)
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing of Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance abuse treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out of home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance abuse treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
The family treatment court (FTC) has agreed-upon structural and organizational principles that are supported by research and based on evidence-informed policies, programs, and practices. The core programmatic components, day-to-day operations, and oversight structures are defined and documented in the FTC policy and procedure manual, participant handbook, and memoranda of understanding (MOUs).
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of Title 10A O.S. § 1-4-712-716.
- • Contractor shall notify ODMHSAS of all current FTC team members by:
- • Electronically submitting the contact information for each of the FTC team member to the ODMHSAS Senior Program Manager of Family Treatment Courts (Senior Program Manager) no later than 15 days from execution of Contract: name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronical submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in Family Treatment Court team members.
- • Contractor shall apply therapeutic responses (e.g., child safety interventions, treatment adjustments, complementary service modifications, incentives, sanctions) to improve parent, child, and family functioning; ensure children’s safety, permanency, and well-being; support participant behavior change; and promote participant accountability.
- • When responding to participant behavior, the FTC team considers the cause of the behavior as well as the effect of the therapeutic response on the participant, the participant’s children and family, and the participant’s engagement in treatment and supportive services.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract.
- • Adhere to the standards and provisions outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract.
- • Adhere to the standards and provisions outlined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilizing the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R)
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment
- • Assessing for stages of change.
- • Contractor shall serve a minimum of fifteen (15) participants with the goal of increasing the number of participants as outlined in the goals of the Implementation grant.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments, and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall establish and maintain a steering committee consisting of but not limited to: key stakeholders, current team members, service providers, and a parent representative. This committee shall meet at minimum every month to review program policies and discuss ways to address current barriers to ensure program success.
- • Contractor shall designate, at minimum, two (2) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order to increase understanding of and enhance services offered to FTC participants, families and children.
- • Contractor shall hire and maintain a full-time FTC Coordinator
- • FTC Coordinator shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals, and conducting his/her duties in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Manage the daily and overall operations of the FTC program, including, but not limited to:
- • Managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • maintaining a confidential, central file on each participant;
- • preparing a FTC docket that contains all essential information required by the FTC Team to be utilized during the FTC staffing and hearing;
- • assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • As a part of the Implementation grant – contractor shall:
- • Complete semiannual reports to submit to the ODMHSAS designated Project Manager (PM), due the 15th of January for the months of July – December, and 15th of July for the months of January – June. A link will be provided in order to complete these reports on a monthly basis, and will include information as requested by the PM for required grant performance and other evaluation measures. Ensure fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards.
- • Schedule and convene monthly project meetings in regards to the implementation grant.
- • Participate in project steering committee meetings in regards to the implementation grant.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • Contractor shall complete a biannual report to submit to the identified Project Manager. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the Senior Program Manager, or designee.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
- Child, Youth, Young Adults & Families – Family Treatment Court Administration - Tulsa County (Tulsa County Family Drug Court)
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing of Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance use treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out of home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance use treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
The family treatment court (FTC) has agreed-upon structural and organizational principles that are supported by research and based on evidence-informed policies, programs, and practices. The core programmatic components, day-to-day operations, and oversight structures are defined and documented in the FTC policy and procedure manual, participant handbook, and memoranda of understanding (MOUs).
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of the Title 10A O.S. § 1-4-712-716.
- • Contractor shall notify ODMHSAS of all current FTC Team members by:
- • Electronically submitting the following contact information for each FTC Team member to the ODMHSAS Senior Program Manager of Family Treatment Courts (Senior Program Manager) no later than 15 days from execution of Contract: name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronically submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in FTC Team members.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall apply therapeutic responses (e.g., child safety interventions, treatment adjustments, complementary service modifications, incentives, sanctions) to improve parent, child, and family functioning; ensure children’s safety, permanency, and well-being; support participant behavior change; and promote participant accountability.
- • When responding to participant behavior, the FTC team considers the cause of the behavior as well as the effect of the therapeutic response on the participant, the participant’s children and family, and the participant’s engagement in treatment and supportive services.
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with the FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilization of the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R)
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment
- • Assessing for stages of change.
- • Contractor shall serve a minimum of forty (40) participants continuously. With the goal to increase the number of participants as outlined in the goals of the Tulsa Recovery Initiative to Support Expansion (Tulsa RISE) Grant. If at any time the number served falls below forty (40) participants, the Contractor will have ninety (90) days to increase the number served. Contracted amount may be affected if the number served falls below forty (40) for more than a ninety (90) day period. A review will be completed to determine funding need.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall establish and maintain a steering committee consisting of but not limited to: key stakeholders, current team members, service providers, and a parent representative. This committee shall meet at minimum every other month to review program policies and discuss ways to address current barriers to ensure program success.
- • Contractor shall designate at minimum, two (2) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order increase understanding of and enhance services offered to FTC participants, families, and children.
- • Contractor shall hire and maintain a full-time FTC Coordinator.
- • FTC Coordinator shall:
- • Participate as a FTC team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals and conducting his/her duties in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Manage the daily and overall operations of the Family Treatment Court program, including, but not limited to:
- • Managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • Maintaining a confidential, central file on each participant;
- • Preparing a FTC docket that contains all essential information required by the FTC Team to be utilized during the FTC staffing and hearing;
- • Assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • Ensure fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards.
- • Schedule and convene monthly project/steering committee meetings.
- • Participate in quarterly Executive Committee meetings.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms, to include those required by a grant.
- • As a part of the Tulsa RISE Federal Grant – Contractor shall:
- • Complete semiannual reports to submit to the ODMHSAS designated Project Manager, due 15th of October for the months of April – September and the 15th of April for the months of October – March. These reports will include information requested by the PM for required grant performance and other evaluation measures.
- • Contractor shall supply incentives for participants to promote positive behavior changes as outlined in the Best Practice Standards.
- • Contractor shall provide participants with transportation assistance through transit passes or other means.
- • Contractor shall provide needed supplies for FTC Coordinator which can include personalized programmatic supplies as needed.
- • Contractor shall designate at minimum, two (2) FTC team members to attend NADCP and all ODMHSAS designated trainings and/or conferences in order increase understanding of and enhance services offered to FTC participants, families, and children.
- • Identify or hire a Community Coordinator who will allocate 38% of his or her time to the Tulsa RISE Project. The Community Coordinator’s job duties include:
- • To link, refer, advocate and monitor service utilization throughout the TCFTC program;
- • Attending Family Treatment Court staffings and assist the FTC participant with his or her needs that arise;
- • Assisting with any transportation needed that arise with TCFTC participants;
- • Assisting TCFTC Administrator to establish and facilitate community stakeholder meetings;
- • Gathering recommendations from the treatment provider and DHS to identify the needed services; maintain contact with the children, families, and caregivers on a regular basis to report progress and assist with coordination and referrals for services.
- • Contractor shall schedule and convene month project meetings in regards to the Tulsa RISE grant.
- • Contractor shall participate in quarterly project steering committee meetings in regards to the Tulsa RISE grant.
- • Contractor shall complete a biannual report to submit to the Project Manager. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly-scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
- Child, Youth, Young Adults & Families – Family Treatment Court Celebrating Families & Strengthening Families Programs – Oklahoma County
Contractor shall furnish the necessary resources to implement the Celebrating Families (CF) and the Strengthening Families (SF) program, to enhance services for the Oklahoma County Family Treatment Court participants, their children (including ages 0-3), and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate staff to participate in SF and CF Programming
- • Submit an itemized budget to ODMHSAS assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks required for the SF/CF programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post-test documents. Recovery funds will also be available for indigent families for emergency assistance as it relates to the participant that could interrupt services. Recovery funds may also assist with travel costs if the individual and/or family are in need of this type of support. The recovery funds are monitored by category and a signature of family receiving the support. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. The testing funds will assist in paying for HIV or viral testing if a participant is referred. These funds can also be used to help assist contractor with the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the FTC model.
- • Complete at least one cycle of SFP/B23 and one cycle of CFP/0-3 per calendar year.
- • Designate staff to participate in CF and SFP trainings.
- • Designate at minimum two (2) staff members involved with the FTC to attend of all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract. This can include members from agencies other than the Contractor agency.
- • Including but not limited to the National Drug Court Conference, Strengthening Families and Celebrating Families training, the Children’s Behavioral Health Conference, the Prevention and Recovery Conference, and the Specialty Court Conference.
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offering a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Complete any CARE Grant required annual reporting for the period of October 1st through September 30th. Report info is due two (2) weeks after the end of the reporting period to ODMHSAS designee.
- • Contractor shall provide the services, supports, and resources needed under the Comprehensive Approaches to Recovery Enhancement (CARE) Project.
- • Services include the following:
- • Providing SFP B23 and CF 0-3 to those families that qualify for this intervention.
- • Implementing and managing CRA treatment model to include:
- • Sending staff to the CRA training.
- • Clinicians and supervisor will have access to the web-based application to enter service data and upload digital session recordings for fidelity reviews.
- • Clinicians and supervisor will achieve basic A-CRA certification within 6 months and full certification within 12 months after training. When unable to complete certification with designated timeframe staff will apply for extension and provide regular progress reports to Chestnut Health Systems and grant Project Director.
- • Clinical supervisor will achieve CRA clinical supervision certification, which enables him/or her to train and certify clinicians in his or her agency.
- • Providing clinical supervision to CRA clinician.
- • Attending Wraparound training as needed.
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .50 FTE, that will be responsible for:
- • Assisting in community integration.
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development.
- • Mediating between the families and the treatment staff.
- • Coordinating between all program resources and advocate for the family in the agency setting, and with other agencies/organizations.
- • Identify one (1) Case Manager/Care Coordinator whose salary can be paid at .25 FTE, that will be responsible for:
- • Completing and monitoring GPRA data and follow up.
- • Scheduling, coordinating and facilitating Wraparound / family teams as needed.
- • Completing initial wrap plans, strengths and culture discoveries and intakes as needed; updating and modifying wrap plans as needed.
- • Monitoring and evaluating services provided to the families. Contacting families as needed to monitor progress and inquire about new needs.
- • Facilitating or co-facilitating Family Team meetings and may type the agenda. Contacting referred families and the referral source for screening. Notifying family team members of team meeting dates and dates.
- • Coordination of overall health and wellness including developmental, educational, medical, financial, environmental, and social well-being of the participants in the FTC.
- • Contractor shall participate in SAMHSA-required data collecting and reporting, to include GPRA.
- • Contractor shall maintain a budget for the CARE project and submit any changes beyond 10% for any line item for approval by ODMHSAS CARE Project Director.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government, including GPRA monitoring for CARE.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • Contractor shall complete a biannual report to submit to the Senior Program Manager by due dates established by ODMHSAS. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the Senior Program Manager.
- • ODMHSAS will review any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • ODMHSAS will review any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Family Treatment Court Strengthening Families Program Fidelity & Evaluation – Oklahoma County – CARE (Ahearn Greene)
Contractor shall provide technical assistance, fidelity monitoring and quality assurance for implementation of the Strengthening Families Program (SFP) for Oklahoma County Family Treatment Court participants.
WORK REQUIREMENTS:
- • Contractor shall conduct two (2) SFP fidelity monitoring and quality assurance site visits per calendar year and submit a Fidelity Benchmarks Report
- • Visits shall include a pre-visit telephone consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Contractor shall submit a follow-up report to ODMHSAS within 30 days of site visit detailing program strengths, challenges and recommendations for improvement.
- • Training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly. A minimum of two (2) group leader trainings will be offered at locations decided upon between ODMHSAS and the Contractor.
- • Contractor shall provide data analysis and program quality on implementation fidelity to the SFP model.
- • Contractor will submit annual evaluation report to include to-date SFP fidelity evaluation. Year-end report to include project findings for funding year, comparisons to prior years as available, interpretation of findings and recommendations for future efforts.
- • Contractor shall provide implementation technical assistance, including bi-monthly conference calls, supervision and quality assurance calls, and on-line fidelity supervision via email to provider agencies.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- Child, Youth, Young Adults & Families – Family Treatment Court Strengthening Families Program Fidelity & Evaluation – Tulsa – RISE (Ahearn Greene)
Contractor shall provide technical assistance, fidelity monitoring and quality assurance for implementation of the Strengthening Families Program (SFP) for Family Treatment Court participants.
Contract period shall be from 07/01/2021 through 06/30/2022.
WORK REQUIREMENTS:
- • Contractor shall conduct two (2) SFP fidelity monitoring and quality assurance site visits during the contract period and submit a Fidelity Benchmarks Report.
- • Visits shall include a pre-visit telephone consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Contractor shall submit a follow-up report to ODMHSAS within 30 days of site visit detailing program strengths, challenges and recommendations for improvement.
- • Contractor shall conduct a minimum of two (2) SFP group leader trainings. Training location and target audience shall be determined by the ODMHSAS. Additional training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly.
- • Contractor shall provide data analysis and program quality on implementation fidelity to the SFP model.
- • Contractor will submit a final evaluation report at the end of the contract period to include to-date SFP fidelity evaluation. Final evaluation report to include project findings for contract period, comparisons to prior years as available, interpretation of findings and recommendations for future efforts.
- • Contractor shall provide implementation technical assistance, including bi-monthly conference calls, supervision and quality assurance calls, and on-line fidelity supervision via email to provider agencies in Tulsa County.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- Child, Youth, Young Adults & Families – Family Treatment Court Strengthening Families Program Fidelity & Evaluation – Washita-Custer Family Treatment Court Programs (Ahearn Greene)
Contractor shall provide technical assistance, fidelity monitoring and quality assurance for implementation of the Strengthening Families Program (SFP) for Custer/Washita County Family Treatment Court participants.
WORK REQUIREMENTS:
- • Contractor shall conduct a minimum of one (1) SFP fidelity monitoring and quality assurance site visits per calendar year and submit a Fidelity Benchmarks Report.
- • Visits shall include a pre-visit telephone or virtual consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Contractor shall submit a follow-up report to ODMHSAS within 30 days of site visit detailing program strengths, challenges and recommendations for improvement.
- • Contractor shall provide data analysis and program quality on implementation fidelity to the SFP model.
- • Contractor shall generate Fidelity Evaluation Report annually to include all cycles conducted during reporting period with comparisons to previous reports, as available. Fidelity and quality measures include five established domains of environmental context, population, program quality, staffing and curriculum fidelity. Additional measures include client characteristics, capacity achievement, retention and completion rates. One Site Information Survey to be submitted for each SFP and each CF! cycle conducted during the reporting period to be submitted electronically on or before June 30 annually. Findings from fidelity evaluation to be included in Year-End Evaluation Report.
- • Year-end report to include project findings for funding year, comparisons to prior years as available, interpretation of findings and recommendations for future efforts.
- • Contractor shall provide implementation technical assistance, including bi-monthly calls as needed, supervision and quality assurance calls, and on-line fidelity supervision via email to provider agencies.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment – Kay County – FREE (Grand Lake)
Contractor shall furnish the necessary resources to implement the Strengthening Families program (SFP), Celebrating Familes (CF!), Community Reinforcement Approach (CRA), and Attachment and Biobehavioral Catch-Up (ABC) to enhance services for the Kay County Family Treatment Court participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Designate staff to participate in SF and CF Programming.
- • Submit an itemized budget to ODMHSAS assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks for the SFP/CFP EBP programs, and additional service providers or treatment services not able to be obtained through another means..
- • Utilize Recovery support services to include:
- • Assist participants with transportation for treatment services, recovery support activities, employment, etc. in the form of public transportation ($3-$30/trip) or transport by a licensed and ensured driver affiliated with the provider ($0.50/mile).
- • Provide housing navigation services to clients in the form of referrals and assistance in locating and obtaining safe and appropriate housing.
- • Assist clients with securing and paying for recovery housing.
- • Science-based drug testing: Funds will be used to assist provider with the increased cost of conducting 6-panel urinalysis (UA) drug testing, as well as Ethylglucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder, as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the family treatment court model. Viral Testing funds will assist in paying for HIV, Hep B & C testing if a participant is referred and has no other way to pay.
- • Complete at least one (1) cycle of SFP/B23/3-5 and one cycle of CF! (0-3) per calendar year.
- • Designate staff to participate in grant required evidence based program trainings.
- • Designate at minimum two (2) staff members involved with the Family Treatment Court to attend of all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract. This can include members from agencies other than the Contractor agency..
- • Including but not limited to the National Drug Court Conference, Strengthening Families training, CF! Training, the Children’s Behavioral Health Conference, and the Prevention and Recovery Conference.
- • All trainings must be preapproved by the ODMHSAS Grant Project Director.
- • Complete grant required biannual reporting for the period of October 1st through March 31st and April 1st through September 30th. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Conduct background checks on individuals working directly with minors under the age of 18.
- • Contractor agrees to provide the services, supports, and resources needed, in conjunction with services provided under the Kay County Family Recovery and Engagement Enhancement (FREE) grant.
- • Services include the following:
- • Providing SFP B23/3-5 to those families that qualify for this intervention.
- • Providing CF! 0-3 to participants as needed.
- • Implementing and managing CRA treatment model to include:
- • Sending two (2) therapist to the CRA training.
- • Clinicians and supervisor will have access to the web-based application to enter service data and upload digital session recordings for fidelity reviews.
- • Clinicians and supervisor will achieve basic A-CRA certification within 6 months and full certification within 12 months after training. When unable to complete certification with designated timeframe staff will apply for extension and provide regular progress reports to Chestnut Health Systems and grant Project Director.
- • Clinical supervisor will achieve CRA clinical supervision certification, which enables him/or her to train and certify clinicians in his or her agency.
- • Providing clinical supervision to CRA clinician.
- • Contractor shall furnish the necessary resources to implement Attachment and Biobehavioral Catch-up (ABC) for the Kay County Family Treatment Court (KCFTC) participants, their children, and caregivers to improve parent infant and child bonding.
- • Contractor shall designate at minimum two (2) staff members to provide ABC services at least part time.
- • Contractor shall designate staff to participate in ABC training as needed.
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .5 FTE, that will be responsible for:
- • Assisting in community integration.
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development.
- • Mediating between the families and the treatment staff.
- • Coordinating between all program resources and advocate for the family in the agency setting, and with other agencies/organizations.
- • Identify one (1) Therapist/Site Coordinator whose salary can be paid at .5 FTE, that will be responsible for:
- • Completing and monitoring GPRA data and follow up.
- • Act as a liaison for treatment with the Family Treatment Court team.
- • Monitoring and evaluating services provided to the families. Contacting families as needed to monitor progress and inquire about new needs.
- • Facilitating or co-facilitating Family Team meetings and may type the agenda. Contacting referred families and the referral source for screening. Notifying family team members of team meeting dates and dates.
- • Coordination of overall health and wellness including developmental, educational, medical, financial, environmental, and social well-being of the participants in the family treatment court.
- • Contractor shall support the participant’s right to access MAT services.
- • Contractor shall participate in SAMHSA-required data collecting and reporting, to include GPRA.
- • Contractor shall maintain a budget for the FREE project and submit any changes beyond 10% for any line item for approval by ODMHSAS FREE Project Director.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offering a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government. This will also include GPRA monitoring that begun November 1, 2019.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • Contractor shall complete semiannual reports and submit to ODMHSAS designated Project Director by due dates established by ODMHSAS.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment – Okmulgee County – COPE (CREOKS)
This contract is to provide funding for necessary expanded and enriched services provided pursuant to the Okmulgee County Family Treatment Court (OCFTC) contract held by the Contractor. These services would provide participants with the comprehensive care needed to rebuild their lives and support their families and provide providers with the knowledge to better serve the treatment court participants and their families.
Contractor shall furnish the necessary resources to implement the Celebrating Families (CF) and the Strengthening Families (SF) program for the Okmulgee OCFTC participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Designate a coordinator of CF and SF.
- • Designate staff to participate in CF and SF, trainings.
- • Designate staff to receive training in trauma-specific modalities such as Trauma Focused – Cognitive Behavioral Therapy (TF-CBT) and Seeking Safety.
- • Conduct background checks on individuals working directly with minors under the age of 18.
- • Submit an itemized budget to Senior Manager or Family Treatment Court Programs or designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks required for the EBPs, and additional service providers or treatment services not able to be obtained through another means.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served;
- • Number of participants;
- • Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Utilize recovery funding to provide transportation, travel vouchers, bus passes, or gas cards for participants, foster parents, and/or family members as needed to help get to and from appointments and the program. These funds can also be used to help assist contractor with the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the family treatment court model.
- • Utilize training cost funding to pay for travel, registration fees, hotel, and/or per diem associated with in state training and/or state conferences. This will allow treatment provider to send staff to additional training opportunities not addressed in the grant application such as - Motivational Interviewing, State Treatment Court Conference, State Children's Conference, State Prevention and Recovery Conference, Family Treatment Court Trainings, and additional Early Childhood Infant Mental Health Trainings provided across the state of Oklahoma. Contractor will also utilize funds to send the FTC Team to include the FTC Judge and FTC Coordinator, Department of Human Services (DHS) representatives, Assistant District Attorney, as well as other team members deemed necessary.
- • Provide resources to increase case management services to participants and their families as needed. These with include assistance with the following:
- • Assist with housing deposits
- • Application fees for housing
- • Moving expenses
- • Designated CF and SF coordinator shall:
- • Assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Engage and enhance faith-based and health care professionals.
- • Organize and schedule the CF and SF program and ensure all materials are ordered and disbursed to program staff.
- • Coordinate the utilization and implementation of Evidence-Based Early Intervention Curriculum (CF and/or SF) with identified families as written.
- • Participate in the implementation of CF and/or SF programs.
- • Ensure all program staff have the materials and supplies necessary to implement CF and SF programs.
- • Contractor shall provide the services, supports and resources needed as a part of the Okmulgee Collaborative Opportunities for Program Enhancement (COPE) Federal Grant – contractor shall:
- • Complete semiannual reporting required and agreed upon between contractor and ODMHSAS Project Director, due the 15th of January for the months of July – December, and 15th of July for the months of January – June. These reports are to be submitted to ODMHSAS designated Project Manager.
- • Complete grant required biannual Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Complete federally required pre- and post- tests for Celebrating Families and Strengthening Families programs and any other federally required documentation or data gathering and submit according to federal guidelines.
- • Contractor shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contractor shall develop and make available a satisfaction survey to all individuals served by this contract and record results in the Year End Report.
- • Contractor shall ensure they have one waivered prescriber or contracted waivered prescriber.
- • Contractor will submit any training logs to designated Project Director with date of training, topic of training, and number of attendees.
- • Provide the services, supports, and resources needed, in conjunction with services provided under the Okmulgee Collaborative Opportunities for Program Enhancement (COPE) Federal Grant.
- • Services include the following:
- • Send two (2) people per year to the training on the Attachment and Biobehavioral Catch-up Model (ABCM) either in Delaware or in Oklahoma. This will be decided by ODMHSAS.
- • Implement the ABCM with children and families who qualify.
- • Enhance available treatment service to FDTC participants by providing them medication assisted treatment (MAT) services and supports as needed.
- • Expand partnerships with MAT providers and other medical professionals to provide high-quality, evidenced-based opioid addiction treatment.
- • Provide two (2) trainings per year in either SFP or CFP as well as two (2) educational trainings per year on substance use, child welfare, and/or trauma informed services to community partners.
- • Complete one full cycle of back to back SFP and CFP 0-3/3-5 cycle for appropriate families per grant year.
- • Complete SFP/CFP retrospective Parent Pre/Post-tests.
- • Ensure that all providers who are working with children have had the proper background checks.
- • Contractor shall complete semiannual reports with information requested by ODMHSAS designated Project Director (PD) and submit to PD by due dates established by ODMHSAS.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offering a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
COMPENSATION:
- • Indirect costs will be allowed up to 10%. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment - Strengthening Families –Tulsa County (The Center for Therapeutic Interventions)
Contractor shall furnish the necessary resources to implement the Strengthening Families (SF) program (including ages 0-3), for the Tulsa County Family Treatment Court (TCFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate a coordinator of SF.
- • Designate staff to participate in SF, trainings.
- • Designate staff to receive training in trauma-specific modalities such as TF-CBT and Seeking Safety.
- • Submit an itemized budget to the Senior Manager of Family Treatment Court Programs at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks required for the SF/CF programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post- test documents. Recovery funds will also be available for indigent families for emergency assistance as it relates to the participant that could interrupt services. Recovery funds may also assist with travel costs if the individual and/or family are in need of this type of support. The recovery funds are monitored by category and a signature of family receiving the support. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. The testing funds will assist in paying for HIV or viral testing if a participant is referred. These funds can also be used to help assist contractor with the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the FTC model.
- • Provide resources to increase the well-being of participants and their families.
- • Complete at least four (4) cycles of SFP -per contract year.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served;
- • Number of participants;
- • Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Designate at minimum three (3) staff members involved with the FTC team to attend ODMHSAS designated trainings and conferences to enhance the understanding of behavioral health and treatment courts. This can include members from agencies other than the Contractor agency.
- • Including but not limited to the National Drug Court Conference, Strengthening Families and Celebrating Families training, the Children’s Behavioral Health Conference, the Prevention and Recovery Conference, and the Specialty Court Conference.
- • Designated SF coordinator shall:
- • Assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Engage and enhance faith-based and health care professionals.
- • Organize and schedule the SF program and ensure all materials are ordered and disbursed to program staff.
- • Coordinate the utilization and implementation of Evidence-Based Early Intervention Curriculum (SFP) with identified families as written.
- • Participate in the implementation of SF programs.
- • Ensure all program staff have the materials and supplies necessary to implement the SF programs.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offering a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • Contractor shall complete semiannual reports and submit to the ODMHSAS Manager of Family Treatment Court Programs by due dates established by ODMHSAS. Reports shall include but not be limited to the following:
- • The total number of assessments completed.
- • Total number of services by types.
- • Total number of and percent of adults, children, and caregivers who assessed in the following target areas: development, mental health, primary pediatrics, substance use, education, and trauma-related symptomology.
- • Total number and percent of individuals able to receive services.
- • Total number and percent of individuals receiving treatment according to the recommended treatment plan.
- • Contract shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contractor shall develop and make available a satisfaction survey to all individuals served by this contract and record results in the Year End Report.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment – Tulsa RISE (The Center for Therapeutic Interventions)
Contractor shall furnish the necessary resources to provide services such as the Strengthening Families program (SFP), Circle of Security (COS), Community Reinforcement Approach (CRA), and Child Parent Psychotherapy (CPP) to enhance services for the Tulsa County Family Treatment Court (TCFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Designate staff to participate in SF Programming.
- • Submit an itemized budget to Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, food, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery support funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post-test documents. Funds will also be available for indigent families for emergency assistance as it relates to the participant that could interrupt services. Funds may also assist with travel costs if the individual and/or family are in need of this type of support. The funds are monitored by category and a signature of family receiving the support. Funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. The testing funds will assist in paying for HIV or viral testing if a participant is referred.
- • Complete at least two (2) cycles of SFP/B23/3-5 per calendar year.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served;
- • Number of participants;
- • Number of staff participating
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Designate staff to participate in grant required evidence-based program trainings.
- • Designate a minimum of two (2) team members from the family drug court team, including members from agencies other than the Contractor agency, to attend all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract.
- • Including but not limited to the National Drug Court Conference, Strengthening Families training, the Children’s Behavioral Health Conference, and the Prevention and Recovery Conference.
- • All trainings must be preapproved by the ODMHSAS Grant Project Director.
- • Complete grant required annual reporting for the period of October 1st through September 30th. Report info is due two (2) weeks after the end of reporting period to ODMHSAS designee.
- • Contractor agrees to provide the services, supports, and resources needed, in conjunction with services provided under the Tulsa Recovery Initiative to Support Expansion (Tulsa RISE) grant.
- • Services include the following:
- • Providing SFP B23/3-5 to those families that qualify for this intervention.
- • Providing COS to participants as needed.
- • Implementing and managing CRA treatment model to include:
- • Sending staff to the CRA training.
- • Clinicians and supervisor will have access to the web-based application to enter service data and upload digital session recordings for fidelity reviews.
- • Clinicians and supervisor will achieve basic A-CRA certification within 6 months and full certification within 12 months after training. When unable to complete certification with designated timeframe staff will apply for extension and provide regular progress reports to Chestnut Health Systems and grant Project Director.
- • Clinical supervisor will achieve CRA clinical supervision certification, which enables him/or her to train and certify clinicians in his or her agency.
- • Providing clinical supervision to CRA clinician.
- • Attending Wraparound training as needed.
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .5 FTE, that will be responsible for:
- • Assisting in community integration.
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development.
- • Mediating between the families and the treatment staff.
- • Coordinating between all program resources and advocate for the family in the agency setting, and with other agencies/organizations.
- • Identify one (1) Case Manager/Care Coordinator whose salary can be paid at .55 FTE, that will be responsible for:
- • Completing and monitoring GPRA data and follow up.
- • Scheduling, coordinating and facilitating Wraparound / family teams as needed.
- • Completing initial wrap plans, strengths and culture discoveries and intakes as needed; updating and modifying wrap plans as needed.
- • Monitoring and evaluating services provided to the families. Contacting families as needed to monitor progress and inquire about new needs.
- • Facilitating or co-facilitating Family Team meetings and may type the agenda. Contacting referred families and the referral source for screening. Notifying family team members of team meeting dates and dates.
- • Coordination of overall health and wellness including developmental, educational, medical, financial, environmental, and social well-being of the participants in the family treatment court.
- • Identify one (1) licensed clinician to provide Child Parent Psychotherapy (CPP) whose salary can be paid at .5 FTE, that will be responsible for:
- • Participating in consultation calls and training.
- • Providing child parent psychotherapy (CPP) to FTC participants who meet criteria.
- • Contractor shall support the participant’s right to access MAT services.
- • Contractor shall participate in SAMHSA-required data collecting and reporting, to include GPRA.
- • Contractor shall maintain a budget for the RISE project and submit any changes beyond 10% for any line item for approval by ODMHSAS RISE Project Director.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offering a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government. This will also include GPRA monitoring that will began October 1, 2018.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • Contractor shall complete semiannual reports and submit to ODMHSAS designated Project Director by due dates established by ODMHSAS.
- • ODMHSAS will review any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • ODMHSAS will review any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Family Treatment Court Treatment – Washita-Custer County (Red Rock)
Contractor shall furnish the necessary resources to implement Celebrating Families (CF) and the Strengthening Families Program (SFP) to enhance services for the Custer-Washita County Family Treatment Court (CWFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Designate staff to participate in SFP and CF programming and complete at least one cycle of SFP and one cycle of CF per calendar year, basing the program curriculum on the age of the children and the needs of the participants.
- • Contractor shall complete end of cycle reports for SFP and CF, including completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS). A paper version of the Parent Survey is available upon request.
- • Administrative Survey shall be completed within one month following the end of the cycle and the Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Submit an itemized budget to ODMHSAS assigned designee at the beginning of the contract year for approval which shall include line items specified by ODMHSAS to support the CWFTC Implementation project.
- • Contractor shall maintain budget for the CWFTC Implementation project and submit any changes above 10% for any line item to ODMHSAS CWFTC Implementation Project Director (PD) for approval.
- • Utilize recovery funding to provide recovery supports and services, FDA approved medications, viral testing (including HIV testing), and science-based drug testing for participants as specified in the CWFTC Implementation grant. The recovery funds are monitored by category and signature of participant/family receiving the support.
- • Designate staff to participate in grant-required, evidence-based program trainings.
- • Designate a minimum of two (2) staff members involved with the family treatment court team, up to and including members from agencies other than the contractor agency, to attend all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract, including but not limited to the following:
- • National Drug Court Conference, SFP and CF training, the Children’s Behavioral Health Conference, and the Prevention and Recovery Conference.
- • Complete grant required biannual reporting as required by the FTC Implementation Grant. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Contractor shall complete semiannual reports and submit to ODMHSAS designated PD by due dates established by ODMHSAS. Reports shall include, but not be limited to, staff, program, and service information specified by ODMHSAS.
- • Contractor agrees to provide the services, supports, and resources needed in conjunction with services provided to participants, children, and families under the CWFTC Implementation grant, including but not limited to:
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .5 FTE, that will provide peer recovery support services to CWFTC participants in addition to assisting as site coordinator for SFP and CF.
- • Supporting the participant’s right to access MAT services.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offering a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance which will include, at a minimum, ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were followed.
- • ODMHSAS will review any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • ODMHSAS will review any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions provided by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Infant & Early Childhood MH Leadership
This contract is to support the development of an infrastructure to support infant and early childhood behavioral health services within Oklahoma. The Oklahoma State Department of Health (OSDH) will work collaboratively with the Department of Mental Health and Substance Abuse Services to provide co-leadership to accomplish this goal by maintaining an FTE to develop the Infant and Early Childhood service system.
The service system development will follow the guidelines as set forth by the National Standards for Culturally and Linguistically Appropriate Services in Health Care (CLAS), issued by the U.S. Department of Health and Human Services, Office of Minority Health to ensure all people entering the health care system receive equitable and effective treatment in a culturally and linguistically appropriate manner.
WORK REQUIREMENTS:
- • This contract is to provide partial funding (15% of salary and fringe benefits) for the continuation of an FTE located at the State Department of Health Child Guidance Service department to provide early childhood mental health co-leadership. This FTE will support and promote the development of a comprehensive and integrated service delivery system for young children’s mental health needs.
- • Contractor shall collaborate with the Oklahoma Department of Mental Health and Substance Abuse Services to effectively develop a system for young children and their families to receive evidence based/evidence informed services and supports.
- • Furnish the necessary resources to provide training and co-facilitation of meetings and training to support infant and early childhood mental health.
- • Work in coordination with stakeholders to implement the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
- • Provide and advocate for individualized therapeutic services, supports and outcomes for families with and caregivers of infants and young children.
- • Provide support to OSDH Child Guidance staff related to initiatives, including, but not limited to best practices, early intervention, prevention strategies and other evolving practices related to the needs of young children and their families.
- • Develop a mutually agreed upon schedule and method for collaboration between the ODMHSAS Infant and Early Childhood Services Manager, Children’s program staff and the Child Guidance Services staff.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. Reports shall be requested as needed and submitted to the ODMHSAS Senior Manager for Infant & Early Childhood Mental Health.
COMPENSATION:
- • Contractor is responsible for maintaining all payroll records to verify compensation associated with this position.
- Child, Youth, Young Adults & Families – Infant Mental Health Endorsement Program
Contractor shall furnish the necessary resources to maintain and act on the strategic plan and develop the infrastructure for implementing an Oklahoma Infant Mental Health Endorsement Program (OK-IMHEP).
This program will support the workforce development goal of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the Oklahoma Infant and Early Childhood Mental Health Strategic Plan through identification and dissemination of best practice competencies at multiple levels and across multiple disciplines.
WORK REQUIREMENTS:
- • Contractor agrees to oversee and ensure the following actions:
- • Coordination of an oversight workgroup composed of stakeholders with whom to coordinate the development of the plan and the infrastructure to support the OK-IMHEP.
- • Coordination and collaboration with Oklahoma state and other agencies and organizations to include infant mental health competencies in their professional development programs and professional performance standards.
- • Consultation and collaboration with the League of States which is developing the Infant Mental Health Endorsement processes.
- • Coordinate & organize a Reflective Supervision/Consultation Project – funding for up to 15 individuals identified in partnership with Senior Manager for Infant & Early Childhood Mental Health, project participants will be matched with an approved RS/C provider to receiving up to 50 hours of RS/C in support of IMH Endorsement over the course of two years, a request to extend participation beyond 50 hours of consultation should be submitted in writing by the consultee to be considered by the Senior Manager for Infant & Early Childhood Mental Health. This project also supports the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
PERFORMANCE MONITORING:
- • Contractor shall provide quarterly reports due by the 15th of each month following the quarter, and additional reports as requested by the Department.
- Child, Youth, Young Adults & Families – Psychological Services for Trauma – Exposed Children – Unite OKC
The Contractor shall furnish the necessary resources to provide both training and consultation in Trauma Focused Cognitive Behavioral Therapy to staff specified by the ODMHSAS in the treatment of trauma-exposed children.
WORK REQUIREMENTS:
- • Provide training, including all necessary and supporting resources, to therapists in the treatment of trauma-exposed children and their families. Training participants to be selected from sites specified by the ODMHSAS. Training topics to include:
- • Screening, assessment and treatment planning;
- • CE-CERT model for addressing secondary traumatic stress for clinicians and/or supervisors; and
- • Trauma-Focused Cognitive Behavioral Therapy (introductory, advanced, tune-ups, webinars, expanded/special topics);
- • TF-CBT Supervisory Track.
- • Provide consultation, including all necessary and supporting resources, to therapists and their supervisors in the treatment of trauma exposed children and their families, who are utilizing the TF-CBT model, and have been selected by sites specified by the ODMHSAS. Providing an adequate number of consultation opportunities per month to meet the purpose of both certification and ongoing clinical support.
- • Provide quarterly calls to clinical directors/program managers of the sites specified by the ODMHSAS to support the ongoing progress and fidelity of the program.
- • Maintain the TF-CBT website and necessary data bases in support of the program.
PERFORMANCE MONITORING:
- • Monthly invoices shall include:
- • Trainings conducted;
- • Number of participants trained;
- • Number of consult calls and participants; and
- • Any program updates or changes, including staff changes.
- • Additional reports for program or funding requirements may be requested by the Department, and should be submitted to the Department’s Manager of Hope and Resilience.
- Child, Youth, Young Adults & Families – RA1SE NAVIGATE
The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Substance Abuse and Mental Health Services Administration (SAMHSA) to implement the RA1SE NAVIGATE Early Treatment Program. The ODMHSAS will support Contractor in developing and implementing an integrated array of services and supports for persons ages 16-30, who have experienced their first episode of psychosis within the last two years and meet the Federal Block Grant definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED), as they transition to adulthood.
Persons served through the RA1SE NAVIGATE ETP will experience an increase in: (1) stable housing; (2) a job with a living wage; (3) continued education and meeting educational goals; (4) dependable transportation; (5) linkages to community resources; (6) number of days sober and drug free; (7) improved relationships with family and others; and (8) wellness and recovery as measured by decreases in symptoms and increases in activities that support mental and physical well-being. Those with a history of engagement with law enforcement will experience a decrease in number of arrests.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and implement the RA1SE NAVIGATE Early Treatment Program, to include the following:
- • Provide a Team Leader devoted at a minimum of .5 FTE who will also serve as the Family Therapist devoted at a minimum of .5 FTE.
- • Maintain a minimum of 1 FTE Individual Placement and Support (IPS) Supported Employment and/or Education Specialist with average caseload of 20-25.
- • Employment Support Services shall include, but not be limited to: prevocational training, job development, job placement, on-the-job training and support. The services provided will be based on individual consumer need and choice. Staff can receive IPS training through ODMHSAS.
- • Maintain a minimum of .5 FTE Case Manager with an average caseload of 20-25.
- • Provide Individual Resiliency Treatment (IRT) services utilizing evidence-based and promising psychological interventions, with a minimum of 1 FTE.
- • Provide recovery support specialist services, with a minimum of .5 FTE.
- • Provide psychiatric services with a minimum of .03 FTE.
- • Provide I-Pads to program participants to increase service access through tele-health.
- • Provide transportation assistance for participants with the purchase of 30-day bus passes and/or $10.00 gas cards. No more than $1,500.00 shall be expended for these purposes.
- • Participate in Department data collecting and reporting for performance assessment.
- • Maintain linkage with ONIT staff and advisory team, and linkage with the outreach and engagement team for Navigate.
- • Utilize outcomes reports generated by the ODMHSAS for continuous quality improvement.
- • Maintain a budget for the RA1SE NAVIGATE ETP and submit any changes beyond 10% for any line item for approval by ODMHSAS staff.
- Child, Youth, Young Adults & Families – RA1SE NAVIGATE – Evaluation
Under the direction of the Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the RA1SE NAVIGATE evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OKSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
WORK REQUIREMENTS:
- • Evaluator shall:
- • Ensure the NAVIGATE evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for NAVIGATE staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at each of the OKSOC sites that provide NAVIGATE services to coordinate and provide training for site on NAVIGATE evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement NAVIGATE evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the NAVIGATE sites to monitor service provision.
- • Perform analyses of the NAVIGATE evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the NAVIGATE project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
PERFORMANCE MONITORING:
- • Evaluator shall provide an annual report of activities carried out pursuant to the Statement of Work.
- Child, Youth, Young Adults & Families – SQE - MH Adult and Child (Youth Group)
This contract is to provide funding for the facilitation of a support group for youth and young adults.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and facilitate a Youth/Young Adult Support Group that will meet at least once/week to include the following:
- • Staff available to do community outreach to identify youth/young adults who would be interested (and appropriate) to attend the group.
- • Staff available to facilitate the group at least once/week.
- • Staff willing and able to link any youth/young adults in the group to services and supports identified to help address needs related to achieving their behavioral health goals.
- • Provide follow-up on linkages to ensure that a successful connection has been made.
- • Attend related training and/or meetings as determined by ODMHSAS.
PERFORMANCE MONITORING:
- • The Contractor will provide monthly reports that will include:
- • The number of youth/young adults contacted through community outreach during the month;
- • The number of youth/young adults contacted who were linked to the Youth/Young Adult Support Group;
- • The number of youth/young adults who attended the Youth/Young Adult Support Group each month; and
- • The number of youth/young adults (who attended the Youth/Youth Adult Support Group each month) who were connected to services and the types of programs/services that they were connected to.
- Child, Youth, Young Adults & Families – SQE – MH Children (Trauma)
This contract is to provide funding for necessary ancillary services in support of implementing and providing direct trauma informed and trauma specific services for children exposed to trauma.
WORK REQUIREMENTS:
- • The Contractor agrees to perform other necessary services and activities as outlined below. Such performances shall be reimbursed on a “per month” basis, unless otherwise noted in an attachment to this addendum.
- • Service quality enhancement (SQE) and community response, including:
- • Purchasing the appropriate kits, instruments, measures, and materials necessary to support the trauma informed and specific therapy models identified by the ODMHSAS. These purchases should be itemized and submitted with the monthly invoice.
- • Facilitating staff attendance at training(s) or other professional development opportunities (including travel time) in the trauma informed and trauma specific models identified by the ODMHSAS. The Contractor shall keep a record of each staff’s attendance and completion of training(s). This includes the mandatory completion of the on-line TF-CBT training.
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of trauma services provided. Consultation will be conducted at the frequency identified by the ODMHSAS, and each staff member should keep a record of their individual participation.
- • Facilitating National TF-CBT certification for staff who have completed training, consultation, and service requirements. The Contractor shall notify the Department when a staff passes and receives national certification.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery to provide trauma informed and trauma specific services to children and families.
- • Services provided pursuant to Department funding shall be reported through the Department’s approved data collection system.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, employee records showing appropriate training and credentials, and other relevant data.
COMPENSATION:
- • Department funding sources utilized to make payments pursuant to this contract (e.g. state and federal) shall be at the Department’s discretion and shall not be subject to review or considered a breach of this contract. Funding shall be reimbursed upon monthly documentation of expenditures, according to procedures determined by the Department.
- Child, Youth, Young Adults & Families – State Youth Community Programs (Alliance for Boys & Girls Club of Oklahoma)
Contractor shall furnish the necessary resources to provide a program to improve the overall health and well-being of youth. The Health and Fitness program has primary components to help ensure young people improve their overall fitness levels and begin to adopt a healthy lifestyle.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide a Health and Fitness program to at least 4,000 young people at 82 Club locations for one year.
- • Focus services on children with potential health-related issues;
- • Focus services on low income and minority populations that are at higher risk;
- • Encourage young people to engage in health and fitness activities at least 3-4 times per week;
- • Enable young people to build self-esteem and confidence in making healthy choices which in turn enhance overall well-being; and
- • Refer youth with behavioral health needs and their families to appropriate service providers, including the local Systems of Care, as available.
- • Contractor shall furnish the necessary resources to provide Passport to Manhood curriculum program to boys ages 8-17 and Smart Girls curriculum program to girls ages 8-17. Contractor shall:
- • Provide Passport for Manhood curriculum program at a minimum of six (6) Boys and Girls Club locations. Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Provide Smart Girls curriculum program at a minimum of six (6) Boys and Girls Club locations. Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Ensure that the target population served in the programs is youth who meet low income criteria, include minority populations and who are at risk for mental health and substance use disorders
- • Provide an annual Club orientation and walk through for youth and their families. This orientation shall be scheduled in coordination with the local Systems of Care provider.
- • Contractor shall communicate with local Systems of Care (SOC) provider regarding Program participants who are also receiving SOC services, to ensure collaborative care and optimal client success. Ensure that a release of information is signed and in place to allow for this communication.
- • Contractor shall participate in Systems of Care State Advisory Team meetings to advocate for youth/families they serve.
- • Contractor shall refer youth with behavioral health needs, and their families, to the local Systems of Care if not already connected
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
- • Contractor shall provide such detail as the Department may require.
- • Such report shall be submitted to the Department’s Mental Health Recovery Division (attention Administrative Programs Officer) and the Systems of Care Program Manager for Youth & Family Services, no later than the 10th day of the month following the end of each applicable quarter (i.e., the 10th of April, and July).
COMPENSATION:
- • The funds will be distributed by Contractor equally among all five (5) Boys & Girls Clubs organizations and distributed to their partner facilities.
- • The funds will be distributed by Contractor equally among all 82 partner facilities, with each facility required to serve the minimum number of children established.
- Child, Youth, Young Adults & Families – Substance Abuse Wraparound
Contractor shall provide wraparound and trauma-informed therapeutic services to assist children, youth, and young adults (0-25) in developing skills to cope with substance use/dependency and co-occurring issues. These services will assist in increasing the global assessment of functioning score; improving the educational skill level; improving family relationships; and improving the cooperation among peers/ adults, and life/social skills.
Contractor will participate and collaborate with the local Systems of Care Best Practice Model (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health), as defined below.
WORK REQUIREMENTS:
- • Conduct Teen Addiction Severity Index assessments and the Adolescent American Society of Addiction Medicine Patient Placement Criteria 2R.
- • Provide documentation that staff rendering services have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Children’s growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries; and
- • Self-care.
- • Direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services. The Contractor’s contract dollar amount could be affected if the average caseload falls below 75% capacity for longer than three consecutive months.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Contractor will ensure that families receive: 1) easy access to substance use or co-occurring services and supports; 2) evaluation, assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training.
- • This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Individuals fulfilling the terms of this contract shall attend Wrap101 training and follow ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Contractor will follow the Oklahoma Systems of Care guidelines, policies, procedures and practices provided in the Oklahoma Systems of Care Toolkit.
- • Contractor shall employ a part time (20 hrs/50%), or full time (40 hrs/100%) local Project Director, who will be responsible for, and have the authority to carry out the supervision of persons providing services for the project and the day to day operations of the project.
- • Contractor, through the local Project Director and community team will develop and implement a plan for significant family involvement on all levels of the project.
- • Contractor will ensure that the local Project Director shall initiate and ensure the development of a Community Based SOC Team. This community team shall be comprised of parents of children with substance use or co-occurring disorders, community service providers as outlined in the core standards, and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • Contractor will support families of children and youth with substance use or co-occurring disorders to establish and support local family and youth group.
- • The local Project Director, in collaboration with the community team, shall develop a strategic plan for the implementation of the project utilizing the best practice model. The plan shall include an organizational structure, identify the steps necessary to implement the substance use/wraparound project, and include strategies for ongoing community development, youth guided family driven, cultural and linguistic competence, project sustainability, and the continuous evaluation of youth, family and community needs that will address disparities and access to services.
- • The local Project Director, in collaboration with the community team, will follow the established program eligibility guidelines. These include children and youth ages 0-21 with substance use or co-occurring issues who are at risk of out of home placement, who are having difficulties in two or more life domains, and who are receiving services from multiple social service providers.
- • Direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average of 15 children for each Care Coordinator will be enrolled and receiving services.
- • Individual services shall be provided under the direction of a child and family team, and made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, respite care, use of flexible funds, and the development of a family driven interagency treatment plan.
- • Recommendations for the utilization of flexible funds shall be determined by the child and family team for each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund expenditures of $500.00 or more must receive the prior approval one of the State SOC Project Directors or the Director of Children, Youth and Family Services.
- • Contractor shall ensure that required data is collected as required by ODMHSAS.
- • Contractor’s records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Contractor shall provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th. This proposal and any subsequent revisions shall be developed through consensus of the community team and contractor.
- • Contractor shall submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts. Contractor will also follow SOC invoicing instructions.
- • Contractor will ensure that the local Project Director or designee will submit monthly written reports to the State Project Directors or their designee to ensure coordination and communication.
- • Contractor will ensure that Project personnel will attend and participate in meetings and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state wide initiative.
- • Contractor will take all steps necessary to maximize 3rd party reimbursement including utilizing ODMHSAS fee for service dollars, Medicaid and 3rd party insurance.
- • Contractor will report all Revenue on their monthly financial statement.
- • Contractor shall utilize the wraparound event form for all wraparound events that take place with each family receiving service.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • An annual formal site review and report conducted by the ODMHSAS staff;
- • Review of monthly data by the ODMHSAS staff;
- • Monthly review and approval of invoices; and
- • Review of monthly Project Director’s Report.
- Child, Youth, Young Adults & Families – Together with Communities
Contractor shall furnish the necessary resources to develop a community-school partnership designed to intervene at the earliest possible point to bring recovery from substance use to students and family members.
WORK REQUIREMENTS:
- • Contractor shall maintain a full-time community-school coordinator. The coordinator is not to have any substitute teaching or school counseling duties;
- • Provide an office space for the full-time community coordinator;
- • Submit an itemized budget to the assigned ODMHSAS Field Services Coordinator at the beginning of the contract year for approval;
- • Utilize flexible funding to host community events to engage families and other community members in the community-school partnership, child care, transportation, psychological education, activities regarding recovery and healthy living, and incentives to family members and students for participation in project planning and advisory activities;
- • Utilize Completed Needs Assessment based on the 4th quarter results of previous contract year of community-school activities and focus groups to develop and implement a plan of action to address the identified needs;
- • Contract with ODMHSAS-identified providers of children substance use services to provide in-school and home-based services including implementation of early intervention programs such as CF and/or SF on a weekly basis;
- • Maintain and submit a roster of the project team that will oversee the development of the project coordinated by the community-school coordinator. Project team may include key school personnel, family members, community partners, providers, and students. The project team shall meet monthly at a minimum; and
- • Provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Community-School Coordinator shall:
- • Coordinate the utilization and implementation of evidence-based early intervention curriculum (CF and/or SF) with identified families as written;
- • Participate in the implementation of CF and/or SF programs;
- • Ensure screens, support, and referrals for appointment are made within 24 hours for students and families who request help with substance use and co-occurring problems. Referral will be to in-school counseling unless a higher level of care is necessary as evidenced by documentation; and
- • Monitor and document that services were accessed within 5 school days from referral as evidenced by documentation.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as number of community members engaged monthly, number of students and family members receiving substance use services at school or at home (and for those served, indicators of improvement and movement toward recovery), and completion of a needs assessment based on community feedback.
- • Contractor shall complete a report the first, second, and third quarters to be submitted to the ODMHSAS-designated Field Services Coordinator by the 10th of the month for the previous quarter and a Year End Report the 4th quarter due by the 25th of the last of month of the fiscal year of which shall include, but not be limited to, the following:
- • The activities and number of attendees per activity;
- • The total number of individuals who received services under this Contract;
- • The number, age, race, and gender of the individuals enrolled and participated in the CF or SF programs;
- • The number, age, race, and gender of the individuals referred to the school or outside services;
- • The number of students who left school prematurely due to other causes; and
- • The number, age, race, and gender of the individuals who completed the program.
- • Contractor shall complete a contact form for all contacts for any student or family requesting any information or services.
- • Contractor will complete the pre- and post-test for the CF or SF program participants and document results in Year End Report.
- • Contractor shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contract shall develop and make available a satisfaction survey to all individuals served by this Contract and record results in the Year End Report.
COMPENSATION:
- • Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. Indirect costs will be allowed up to 12%.
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Training and Consultation - Navigate
WORK REQUIREMENTS:
- •Contractor will provide NAVIGATE training and consultation. This is to prepare for the provision of comprehensive, integrated services to individuals in the early stages of treatment for schizophrenia.
- Child, Youth, Young Adults & Families – Transition Youth Housing Subsidy
This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the Department’s Protocol for use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
WORK REQUIREMENTS:
- • Transition Youth Housing Subsidy Funds are to be used to assist very low-income individuals (ages 16 - 25) and/or runaway and homeless youth (15-25 years of age) who have a mental illness or co-occurring mental illness and substance use disorders OR meet qualifying criteria for Host Home* Placement with accessing and maintaining decent, safe, sanitary and affordable housing and host home placements. Consumers aged 25-30 who are actively enrolled in a Navigate program through Family and Children’s Services or Red Rock Behavioral Health are eligible for subsidy assistance as long as they intend to be actively in the program for the duration of the lease.
PERFORMANCE MONITORING:
- • Contractor shall submit monthly billing documentation and monthly activity reports as outlined in the Department’s Protocol for Use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
- Child, Youth, Young Adults & Families – Women with Children Residential Strengthening Families & Celebrating Families Programs
Contractor shall furnish the necessary resources to implement the Strengthening Families (SF) and/or Celebrating Families (CF) the program for the ODMHSAS designated facility, to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate a coordinator of SF and/or CF.
- • Designate staff to participate in SF and/or CF.
- • Submit an itemized budget to an ODMHSAS assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, food, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize flexible funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post- test documents.
- • Contractor shall complete a number of cycles of SFP and/or CFP determined by the ODMHSAS.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served:
- • Number of participants;
- • Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Contractor shall complete an annual report, due 30th of June, and submit to an ODMHSAS designee. The report shall include but not be limited to the following:
- • Training or Professional Development;
- • Names of staff or program receiving new licensing or certification;
- • Name of organization/agency client was referred to for additional treatment or ancillary services;
- • Total number of clients served;
- • Total number of intakes/assessments completed;
- • Total number of intakes/assessments but did not receive treatment from project staff;
- • Total number of participants discharged from the program before completion of program; and
- • Total number of participants graduated from the program.
- • Coordinator shall:
- • Coordinator will assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Coordinator will engage and enhance faith-based, child welfare, and other community partners (i.e. volunteer, donation, referral).
- • The coordinator will organize and schedule the SF and/or CF program and ensure all materials are ordered and disbursed to program staff.
- • Facilitate the implementation of SF and/or CF with identified families as written.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contract through receiving timely updates of data once distributed by ODMHSAS and OU ETeam, and receiving the budget.
- • ODMHSAS will review end of cycle and annual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Appendix
- ODMHSAS Transition Youth Housing Subsidy Protocol
Eligible Applicants - Individuals (ages 16 - 25) who have a mental illness or co-occurring mental illness and substance use for assistance with accessing and maintaining decent, safe, sanitary and affordable housing. Individuals should meet requirements for very low income and have a gross annual income at or below $16,500; however, incomes above $16,500 can be considered on a case by case basis. Individuals who are under the age of 18 must either be legally emancipated or have a Guardian willing to sign a lease agreement on their behalf. If the individual has children in their legal custody at time of application, they are allowed to live with applicant in the residence paid for by subsidy funds. If an applicant requests a roommate or significant other reside with them in subsidy funded apartments, they are eligible for youth subsidy funds at 50% of the approved amount, whereas said roommate must provide the remaining balances of rent/utilities and be a signed and approved leaseholder along with applicant or otherwise meet the same qualifications to become a subsidy recipient themselves and become a leaseholder in the same residence.
Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay for rent and utilities is $601 per month, which is based on the higher range of Fair Market Rent for a 1-bedroom. Assistance is not restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $601, however, it is recommended that referring projects assist subsidy recipients in locating housing for which costs do not exceed the $601 maximum (and all bills paid units when possible) to help assure affordability and success. This amount can be amended to $762 if the applicant has a child in their custody and is needing a unit of up to 2 bedrooms or more. If unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income will be calculated as follows:
First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $601 maximum).
Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $601 maximum).
The goal of the Housing Subsidy Funds is to assist recipients with transition to self-sufficiency between 9 to 12 months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case-by-case basis.
It is expected that the all-subsidy recipients and Program staff will work actively together toward employment or SSI/SSDI income, toward obtaining Section 8 rental assistance, and on other recovery focused goals/objectives, as this is a time limited program.
Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to subsidy recipients but may not exceed a total of $601 or $762 in approved units of parenting youth.
Making A Referral – Subsidy Rental Assistance:
- All referrals must come from one of the existing Oklahoma Department of Mental Health Substance Abuse Services Contractor unless approved by the ODMHSAS Program Manager. Part 1 of the referral form must be submitted, and initial approval received from HOPE Community Services prior to moving forward to assist a person with housing. This is to ensure that people referred meet initial eligibility requirements and that the program has enough money to serve them. Once initial approval is received from HOPE, housing can be arranged and Part 2 of the referral should be submitted. If Part 2, and related documentation, is not received by HOPE within 30 days of approval of Part 1, the referral will be null and void, and an entirely new referral (Part 1 & 2) will need to be submitted.
- Both parts of the referral form submitted must be complete, including all of the documentation requested:
- • Proof of income or signed statement from applicant if no income (Certification of Zero Income form);
- • Signed Subsidy Recipient Agreement (If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign unless they have been provided a certificate of Unaccompanied Status via ODMHSAS or DHS).
- • A release of information authorizing communication between HOPE Community Services and the designated Landlord, and utility companies (when utility assistance, including deposit assistance, is requested), regarding payment of bills; and
- • A release of information authorizing communication between HOPE Community Services and the designated Program Agency, regarding the tenant’s receipt of subsidy funds.
- Completed referrals should be submitted to:
- HOPE Community Services, Inc.
- Attn: Transition Youth Subsidy Program
- 6100 South Walker Ave.
- Oklahoma City, OK 73129
- (405) 634-4400
- Fax (405) 632-1976
- Please note that referral information that is not complete will be returned to the agency who submitted it for completion. If you have any questions regarding the completion of the referral, or regarding the Transition Youth Housing Subsidy program in general, please contact HOPE or Andru Dallaly at ODMHSAS.
Things To Remember:
- • A copy of the signed lease agreement between tenant and landlord must be mailed or faxed to Hope Community Services by the second month for which rental assistance is needed (subsidy cannot be continued past the first month until a signed lease agreement is received).
- • If the landlord does not have a lease agreement, please use the Lease Agreement form included in the referral packet.
- • If rental unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
- • If utility assistance is requested, utility bills must be submitted monthly by mail or fax to HOPE Community Services for payment (up to the total amount allowed for utility assistance).
- • Part 1 of the referral is submitted, and approval from HOPE is required to proceed with housing assistance and the completion of Part 2 of the referral.
- • Part 2 of the referral must be received by HOPE within 30 days after HOPE has approved Part 1. If not received within that timeframe, the referral will be null and void and a new referral will need to be submitted and approval from HOPE obtained.
- ODMHSAS Child Trauma & Resilience Guidelines/Protocol
According to the Big Statement of Work for CMHCs, section 6.10 “Trauma-informed and trauma specific services will be offered according to the ODMHSAS Child Trauma and Resilience Guidelines. Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy.” Please refer to the guidelines/protocol; as follows:
Trauma Informed:
- All staff employed by the agency, regardless of role or position, shall complete the online "Trauma is Just the Beginning" training http://www.ok.gov/odmhsas/SHARE.html within 90 days of hire or completion of their probation, whichever is sooner. A copy of the certificate of completion should be kept in the employees personnel file.
Trauma Screening and Assessment:
- Agencies shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure portion of the CATS.
- • The CATS is to only be administered by clinical level staff unless prior authorization is received by the Department. At minimum staff should complete the CATS administration eLearning, and attend the live Assessment and Support training as available.
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child, youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment, then the child and family should be offered trauma-specific services.
- • The CATS should be administered at a minimum of each treatment plan update and at termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout the course of treatment.
- • Initial screen (positive or negative), including scoring for positive exposure screens, and additional screenings as indicated at treatment plan update and discharge, shall be reported on the CDC as per protocol.
- These are the minimal requirements. For agencies with advanced training and experience, this does not limit use of other evidence based and validated measures.
Trauma Specific Services – Licensed:
As the primary evidenced based trauma specific intervention, Oklahoma has implemented Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) statewide. -
- • Every LBHP/LMHP (including those under supervision) working with children, youth, and families in the agency, shall complete the online TF-CBT training https://tfcbt2.musc.edu/ within 90 days of hire or completion of their probation. A copy of the certificate of completion should be kept in the employee’s personnel file.
- • Core staff identified to complete the full TF-CBT training and consultation process, to meet the SOW requirement “Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy” shall be expected to:
- • Attend the live 1 day assessment and support training and 2 day “Introduction to TFCBT” training
- • Participate in consultation calls following training. Staff will be expected to complete 2 calls a month for a minimum of 6 months and through completion of a case, however long that may take. After that time, consultation calls will still be available to and highly recommended for staff to use at their discretion.
- • Staff are expected to keep developing their skills through attendance of the Advanced TFCBT trainings, participation in webinars, and other learning opportunities.
- • It is highly recommended that the person providing clinical supervision also go through the training and consultation process to help with both implementation and sustainability.
- • Supervisors will be expected to participate in a quarterly supervisor’s call.
- While TFCBT is to be provided by every agency, this does not preclude the agency from utilizing other trauma specific evidenced based practices, such as Seeking Safety.
Criminal Justice Services
- Criminal Justice Manual
- Criminal Justice Fixed Rate Services
- Criminal Justice – Community Court Treatment Services
This contract is to provide community court fee for service contracts to support individuals in community court in designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- Contractor will:
- • Provide individualized treatment services to individuals in community court as referred by community court team.
- Criminal Justice – Drug Court Misdemeanor Treatment Expansion - Adult - Oklahoma County
This contract is to provide funding for treatment services to the participants of an Adult Misdemeanor Diversion
Pilot program. All services pursuant to this contract shall be in compliance with state and federal laws and the ODMHSAS
Criminal Justice Manual.
- Contractor shall:
- • Provide expanded access to drug court treatment services in Oklahoma County, including but not limited to
Medication Assisted Recovery, peer support, therapy and rehabilitation; and serve at least 40 individuals charged with
misdemeanor crimes;
- • Participate in training on evidence based interventions in order to enhance best practices in Oklahoma
County Drug Court including Matrix Model Curriculum, Moral Reconation Therapy, and Prize Incentive
Contingency Management;
- • Collaborate with Oklahoma County Drug Court Misdemeanor Program track in order to ensure that the project
funded misdemeanor population will continue to receive drug tests in compliance with best
practice standards; and
- • Participate in all SAMHSA required activities, including collection of GPRA information as
identified by ODMHSAS.
- Criminal Justice – Drug Court Rural Access Transportation
This contract is to provide funding to enhance access to participants in Third Judicial District Drug Court
and Beckman/Roger Mills County Drug Court implementing telehealth and tele-supervision strategies. This contract is funded
through the Bureau of Justice Assistance grant #2019 DC-BX-0007.
- Contractor shall:
- • Provide transportation support for participants of the project targeted jurisdictions participating in the rural access pilot program.
- • Submit all required documentation of performance to ODMHSAS and provide the Drug Court Coordinator with all information necessary to completed program evaluations requested by ODMHSAS.
- COMPENSATION:
- • Transportation services eligible for payment pursuant to this contract (as defined in the ODMHSAS’ Service Manual)
are Court Related Services T1016 HF H9 at a rate of $13.75 per 15-minute increments.
- Criminal Justice – Jail Diversion Treatment - Midwest City
This contract is to provide funding for the administration of the Midwest City Jail Diversion program and
treatment services to the program participants pursuant to program MOU.
- Contractor shall:
- • Conduct an ODMHSAS-approved, criminogenic risk assessment instrument completed by a clinician whom is certified
to administer the instrument and is a BHCM II, CADC, Licensure Candidate, or LBHP to identify criminogenic risk factors for
program participants; and
- • Provide the ODMHSAS with all information necessary to complete program evaluations.
COMPENSATION:
- • The Midwest City Jail Diversion program may require a participant to pay the cost of participation including
treatment co-pays and substance testing. Contractor shall not make payment a condition for treatment services
delivered pursuant to this contract;
- • Any co-pays for treatment services shall be consistent with ODMHSAS
contract boilerplates; and
- • Participants shall be served regardless of income level. Contractor’s requests for compensation under this
contract to ODMHSAS shall be in compliance with eligibility standards and shall be reported as
identified by ODMHSAS.
- Criminal Justice – Offender Screenings
This contract is to provide funding for risk, mental health, and substance abuse screening services to district
court defendants as per O.S. 43A-3-704.
- Contractor shall:
- • Provide screenings which:
- • Are completed by a Case Manger II with Certification issued July 1, 2013 or after,
or LBHP level clinician;
- • Follow the guidelines established by the screening instruments;
- • Include a release of confidential information compliant with state and federal guidelines to the sentencing judge,
district attorney, defendant’s attorney, diversion programs available in the jurisdiction, and “individuals and entities
responsible for the care and well-being of the individual”; and
- • Be completed within 3 business days of referral.
- • Upon completion of screening instruments, complete a report which:
- • Is provided to the sentencing judge, district attorney, and defendant’s defense attorney
within 5 business days of referral;
- • Includes offender name, date of birth, case number(s), date of referral, date of screening,
and date of report;
- • Includes results of mental health, substance abuse, and risk screening; and
- • Includes recommendations for referrals based on level of mental health treatment need, substance abuse
treatment need, and risk level.
- • Make available a licensed clinician with experience in crisis management upon
indication of mental health crisis;
- • Document the final disposition of the defendant’s case to include any treatment program, supervision program,
or prison entry within 30 days of final disposition;
- • Submit a current version of the Offender Screening referral matrix for each county for approval within 30 days of
contract execution. Any modifications during the year shall be submitted for approval
within 30 days; and
- • Comply with Department Offender Screener randomized risk assessment competency
demonstration requests.
COMPENSATION:
- • Compensation per offender screened shall not exceed $130.96 per person.
- • Services eligible for payment pursuant to this addendum (defined in the ODMHSAS’s Service Manual) are as follows:
Court Related Services (T1016 HF H9), Screening and Referral (H002 HF HN), Intensive Outreach (H0023 HF TF), and Community
Outreach (H0023 HF). Documentation of outreach services must include date, time, and short description of the
service provided.
- • Contractor shall not seek copayments for screening services provided.
- Criminal Justice – Pretrial Treatment Services
This contract is to provide pretrial fee for service contracts to support individuals on pretrial release in designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- Contractor will:
- • Provide individualized treatment services to individuals released on pretrial bond as referred by designated pretrial staff.
- Criminal Justice – Prison Based Trauma-Informed Therapeutic Services
This contract is to provide trauma-informed therapeutic services in a correctional setting to assist incarcerated women in developing the skills to cope with trauma and other co-occurring issues. The contract shall also provide additional reentry supports.
- Contractor will:
- • Identify and screen individuals interested (and appropriate) to participate in designated groups.
- • Provide the following group-based interventions:
- • Introduction to treatment services, education about available treatment services in the facility, and accessing services in the community;
- • Seeking Safety; and Strengthening Families Program
- • Incorporate group processes and family therapy (when part of a family) as a part of a holistic approach to treatment, including the use of telehealth with family members in the community.
- • Contracted staff will be trained in evidenced based program curricula to include Seeking Safety and Strengthening Families.
- • Collaborate with ODMHSAS reentry staff by providing linkage to any additional services and supports needed for individuals participating in groups, in order to assist with achieving identified goals and reentry needs. The process of linkage shall include follow-up on linkages to ensure that a successful connection has been made.
- • Ensure designated staff follow the guidelines set forth by the Oklahoma Department of Corrections visitor and volunteer policies. This includes requiring all visitors and volunteers to pass background checks prior to entering DOC facilities (OP-110210).
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. The contractor must receive prior approval from the designated ODMHSAS staff member who serves as the point of contact for these groups regarding the evidence-based or evidence-informed curriculum that is being utilized by the Trauma/Family groups.
- • The Contractor will provide monthly reports that will include the following data elements:
- • The number of individuals linked to designated groups;
- • The number of individuals who attended the designated group each month.
COMPENSATION:
- • Total compensation for services pursuant to this contract shall not exceed the total amount identified in the COMPENSATION section of the contract.
- Criminal Justice – ReMerge
- Criminal Justice Government/Professional/Sole Source Services
- Criminal Justice – Drug Court Misdemeanor Treatment Expansion - Adult - Oklahoma County
This contract is to provide supportive services to participants of the Misdemeanor
Treatment Expansion (MTE) project.
- • Contractor shall:
- • Provide housing support to participants consistent with current ODMHSAS Guidelines for Use of Flexible Funds
and limited to amount described in the Compensation section below.
- • Provide Medication Assisted Recovery (MAR) to participants in the MTE project as clinical need is identified
and limited to amount described in the Compensation section below.
- • Provide incentives to participants in the MTE project through the following guidelines and limited to
the amount described in the Compensation section below.
- • At no time, through any incentive process, shall cash be given to participants
of the MTE project.
- • GPRA completion shall be incentivized with a $30 gift card per MTE participant
per GPRA completed.
- • Incentives shall be given for MTE project participation through the Prize Incentive Contingent Management Model;
a drawing based reward system model. Provide a mixed value of non-cash incentives such as gift cards, bus passes,
and hygiene products to include 150-$1 incentives; 100-$5 incentives; 75-$10 incentives; 50-$15 incentives;
and 15-$30 incentives.
COMPENSATION:
- • Housing flex funds will be reimbursed following the ODMHSAS Guidelines for Use of Flexible Funds under a cost
reimbursement structure. Compensation for housing flex funds under this contract shall average $250 per person and
not exceed $5,000.
- • Medications Assisted Recovery (MAR) support will fund medications. Compensation for MAR medications under
this contract shall not exceed $6,000.
- • Total incentive funds will not exceed $5,000 and is limited to the restrictions identified in the Work Requirements
section above. GPRA incentives shall be limited to total of $2,400 and other incentives shall be
limited to total of $2,600.
- Criminal Justice – Drug Court Misdemeanor Treatment Expansion - Adult - Oklahoma County - Housing and Incentives
This contract is to provide supportive services to participants of the Misdemeanor Treatment Expansion (MTE) project.
- • Contractor shall:
- • Provide housing support to participants consistent with current ODMHSAS Guidelines for Use of Flexible Funds and limited to amount described in the Compensation section below.
- • Provide incentives to participants in the MTE project through the following guidelines and limited to the amount described in the Compensation section below.
- • At no time, through any incentive process, shall cash be given to participants of the MTE project.
- • GPRA completion shall be incentivized with a $30 gift card per MTE participant per GPRA completed.
- • Incentives shall be given for MTE project participation through the Prize Incentive Contingency Management Model; a drawing based reward system model. Non-cash incentives will range in value from $1 to $15 with the maximum award of $75 per participant within a fiscal year. A mixed value of non-cash incentives such as gift cards, bus passes, and hygiene products to include 150-$1 incentives; 150-$5 incentives; 95-$10 incentives; 50-$15 incentives will be distributed by provider.
COMPENSATION:
- • Housing flex funds will be reimbursed following the ODMHSAS Guidelines for Use of Flexible Funds under a cost reimbursement structure. Compensation for housing flex funds under this contract shall average $250 per person and not exceed $5,000.
- Criminal Justice – Drug Court Pandemic Response
This contract is to provide funding for the Oklahoma Drug Court Pandemic Response Project for the implementation of tele-supervision and expansion of telehealth services. This contract is funded through the Bureau of Justice Assistance grant #2020-DC-BX-0132.
- Contractor shall:
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with federal project plans.
- • Follow project specific guidance provided by the ODMHSAS.
- • Contractor shall submit all required documentation of performance to ODMHSAS and provide the Drug Court
Coordinator with all information necessary to complete program evaluations requested by ODMHSAS.
- Criminal Justice – Drug Court Rural Access Technology
This contract is to provide funding to enhance access to participants in Third Judicial District Drug Court and Beckman/Roger Mills County Drug Court implementing telehealth and tele-supervision strategies. This contract is funded through the Bureau of Justice Assistance grant #2019 DC-BX-0007.
- Contractor shall:
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with federal project plans.
- • Follow project specific guidance provided by the ODMHSAS.
- • Contractor shall submit all required documentation of performance to ODMHSAS and provide the Drug Court
Coordinator with all information necessary to complete program evaluations requested by ODMHSAS.
- Criminal Justice – Drug Court Rural Access Transportation
WORK REQUIREMENTS:
- Contractor will:
- • Arrange for transportation support for participants in conjunction with their treatment service and drug court requirements of the project targeted jurisdictions participating in the rural access pilot program.
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with federal project plans
COMPENSATION:
- • Transportation services eligible for payment pursuant to this contract shall not average more than $13.75 per 15-minute increments.
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- Criminal Justice – Early Diversion - Justice Navigator - Adult
This contract is to provide a single point of contact for participants of the Early Diversion Program to assist with linking participants to community resources while managing court requirements.
- Contractor will:
- • Agree to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Ensure participant orientation and program completion processes are developed and followed;
- • Assist a client with orientation into the Early Diversion Program;
- • Assist participants with guidance on court ordered conditions and connection with local treatment providers and resources;
- • Participate fully as an Early Diversion team member, attending any staffing’s and dockets;
- • Maintain and email address and internet access;
- • Ensure communication with providers, resources and the Court of essential participant information and compliance;
- • Ensure the collection of data for evaluation purposes including, but not limited to, updates in ODMHSAS WEBS prior to the first of each month;
- • Act as liaison between ODMHSAS and Early Diversion program;
- • Establish and coordinate networking within the community, local agencies, outreach programs, and state agencies to assist with resources and referrals for participants;
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – Jail Diversion Administration - Midwest City
This contract is to provide funding for the administration operation of the Midwest City Jail Diversion program
consistent with the MOU in place to support the program.
- Contractor will:
- • Provide a full-time staff for the administration of the Midwest City Jail Diversion Program.
Full-time staff shall:
- • Complete all data reporting as required by ODMHSAS.
- • Be accessible to Midwest City jail staff, prosecutor, court staff, and police department with regard to questions
and status updates on potential participants and current participants.
- • Develop and oversee screening processes in collaboration with the Midwest City jail and ODMHSAS, in order to
efficiently identify those in need of behavioral health treatment services.
- • Develop and oversee assessment processes in collaboration with the Midwest City jail and ODMHSAS, in order to
identify treatment services clinically appropriate for each eligible participant.
- • Develop and oversee reporting processes in collaboration with the Midwest City jail, prosecutor, court staff,
and police department to ensure effective communication on the treatment compliance and abstinence status
of each program participant.
- • Develop and oversee drug testing processes in collaboration with the Midwest City jail, prosecutor, court staff,
and police department to ensure consistent substance testing of program participants
- • Attend Midwest City court hearings, meetings with Midwest City jail staff
on a weekly basis.
- • Develop and oversee program policy manual with input from Midwest City jail staff, prosecutor, court staff,
and police department which includes: eligibility criteria, participant orientation, screening and assessment processes,
drug testing processes, and status reporting processes.
- • Submit quarterly expenditure reports to ODMHSAS which identify collection of fees and program expenditures,
within 45 days of the close of each quarter.
- Criminal Justice – Reentry Intensive Care Coordination Team (RICCT)
This contract shall provide a Reentry Intensive Care Coordination Team (RICCT). The RICCT team targets individuals with severe mental illness and co-occurring substance use disorders. RICCT is part of a larger effort to enhance the availability of mental health services for offenders who are being transitioned from the Department of Corrections (DOC) into the community
- Contractor shall:
- • Screen, admit, assess, and initiate services as prescribed by ODMHSAS rules and
regulations. Including:
- • Initiate and conduct in-reach screening interviews with RICCT candidates in correctional facilities to build
relationships, initiate relevant assessments and case planning, and determine acceptance or denial
to the program.
- • Screen offenders within two (2) weeks of receiving referral. Telemedicine screenings are encouraged by ODMHSAS.
If contractor utilizing on-site screenings, no more than one (1) visit to a correctional facility will be conducted to
make final determination regarding acceptance or denial into the program.
- • Contact the referral source within one (1) week of screening with an acceptance or denial into the program.
Contractor shall keep record of all referrals to include name, referral date, whether accepted or denied, reason for denial if
applicable, and date referral source informed of eligibility decision.
- • Contractor agrees to maintain staffing and supervision for the RICCT team as prescribed by Department.
It is the expectation of the Department that the Contractor implement recruitment and retention practices designed to maintain
a stable and consistent staffing level. RICCT programs’ service delivery and case load capacity expectations will not be
affected by changes in contractor’s staffing.
- • Contractor shall ensure that RICCT personnel attend the necessary training, utilize technical assistance through
ODMHSAS, and refer RICCT clients to other agency providers if necessary in order to integrate the following evidence based
practices and collaborations when serving RICCT clients:
- • Opioid Overdose Prevention Services
- • Risk Need Responsivity
- • Motivational Interviewing
- • Communication with Probation and Parole or other entities for care coordination
and success of community supervision
- • Connecting clients to resources to address emergent case management and community integration needs
such as housing, employment, education, family, and issues unique to reentry and their involvement in the
criminal justice system.
- • Use evidence based practices validated on the justice involved populations. Examples may include, but
do not require: Cognitive Behavioral Therapy, CBT-based Interactive Journaling, The Matrix Model, and evidence-based
programs that address specific criminogenic risk domains such as Moral Reconation Therapy or Thinking
for a Change.
- • Peer Recovery Support services.
- • Report on the Department’s information system, in accordance with Department policy, all services
provided by Contractor to each RICCT consumer, regardless of the funding source. Services provided shall be reported
under the appropriate contract source code, based on the payer for the specific service delivered. Any service not
billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in
section IV (COMPENSATION) of the Contract.
- • Ensure that RICCT program participants and services are reported using the correct contract source and
service focus code. Contractor shall have processes in place to identify data and coding errors and make corrections
in a timely manner.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for RICCT services being deducted from program expenditures, prior to determining the amount due from Department.
- Criminal Justice – SQE – Substance Abuse – Aftercare
This contract is to support aftercare supports to drug court participants and recent program graduates.
- • Contractor shall:
- • Notify drug court participant prior to treatment discharge of availability of aftercare support and
Recovery Management Check Ups, providing opportunity for participants to opt out.
- • For participants not opting out, utilize the Recovery Management Check Up tool provided by ODMHSAS to contact
individuals by phone who have completed treatment services and are both in phase 5 (aftercare) and post-graduation.
Schedule of calls include:
- • Phase 5: Twice per month, at minimum
- • 1-3 months post graduation: Monthly, at minimum
- • 3-12 months post-graduation: Every three months, at minimum
- • Document phone calls by completing the provided interview form
- • If contact identifies the individual would benefit from treatment services, indicate on the provided
form and offer re-engagement of treatment services to the participant
- • Ensure that no responses to the Recovery Management Check Up are not grounds for program sanctions or
other negative responses from the drug court program.
- • Contractor shall quarterly report the number of Recovery Management
Check Ups provided to ODMHSAS.
- Criminal Justice – SQE – Mental Health (Includes Mental Health Courts and Pretrial)
This contract shall support time for treatment/diversion court supports which are not reimbursable under the fee for service treatment contract.
- Mental Health Court Contractors shall:
- • Attend and participate in all specialty/diversion court dockets for which individuals receiving behavioral health services from contractor are scheduled to appear.
- • Attend and participate in all specialty/diversion court staffing’s for which individuals receiving behavioral health services from contractor are scheduled to be reviewed.
- • Provide status reports to the specialty/diversion court team as identified in the most recent version of the ODMHSAS Treatment Court Manual.
- Pretrial Contractors shall:
- • Build direct referral mechanism with pretrial services/bail bondsman/DA/court/etc. for defendants on pretrial release as evidences by letters of support and referral instructions provided.
- • Report as needed to the court on pretrial client treatment attendance.
- Criminal Justice – SQE – MH Adult (BP Jail – Day Reporting)
This contract is to provide funding for necessary medications and other support services in conjunction with the services provided pursuant to a ODMHSAS Community Mental Health Centers direct services contract held by Contractor. Contractor shall perform other necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work:
- • Service quality enhancement (SQE), court services, and community response services include,
but are not limited to:
- • Facilitating staff, client, board, and volunteer attendance at training or other professional development
opportunities (including travel time)— code 97537 HE;
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the
quality of services delivered to a client or group of clients—code 99368 HE, TG;
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving
interagency collaboration and service delivery—code 99368 HE, TF;
- • Provision of community awareness such as facilitating community-wide substance abuse and mental health awareness,
prevention, and recovery events. Contractor shall conduct or participate in at least three (3) public awareness events
each year; - code 97537 HE, TF; and
- • Disaster response preparedness such as crisis counseling in the event of a disaster.
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a
Day Reporting Program for Oklahoma County.
- • Establish a system of care and services which will assist persons with mental illness and co-occurring
disorders who are charged with appropriate offenses in remaining outside of the traditional jail setting and to have
the opportunity to participate in treatment services in the community.
- • Ensure services provided pursuant to Department funding shall be reported using service codes as noted above
or in applicable attachments, and reported under the Contract Source Code(s) identified in section IV
(COMPENSATION) of the Contract.
- Criminal Justice – SQE – Mental Health Adult (ReMerge)
This Contract is to provide funding for necessary support services in conjunction with treatment services provided
pursuant to the ReMerge direct services contract held by the Contractor.
- Contractor shall:
- • Maintain one (1) half-time Treatment Coordinator dedicated to the operations
of the ReMerge program;
- • Facilitate staff-to-staff consultation (on an intra-agency as well as interagency basis) to
enhance quality of services delivered to offenders. – Code 99368 HE, TG;
- • Attend local, regional, or state meetings for the purpose of improving interagency collaboration
and service delivery. – Code 99368 HE, TF;
- • Provide community education and awareness. – Code 97537 HE, TF;
- • Facilitate staff attendance at training or other professional development opportunities
(including travel time). Code 97537 HE;
- • Provide non Fee for Service (FFS) reimbursable supports to offenders; and
- • Participate in ODMHSAS required data collecting and reporting.
- • Report on the Department’s information system, in accordance with Department policy, all eligible
services provided by the Contractor as well as any other services otherwise eligible under the terms of this contract
but for which funding is not available from any payer. Services provided pursuant to this contract addendum shall be
reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of
the Contract.
- Criminal Justice – SQE – Navigation
This contract is to provide Criminal Justice System Navigation to designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- • Contractor will:
- • Provide at least quarterly, free trainings to the county and municipal court, jail, and law enforcement stakeholders to including information on local treatment resources and how individuals can access care.
- • Designate, and provide contact information to the court, for a criminal justice navigator (CM-II level) for immediate access to case management and appointment information.
- • Maintain weekly, regular office hours at the courthouses for immediate connection to treatment outreach services.
- • Contractor will separately bill for reimbursable treatment services provided to justice-involved individuals following ODMHSAS eligibility for service requirements.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – SQE – Prison Based Trauma-Informed Therapeutic Services
This contract is to provide service quality enhancement to the Prison Based Trauma-Informed Therapeutic Services contract held by Contractor.
- Contractor shall:
- Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- Service quality enhancement (SQE), Prison Based Trauma-Informed Therapeutic Services include but are not limited to:
- • Participating in background checks required by ODOC
- • Security processing protocols for entering and leaving ODOC facilities
- • Attend mandatory training or meetings as required by ODMHSAS or ODOC
- • Provide for follow-up with participant’s post-imprisonment
- • Contractor will separately bill for reimbursable treatment services provided to justice-involved individuals following ODMHSAS eligibility for service requirements.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – SQE – Substance Abuse (Includes Drug Court, Early Diversion, Community Courts and Juvenile Diversion)
This contract shall support time for treatment/diversion court supports which are not reimbursable under the fee for service treatment contract.
- • Drug Court, Early Diversion and Juvenile Diversion Contractors shall:
- • Attend and participate in all specialty/diversion court dockets for which individuals receiving behavioral health services from contractor are scheduled to appear.
- • Attend and participate in all specialty/diversion court staffing’s for which individuals receiving behavioral health services from contractor are scheduled to be reviewed.
- • Provide status reports to the specialty/diversion court team as identified in the most recent version of the ODMHSAS Treatment Court Manual.
- • Community Court Contractors shall:
- • Participate in community court planning and policy development.
- • Participate in community court dockets to provide direct access to services to participants.
- • Provide appropriate updates and attendance reports for community court participants.
- Criminal Justice – Supportive Housing for Reentry
This Contract is an enhancement to existing contracts with ODMHSAS for providers serving the prison reentry population including but not limited to the Collaborative Coalition for Offender Reentry (CCOR) program, Reentry Intensive Care Coordination Team (RICCT), State Opioid Response (SOR), Program of Assertive Community Action Team (PACT), and Residential Care Centers and provide funding for supportive housing for program participants in support of direct services provided by the Contractor. The goal of the Contract is to assist each reentry participant with obtaining safe and affordable supportive housing upon release from a secure correctional setting. Supportive housing can include transitional or permanent housing options, and should be provided based on the Housing First Model.
Contractor shall:
- • Use supportive housing funds to support community integration of persons released from a secure correctional setting and enrolled to participate in community based behavioral health services. Funding assistance is to be used to assist with access to, or maintenance of, transitional or permanent housing in the community. These funds can also include assistance with housing costs such as housing application fee, housing deposit, first month’s rental assistance and 1-month rental assistance to assist with avoiding eviction.
COMPENSATION:
- • Contract funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department. Funds shall provide participants utilizing transitional communal housing with an average of 60 days of housing. Contractor shall establish a means for determining an equitable distribution of these funds based on the budgeted participant ratio and the needs of individual participants.
- Appendix
Non-Categorical SOW
- Fixed Rate
- Adult Crisis Stabilization
- COMMUNITY MENTAL HEALTH CENTERS
- Adult Crisis Stabilization Unit
INTRODUCTION:
- • This contract is for the operation of an adult crisis stabilization unit, otherwise referred to as a Community-Based Structured Crisis Center.
- • Community-Based Structured Crisis Center means a program of non-hospital emergency services for mental health and substance abuse crisis stabilization as authorized by O.S. 43A 3-317, including, but not limited to, observation, evaluation, emergency treatment and referral, when necessary, for inpatient psychiatric or substance abuse services.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to operate an adult crisis stabilization unit and provide community based structured emergency care and related services at a specified site.
- Comprehensive Community Addiction Recovery Center (CCARC)
- Comprehensive Community Addiction Recovery Center (CCARC)
INTRODUCTION:
- • Contractor shall create and operate a Comprehensive Community Addiction Recovery Center (CCARC) intended to provide a full service array to those consumers needing treatment for moderate to severe Opioid, Alcohol and/or Sedative/Hypnotic/Anxiolytic Use disorders.
DEFINITIONS:
- • CCARC - a facility offering a comprehensive array of community-based substance use disorder treatment services, including but not limited to, outpatient services, intensive outpatient services, ambulatory withdrawal management services, emergency care, consultation and education; and, certain services at the option of the center, including but not limited to, prescreening, rehabilitative services, continuing care, training programs, research and evaluation.
- • Ambulatory Withdrawal Management Without Extended On-site Monitoring - detoxification within an outpatient setting, directed by a physician and has attendant medical personnel including nurses for intoxicated consumers, and consumers withdrawing from alcohol and other drugs, presenting with no apparent medical or neurological symptoms as a result of their use of substances require ambulatory withdrawal management without extended on-site monitoring.
WORK REQUIREMENTS:
- • The contractor shall be certified as and provide for all required core services as identified in Title 450, Chapter 24 STANDARDS AND CRITERIA FOR COMPREHENSIVE COMMUNITY ADDICTION RECOVERY CENTERS.
- • Contractor shall ensure that consumers receive full access to a service array of substance use disorder services and supports specific to opioid, alcohol and/or sedative/hypnotic/anxiolytic dependence to include adjunctive medication assisted treatment and long term withdrawal management.
- • Contractor shall ensure that, whenever possible, family members and/or significant others will be incorporated fully into treatment process.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Contractor’s records pertaining to CCARC consumers (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- Child Welfare
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate outpatient treatment services for substance use and co-occurring disorders to adults referred by the Oklahoma Department of Human Services who are engaged in Child Welfare services, pursuant to the State Agency Agreement between the Oklahoma Department of Human Services and the Oklahoma Department of Mental Health and Substance Abuse Services.
DEFINITIONS:
- • OKDHS – Oklahoma Department of Human Services.
- • CW – Child Welfare – the purpose of OKDHS Child Welfare Services is to improve the safety, permanence and well-being of children and families involved in the Child Welfare system through collaboration with the families and their community.
- • ASI – Alcohol Severity Index.
- • T-ASI – Teen Addiction Severity Index.
- • ASI-MV – Addiction Severity Index-Multimedia Version is the electronic version of the traditional paper and pencil administered ASI.
- • BHI-MV – Behavioral Health Index-Multimedia Version is an on-line, client self-administered comprehensive behavioral health assessment tool which provides an overview of the client’s functioning in multiple key life domains. Using the evidenced-based ASI-MV as its core, the BHI-MV includes questions focusing on broader mental health issues, tobacco, gambling, and CARF and Joint Commission recommendations.
- • The ASAM Criteria – American Society of Addiction Medication Patient Placement Criteria.
- • ODMHSAS Report Templates – Templates for ODMHSAS required reports, located on http://www.odmhsas.org/arc.htm under ODMHSAS Provider Documents, ODMHSAS CW Report Templates.
- • SecureEmail – the ODMHSAS secure email system shall be the means by which confidential information is sent, as required, to DHS CW offices.
- • ROI – Release of Confidential Information form.
WORK REQUIREMENTS:
- • Contractor shall provide direct services to adult CW referrals (minor parents with children involved with CW and referred by CW shall be served) and their families, as appropriate, and collaborate with referring OKDHS personnel as described in this Statement of Work. With proper consents for the release of confidential information, collateral information shall be gathered, assessed, and incorporated in the assessment and treatment planning processes.
- • All persons providing behavioral healthcare services, or related services, that are lawfully required to perform those services under licensure, certification, and otherwise trained shall be documented as licensed, certified, and otherwise trained, or under supervision, prior to performing treatment and other related services.
- • Contractor shall provide services that are culturally-responsive, trauma informed, and based on the individuals’ needs and their family environments.
- • Contractor shall utilize the ODMHSAS secure email system when confidential information is sent, as required, to DHS CW offices.
- • CContractor shall accept referrals from OKDHS CW and assist with timely assessment and admission to treatment, when appropriate.
- • Upon receipt of a completed referral form (Referral for Substance Abuse Assessment and Treatment Services Referral-Form 04MP033E) from OKDHS CW, and the OKDHS Consent for Release of Confidential Information (ROI) (OKDHS Form #04MP001E), Contractor shall review and attempt to make contact with the person referred within three (3) business day of receiving the referral and ROI; if the person being referred is not reached within three (3) business days, Contractor shall notify the referring CW Specialist within three (3) business days via email (without consumer identifying information; first initial/last name, DHS Case Number) or via SecureEmail and/or telephone; documentation of attempts to contact and/or contact with the person referred is noted in the consumer’s clinical record; notification to the CW Specialist of lack of contact is documented in the consumer’s clinical record.
- • If the OKDHS ROI form is not included with referral, or is incomplete, Contractor shall contact referring CW Specialist and request such and explain the need for such.
- • If the correct OKDHS CW referral form (Form 04MP033E) is not received and/or does not include the DHS Case Number (KK#) and specific indicators of substance use for the person being referred (on page 2 of the referral form, in the section, Reason for Referral), Contractor shall contact the referring CW Specialist and request a completed referral form, and explain that no services can be billed to Contract 44AA without a completed form.
- • If the CW Specialist states that a KK# has not been assigned, Contractor shall help educate the CW Specialist by sharing that until a KK# is assigned, the person is not ready to be referred for services billed to Contract 44AA; if the person is referred without a KK#, a pay source other than Contract 44AA is required (self-pay, OKDHS funds, etc.).
- • Contractor shall schedule an assessment to be conducted within ten (10) business days from initial contact with referred CW consumer that includes, but is not limited to, the current edition of the ASI, or ASI-MV, or BHI-MV; the T-ASI is conducted as appropriate for minor parents; appropriate level of care shall be determined based on the current edition of The ASAM Criteria.
- • Within three (3) business days of completion of the assessment, Contractor shall complete the ODMHSAS Required Assessment Summary Report on the ODMHSAS template and send to the referring CW Specialist via ODMHSAS SecureEmail. The Assessment Summary Report and all reports required are maintained in the consumer’s clinical record.
- • If a CW referral fails to keep the scheduled assessment appointment, and a ROI is in place, Contractor shall notify the referring CW Specialist immediately or no later than three (3) business days via email (without consumer identifying information; first initial/last name, DHS Case Number) or via SecureEmail and/or telephone. Notification shall be documented in the consumer’s record.
- • When available, the OKDHS Individual Service Plan (ISP) or the OKDHS Family Service Agreement (FSA) shall be considered in development of the consumer’s individual treatment plan; a copy of the ISP and/or FSA shall be maintained in the consumer’s clinical record.
- • Treatment services, when indicated, shall be provided within ten (10) business days of completed assessment.
- • Contractor shall ensure monthly reports are completed for each CW consumer served. Monthly reports shall be completed on the ODMHSAS Required Monthly Report template and sent via ODMHSAS SecureEmail to the referring CW Specialist no later than the 10th of each month for the previous month, or date agreed upon by Contractor and CW Specialist; if a CW client experiences significant events that may impact the CW case, Contractor shall notify the CW Specialist within three (3) business days of the event.
- • Contractor shall ensure a discharge report is completed for each CW consumer served. The discharge report shall be completed on the ODMHSAS Required Discharge Report template and sent via ODMHSAS SecureEmail to the referring CW Specialist no later than fifteen (15) days post-discharge.
- • Contractor shall assign a liaison to interface with ODMHSAS and OKDHS staff. The liaison shall complete the free online National Center on Substance Abuse and Child Welfare’s Tutorial for Substance Use Disorder Treatment Professionals within sixty (60) business days of assignment as the liaison. This course is divided into five modules and takes approximately 4.5 hours to complete; a copy of the Certificate of Completion (4.5 CEUs) shall be sent to the ODMHSAS Manager of TANF/CW Treatment Services.
- • Contractor shall provide the name, e-mail address, mailing address, and telephone number of the liaison to ODMHSAS’ Manager of TANF/CW Substance Use Disorder Services.
- • The liaison, or designee, shall attend all TANF/CW contract meetings.
- • The liaison shall coordinate and document regular communication with the local OKDHS office to maintain a flow of communication to ensure coordination of CW cases, including meeting together when necessary.
- • The Contractor shall notify the ODMHSAS’ Manager of TANF/CW Substance Use Disorder Treatment Services of any changes in the agency that would have a direct impact on this contract (e.g., change in liaison, change in director/administrator, staff working directly with CW contract, facility move, merger, closing of facility or program, etc.).
- • When a new agency liaison is named, and the ODMHSAS is notified, a date will be set for the newly appointed liaison to complete an orientation to the contract and their role. This orientation will take place virtually.
- • Contractor may provide drug detection screens for CW referrals as a part of treatment in accordance with professional standards; when provided by Contractor, drug detection screens are to be used randomly and not excessively during treatment. Contractor shall bill a drug detection screen as CW Drug Screen, billing code H0003 HF and an alcohol detection screen as Alcohol Screen, billing code H0003 HF TF.
- • Drug detection screens administered as a standalone service shall not be billed under Contract 44AA. Direct care services, such as individual, group, education, or case management, shall be provided no later than the third drug detection screen.
- • Documentation shall be made for results of all drug detection screens and reported on ODMHSAS Required Monthly Reports. Clinical intervention for positive drug detection screens shall be identified and noted on ODMHSAS Required Monthly Reports.
- • If a CW referral contests the results of a UA, Contractor shall send the contested specimen to a toxicology lab for confirmation; Contractor shall bill the confirmation of specimen as a CW Contested UA, billing code H003 HF U1.
- • Contractor shall provide only outpatient services (ASAM Levels 0.5: Early Intervention; Level 1: Outpatient Services; Level 2.1: Intensive Outpatient).
- • Contractor shall, in an effort to better serve pregnant individuals with a substance use disorder (SUD), provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • FCP shall be offered to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Contractor shall recognize federal holidays set by law and state holidays declared by the Governor. Under this contract, the allowed holidays are New Year’s Day, Independence Day, Christmas Day and the day before or after, Martin Luther King, Jr. Day, Presidents’ Day, Memorial Day, Labor Day, and Thanksgiving Day and the day after. Due to calendar fluctuation, some years include other non-traditional holiday days. If such becomes the case, this Statement of Work will also allow those contingency days as holidays. Facility closures are allowed for short-term periods of inclement weather.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor to include, at minimum, ongoing reviews of certain performance indicators.
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source; for services to be paid by CW Contract, services must reflect Primary Referral as 49 and include the consumer’s OKDHS Case Number (KK# for CW consumers); CW referred persons must have at least one (1) presenting problem from the Substance Abuse Related Problem list, #s 710-743.
- • Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered.
- • Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Contractor shall identify alternative insurance coverage and bill such sources if applicable; no payments shall be made by ODMHSAS from funds provided through the CW contract until alternative coverage is exhausted or determined unavailable for these services. Failure to bill third parties may result in an overpayment or termination of Contractor’s contract.
- • Contractor shall not be compensated for services billed to Contract 44AA that are provided past 90 days of Child Welfare case closure.
- • Contractor shall not solicit co-pays for services paid for under the ODMHSAS Contract from CW consumers or their families; this does not prohibit solicitation of co-pays from consumers with Medicaid or insurance coverage or third parties.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Competency Evaluations for OFC
- Competency Evaluations for the Oklahoma Forensic Center
INTRODUCTION:
- • This contract is to provide competency evaluations and testimony as a result of the competency evaluations, if required, within Contractor’s service area, except murder charges, intent to kill charges, and kidnaping charges, for the Oklahoma Forensic Center.
WORK REQUIREMENTS:
- • Contractor shall be responsible for all competency evaluations within their service area, except murder charges, intent to kill charges, and kidnaping charges.
- • Evaluations will be completed and reports written within 14 days of the judge’s order.
- • Evaluator shall testify as a result of the competency evaluation if required.
- • The Oklahoma Forensic Center (OFC) will provide ongoing training of evaluators, however, it is the Contractor’s responsibility to recruit LMHP’s for the Contractor’s service area. If turnover occurs, OFC will assist in training new evaluators, however, the CMHC will need to recruit replacements as soon as possible.
- • Evaluations can be performed at the CMHC or the county jail. Such arrangements will be negotiated between the CMHC and the local court and/or sheriff’s office – with the exception of Oklahoma County and Tulsa County, where the evaluations are to be done in the jails.
- Crisis Unit & Urgent Care (URC)
INTRODUCTION:
- • Crisis Stabilization: Provider shall furnish the necessary resources to operate an adult crisis stabilization and/or inpatient psychiatric unit(s) and related services.
- • Urgent Recovery Center (URC): Provider shall furnish the necessary resources to operate 24-hours, 7 days per week crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Crisis Stabilization:
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral, and linkage to community based services, or when necessary, for inpatient psychiatric or substance abuse services. Linkage activities include ensuring that the consumer is connected to the next level of care and back to his/her community, up to and including transportation when necessary and appropriate.
- • Provider shall furnish necessary medications upon discharge, up to a two-week supply if the consumer has no other means of obtaining.
- • Urgent Recovery Center:
- • Maintain ability to accept consumers at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary bio-psychosocial, trauma-informed, assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Have a Licensed Practicing Nurse (LPN) or Registered Nurse (RN) available for health screenings and detox assessments.
- • When necessary, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour, 59-minute service period.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to Community Based Services to include percent engaged in community services after URC care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by the Department. All crisis stabilization services provided to eligible individuals are to be reported under a designated contract source. All 23-hour, 59-minute crisis observation, evaluation, holding, and stabilization services will be reported under a designated contract source.
- eSMI Crisis Care
INTRODUCTION:
- • This contract is to compensate the agency for crisis care provided for individuals experiencing the onset of a serious mental illness. The ODMHSAS will support Contractor in implementing services and supports for persons ages 16-30, who have experienced their first episode of mental illness, which may include first episode of psychosis, within the last two years and meet the Federal Block Grant and State definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED), as they transition to adulthood.
WORK REQUIREMENT:
- • Contractor shall provide services and supports for the specific population state above.
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral and linkage to community based services, or when necessary, for inpatient psychiatric or substance abuse services. Linkage activities include ensuring that the consumer is connected to the next level of care and back to his/her community, up to and including transportation when necessary and appropriate.
- • Maintain ability to accept admissions at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary, trauma-informed, emergency assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Perform a health screening conducted by a nurse.
- • When admitted to the crisis unit, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to first episode programs where available.
- • Provider shall furnish necessary medications upon discharge from crisis unit, up to a two-week supply if the consumer has no other means of obtaining.
PERFORMANCE MONITORING:
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the contract source code(s) identified in section IV (COMPENSATION) of the contract.
- Gambling
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide problem gambling treatment services to adults and adolescents with gambling-related disorders and problems. Services eligible for payment pursuant to this Statement of Work shall be delivered to persons with gambling-related disorders and co-occurring related problems.
WORK REQUIREMENTS:
- • Persons Served:
- • Gambling disorders means an individual with:
- • Persistent and recurrent problematic gambling behavior leading to clinically significant impairment or distress, as indicated by the individual exhibiting four (or more) of the criteria in a 12-month period as outlined in the Diagnostic and Statistical Manual of Mental Disorders, 5th Edition (section 312.31).
- • Problem Gambling Severity– Gambling and betting (problems related to lifestyle)
- • Mild: 4–5 criteria met
- • Moderate: 6–7 criteria met
- • Severe: 8–9 criteria met
- • Problem Gambling Frequency
- • Episodic: Meeting diagnostic criteria at more than one time point, with symptoms subsiding between periods of gambling disorder for at least several months
- • Persistent: Experiencing continuous symptoms, to meet diagnostic criteria for multiple years.
- • Access to services:
- • Contractor shall ensure 80% of consumers requesting problem gambling treatment services shall receive their first appointment for service within 48 hours or less from initial request for services.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Financial eligibility criteria may be waived depending on the consumer’s ability to pay.
- • Treatment services:
- • The evaluation and verification of treatment services includes, but are not limited to: gambling treatment services and shall provide services that minimally include screening, counseling, financial planning, and treatment of problem gambling.
- • Contractor shall complete the Addiction Severity Index (ASI)/Teen Addiction Severity Index (T-ASI) with the South Oaks Gambling Screen (SOGS) for consumers with substance abuse disorders OR the Client Assessment Record (CAR) and the SOGS for consumers with mental health disorders OR the CAR and the SOGS for consumers with gambling disorders only. These shall be completed within the first five visits and only the ASI or CAR need to be repeated at discharge (unless discharge occurs within 7 days of admission or is unplanned).
- • Educational groups shall include, but not be limited to:
- • Living skills development with focus on financial recovery;
- • Family dynamics;
- • Relapse prevention;
- • Establishing and/or strengthening support systems; and
- • Introduction to community support groups.
- • Gambling professional treatment staff:
- • The evaluation and verification of professional qualifications includes, but are not limited to, the review and verification of:
- • Valid certification as a Nationally Certified Gambling Counselor (NCGC) at a Level I or II; and
- • Documented completion of 10 hours of gambling-specific continuing education hours every 12 months; or
- • Documented completion of 30 hours of ODMHSAS-approved gambling-specific core counselor training; and
- • Documented completion of 10 hours of gambling-specific continuing education hours every 12 months; and
- • Documented verification of being under gambling-specific clinical supervision.
- • Staff who fall under the gambling-specific clinical supervision must test for the national gambling counselor certification within 3 years from the approval date of the gambling-specific clinical supervision.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- Health Home
INTRODUCTION:
- • Health Home is a model of care that focuses on providing integration of mental health care, physical health care, social services, and support services for adults with serious mental illness and/or children with serious emotional disturbances. It uses an inter-disciplinary team and operates in a person-centered manner to support every person served to reach his or her personal mental health, physical health, and wellness goals. The interdisciplinary team will create a comprehensive care plan that coordinates all identified needs and focuses on each person’s strengths and goals.
DEFINITIONS:
- • Health Home – to operate as a Health Home provider must meet all certification requirements of the Oklahoma Department of Mental Health and Substance Abuse Services, and provide the following core services:
- • Integrated Care Plan – This plan will help support disease control and health management goals, including physical, mental, cognitive, psychosocial, functional, and environmental factors. This plan is separate from the initial plan, is care manager or care coordinator driven, and incorporates additional information obtained after initial treatment plan.
- • Comprehensive Care Plan – The compilation of all care plans. This includes, but is not limited to, HRA, nursing assessments/PCP records, WRAP plan, wellness self-management plans and the Integrated Care Plan.
- • Comprehensive Care Management – This includes the concurrent prevention and management of multiple behavioral health and physical health problems and includes assessment, evaluation, planning, and facilitation.
- • Care Coordination – The deliberate organizing of consumer care activities and sharing information among all of the participants performed by anyone on the team. This is the cornerstone of behavioral healthcare integration.
- • Case Management – A process that includes planned linkage, advocacy, and referral performed by a qualified professional case manager and includes referrals and linkages to community and social support services. Note: For children receiving Wraparound services, this is provided by a case manager II that is additionally SOC-trained and coached in the Wraparound process.
- • Transitional Care – Coordinating continually between inpatient and outpatient settings for both mental health treatment and physical health treatment. Transitions should be planned, going into and coming out of all inpatient settings. All consumers admitted to the hospital will be seen by a behavioral health professional within 7 days.
- • Health Promotion – The process of enabling clients to increase control over, and to improve, their mental health and physical health. It moves beyond a focus on individual behavior toward a wide range of social and environmental interventions. It consists of providing health education specific to the client’s chronic conditions, beginning with their serious emotional disturbance/serious mental illness.
- • Individual and Family Supports – Supports that assist with all domains of life as needed and identified on the integrated treatment plan, focusing on assisting with the essentials that must be in place in order for recovery to occur, such as safe and affordable housing, education and job skills, employment, public assistance as needed. For children, this includes such things as school attendance and success, and connection to activities that promote health, social, and emotional development.
- • Health Information Technology – The Health Home will utilize a functioning certified electronic health record; submit data to a health home information management system that will act as a patient registry; utilize a care management device and outcomes measurement tool; and utilize a Health Information Exchange that allows health care providers to share referrals and continuity of care.
- • Wraparound Process – A process utilized to improve the lives of children with complex needs and their families by developing and implementing individualized plans of care. The following elements must be present for high fidelity Wraparound:
- • Wraparound Team – Also known as a child and family team. Key elements of Wraparound are:
- • Strengths-Based – A basic commitment to strength seeking, strength generating, and strength building.
- • Needs-Driven – Wraparound is an organizing process designed to meet needs. It is based on underlying/root causes rather than on “problems” and avoids judging children and families.
- • Effective Team Process – A team of people working together in the Wraparound process around common goals and should include informal support members, the child and family, the care coordinator, the family support provider, and formal supports from involved systems.
- • Family Support Provider – A formal member of the Wraparound team whose role is to serve the family and help them engage and actively participate on the team. This is a required role for children in Wraparound unless the family specifically requests not to have one.
- • Family-Driven Process – Process by which the family’s perspectives, preferences, and opinions are first, understood; second, considered in decision making; and finally, influential in how the team makes decisions.
- • Provider – For purposes of this statement of work, provider is synonymous with Contractor.
WORK REQUIREMENTS:
- • Provider shall provide care management for every person served in Health Home. This shall include at a minimum, but not be limited to:
- • Conduct a comprehensive assessment that identifies needs and strengths including mental health, physical health, substance use, housing, educational, vocational, and recovery supports.
- • Develop an initial treatment plan building on the strengths and needs.
- • Develop the integrated care plan within 30 days of the initial treatment plan. The integrated care plan should be developed after the interdisciplinary team has been designated and has begun treatment, this allows for inclusion of additional information such as: nursing assessment or PCP records, wellness self-management plan, Wraparound plan, care pathways, etc.
- • Complete the comprehensive care plan by compiling initial care plan, integrated care plan, and any program specific plans of care. All plans of care must be updated at minimum annually, or as consumer’s condition changes.
- • Take consumer vital signs, specifically but not limited to blood pressure and BMI, at least twice per year or more as medically indicated, and document in population health management system.
- • Complete or obtain adult consumer lab work annually, including but not limited to, metabolic screening panel, and document in population health management system. Complete child lab work as medically indicated or if child is at high risk for metabolic syndrome.
- • Follow the Early Periodic Screening, Diagnostic, and Treatment (EPSDT) schedule for children and youth and report applicable fields in the population health management system. A Health Home may provide these or not, but must ensure they are completed on schedule.
- • Care Coordination: Provider shall coordinate all mental health and health services, consumer needs, all core service areas required by the Health Home SOW, and the information needed to improve outcomes. It is the Care Coordinator’s responsibility to ensure the needs of the consumer are met in a coordinated fashion. These responsibilities shall include but not be limited to the following:
- • Ensure every enrollee is aligned with an external PCP and coordinate care with that entity, OR link with a PCP available through the Health Home.
- • Provide psychiatric care as needed through the Health Home OR link with the external treating psychiatrist or other qualified health care professional – advance practice registered nurse (APRN).
- • Demonstrate through the electronic health record that there is coordination between the treating physician and the treating psychiatrist as a part of the interdisciplinary team.
- • Communicate and coordinate care with external health care providers including pharmacies, PCMHs, PCPs, FQHCs, labs, home health agencies, etc.
- • Monitor all activities with treatment or service providers and follow up. This includes, but is not limited to, monitoring scheduled physician appointments, medication, therapy, rehabilitation, and other supportive services.
- • Conducts required, structured staffings, and maintains a record of these available for review by Department.
- • Huddles – These are frequent brief meetings (recommended daily), targeted to immediate needs and challenges.
- • Team Meetings – These are recommended weekly, include the whole team, include a brief review of everyone and are used to identify clients for specific case conference.
- • Case Conferences – These meetings are held as needed. They include the whole team. The focus is on those with current high needs and include action planning.
- • Celebrations – These are recommended 2-4 times per year. In addition to celebrating successes, they are used to review team performance, give shout-outs, and do needed action planning.
- • Transitional Care: In order to ensure that all consumers admitted to the hospital will be seen by a behavioral health professional as soon as possible, no later than seven days, provider will engage all necessary partners, get formal agreements of how the process will work in place, and assign adequate personnel to complete the task according to the area covered, number of hospitals, etc. Activities will include the following, but will also include other activities as needed in the area:
- • Actively monitor for hospitalizations through use of health technology. Document in consumer charts.
- • Engage with facility and staff as soon as admission is detected, contact provider and send current records.
- • Monitor consumer’s progress, meet with consumer as needed, and engage with staff for discharge planning.
- • Follow up post discharge, obtain records.
- • Re-engage consumer in treatment, including medication reconciliation, medication clinic appointment and other doctor appointments as needed, and update treatment plan as needed
- • Provider will provide effective Health Promotion, performed by certified Wellness Coaches, to assist consumers to improve their health. These are to include the following and other activities as needed:
- • Work with consumers to develop wellness self-management plans.
- • Facilitate the self-management plan in partnership with consumer.
- • Facilitate specific interventions for chronic diseases.
- • Provide services consistent with care pathways as developed by the interdisciplinary team and documented in charts.
- • Individual and Family Supports: Provider will ensure that the interdisciplinary team includes individual and family supports in every integrated treatment plan. The Provider must provide, or document linkage to the supports to ensure that each individual and family has: a safe and stable place to live, desired educational opportunities, meaningful employment, or if not possible, volunteer opportunity, a transportation plan to reach desired destinations daily, and other community connections as indicated on the assessment and integrated plan. Provider will also make use of ODMHSAS-provided trainings in order to deliver these services in an evidence-based manner/use best practices or will link as needed to a provider that does offer these, such as:
- • Individual Placement and Support (IPS) for employment;
- • Housing First philosophy in linking to safe housing;
- • Wraparound training and monitoring for fidelity;
- • Peer Recovery Support Services; and
- • Family Support Provider Services.
- • The Provider will meaningfully use Information Technology in the daily operation of the Health Home, to include the following activities at a minimum:
- • Submit data to a Health Home information management system that acts as a Patient Registry;
- • Utilize a care management device and outcomes measurement tool;
- • Utilize a Health Information Exchange for the purpose of accessing and confidentially sharing patients’ vital medical history and provide safer, more effective care tailored to patients’ unique medical needs, and maintaining continuity of care.
- • The provider will adhere to the staffing ratios as required and set out in the Health Home manual. The provider will employ a psychiatric consultant and a primary care consultant.
- • Required staffing must be met at all times unless a temporary exception is requested and allowed by the ODMHSAS while recruiting takes place, this will be monitored and if chronic deficit in maintaining required staff is found, this may lead to termination.
- • For children who are served in the Health Home high designation, these core components of Health Home will be guided by and organized within a high fidelity Wraparound process. Children in Health Home moderate designation may be served through a Wraparound process if the provider and the Wraparound Team agree this is the best process for the child and family. Otherwise, an intensive care coordination process will be utilized, led by a case manager II, who is specially trained as a care coordinator.
- • Provider is required to establish community partnerships. The HH Director is responsible for cultivating these relationships and documenting the partnerships. The purpose of this is to work together to share responsibility and resources. Integration requires active cultivation of partnerships.
- • For children’s HH, this means establishing a community team, or if already established, participating in a community team that includes all the systems involved in the lives of children, families, community leaders, and advocates. The provider is responsible to the team to ensure youth and family choice, provide options, and truly integrate care. The children’s HH Director is directly responsible to lead this effort and document it.
- • Providers with PACT teams are required, in addition to following PACT standards, to incorporate principles of integrated care into PACT teams for HH consumers.
- • Providers are required to attend HH meetings and integrated care trainings as required by ODMHSAS.
- • Providers must participate in technical assistance, coaching, shadowing and monitoring programs for fidelity provided by ODMHSAS and/or outside consultants.
PERFORMANCE MONITORING:
- • Provider must maintain ODMHSAS certification. Failure to maintain certification will result in termination of HH status.
- • Annual programmatic audits will be conducted to ensure the work requirements are met. If necessary, plans of correction will be issued with timelines for correction. Failure to make corrections and maintain the core components of Health Home operation will result in termination of HH status.
- • If the ODMHSAS terminates HH status for Provider, the Oklahoma Health Care Authority will be notified, and this will result in termination of Provider’s ability to bill for HH through the MMIS system.
COMPENSATION:
- • The ODMHSAS will notify the Oklahoma Health Care Authority that Provider is in good standing to be compensated through the MMIS system for State Fiscal Year 2022.
- LGBT (CCBHC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate substance abuse treatment services to consumers who are Lesbian, Gay, Bisexual, and Transgender.
DEFINITIONS:
- • LGBT – Lesbian, Gay, Bisexual, and Transgender
WORK REQUIREMENTS:
- • Contractor shall offer family education support groups on a monthly basis to those family members interested in attending and with consumer consent. Family members could include consumer’s family of origin, family of choice, partner, friends, and others who support the consumer. Contractor must utilize and maintain sign-in sheets in a binder at its agency as a form of documentation.
- • Contractor shall provide and document supervision of service providers who work directly with this population on a monthly basis.
- • Contractor shall ensure all service providers receive training related to LGBT competency training including sexual orientation sensitivity training to promote better understanding of LGBT issues and utilization of Center of Substance Abuse Treatment’s (CSAT’s) “A Provider’s Introduction to Substance Abuse Treatment for Lesbian, Gay, Bisexual, and Transgender Individuals” to cover other topics pertinent to this population. Documentation of such training is required to be documented in personnel records.
- • Contractor shall have consumers complete the “Exhibit 16-1 Client Satisfaction Survey” on pp. 143-144 of the CSAT’s “A Provider’s Introduction to Substance Abuse Treatment for Lesbian, Gay, Bisexual, and Transgender Individuals” at the end of their treatment episodes and maintain in the consumers’ records.
- • Contractor shall provide training and education to key agencies that deal with various aspects of substance abuse issues on the unique social and cultural needs of the LGBT community including, but not exclusive to, police, social workers, community outreach workers, substance abuse agencies, health care providers, religious leaders, and others.
- • Contractor shall ensure assessments of the LGBT population include an assessment of sexual orientation. An option of such assessment is found in CSAT’s “A Provider’s Introduction to Substance Abuse Treatment for Lesbian, Gay, Bisexual and Transgender Individuals” on pp.12-13 entitled “Exhibit 1-1: Coleman’s Assessment Tool - Assessment of Sexual Orientation” and maintain in the consumers’ records.
- • Contractor shall track how many consumers utilized the services.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work including results of the client satisfaction survey; numbers in attendance and ; topics covered in the monthly family education support groups; list of agencies/programs or staff with locations and numbers trained, including topics of training and education provided to staff and outside agencies, religious leaders, police, healthcare providers, and others how specific alliances and networking were used to improve treatment; and how many consumers were served in this program. The quarterly report will be emailed to the ODMHSAS field services coordinator assigned to the contractor and is due the 15th of the month following each of the four quarters of the contract.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- Medication Assisted Opioid Treatment
INTRODUCTION:
- • Contractor shall provide medically managed, medication assisted opioid treatment as appropriate to the level of current Department certification, utilizing approved medications for the treatment of significant opioid use disorders. Contractor shall provide a full service array to consumers needing treatment for opioid use disorders including maintenance, withdrawal management, and medication assisted treatment.
DEFINITIONS:
- • Ambulatory Withdrawal Management Without Extended On-site Monitoring – Level 1-WM – Withdrawal management within an outpatient setting directed by a physician and has attendant medical personnel including nurses for intoxicated consumers and/or consumers withdrawing from alcohol, opioids or sedative/hypnotic/anxiolytics. Consumers must present with no apparent medical or neurological symptoms as a result of their use of substances requiring more intensive services beyond ambulatory withdrawal management without extended on-site monitoring.
- • Buprenorphine – A partial opioid agonist, Schedule III narcotic approved for use in opioid dependence treatment.
- • MAT – Medication Assisted Treatment.
- • Maintenance – The introduction of an agonist medication in order to block the occurrence of opioid withdrawal
- • Methadone – A full opioid agonist, Schedule II synthetic narcotic agent approved for use in the treatment of significant opioid use disorders.
- • Naltrexone – An opioid antagonist, a synthetic agent that blocks opiate receptors in the nervous system used chiefly in the treatment of significant opioid use disorders.
- • Opioid agonist or partial agonist treatment medication – a prescription medication, such as methadone, buprenorphine or other substance scheduled as a narcotic under the Federal Controlled Substances Act (21 U.S.C. Section 811) that is approved by the U.S. Food and Drug Administration for use in the treatment of opiate addiction or dependence.
WORK REQUIREMENTS:
- • Contractor shall provide all required core services as identified by the current Department certification obtained by the Contractor.
- • Contractor shall ensure that consumers be informed of and receive: full access to medical, clinical, educational services, recommendations and specific referrals for implementation of continuing care services to include medication assisted treatment and the medications available.
- • Consumers shall be allowed input into the selection of medical intervention.
- • Contractor shall administer an opioid agonist, partial agonist, or an antagonist treatment medication for maintenance or withdrawal management to alleviate adverse physical or psychological effects of withdrawal from the continuous or sustained use of an opioid drug and as a method of bringing the individual to a stable or drug-free state.
- • Contractor shall ensure that, whenever possible, family members and/or significant others will be incorporated fully into the treatment process.
- • Contractor shall provide evidence based practices to include:
- • MATRIX Model of Intensive Outpatient Treatment or at a minimum including aspects of the MATRIX Model into clinical services.
- • Prize incentive contingency management for substance use disorder treatment utilizing the text Contingency Management for Substance Abuse Treatment, A Guide to Implementing this Evidence-Based Practice.
- • Peer Recovery Support Services provided by a Certified Peer Recovery Support Specialist trained in Medication Assisted Recovery programming.
- • Contractor shall identify eligible consumers for MAT through utilization of the Clinical Opiate Withdrawal Scale (COWS).
- • Contractor shall have formal partnerships with other agencies and social service providers identifying the contractor as a potential referral source, as demonstrated through Memorandums of Understanding or other documentation.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six month GPRA reassessments post admission.
- Outreach Services for Injection Drug Users
INTRODUCTION:
- • Contractor shall furnish the necessary resources for outreach activities that encourage individuals in need of substance use disorder treatment to undergo such treatment (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.126).
DEFINITIONS:
- • OSDH – Oklahoma State Health Department
WORK REQUIREMENTS:
- • Contractor shall provide outreach service with models that are scientifically sound and provided by trained staff (SAPT BG 45 CFR 96.126).
- • Contractor shall document all training and maintain that verification in staff records.
- • Outreach staff shall participate in motivational interviewing, trauma, or other trainings that provide education and information on issues beneficial to working with outreach consumers.
- • Contractor shall maintain a log to identify all outreach efforts and services provided to consumers.
- • Contractor shall have outreach efforts that include (SAPT BG 45 CFR 96.126):
- • Selecting, training, and supervising of outreach workers;
- • Contacting, communicating, and following-up with high-risk substance abusers, their associates, and neighborhood residents, within the constraints of federal and state confidentiality requirements;
- • Promoting awareness among injecting drug abusers about the relationship between injection drug abuse and communicable diseases such as human immunodeficiency virus (HIV);
- • Recommending steps taken to ensure that HIV transmission does not occur;
- • Encouraging consumers to enter into appropriate treatment; and
- • Linking consumers with appropriate treatment programs
- • Contractor shall keep ODMHSAS informed of all staff changes.
- • 3.6 Contractor shall provide all test results to OSDH as needed (SAPT BG 45 CFR 96.126).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall document all services noted above in the services log, including contacts and attempted contacts with each individual being served.
- • Monthly reports shall be submitted to the ODMHSAS-assigned Field Services Coordinator no later than the 15th of the following month (e.g., August 15, September 15, etc.) per ODMHSAS specifications.
- • Contractor shall attend regular and quarterly meetings with OSDH and ODMHSAS.
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay the Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Outreach Services for the Elderly (HOPE)
INTRODUCTION:
- • Contractor shall furnish all necessary facilities, materials, resources, and qualified staff to provide services and outreach to the elderly population, ages 50 and older, with mental illness and co-occurring disorders.
- • Program services shall include, but not be limited to: group services, individual counseling, and outreach.
WORK REQUIREMENTS:
- • Contractor shall provide advocacy and outreach services related to the aging population of the Oklahoma City metropolitan area. Services shall include:
- • Attending at least 50% of the monthly Oklahoma Mental Health and Aging Coalition meetings in Oklahoma City area.
- • Forward aging and mental health advocacy alerts from the Oklahoma Mental Health and Aging Coalition and ODMHSAS as appropriate.
- • Support or promote the integration of mental health, substance abuse, aging, and physical health networks’ evidence based practices.
- • Support the development of the older adult peer support specialists and older adult mental health consumer advocates.
- • Utilize senior peer support specialists in senior networks.
- • Contractor shall provide education and clinical services related to the aging population of Oklahoma. Services shall include:
- • Distribution of senior specific local, state, and national mental health and substance abuse information to members and networks.
- • Provide seminars and workshops at conferences.
- • Develop and conduct events focusing on integration of senior physical and mental health.
- • Provide and/or assist with geriatric depression screening events.
- • Provide Groups services including group counseling and support group development.
- • Provide individual therapies and services, with a particular emphasis on evidence-based practices for older adult mental health.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Contractor shall provide a written quarterly report that documents provision of services described in 2.0 above. Reports shall be submitted to an ODMHSAS designee.
- Residential – SA Treatment – Women with Children
- Women with Children Residential/Halfway House
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance use disorder treatment to pregnant and parenting women and their children. Services shall include gender-specific substance use disorder treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children.
WORK REQUIREMENTS:
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- SA Treatment
- Opioid & SOS Substance Use Disorder (SUD) Treatment Services
INTRODUCTION:
- • Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), through its contractors, will provide quality services to individuals in this state who are served by this Statement of Work. Under the direction of the State Opioid Response Project Staff, Contractor will ensure that staff are trained in an array of identified treatment models and shall provide trauma-informed, gender sensitive, age appropriate, and culturally competent treatment for all consumers ages 12 and older who have an Opioid Use Disorder, previous history of an Opioid Use Disorder, and/or a Co-occurring Mental Health and Substance Use Disorder with opioid use.
- • The anticipated outcomes of this initiative include: 1) Increased access to treatment for persons with, or at risk for, OUDs, including those who are uninsured and underinsured and those coming out of jails and prisons; 2) A systematic approach to outreach and treatment engagement; 3) Expanded capacity for peer recovery support providers to deliver services; 4) Expansion of workforce trained in evidence-based practices that are effective with individuals with an OUD or history of opioid use.
DEFINITIONS:
- • A-CRA – Adolescent Community Reinforcement Approach.
- • ASAM – American Society of Addiction Medicine.
- • ASI – Addiction Severity Index
- • CF – Celebrating Families
- • CRA – Community Reinforcement Approach
- • MI – Motivational Interviewing
- • MM – Matrix Model
- • ODASL – The Oklahoma Determination of ASAM Service Level. A screening tool based on current American Society of Addiction Medicine criteria that identifies the severity of problems across six dimensions related to substance use disorders and determines the most appropriate level of service referral and placement in an ASAM recognized level of service.
- • OUD – Opioid Use Disorder
- • SFP – Strengthening Families Program.
- • SS – Seeking Safety
- • TASI – Teen Addiction Severity Index
- • TIP – Wraparound/Transition to Independence Process
WORK REQUIREMENTS:
- • Contractor shall provide trauma-informed therapeutic services in an outpatient setting and provide therapeutic services to assist individuals ages 12 and older in developing the skills to cope with OUD, and when present, other co-occurring issues.
- • Assessment services shall be provided as follows:
- • Contractor shall use the current edition of the American Society of Addiction Medicine Criteria (ASAM) to determine the level of care for consumers. These criteria shall be used upon admission, continued care, and discharge. All staff administering ASAM must be Licensed Behavioral Health Professionals (LBHPs) as defined in Oklahoma Administrative Code Title 450 Chapter 1. All staff involved in level of care determinations must maintain documentation demonstrating successful completion of ASAM training provided by an ODMHSAS-certified trainer no less than every five (5) years. Prison-based contractors are exempt from administering the ASAM.
- • Contractor shall use the current edition of the Addiction Severity Index (ASI), or a Teen Addiction Severity Index (TASI) and administer at admission, six-month review, and at discharge (unless discharge occurs within 7 days of admission or is unplanned). All staff administering the ASI and the TASI must be Licensed Behavioral Health Professionals (LBHPs) as defined in Oklahoma Administrative Code Title 450 Chapter 1. All staff administering the ASI must maintain a certificate of competence demonstrating successful completion of ASI training provided by an ODMHSAS approved certified trainer no less than every five (5) years.
- • Treatment services shall be provided as follows:
- • Contractor shall incorporate individual psychotherapy, family therapy (when part of a family unit), and group processes as part of a holistic approach to treatment.
- • Contractor is highly encouraged to have staff trained in one or more of the evidenced based practices that were identified in the Opioid SOR service array including Seeking Safety, Community Reinforcement Approach, Adolescent Community Reinforcement Approach, and Celebrating and/or Strengthening Families.
- • Contractor shall provide services that involve any of the other systems impacting the consumer including, but not limited to, family, school, child welfare, and criminal justice.
- • Contractor shall provide trauma-informed services specific to trauma issues, as evidenced by program curriculum.
- • Contractor shall ensure that peer services are provided and billed by an individual certified as a Peer Recovery Support Specialist (PRSS).
- • Contractor shall institute the perspective of lived experience with a mental health and/or substance use disorder by means of a Peer Recovery Support Specialist, serving as a catalyst to engage consumers with treatment services, resources, and assist the recovery process through supportive interactions with clinical staff and other community stakeholders.
- • Contactor shall have IPS services available to those who may need and want this additional service. It is not expected to be at fidelity but have initiated the process by the 6 month of the contract initiation.
- • Contractor shall provide therapeutic services for youth ages 12 and older with distinctive treatment needs including, but not limited to:
- • Individuals with a previous history of OUD.
- • Individual with an OUD.
- • Individuals with a co-occurring disorder and an OUD.
- • Individuals who are coming out of jail or prison.
- • Individuals who are homeless, or without permanent housing.
- • Persons Served:
- • Services eligible for payment pursuant to this Statement of Work listed and defined in this document shall be delivered to persons presenting with an opioid substance use disorder, diagnosed with an opioid disorder in the past or co-occurring related problems that include an opioid disorder including family members and significant others of consumers, when appropriate, to support the primary consumer’s recovery.
- • Contractor will require staff that attend evidenced based trainings that require certification components to complete certification requirements within the designated timeframe.
- • Contractor shall abide by all ODMHSAS documentation requirements of the State Treatment Response Opioid grant general SOW.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six month GPRA reassessments post admission.
PERFORMANCE MONITORING:
- • Provide a monthly report that includes the number of individuals ages 12-17 and the number of individuals 18 and older receiving each EBP by type, whether this service was delivered in an individual or group setting, and what level of staff provided the service.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in Section IV (COMPENSATION) of the contract.
- • Contractor shall report all on any additional ODMHSAS required outcome measures.
COMPENSATION:
- • Total substance use disorder treatment services compensation pursuant to this contract and attachments shall not exceed the total amount identified in Section IV (COMPENSATION) of the contract.
- SA Treatment - Revised
- Opioid & SOS Substance Use Disorder (SUD) Treatment Services
INTRODUCTION:
- • Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), through its contractors, will provide quality services to individuals in this state who are served by this Statement of Work. Under the direction of the State Opioid and Stimulant Initiative Project Staff, Contractor will ensure that staff are trained in an array of identified treatment models and shall provide trauma-informed, gender sensitive, age appropriate, and culturally competent treatment for all consumers ages 12 and older who have an Opioid Use Disorder, Stimulant Use Disorder, previous history of an Opioid Use Disorder or Stimulant Use Disorder, and/or a Co-occurring Mental Health and Substance Use Disorder with opioid or stimulant use.
- • The anticipated outcomes of this initiative include: 1) Increased access to treatment for persons with, or at risk for, OUDs or Stimulant Use Disorders, including those who are uninsured and underinsured and those coming out of jails and prisons; 2) A systematic approach to outreach and treatment engagement; 3) Expanded capacity for peer recovery support providers to deliver services; 4) Expansion of workforce trained in evidence-based practices that are effective with individuals with an OUD or Stimulant Use Disorder or history of opioid or stimulant use.
- • In addition to treatment, this contract will provide for funding for Medication Assisted Treatment (MAT) FDA approved medications (naloxone, buprenorphine, and methadone as well as urinalysis testing. Submitting fee-for-service billing for these medications and urinalysis testing must be in place within six months of receipt of this contract.
DEFINITIONS:
- • A-CRA – Adolescent Community Reinforcement Approach.
- • ASAM – American Society of Addiction Medicine.
- • ASI – Addiction Severity Index
- • CF – Celebrating Families
- • CRA – Community Reinforcement Approach
- • MI – Motivational Interviewing
- • MM – Matrix Model
- • ODASL – The Oklahoma Determination of ASAM Service Level. A screening tool based on current American Society of Addiction Medicine criteria that identifies the severity of problems across six dimensions related to substance use disorders and determines the most appropriate level of service referral and placement in an ASAM recognized level of service.
- • OUD – Opioid Use Disorder
- • SFP – Strengthening Families Program.
- • SS – Seeking Safety
- • TASI – Teen Addiction Severity Index
- • TIP – Wraparound/Transition to Independence Process
WORK REQUIREMENTS:
- • Contractor shall provide trauma-informed therapeutic services in an outpatient setting and provide therapeutic services to assist individuals ages 12 and older in developing the skills to cope with OUD or Stimulant Use Disorder, and when present, other co-occurring issues.
- • Assessment services shall be provided as follows:
- • Contractor shall use the current edition of the American Society of Addiction Medicine Criteria (ASAM) to determine the level of care for consumers. These criteria shall be used upon admission, continued care, and discharge. All staff administering ASAM must be Licensed Behavioral Health Professionals (LBHPs) as defined in Oklahoma Administrative Code Title 450 Chapter 1. All staff involved in level of care determinations must maintain documentation demonstrating successful completion of ASAM training provided by an ODMHSAS-certified trainer no less than every five (5) years. Prison-based contractors are exempt from administering the ASAM.
- • Contractor shall use the current edition of the Addiction Severity Index (ASI), or a Teen Addiction Severity Index (TASI) and administer at admission, six-month review, and at discharge (unless discharge occurs within 7 days of admission or is unplanned). All staff administering the ASI and the TASI must be Licensed Behavioral Health Professionals (LBHPs) as defined in Oklahoma Administrative Code Title 450 Chapter 1. All staff administering the ASI must maintain a certificate of competence demonstrating successful completion of ASI training provided by an ODMHSAS approved certified trainer no less than every five (5) years.
- • Treatment services shall be provided as follows:
- • Contractor shall incorporate individual psychotherapy, family therapy (when part of a family unit), and group processes as part of a holistic approach to treatment.
- • Contractor is highly encouraged to have staff trained in one or more of the evidenced based practices that were identified in the State Opioid Stimulant Initiative service array including Seeking Safety, Community Reinforcement Approach, Adolescent Community Reinforcement Approach, and Celebrating and/or Strengthening Families and any other treatment modality that the ODMHSAS requires.
- • Contractor shall provide services that involve any of the other systems impacting the consumer including, but not limited to, family, school, child welfare, and criminal justice.
- • Contractor shall provide trauma-informed services specific to trauma issues, as evidenced by program curriculum.
- • Contractor shall ensure that peer services are provided and billed by an individual certified as a Peer Recovery Support Specialist (PRSS).
- • Contractor shall institute the perspective of lived experience with a mental health and/or substance use disorder by means of a Peer Recovery Support Specialist, serving as a catalyst to engage consumers with treatment services, resources, and assist the recovery process through supportive interactions with clinical staff and other community stakeholders.
- • Contactor shall have IPS services available to those who may need and want this additional service. It is not expected to be at fidelity but have initiated the process by the 6 month of the contract initiation.
- • Contractor shall provide therapeutic services for youth ages 12 and older with distinctive treatment needs including, but not limited to:
- • Individuals with a previous history of OUD or Stimulant Use Disorder.
- • Individuals with an OUD or Stimulant Use Disorder.
- • Individuals with a co-occurring disorder and an OUD or Stimulant Use Disorder.
- • Individuals who are coming out of jail or prison.
- • Individuals who are homeless, or without permanent housing.
- • Persons Served:
- • Services eligible for payment pursuant to this Statement of Work listed and defined in this document shall be delivered to persons presenting with an Opioid Use Disorder or Stimulant Use Disorder, diagnosed with an Opioid Use Disorder or Stimulant Use Disorder in the past or co-occurring related problems that include an Opioid Use Disorder or Stimulant Use Disorder including family members and significant others of consumers, when appropriate, to support the primary consumer’s recovery.
- • Contractor will require staff that attend evidenced based trainings, that require certification components, to complete certification requirements within the designated timeframe.
- • Contractor shall abide by all ODMHSAS documentation requirements of the State Opioid and Stimulant Initiative general SOW.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six-month GPRA reassessments post admission.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this, Contractor agrees to.
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include.
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offer a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Contractor shall identify a Woman Specific Liaison to assist with overseeing the delivery of the EBP program components specific to women and their children, assisting with implementation of the FCP and, if applicable, participating in the SAFER initiative, collaborating with local-level referral sources and acting as a liaison between Women With Children Residential facilities.
- • Contractor shall identify a Re-entry Liaison to assist with consumer’s being referred to treatment from DOC facilities.
PERFORMANCE MONITORING:
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services and medications provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in Section IV (COMPENSATION) of the contract.
- • Contractor shall report all on any additional ODMHSAS required outcome measures.
COMPENSATION:
- • Total substance use disorder treatment services, medication compensation and urinalysis testing pursuant to this contract and attachments shall not exceed the total amount identified in Section IV (COMPENSATION) of the contract.
- TANF
- Temporary Assistance for Needy Families (TANF)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate outpatient treatment services for substance use and co-occurring disorders to adults referred by the Oklahoma Department of Human Services who are engaged in Temporary Assistance for Needy Families services, pursuant to the State Agency Agreement between the Oklahoma Department of Human Services and the Oklahoma Department of Mental Health and Substance Abuse Services.
DEFINITIONS:
- • OKDHS – Oklahoma Department of Human Services
- • SASSI – Substance Abuse Subtle Screening Inventory
- • TANF – Temporary Assistance for Needy Families – a federally-funded program for children deprived of support because of a parent’s death, incapacity, absence or unemployment; cash assistance is available to the family on a time-limited basis through TANF; the purpose is to provide temporary support in meeting basic needs, training leading to employment, employment services and childcare assistance for qualified families with children.
- • ASI – Alcohol Severity Index
- • ASI-MV – Addiction Severity Index-Multimedia Version is the electronic version of the traditional paper and pencil administered ASI.
- • BHI-MV – Behavioral Health Index-Multimedia Version is an on-line, client self-administered comprehensive behavioral health assessment tool which provides an overview of the client’s functioning in multiple key life domains. Using the evidenced-based ASI-MV as its core, the BHI-MV includes questions focusing on broader mental health issues, tobacco, gambling, and CARF and Joint Commission recommendations.
- • The ASAM Criteria – American Society of Addiction Medication Patient Placement Criteria.
- • ODMHSAS Report Templates – Templates for ODMHSAS required reports, located on http://www.odmhsas.org/arc.htm under ODMHSAS Provider Documents, ODMHSAS TANF/CW Report Templates.
- • SecureEmail – the ODMHSAS secure email system shall be the means by which confidential information is sent, as required, to DHS TANF offices.
- • CASC – Carl Albert State College – CASC Assessment Services conducts the SASSI Screenings for TANF applicants.
- • ROI – Release of Confidential Information form.
WORK REQUIREMENTS:
- • Contractor shall provide direct services to adult TANF referrals and their families, as appropriate, and collaborate with referring OKDHS personnel as described in this Statement of Work. With proper consents for the release of confidential information, collateral information shall be gathered, assessed, and incorporated in the assessment and treatment planning processes.
- • All persons providing behavioral healthcare services, or related services, that are lawfully required to perform those services under licensure, certification, and otherwise trained shall be documented as licensed, certified, and otherwise trained, or under supervision, prior to performing treatment and other related services.
- • Contractor shall provide services that are culturally-responsive, trauma informed, and based on the individuals’ needs and their family environments.
- • Contractor shall work with the local OKDHS TANF office and CASC Assessment Services to maintain a flow of communication to ensure coordination, including meeting together when necessary.
- • Contractor shall maintain consents and forms from CASC and OKDHS in the consumer’s clinical record.
- • Contractor shall provide timely processing of TANF referrals, upon receipt of completed OKDHS Form 08TW003E and SASSI Screening Summary from CASC, to assist with meeting federal time constraints related to eligibility for TANF benefits.
- • Contractor shall not bill services to Contract 44AB provided to TANF referrals under the age of 18 years; minor TANF applicants are not required to complete the Mandatory Drug Testing Process; if Contractor receives a TANF referral for a minor, Contractor shall contact the referring TANF worker and remind the worker that minors are not required to complete the Mandatory Drug Testing Process.
- • An ASI; ASI-MV; or BHI-MV (and UA if assessment indicated a need for treatment) are completed within ten (10) business days of receipt of completed referral OKDHS Form 08TW003E, Interagency Referral and Information (TW-3) and the SASSI Screening Summary; TANF clients who are referred for testing due to reasonable suspicion require both the ASI and a UA; if a TANF referral contests the results of a UA, Contractor shall send the contested specimen to a toxicology lab for confirmation; Contractor shall bill the confirmation of specimen as a TANF Contested UA , billing code H0003 HF U1.
- • TANF referrals shall be assessed (and drug tested if assessment indicates a need for treatment), each time they are referred to Contractor as required for the TANF application process; repeat assessments are allowed and billable to the TANF/CW contract as follows:
- • TANF Reassessment – Contractors will complete the assessment and if the provider will not be providing outpatient services, the provider will bill the TANF reassessment code (H0031 HF, TF, U1).
- • If Contractor will be providing services, they will bill for the assessment along with the development of a service plan under the Behavioral Health Service Plan Development Low Complexity service/code (H0032 HF, TF, U1).
- • When Contractor needs to reassess an existing client, a client who is currently receiving outpatient services at the agency (has an open PA), and needs a TANF reassessment, provider will bill the reassessment under the Existing Client Code, (H0001 HF, U1).
- • With appropriate Release of Confidential Information Form in place, Contractor shall, complete the ODMHSAS Required Assessment Summary Report and send via ODMHSAS SecureEmail to referring OKDHS TANF worker within three (3) business days of completion of ASI/UA.
- • All reports shall be maintained in the consumer’s clinical record.
- • If a TANF referral does not complete the required assessment within ten (10) business days of receipt of completed OKDHS Form 08TW003E (TW-3) and SASSI Screening Summary, Contractor shall, with appropriate Release of Confidential Information form in place, notify referring OKDHS TANF worker via email (without consumer identifying information; first initial/last name and DHS Case Number) or SecureEmail, and/or telephone. Contractor shall document notification in consumer’s clinical record.
- • Treatment services, when recommended, shall be available within ten (10) business days of completion of the assessment.
- • When Contractor receives a copy of the consumer’s TANF Work/Personal Responsibility Agreement prior to development of the individual treatment plan, the Agreement shall be considered in developing the treatment plan. A copy of the Agreement shall be maintained in the consumer’s clinical record.
- • Contractor shall oversee the consumer’s Time and Progress Report (TW-13) and confirm the accuracy of the consumer’s Report regarding participation at Contractor’s facility by signing at “Facility Approval” for the consumer’s bi-monthly submission to OKDHS. Contractor is not responsible for submission of the Report. A copy of the TW-13 shall be maintained in the consumer’s clinical record.
- • Contractor shall provide monthly reports to the referring OKDHS TANF worker using the ODMHSAS Required Monthly Report template. Monthly Reports shall be emailed via ODMHSAS SecureEmail no later than the 10th of each month for the previous month or on a date agreed upon by Contractor and OKDHS TANF worker.
- • Contractor shall provide a final report to the referring OKDHS TANF worker using the ODMHSAS Required Discharge Report template. The Discharge Report shall be completed and emailed via ODMHSAS SecureEmail within fifteen (15) days of discharge.
- • Contractor shall assign a liaison to interface with ODMHSAS and OKDHS staff. The liaison shall complete the free online National Center on Substance Abuse and Child Welfare’s Tutorial for Substance Use Disorder Treatment Professionals within sixty (60) business days of assignment as the liaison. This course is divided into five modules and takes approximately 4.5 hours to complete; a copy of the Certificate of Completion (4.5 CEUs) shall be sent to the ODMHSAS Manager of TANF/CW Treatment Services.
- • Contractor shall provide the name, e-mail address, mailing address, and telephone number of the liaison to ODMHSAS’ Manager of TANF/CW Substance Use Disorder Services.
- • The liaison, or designee, shall attend all TANF/CW contract meetings.
- • The liaison shall coordinate and document regular communication with the local OKDHS office to maintain a flow of communication to ensure coordination of TANF cases, including meeting together when necessary.
- • The Contractor shall notify the ODMHSAS’ Manager of TANF/CW Substance Use Disorder Treatment Services of any changes in the agency that would have a direct impact on this contract (e.g., change in liaison, director/administrator, staff working directly with TANF contract, facility move, merger, closing of facility or program, etc.).
- • When a new agency liaison is named, and the ODMHSAS is notified, a date will be set for the newly appointed liaison to complete an orientation to the contract and their role. This orientation will take place virtually and takes an hour to complete.
- • Contractor shall utilize drug detection screens for TANF referrals as follows: drug detection screens must be completed only when the assessment indicates a need for treatment, except when TANF client is referred for testing due to reasonable suspicion. Reasonable suspicion referrals require assessment and drug detection screen; when provided by Contractor, drug detection screens are to be used randomly and not excessively during treatment.
- • Drug detection screens administered as a standalone service shall not be billed under Contract 44AB. Direct care services, such as individual, group, education, or case management, shall be provided no later than the third drug detection screen throughout the treatment process.
- • Documentation shall be made for results of all drug detection screens and reported on ODMHSAS Required Monthly Reports. Clinical intervention for positive drug detection screens shall be identified and noted on ODMHSAS Required Monthly Reports.
- • As stated in 3.1.6.1, if a TANF referral contests the results of a UA, Contractor shall send the contested specimen to a toxicology lab for confirmation; Contractor shall bill the confirmation of specimen as a TANF Contested UA , billing code H0003 HF U1.
- • Contractor shall provide only outpatient services (ASAM Levels 0.5: Early Intervention; Level 1: Outpatient Services; Level 2.1: Intensive Outpatient).
- • Contractor shall, in an effort to better serve pregnant individuals with a substance use disorder (SUD), provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • FCP shall be offered to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Contractor shall recognize federal holidays set by law and state holidays declared by the Governor. Under this contract, the allowed holidays are New Year’s Day, Independence Day, Christmas Day and the day before or after, Martin Luther King, Jr. Day, Presidents’ Day, Memorial Day, Labor Day, and Thanksgiving Day and the day after. Due to calendar fluctuation, some years include other non-traditional holiday days. If such becomes the case, this Statement of Work will also allow those contingency days as holidays. Facility closures are allowed for short-term periods of inclement weather.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor to include, at minimum, ongoing reviews of certain performance indicators.
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source; for services to be paid by TANF Contract, services must reflect Primary Referral as 49 and include the consumer’s OKDHS Case Number (C# or H# for TANF consumers; KK#).
- • Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered.
- • Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Contractor shall identify alternative insurance coverage and bill such sources if applicable; no payments shall be made by ODMHSAS from funds provided through the TANF contract until alternative coverage is exhausted or determined unavailable for these services. Failure to bill third parties may result in an overpayment or termination of Contractor’s contract.
- • Contractor shall not solicit co-pays for services paid for under the ODMHSAS Contract from TANF consumers or their families; this does not prohibit solicitation of co-pays from consumers with Medicaid or insurance coverage or third parties.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- Women with Children (OUHSC – Board of Regents - A Better Chance)
- A Better Chance Clinic - Services
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide comprehensive developmental evaluations for children with possible prenatal substance exposure or children whose mothers are in substance abuse treatment.
- • Contractor shall also provide developmental education to families related to the impact of prenatal substance exposure.
DEFINITIONS:
- • ABC – A Better Chance Clinic
- • Children – ages birth to 7 years
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Create treatment plans, in conjunction with the families, for children served in the ABC program.
- • Provide Fetal Alcohol Spectrum Disorder screenings and diagnoses for children seen in the ABC program.
- • Provide case management of recommendations generated from the ABC evaluations.
- • Provide community referral information for recommended services for children served by the ABC program.
- • Provide developmental screening services for children accompanying their mothers into substance abuse treatment centers funded by ODMHSAS.
- • Provide evidence-based interventions for children with behavioral problems and relationship issues due, at least in part, to the impact of substance abuse.
- • Provide consultation to staff working with women and children at substance abuse treatment centers.
- • Provide a minimum of a yearly training for substance abuse treatment center staff on the impact of substance abuse on children and families.
- • Provide trainings and other professional presentations on topics related to the impact of substance abuse on children and families including trainings related to evidenced-based treatments.
- • Provide training in the ABC program to professionals of various disciplines (medicine, psychology, social work, occupational therapy, physical therapy, and speech pathology) on the impact of substance abuse on child development.
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Recovery Division will monitor the performance of the Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- Women with Children Residential
- Women with Children Residential/Halfway House
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance use disorder treatment to pregnant and parenting women and their children. Services shall include gender-specific substance use disorder treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children.
WORK REQUIREMENTS:
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Women with Children Residential – Intensive
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate intensive residential substance use disorder treatment to pregnant and parenting women and their children. In addition to treatment, intensive substance abuse residential services shall include life skills and recreational and self-help programs. Services for school-aged children will include substance use disorder treatment and life skills and recreational activities. Children not of school age will participate in structured activities in addition to life skills and recreational activities.
DEFINITIONS:
- • Licensed Behavioral Health Professional or (LBHP) - as defined in 450: Chapter 1-1-1.1
WORK REQUIREMENTS:
- • Intensive services will include:
- • A licensed or registered nurse on duty 24-hours per day
- • A medical doctor at the facility 2 half days weekly who:
- • Provides obstetrics and family health care; and
- • Becomes primary care physician and will continue to care for consumers after discharge or will make referrals to a primary care physician.
- • Pharmaceutical services to all consumers;
- • Psychiatric services to all consumers
- • Medical laboratory services for all consumers;
- • Nationally accredited, state licensed, three-star child care center within facility;
- • Prevention/intervention curriculum for children designed to teach self-esteem, safety, addiction, coping skills, and life perception;
- • Six hours of interaction, processing, and coaching by a family therapist with mother/child or children;
- • Thirty-five hours of substance use disorder treatment services per week for women;
- • Seven hours of therapeutic treatment services for school-aged children per week;
- • Twelve hours of structured activities per week for children not of school age;
- • Therapeutic recreational activities for women and their children;
- • Parenting lab for mentoring mothers;
- • Development of an aftercare family plan; and
- • Appropriate dietary services.
- • Staff are required to have the following qualifications:
- • Therapist will meet the requirements of an LBHP and have at least 2 years of substance use disorder experience.
- • Case managers will be required to be certified as Behavior Health Case Managers.
- • Children’s therapist will meet the requirements of an LBHP and have at least 2 years of substance use disorder experience, and education and experience working in children services.
- • Preschool child care workers are required to maintain, at a minimum, Child Development Associate certification.
- • Child care workers for school age children are required to be certified teachers.
- • Contractor shall:
- • Require all staff to attend continuing education related to their areas of expertise or as required to maintain their licenses and/or certification (Substance Abuse Prevention and Treatment Block Grant SAPT BG 45 CFR 96.132).
- • Be responsible for repairs and maintenance to the facility due to negligence and/ or abuse.
- • Admit women without children who are attempting to regain custody of their children (SAPT BG 45 CFR 96.124).
- • Assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Coordinate service delivery and work closely with referring agencies when a consumer has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Provide or arrange for primary medical care for women, including referral or provision of prenatal care for pregnant women (SAPT BG 45 CFR 96.124).
- • Provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Provide therapeutic interventions for children of women in treatment which may include, but not limited to, their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include, but are not limited to, case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Women with Children Residential – Intensive (Revised)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance use disorder treatment to pregnant and parenting women and their children. Services shall include gender-specific substance use disorder treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children.
WORK REQUIREMENTS:
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally responsive to the individuals’ needs and their family environments.
- • Contractor shall ensure pregnant women receive a FCP by:
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • FCP shall be offered to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- Government/Professional/Sole Source
- Adult Basic – Oklahoma Forensic Center
- Adult Basic Services – Oklahoma Forensic Center
INTRODUCTION:
- • This contract is to provide an array of Adult Basic Services to the Oklahoma Forensic Center population.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the array of Adult Basic Services to the Oklahoma Forensic Center population.
- Adult Mobile Crisis (Crisis Diversion Team)
INTRODUCTION:
- • This contract is to provide mobile crisis services for adults.
DEFINITIONS:
- • Adult – defined as 18 years of age and older.
- • Telephone Interventions – must include and are not limited to 24-hour triage, evaluation, and stabilization; access to face-to-face counseling; access to inpatient treatment; diagnosis and evaluation in external settings, i.e. jails and general hospitals; and referral services.
- • Face-to-Face Interventions – must include and is not limited to 24-hour triage, evaluation, and stabilization; access to inpatient treatment; diagnosis and evaluation in external settings, i.e. jails and general hospitals; and referral services.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide mobile crisis services for adults.
- • Publish a telephone number accessible and answered on a 24-hour basis, seven (7) days a week.
- • Perform Triage/Evaluation/Stabilization:
- • Telephone Intervention: if the situation allows, response team may resolve crisis by telephone.
- • Face-to-Face Intervention: availability of a response team on a 24-hour basis, seven (7) days a week; and, when needed, will provide a face-to-face intervention for crisis resolution and/or evaluation.
- • Use strengths of the consumer to link with in-home supports, based on consumer’s needs, to support the consumer following initial acute crisis and develop an ongoing safety plan.
- • Hold non-emergency appointments within 24-48 hours after intervention for quick support and linkage to service. If an appointment is set, it shall be at a location most helpful to the consumer (clinic, family home, other location).
- Alcohol Education (EVERFI) FY21-22
- AlcoholEdu for High School – Oklahoma Highway Safety Office Project
INTRODUCTION:
- • The purpose of this project is to support the efforts of state and local jurisdictions to reduce the number of alcohol-related fatal crashes through education and awareness by increasing the number of student participation in the evidence-based prevention program, AlcoholEdu for High School. EVERFI, Inc., the developer of the evidence-based program, will coordinate a system of support for implementation and evaluation of the program among high schools throughout the State of Oklahoma, while keeping a stronger focus on areas with higher incidence of crashes involving young drivers under the age of 25 attributed to alcohol impaired driving. EVERFI, Inc. will build capacity and sustain the AlcoholEdu for High School program by providing training and consultation for successful program implementation while operating an evaluation platform to collect, analyze, and report program outcomes to participating schools and to the Oklahoma Department of Mental Health and Substance Abuse Services.
- • The goal of this project is to increase the number of high school students utilizing the AlcoholEdu for High School program in the high-risk, priority counties in the State of Oklahoma. High-risk, priority counties will be identified and provided by the Oklahoma Department of Mental Health and Substance Abuse Services and the Oklahoma Highway Safety Office.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – EVERFI, Inc.
WORK REQUIREMENTS:
- • Contractor shall offer continuous support to assist the Department and program participants in use of the AlcoholEdu for High School in high schools across the State of Oklahoma. Contractor shall provide support services such as training and technical assistance, consultation, evaluation, and follow up assist to all program participating high schools.
- • Contractor shall work closely with the Department to deliver the AlcoholEdu for High School program to schools in high-risk, priority counties as identified by the Department and the Oklahoma Highway Safety Office for the Highway Safety Grant. Contractor shall focus recruitment efforts primarily in the identified high-risk, priority counties. Once the Contractor exhausts all efforts in the identified priority counties, Contractor will able to continue recruitment efforts in other, non-priority counties in Oklahoma.
- • Of the total number high schools recruited, Contractor shall ensure that at least 50% are new high schools that have not participated in the program during the 2019-2020 school year. Schools must be preapproved by the Department prior to the implementation and activation of the AlcoholEdu for High School program.
- • Contractor shall participate in Public Information and Educational activities and/or campaigns to educate high schools across the State of Oklahoma about the AlcoholEdu for High School program.
- • If any educational material or documentation are produced specifically for the purpose of this project, Contractor shall ensure the following acknowledgement is added into the documentation: “Program is funded by the National Highway Traffic Safety Administration with a grant from the Oklahoma Highway Safety Office and the Oklahoma Department of Mental Health and Substance Abuse Services.”
- • Many agencies are being provided with other funding sources to address traffic issues within their jurisdictions. Contractor shall carefully monitor subgrantee funds to ensure compliance with funding specific requirements.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with the state law.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities in a report format prescribed by the Department, by 5:00 pm on the 15th of every month. Monthly progress reports will include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key process measures and project milestones; (3) key project challenges and methods to address challenges.
- • Project milestones are quantitative performance measures identified by the Department and Oklahoma Highway Safety Office for the Highway Safety Grant, which will be monitored over time and are directly related to the project’s goal and objectives. The Contractor shall include the following project milestones in the monthly progress report in a report format prescribed by the Department:
- • Number of new schools recruited and secured to participate in the program;
- • Number of new schools currently active in the program;
- • Number of students expected to participate prior to the program;
- • Number of new students currently active in the program;
- • Number of new students completed the program; and
- • Number of public information and education activities conducted on behalf of the project.
- • As part of the monthly progress report submission and for the purpose of reporting project milestones for the Highway Safety Grant, the Contractor shall submit any public information and education materials or other relevant documentation created specifically for the project.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to a Department approved project budget and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the end of each quarter, in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department quarterly. A properly completed and signed invoice shall be submitted no later than 5:00 pm on January 15, 2021, April 15, 2021, July 15, 2021, and October 15, 2021.
- • The State of Oklahoma has forty-five (45) days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five (5) years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with quarterly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual FICA costs related to overtime hours.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Highway safety oppurtenances (guard rails, utility poles, sign supports etc.).
- • Alcoholic beverages including controlled training settings.
- • Police/emergency communications.
- • Fines and penalties.
- • Supplanting (Meaning contract funds cannot be used to support existing activities).
- • Uniforms.
- • Interest and other financial costs.
- • Tint meters.
- • Maintenance and repairs to existing/non-project funded equipment.
- • Furniture, fixtures and equipment.
- • Traffic signal preemption systems.
- • Contributions and donations.
- • Incentives or prizes of cash, gift cards or services.
- • Any purchase or expense made outside the approved grant period.
- • Travel/per diem reimbursement.
- • A budget revision request submitted by the Contractor during the contract period must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after September 1 of the contract period. Contractor shall limit budget revision requests to three (3) per contract period. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the Contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the ODMHSAS. Expenditures incurred without prior approval of a budget revision may result in the responsibility of the Contractor and may not be reimbursed by the ODMHSAS.
- Alcohol Enforcement and Education (Cleveland County Sheriff’s Office)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol compliance strategies. The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons’ law.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Cleveland County.
- • Decrease youth access to alcohol in Cleveland County.
- • Decrease adult service to intoxication at on-sale locations in Cleveland County.
- • Contract is by and between the Board of County Commissioners of Cleveland County on behalf of the Cleveland County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on April 1, 2022 and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2022. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the then current fiscal year of County. In order for the contract to be continued the contract must be renewed on July 1 or thereafter of each succeeding fiscal year by an affirmative action of the Board of County Commissioners. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30 of every year, nor shall County be deemed to be indebted beyond the indebtedness created by each fiscal year's obligation.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – Cleveland County Sheriff’s Office.
- • 2Much2Lose – To Much To Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall provide the resources necessary to complete underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 101 alcohol compliance checks with youth. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and OCSO. This law is Title 37A 6-101 A1.
- • Contractor shall provide the resources necessary to complete adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 100 adult bar checks shall be conducted. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and OCSO. This law is Title 37A 6-101 A2.
- • Contractor shall generate a maximum of six (6) earned media outputs related to the enforcement operations in Cleveland County by June 30, 2022. Media should be branded as the 2Much2Lose (2M2L) Task Force and shall increase visibility of enforcement.
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce alcohol laws.
- • Contractor shall be encouraged to use officers trained in the enforcement of alcohol laws through programs such as the 2Much2Lose (2M2L) law enforcement training.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e., use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall conduct age perception tests on all underage inspectors and attach results and a picture to the inspection forms that are submitted every month.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor shall identify, develop, and enhance policies specific to incorporating sustainable compliance check practices within their agency.
- • Contractor shall enter required information into designated prevention reporting system monthly. The format will be prescribed by the ODMHSAS.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities (including inspection forms/ itemized invoice) in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 15th of each month.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2022.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $74.57 per check to complete 101 underage alcohol compliance check with a minimum of 10% onsite related checks and 100 adult over-service compliance check and may not exceed over 201 compliance checks. Overall total cost shall not exceed $15,000 for this project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e., time spent completing paperwork and/or court appearances related to issued citations)..
- • Each earned media output can be reimbursed for up to $250.00 per output. Not to exceed total cost of $1,500.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: ACC’s, Bar Checks and Media every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Funding for this contract period is April 1st, 2022- June 30th, 2022, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education (Oklahoma County Sheriff’s Office)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol compliance strategies. The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons’ law.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Oklahoma County.
- • Decrease youth access to alcohol in Oklahoma County.
- • Decrease adult service to intoxication at on-sale locations in Oklahoma County.
- • Contract is by and between the Board of County Commissioners of Oklahoma County on behalf of the Oklahoma County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on November 1, 2021 and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2022. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the then current fiscal year of County. In order for the contract to be continued the contract must be renewed on July 1 or thereafter of each succeeding fiscal year by an affirmative action of the Board of County Commissioners. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30 of every year, nor shall County be deemed to be indebted beyond the indebtedness created by each fiscal year's obligation.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – Oklahoma County Sheriff’s Office.
- • 2Much2Lose – To Much Too Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall provide the resources necessary to complete underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 586 alcohol compliance checks with youth. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and OCSO. This law is Title 37A 6-101 A1.
- • Contractor shall provide the resources necessary to complete adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 586 adult bar checks shall be conducted. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and OCSO. This law is Title 37A 6-101 A2.
- • Contractor shall generate a minimum of two (2) earned media outputs related to the enforcement operations in Oklahoma County by June 30, 2022. Media should be branded as the 2Much2Lose (2M2L) Task Force and shall increase visibility of enforcement.
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending either monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce alcohol laws.
- • Contractor shall be encouraged to use officers trained in the enforcement of alcohol laws through programs such as the 2Much2Lose (2M2L) law enforcement training.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e., use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall conduct age perception tests on all underage inspectors and attach results and a picture to the inspection forms that are submitted every month.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor shall enter required information into designated prevention reporting system monthly. The format will be prescribed by the ODMHSAS.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities (including inspection forms/ itemized invoice) in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 15th of each month.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2021.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $81 per check to complete 586 underage alcohol compliance check and 586 adult over-service compliance check and shall not exceed over 1,172 compliance checks. Overall total shall not exceed $95,000 for project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e., time spent completing paperwork and/or court appearances related to issued citations)..
- • Each earned media output can be reimbursed for $250.00 per output. Not to exceed more than $5,000.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: ACC’s, Bar Checks and Media every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Funding for this contract period is November 1st, 2021- June 30th, 2021, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education (Tulsa County Sheriff’s Office)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol compliance strategies. The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons’ law.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Tulsa County.
- • Decrease youth access to alcohol in Tulsa County.
- • Decrease adult service to intoxication at on-sale locations in Tulsa County.
- • Contract is by and between the Board of County Commissioners of Tulsa County on behalf of the Tulsa County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on April 1, 2022 and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2022. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the then current fiscal year of County. In order for the contract to be continued the contract must be renewed on July 1 or thereafter of each succeeding fiscal year by an affirmative action of the Board of County Commissioners. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30 of every year, nor shall County be deemed to be indebted beyond the indebtedness created by each fiscal year's obligation.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – Tulsa County Sheriff’s Office.
- • 2Much2Lose – To Much To Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall provide the resources necessary to complete underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 105 alcohol compliance checks with youth. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and TCSO. This law is Title 37A 6-101 A1.
- • Contractor shall provide the resources necessary to complete adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 105 adult bar checks shall be conducted. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and TCSO. This law is Title 37A 6-101 A2.
- • Contractor shall generate a maximum of six (6) earned media outputs related to the enforcement operations in Tulsa County by June 30, 2022. Media should be branded as the 2Much2Lose (2M2L) Task Force and shall increase visibility of enforcement.
- • Contractor shall support the State’s goal of developing collaborative community partnerships/coalitions through participation in community coalitions within the contractor's coverage area, Tulsa County that address underage drinking and over-service and initiate improvement in community conditions that drive underage drinking and over-service.
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce alcohol laws.
- • Contractor shall be encouraged to use officers trained in the enforcement of alcohol laws through programs such as the 2Much2Lose (2M2L) law enforcement training.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e., use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall conduct age perception tests on all underage inspectors and attach results and a picture to the inspection forms that are submitted every month.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor shall identify, develop, and enhance policies specific to incorporating sustainable check practices within their agency.
- • Contractor shall enter required information into designated prevention reporting system monthly. The format will be prescribed by the ODMHSAS.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities (including inspection forms/ itemized invoice) in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 15th of each month.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2022.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $38 per check to complete 105 underage alcohol compliance check with a minimum of 10% onsite related checks and 105 adult over-service compliance check and shall not exceed over 210 compliance checks. Overall total shall not exceed $9,480 for project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e., time spent completing paperwork and/or court appearances related to issued citations)..
- • Each earned media output can be reimbursed for $250.00 per output. Not to exceed more than $1,500.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: ACC’s, Bar Checks and Media every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Funding for this contract period is April 1st, 2022- June 30th, 2022, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education/Synar Education
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol and tobacco compliance strategies. The aims of the program are to prevent youth and adult alcohol and tobacco use problems by addressing priority risk factors: community access to alcohol and tobacco by young people; early initiation of alcohol and tobacco use; youth intention to use; excessive and dangerous use among adults age 21 and older. The ODMHSAS and the ABLE Commission will partner to plan and implement Too Much Too Lose (2M2L), Synar tobacco inspections, the Alcohol Purchase Survey, and other related projects.
DEFINITIONS:
- • 2Much2Lose – To Much Too Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
- • Synar – The Synar program is responsible for implementing the requirements of the Synar Amendment aimed at reducing youth access to tobacco by requiring states to enact and enforce laws prohibiting the sale or distribution of tobacco products to youth.
- • APS – Alcohol Purchase Survey - determines the rate of illegal alcohol sales to underage buyers in the state of Oklahoma.
WORK REQUIREMENTS:
- • Alcohol Compliance:
- • Contractor shall identify an ABLE point of contact/supervisor to liaison with ODMHSAS Prevention Department and assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Contractor shall provide the resources necessary to complete a minimum of 700 alcohol compliance checks with the expectation at least 1,000 checks will be conducted to compare to the previous year. One-half of checks will be paid at a rate of $120/check by the ODMHSAS up to 350 checks with a match of 1:1 by ABLE for each check completed/paid by the ODMHSAS. A minimum of 10% of the 350 checks to be paid by the ODMHSAS shall be directed toward curbside sales, and a minimum of 5% of the 350 checks to be paid by the ODMHSAS shall be directed toward home delivery sales. Sites of focus for this program shall utilize, to the extent possible, a data-driven and risk-based approach in collaboration with the ODMHSAS and shall require a communications plan to increase visibility of enforcement.
- • Contractor shall provide the resources necessary to complete inspections for the Alcohol Purchase Survey (APS) planned to begin as soon as September 30, 2021 through November 30, 2021 with an estimated 800 inspections. Survey administration may vary minimally in collaboration with the ODMHSAS.
- • The survey protocol will be developed/maintained by the ODMHSAS, its evaluation contractor, and the ABLE Commission. Contractor shall work with designated ODMHSAS survey coordinator and ODMHSAS to train the agents in the survey protocol. The training shall consist of a review of the Alcohol Purchase Survey inspection forms, requirements to assure statistical validity, and discussions regarding the ABLE Commission’s procedures and youth safety.
- • Contractor shall complete youth alcohol sale compliance inspections as defined by the survey sample provided by the survey coordinator. Survey inspections shall be conducted in accordance with the Alcohol Purchase Survey procedures developed by contract survey coordinator and approved by the ODMHSAS.
- • Contractor shall assist the ODMHSAS 2M2L State Coordinator in planning, promoting, and delivering 2M2L law enforcement training to increase local law enforcement capacity to conduct best practice enforcement approaches. Contractor shall partner with the ODMHSAS in recruiting, promoting, and serving as an instructor with a minimum of two, two-day law enforcement/community training events and two, one-day condensed 2M2L law enforcement trainings.
- • Contractor shall conduct monthly reviews of all alcohol server training submissions to the State of Oklahoma with the ODMHSAS designated coordinator.
- • Contractor shall be available to conduct, as the lead instructor or as a co-instructor, up to 12 RBSS trainings (including special event and instructor training) at the request of the ODMHSAS. RBSS instruction must follow all ODMHSAS RBSS procedures (i.e. registration system, 3-hour training, survey collection and training validation, instructor must have attended RBSS Train the Trainer hosted by the ODMHSAS prior to delivery). Contractor shall coordinate with ODMHSAS RBSS contract provider, as needed, to help promote the Oklahoma RBSS program and refer attendees to the course.
- • Tobacco Compliance:
- • Contractor shall provide the resources necessary to complete inspections for the annual Synar study no later than September 30 each year in accordance with the federally approved protocol provided by the ODMHSAS.
- • Contractor shall work with the ODMHSAS staff and contract evaluation team to train the agents and/or inspectors. The training shall consist of a review of the Synar inspections forms, requirements to assure statistical validity, and discussions regarding the Contractor’s procedures and youth safety.
- • Contractor shall complete youth tobacco sale compliance inspections as defined by the Synar study sample provided by the ODMHSAS and contract evaluation team. The number of inspections and timeframe for completion will be determined by ODMHSAS and evaluation team, but is generally beginning June 1 each year and must be completed by September 30 each year.
- • Synar study inspections and Covid-19 safety standards for youth and young adult inspectors shall be conducted in accordance with the Synar procedures/protocol agreed upon by all parties.
- • An equal number of male and female youth/young adult inspectors shall be utilized for inspections with a recommendation of five (5) or more youth/young adult inspectors between the ages of 16- 20 years old. Each youth/young adult inspector shall conduct 20% of the Synar inspection sample. Contractor may coordinate the recruitment of youth/young adults using the ODMHSAS and evaluation team approved protocol. Contractor shall complete Synar study inspections with 50 percent female youth inspectors/youth adult inspectors and 50 percent male youth inspectors/ youth adult inspectors. Contractor shall ensure age perception testing of youth/young adult inspectors is complete within the first month before the commencement of the compliance inspections. Youth can be used for Synar inspections if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and evaluation team.
- • Contractor shall document the results of every inspection attempt on the inspection form prescribed by the ODMHSAS and shall provide a complete dataset to the ODMHSAS and evaluation team each week and a final dataset no later than the deadline established by the ODMHSAS.
- • Contractor shall notify the Oklahoma Tax Commission of all tobacco inspection violations.
- • Contractor shall assist the ODMHSAS in coordinating efforts to reduce youth access to tobacco by conducting follow-up visits to tobacco retailers who have failed their Synar inspections twice within the two (2) year period of their first violation.
- • Contractor shall maintain a tracking system for administrative penalties for illegal tobacco sales to enhance efforts to monitor and target repeat violators. The tracking system shall be updated monthly and the ODMHSAS and evaluation team shall have access to the system either through monthly delivery or remote access.
- • Contractor agrees to refer minors to an ODMHSAS recommended evidence-based tobacco prevention program as an intervention strategy for youth tobacco violations/ sanctions. Evidence based programming will be agreed upon by both agencies and a tracking system will be developed/utilized to verify program completion.
- • General Requirements:
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children under age 18 for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children under age 18 in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e. use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending either monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Employees under this contract shall dually identify themselves as 2Much2Lose (2M2L) Coordinator(s), and identify the project as that of ODMHSAS, in all presentations and correspondence when business is conducted under this contract and agree to be part of the Oklahoma Prevention Network and upon request attend any Prevention Academy or RBSS Advisory Board Meetings as requested by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff. Contractor shall participate in all required evaluation activities.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check (bar check) and shall not exceed over 350 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide Responsible Beverage Sales and Service Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to 12 trainings total. Payments shall be made upon satisfactory completion of training and use of ODMHSAS RBSS protocol. Contract funds shall not be used to pay for law enforcement time outside of the training.
- • Statewide 2M2L Law Enforcement Training (one-day and two- day trainings) Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to four (4) trainings from ABLE. Payments shall be made upon satisfactory completion of training and use of ODMHSAS 2M2L protocol. Contract funds shall not be used to pay for law enforcement time outside of the training.
- • Synar Inspections shall not exceed $120.00 per completed underage tobacco compliance check and shall not to exceed over 500 compliance checks. Payments shall be made upon satisfactory completion of tobacco inspections and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Synar inspection (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Alcohol Purchase Survey inspections shall not exceed $72.50 per completed compliance check and shall not to exceed over 800 compliance checks. Payments shall be made upon satisfactory completion of compliance operations and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Alcohol Purchase Survey inspections (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education/Synar Education - Revised
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol and tobacco compliance strategies. The aims of the program are to prevent youth and adult alcohol and tobacco use problems by addressing priority risk factors: community access to alcohol and tobacco by young people; early initiation of alcohol and tobacco use; youth intention to use; excessive and dangerous use among adults age 21 and older. The ODMHSAS and the ABLE Commission will partner to plan and implement Too Much Too Lose (2M2L), Synar tobacco inspections, and other related projects.
DEFINITIONS:
- • 2Much2Lose – To Much Too Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
- • Synar – The Synar program is responsible for implementing the requirements of the Synar Amendment aimed at reducing youth access to tobacco by requiring states to enact and enforce laws prohibiting the sale or distribution of tobacco products to youth.
WORK REQUIREMENTS:
- • Alcohol Compliance:
- • Contractor shall identify an ABLE point of contact/supervisor to liaison with ODMHSAS Prevention Department and assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Contractor shall provide the resources necessary to complete a minimum of 700 alcohol compliance checks with the expectation at least 1,000 checks will be conducted to compare to the previous year. One-half of checks will be paid at a rate of $120/check by the ODMHSAS up to 350 checks with a match of 1:1 by ABLE for each check completed/paid by the ODMHSAS. A minimum of 10% of the 350 checks to be paid by the ODMHSAS shall be directed toward curbside sales, and a minimum of 5% of the 350 checks to be paid by the ODMHSAS shall be directed toward home delivery sales. Sites of focus for this program shall utilize, to the extent possible, a data-driven and risk-based approach in collaboration with the ODMHSAS and shall require a communications plan to increase visibility of enforcement.
- • Contractor shall assist the ODMHSAS 2M2L State Coordinator in planning, promoting, and delivering 2M2L law enforcement training to increase local law enforcement capacity to conduct best practice enforcement approaches. Contractor shall partner with the ODMHSAS in recruiting, promoting, and serving as an instructor with a minimum of two, two-day law enforcement/community training events and two, one-day condensed 2M2L law enforcement trainings.
- • Contractor shall conduct monthly reviews of all alcohol server training submissions to the State of Oklahoma with the ODMHSAS designated coordinator.
- • Contractor shall be available to conduct, as the lead instructor or as a co-instructor, up to 12 RBSS trainings (including special event and instructor training) at the request of the ODMHSAS. RBSS instruction must follow all ODMHSAS RBSS procedures (i.e. registration system, 3-hour training, survey collection and training validation, instructor must have attended RBSS Train the Trainer hosted by the ODMHSAS prior to delivery). Contractor shall coordinate with ODMHSAS RBSS contract provider, as needed, to help promote the Oklahoma RBSS program and refer attendees to the course.
- • Tobacco Compliance:
- • Contractor shall provide the resources necessary to complete inspections for the annual Synar study no later than September 30 each year in accordance with the federally approved protocol provided by the ODMHSAS.
- • Contractor shall work with the ODMHSAS staff and contract evaluation team to train the agents and/or inspectors. The training shall consist of a review of the Synar inspections forms, requirements to assure statistical validity, and discussions regarding the Contractor’s procedures and youth safety.
- • Contractor shall complete youth tobacco sale compliance inspections as defined by the Synar study sample provided by the ODMHSAS and contract evaluation team. The number of inspections and timeframe for completion will be determined by ODMHSAS and evaluation team, but is generally beginning June 1 each year and must be completed by September 30 each year.
- • Synar study inspections and Covid-19 safety standards for youth and young adult inspectors shall be conducted in accordance with the Synar procedures/protocol agreed upon by all parties.
- • An equal number of male and female youth/young adult inspectors shall be utilized for inspections with a recommendation of five (5) or more youth/young adult inspectors between the ages of 16- 20 years old. Each youth/young adult inspector shall conduct 20% of the Synar inspection sample. Contractor may coordinate the recruitment of youth/young adults using the ODMHSAS and evaluation team approved protocol. Contractor shall complete Synar study inspections with 50 percent female youth inspectors/youth adult inspectors and 50 percent male youth inspectors/ youth adult inspectors. Contractor shall ensure age perception testing of youth/young adult inspectors is complete within the first month before the commencement of the compliance inspections. Youth can be used for Synar inspections if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and evaluation team.
- • Contractor shall document the results of every inspection attempt on the inspection form prescribed by the ODMHSAS and shall provide a complete dataset to the ODMHSAS and evaluation team each week and a final dataset no later than the deadline established by the ODMHSAS.
- • Contractor shall notify the Oklahoma Tax Commission of all tobacco inspection violations.
- • Contractor shall assist the ODMHSAS in coordinating efforts to reduce youth access to tobacco by conducting follow-up visits to tobacco retailers who have failed their Synar inspections twice within the two (2) year period of their first violation.
- • Contractor shall maintain a tracking system for administrative penalties for illegal tobacco sales to enhance efforts to monitor and target repeat violators. The tracking system shall be updated monthly and the ODMHSAS and evaluation team shall have access to the system either through monthly delivery or remote access.
- • Contractor agrees to refer minors to an ODMHSAS recommended evidence-based tobacco prevention program as an intervention strategy for youth tobacco violations/ sanctions. Evidence based programming will be agreed upon by both agencies and a tracking system will be developed/utilized to verify program completion.
- • General Requirements:
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children under age 18 for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children under age 18 in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e. use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending either monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Employees under this contract shall dually identify themselves as 2Much2Lose (2M2L) Coordinator(s), and identify the project as that of ODMHSAS, in all presentations and correspondence when business is conducted under this contract and agree to be part of the Oklahoma Prevention Network and upon request attend any Prevention Academy or RBSS Advisory Board Meetings as requested by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff. Contractor shall participate in all required evaluation activities.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check (bar check) and shall not exceed over 350 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide Responsible Beverage Sales and Service Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to 12 trainings total. Payments shall be made upon satisfactory completion of training and use of ODMHSAS RBSS protocol. Contract funds shall not be used to pay for law enforcement time outside of the training.
- • Statewide 2M2L Law Enforcement Training (one-day and two- day trainings) Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to four (4) trainings from ABLE. Payments shall be made upon satisfactory completion of training and use of ODMHSAS 2M2L protocol. Contract funds shall not be used to pay for law enforcement time outside of the training.
- • Synar Inspections shall not exceed $120.00 per completed underage tobacco compliance check and shall not to exceed over 500 compliance checks. Payments shall be made upon satisfactory completion of tobacco inspections and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Synar inspection (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Purchase Study (OU E-Team)
INTRODUCTION:
- • Reducing retail access to alcohol is one of the most important steps toward preventing underage drinking and impaired driving, and Oklahoma continues to need valid data in order to make the best use of strategies and resources to meet this goal, as well as to monitor the impact of primary prevention efforts. An annual statewide alcohol purchase survey shall be conducted by the ODMHSAS with a random sample of off-premise beer outlets. The purpose of the survey is to determine the percentage of Oklahoma outlets not requesting age verification before the sale of an alcoholic beverage to persons under 21 years of age. The results of the survey will also provide information concerning any variables that may lead to a greater likelihood of sales of beer to persons under 21 years of age, such as the characteristics of the outlet, time of day, etc.
- • The goals of the project aim to reduce youth access to alcohol through off -premise retail sources:
- • Conduct an annual random survey of off-premise beer retailers to determine youth access.
- • Update a state rate for age verification of young people attempting to purchase alcohol by December 31st, 2021.
- • Increase monitoring of retail access rates for beer statewide by December 31st, 2021.
- • Increase statewide monitoring of efforts to prevent youth access to alcohol through retail sources by December 31st, 2021.
- • Contract begins July 1st, 2021 and ends June 30th, 2022.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – University of Oklahoma, E-Team
- • ABLE – Alcoholic Beverage Laws Enforcement Commission
WORK REQUIREMENTS:
- • Contractor shall participate in all required subgrantee face-to-face meetings and project conference calls/webinars that require subgrantee staff participation.
- • Contractor shall participate in project meetings as scheduled by the ODMHSAS Project Manager and/or Director.
- • Contractor shall provide the resources necessary to conduct the following:
- • Contractor shall update the Oklahoma Alcohol Purchase Survey protocol as needed. Implementation of the project shall not commence prior to the approval of the protocol by the Department.
- • Contractor shall obtain a 2019 list of all off-premise beer retailers in Oklahoma.
- • Contractor shall generate a randomized sample of off-premise beer retail establishments.
- • Contractor shall train ABLE Commission agents and at least four (4) persons under 21 years of age to conduct the survey.
- • Contractor shall coordinate the statewide Alcohol Purchase Survey using the IRB approved protocol and trained underage surveyors and ABLE Commission agents.
- • Contractor shall recruit and hire at least four (4) persons under 21 years of age to conduct the survey.
- • Contractor shall disseminate survey results by the end of the contract year.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a bi-weekly progress report on contract activities in a report format prescribed by the ODMHSAS and an itemized invoice no later than 5:00 p.m. on the 15th of every month for the month prior.
- • As part of the bi-weekly progress report, the Contractor shall submit scheduling diaries, correspondence, meeting minutes, media archives, reports and other materials that will help to document the use of grant funding. For enforcement, project surveys, copies of warnings and citations (ex. occupant protection, DWI/DUI/APC, speed related, and all others), and crash reports shall be submitted to the ODMHSAS.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures, pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Compensation pursuant to this addendum shall not exceed $80,000.
- • Contractor shall submit a properly completed and signed invoice within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • Payroll report.
- >• The following documentation shall be maintained by Contractor and accessible for review during the annual site review, and upon the request of the ODMHSAS:
- • Time sheets from each participant, detailing the number of hours worked per operation, signed and dated by supervisor and officer.
- • Copies of receipts for supplies, trainings, other, etc. that are being claimed for reimbursement.
- • Travel reimbursement documentation must include the following: record of mileage which must include officer name and signature, supervisor approval signature, destination to and from, date(s) of travel, time entering and exiting travel status, reason for travel, per diem, lodging, and total amount of travel claim. If travel costs and related expenses are a part of the contract, they shall not exceed those authorized by the State Travel Reimbursement Act, Title 74 0. S. 2001 §500.1 et seq. All out-of-state travel where reimbursement is requested must be pre-approved in writing by the ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual FICA costs.
- • Travel/Per Diem: Travel and per diem expenses for subgrantee staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA)
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved
- • Supplies: Consumable supplies allowable when necessary to conduct the project
- • Contractual: Essential consultant/program services which cannot be met by project personnel. Contractor shall receive prior approval from the ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 26% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Highway safety appurtenances (guard rails, utility poles, sign supports etc.).
- • Alcoholic beverages including controlled training settings.
- • Police/emergency communications.
- • Fines and penalties.
- • Supplanting (Meaning contract funds cannot be used to support existing activities).
- • Uniforms.
- • Interest and other financial costs.
- • Tint meters.
- • Maintenance and repairs to existing/non-project funded equipment.
- • Furniture, fixtures and equipment.
- • Traffic signal preemption systems.
- • Contributions and donations.
- • Incentives or prizes of cash, gift cards or services.
- • Any purchase or expense made outside the approved grant period.
- • Out of state travel.
- • Invoices shall be sent to: emailed to ODMHSAS State Coordinator
- • Contracts
- • Oklahoma Dept. of Mental Health and Substance Abuse Services
- • 1200 N.E. 13th
- • P.O. Box 53277
- • Oklahoma City, OK 73152-3277
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- Assisted Outpatient Treatment – PTR AOT
INTRODUCTION:
- • Contractor will operate an Assisted Outpatient Treatment program.
WORK REQUIREMENTS:
- • Contractor shall provide the necessary resources and supports to implement Assisted Outpatient Treatment, as determined by AOT Grant requirements and the ODMHSAS.
- • Contractor shall build a team of local stakeholders to create a Community Outreach Team (COT) that will work to create policies and procedures, create local contacts and resources, attend trainings in EBPs to better intervene in the least coercive, punitive approach, and provide outreach services to those ordered to AOT.
- • Will collaborate with Regional Coordinators, police department, and court system to maintain a schedule for sharing police transport services.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department, including monthly team calls.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will provide such detail as the Department may require.
- • Contractor shall provide additional requested information and reports per federal grant requirements and as requested by ODMHSAS.
- Assisted Outpatient Treatment II
INTRODUCTION:
- • Contractor will operate an Assisted Outpatient Treatment (AOT) program that partners together Mental Health and Substance Abuse Treatment, Law Enforcement, Courts and appropriate Community Partners for the benefit of those referred and in the local AOT program.
DEFINITIONS:
- • Assisted Outpatient Treatment - Court-Supervised treatment within the community.
- • Intensive Outreach - Engagement with individuals who are at risk with purpose of establishing trust and rapport, educating individual on services available, and reducing resistance to services for the potential consumer.
WORK REQUIREMENTS:
- • Contractors shall provide the following deliverables:
- • Contractor shall furnish the necessary personnel to implement AOT teams.
- • Hire Full-Time Equivalent (FTE) Regional Coordinator to be a liaison between Law Enforcement, Courts, Community Partners, CMHC (CCBHC) and ODMHSAS.
- • Contractors shall establish agreements with Law Enforcement agencies for dedicated Law Enforcement Officer(s) to participate as AOT- trained team member(s). Law Enforcement will also support AOT team intensive outreach efforts to engage individuals in need of treatment and potential AOT participants.
- • Contractor shall build a team of local stakeholders to create a Community Outreach Team (COT). Community Outreach team will be comprised of key stakeholders in the community identified by Contractor.
- • COT will write and adopt protocols and procedures to strengthen the AOT County Program.
- • The COT will meet on a regular basis and/or minimally once a year, and is tasked with all of the following:
- • Establishing relationships with Community Partners and identifying resources, attend appropriate trainings to better understand Serous Mental Illness (SMI) and how it impairs functionality. COT will learn best practices in intervention skills to engage participants in the lease coercive and punitive approach. COT will also provide outreach services to those that could benefit from AOT program and those ordered to AOT.
- • Regional Coordinator will be responsible for coordination with Law Enforcement, Court Representatives, and or Community Partners. Regional Coordinator will maintain regular communications to update treatment team, Law Enforcement, about transportation, Law Enforcement transportation, and or any other additional services/ resources deemed appropriate.
- • Contractors will be required to conduct intensive outreach in their community to build and foster relationships to identify those that could benefit from AOT Treatment.
- • Contractors fulfilling the terms of this contract shall also attend:
- • Virtual Kickoff, Monthly Meetings (Phone, Virtual, In-Person), Annual AOT Summit.
- • Trainings as determined necessary by the Department.
- • Contractor’s Intensive Outreach staff shall be:
- • Trained in best practices identified by ODMHSAS that provide education and guidance on engagement practices beneficial to community outreach.
PERFORMANCE MONITORING:
- • Monthly reports shall be submitted to the AOT Project Manager in a timely manner.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Contractor shall include documentation of all training and submit quarterly record to AOT Project Manager.
- • Contractors shall maintain a log to identify all outreach efforts, attempts, and outcomes reported to AOT Project Manager.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- ATLAS Implementation (Shatterproof)
INTRODUCTION:
- • For purposes of this agreement, the scope of work will include a partnership, working together to reverse the addiction crisis in Oklahoma. Shatterproof will assign a team to work with key partners in Oklahoma to implement ATLAS in a way that is responsive to the state’s needs. This team will connect with stakeholders, plan and facilitate engagement events for providers and other stakeholders alike, and collaborate with the ODMHSAS to reverse the addiction crisis.
WORK REQUIREMENTS:
- • Shatterproof will:
- • Oversee all aspects of ATLAS® development and implementation.
- • Conduct provider and consumer outreach and education in partnership with state sponsor organizations.
- • Conduct data collection, analysis, and reporting.
- • Identify quality reporting best practices and work with state sponsors and commercial payers to identify alignment.
- • Launch and promote ATLAS® addiction treatment locate and compare features in the state.
- • Create password-protected portals for providers, payers, and states within the ATLAS platform.
- • The ODMHSAS will:
- • Publicly announcing the state’s participation in ATLAS.
- • Work with Shatterproof to determine a list of in-scope addiction treatment facilities and identify the steps and timeline to finalize the list, including an email point-of-contact for each facility. The state will have the final approval on who is included.
- • Distribute written communications to all treatment facilities in the state about participation (Shatterproof will provide this resource).
- • Connect Shatterproof with state provider and consumer advocacy groups to socialize and promote the system with these audiences and increase stakeholder buy-in.
- • Implement incentives, such as recognition, to encourage providers to complete the Treatment Facility Survey in order to enhance participation.
- • Prior to and upon launch of the site, promote ATLAS to consumers using channels available to the state.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
- At-Risk in Primary Care Online Simulation (Kognito)
INTRODUCTION:
- • Provide implementation and fidelity assurance services, technical assistance for implementation strategies for the Screening Brief Intervention Referral to Treatment Grant - “At-Risk in Primary Care” statewide use for primary care professionals in Oklahoma.
WORK REQUIREMENTS:
- • Contractor shall offer continuous support to assist the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and End Users in use of the Kognito “At-Risk in Primary Care”. Kognito will make its personnel available by email or phone during regular business hours, Monday through Friday, 9am-5pm EST for assistance.
- • Contractor shall use reasonable efforts to provide continuous service seven (7) days a week with an average of 98% uptime per month. The 2% down-time does not include periodic unavailability due to maintenance of the server(s), the installation or testing of software, the loading of additional Kognito Services as they become available, and downtime related to the failure of equipment or services outside the control of Contractor, including but not limited to public or private telecommunications services or internet nodes or facilities. Scheduled downtime will be performed at a time to minimize inconvenience to the ODMHSAS.
- • Contractor shall provide the ODMHSAS with a copy of its implementation manual. This manual includes best practices for promoting the courses to end users.
- • Contractor shall provide the ODMHSAS with the Courseware’s package of several marketing tools such as PowerPoint slides about the courses, electronic copies of flyers that can be printed or emailed to potential users about the courses, and suggested language for announcing the courses’ availability via email or by listserv or newsletter to stakeholder groups, such as primary care professionals, hospitals, emergency room departments, and professional associations.
- • Contractor shall provide consultation and technical support for assistance with stakeholder identification and analysis, communications planning, customization of outreach materials, marketing support.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide written reports, in a format prescribed by the Department, of activities carried out pursuant to the Statement of Work.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
COMPENSATION:
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Consulting: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable expenses:
- • Any activity that is not directly related to the coordination of the project.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- Behavioral Risk Factor Surveillance Survey (OSDH)
INTRODUCTION:
- • Services required by this contract are for the addition of 10 sets of questions on the Oklahoma State Department of Health administered annual Behavioral Risk Factor Surveillance System (BRFSS) survey. Questions are needed to aid in the comprehensive data collection and evaluation services.
DEFINITIONS:
- • Behavioral Risk Factor Surveillance System (BRFSS)
WORK REQUIREMENTS:
- • Contractor shall add the following to the BRFSS survey:
- • July 2021 –December 2021: Marijuana Use Module – 3 questions, Firearm Safety Module – 3 questions, Random Child Selection Module – 6 questions, Rx Drug – 3 questions, Sexual Orientation/Gender Identity Module – 2 questions, Marijuana Vehicle – 1 question, Binge drinking – 3 questions, Drinking and Driving – 1 question, Alcohol Brief Intervention - 5 questions, Protective Factors – 11 questions
- • Contractor shall analyze and make the results easily accessible for ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS. Contractor shall submit specified deliverables and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • Costs are calculated as follows:
- • Rx Drug 2 questions for:
- • July - December 2020 @ $2,280 per question (2), per tract (2), per year (0.5) = $4,560 (SPF-Rx funded);
- • Sexual Orientation/Gender Identity Module 2 questions for:
- • July – December 2020 @ $2,280 per question (2), per tract (2), per year (0.5) = $4,560 (SPF-Rx funded);
- • Marijuana and Driving 1 question for:
- • July – December 2020 @ $2,280 per question (1), per tract (1), per year (0.5) = $1,140 (SAPBG-funded)
- • Binge Drinking 3 questions for:
- • July – December 2020 @ $2,280 per question (3), per tract (1), per year (0.5) = $3,420
- • Contractor shall submit a properly completed invoice no later than 30 days after the end of each month of the contract period in a format prescribed by ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Behavioral Risk Factor Surveillance Survey (OSDH) - Revised
INTRODUCTION:
- • Services required by this contract are for the addition of 10 sets of questions on the Oklahoma State Department of Health administered annual Behavioral Risk Factor Surveillance System (BRFSS) survey. Questions are needed to aid in the comprehensive data collection and evaluation services.
DEFINITIONS:
- • Behavioral Risk Factor Surveillance System (BRFSS)
WORK REQUIREMENTS:
- • Contractor shall add the following to the BRFSS survey:
- • July 2021 –December 2021: Marijuana Use Module – 3 questions (1 Track), Firearm Safety Module – 3 questions (2 Tracks), Random Child Selection Module – 6 questions (1 Track), Rx Drug – 3 questions (2 Tracks), Sexual Orientation/Gender Identity Module – 2 questions (2 Tracks), Marijuana Vehicle – 1 question (1 Track), Binge drinking – 3 questions (1 Track), Drinking and Driving – 1 question (1 Track), Alcohol Brief Intervention - 5 questions (1 Track), Protective Factors – 11 questions (1 Track).
- • January 2022 – June 2022: Marijuana Module - 7 questions (1 Track) and Sexual Orientation/Gender Identity Module- 2 questions (1 Track).
- • Contractor shall analyze and make the results easily accessible for ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS. Contractor shall submit specified deliverables and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • Costs are calculated as follows:
- • Rx Drug 2 questions for:
- • July - December 2020 @ $2,280 per question (2), per tract (2), per year (0.5) = $4,560 (SPF-Rx funded);
- • Sexual Orientation/Gender Identity Module 2 questions for:
- • July – December 2020 @ $2,280 per question (2), per tract (2), per year (0.5) = $4,560 (SPF-Rx funded);
- • Marijuana and Driving 1 question for:
- • July – December 2020 @ $2,280 per question (1), per tract (1), per year (0.5) = $1,140 (SAPBG-funded)
- • Binge Drinking 3 questions for:
- • July – December 2020 @ $2,280 per question (3), per tract (1), per year (0.5) = $3,420
- • Contractor shall submit a properly completed invoice no later than 30 days after the end of each month of the contract period in a format prescribed by ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- Budget Analysis and Consultation (GowerGroup)
INTRODUCTION:
- • For purposes of this agreement the scope of work will include specific assistance requested by ODMHSAS related to budget analysis and consultation.
WORK REQUIREMENTS:
- • Contractor will assist the ODMHSAS in high level fiscal and budgetary calculations and analysis pertaining to Medicaid and other revenue sources including, but not limited to, the interpretation and development of policy, cost analysis, and programmatic budgetary advisement.
- • Contractor may attend a national meeting related to this contract.
PERFORMANCE MONITORING:
- • ODMHSAS shall at all times be the sole owner of the following, without limitation: all data, analysis, reports or technical assistance documents, or materials prepared by Contractor.
COMPENSATION:
- • Contractor shall submit invoices monthly based on the rate of $100.00 per hour.
- • Invoices shall be submitted electronically via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
- CCARC Severe Opioid Use Disorders Meds
INTRODUCTION:
- • This contract is to provide funding to purchase and provide those medications approved and appropriate to the level of certification, as medications used in support of direct services in the treatment of significant opioid use disorders (OUDs). These drugs are to be used to support a full service array utilizing medication assisted treatment (MAT) for consumers with significant OUDs including maintenance and long term withdrawal management.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of appropriate opioid treatment medications and related laboratory costs allowed by the Department for the Contractors level of certification.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the dispensing and or prescribing of medications, to include as needed: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate consumers.
- • Contractor shall not restrict the dispensing and/or prescribing of opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall submit a list of each consumer ID along with the medication administered to each respective consumer.
- • Contractor shall provide all consumers education on the medications available, providing opportunities for the consumer input into the determination in selecting the medical intervention.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative one-twelfth (1/12) of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication approved as an adjunct in the treatment of OUDs if prescribed by a physician for an ODMHSAS eligible consumer.
- • Laboratory costs specifically related to the use of medications provided pursuant to this SOW.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in 5.1.1 through 5.1.3 above shall be permitted.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- Celebrating Families (CF) Training (NACoA)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide a virtual training on the Celebrating Families (CF) program including the CF additional training specific to the 0-3 age group and train the trainer training for those who meet criteria to train staff at their agency.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as “ODMHSAS”.
- • Contractor - National Association for Children of Alcoholics (NACoA).
- • Celebrating Families (CF) - curriculum is an evidence based cognitive behavioral, support group model written for families in which one or both parents have a serious problem with alcohol or other drugs and in which there is a high risk for domestic violence, child abuse, or neglect. Celebrating Families! works with every member of the family, from ages birth through adult, to strengthen recovery from alcohol and/or other drugs, break the cycle of addiction and increase successful family reunification.
WORK REQUIREMENTS:
- • Contractor shall provide a specified number of CF facilitator trainings as determined by ODMHSAS for up to twenty-four (24) participants each. Trainings provided will include CF group leader trainings, CF ages 0-3 supplement trainings, and one CF train the trainer training, as requested, for staff that have met criteria to become trainers for their facility.
- • Contractor shall provide CF Zoom links, training checklist, agenda, PowerPoint presentations, related handouts, and evaluation forms to ODMHSAS at least two weeks prior to the training.
- • Contractor shall provide training materials from materials supplied electronically, as well as worksheets, designated by trainers, for activity practice sessions for the training to ODMHSAS at least two weeks prior to the training.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • ODMHSAS will provide a report regarding training outcomes including, but not limited to, number of participants, and evaluation outcomes.
COMPENSATION:
- • Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS.
- Celebrating Families (CF) Training (NACoA) - Revised
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide a virtual training on the Celebrating Families (CF) program including the CF additional training specific to the 0-3 age group and train the trainer training for those who meet criteria to train staff at their agency.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as “ODMHSAS”.
- • Contractor - National Association for Children of Alcoholics (NACoA).
- • Celebrating Families (CF) - curriculum is an evidence based cognitive behavioral, support group model written for families in which one or both parents have a serious problem with alcohol or other drugs and in which there is a high risk for domestic violence, child abuse, or neglect. Celebrating Families! works with every member of the family, from ages birth through adult, to strengthen recovery from alcohol and/or other drugs, break the cycle of addiction and increase successful family reunification.
WORK REQUIREMENTS:
- • Contractor shall provide a specified number of CF facilitator trainings as determined by ODMHSAS for up to twenty-four (24) participants each. Trainings provided will include a minimum of 2 CF group leader trainings with CF ages 0-3 supplement, one CF train the trainer training for staff that have met criteria to become trainers for their facility, and others as requested by the department.
- • Contractor shall provide CF Zoom links, training checklist, agenda, PowerPoint presentations, related handouts, and evaluation forms to ODMHSAS at least two weeks prior to the training.
- • Contractor shall provide training materials from materials supplied electronically, as well as worksheets, designated by trainers, for activity practice sessions for the training to ODMHSAS at least two weeks prior to the training.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • ODMHSAS will provide a report regarding training outcomes including, but not limited to, number of participants, and evaluation outcomes.
COMPENSATION:
- • Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS.
- Chemical Dependency Workforce Development Fellowship (OUHSC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to operate a comprehensive chemical dependency workforce development education program and become a regional resource for clinical substance abuse programs and providers.
WORK REQUIREMENTS:
- • Contractor shall:
- • Contractor shall provide continuing education training through seminars, clinical consultation, and on-site clinical in-service programs for substance abuse treatment professionals at Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) funded settings and at the various levels of care (e.g., detoxification, residential treatment, halfway house services, and outpatient treatment);
- • Contractor shall form health and mental health policy as it pertains to substance abuse issues; and
- • Contractor shall increase the knowledge level of substance use disorders among community-based providers in a variety of sub-disciplines in medicine, including University of Oklahoma Health Sciences Center psychiatry residents, primary care physicians, and other medical providers.
- • Training:
- • Contractor shall offer a weekly (a minimum of 30) 1-hour seminar on clinical issues reflecting the latest knowledge of alcohol and drug use and treatment. A variety of substance abuse professionals from various disciplines (e.g., Social Work, Licensed Alcohol and Drug Counselors, Certified Alcohol and Drug Counselors, and Psychologists) should be able to meet the continuing education requirements for their licensure boards through attending this seminar;
- • Contractor shall provide one presentations at ODMHSAS’s annual conference; and
- • Contractor shall ensure equal access to training and services will be given regardless of age, sex, ethnicity, disability, race, color, ancestry, political affiliation, religion, or national origin.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work which shall include:
- • Documentation of continuing education training;
- • Documentation of in-service trainings;
- • Copies of training announcements;
- • Copies of distribution lists used for announcements;
- • Copies of sign-in sheets; and
- • Summary of attendee evaluations for each training.
- • Contractor shall provide such other detail as ODMHSAS may require. Contractor shall assess the progress and effectiveness of the workforce development education program and submit written reports of the findings to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor represents all billings will be based on actual costs incurred. All costs billed will be supported by documentation maintained on file and available for review, including copies of paid invoices, payroll records, time reports, and approved methods for application of indirect costs. Travel will be reimbursed based on actual and reasonable expenses.
- • Eligible program expense categories include allocations for faculty compensation, staff support, associated fringe benefits for all personnel program development, accreditation fees, necessary equipment and supplies such as materials needed for on-site presentations, operational costs, and applicable faculty travel.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- Child Welfare – SQE – Family Treatment Court Implementation - Kay County (Grand Lake Area)
INTRODUCTION:
- • This contract is to provide funding for necessary expanded and enriched services provided pursuant to the Kay County Family Treatment Court contract held by the Contractor. These services would provide participants with the comprehensive care needed to rebuild their lives and support their families and provide providers with the knowledge to better serve the treatment court participants and their families.
- • Contractor shall furnish the necessary resources to implement and run the Celebrating Families (CF) and the Strengthening Families (SF) program for the Kay County Family Treatment Court (KCFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate fully as a Family Treatment Court Team Member, committing to program mission and goals, and work as a partner to ensure success.
- • Designate a coordinator of CF and SF. Designated CF and SF coordinator shall:
- • Assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project;
- • Engage and enhance faith-based and health care professionals;
- • Organize and schedule the CF and SF program and ensure all materials are ordered and disbursed to program staff;
- • Coordinate the utilization and implementation of Evidence-Based Early Intervention Curriculum (CF and/or SF) with identified families as written;
- • Participate in the implementation of CF and/or SF programs; and
- • Ensure all program staff have the materials and supplies necessary to implement CF and SF programs.
- • Support the participant’s right to access Medication Assisted Treatment.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offer a FCP to individuals wanting to become pregnant within the year, are pregnant or who are in the 4th trimester (post-natal period).
- • Identify one (1) Certified Peer Recovery Support Specialist, that will be responsible for:
- • Assisting in community integration;
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development; and
- • Mediating between the families and the treatment staff.
- • Designate staff to participate in CF and SF, trainings.
- • Submit an itemized budget to the identified Project Manager at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks for the programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide transportation, travel vouchers, bus passes, or gas cards for participants, foster parents, and/or family members as needed to help get to and from appointments and the program. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. These funds can also be used for any cost above and beyond the billable UA Code.
- • Utilize training cost funding to pay for travel, registration fees, hotel, and/or per diem associated with in state training and/or state conferences. This will allow treatment provider to send staff to additional training opportunities not addressed in the grant application such as - Motivational Interviewing, State Drug Court Conference, State Children's Conference, State Prevention and Recovery Conference, Family Drug Court Trainings, and additional Early Childhood Infant Mental Health Trainings provided across the state of Oklahoma. Contractor will also utilize funds to send the Family Treatment Court (FTC) Team to include the FTC Judge and FTC Coordinator, Department of Human Services (DHS) representatives, Assistant District Attorney, as well as other team members deemed necessary. This will also include any national training required by the grant. To include grantee meetings and the National Drug Court Conference.
- • Provide resources to increase case management services to participants and their families as needed. These with include assistance with the following:
- • Assist with housing deposits;
- • Application fees for housing; and
- • Moving expenses.
- • As a part of the Kay County Implementation Federal Grant – Contractor shall:
- • Complete an annual report due the 15th of July. This report is to be submitted to ODMHSAS designated Project Manager.
- • Contractor shall provide the services, supports, and resources needed in conjunction with services provided under the Kay County Implementation Federal Grant.
- • Shall complete at least one cycle of SFP and one cycle of CFP Contractor per calendar year. The program curriculum will be will be based on the age of the children and the needs of the participants.
- • Contractor shall ensure that all providers who are working with children have had the proper background checks.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • Contractor shall complete an annual report and submit to ODMHSAS designated Project Director by due dates established by ODMHSAS.
- • Contractor shall complete federally required pre- and post- tests for Celebrating Families and Strengthening Families programs and any other federally required documentation or data gathering and submit according to federal guidelines.
- • Contractor shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contractor shall develop and make available a satisfaction survey to all individuals served by this contract and record results in the Year End Report.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- • Indirect costs will be allowed up to 10%.
- Child Welfare Services Quality Enhancement (SQE) Family Treatment Court – Oklahoma County (LCDA)
INTRODUCTION:
- • This contract is to provide funding for necessary expanded and enriched services, specifically Family Treatment Court (FTC) services, to the Child Welfare service contract held by the Contractor; that serves Oklahoma County families. The addition of FTC services shall provide participants with the comprehensive care needed to rebuild their lives and support their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate fully as a FTC Team Member, committing to program mission and goals, and work as a partner to ensure success.
- • Be a designated member of the OKFTC Team, sharing the common goal of decreasing recidivism and increasing treatment utilization for participants of the program. Contractor shall communicate with the OKFTC Team by:
- • Provide the OKFTC team a completed assessment report and treatment needs within 4 weeks of conducting assessment.
- • Attend meetings with the OKFTC Team minimally two times per month to address the following:
- • Provide an update on any new children and/or caregivers who have been assessed since the last court date.
- • Discuss potential children and/or caregivers in need of treatment services.
- • Provide documentation regarding the progress of the child and/or family toward individualized treatment plan goals.
- • Provide assessment of a child/family’s continued needs to the OKFTC Team.
- • Designate at minimum one (1) staff member involved with the FTC to attend ODMHSAS designated trainings and conferences to enhance services to OKFTC families and children.
- • Complete any assessments needed for the Comprehensive Approaches for Recovery Enhancement (CARE) project as agreed upon between contractor and ODMHSAS.
- • Support the participant’s right to access Medication Assisted Treatment.
- • Ensure that that children, parents, and family members receive comprehensive services that meet their assessed needs and promotes sustained family safety, permanency, recovery, and well-being. This includes high quality substance use and co-occurring treatment.
- • Ensure that the parent, child, and family treatment plan is based on individualized and assessed needs and strengths and is provided in a timely manner including concurrent treatment of mental health and physical health.
- • Provide services that are trauma responsive and informed, include family members as active participants, and are grounded in cross-systems collaboration and evidence-based or evidence-informed practices implemented with fidelity.
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Submit an itemized budget to the identified Project Manager at the beginning of the contract year for approval which shall include local travel, supplies, and contracts for transportation, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide transportation, travel vouchers, bus passes, or gas cards for participants, foster parents, and/or family members as needed to help get to and from appointments and the program. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. All items must be tracked and signed for by all recipients.
- • Utilize testing funds assist in paying for HIV or viral testing if a participant is referred. Testing funds can also be used to help pay for science based drug testing. Funds may be used to assist to help cover the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the family treatment court model.
- • Utilize training cost funding to pay for travel, registration fees, hotel, and/or per diem associated with in state training and/or state conferences. This will allow treatment provider to send staff to additional training opportunities not addressed in the grant application such as - Motivational Interviewing, State Treatment Court Conference, State Children's Conference, State Prevention and Recovery Conference, Family Treatment Court Trainings, and additional Early Childhood Infant Mental Health Trainings provided across the state of Oklahoma.
- • Contractor shall participate in SAMHSA requires data collecting and reporting, to include the Government Performance and Results Act (GPRA) reporting.
- • GPRA reporting may require non-cash incentives in order to complete intakes and follow-up assessments. Contractor may pay a non-cash incentive for both intake and follow-up in the cumulative total of up to $30 total.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government, including GPRA monitoring for the CARE Grant.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • ODMHSAS will review any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • ODMHSAS will review any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- • Indirect costs will be allowed up to 10%.
- Civil Commitments (OklahomaDA)
- Assisted Outpatient Treatment and Diversion Support – Civil Commitments (OK County DA)
INTRODUCTION:
- • Under the direction of the ODMHSAS Commissioner, or designated representative, the Oklahoma County District Attorney’s office will provide support and staffing for Assisted Outpatient Treatment (AOT) and coordinate with existing efforts and best practices for AOT implementation.
WORK REQUIREMENTS:
- • Contractor shall provide assistance, in collaboration with the ODMHSAS, with implementation and continuation of Assisted Outpatient Treatment which operationalizes central principles of court and clinical assisted care for adults with severe and persistent mental illness (SPMI).
- • Provide one (1) full time staff person to attend the AOT dockets in Oklahoma County and assist with the development of AOT orders for eligible adults.
- • Assist clinical service providers with understanding and implementing AOT orders where appropriate for SPMI individuals.
- • Name a designated person within the Oklahoma District Attorney’s office for ODMHSAS staff, clinical providers, and persons placed on AOT orders to communicate with about the program and to receive technical assistance from.
- • Collaborate with consultants affiliated with the Substance Abuse and Mental Health Services Administration (SAMHSA) to extend the reach of limited resources for planning and sharing to:
- • Identify regional barriers to implementation and champion successes.
- • Coordinate care and sharing of best practices.
- • Foster local innovation.
- • Provide assistance with programmatic monitoring and evaluation in collaboration with ODMHSAS. Monitoring and evaluation parameters will be approved by ODMHSAS.
- • Travel expenses reimbursed for necessary travel for TA with providers.
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to the Statement of Work in the form requested by the ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Cognitive Behavioral Therapy (CBT) Training and Consultation (Reinecke)
INTRODUCTION:
- • This Contract is to provide the necessary training and consultation services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide two (2) 1-day trainings on Cognitive Behavioral Therapy (CBT) for Children and Adolescents regarding Depression & Suicide.
- • Contractor shall provide two (2) 1-day trainings on Cognitive Behavioral Therapy (CBT) for Children and Adolescents regarding Anxiety & Oppositional and Externalizing Behavioral Problems.
- • Contractor shall provide two (2) ½-day trainings on Cognitive Behavioral Therapy (CBT) for use in Family therapy.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Virtual full-day training (or two ½-day trainings) will be reimbursed at an all-inclusive rate of $3,000.00 per day.
- Cognitive Behavioral Therapy (CBT) Training and Consultation (Sokol)
INTRODUCTION:
- • This Contract is to provide the necessary training and consultation services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide two (2) 3-day Foundational CBT training:
- • This intensive 3-day training will provide the foundational knowledge for providing CBT for core behavioral health issues- including Depression, Anxiety, Anger & Substance Use Disorder Treatment, along with considerations for co-occurring treatment.
- • Contractor shall provide two 90-minute Case Consultation sessions for therapists who have already completed a minimum of 3-Days Foundational CBT Training and who are currently practicing CBT with clients. This opportunity shall focus on increasing understanding of CBT and further develop proficiency in practice.
- • Contractor shall provide 1-day specialty trainings to include:
- • A 1-day training on CBT for Groups and Couples; and
- • A 1-day training on CBT for Personality and Bi-polar Disorders.
- • Contractor shall provide A Closer Look training series with four (4) ½-day trainings offered two (2) times each.
- • Contractor shall facilitate coordination of Zoom virtual platform through the Academy of Cognitive Therapy for all Oklahoma 2021 Summer CBT trainings.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • On-site full-day training and consultation will be reimbursed at an all-inclusive rate of $4,200.00 per day; not to exceed 6 days.
- • Virtual full-day training and consultation will be reimbursed at an all-inclusive rate of $3,125.00 per day; not to exceed 7 days.
- Cognitive Behavioral Therapy (CBT) Training and Consultation (Sudak)
INTRODUCTION:
- • This Contract is to provide the necessary training and consultation services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide three (3) 1-day Cognitive Behavioral Therapy for Suicide Prevention (CBT-SP) training for Oklahoma therapists identified by the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,000.00 per day.
- • Contractor shall submit an invoice to the Department, subject to approval by an ODMHSAS designee.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Collaboration, Organizational Peer Support, and Learning (Alliance of MH Providers of OK)
INTRODUCTION:
- • The intent of this scope of work is to further the mission of the ODMHSAS by establishing a strong foundation of organizational peer support and peer learning among the members of the Alliance of Mental Health Providers of Oklahoma through a formal peer review process, as well as encompassing the strategic use of co-branding with all alliance members and the ODMHSAS for programs funded or associated with this mission.
WORK REQUIREMENTS:
- • The Alliance will:
- • Establish a formal peer review program that will focus on creating, implementing, and executing a robust, quarterly peer review system to include:
- • How to best serve those consumers on the “Most in Need” list.
- • Reduce rates of substance use and addiction.
- • Prevent suicide.
- • Reach, engage, and serve disparate populations.
- • Provide quarterly reports to the ODMHSAS on shared learning and progress of formal peer review processes. Reports should include examples of innovative engagement strategies and treatment practices learned and adopted from one another.
- • In conjunction with the ODMHSAS, develop a co-branding strategy to maximize exposure and enhance brand recognition of both The Alliance members and the ODMHSAS. Co-branding strategy shall include print, digital, social, and broadcast forms of media.
- • Launch a co-branded marketing campaign with the goal of capturing additional audiences in a call to action. The co-branded messages shall be designed to inspire and engage targeted groups, helping them to better understand the continuum of treatment services and supports that are part of the ODMHSAS system. Example outcomes of a successful co-branded marketing campaign include, but are not limited to:
- • The Alliance members providing and facilitating suicide prevention training to all schools in Oklahoma.
- • The Alliance members built into the Oklahoma Prevention Needs Assessment (OPNA) plans as core partners across all school districts in Oklahoma.
- • The Alliance members celebrated by local law enforcement agencies for successful iPad/Tablet partnerships.
- • The Alliance members viewed by diverse communities as providing a supportive and welcoming environment.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
- Community Based Prevention Services (CARECG)
- Oklahoma Department of Mental Health and Substance Abuse Services Prevention Services
- and
- Community Advocacy Research and Evaluation Consulting Group (C.A.R.E.)
INTRODUCTION:
- Community based prevention services (CBPS) include an array of evidence-based programs, policies, and/or practices planned and implemented at the local level by representative community coalitions to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems (Attachment A). CBPS delivery plans will be coordinated with ODMHSAS field staff and other sector-based prevention services as appropriate. The ODMHSAS seeks community coalitions to provide CBPS beginning July 1, 2021, renewable each fiscal year for a maximum of four years (June 30, 2025) based on performance and availability of funds.
- The purpose of this Statement of Work (SOW) is to solicit proposal from the Community Advocacy Research and Evaluation Consulting Group (C.A.R.E.) the delivery of comprehensive CBPS by community coalition(s) in the high need communities of Adair County for Stimulant Misuse, Oklahoma County for Marijuana Misuse and Alcohol Misuse, and Wagoner County for Opioid Misuse in addressing these priority substance use problems and associated risk factors. The ODMHSAS will provide community coalitions with funding, training, and technical assistance needed in their communities. The aims of the program are to: identify and fund community coalitions ready to act in high need communities on data-driven priorities; develop local prevention plans based on the Strategic Prevention Framework (SPF); and deliver high-quality, evidence-informed primary prevention services. Strategic priorities identified for this SOW must align with the ODMHSAS strategic plan (Attachment A) https://oklahoma.gov/content/dam/ok/en/odmhsas/documents/prevention/ODMHSAS-Prevention-Plan-2021.pdf and include: prevention of stimulant, opioid, marijuana, and alcohol use problems.
- Communities (including Adair County, Oklahoma County, and Wagoner County) listed in Attachment B were identified using community-level risk data available statewide describing high need for opioid, stimulant, alcohol, and marijuana prevention services. Post award, the ODMHSAS will aid coalitions with local data to further define population of focus and modifiable risk factors/ problems of focus for prevention intervention. Based on the contractor’s needs assessment, additional substances/communities may be justified by contractor.
FUNDING:
- • The ODMHSAS reserves the right to amend contract funding amounts and/or the number of awards.
- • Funding for this contract is contingent upon availability of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, CBPS to the community of focus. Must seek and receive ODMHSAS approval prior to refusing any CBPS services to any person or entity meeting eligibility criteria.
WORK REQUIREMENTS:
- • Contracts for CBPS are intended to support established community coalitions capable of effecting community-level change within the project period. For the purposes of this contract, a coalition is defined as a community-based formal arrangement for cooperation and collaboration among groups or sectors of a community in which each group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug-free community.
- • In some cases, the contractor and the coalition will be the same entity. In other cases, the Contractors will serve as fiscal agent/applicant on behalf of the coalition. It is expected in all cases that the coalition conducts the day-to-day operations of the CBPS program. Contractors/coalitions are not permitted to pass through funds and shall obtain prior approval from the ODMHSAS for subcontracting strategy implementation. Coalitions funded under this contract are encouraged to partner with existing community coalitions serving the community addressing other issues and risk factors such as Drug Free Community (DFC) coalitions and health/tobacco control coalitions funded by the Oklahoma Tobacco Settlement Endowment Trust (TSET). Coalitions are expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Coalitions receiving these funds are expected to implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Attachment C; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Project staff shall be hired by February 15, 2022. Staff shall have the knowledge and experience necessary to coordinate community-based projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan (Attachment A).
SCOPE OF WORK:
- The ODMHSAS will provide direct support to the awardee to fulfill the requirements of this contract. However, the contractor is viewed as the primary deliverer of guidance and expertise to the community.
- Needs Assessment
- • Contractor shall utilize a needs assessment provided by the ODMHSAS and assist in supplementing as needed. Contractor shall participate in an annual Needs and Resource Assessment report.
- • All local and state data utilized must be reported regularly and justified to ODMHSAS, the data sources must be eligible for evaluation purposes to ensure overall prevention outcomes can be collected per the awarded contract.
- • Contractor shall assist the ODMHSAS in recruiting and securing necessary agreements with the Local Education Agency (LEA) within the identified community for the Oklahoma Prevention Needs Assessment (OPNA) as requested.
- • Contractor shall assist ODMHSAS and the ODMHSAS program evaluator in recruiting and securing participants within the identified community to complete the Adult Prevention Needs Assessment (APNA).
- • Contractor shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators.
- Building Capacity and Communication Development
- • Contractor shall be an established community coalition already serving the identified community addressing health, substance abuse prevention efforts, safety, or any other appropriate fit to meet the following contract requirements.
- • Contractor shall hold first community coalition meeting specific to identified priority by February 28th, 2022 in Oklahoma County. Contractor shall continue current timeline for coalition meetings with Adair County Chain Breakers Coalition and Community Environment Enhancement Development Corporation (CEEDC) in Wagoner County.
- • Contractor shall hold a minimum of nine (9) monthly coalition meetings annually.
- • Contractor shall participate in contract and program orientation provided by ODMHSAS within first 90 days of being awarded funding.
- • A coalition readiness assessment shall be conducted annually, and coalition training/recruitment conducted to build capacity and readiness levels to achieve work plan objectives. A baseline measure must be established by April 30th, 2022 for Oklahoma County. Contractor shall continue current timeline for coalition readiness assessments with Adair County Chain Breakers Coalition and Community Environment Enhancement Development Corporation (CEEDC) in Wagoner County.
- • Contractor shall develop partnerships in each of the community sectors relevant to the priority issue and selected evidence-based strategy.
- • Contractor shall provide prevention training and outreach efforts to the community and document all efforts.
- • Contractor shall respond to public requests for information related to substance use prevention and referrals in the identified community with priority given to those requests directly related to the community-based work plan.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Contractor shall continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Contractor shall participate on other state and community-level coalition(s) to strategically advance the priority indicators identified in the community work plan.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local community level in a timely and effective manner.
- Planning
- • Based on the identified priority indicator and community of focus submitted in the bid, Contractor shall develop a community-based, data-driven work plan to prevent and reduce the priority substance use problem and associated risk factors.
- • The work plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, community/ coalition readiness and sustainability.
- • A health disparity impact statement/ plan that identifies a health disparate population and strategies on how to address this population within your identified community.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • A sustainability plan to that will ensure focus on sustaining both the outcomes achieved, and the infrastructure created under the project.
- • Signatures of all coalition leaders, including the chairperson, verifying active coalition involvement in the creation of the work plan and all other relevant documents (i.e. Program Budget, Evaluation Reports).
- • Contractor shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/priority of the community-based work plan.
- • Implementation of prevention services shall not commence until the ODMHSAS approves the community-based work plan.
- Implementation
- • Contractor shall adhere to and implement the ODMHSAS approved community-based work plan and utilize funds to implement only approved strategies within the community.
- • Contractor shall be responsible for coordinating the implementation of the community-based work plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the community-based work plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as referred to in Attachment C; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evidence based strategies will be implemented for the defined community of focus..
- • Program implementation must be in alignment with the community-based work plan and program budget, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Contractor shall participate in statewide communication campaigns when requested by the ODMHSAS.
- • Evaluation and Reporting Requirements
- • Contractor shall enter required information into designated prevention reporting system within 30 days of workplan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS designated evaluator. Contractor shall complete monthly program reporting/evaluation reports by the 15th of the month following the month of services and submit as directed.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Contractor shall submit the quarterly report on the 10th of the following month.
- • Contractor shall participate in trainings and meetings required by the ODMHSAS, including peer sharing forums among other prevention providers.
- • Contractor shall participate in required data collection activities conducted by the ODMHSAS.
- • Contractor shall complete applicable federally required data collection requirements.
- • Contractor shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS. Contractor shall maintain documentation related to the planning (assessment or development of the community-based work plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
TIMELINES:
- • The following table outlines key contract milestones for Fiscal Year 2022 (July 1, 2021 – June 30, 2022) for Oklahoma County. Contractor shall comply with this timeline and subsequent revisions by the ODMHSAS. Note that not all contract deadlines are included in this table.
|
Milestone
|
Deadline
|
|
Project Staff Hired
|
February 15th, 2022
|
|
Program Orientation
|
First Quarter
|
|
Coalition Meetings (9 per year)
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First Coalition Meeting by February 28th, 2022
|
|
Coalition Readiness Assessment
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April 30th, 2022, Annually
|
|
Community Readiness Assessment
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April 30th, 2022, Annually
|
|
Community Needs Assessment
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By May 31st, 2022, Annually
|
|
Community Based Work Plan Submitted
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By May 31st, 2022, Annually
|
|
Quarterly Reports
|
Quarterly on the 10 of the Following Month
|
|
Implementation Commence
|
As soon as June 1, 2022 or Earlier with Approved
Workplan
|
|
Monthly Progress Reports
|
Monthly on the 10th of the Following
Month
|
- • The following table outlines key contract milestones for Fiscal Year 2022 (July 1, 2021 – June 30, 2022) for Adair County. Contractor shall comply with this timeline and subsequent revisions by the ODMHSAS. Note that not all contract deadlines are included in this table.
|
Milestone
|
Deadline
|
|
Project Staff Hired
|
August 15, 2021
|
|
Program Orientation
|
First Quarter
|
|
Coalition Meetings (9 per year)
|
First Coalition Meeting by August 31, 2021
|
|
Coalition Readiness Assessment
|
September 1, 2021, Annually
|
|
Community Readiness Assessment
|
By November 30, 2021, Annually
|
|
Community Based Work Plan Submitted
|
By November 30, 2021, Annually
|
|
Quarterly Reports
|
Quarterly on the 10 of the Following Month
|
|
Implementation Commence
|
As soon as January 1, 2022 or Earlier with Approved Workplan
|
|
Monthly Progress Reports
|
Monthly on the 10th of the Following Month
|
- *Contractor will continue prevention work and current timeline with the Adair County Chain Breakers Coalition.
- • The following table outlines key contract milestones for Fiscal Year 2022 (July 1, 2021 – June 30, 2022) for Wagoner County. Contractor shall comply with this timeline and subsequent revisions by the ODMHSAS. Note that not all contract deadlines are included in this table.
|
Milestone
|
Deadline
|
|
Project Staff Hired
|
August 15, 2021
|
|
Program Orientation
|
First Quarter
|
|
Coalition Meetings (9 per year)
|
First Coalition Meeting by August 31, 2021
|
|
Coalition Readiness Assessment
|
September 1, 2021, Annually
|
|
Community Readiness Assessment
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By November 30, 2021, Annually
|
|
Community Based Work Plan Submitted
|
By November 30, 2021, Annually
|
|
Quarterly Reports
|
Quarterly on the 10 of the Following Month
|
|
Implementation Commence
|
As soon as January 1, 2022 or Earlier with
Approved Workplan
|
|
Monthly Progress Reports
|
Monthly on the 10th of the
Following Month
|
- *Contractor will continue prevention work and current timeline with Community Environment Enhancement Development Corporation (CEEDC).
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders)
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
PROJECT BUDGET:
- • Contractor shall complete and submit a budget summary for Fiscal Year 2022 (July 1, 2021 – June 30, 2022) using the form in Attachment E. The proposed costs shall be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs. The proposed costs shall be reasonable and include a brief justification for each item. Contractor shall include personnel expenses for all staff to include the minimum part-time CBPS staff. Contractor shall include budget for one (1) required meeting in the Oklahoma City metro area with budget amounts for two overnight stays, if needed. Indirect costs are limited to 12% of total direct costs.
- Community Based Prevention Services (SWODA)
- Community Based Prevention Services (CBPS) State of Work (SOW)
- Oklahoma Department of Mental Health and Substance Abuse Services Prevention Services
- and
- South Western Oklahoma Development Authority - SWODA
Community based prevention services (CBPS) include an array of evidence-based programs, policies, and/or practices planned and implemented at the local level by representative community coalitions to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems (Attachment A). CBPS delivery plans will be coordinated with ODMHSAS field staff and other sector-based prevention services as appropriate. The ODMHSAS seeks community coalitions to provide CBPS beginning July 1, 2021, renewable each fiscal year for a maximum of four years (June 30, 2025) based on performance and availability of funds.
The purpose of this Statement of Work (SOW) is to solicit proposal from SWODA for the delivery of comprehensive CBPS by community coalitions in high need communities of Harmon County for Marijuana Misuse; Kiowa County for Alcohol Misuse, Beckham County for Opioids Misuse, Beckham County for Marijuana Misuse, and Washita County for Opioids Misuse, in addressing these priority substance use problems and associated risk factors. The ODMHSAS will provide community coalitions with funding, training, and technical assistance needed in their communities. The aims of the program are to: identify and fund community coalitions ready to act in high need communities on data-driven priorities; develop local prevention plans based on the Strategic Prevention Framework (SPF); and deliver high-quality, evidence-informed primary prevention services. Strategic priorities identified for this SOW must align with the ODMHSAS strategic plan (Attachment A) and include: prevention of stimulant, opioid, marijuana, and alcohol use problems.
Communities (Harmon, Kiowa Beckham, and Washita) listed in Attachment B were identified using community-level risk data available statewide describing high need for opioid, stimulant, alcohol, and marijuana prevention services. Post award, the ODMHSAS will aid coalitions with local data to further define population of focus and modifiable risk factors/ problems of focus for prevention intervention. Based on the contractor’s needs assessment, additional substances/communities may be justified by contractor.
Funding
- • Funding for this SOW/contract is for an estimated $200,000 and is contingent upon availability of state and/or federal funding.
- • Preferred areas of service coverage for each contract is the entire geographic county.
Funding Amounts
- • The ODMHSAS reserves the right to amend contract funding amounts and/or the number of awards.
- • Funding for this contract is contingent upon availability of state and/or federal funding.
- • Supplier shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure supplier is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Supplier agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, CBPS to the community of focus. Must seek and receive ODMHSAS approval prior to refusing any CBPS services to any person or entity meeting eligibility criteria.
Expectations/Requirements
- • Contracts for CBPS are intended to support established community coalitions capable of effecting community-level change within the project period. For the purposes of this bid, a coalition is defined as a community-based formal arrangement for cooperation and collaboration among groups or sectors of a community in which each group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug-free community.
- • In some cases, the Supplier and the coalition will be the same entity. In other cases, the Supplier will serve as fiscal agent/applicant on behalf of the coalition. It is expected in all cases that the coalition conducts the day-to-day operations of the CBPS program. Suppliers/coalitions are not permitted to pass through funds and shall obtain prior approval from the ODMHSAS for subcontracting strategy implementation. Coalitions funded under this contract are encouraged to partner with existing community coalitions serving the community addressing other issues and risk factors such as Drug Free Community (DFC) coalitions and health/tobacco control coalitions funded by the Oklahoma Tobacco Settlement Endowment Trust (TSET). Coalitions are expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Coalitions receiving these funds are expected to implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Attachment C; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Supplier shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2021. Staff shall have the knowledge and experience necessary to coordinate community-based projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Supplier is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan (Attachment A).
Scope of Work
- • The ODMHSAS will provide direct support to the awardee to fulfill the requirements of this contract. However, the awardee is viewed as the primary deliverer of guidance and expertise to the community.
- • Needs Assessment
- • Supplier shall utilize a needs assessment provided by the ODMHSAS and assist in supplementing as needed. Supplier shall participate in an annual Needs and Resource Assessment report.
- • All local and state data utilized must be reported regularly and justified to ODMHSAS, the data sources must be eligible for evaluation purposes to ensure overall prevention outcomes can be collected per the awarded contract.
- • Supplier shall assist the ODMHSAS in recruiting and securing necessary agreements with the Local Education Agency (LEA) within the identified community for the Oklahoma Prevention Needs Assessment (OPNA) as requested.
- • Supplier shall assist ODMHSAS and the ODMHSAS program evaluator in recruiting and securing participants within the identified community to complete the Adult Prevention Needs Assessment (APNA).
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators.
- • Building Capacity and Communication Development
- • Supplier shall be an established community coalition already serving the identified community addressing health, substance abuse prevention efforts, safety, or any other appropriate fit to meet the following contract requirements.
- • Supplier shall hold first community coalition meeting specific to identified priority by September 31st, 2021.
- • Supplier shall hold a minimum of nine (9) monthly coalition meetings annually.
- • Supplier shall participate in contract and program orientation provided by ODMHSAS within first 90 days of being awarded funding.
- • A coalition readiness assessment shall be conducted annually and coalition training/recruitment conducted to build capacity and readiness levels to achieve work plan objectives. A baseline measure must be established by September 1st, 2021.
- • Supplier shall develop partnerships in each of the community sectors relevant to the priority issue and selected evidence-based strategy.
- • Supplier shall provide prevention training and outreach efforts to the community and document all efforts.
- • Supplier shall respond to public requests for information related to substance use prevention and referrals in the identified community with priority given to those requests directly related to the community-based work plan.
- • Supplier shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Supplier shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Supplier shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Supplier shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Supplier shall continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Supplier shall participate on other state and community-level coalition(s) to strategically advance the priority indicators identified in the community work plan.
- • Supplier shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Supplier shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local community level in a timely and effective manner.
- • Planning
- • Based on the identified priority indicator and community of focus submitted in the bid, Supplier shall develop a community-based, data-driven work plan to prevent and reduce the priority substance use problem and associated risk factors.
- • The work plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, community/ coalition readiness and sustainability.
- • A health disparity impact statement/ plan that identifies a health disparate population and strategies on how to address this population within your identified community.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • A sustainability plan to that will ensure focus on sustaining both the outcomes achieved, and the infrastructure created under the project.
- • Signatures of all coalition leaders, including the chairperson, verifying active coalition involvement in the creation of the work plan and all other relevant documents (i.e. Program Budget, Evaluation Reports).
- • Supplier shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/priority of the community-based work plan.
- • Implementation of prevention services shall not commence until the ODMHSAS approves the community-based work plan.
- • Implementation
- • Supplier shall adhere to, and implement the ODMHSAS approved community based work plan and utilize funds to implement only approved strategies within the community.
- • Supplier shall be responsible for coordinating the implementation of the community-based work plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the community-based work plan.
- • Supplier shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as referred to in Attachment C; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Supplier shall carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evidence based strategies will be implemented for the defined community of focus.
- • Program implementation must be in alignment with the community-based work plan and program budget, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Supplier shall participate in statewide communication campaigns when requested by the ODMHSAS.
- • Evaluation and Reporting Requirements
- • Supplier shall enter required information into designated prevention reporting system within 30 days of workplan approval. The format will be prescribed by the ODMHSAS.
- • Supplier shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Supplier shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS designated evaluator. Supplier shall complete monthly program reporting/evaluation reports by the 15th of the month following the month of services and submit as directed.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Supplier shall submit the quarterly report on the 10th of the following month.
- • Supplier shall participate in trainings and meetings required by the ODMHSAS, including peer sharing forums among other prevention providers.
- • Supplier shall participate in required data collection activities conducted by the ODMHSAS.
- • Suppliers shall complete applicable federally required data collection requirements.
- • Supplier shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS. Supplier shall maintain documentation related to the planning (assessment or development of the community-based work plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Supplier shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Supplier chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Supplier shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
Timeline
- • The following table outlines key contract milestones for Fiscal Year 2022 (July 1, 2021 – June 30, 2022). Supplier shall comply with this timeline and subsequent revisions by the ODMHSAS. Note that not all contract deadlines are included in this table.
|
Milestone
|
Deadline
|
|
Project Staff Hired
|
September 30, 2021
|
|
Program Orientation
|
First Quarter
|
|
Coalition Meetings (9 per year)
|
First Coalition Meeting by September 31, 2021
|
|
Coalition Readiness Assessment
|
October 1, 2021, Annually September 1st
|
|
Community Readiness Assessment
|
October 1, 2021, Annually September 1st
|
|
Community Needs Assessment
|
By November 30, 2021, Annually
|
|
Community Based Work Plan Submitted
|
By November 30, 2021, Annually
|
|
Quarterly Reports
|
Quarterly on the 10 of the Following Month
|
|
Implementation Commence
|
As soon as January 1, 2022 or Earlier With Approved Workplan
|
|
Monthly Progress Reports
|
Monthly on the 10th of the Following Month
|
Contract Period
- • The contract period is July 1, 2021 through June 30, 2022 with the option to renew annually through June 30, 2025. Renewal is optional and will be dependent upon the effectiveness of the following: project implementation, successful evaluation participation, meeting contract requirements, the ODMHSAS need, and the availability of state and/or federal funding.
Timeline
- • Provide a timeline for the first year of the grant that includes tasks to ensure project requirements and strategies will be completed. For each element include the individual(s) who will be responsible for ensuring the task is completed. Please include information on the following:
- • Staff identification/hiring.
- • Scheduled coalition meetings.
- • Coalition member recruitment (if necessary).
- • Workplan submission.
- • Project implementation.
Letters of Commitment
- • Include letters of commitment from coalition members representing at least 5 of the following sectors: schools, faith communities, law enforcement, higher education, municipalities, tribes, businesses, health, youth, parents, elected officials, persons in recovery from substance abuse, disparate population, etc. See Attachment D for examples of letters of commitment adapted from the DFC program.
Project Budget
- • Applicant shall complete and submit a budget summary for Fiscal Year 2022 (July 1, 2021 – June 30, 2022) using the form in Attachment E. The proposed costs shall be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs. The proposed costs shall be reasonable and include a brief justification for each item. Supplier shall include personnel expenses for all staff to include the minimum part-time CBPS staff. Supplier shall include budget for one (1) required meeting in the Oklahoma City metro area with budget amounts for two overnight stays, if needed. Indirect costs are limited to 12% of total direct costs, but SWODA is approved for 23% indirect cost based on their Cost Allocation Plan and current 23% IDC they charge all Federal contracts, including HRSA.
- Crisis Continuum of Care - Crisis Unit
INTRODUCTION:
- • Contractor shall furnish the necessary resources to implement and operate an adult Crisis Stabilization Unit (CSU).
WORK REQUIREMENTS:
- • Contractor shall:
- • Begin full capacity operations, as defined in this statement of work, of a CSU in location(s) approved by ODMHSAS. Full capacity shall be the ability to simultaneously serve no fewer than 12 clients.
- • Ensure CSU services are consistent with applicable ODMHSAS certification and Medicaid billing requirements.
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral, and linkage to community-based services, or when necessary, for inpatient psychiatric or substance abuse services.
- • Link the person to services and supports needed upon discharge, including but not limited to, transportation when necessary and appropriate.
- • Provider shall furnish necessary medications upon discharge, up to a 30-day supply if the consumer has no other means of obtaining.
- • For CSUs without an adjacent Urgent Recovery Center – If no other evaluation sites are available within 30 miles of a law enforcement officer needing transportation for an individual in mental health crisis, the CSU will serve as an evaluation site for law enforcement drop off.
- • Participate in performance improvement processes in collaboration with ODMHSAS to achieve desired outcomes as part of the Oklahoma Crisis Continuum of Care, including but not limited to, outcomes identified in Section 3.1.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from Crisis Stabilization beds to higher levels of care; and
- • Linkage to community based services to include percent engaged in community services after CSU care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with the below:
- • Invoice of one-third (1/3) of total contract due at ODMHSAS approval of secured CSU site. Invoice shall be submitted with statement of lease, rent, or purchase documentation.
- • Invoice of one-third (1/3) of total contract due upon 50% of completion of construction needs. Invoice shall be submitted with documentation from construction vendor indicating status of work and anticipated completion date.
- • Final invoice of one-third (1/3) of total contract due upon CSU accepting clients and beginning operation within the parameters of this contract..
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- Crisis Continuum of Care - Urgent Care
INTRODUCTION:
- • Contractor shall furnish the necessary resources to implement and operate an Urgent Recovery Center (URC) which provides 24-hours, 7 days per week, no wrong door, crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Contractor shall:
- • Begin full capacity operations, as defined in this statement of work, of an Urgency Recovery Center (URC) in location(s) approved by ODMHSAS. Full capacity shall be the ability to simultaneously serve no fewer than 12 clients.
- • Ensure URC services are consistent with applicable ODMHSAS certification and Medicaid billing requirements.
- • Maintain an ability to accept consumers at any time, 24 hours a day, 7 days per week. Includes, but is not limited to, walk-in, hospital referrals, and direct law enforcement drop offs for individuals in behavioral health crisis. Be structured in a manner that offers capacity to accept all referrals of adult consumers with mental health or substance abuse treatment needs.
- • Not require medical clearance or labs prior to acceptance, instead, evaluate medical conditions during the evaluation process.
- • Perform assessments as required to meet the individual consumer needs. This may consist of, but is not limited to: medical screening, initial screening examination, suicide screening, substance abuse/dependence screening, trauma screening, and evaluation for crisis or inpatient treatment.
- • Have a Licensed Practicing Nurse (LPN) or Registered Nurse (RN) available in person 24/7 for health screenings and detox screening. Includes, but is not limited to, delivering care for most minor physical health challenges with an identified pathway in order to transfer the individual to more medically staffed services if needed.
- • Have a Licensed Mental Health Practitioner (LMHP) available on site or through tele-medicine 24/7. Includes but is not limited to, performing evaluations and making discharge decisions.
- • When necessary, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour, 59-minute service period. A consumer is able to return to URC services as needed with no restrictions based on length of time from last discharge.
- • Participate in performance improvement processes in collaboration with ODMHSAS to achieve desired outcomes as part of the Oklahoma Crisis Continuum of Care, including, but not limited to, outcomes identified in Section 3.1.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to community based services to include percent engaged in community services after URC care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with the below:
- • Invoice of one-third (1/3) of total contract due at ODMHSAS approval of secured URC site. Invoice shall be submitted with statement of lease, rent, or purchase documentation.
- • Invoice of one-third (1/3) of total contract due upon 50% of completion of construction needs. Invoice shall be submitted with documentation from construction vendor indicating status of work and anticipated completion date.
- • Final invoice of one-third (1/3) of total contract due upon URC accepting clients and beginning operation within the parameters of this contract..
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- Crisis Counseling
- Crisis Counseling FEMA CCP Grant
INTRODUCTION:
- • The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Federal Emergency Management Agency (FEMA) to implement the Crisis Counseling Assistance and Training Regular Services Program (CCP). The ODMHSAS will support Contractor in developing services to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • Persons served through the CCP will experience a decrease in disaster-related traumatic reactions as evidenced by better understanding of how disasters affect their behavior, more positive outlook and satisfaction with the program as evidenced by positive program satisfaction reported by 60 percent of person’s returning the CCP Participant Feedback Survey.
- • The mission of the Crisis Counseling Assistance and Training Program (CCP) is to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • The CCP is:
- • Strengths Based: CCP services promote resilience, empowerment, and recovery;
- • Anonymous: Crisis counselors do not classify, label, or diagnose people; no records or case files are kept;
- • Outreach Oriented: Crisis counselors deliver services in the communities rather than wait for survivors to seek their assistance;
- • Conducted in Nontraditional Settings: Crisis counselors make contact in homes and communities, not in clinical or office settings; and
- • Designed To Strengthen Existing Community Support Systems: The CCP supplements, but does not supplant or replace, existing community systems.
- • The CCP strives to:
- • Reach large numbers of people affected by disasters through virtual and telephone outreach to shelters, homes, and other locations;
- • Assess the emotional needs of survivors and make referrals to traditional behavioral health services when necessary;
- • Identify tangible needs and link survivors to community resources and disaster relief services;
- • Provide emotional support, education, basic crisis counseling, and connection to familial and community support systems;
- • Train and educate CCP staff and other community partners about disaster reactions, appropriate interventions, and CCP services;
- • Develop partnerships with local disaster and other organizations;
- • Work with local stakeholders to promote community resilience and recovery;
- • Collect and evaluate data to ensure quality services and justify program efforts; and
- • Leave behind a permanent legacy of improved coping skills, educational and resource materials, and enhanced community linkages.
DEFINITIONS:
- • Department: Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS.
- • FEMA Crisis Counseling Assistance and Training Program: A federally funded program designed to provide temporary additional emotional support to person’s affected by a disaster through outreach, education and community messaging.
- • FEMA: Federal Emergency Management Agency
- • SAMHSA: Substance Abuse and Mental Health Services Administration
WORK REQUIREMENTS:
- • The Contractor shall meet the goals of the CCP through provision of the following menu of services, as appropriate:
- • Individual Crisis Counseling: Help survivors understand their reactions, improve coping strategies, review their options, and connect with other individuals and agencies that may assist them;
- • Basic Supportive or Educational Contact: General support and information on resources and services available to disaster survivors;
- • Group Crisis Counseling: Group sessions led by trained crisis counselors who offer skills to help group members cope with their situations and reactions;
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available disaster related resources;
- • Community Networking and Support: Relationship building with community resource organizations, faith-based groups, and local agencies;
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional disaster relief services or mental health or substance abuse treatment;
- • Development and Distribution of Educational Materials: Flyers, brochures, tip sheets, educational materials, and Web site information developed and distributed by CCP staff; and
- • Media and Public Service Announcements: Media activities and public messaging in partnership with local media outlets, State and local governments, charitable organizations, or other community brokers of information;
- • Contractor shall report contracted services through the CCP Online Data Collection and Evaluation System.
- • Data on service delivery must be collected in accordance with the FEMA Crisis Counseling Assistance and Training Program data toolkit as approved by the U.S. Office of Management and Budget (OMB No. 0930-0270) with an expiration date of 07/31/2022. The Contractor must use the Individual Crisis Counseling Services Encounter Log, Group Encounter Log, Weekly Tally Sheet, Participant Feedback Survey, Adult Assessment and Referral Tool, Child/Youth Assessment and Referral Tool, and Service Provider Feedback Survey as appropriate. All forms are included in the data toolkit and are required in the CCP.
- • Contractor shall identify an individual to serve as the lead contact for management of all data collection activities. All staff involved in outreach and service delivery must be specifically trained in the data collection requirements using the FEMA Crisis Counseling Assistance and Training Program data toolkit and data must be entered via the CCP Online Data Collection and Evaluation System http://www.ccpdata.org. For technical assistance regarding CCP data forms or data entry via the online system, the Contractor shall contact the SAMHSA Disaster Technical Assistance Center (DTAC) at 1-800-308-3515 or DTAC@samhsa.hhs.gov.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. This will include monitoring of outcomes reports for achievement of desired objectives as outlined in Section 1.0 of this document, and successful completion of activities listed in 3.0 of this document.
- • The Contractor shall meet all grant reporting requirements, which shall include the following:
|
Report
(Program/Fiscal/Data)
|
Reporting Period
|
Due Date
|
|
Final Report
|
07/01/21
to 09/30/21
|
09/15/21
|
- • The quarterly report must include an interim budget expenditure report showing (1) an approved budget, (2) costs incurred and obligated expenditures, (3) approved budget modifications, and (4) an unspent balance. The report should be consistent with the cost categories and budget line items listed in the approved budget.
- • Documentation of financial expenditures and service delivery is part of the Quarterly Report. The Quarterly and Final Report Format, Template for Quarterly Financial Reporting, Template for Budget Adjustment Request, and Data Collection can be downloaded at https://www.samhsa.gov/dtac/ccp-toolkit/ccp-reporting.
- Crisis Counseling – (Heartline)
- Heartline, Inc. Crisis Counseling FEMA CCP Grant
INTRODUCTION:
- • The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Federal Emergency Management Agency (FEMA) to implement the Crisis Counseling Assistance and Training Regular Services Program (CCP). The ODMHSAS will support Contractor in developing services to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • Persons served through the CCP will experience a decrease in disaster-related traumatic reactions as evidenced by better understanding of how disasters affect their behavior, more positive outlook and satisfaction with the program as evidenced by positive program satisfaction reported by 60 percent of person’s returning the CCP Participant Feedback Survey.
- • The mission of the Crisis Counseling Assistance and Training Program (CCP) is to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • The CCP is:
- • Strengths Based: CCP services promote resilience, empowerment, and recovery;
- • Anonymous: Crisis counselors do not classify, label, or diagnose people; no records or case files are kept;
- • Outreach Oriented: Crisis counselors deliver services in the communities rather than wait for survivors to seek their assistance;
- • Conducted in Nontraditional Settings: Crisis counselors make contact in homes and communities, not in clinical or office settings; and
- • Designed To Strengthen Existing Community Support Systems: The CCP supplements, but does not supplant or replace, existing community systems.
- • The CCP strives to:
- • Reach large numbers of people affected by disasters through virtual and telephone outreach to shelters, homes, and other locations;
- • Assess the emotional needs of survivors and make referrals to traditional behavioral health services when necessary;
- • Identify tangible needs and link survivors to community resources and disaster relief services;
- • Provide emotional support, education, basic crisis counseling, and connection to familial and community support systems;
- • Train and educate CCP staff and other community partners about disaster reactions, appropriate interventions, and CCP services;
- • Develop partnerships with local disaster and other organizations;
- • Work with local stakeholders to promote community resilience and recovery;
- • Collect and evaluate data to ensure quality services and justify program efforts; and
- • Leave behind a permanent legacy of improved coping skills, educational and resource materials, and enhanced community linkages.
DEFINITIONS:
- • Department: Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS.
- • Contractor: Heartline
- • FEMA Crisis Counseling Assistance and Training Program: A federally funded program designed to provide temporary additional emotional support to person’s affected by a disaster through outreach, education and community messaging.
- • FEMA: Federal Emergency Management Agency
- • SAMHSA: Substance Abuse and Mental Health Services Administration
WORK REQUIREMENTS:
- • The Contractor shall meet the goals of the CCP through provision of the following menu of services, as appropriate:
- • Individual Crisis Counseling: Help survivors understand their reactions, improve coping strategies, review their options, and connect with other individuals and agencies that may assist them;
- • Basic Supportive or Educational Contact: General support and information on resources and services available to disaster survivors;
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available disaster related resources;
- • Community Networking and Support: Relationship building with community resource organizations, faith-based groups, and local agencies;
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional disaster relief services or mental health or substance abuse treatment;
- • Development and Distribution of Educational Materials: Flyers, brochures, tip sheets, educational materials, and Web site information developed and distributed by CCP staff; and
- • Media and Public Service Announcements: Media activities and public messaging in partnership with local media outlets, State and local governments, charitable organizations, or other community brokers of information;
- • Contractor shall report contracted services through the CCP Online Data Collection and Evaluation System.
- • Data on service delivery must be collected in accordance with the FEMA Crisis Counseling Assistance and Training Program data toolkit as approved by the U.S. Office of Management and Budget (OMB No. 0930-0270) with an expiration date of 07/31/2022. The Contractor must use the Individual Crisis Counseling Services Encounter Log, Group Encounter Log, Weekly Tally Sheet, Participant Feedback Survey, Adult Assessment and Referral Tool, Child/Youth Assessment and Referral Tool, and Service Provider Feedback Survey as appropriate. All forms are included in the data toolkit and are required in the CCP.
- • Contractor shall identify an individual to serve as the lead contact for management of all data collection activities. All staff involved in outreach and service delivery must be specifically trained in the data collection requirements using the FEMA Crisis Counseling Assistance and Training Program data toolkit and data must be entered via the CCP Online Data Collection and Evaluation System http://www.ccpdata.org. For technical assistance regarding CCP data forms or data entry via the online system, the Contractor shall contact the SAMHSA Disaster Technical Assistance Center (DTAC) at 1-800-308-3515 or DTAC@samhsa.hhs.gov.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. This will include monitoring of outcomes reports for achievement of desired objectives as outlined in Section 1.0 of this document, and successful completion of activities listed in 3.0 of this document.
- • The Contractor shall meet all grant reporting requirements, which shall include the following:
|
Report
(Program/Fiscal/Data)
|
Reporting Period
|
Due Date
|
|
Final Report
|
07/01/21
to 09/30/21
|
09/15/21
|
- • The quarterly report must include an interim budget expenditure report showing (1) an approved budget, (2) costs incurred and obligated expenditures, (3) approved budget modifications, and (4) an unspent balance. The report should be consistent with the cost categories and budget line items listed in the approved budget.
- • Documentation of financial expenditures and service delivery is part of the Quarterly Report. The Quarterly and Final Report Format, Template for Quarterly Financial Reporting, Template for Budget Adjustment Request, and Data Collection can be downloaded at https://www.samhsa.gov/dtac/ccp-toolkit/ccp-reporting.
- Critical Time Intervention (CTI) Training, Technical Assistance and Consultation (Dr. Hanesworth)
- Contractor shall provide training and consulting in the Critical Time Intervention(CTI) model, to provide a framework for effectively serving consumers in transition.
WORK REQUIREMENT:
- • Develop a comprehensive curriculum for Oklahoma Systems of Care staff and partners on essential of a systems of care, to include context setting, systems building and community building, SOC Values and Principles throughout agency and community, staff supervision, budget management, resource management, ensuring family and youth voice and choice, quality assurance, data and reporting, evaluation, and decision-making.
- • Contractor shall provide TA and Training in the Critical Time Intervention(CTI) model, to include the following:
- • Provision of training on the basic model.
- • Provision of advanced training and technical assistance as requested by ODMHSAS, to include themed teleconference sessions.
- • On-site provider training, technical assistance, and case reviews.
- • Provision of a Train the Trainer model as requested by ODMHSAS.
- • Overall logistics, coordination, and scheduling of training and teleconference TA will be the responsibility of Contractor, and the designated ODMHSAS Project Manager.
- • All coaching, training, and other consulting activities shall be coordinated and approved by ODMHSAS.
- • All technical assistance (TA) shall be approved by the ODMHSAS prior to being scheduled.
- • Local staff participants in training shall be working with youth and young adults (14-29 years old) experiencing transition to adulthood difficulties due to mental health, substance abuse, and/or mild developmental disabilities; and/or involvement with agencies such as children’s protective services, juvenile justice, or public assistance, and/or youth who are runaway, homeless, or otherwise at risk of transition to adulthood difficulties, including youth and young adults between the ages of 16 and 30, who have experienced their first episode of psychosis within the last two years and meet the Federal Block Grant definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED). Training participants shall be approved to attend the training by designated ODMHSAS Project Director.
- • Includes material (coaching tools and manual) that can be shared in similar coaching for other providers. All teleconference TA sessions shall be tied specifically back to the statement of work.
PERFORMANCE MONITORING:
- • Contractor shall report quarterly progress on trainings, technical assistance, and consultation.
- Curriculum Development and Consultation (Stretch)
INTRODUCTION:
- • Contractor shall provide Systems of Care (SOC) curriculum development and SOC curriculum updates.
WORK REQUIREMENT:
- • Develop a comprehensive curriculum for Oklahoma Systems of Care staff and partners on essential of a systems of care, to include context setting, systems building and community building, SOC Values and Principles throughout agency and community, staff supervision, budget management, resource management, ensuring family and youth voice and choice, quality assurance, data and reporting, evaluation, and decision-making.
- • All activities shall be coordinated and approved by Director of Children’s Services.
- • Includes material that can be utilized within Oklahoma Systems of Care.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department. Documentation shall include a brief narrative of activities performed.
- Education and Consultation – ASAM Continuum of Care (Health Management Associates, Inc.)
INTRODUCTION:
- • To support adherence to ASAM Criteria as well as to provide a source of knowledge regarding the ASAM Criteria and continuum of care to the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and our contracted residential treatment providers, the ODMHSAS will contract with Health Management Associates, Inc. (HMA) to provide education and consultation.
- • Health Management Associates is an independent, national research and consulting firm specializing in publicly funded healthcare and human services policy, programs, financing and evaluation.
- • Through this partnership with HMA, ODMHSAS will greatly increase not only their knowledge of ASAM criteria, as it pertains to extension requests but also of implementing a continuum of care for contracted residential treatment facilities. ODMHSAS will make this information available to contracted residential treatment providers. This will particularly impact those facilities whose population are Women with Children (WWC).
WORK REQUIREMENT:
- • Contractor shall provide education and consultation regarding extension requests.
- • Contractor shall provide consulting regarding ASAM Criteria.
- • Contractor shall provide consulting regarding continuum of care in a residential setting, particularly in regard to women with children.
- • Dr. Corey Waller will serve as the project manager and will ensure timely completion of deliverables, coordinate team activities and provide consistent communication with the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Additional staff will provide services for the project, as appropriate. In addition to the Principal (Dr. Corey Waller), other staff roles may include: Physician Principal, Managing Principal, Senior Consultant, Consultant, Research Associate, and Clerical and Staff Support.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall provide an annual report of the activities carried out pursuant to the Statement of Work in the form requested by ODMHSAS.
- • Contractor shall report on any additional ODMHSAS required outcome measures.
COMPENSATION:
- • The services will be provided on a time-and-materials basis.
- • HMA annually increases their rates each year, on January 1st. The increase typically does not exceed four (4) percent. HMA will notify ODMSHAS, in advance, of any rate increases.
- • Contractor shall submit a monthly invoice for services provided in the previous month, to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org.
- Or
- Contracts
- Oklahoma Dept. of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd., Suite E600
- Oklahoma City, Oklahoma 73106
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(NorthCare)
INTRODUCTION:
- • Contractor shall implement certain aspects of the Engaging Adversity, Surviving Trauma in OKC (EAST OKC) project, including serving children prenatally through age 17 and their caregivers who have been impacted by trauma. EAST OKC’s goal is to provide effective, culturally responsive services to children living in 10 specific zip codes in Oklahoma City.
DEFINITIONS:
- • CATS - Child and Adolescent Trauma Screen
- • CPP - Child Parent Psychotherapy
- • Crowell - An assessment routinely used in the provision of CPP
- • Group TF-CBT - Trauma Focused Cognitive Behavioral Therapy that has been adapted to a group model and is culturally responsive to the needs of consumers. Group TF-CBT includes a child group with concurrent group for adult caregivers. Caregiver participation is mandatory
- • Providers - agencies providing direct services as a result of EAST OKC funding
- • Trainers - Individuals providing training in identified evidence based practices for EAST OKC
- • Identified zip codes - Priority provision of services under EAST OKC should be to consumers living in 10 zip codes within the Oklahoma City Metropolitan Area. These zip codes are 73084, 73105, 73110, 73111, 73114, 73115, 73117, 73121, 73129, 73141
- • SAMHSA GPRA - Substance Abuse and Mental Health Services Administration Government Performance Results Act. This reference includes SAMHSA’s Performance Accountability and Reporting System (SPARS). SPARS is a primary way of reporting on progress of grant goals and objectives to SAMHSA
WORK REQUIREMENT:
- • Contractors shall:
- • Provide therapists, licensed or licensed eligible, to train in group Trauma Focused Cognitive Behavioral Therapy (group TF-CBT). Trainees may be required to participate in consultation after training.
- • Provide, therapists, licensed or licensed eligible, to train in Child Parent Psychotherapy (CPP), including any pre-requisite training determined necessary by trainers. Training is an approximately 16 month process with multidimensional learning activities including but not limited to didactic and consultative training experiences.
- • Upon receipt of training, provide group TF-CBT and CPP to children (prenatal though age 17) and caregivers who are living in identified zip codes.
- • Disseminate other training opportunities to staff at large as determined by the ODMHSAS.
- • Contractor shall furnish the following personnel to implement EAST OKC:
- • One half Full-Time Equivalent (FTE) therapist, or a combination of staff to equal .5 FTE.
- • Contractor shall participate in grant related meetings with frequency determined by the ODMHSAS.
- • Contractor shall participate in technical assistance as determined necessary by the ODMSHAS.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Details required will be at minimum:
- • Number of staff trained in CPP.
- • Number of staff who have attended Youth Mental Health First Aid.
- • Number of individuals served.
- • Contractor shall provider baseline, 6 month, and discharge CATS scores for consumers receiving group TF-CBT.
- • Contractor shall provide baseline, 6 month, and discharge Crowell Assessment scores for consumers receiving CPP.
- • Upon request of the ODMHSAS, Contractor shall provide any additional information or reporting needed to comply with SAMHSA GPRA requirements.
- • Monthly reports shall be submitted to the EAST OKC Project Manager in a timely manner.
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Red Rock)(Hope)
INTRODUCTION:
- • Contractor shall implement certain aspects of the Engaging Adversity, Surviving Trauma in OKC (EAST OKC) project, including serving children prenatally through age 17 and their caregivers who have been impacted by trauma. EAST OKC’s goal is to provide effective, culturally responsive services to children living in 10 specific zip codes in Oklahoma City.
DEFINITIONS:
- • CATS - Child and Adolescent Trauma Screen
- • CPP - Child Parent Psychotherapy
- • Crowell - An assessment routinely used in the provision of CPP
- • Group TF-CBT - Trauma Focused Cognitive Behavioral Therapy that has been adapted to a group model and is culturally responsive to the needs of consumers. Group TF-CBT includes a child group with concurrent group for adult caregivers. Caregiver participation is mandatory
- • Providers - agencies providing direct services as a result of EAST OKC funding
- • Trainers - Individuals providing training in identified evidence based practices for EAST OKC
- • Identified zip codes - Priority provision of services under EAST OKC should be to consumers living in 10 zip codes within the Oklahoma City Metropolitan Area. These zip codes are 73084, 73105, 73110, 73111, 73114, 73115, 73117, 73121, 73129, 73141
- • SAMHSA GPRA - Substance Abuse and Mental Health Services Administration Government Performance Results Act. This reference includes SAMHSA’s Performance Accountability and Reporting System (SPARS). SPARS is a primary way of reporting on progress of grant goals and objectives to SAMHSA
WORK REQUIREMENT:
- • Contractors shall:
- • Provide therapists, licensed or licensed eligible, to train in group Trauma Focused Cognitive Behavioral Therapy (group TF-CBT). Trainees may be required to participate in consultation after training.
- • Provide, therapists, licensed or licensed eligible, to train in Child Parent Psychotherapy (CPP), including any pre-requisite training determined necessary by trainers. Training is an approximately 16 month process with multidimensional learning activities including but not limited to didactic and consultative training experiences.
- • Upon receipt of training, provide group TF-CBT and CPP to children (prenatal though age 17) and caregivers who are living in identified zip codes.
- • Disseminate other training opportunities to staff at large as determined by the ODMHSAS.
- • Contractor shall furnish the following personnel to implement EAST OKC:
- • One Full-Time Equivalent (FTE) therapist, or a combination of staff to equal 1 FTE.
- • Contractor shall participate in grant related meetings with frequency determined by the ODMHSAS.
- • Contractor shall participate in technical assistance as determined necessary by the ODMSHAS.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Details required will be at minimum:
- • Number of staff trained in CPP.
- • Number of staff who have attended Youth Mental Health First Aid.
- • Number of individuals served.
- • Contractor shall provider baseline, 6 month, and discharge CATS scores for consumers receiving group TF-CBT.
- • Contractor shall provide baseline, 6 month, and discharge Crowell Assessment scores for consumers receiving CPP.
- • Upon request of the ODMHSAS, Contractor shall provide any additional information or reporting needed to comply with SAMHSA GPRA requirements.
- • Monthly reports shall be submitted to the EAST OKC Project Manager in a timely manner.
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Sunbeam Family Services)
INTRODUCTION:
- • Contractor shall implement certain aspects of the Engaging Adversity, Surviving Trauma in OKC (EAST OKC) project, including serving children prenatally through age 17 and their caregivers who have been impacted by trauma. EAST OKC’s goal is to provide effective, culturally responsive services to children living in 10 specific zip codes in Oklahoma City.
DEFINITIONS:
- • CATS - Child and Adolescent Trauma Screen
- • CPP - Child Parent Psychotherapy
- • Crowell - An assessment routinely used in the provision of CPP
- • Group TF-CBT - Trauma Focused Cognitive Behavioral Therapy that has been adapted to a group model and is culturally responsive to the needs of consumers. Group TF-CBT includes a child group with concurrent group for adult caregivers. Caregiver participation is mandatory
- • Providers - agencies providing direct services as a result of EAST OKC funding
- • Trainers - Individuals providing training in identified evidence based practices for EAST OKC
- • Identified zip codes - Priority provision of services under EAST OKC should be to consumers living in 10 zip codes within the Oklahoma City Metropolitan Area. These zip codes are 73084, 73105, 73110, 73111, 73114, 73115, 73117, 73121, 73129, 73141
- • SAMHSA GPRA - Substance Abuse and Mental Health Services Administration Government Performance Results Act. This reference includes SAMHSA’s Performance Accountability and Reporting System (SPARS). SPARS is a primary way of reporting on progress of grant goals and objectives to SAMHSA
WORK REQUIREMENT:
- • Contractors shall:
- • Provide therapists, licensed or licensed eligible, to train in group Trauma Focused Cognitive Behavioral Therapy (group TF-CBT). Trainees may be required to participate in consultation after training.
- • The ODMHSAS may offer Basic TF-CBT training opportunities to Contractor. Contractor agrees to participate in any supervisory meetings necessary to ensure successful completion of TF-CBT training.
- • Provide, therapists, licensed or licensed eligible, to train in Child Parent Psychotherapy (CPP), including any pre-requisite training determined necessary by trainers. Training is an approximately 16 month process with multidimensional learning activities including but not limited to didactic and consultative training experiences.
- • Upon receipt of training, provide group TF-CBT and CPP to children (prenatal though age 17) and caregivers who are living in identified zip codes.
- • Provide consumer outreach and engagement activities.
- • Provide infant and mental health consultation to 25 community partners annually.
- • Disseminate other training opportunities to staff at large as determined by the ODMHSAS.
- • Contractor shall furnish the following personnel to implement EAST OKC:
- • One half Full-Time Equivalent (FTE) therapist who is trained in CPP, or a combination of staff to equal .5 FTE.
- • One half Full-Time Equivalent (FTE) Mental Health Advocate, or a combination of staff to equal .5 FTE.
- • Contractor shall participate in grant related meetings with frequency determined by the ODMHSAS.
- • Contractor shall participate in technical assistance as determined necessary by the ODMSHAS.
- • This may include technical assistance for implementation of TF-CBT.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Details required will be at minimum:
- • Number of staff trained in CPP.
- • Number of staff who have attended Youth Mental Health First Aid.
- • Number of individuals served.
- • Contractor shall provider baseline, 6 month, and discharge CATS scores for consumers receiving group TF-CBT.
- • Contractor shall provide baseline, 6 month, and discharge Crowell Assessment scores for consumers receiving CPP.
- • Upon request of the ODMHSAS, Contractor shall provide any additional information or reporting needed to comply with SAMHSA GPRA requirements.
- • Monthly reports shall be submitted to the EAST OKC Project Manager in a timely manner.
- Enhanced Tier Payment System (ETPS)
INTRODUCTION:
- • This contract is to compensate the agency for the enhanced payment plan for CMHCs, established in accordance with attachment 4.19-B, page 24 of the Oklahoma Medicaid State Plan, as approved by the Center for Medicare and Medicaid Services (CMS) and the Oklahoma Health Care Authority (OHCA). The Oklahoma Department of Mental Health and Substance Abuse Services is the oversight agency for the enhanced payment.
WORK REQUIREMENT:
- • Measures selected for the enhanced payment outcomes:
- • Outpatient crisis service follow-up in 8 days.
- • Inpatient/crisis unit follow-up within 7 days.
- • Reduction in drug use.
- • Engagement: four services within 45 days of admission.
- • Medication visit within 14 days of admission.
- • Access to treatment for adults.
- • Improvement in Interpersonal Domain (CAR score).
- • Improvement in Medical/Physical Domain (CAR score).
- • Improvement in Self Care/Basic Needs Domain (CAR score).
- • Inpatient/Crisis unit community tenure of 180 days.
- • Peer support.
- • Access to treatment for children.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor and determine the appropriate payment amount based on the results of the outcome measures.
- • Benchmarks were established for ten of the twelve measures based on previous data collected from the Department’s data collection system. The two access measures are determined through phone calls made to the Community Mental Health Centers. Funding is allocated based on the number of clients served and agencies performance in relation to the benchmarks on each measure.
COMPENSATION:
- • ODMHSAS will initiate the enhanced payment process to determine the payment amount based on data results of the outcome measures. Data will be collected monthly and compensation will be made on agreed upon dates for payment based on final data run dates and ETPS funds collections.
- • Invoices shall be electronically submitted via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
- Enhancing Compliance and Improving Outcomes for Justice-Involved Adults
INTRODUCTION:
- • Because substance use and mental health treatment are often a condition of court ordered compliance, ODMHSAS and Contractor are partnering to address and overcome individual roadblocks. For purposes of this agreement the scope of work will include enhancing compliance and improving outcomes for justice-involved adults.
WORK REQUIREMENTS:
- • Contractor will employ four (4) Peer Recovery Support Specialists (PRSSs) to work alongside TEEM participants who are assigned mental health support as part of their court-ordered requirements.
- • The PRSS employees will provide encouragement and support in recovery, assist with transports of participants to inpatient and outpatient treatment services, administer urinary analysis drug tests in compliance with court requirements, transport participants directly from the Oklahoma county jail to assessments and intake services, and provide wellness checks for participants who may be non-compliant with their treatment requirements.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Contractor shall submit invoices monthly based on documentation of expenditures, according to procedures determined by the Department.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
- eSMI Outreach
- Mental Health Block Grant - eSMI Outreach
INTRODUCTION:
- • Contractor shall provide the resources necessary to conduct designated early Service Mental Illness (eSMI) Outreach activities.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to conduct higher education and hospital outreach within their service area(s) to connect with the age range that is most at risk for early Serious Mental Illness (eSMI), so to intervene at the earliest juncture (prior to significant consequences of mental illness like homelessness, multiple hospitalizations, etc.).
- • Contractor shall build collaborative relationships with counselor(s) and counseling centers within higher education such as universities, community colleges and technology center.
- • Contractor shall build collaborative relationships with staff of area hospitals.
- • Contractor shall provide training and technical assistance to higher education and area hospital staff as needed.
- • Contractor shall coordinate linkage to outpatient clinical assessment through CMHC to determine SMI designation, and if determined SMI to available EBP treatment services.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators.
- • Contractor shall be required to submit a monthly report of activities conducted; format to be determined by the ODMHSAS.
- Evaluation Services – Oklahoma Family Care Plan Implementation
INTRODUCTION:
- • Contractor shall provide evaluation planning and consultation related to the implementation of Family Care Plans (FCP) in Certified Community Behavioral Health Clinics (CCBHCs) and Comprehensive Community Addiction and Recovery Centers (CCARCs) contracted by the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) as part of the Oklahoma Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
DEFINITIONS:
- • Comprehensive Community Addiction and Recovery Center (CCARC): a facility offering a comprehensive array of community-based substance use disorder treatment services including, but not limited to, outpatient services, intensive outpatient services, ambulatory withdrawal management services, emergency care, consultation and education, and certain services at the option of the center, including but not limited to, prescreening, rehabilitative services, aftercare, training programs, research and evaluation. [Oklahoma Administrative Code §450: 24-1-2].
- • Certified Community Behavioral Health Clinic (CCBHC): a specially designated clinic that provides a comprehensive range of mental health and substance use services to vulnerable adults by providing a comprehensive array evidence-based practices and services including, but not limited to, 24-hour crisis services, care coordination with local primary care and hospital partners, integration with physical health care, targeted case management, outpatient mental health and substance use treatment services, peer and family support services, housing and employment services, and psychiatric rehabilitation.
- • Family Care Plan (FCP): a document developed by a pre-pregnancy, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
- • The FCP should be completed with all individuals, regardless of gender, who:
- • would like to become pregnant or become a parent within one year.
- • are currently pregnant; and/or
- • are up to 36 months past the birth event.
- • Pre-natal: the gestation period prior to the birth event, typically an average of 40 weeks.
- • Pre-pregnancy: the one (1) year period prior to when an individual wants to become pregnant.
- • Postpartum: the period following the birth event, also known as the postnatal or neonatal period. For purposes of the SAFER Project this will include up to 36 months after the birth event.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent or employee of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall provide evaluation planning, development, and consultation services to and in collaboration with the ODMHSAS.
- • Work shall be provided by a principal investigator (PI), a co-investigator or research assistant, and a health economist.
- • Planning, development, and consultation services will include but are not limited to:
- • Research and literature reviews for the Family Care Plan (FCP).
- • Data collection systems, tools, and data evaluation methods.
- • Resources needed to carry out evaluation planning.
- • A proposal for implementation of an FCP pilot and a full evaluation study.
- • Additional services deemed necessary by the PI, co-investigator or research assistant, and/or health economist.
- • The Contractor shall provide the following planning deliverables to the ODMHSAS:
- • A draft of an FCP Process Study Plan
- • A draft of an FCP Outcome Study Plan
- • A draft of an FCP Cost Study Plan
- • The Contractor shall assist the ODMHSAS in submitting any required IRB application(s) and develop the research design and methods for the pilot and evaluation study.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall submit an invoice monthly to be reimbursed for expenses outlined in the budget provided to the Contractor, not to exceed the contracted amount of $14,500 as follows:
- • Up to 60 hours of planning work performed by Dr. David E. Bard at an hourly rate of $175/hour.
- • Up to 40 hours of planning work performed by Dr. Amy E. Treat at an hourly rate of $50/hour.
- • Up to 20 hours of planning work performed by a to-be-named Health Economist at an hourly rate of $100/hour.
- • Contractor shall submit invoices in one (1) of the following ways:
- Evaluation Services – STARS – RPG (OUHSC – BBMC)
INTRODUCTION:
- • Contractor shall provide evaluation services related to the Substance use Treatment and Access to Resources and Supports (STARS) Project as part of the Oklahoma Regional Partnership Grant (RPG).
DEFINITIONS:
- • Evaluation - Activities centered on developing and assessing the effectiveness of the STAR substance use disorders (SUD) clinic at Children’s Hospital of OU Medicine (CHOUM) and the mABC home visiting model’s ability to improve permanency, enhance safety, and improve treatment women with substance abuse issues and their prenatally exposed infant. These services will be paired with already existing services in the surrounding community, like MI, CRA, SS, CPT, and MAT, as deemed appropriate for each individual case.
- • Project - Those activities taking place as part of the Substance use Treatment and Access to Resources and Supports (STARS) Project.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the STARS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) measure the effectiveness of the STAR clinic and mABC home visiting model in to improve permanency, enhance safety, and improve treatment for pregnant women with substance use issue and their prenatally exposed infant (2) Evaluate the fidelity of the mABC model through program tracking data, periodic monitoring of video- recorded sessions by national model consultants, and onsite supervision by the local ABC consultant, and (3) Evaluate the fidelity of the STAR clinic by tracking clinical quality measures which include number of intake assessments with a case manager, number of prenatal/behavioral health/group education/MAT visits scheduled and attended, assessment of individual medical and psychosocial needs at the 1st prenatal visit, and monitored documentation of records in electronic health and study data systems.
- • Manage the evaluation process for this project and serve as the Principle Investigator (PI).
- • Travel as needed to convene stakeholders for their review and feedback on the initial draft.
- • Collaborate in the preparation of oral and written grant reports.
- • Prepare written reports of finding and recommendations.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Submit an initial IRB application and develop the research design and methods of the project.
- • Provide information to ODMHSAS as needed to satisfy requirements of the federal grantor agency’s periodic progress reports.
- • Develop REDCap project so that data collection can begin immediately following IRB approval, and revise as needed to meet any requirements of IRB review.
- • Perform, operationalization, design, and execute a research project, including program evaluation, outcome measurement development, measure implementation, data collection, data analysis and outcome reporting.
- • Expected deliverables are (a) practice-friendly measurement tools evaluating the STAR Clinic fidelity, (b) practice-friendly measurement tools evaluating the fidelity of the mABC home visiting model, (c) empirical evidence of the effectiveness of the STAR clinic’s ability to reach the target population, (d) empirical evidence of the effectiveness of the mABC home visiting model’s ability to reach the target population, and (e) annual and final report summarizing project findings to the ODMHSAS.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 45 days from the end of the billing month. Final billing for end of year close out is due on August 15, 2021.
- Evaluation, Data Collection, Reporting, and Strategic Support (OSU-CHS)
- Evaluation, Data Collection, Reporting, and Strategic Support (OSU-CHS) - Revised
- Facilitating Attuned Interactions (FAN) Training & Consultation (Erikson)
INTRODUCTION:
- • Contractor shall provide an on-site master trainer for observation and feedback with the Infant and Early Childhood Mental Health co-leads learning to provide Facilitating Attuned Interactions (FAN) Training with the goal of developing two in-state FAN trainers for the state of Oklahoma. These trainings will support professional development throughout the state to focus on supporting the relationship needs of families with infants and young children. These trainings also support the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
DEFINITIONS:
- • Infant and Early Childhood Mental Health Co-leads also referred to as IECMH Co-leads - ODMHSAS and OSDH personnel responsible for providing leadership to support infant and early childhood mental health efforts through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
- • Manager of Infant and Early Childhood Services — one of the two Infant and Early Childhood Mental Health Co-Leads who also serves as the Project Director for the SOC² Grant and will serve as the primary point of contact between the Contractor and the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall provide one master trainer for three days of curriculum review and practice for each round of training.
- • Contractor shall provide two days of on-site trainer observation and feedback by master trainer for each round of training.
- • Contractor shall provide six months of monthly phone mentoring for trainer candidates to support supervisors for each round of training.
- • Contractor shall provide master trainer to provide feedback for trainer candidates during Integration Day 3 training for each round of training.
- • Contractor shall provide binders and training materials for 30 participants three weeks prior to training event for each round of training.
- • Contractor will work with the designated Department staff to determine the time for presentations.
- • Contractor will be responsible for making all travel arrangements, including transportation, hotel accommodations, meals and miscellaneous.
- • The Department shall advertise and recruit participants for the trainings.
- • The Department shall provide space, AV equipment and copies of materials to support training with Contractor.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
- • The Department shall assure staff is on site and available to provide administrative support during the training period.
- Faith Based Congregations Outreach (OKConferenceofChurches)
- State Opioid/Stimulants (SOS) & Strengthening Families Program (SFP) Grants
INTRODUCTION:
- • Contractor shall provide congregation outreach services for the prevention of non-medical use of prescription drug (NMUPD) and stimulants in/among its conference member congregations in Oklahoma statewide.
WORK REQUIREMENTS:
- • Contractor shall:
- • Develop a communication and congregation outreach plan that will utilize both universal and targeted media and information dissemination strategies on opioid and stimulant use, prescription opioid storage and disposal. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student population and students at risk for opioid misuse, opioid use disorder and opioid overdose.
- • Mobilize to deliver training, disseminate communication material, drive service referrals and increase congregation action on opioid and stimulants prevention.
- • Ensure that OCC member congregations access resources and technical assistance from relevant ODMHSAS funded community coalitions in an effort to support and partner on congregations’ outreach services.
- • Promote local prevention services, Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including members, staff and ministry groups.
- • Disseminate patient education material on prevention of NMUPD and stimulants use, overdose prevention, naloxone administration and access to SUD treatment services.
- • Track the number of media impressions, congregents reached, referrals and materials disseminated.
- • Use Oklahoma’s Prescription for Change campaign http://okimready.org/prevention/ or other ODMHSAS proscribed material (print, web, video, etc.) to communicate to the public about opioid and stimulants services.
- • Develop its Strengthening Families Program (SFP) implementation plan; and implement the implementation plan in/among its conference members with the active partnership of AGA evaluation and TTA plan as specified in the AGA scope of work (attached).
- • Submit a one-year plan that includes project evaluation, collection of key measures and budget detail worksheet within 14 days of receipt of contract.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for services through documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Families in Transition (FIT) Program (Tulsa County District Court)
INTRODUCTION:
- • Funding provided pursuant to this contract addendum is to support the delivery of services to achieve the following objectives:
- • Stabilizing families and fostering co-parenting relationships to reduce the impact on children.
- • Linking families and children to needed services and resources.
- • Assisting judges with data tracking, case coordination, follow-up on compliance with court orders and timely case processing.
- • Creating an environment that supports Judges, court staff, and attorneys to they can respond effectively to help divorcing families.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide the following services, including but not limited to:
- • Educate parents on the needs of their children during this potentially adversarial time.
- • Manage judicial dockets for the divorcing parents’ accessibility to both legal and social services offered through Tulsa.
- • Family court staff members will help parents and their children through and often overwhelming and seemingly complicated process of divorce.
- • Staffing for this program will include at least one Family Resource Coordinator (1.0 FTE) who will see over 8,646 divorcing couples, provide over 360 mediations to pro se cases, and will attend over 600 hours of court hearings. In addition, this staff person(s) will:
- • Help self-represented families navigate the legal system.
- • Connect families with needed social services, child support, and financial resources.
- • Help self-represented cases at the Parenting Planning Conference docket work out temporary orders, resulting in financial and visitation agreements.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall provide an annual written report of the activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as the Department may require.
- Family Care Plan Coaching and Consultation
INTRODUCTION:
- • As part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) Initiative, Contractor, in collaboration with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will help develop a FCP Provider Toolkit for dissemination to substance abuse and co-occurring treatment providers (treatment providers), healthcare providers, and other support or community service providers to assist systems with implementing Family Care Plans (FCP) for pregnant and parenting individuals experiencing substance use disorders (aka, Provider Toolkit).
- • Contractor, in collaboration with the ODMHSAS, will develop and implement a coaching and consultation plan based on the FCP statewide implementation plan and provider toolkit to provide peer support for treatment providers implementing Family Care Plans.
- • Contractor, in collaboration with the ODMHSAS, will provide coaching and consultation to treatment providers per their developed and approved plan.
DEFINITIONS:
- • Family Care Plan (FCP): a document developed by a preconception, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
- • The FCP should be completed with individuals who want to become pregnant within one (1) year, are currently pregnant, and/or up to 36 months after the end of the pregnancy, regardless of outcome.
- • For purposes of the FCP, preconception is the one (1) year period prior to when an individual plans to have a child.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
- • National Center for Substance Abuse and Child Welfare (NCSACW): An initiative of the Department of Health and Human Services and jointly funded by the Substance Abuse and Mental Health Services Administration's (SAMHSA) Center for Substance Abuse Treatment (CSAT) and the Administration on Children, Youth and Families (ACYF), Children's Bureau's Office on Child Abuse and Neglect (OCAN), the NCSACW supports systems in making policy and practice changes aimed at improving outcomes for families and children impacted by substance use disorders.
WORK REQUIREMENTS:
- • Contractor shall collaborate with other designated C&C sites and ODMHSAS staff to assist with the development of a Family Care Plan Provider Toolkit (Toolkit) to be disseminated to and used by substance abuse and co-occurring treatment providers (treatment) and other providers in the development and implementation of FCPs.
- • Contractor shall provide feedback on the toolkit and recommend edits and changes to the toolkit, including adding or removing elements as the contractor deems as supported by their knowledge of and experience with implementing and developing similar programs.
- • Manage judicial dockets for the divorcing parents’ accessibility to both legal and social services offered through Tulsa.
- • Contractor shall develop a coaching and consultation plan (C&C plan) to be used in tandem with the toolkit to guide and support treatment and other providers in implementing, developing, and maintaining FCPs.
PAYMENT FOR SERVICES:
- • Contractor shall submit invoices monthly not to exceed the cumulative contracted amount of $25,000.
- Fatherhood Training (NFPN)
INTRODUCTION:
- • Contractor shall provide Basic and Advanced Fatherhood Training for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the workforce that participate in the focus on supporting the relationship needs of families with infants and young children.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS.
- • Contractor – Intensive Family Preservation Services National Network, Inc dba National Family Preservation Network (NFPN).
- • Project director & Women’s Treatment Service(PD )—serves as the as the primary point of contact between the Contractor and the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall provide Basic and Advanced Fatherhood Training.
- • Contractor shall provide the PD with curriculum in advance to provide to participants.
- • Contractor shall reimburse the Department for costs incurred. The items for reimbursement to the agency are; administrative costs, postage and associated operating expenses.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
- Flex Funds
Flexible funds should never be disbursed as cash to clients. Funds must be disbursed as direct reimbursement for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources of funding have been exhausted.
FLEX FUNDS:
Flex Funds are also designed to secure adequate shelter for consumers who meet DMHSAS Eligibility Criteria (and their families), as well as to access community-based activities and goods to support independence and positive treatment outcomes. Contractors must assure Flex Funds primarily benefit consumers who are also receiving Case Management services, Home-based services, or approved Wraparound and Systems of Care services.
Allowable Services:
- • Rent and Deposits – Documented rental deposits and first month’s rent to assist in initial placement, or a single month’s rent to avoid eviction. This may also include apartment rent and deposits for adolescent consumers living independently. Monthly rental expenses are allowed on a limited basis. These are designed to be temporary in nature. Case manager should assist the client in finding alternative financial resources such as work, disability payments, etc., as soon as possible.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas, electric. May not be used for phone, cable/satellite TV or similar payments. Monthly utility payments are allowed on a temporary basis, to include water/sewer/garbage; gas; electric. May not be used for cable/satellite TV or similar payments.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door locks, and insect fumigation are also permitted
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the client until such time as other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months unless there is documentation that the appliance is no longer working.)
- • Medication – Medication necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Medical/Dental Expenses – Medical/Dental expenses necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Other Services – Purchased services designed to meet the consumers’ and families’ needs as part of the treatment plan. Examples include tutoring, mentoring, group and family counseling, job placement, therapeutic or recreational services, and educational or vocational advocacy.
- • Additional Allowance for children in DMHSAS approved Homebased, Wraparound, or Systems of Care Services – Expenses for recreational activities. Miscellaneous expenses as necessary to assist in normalizing a child’s life. Examples include: karate, dance or music lessons, equipment for sports, uniforms for boy or girl scouts, membership at a boys or girls club or YMCA, swimming lessons, expenses for a field trip, uniforms for employment, pet food, etc.
Note: Any purchases of $500 or more on behalf of a child or family in the Wraparound and Systems of Care Services must have prior approval by the ODMHSAS Director of Children’s Services or the ODMHSAS Systems of Care Specialist.
- HearthMath Implementation and Data Collection
- Contractor shall implement the HeartMath self-regulation techniques, protocols and technologies taught in this program to guide individuals in establishing a new physiological baseline that results in sustainable perceptual, attitudinal and behavioral changes, and will collect data regarding assessments and progress resulting from use of the HeartMath program.
WORK REQUIREMENTS:
- • Contractor shall implement the HeartMath model, to include the following:
- • Instruction regarding the use of HeartMath self-regulation techniques, protocol and technologies with children, adolescents and caregivers.
- • Extensive use of client handouts, practice plans, and worksheets.
- • Baseline assessments of Heart Rate Variability and heart/brain communication using HeartMath technology.
- • Assessment of progress in Heart Rate Variability and heart/brain communication using HeartMath technology.
- • Practice using HeartMath core techniques and education for emotional management and self-regulation for children, adolescents and caregivers.
- • Clinical applications / working with individuals and groups regarding self-regulation techniques, protocols and technologies.
- • Purchase of iPads to communicate with HeartMath technology for the purpose of tracking and data collection and data reporting in accordance with the HeartMath technology specifications.
- • Overall logistics, coordination, and scheduling of implementation of HeartMath Clinical Certification program will be the responsibility of Contractor.
- • All documentation of use of HearthMath techniques, protocols and technologies with children, adolescents and caregivers shall be retained in the client record.
- • Purchase of iPads for the purpose of assessment and monitoring of progress and data collection as designed to communicate with the HeartMath technology will be completed by the Contractor.
- • Aggregate data regarding the number of children and adolescents served with Heart Math techniques and technologies from August 1, 2021 through September 30, 2021 will be provided to ODMHSAS by October 30, 2021 for grant reporting purposes.
- • Local staff participants in training shall be working with clients across the life span who have need of help with stress, anxiety, self-regulation, and emotional management skills.
- • All equipment purchases shall be tied specifically back to the statement of work according to HeartMath technology specifications.
PERFORMANCE MONITORING:
- • Contractor shall monitor and track participants’ progress on instruction and practice with the HeartMath techniques, protocols and technologies used with children, adolescents and caregivers and provide aggregate data regarding the number of children and adolescents served between July 1, 2021 and September 30, 2021.
- Helping Connections Program – COVID-19 Emergency Grant
INTRODUCTION:
- • The purpose of this contract is to specifically address the needs of individuals with: 1) serious mental illness (SMI) or SMI with co-occurring SUDs (70%); 2) mental disorders less severe than SMI requiring mental health care as a result of COVID-19 (20%); and 3) healthcare practitioners with mental health disorders less severe than SMI requiring mental health care as a result of COVD-19 (10%.).
- • The grant goals are: 1) Develop a comprehensive plan for providing increased mental health and co-occurring services during the COVID-19 emergency; 2) Provide rapid screening and assessment services; 3) Provide evidence-based practices beginning day one of contract increase; 4) Increase number of recovery support services, including via telehealth and telephone and including housing and vocational services; and 5) Implement a crisis mental health service plan that maximizes telehealth/telephone services that de-escalate, divert and prevent potential crises from rising to the level of needed crisis center or hospitalization stays.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to meet goals 1-5 above.
- • Contractor shall provide easy access to an array of mental health and substance use disorder services to meet the demand for COVID-19 related services, while maximizing telehealth including telephone services during the crisis:
- • Participate in regularly-scheduled Zoom meetings to complete a comprehensive plan for the COVID-19 Helping Connections Program;
- • Provide same day screening, initial assessment and initial plan to meet immediate and presenting needs;
- • Complete comprehensive assessment and integrated care plan between 30 days for best practice, 60 days maximum;
- • Provide increased recovery support services such as housing supports and employment services utilizing the Individual Placement and Supports (IPS) evidence-based practice.
- • Increase the utilization of peer recovery support specialists, case managers, and family support providers to provide recovery support services in 2.1.1.4.
- • Continue work of 24/7 mobile crisis teams, utilizing IPads and/or pre-paid phones as possible to reduce in-person mobile crisis need. Increase outpatient crisis service array.
- • Produce a safety plan in partnership with individuals, whenever possible, with a goal to create more safety in the community than would be possible in congregate care during the COVID-19 crisis.
- • Provide incentives to individuals receiving services under the COVID-19 grant, for completing interviews for the required Government Performance Results Act (GPRA) reporting. Provide adequate staff time (ideally recovery support providers or family support providers), to conduct interviews.
- • Contractor shall hire and/or assign 1 (one) FTE or equivalent Outreach Worker to be assigned to this grant.
- • Contractor shall ensure Outreach Worker maintains a pipeline of qualified current and new consumers for this project through active outreach and engagement.
- • Contractor shall ensure Outreach Worker researches and contacts current potential program consumers.
- • Contractor shall ensure Outreach Worker actively engages with local community partners, including but not limited to, hospitals, FQHC, police/fire/emergency response providers, DHS and housing/homeless services.
- • Contractor shall ensure Outreach Worker on boards new consumers into program.
- • Contractor shall ensure Outreach Worker participates in staffings regarding program consumers.
- • Contractor shall ensure Outreach Worker maintains a consumer participant log.
- • Contractor shall ensure that designated project staff participate in all ODMHSAS required training and participate in required meetings.
- • Contractor shall provide all data required for grant reporting.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
- • Contractor shall provide a written quarterly report to ODMHSAS that documents provision of services described in 2.0 above.
- Helping Connections Program Intensive Outreach – COVID-19 Emergency Grant (MHAO)
INTRODUCTION:
- • This contract is to provide resources necessary to improve outpatient engagement in Tulsa, Oklahoma. Outreach is focused on those most in need of meaningful and ongoing outpatient treatment.
- • The Helping Connection goals are: 1) Provide intensive outreach activities; 2) Engage the most vulnerable persons who are not currently receiving outpatient services on a consistent basis; 3) strengthen the current outreach efforts through additional staff, training and partnerships; 3) Explore the use of telehealth/telephone as valid outreach methods; and 3) test new approaches to one of the biggest issues for people with SMI in accessing treatment – which is lack of transportation. Specifically, test the concept of a “connection station” where with MHAO assistance, individuals could connect to their chosen service provider, or to a provider for engagement activities as a possible service provider.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to improve outpatient engagement.
- • Contractor shall fund a full-time outreach position that is dedicated to this project. This position shall:
- • Serve as central coordinator of outreach activities, connecting with CMHCs and CCARCs for warm hand offs.
- • Conduct searches for persons with SMI, and SMI with co-occurring substance use disorders who are challenging to reach.
- • Assist to create or restore connections to one of the CMHCs.
- • Troubleshoot with all partners concerning the persons who are the most difficult to locate and engage.
- • Contractor may provide incentives to persons with serious mental illness (SMI) and SMI with co-occurring substance use disorders who are leaving higher levels of care, or at great risk of going into higher levels of care, to engage in treatment and attend appointments.
- • Contractor shall ensure that designated project staff participate in all ODMHSAS required training.
- • Contractor shall provide all data required for grant reporting.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
- • Contractor shall provide a written quarterly report to ODMHSAS that documents provision of services described in 2.0 above.
- Helping Connections Program (Project ECHO) (OSU-CHS)
INTRODUCTION:
- • To support the Helping Connections initiative the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) will contract with Oklahoma State University Center for Health Sciences (OSU-CHS) to provide education, training, and consultation to Healthcare Professionals utilizing their successful Project ECHO (Extension for Community Healthcare Outcomes) model.
- • Project ECHO is a collaborative model of medical education and care management that empowers clinicians in rural and underserved communities to provide specialty care to more people right where they live. Project ECHO is a lifelong learning and guided practice model that revolutionizes medical education and exponentially increases workforce capacity to provide best-practice specialty care and reduce health disparities. The heart of the ECHO modelTM is its hub-and-spoke knowledge sharing networks, led by expert teams who use multi-point videoconferencing to conduct virtual clinics with community providers. In this way, primary care doctors, nurses and other clinicians learn to provide excellent specialty care to patients in their own communities. Oklahoma State University Center for Health Sciences Project ECHOTM Addiction Medicine ECHO clinic is tailored to help health care providers expand their knowledge and expertise for treating complex addiction medicine issues.
- • Through OSU-CHS’s Project ECHO, ODMHSAS will greatly increase access to support or supportive services to Medical Health Professionals (frontline workers) and support and improve outcomes for Oklahomans impacted by COVID-19.
DEFINITIONS:
- • ECHO - Extension for Community Healthcare Outcomes
- • OSU - Oklahoma State University
WORK REQUIREMENTS:
- • Contractor shall provide education and consultation utilizing their biweekly scheduled A Focus on Resilience: Project ECHO model to identified Medical Health Professionals.
- • Contractor shall staff the specialty hub team at the required experience and qualification level to run the ECHO clinic. Roles may include, but are not limited to the following:
- • Lead Facilitator - shall provide planning, oversight, and direction of adapting the ECHO Model for our A Focus on Resilience ECHO. Duties will include participating in the development, implementation, and maintenance of our ECHO, collaborating with project team to identify project goals and objectives and managing the working relationships between project team, administration, and principal operational stakeholders.
- • Hub Team Members - shall provide individual self-care didactics and exercises that participants can engage in; as well as, agency and organizational efforts to support self-care and resilience in the workplace setting. The Hub Team is uniquely suited to provide these didactic presentations with members from psychiatric medicine, counseling services and our health and wellness managers.
- • Program Manager - shall provide the day-to-day operations of a specified area, including coordination of teleECHO clinic initiatives and deliverables. Will direct the planning and oversight of the team’s activities.
- • IT Support - shall provide technical support to both the specialty hub team and spoke participants. This individual will solve IT related problems for the hub team, recommend solutions for hardware and software acquisitions, facilitate the ECHO clinic from an IT perspective, and serve as an IT liaison to spokes.
- • CME Coordinator - shall ensure the processing of CME credits through the American Osteopathic Association.
- • Contractor shall work to determine and ensure that the hub and spoke sites are equipped with equipment necessary to carry out contract objectives. Equipment needs may include televisions, webcams, microphones, computer, speakers and installation of these items and other items necessary for Project ECHOTM participation.
- • Contractor may utilize marketing and outreach strategies to increase awareness, reach, and participation in OSU-CHS’ Project ECHO.
- • Marketing materials may include, but not limited to the following:
- • Hardcopy brochures and flyers.
- • ECHO digital flyers for email.
- • Outreach strategies may include, but not limited to the following:
- • Participation at conferences and events.
- • Onsite presentations with various tribal nations, medical associations, government organizations, and hospitals and clinics in Oklahoma.
PERFORMANCE MONITORING:
- • Contractor shall report monthly monitoring and reporting on usage.
- • Contractor shall provide quarterly teleconference call with ODMHSAS and providers to review status and recommendations for optimization.
- Higher Education Campus Outreach (OSRHE)
- Oklahoma State Regents for Higher Education Prevention Services (Regents-HEPS)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioid, and/ or stimulant misuse and access to suicide prevention education in Oklahoma’s university and college campuses; by faculty/student/staff, to faculty/student/staff. Based on a campus need assessment other substances may be justified by contractor. Services will be approved in a minimum of five Oklahoma’s university or college settings, including Langston University.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 4 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Exhibit titled Strategies; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2021. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Prevention Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e. opioids, stimulants, and suicide prevention) needs that will be addressed. Contractor shall participate in an annual needs and resource assessment report.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall participate in required data collection activities conducted by the ODMHSAS. Shall participate and assist with recruiting and securing participants within the identified campuses to complete community surveys (i.e. the Adult Prevention Needs Assessment).
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition/ workgroup that will target the identified substance abuse issues and suicide prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Contractor shall provide peer sharing opportunities quarterly between the five identified campuses.
- • Ensure the identified five campuses (sub-grantees) will collaborate and access resources and technical assistance from relevant ODMHSAS funded Community-Based Prevention Services (CBPS) providers in an effort to support and partner on Higher Education Prevention Services (HEPS).
- • Contractor shall develop partnerships relevant to the priority issue and selected CSAP/ prevention evidence-based strategy.
- • Ensure collaboration and access of resources and technical assistance from relevant ODMHSAS funded Community-Based Prevention Services (CBPS) providers in an effort to support and partner on Higher Education Prevention Services (HEPS).
- • Contractor and the sub-contractors shall participate in program orientation provided by ODMHSAS within first 90 days of being awarded funding and participate/attend any other Prevention Academy’s throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach subcontractors will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, and suicide prevention.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning:
- • Develop a Higher Education Prevention Services (HEPS) action and communication plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty population and students/faculty at risk for opioid misuse, opioid use disorder, and opioid overdose; and stimulant use, overdose and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- Implementation:
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate patient education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention and access to SUD treatment services.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Use Oklahoma’s Prescription for Change campaign https://okimready.org/ or other ODMHSAS approved material (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in broadcast or print media per contract year in each of the campuses. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated prevention reporting system within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 15th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OCCC)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse at Oklahoma City Community College, by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement all three of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Exhibit titled Strategies; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by May 15, 2022 or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is April 1st 2022- June 30th, 2022, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e. opioids, stimulants) needs that will be addressed. Contractor shall participate in annual needs and resource assessment report.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall assist with recruiting and securing participants within the Oklahoma City Community College campus to complete community surveys (i.e. the Adult Prevention Needs Assessment) as appropriate.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition/ workgroup that will target the identified substance abuse issues prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Contractor shall develop partnerships relevant to the priority issue and selected CSAP/ prevention evidence-based strategy.
- • Ensure collaboration and access of resources and technical assistance from relevant ODMHSAS funded Community-Based Prevention Services (CBPS) providers in an effort to support and partner on Higher Education Prevention Services (HEPS).
- • Contractor and sub-grantees shall participate in program orientation provided by ODMHSAS within first 90 days of being awarded funding and participate/attend any other Prevention Academy’s throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, stimulants and opioid prevention.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning:
- • Develop a Higher Education Prevention Services (HEPS) action and communication plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose; and stimulant use. The HEPS action and communication plan may also include additional substances as outlined by contractor and justified by means of needs assessment process. The action plan shall be in the format prescribed by the ODMHSAS and shall include::
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- Implementation:
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Use Oklahoma’s Prescription for Change campaign https://okimready.org/ or other ODMHSAS approved material (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated prevention reporting system within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 15th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OSU Department of Wellness)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Oklahoma State University, by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 4 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement all three of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Exhibit titled Strategies; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2021 or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e. opioids, stimulants, and suicide prevention) needs that will be addressed. Contractor shall participate in annual needs and resource assessment reports.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall assist with recruiting and securing participants within the OSU campus to complete community surveys (i.e. the Adult Prevention Needs Assessment) as appropriate.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition/ workgroup that will target the identified substance abuse issues and suicide prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Contractor shall develop partnerships relevant to the priority issue and selected CSAP/ prevention evidence-based strategy.
- • Ensure collaboration and access of resources and technical assistance from relevant ODMHSAS funded Community-Based Prevention Services (CBPS) providers in an effort to support and partner on Higher Education Prevention Services (HEPS).
- • Contractor and shall participate in program orientation provided by ODMHSAS within first 90 days of being awarded funding and participate/attend any other Prevention Academy’s throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, and suicide prevention.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning:
- • Develop a Higher Education Prevention Services (HEPS) action and communication plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose; and stimulant use, overdose and suicide. The HEPS action and communication plan may also include additional substances as outlined by contractor and justified by means of needs assessment process. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- Implementation:
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Use Oklahoma’s Prescription for Change campaign https://okimready.org/ or other ODMHSAS approved material (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated prevention reporting system within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 15th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OU Health Services)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/ or stimulant misuse, and access to suicide prevention education at University of Oklahoma – Norman Campus, by faculty, student and staff; for faculty student and staff. Based on a campus needs assessment, other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • The ODMHSAS reserves the right to amend contract funding amounts and/or the number of awards. Funding amounts are the best estimate for FY22 and may be subject to change.
- • Funding for this contract is for 4 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Exhibit titled Strategies; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2021 or within 45 days of the receipt of the signed contract . Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e. opioids, stimulants, and suicide prevention) needs that will be addressed. Contractor shall participate in an annual needs and resource assessment report.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall participate in required data collection activities conducted by the ODMHSAS. Shall participate and assist with recruiting and securing participants within the OU Norman campus to complete community surveys (i.e. the Adult Prevention Needs Assessment).
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition/ workgroup that will target the identified substance abuse issues and suicide prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Contractor shall develop partnerships relevant to the priority issue and selected CSAP/ prevention evidence-based strategy.
- • Ensure collaboration and access of resources and technical assistance from relevant ODMHSAS funded Community-Based Prevention Services (CBPS) providers in an effort to support and partner on Higher Education Prevention Services (HEPS).
- • Contractor shall participate in program orientation provided by ODMHSAS within first 90 days of being awarded funding and participate/attend any other Prevention Academy’s throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, and suicide prevention.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning:
- • Develop a Higher Education Prevention Services (HEPS) action and communication plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/staff/faculty population and students/staff/faculty at risk for opioid misuse, opioid use disorder, and opioid overdose; and stimulant use, overdose and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- Implementation:
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, & student organizations and athletic departments.
- • Disseminate patient education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention and access to SUD treatment services, and other related issues identified through the needs assessment by the contractor.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Use Oklahoma’s Prescription for Change campaign https://okimready.org/ or other ODMHSAS approved material (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated prevention reporting system within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 15th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (Rose State College)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse at Rose State College, by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement all three of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Exhibit titled Strategies; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by May 15, 2022 or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e. opioids, stimulants) needs that will be addressed. Contractor shall participate in annual needs and resource assessment report.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall assist with recruiting and securing participants within the Rose State College campus to complete community surveys (i.e. the Adult Prevention Needs Assessment) as appropriate.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition/ workgroup that will target the identified substance abuse issues prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Contractor shall develop partnerships relevant to the priority issue and selected CSAP/ prevention evidence-based strategy.
- • Ensure collaboration and access of resources and technical assistance from relevant ODMHSAS funded Community-Based Prevention Services (CBPS) providers in an effort to support and partner on Higher Education Prevention Services (HEPS).
- • Contractor and sub-grantees shall participate in program orientation provided by ODMHSAS within first 90 days of being awarded funding and participate/attend any other Prevention Academy’s throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, stimulants and opioid prevention.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning:
- • Develop a Higher Education Prevention Services (HEPS) action and communication plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose; and stimulant use. The HEPS action and communication plan may also include additional substances as outlined by contractor and justified by means of needs assessment process. The action plan shall be in the format prescribed by the ODMHSAS and shall include::
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- Implementation:
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Use Oklahoma’s Prescription for Change campaign https://okimready.org/ or other ODMHSAS approved material (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated prevention reporting system within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 15th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (UCO)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse at University of Central Oklahoma, by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 1/2 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement all three of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Exhibit titled Strategies; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by May 15, 2022 or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is April 1st 2022- June 30th, 2022, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e. opioids, stimulants) needs that will be addressed. Contractor shall participate in annual needs and resource assessment report.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall assist with recruiting and securing participants within the University of Central Oklahoma campus to complete community surveys (i.e. the Adult Prevention Needs Assessment) as appropriate.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition/ workgroup that will target the identified substance abuse issues prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Contractor shall develop partnerships relevant to the priority issue and selected CSAP/ prevention evidence-based strategy.
- • Ensure collaboration and access of resources and technical assistance from relevant ODMHSAS funded Community-Based Prevention Services (CBPS) providers in an effort to support and partner on Higher Education Prevention Services (HEPS).
- • Contractor and sub-grantees shall participate in program orientation provided by ODMHSAS within first 90 days of being awarded funding and participate/attend any other Prevention Academy’s throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, stimulants and opioid prevention.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning:
- • Develop a Higher Education Prevention Services (HEPS) action and communication plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose; and stimulant use. The HEPS action and communication plan may also include additional substances as outlined by contractor and justified by means of needs assessment process. The action plan shall be in the format prescribed by the ODMHSAS and shall include::
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- Implementation:
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Use Oklahoma’s Prescription for Change campaign https://okimready.org/ or other ODMHSAS approved material (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated prevention reporting system within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 15th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Infant & Early Childhood Training & Consultation (Dr. Chesher)
INTRODUCTION:
- • Contractor shall provide training and consultation to ODMHSAS identified Providers across the state related to infant and early childhood mental health (IECMH) as a component of professional development to help develop an early childhood system of care statewide which focuses on supporting the needs of families with infants and young children receiving services through ODMHSAS and community partners.
DEFINITIONS:
- • IECMH – Infant and Early Childhood Mental Health.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • Training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly. A minimum of two (2) IECHMH trainings will be offered each month, starting in August 2021, at locations decided upon between ODMHSAS and the Contractor, to include virtually.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2022.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org.
- Or
- Contracts
- Oklahoma Dept. of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd., Suite E600
- Oklahoma City, Oklahoma 73106
- Infectious Diseases Training and Education (OUHSC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide information about Human Immunodeficiency Virus (HIV), Hepatitis C, and Mycobacterium Tuberculosis (TB) to substance abuse treatment professionals at ODMHSAS operated and funded facilities. This information is designed to allow the substance abuse treatment professionals to feel confident and ‘up-to-date’ with regard to disseminating this information to consumers in educational groups and individual counseling sessions.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide continuing education training through on-demand web- based seminars for substance abuse treatment professionals at ODMHSAS operated and funded settings designed to address the following:
- • Educate participants about Human Immunodeficiency Virus (HIV), Hepatitis C, and Mycobacterium Tuberculosis (TB) and how they are acquired. This education would include intravenous drug usage and encompass needle-sharing regulations and practices, as well as, safer-sex practices.
- • Give a list of where participants can be tested for Hepatitis C, HIV, and TB, what the tests entail, and the costs of the test.
- • Educate participants how HIV, Hepatitis C, and TB are treated, including infection control procedures.
- • Disseminate a list of resources for provider care for treatment of HIV, Hepatitis C, and TB.
- • Explain how referrals are to be made for consumers identified as having HIV, Hepatitis C, and TB.
- • Discuss costs associated with prevention and treatment.
- • Offer continuing education units (CEUs) to participants who are licensed/certified.
- • Provide digital and/or physical copies of all information from online seminars to participants.
- • Conduct an assessment of the knowledge gained by participants during each seminar through the use of pre- and post-test assessment.
- • Provide services, training, technical assistance, and consultation under the Oklahoma University Health Sciences Center Infectious Disease Institute program.
- • Workshops and presentations will be provided throughout the year for the annual conference and as arranged with Contractor.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work and any other details that the ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor, no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). The report shall include fiscal spending as well as progress toward the responsibilities outlined on the work plan above. Reports will give a summary of work started and/or completed, and a listing of participants with their agencies who participated in online training and workshops/presentations each quarter.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor represents all billings will be based on actual costs incurred. Expenses will be incurred and billed in accordance with the approved budget. All costs billed will be supported by documentation, maintained on file and available for review, including copies of paid invoices, payroll records, time reports, and approved methods for application of indirect costs.
- • Travel will be reimbursed based on actual and reasonable expenses.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- Inpatient
INTRODUCTION:
- • This contract is to provide funding for certain and necessary inpatient services that may be required in support of outpatient and other services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall provide for necessary psychiatric inpatient services. Necessary psychiatric inpatient services may be provided directly or by purchasing such from general or specialty hospitals, in accordance with the appropriate standard of care.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor.
- • Documentation including, but not limited to, the following sections shall be presented with each monthly invoice:
- • Patient account number;
- • Patient name;
- • Admit date;
- • Discharge date;
- • # of days; and
- • Amount of cost per client.
COMPENSATION:
- • Expenditures for inpatient services shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Expenditure documentation, pursuant to a Department-approved budget, shall separately identify:
- • Actual and direct costs incurred by Contractor in the purchase of necessary inpatient services.
- • Actual and direct costs incurred by Contractor in the direct operation of an inpatient unit, proportionate to the number of patient days to eligible clients served in such unit pursuant to this contract.
- • An additional amount not to exceed three percent to compensate Contractor for the necessary administration of such services.
- • Any funding not needed for such purposes, due to efforts of Contractor to emphasize the delivery of outpatient services and minimize the use of inpatient services, may be made available upon request to reimburse Contractor for any eligible but uncompensated services provided pursuant to Contractor’s direct services contract (fixed rate contract).
- Inpatient (CREOKS)
INTRODUCTION:
- • This contract is to provide funding for certain and necessary inpatient services that may be required in support of outpatient and other services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall provide for necessary psychiatric inpatient services. Necessary psychiatric inpatient services may be provided directly or by purchasing such from general or specialty hospitals, in accordance with the appropriate standard of care.
- • Psychiatric inpatient services for consumers from Service Area 21 (Adair, Cherokee, Sequoyah, and Wagoner Counties) – Contractor may use up to, and including, 851 psychiatric inpatient bed days within the ODMHSAS state operated system at no cost to Contractor.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor.
- • Documentation including, but not limited to, the following sections shall be presented with each monthly invoice:
- • Patient account number;
- • Patient name;
- • Admit date;
- • Discharge date;
- • # of days; and
- • Amount of cost per client.
COMPENSATION:
- • Expenditures for inpatient services shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Expenditure documentation, pursuant to a Department-approved budget, shall separately identify:
- • Actual and direct costs incurred by Contractor in the purchase of necessary inpatient services.
- • Actual and direct costs incurred by Contractor in the direct operation of an inpatient unit, proportionate to the number of patient days to eligible clients served in such unit pursuant to this contract.
- • An additional amount not to exceed three percent to compensate Contractor for the necessary administration of such services.
- • Any funding not needed for such purposes, due to efforts of Contractor to emphasize the delivery of outpatient services and minimize the use of inpatient services, may be made available upon request to reimburse Contractor for any eligible but uncompensated services provided pursuant to Contractor’s direct services contract (fixed rate contract).
- Integrated Care Services (CREOKS)
- Integrated Care Services Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP - Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC - Community Mental Health Center
- • BHH - Behavioral Health Home
- • HER - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant.
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source;
- • transportation if required to ensure services are delivered;
- • language line for translation; and
- • SBIRT and Chronic Disease Management.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Integrated Care Services – O-PIP (F & C)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • Psychiatric Consultant .02 FTE;
- • Nurse Care Manager .20 FTE; and
- • Care Manager 1 FTE
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source; and
- • transportation if required to ensure services are delivered.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Integrated Care Services – O-PIP (Green County)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • .5 FTE Nurse Care Manager;
- • 1.0 FTE Care Coordinator;
- • 1.0 FTE Peer Recovery Support Specialist; and
- • .25 FTE Project Director
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source; and
- • transportation if required to ensure services are delivered.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Integrated Care Services – O-PIP (NorthCare)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co-located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • One (1) FTE Advanced Practice Nurse at FQHC; and
- • One (1) FTE Care Navigator.
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • Medications as needed (if no other pay source);
- • Transportation if required to ensure services are delivered; and
- • Medical supplies, as needed for requirements of the grant.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Laboratory-Assisted Outpatient Treatment II (Coordinated Care Health Solutions)
- Assisted Outpatient Treatment II Pathway to Recovery Federal Grant Coordinated Care Health Solutions, LLC
INTRODUCTION:
- • Contractor will provide toxicology and hematology testing and reporting for the Assisted Outpatient Treatment program.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services also referred to as the Department and/or ODMHSAS.
- • Contractor – Coordinated Care Health Solutions, LLC
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to implement Assisted Outpatient Treatment.
- • Provide Toxicology and hematology services to determine medication compliance for clients.
- • Contractor shall be member of team of local stakeholders to create a Community Outreach Team (COT) that will work to create policies and procedures.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department, including monthly team calls.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will provide such detail as the Department may require.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- mABC Implementation – STARS – RPG (OUHSC)
- Substance Abuse Treatment and Access to Recovery Services (STARS) Program Regional Partnership Grant Round 6 A Better Chance to Change Clinic Implementation of Modified Attachment Biobehavioral Catch-Up (mABC) Model
INTRODUCTION:
- • The contractor for the implementation of the modified Attachment Biobehavioral Catch-Up (mABC) intervention, agrees to recruit participants and implement the ABC intervention.
DEFINITIONS:
- • MABC – Modified Attachment Biobehavioral Catch-Up
- • RPG - Regional Partnership Grant
- • ABCC – A Better Chance to Change Clinic
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • The contractor shall maintain the clinicians and staff necessary for the continuous implementation of the mABC intervention.
- • Contractor shall ensure clinicians participate in weekly clinical supervision during duration of contract to advance clinicians’ knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill, case experience monitoring; and shall be conducted via video conferencing, telephone, or email.
- • Contractor shall have primary oversight of mABC implementation.
- • Contractor shall participate in all required local and national-cross site data collection efforts coordinated by ODMHSAS, University of Delaware, and the national cross-site evaluation team to measure the effectiveness of the mABC intervention.
- • Contractor shall participate in the RPG Steering Committee Meetings via conference call or onsite, and participate in annual ODMHSAS site visit.
- • Contractor shall submit a monthly narrative summary report of all RPG activities.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a monthly report of activities carried out pursuant to the Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- Medication/Flex
- State Opioid Response & State Opioid Stimulant - Opioid Medications Flexible, Training and Technology Funds, Hep C screens/tests
INTRODUCTION:
- • This contract is to provide funding for certain authorized expenditures pursuant to ODMHSAS approval, to include the following: Medication Assisted Treatment (MAT) FDA-approved medications (naloxone, buprenorphine, and methadone), lab work, flexible funding, training funds, and technology cost associated with teletherapy and technology to directly support services for individuals served by this contract and Hep C screens and tests.
WORK REQUIREMENTS:
- • Medications:
- • Contractor shall allocate the funding necessary for the purchase of FDA approved opioid treatment medications and related necessary laboratory costs.
- • Contractor shall provide or subcontract with a waivered prescriber, perform the appropriate testing and protocol, provide the medication agreed upon between the waiver prescriber and the individual being served.
- • Contractor shall not restrict the dispensing and/or prescribing of FDA approved opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall have a subcontract or Memorandum of Agreement with an Opioid Treatment Provider that provides Methadone, if not a Certified Methadone clinic or if an OTP that does not provide Buprenorphine or Naltrexone shall have a subcontract with an ODMHSAS contracted MAT provider.
- • Contract shall submit the Memorandum of Agreement or subcontract by the third month from the receipt of this contract.
- • Drug Testing/Labs:
- • Drug testing through urinalysis should be a part of the treatment program to inform treatment decisions between the individual being served, prescriber and treatment provider.
- • Agencies are encouraged to use point of contact urinalysis testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks.
- • Flex Funding:
- • Contractor shall allocate funding necessary to meet the needs of individuals that may prevent them from obtaining treatment services. Flexible funds are to be used to support community integration of persons (adults or children) receiving case management and/or other recovery-oriented services including but not limited to: housing, emergent one-time needs that prevent the person from receiving treatment with a plan to address those needs for the future, and other needs that may be approved by the Grant Manager at the ODMHSAS.
- • Training:
- • Training funds may be utilized to provide travel, hotel, per diem, lost time, and support for trainings that are supported by the State Targeted Response or the State Opioid Response or with prior approval from the Grant Manager at the ODMHSAS and will support individuals receiving recovery-oriented services.
- • Contractor shall have provider(s) on staff that are trained in the following evidence based practices: Individual Placements and Supports, Community Reinforcement Approach, Adolescent- Community Reinforcement Approach, Recovery Management Support Services, Matrix Model, Cognitive Behavioral Therapy, Contingency Management, Motivational Interviewing, Cognitive Processing Therapy, Seeking Safety, and any other treatment modality that the ODMHSAS requires.
- • Telehealth/IT Related Costs:
- • Contractor may utilize funds on mobile devices, mobile applications that are HIPAA and 42CFR compliant, IT services, and data plans.
- • Hep C Screens and Tests:
- • Contractor Shall utilize funding to purchase Hep C screens and confirmation tests for individuals with OUD.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six month GPRA reassessments post admission.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices by the program director prior to payment.
- • Department will monitor expenditures for medication and lab costs for each unduplicated individual and will not receive payment if not submitted in an electronic excel format to the program director.
- • Department will review files to validate training in evidence based practices and any other requested training to attend by the ODMHSAS.
- • Contractor shall submit monthly billing documentation as determined by ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Medications:
- • Funding for medications, that cannot be obtained by any other indigent or reduced drug program, and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative of throughout the contracted period of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The agency shall purchase and the waivered prescriber shall only prescribe FDA approved Medications Methadone, Buprenorphine (any form), and Naltrexone to individuals receiving some form of treatment from an ODMHSAS provider.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 10% of the direct costs identified in 4.1 shall be permitted.
- • Drug testing/Labs:
- • Agencies are able to purchase multiple panel tests and are encouraged to use point of contact urinalysis testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks. Agencies may use Laboratory with laboratory costs being limited to the maximum allowable cost in line with the Medicaid plus ODMHSAS UA rate which equals $78.00. These tests should be specifically related to the use of medications provided pursuant to this addendum.
- • HEP C Screening/Tests:
- • Direct expenses for HEP C screen and confirmation test for individuals at risk, due to their OUD, who do not have the means to pay for such screens and tests.
- • Training Related Costs:
- • Training costs will be reimbursed based on cost reimbursement of approved trainings listed in 2.4. All other trainings must be approved by the Program Manager.
- • Telehealth/IT Related Costs
- • Contract may invoice for costs related to telehealth such as mobile devices, mobile telehealth apps that are HIPAA compliant, and IT costs.
- Medication/Flex - Revised
- State Opioid Response & State Opioid Stimulant - Opioid Medications Flexible, Training and Technology Funds, Hep C screens/tests
INTRODUCTION:
- • This contract is to provide funding for certain authorized expenditures pursuant to ODMHSAS approval, to include the following: Medication Assisted Treatment (MAT) FDA-approved medications (naloxone, buprenorphine, and methadone), drug testing and lab work, flexible funding, training funds, and technology cost associated with teletherapy and technology to directly support services for individuals served by this contract and Hep C screens and tests. Funding, for the FDA-approved medications and the Drug testing, will be provided for up to six (6) months from the receipt of the contract. After that, the medications and drug testing will need to be billed as fee-for-service.
WORK REQUIREMENTS:
- • Medications:
- • Contractor shall allocate the funding necessary for the purchase of FDA approved opioid treatment medications and related necessary laboratory costs.
- • Contractor shall maintain documentation on the costs and type of medications supplied to individual in services on a monthly basis until the provider begins to bill FFS for medications through the MMIS system.
- • Contractor shall not restrict the dispensing and/or prescribing of FDA approved opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall have a subcontract or Memorandum of Agreement with an Opioid Treatment Provider that provides Methadone, if not a Certified Methadone clinic or if an OTP that does not provide Buprenorphine or Naltrexone shall have a subcontract with an ODMHSAS contracted MAT provider.
- • Contract shall submit the Memorandum of Agreement or subcontract by the third month from the receipt of this contract if not already in existence or needs to be updated.
- • Drug Testing/Labs:
- • Drug testing should be a part of the treatment program to inform treatment decisions between the individual being served, prescriber and treatment provider.
- • Agencies are highly encouraged to use point of contact drug testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks.
- • Treatment Support Funds:
- • Contractor shall allocate funding necessary to meet the needs of individuals that may prevent them from obtaining treatment services. Treatment support funds are to be used to support community integration of persons (adults or children) receiving case management and/or other recovery-oriented services including but not limited to: emergent one-time needs that prevent the person from receiving treatment with a plan to address those needs for the future, and other needs that may be approved by the Grant Manager at the ODMHSAS. Housing support may be accessed through scholarships on OKARR.org.
- • Training:
- • Training funds may be utilized to provide travel, hotel, per diem, lost time, and support for trainings that are supported by the State Opioid and Stimulant Initiative or with prior approval from the Grant Manager at the ODMHSAS and will support individuals receiving recovery-oriented services.
- • Contractor shall have provider(s) on staff that are trained in the following evidence-based practices: Individual Placements and Supports, Community Reinforcement Approach, Adolescent-Community Reinforcement Approach, Recovery Management Support Services, Contingency Management, Motivational Interviewing, TREM, Seeking Safety, and any other treatment modality that the ODMHSAS requires. Others EBPs may be used but encourage using EBPs for Opioid and Stimulant Use Disorder, trauma, and suicidal ideation.
- • Telehealth/IT Related Costs:
- • Contractor may utilize funds on mobile devices, mobile applications that are HIPAA and 42CFR compliant, IT services, and data plans.
- • Hep C Screens and Tests:
- • Contractor Shall utilize funding to purchase Hep C screens and confirmation tests for individuals with OUD.
- • Fentanyl Strips:
- • Contractor may utilize funds to purchase fentanyl strips as a part of a do no harm, harm-reduction practice. Contractor is highly encouraged to utilize guidance provided by ODMHSAS and SAMHSA.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines. Non-monetary funds of us to thirty ($30.00) may be used for each GPRA completed by consumers.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six-month GPRA reassessments post admission.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices by the program director prior to payment.
- • Department will monitor expenditures for medication and lab costs for each unduplicated individual and will not receive payment if not submitted in an electronic excel format to the program director.
- • Department will review files to validate training in evidence-based practices and any other requested training to attend by the ODMHSAS.
- • Contractor shall submit monthly billing documentation as determined by ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Medications:
- • Funding for medications, that cannot be obtained by any other indigent or reduced drug program, and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative of throughout the contracted period of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The agency shall purchase and the waivered prescriber shall only prescribe FDA approved Medications Methadone, Buprenorphine (any form), and Naltrexone to individuals receiving some form of treatment from an ODMHSAS provider.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 10% of the direct costs identified in 4.1 shall be permitted.
- • Funding, for the FDA-approved medications, will be provided for up to six (6) months from the receipt of the contract. After that, the medications will need to be billed as fee-for-service.
- • Drug testing/Labs:
- • Agencies are able to purchase multiple panel tests and are encouraged to use point of contact drug testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks. Agencies may use Laboratory with laboratory costs being limited to the maximum allowable cost in line with the Medicaid plus ODMHSAS UA rate which equals $78.00. These tests should be specifically related to the use of medications provided pursuant to this addendum.
- • Funding, for the Drug testing, will be provided for up to six (6) months from the receipt of this contract. After that, the Drug testing will need to be billed as fee-for service.
- • HEP C Screening/Tests:
- • Direct expenses for HEP C screen and confirmation test for individuals at risk, due to their OUD or Stimulant Use Disorder, who do not have the means to pay for such screens and tests.
- • Training Related Costs:
- • Training costs will be reimbursed based on cost reimbursement of approved trainings listed in 2.4. All other trainings must be approved by the Program Manager.
- • Telehealth/IT Related Costs
- • Contract may invoice for costs related to telehealth such as mobile devices, mobile telehealth apps that are HIPAA compliant, and IT costs.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org
- or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, Oklahoma 73106
- Medications - MAT Program in Jails (Hunter’s Precision Pharmacy)
INTRODUCTION:
- • This contract is to provide funding for necessary medications, labs, and drug testing for medication assisted treatment (MAT) for opiates and alcohol abuse in the Tulsa County Jail.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of clinically appropriate medications, laboratory, and testing costs in the medication assisted treatment for opiates and alcohol abuse.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to the Tulsa County Jail.
- • Contractor shall maintain documentation on the costs for labs and testing of individuals receiving MAT in the Tulsa County Jail.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase or supply of any medication generally accepted as appropriate treatment for addiction disorders if prescribed by a physician for a person in the Tulsa County Jail.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • A medication-processing fee of 17.5% of the total amount billed for medications to the ODMHSAS on a monthly basis, but not to exceed $7,500 per month.
- Medications
- Community Mental Health Centers Medications
INTRODUCTION:
- • This contract is to provide funding for necessary medications in support of direct services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of clinically appropriate psychiatric medications and related laboratory costs.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate clients.
- • Contractor shall not restrict prescription of psychiatric medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any client in need of such.
- • Contractor may utilize Department funding for non-psychiatric medications required by clients otherwise eligible for services pursuant to Contractor’s direct services contract with Department but who have third party coverage, if doing so in management with other resources available, will reduce the overall cost of medications to Department.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication generally accepted as appropriate treatment for psychiatric disorders if prescribed by a CMHC physician for an ODMHSAS eligible client or for Medicaid clients under the conditions described in 4.1.4 below.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • Purchase of non-psychiatric prescription medications required by clients otherwise eligible for services, but who have third party coverage, if doing so, in management with other resources available, will reduce the overall cost of medications to the Department.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in 4.1.1 through 4.1.3 above shall be permitted.
- • A medication-processing fee of 17.5% of the total amount billed for newer generation medications to the ODMHSAS on a monthly basis, but not to exceed $7,500 per month.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- Mental Health Supports in Schools
INTRODUCTION:
- • Under the direction of the ODMHSAS Director of Children, Youth and Family Services, Community Mental Health Centers (CMHC), hereafter referred to as CMHC, will furnish the necessary resources to provide treatment, crisis, and support services to young people in grades K12, including rapid assessment, treatment, crisis intervention, and necessary support services to students on-site at selected schools.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor in conjunction with systems partners, will be accountable for concrete outcomes that reflect the commitment to maintaining ties among children, families, and communities while delivering effective clinical care and support services for children with emotional and behavioral challenges. Desired outcomes include:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Improved crisis management and stability in living environments.
- • Improved educational performance and overall social functioning for children.
- • Reduction in delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by families and children.
WORK REQUIREMENTS:
- • Develop and implement a Multi-Disciplinary Team (MDT) at each partner school, which will provide the foundation and leadership for the project implementation at that school. MDTs are comprised of pilot school staff and CMHC provider staff, including the CMHC Project Director, the LEA Coordinator, school principal, assistant principal, school counselor, therapist, school-based social worker and special education teacher(s). Each school’s MDT will develop individualized systems at their school to support school-wide implementation and provide guidance in the development and review of school-wide policies, procedures, culture, and supports.
- • Develop and implement a comprehensive plan of evidence-based developmentally appropriate school-and community-based mental health services, including crisis counseling. Given current pandemic situations, services may be delivered virtually of on-site services cannot be provided.
- • Implement processes to respond immediately on-site (or virtually) if a school-aged youth exhibits behavioral signs warranting the need for clinical attention.
- • Provide direct treatment services in schools via mental health professionals, behavioral health aides, peers, and other related health professionals.
- • Provide coordinated referrals, services, and follow-ups for school-aged youth and their families for community-based mental health practices and services.
- • Develop and implement a workforce development training plan to increase the mental health awareness and literacy of school staff, administrators, parents, and others who interact with school-aged youth to recognize the signs and symptoms of mental illness and link them to appropriate services.
- • Establish relationships with local businesses, families, and community groups to broaden and link all community resources available to school-aged youth and their families impacted by a disaster.
- • Participate fully and completely in the project evaluation at both the national and state levels. Expected outcomes include positive behavior changes, enhanced engagement in class, and improvements in problems and functioning.
- • Data Requirements include service provision, staffing, assessment, etc. as detailed in the Youth Information System—the ODMHSAS state level evaluation system for children’s behavioral health.
- Mental Health Transportation
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as described in 43A O.S. 2011, Section 1-110. Transportation services shall provide 24-hour, 7 day per week assistance by driving individuals in crisis to the level of care needed for treatment, providing any de-escalation to ensure safe transport, and providing occasional facility-to-facility transportation for step down care.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with 43A O.S. 2011, Section 1-110 within 90 minutes of request for transportation. Exceptions of response time requirement due to extenuating circumstances shall be approved by ODMHSAS.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • Collaborate with ODMHSAS to develop a consistent network of mental health crisis transportation services.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract.
- • Client rights.
- • Therapeutic Options, or similar program as approved by ODMHSAS.
- • CPR/First Aid.
- • HIPAA and Confidentiality.
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS based on documentation of expenditures with the invoice.
- • The monthly progress report from 2.1.7 shall be submitted as backup documentation with the monthly invoice.
- Mental Health Transportation - Multi-Region
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as described in Senate Bill 3 (SB3). Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in crisis to the level of care needed for treatment, providing de-escalation to ensure safe transport, and providing occasional facility-to-facility transportation for step down care for all Community Mental Health Center service area regions except service areas 1, 11, 3, 5, 21, and 13.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with Senate Bill 3 (SB3) within 90 minutes, not to exceed 120 minutes. Every effort shall be made to arrive at the facility within 60 minutes of notification for transport. Due to extenuating circumstances, exceptions of response time within 120 minutes shall be approved by an ODMHSAS representative or contracted agency.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • ODMHSAS will supply ten (10) vehicles with partitions.
- • Contractor will provide personnel and associated expenses in order to meet statutory requirements.
- • In the event Contractor exceeds 1 million miles or 13,000 transportations by 10%, additional funding may be requested.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS.
- • The monthly progress report from section 2.1.9 above shall be submitted as documentation each month.
- Mental Health Supports in Schools - Oklahoma Resiliency and Recovery (OK R&R) Program
INTRODUCTION:
- • Under the direction of the ODMHSAS Director of Children, Youth and Family Services, and/or designee, Local Education Agency (LEA), will furnish the necessary resources support Community Mental Health Centers (CMHC) to provide mental health and substance use disorder treatment, crisis services, and other related services to school-aged youth (K12) from within disaster declared areas affected by the Spring 2019 severe storms and floods.
- • Over the twelve-month project period deployment, the focus is on of evidence-based services and equipping selected LEA districts with a multi-tiered plan and a sustainable infrastructure for a continuum of treatment, intervention, and preventive services to mitigate the development of future behavioral health problems associated with the disaster.
- • Provisions to including rapid assessment, treatment, crisis intervention, and necessary support services to students on-site at selected schools.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor in conjunction with systems partners, will be accountable for concrete outcomes that reflect the commitment to maintaining ties among children, families, and communities while delivering effective clinical care and support services for children with emotional and behavioral challenges. Desired outcomes include:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Improved crisis management and stability in living environments.
- • Improved educational performance and overall social functioning for children.
- • Reduction in delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by families and children.
- • Improved awareness of mental health issues by parents, school staff, school professionals and community members attending outreach and educational activities.
WORK REQUIREMENTS:
- • Active collaboration and partnership with CMHCs to provide school-based behavioral health and substance use services., including office space for those services.
- • ‘Active collaboration and partnership’ to include establishing a consistent schedule of meetings for ongoing planning efforts and the Multi-Disciplinary Team (MDT) that includes, at minimum representation from the LEA and partnering CMHC until the MDT is established.
- • Required MDT composition requirements:
- • Additional suggested MDT members. BISS Sites may choose to add additional school or community partners to be part of this leadership group, but not limited to:
- • Special Education Director, Coordinator
- • School Based Social Worker
- • School Resource Officer(s) (SRO)
- • Family Liaison
- • Other Mental Health Provider Agency reps (with clients at the school)
- • Teacher Representatives
- • School Staff Representatives
- • Family/Youth Representatives
- • Community/County Coalition Representatives/Stakeholders
- • Other key school administration as identified by Site Administrators
- **Schools that have BISS partnerships instituted by their home district may have specific District Representatives that participate in ongoing MDT meetings.
- • Designation of LEA School Mental Health Partnership Coordinator to serve as point-of-contact, convene a planning team, oversee the development of a comprehensive plan, and monitor and report project outcomes.
- • Responsibility of the Coordinator to include:
- • Development of a Multi-Disciplinary Team to guide referral and treatment planning and practices with the CMHC and address individual studentbehavioral health needs and a planning committee to develop a comprehensive, multi-tiered plan for implementation.
- • Development of multi-tiered plan and sustainable infrastructure for a continuum of treatment, intervention, and preventive services.
- • 100% Teacher completion of survey (Identifying Teachers' Perceptions of Behavioral Health Issues in the Classroom and Strategies to Deal with Them).
- • Participation in school staff professional development on prevention, behavioral health, substance use and trauma informed approaches.
- • Participation in student, family, school, and community outreach activities, including hosting events.
- • Selection and implementation of best-fit, developmentally appropriate and evidence-informed prevention and treatment interventions.
- • Data collection and data sharing at both the participating individual student level and the schoolwide level, including training received, LEA staff perception surveys and key informant interviews, absences, tardies, detentions, suspensions, and office referrals for discipline.
- • Data-informed decision-making around student services and supports.
- modifier Attachment Biobehavioral Catch-Up (mABC) Training, Consultation, & Fidelity Monitoring
INTRODUCTION:
- • The contractor for the modified Attachment Biobehavioral Catch-Up (mABC) Training, agrees to provide the mABC Training, fidelity assurance, and consultation for implementation by the State of Oklahoma.
- • Effective date of this contract is July 1, 2021 and the end date is June 30, 2022.
DEFINITIONS:
- • ODMHSAS - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as "Department".
- • Contractor - University of Delaware (UD).
WORK REQUIREMENTS:
- • Contractor shall coordinate and conduct at least two (2) trainings on the manual and techniques of the intervention at a site designated by UD in Newark, DE, at a site designated by ODMHSAS in Oklahoma City, Oklahoma, or virtually if public health travel restrictions are in place.
- • Contractor shall provide weekly clinical supervision for up to 50 professionals during duration of contract to advance professionals knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill, case experience monitoring, and project progress and development; and shall be conducted via video conferencing, telephone, or email.
- • Contractor shall provide technical assistance regarding the development of the ABC intervention and consultation regarding fidelity of implementation and evaluation via video conference, telephone or email.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide semi-annual project update reports to the Department by:
- REPORT DUE DATE AS:
- April 15, 2022
COMPENSATION:
- • Total compensation pursuant to this addendum shall not exceed $394,000.
- • Invoicing: Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable/Unallowable Expenses: Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Budget Revisions: A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- MTSS Training, Evaluation, Technical Assistance for OK R&R LEAs (OSU Center for Family Resilience)
- MTSS Training, Evaluation, Technical Assistance for School-Based Prevention Providers (OSU Center for Family Resilience)
- MTSS/ISF Asset Map and Web-Based Resource Platform (OSDE)
INTRODUCTION:
- • Contractor shall collaborate with the Department to develop an asset map and web-based resource platform for Oklahoma schools to utilize in planning Multi-Tiered System of Supports (MTSS) and Interconnected Systems Framework (ISF) models.
WORK REQUIREMENT:
- • The parties will mutually develop the plan with the selected vendor and mutually agree upon the final product prior to publish.
- • Phase 1 of the web-based tool will be published by September 30, 2021 with revisions and enhancements in Phase 2 throughout the duration of the project.
- • The ODMHSAS will promote the tool with partner schools.
- • The SDE will ensure the selected vendor meets the needs of the ODMHSAS, to the extent possible, related to the resources, evidence-based approaches, and services featured on the web tool.
- • The parties will collaborate on or inform one another about summits, conferences, workshops, and other education events related to this project.
- • The project platform and related materials/communications will be co-branded demonstrating the partnership between the SDE and the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor. Performance monitoring may include regular scheduled meetings with the option to conduct virtually.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • A properly completed invoice must be electronically submitted using the e-Provider Invoice application in Access Control within thirty (30) days of the end of the month in which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoice icon. Contractor shall upload t backup documentation of a completed and signed invoice (e.g. PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department monthly. The State of Oklahoma has forty-five (45) days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
• Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
• A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
• Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
• Invoices are due within 45 days from the end of the billing month. Final billing for end of year close out is due on August 15, 2022.
OFFP – Enhanced Services in Outpatient Treatment
INTRODUCTION:
- • Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will work to expand comprehensive treatment, prevention and recovery support services for women, their children, and other involved family members through the Oklahoma Families First Project (OFFP) for enhanced services in outpatient treatment. ODMHSAS OFFP staff will work with the Contractor and local partners to achieve the following goals: (1) develop and expand outpatient services designed to provide a continuum of care and meet the needs of pregnant and postpartum women with substance issues, their infant and other children, and families; (2) implement family focused treatment approach to support family strengthening, reunification, and a reduction in the impact of substance use on infants and children (3) utilize a family-centered recovery support approach with effective case management (4) develop a state level continuum of care that includes a process of early identification, referral, individualized assessment, and care coordination across systems.
DEFINITIONS:
- • ASAM – American Society of Addiction Medicine
- • SAMHSA - Substance Abuse and Mental Health Services Administration
- • SUD/OUD - Substance Use Disorder/Opioid Use Disorder
- • GPRA – the Government Performance and Results Act
- • OFFP - Oklahoma Families First Project
- • SPARS - SAMHSA’s Performance Accountability and Reporting System
- • MAT - Medication-Assisted Treatment
- • FCP - Family Care Plan
- • EBP – Evidence Based Program
- • GAIN-SS - Global Assessment of Individual Needs-Short Screener
WORK REQUIREMENTS:
- • Contractor shall:
- • 3.1.1 Maintain grant required staffing to coordinate treatment enhancements as follows:
- • 1.0 FTE Women’s and Children’s Services Coordinator to coordinate daily activities of the OFFP, collaborate with team members, oversee the delivery of the EBP enhancements and program components specific to women and their children, and collaborate with local-level referral sources.
- • Ensure that grant designated staff complete the trainings within grant required timeframes (any additional training will be determined between the ODMHSAS and Contractor):
- • SPARS and GPRA training
- • Community Reinforcement Approach (CRA)
- • Celebrating Families Program (CFP)
- • Circle of Security (COS)
- • Seeking Safety (SS)
- • Contractors shall maintain records of training sign-in sheets and staff certificates of training completion.
- • Ensure that the following screening and assessments instruments are administered:
- • The Edinburgh Postnatal Depression Scale (EPDS) for mothers at six weeks post-partum and as clinically indicated;
- • The ASAM Patient Placement Criteria
- • GAINS-SS
- • Ensure the following treatment outcomes:
- • A minimum of 120 women and their children are served in the first year and increase by 15% each subsequent year of the grant period;
- • A Celebrating Families Program (CFP) is conducted for 20 families in year 1 and increased by 10% each year; to increase parenting skills and family inclusion.
- • Circle of Security groups are provided for pregnant and postpartum women to strengthen and support the parent-child relationship.
- • Incorporate MAT into services offered to pregnant/postpartum women with a primary diagnosis of SUD/OUD.
- • Community Reinforcement Approach (CRA) is utilized in treatment services to maintain recovery and strengthen bond to sustain the family.
- • Decrease rates of depression and anxiety in women during pregnancy and postpartum.
- • Utilize Seeking Safety to reduce the impact of trauma and maintain recovery.
- • Increase the coordination and integration of services and systems of care for mothers and families served by:
- • Increasing the number of partnerships with traditional and non-traditional referral sources;
- • Increasing the number of fathers and/or other family supports participating in family services by 10% in year 1 and by 25% by the end of grant period
- • Establishing and increasing partnerships with local organizations to address community and population specific barriers; and
- • Increasing the number of pregnant women with a family care plan (FCP) by number determined by ODMHSAS annually.
- • Establish partnerships with at least 1 prenatal/postpartum primary care providers in year 1 and additional 5 providers in year 2-3.
- • WCSC train and educate the primary care providers on GAIN-SS implementation and develop a local referral process via CHESS application.
- • Initiate one policy change each year that promotes enhanced retention rates
- • Ensure pregnant women receive a FCP by:
- • Completing a FCP on all eligible women. Increasing the number of pregnant women with a FCP by 20% in year 1 and by 15% each subsequent year.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • FCP shall be offered to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Establishing a FCP that will meet the medical, substance use treatment, recover, and social support services needs of the pregnant and postpartum woman, her infant, other children, and family.
- • Increasing care coordination with primary care providers and create linkage with referral sources.
- • Improve connection and availability of supportive services.
- • Update the FCP with women and family as needs evolve.
- • Successfully collect and report GPRA measurements in increments of intake, discharge, and 6 month follow up.
- • Establish a GPRA plan that details steps taken from intake to 6 month follow up and send to project director.
- • Utilize GPRA tracking log and locator form and place in client’s file.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six month GPRA reassessments post admission.
- • Participate in all meetings, calls, trainings, and webinars as required by ODMHSAS and SAMHSA.
- • Accomplish all goals, objectives and milestones set forth in the federally awarded grant application supplied by the ODMHSAS.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall establish a calendar that documents all training, coaching events, technical assistance, and any formalized outreach and engagement procedures to be sent to ODMHSAS staff.
- • Contractor will develop and maintain a spreadsheet for multi-family group EBPs. Data will include participants and familial relationships and be sent to ODMHSAS staff via secure email.
- • Contractor shall maintain minutes of interagency meetings, memorandum of agreements with partners, and a log of policy and statutory changes to be submitted to ODMHSAS staff.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to this Statement of Work. This report should be submitted electronically utilizing online report by the 15th of the month. The information to be included, and the format of the report, shall be determined by the ODMHSAS.
- • Contractor shall add program income to funds committed to the project to further eligible project objectives. Contractor under the same award must use the deductive alternative and reduce their subaward by the amount of program income earned.
COMPENSATION:
- • Contractor shall be reimbursed for services, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Any one-time expenditure over $500 must be pre-approved by the ODMHSAS prior to the expenditure.
- • Contractor may move up to 10% of the budget without prior approval from the ODMHSAS.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one-twelfth (1/12) of the contracted amount.
OK GBG Training, Evaluation, Technical Assistance
INTRODUCTION:
- • The Oklahoma State University (OSU) Center for Family Resilience (CFR) develops and coordinates a support system for implementation and evaluation of the PAX Good Behavior Game (GBG) among participating Oklahoma schools and school districts. The vision for the support system is to scale-up and sustain PAX GBG in schools/school districts across the state. The support system will build local PAX GBG capacity by training school personnel as a master training venue, providing mixed-method consultation for successful PAX GBG implementation, and operating a PAX GBG evaluation platform to collect, analyze and report program outcomes.
WORK REQUIREMENTS:
- • Contractor shall establish OSU-CFR as PAX GBG trainers. Training should be selected based on the goal to build the capacity of OSU-CFR to train and consult school personnel in PAX GBG (i.e. Locally Accredited PAX Partner). OSU-CFR shall ensure that individuals trained in PAX GBG under this contract agree to perform PAX GBG services on behalf of the Department during the project period and up to two (2) years after training is completed.
- • Contractor shall develop a detailed project work plan for the contract year, which includes measureable objectives, timelines for completion, and project staffing for the PAX GBG support system, and a detailed project evaluation plan for the contract year plus three (3) subsequent years. The Contractor shall submit the project work plan to the Department for approval no later than September 30, 2021. The project work plan shall also include recruitment and delivery plan for providing training, and support services; the target number of classroom teachers to be trained; a plan to secure written agreements with the partner schools and/or individual trainees (i.e. teachers); and a commitment to cultural and linguistically appropriate support services as well as an attention to sustainability (i.e. school policies). Contractor shall implement services as described in the approved project work plan.
- • The detailed project evaluation plan shall include process and outcome measures for students, staff, and other school-, district-, and community-level indicators. Evaluation measures shall minimally relate to reductions/change in risk factors for substance abuse and mental/emotional health problems. Contractor shall identify opportunities and make recommendations to the ODMHSAS to evaluate long-term program outcomes.
- • Contractor shall establish and lead a PAX GBG advisory committee to include the ODMHSAS, Oklahoma State Department of Education (OSDE), select partner schools/districts, and project staff for the purpose of project guidance, coordination, and planning for replication and sustainability. Contractor shall participate in other mandatory ODMHSAS trainings or meetings.
- • Contractor shall promote PAX GBG in appropriate venues for the purpose of school recruitment, reporting of program accomplishments, and other needs defined by the ODMHSAS.
- • The ODMHSAS may require project staff to obtain certification as a Prevention Specialist (CPS or APS) and/or complete Substance Abuse Prevention Skills Training (SAPST) and other relevant trainings.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under this scope of work. It is not anticipated that minor children will be transported under this project. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under this scope of work. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the Department.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall at all times carry and maintain Commercial General Liability insurance of no less than one million dollars $1,000,000 for any claim or claims that may arise from a single incident. For professional services contractors, they must also provide Professional Liability insurance to adequately compensate persons for an act of professional negligence by Contractor, its agents, employees or the like. Said policies must provide that the carrier may not cancel or transfer the policy without giving the Department thirty (30) days written notice prior to the cancellation or transfer. Contractor shall timely renew the policies to be carried pursuant to this section throughout the term of the contract and provide the Department with evidence of such insurance and renewals upon request.
- • Contractor shall provide a certificate of insurance showing proof of compliance with the Oklahoma Workers’ Compensation Act.
PERFORMANCE MONITORING:
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
- • Contractor shall report quarterly on contract activities and submit to the Department no later than October 15, 2021, January 15, 2022, April 15, 2022, and July 31, 2022. The July 31, 2022 report shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcom¬es measures for the project; and (3) identify key project challenges and methods to address challenges.
COMPENSATION:
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 – Allowable costs.
- • Allowable expenses:
- • Itemized Reimbursable Services: Itemized reimbursable services refers to approved services performed by the contractor that are reimbursable upon completion of that service (e.g. – training, consultation, and evaluation services). Some itemized reimbursable services may occur on a regular monthly basis at a standard monthly, on-going rate rather than upon completion of the service (e.g. – ongoing capacity building and external partner support). Itemized reimbursable services shall be reimbursed according to amounts for each service in an approved budget in a format prescribed by the ODMHSAS. The itemized budget shall contain a list of approved services, a reimbursable rate for those services, and a maximum number of times that service can be reimbursed during the funding period (some services that occur on a monthly basis at a standard monthly, on-going rate may occur every month of funding period, whereas others may occur less frequently as stipulated in an approved budget). Payments shall be made upon satisfactory documentation of service as approved by the ODMHSAS.
- • Itemized Reimbursable Items: Itemized reimbursable items refers to items which can be reimbursed to the contractor (e.g. – training and travel) that shall be reimbursed according to amounts contained an approved budget in a format prescribed by the ODMHSAS. The itemized budget shall contain a list of approved items, a reimbursable rate for those items, and a maximum number of times for which that service can be reimbursed during the funding period. Training and travel must be approved prior to attendance. Payments shall be made upon satisfactory documentation of service as approved by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • A properly completed invoice must be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of completion of Work Requirement Milestones and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Oklahoma Multi-Site Family Treatment Court Model Standards (OKMMS) – Evaluation (UConn)
INTRODUCTION:
- • Contractor shall provide evaluation related to the Oklahoma Multi-Site Family Drug Court Model Standards (OKMSS).
DEFINITIONS:
- • Evaluation - Activities centered on developing and assessing participating deprived dockets (four Family Treatment Courts (FTC) and up to twelve comparison courts) annually using the Model Standards Implementation Scale (MSIS). Clients in counties with participating dockets will be interviewed within 60 days of adjudication to determine Substance Use Disorder (SUD) severity and risk, need, and responsivity factors known to influence child welfare and substance use outcomes. Propensity score matching will generate the most rigorous comparison group to-date. MSIS Scores will be linked with FTC and matched comparison participants to track effect of various FTC practices.
- • Project - Those activities taking place as part of the Oklahoma Multi-Site Family Drug Court Model Standards (OKMSS)
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the OKMSS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) develop an instrument to measure Family Treatment Court (FTC) Model Standards implementation, (2) test the association between Model Standards implementation and FTC outcomes, (3) clarify the FTC target population, and (4) analyze cost effectiveness of Model Standard implementation.
- • Manage the evaluation process for this project and serve as the Principle Investigator (PI), with help from her research assistant (RA). Given the aims of this project, several critical activities must occur before human subjects’ research or any data collection involving research participants is initiated.
- • Pilot-test initial model standards measures. Testing the measure will entail collecting relevant documents from each court (FTC and traditional deprived) and conducting on-site observation and interviews with court and treatment professionals. Site visits will occur as early as is feasible given scheduling limitations imposed by social distancing and stay-at-home measures.
- • Parent participants will be recruited following IRB approval. Participation will occur online or with the assistance of ODMHSAS field data liaison beginning after IRB approval through January 1, 2023.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Make any changes to the above research activities in the event of lower than expected enrollment numbers and/or other unforeseen events.
- • Monitor all data collection activities in REDCap.
- • Expected deliverables are (a) practice-friendly measurement tools for assessing Model Standards fidelity, (b) empirical evidence of Model Standards effectiveness and FTC target population, and (c) robust cost analysis.
- • Administrative data entry activities will take place at ODMHSAS by ODMHSAS personnel, and data will be transferred to the evaluator at the UConn via secure transfer.
- • Contractor shall utilize data from the State of Oklahoma child welfare administrative database to access information on permanency outcomes, and the state criminal activities database will be used to access information on criminal involvement status.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2020.
Oklahoma Primary Healthcare Improvement Collaborative (OPHIC)
INTRODUCTION:
- • Contractor shall provide the necessary resources to integrate primary care and behavioral health, develop and coordinate primary care quality improvement methods, and deploy and supervise academic detailers and practice facilitators who will work with select primary care providers. The purpose of the services is to create, disseminate and implement evidence-based guidelines and best practices for:
- • Screening, Brief Intervention, and Referral to Treatment (SBIRT OK) for adults in Oklahoma primary care practices.
- • Adolescent Screening, Brief Intervention, and Referral to Treatment in Oklahoma (SBIRT AOK) primary care pediatric and family practices for individuals age 12-18 years.
- • Do No Harm pain management and safe opioid prescribing for adults in Oklahoma primary care practices.
- • The integration of Zero Suicide practices in primary care settings.
WORK REQUIREMENTS:
- • Contractor shall:
- • Develop and submit to the ODMHSAS a plan to recruit and enroll practices to participate in each project based on readiness and need (risk); the ODMHSAS shall approve the number of practices to be enrolled and served during the project period.
- • Define best practices and develop project materials based on evidence-based behavioral health clinical guidelines.
- • Deploy academic detailing, practice facilitation, dashboard monitoring, and other supports to implement guidelines and evaluate defined process and outcome measures.
- • Submit a two-year plan that includes project evaluation, collection of key measures and budget.
- • Develop and widely promote/disseminate educational events for primary care providers.
- • Provide ongoing consultation and technical assistance to the practice sites.
- • Monitor patient outcomes, resource coordination, and use of best practices.
- • Collect and monitor data on ODMHSAS approved project performance measures.
- • Assess sustained performance of practice after program end.
- • Advocate for community health initiatives and research assistance.
- • Collaborate with Oklahoma Department of Mental Health and Substance Abuse Services staff and other stakeholders on developing local agreements where needed.
- • Integrate, to the extent possible, Zero Suicide practices in SBIRT OK, SBIRT AOK and Do No Harm sites; examples include CALM training, Safety Planning, Means Safety, Suicide Care Pathways, and 12 month Caring Contacts.
- • For SBIRT OK, provide SBIRT services and GPRA (Government Performance and Results Modernization Act of 2010) documentation for a minimum of 9,600 total patients by September 30, 2021 to meet required SAMHSA service goal targets.
- • Coordinate with the ODMHSAS, a semi-annual review and revision, as necessary, of the Do No Harm continuing medical education course for consistency with current evidence-informed practices in pain and opioid management.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report quarterly on contract activities and submit to the Department no later than October 15th, January 15th, April 15th, and July 31st. The July 31st report shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges. Contractor shall respond to request for additional report requirements.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department monthly. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration shall not exceed 6% of the total contract amount.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
Oklahoma Primary Healthcare Improvement Collaborative (OPHIC) - Revised
INTRODUCTION:
- • Contractor shall provide the necessary resources to integrate primary care and behavioral health, develop and coordinate primary care quality improvement methods, and deploy and supervise academic detailers and practice facilitators who will work with select primary care providers. The purpose of the services is to create, disseminate and implement evidence-based guidelines and best practices for:
- • Screening, Brief Intervention, and Referral to Treatment (SBIRT OK) for adults in Oklahoma primary care practices.
- • Adolescent Screening, Brief Intervention, and Referral to Treatment in Oklahoma (SBIRT AOK) primary care pediatric and family practices for individuals age 12-17 years.
- • Do No Harm pain management and safe opioid prescribing for adults in Oklahoma primary care practices.
- • The integration of Zero Suicide practices in primary care settings.
WORK REQUIREMENTS:
- • Contractor shall:
- • Develop and submit to the ODMHSAS a plan to recruit and enroll practices to participate in each project based on readiness and need (risk); the ODMHSAS shall approve the number of practices to be enrolled and served during the project period.
- • Define best practices and develop project materials based on evidence-based behavioral health clinical guidelines.
- • Deploy academic detailing, practice facilitation, dashboard monitoring, and other supports to implement guidelines and evaluate defined process and outcome measures.
- • Submit a two-year plan that includes project evaluation, collection of key measures and budget.
- • Develop and widely promote/disseminate educational events for primary care providers.
- • Provide ongoing consultation and technical assistance to the practice sites.
- • Monitor patient outcomes, resource coordination, and use of best practices.
- • Collect and monitor data on ODMHSAS approved project performance measures.
- • Assess sustained performance of practice after program end.
- • Advocate for community health initiatives and research assistance.
- • Collaborate with Oklahoma Department of Mental Health and Substance Abuse Services staff and other stakeholders on developing local agreements where needed.
- • Integrate, to the extent possible, Zero Suicide practices in SBIRT OK, SBIRT AOK and Do No Harm sites; examples include Harm Reduction distribution, CALM training, Safety Planning, Means Safety, Suicide Care Pathways, and 12 month Caring Contacts.
- • For SBIRT OK, provide SBIRT services and GPRA (Government Performance and Results Modernization Act of 2010) documentation for a minimum of 9,600 total patients to meet required SAMHSA service goal targets.
- • Coordinate with the ODMHSAS, a semi-annual review and revision, as necessary, of the Do No Harm continuing medical education course for consistency with current evidence-informed practices in pain and opioid management.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report quarterly on contract activities and submit to the Department no later than October 15th, January 15th, April 15th, and July 31st. The July 31st report shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges. Contractor shall respond to request for additional report requirements.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
COMPENSATION:
- • Contractor shall be reimbursed for services according to procedures determined by the Department, pursuant to a Department-approved project budget. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • For SBIRT-OK and Do No Harm budgets, compensation is on a 1/3rd reimbursement basis from July through September and monthly reimbursement will not exceed 1/3rd of the total budget amount for that time period. For SBIRT-OK and Do No Harm budgets, compensation is on a 1/9th reimbursement basis from October through June and monthly reimbursement will not exceed 1/9th of the total budget amount for that time period. For SBIRT- AOK and Zero Suicide budgets, compensation is on a 1/12th reimbursement basis from July through June and monthly reimbursement will not exceed 1/12th of the total budget amount.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • A properly completed invoice must be submitted within thirty (30) days of the end of the month in which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoice icon. Contractor shall upload backup documentation of a completed and signed invoice (e.g. PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation for all expenditures for review during annual site visits and upon request from the Department. Contractor shall maintain required records and such supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are currently negotiated at 26%. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request may be submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
OPPW – Celebrating Families (CF) (NACoA)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide a training(s) on the Celebrating Families (CF) program including the CF additional training specific to the 0-3 age group and train the trainer training for those who meet criteria to train staff at their agency.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as “ODMHSAS”.
- • Contractor - National Association for Children of Alcoholics (NACoA)
- • Celebrating Families (CF) - curriculum is an evidence based cognitive behavioral, support group model written for families in which one or both parents have a serious problem with alcohol or other drugs and in which there is a high risk for domestic violence, child abuse, or neglect. Celebrating Families! works with every member of the family, from ages birth through adult, to strengthen recovery from alcohol and/or other drugs, break the cycle of addiction and increase successful family reunification.
WORK REQUIREMENTS:
- • Contractor shall provide a number determined by ODMHSAS for CF facilitator trainings for up to twenty-four (24) participants each. Trainings provided will include CF group leader trainings, CF ages 0-3 supplement trainings, and CF train the trainer training for staff that have met criteria to become trainers for their facility - when applicable.
- • Contractor shall provide CF Zoom links if applicable, training checklist, agenda, PowerPoint presentations, related handouts, and evaluation forms to ODMHSAS at least two weeks prior to the training.
- • Contractor shall provide training materials from materials supplied electronically, as well as worksheets, designated by trainers, for activity practice sessions for the training to ODMHSAS at least two weeks prior to the training.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • ODMHSAS will provide a report regarding training outcomes including, but not limited to, number of participants, and evaluation outcomes.
OPPW – Enhanced Services in Residential Treatment
- Oklahoma Pregnant and Postpartum Women (OPPW) – Enhanced Service In Residential Treatment
INTRODUCTION:
- • Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will work to expand comprehensive treatment, prevention and recovery support services for women, their children, and other involved family members through the Oklahoma Program for Pregnant and Postpartum Women (OPPW) project for enhanced services in residential treatment. ODMHSAS OPPW project staff will work with the Contractor and local partners to achieve the following goals: (1) expand the available evidenced based practices and services available to the women, children, and involved caregivers through a comprehensive, trauma-informed approach that is both individualized and family centered; (2) implement family focused programming to reduce the impact of substance use on infants and children and improve parenting skills, family functioning and the overall quality of life, and (3) utilize a coordinated wraparound recovery support approach to best identify and meet the presenting mental and physical health needs of pregnant and postpartum women, their children, and involved family members.
DEFINITIONS:
- • ASAM – American Society of Addiction Medicine
- • SAMHSA - Substance Abuse and Mental Health Services Administration
- • PRSS – Peer Recovery Support Specialist
- • GPRA – the Government Performance and Results Act
- • OPPW - Oklahoma Pregnant and Postpartum Women Project
- • SHARE – Sharing Hope and Resilience Everyday
- • SPARS - SAMHSA’s Performance Accountability and Reporting System
- • FCP - Family Care Plan
WORK REQUIREMENTS:
- • Contractor shall:
- • Maintain grant required staffing to coordinate treatment enhancements as follows:
- • 1.0 FTE Children’s Coordinator to coordinate daily activities of the Children’s program; collaborates with team members; develops training plan for children’s staff to receive necessary training; plays active role in Celebrating Families Program.
- • 1.0 FTE Women’s Coordinator to coordinate daily activities of the women’s program; collaborates with team members; oversees the delivery of the WBP enhancements and program components specific to women and supportive adults.
- • 1.0 FTE Peer Support Specialist to provide the peer supports proven to enhance treatment outcomes.
- • Ensure that grant designated staff complete the following trainings, within grant required timeframes. Contractors shall maintain records of training sign-in sheets and staff certificates of training completion. Training content shall include, but not be limited to (any additional training will be determined between the ODMHSAS and Contractor):
- • SPARS and GPRA training
- • Cognitive Processing Therapy (CPT)
- • SHARE trauma trainings
- • Community Reinforcement Approach (CRA)
- • Celebrating Families Program (CFP)
- • Circle of Security (COS)
- • Seeking Safety (SS)
- • Ensure that the following screening and assessments instruments are administered at intake:
- • The Child and Adolescent Trauma Screener (CATS) for children ages 3-17;
- • The Post Traumatic Stress Disorder Checklist for the DSM-5 (PLC-5) for adults age eighteen and older;
- • The Edinburgh Postnatal Depression Scale (EPDS) for mothers at six weeks post-partum and as clinically indicated;
- • The ASAM Patient Placement Criteria;
- • Addiction Severity Index (ASI); and
- • The Clinical Institute Withdrawal Assessment;
- • Fetal Alcohol Screening.
- • Ensure the following treatment outcomes:
- • A minimum (determined by ODMHSAS) of women and their children are served;
- • A Celebrating Families Program (CFP) is conducted for families to increase parenting skills and family inclusion. The minimum of families participating annually will be determined by ODMHSAS;
- • Circle of Security groups are provided for pregnant and postpartum women to strengthen and support the parent- child relationship;
- • Seeking Safety groups are conducted for women with a history of trauma;
- • Improved family functioning and wellbeing utilizing measurement determined by the ODMHSAS; and
- • Improved mother-child relationship/attachment utilizing measurement determined by the ODMHSAS.
- • Community Reinforcement Approach (CRA) is utilized in treatment services to maintain recovery and strengthen bond to sustain the family.
- • Increase the coordination and integration of services and systems of care for mothers and families served
- • Increase utilization of the wraparound model;
- • Increase the number of fathers or other family supports participating in family services by 10%;
- • Increase access to family team meetings through technology; and
- • Partner with other grant initiatives focused on infant/early childhood.
- • Increase number of PRSS on staff.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • FCP shall be offered to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Successfully collect and report GPRA measurements in increments of intake, discharge, and 6 month follow up.
- • Establish a GPRA plan that details steps taken from intake to 6 month follow up and send to project director.
- • Utilize GPRA tracking log and locator form and place in client’s file.
- • Participate in all meetings, calls, trainings, and webinars as required by ODMHSAS and SAMHSA.
- • Accomplish all goals, objectives and milestones set forth in the federally awarded grant application supplied to them by the ODMHSAS.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to this Statement of Work. This report should be submitted electronically utilizing online report by the 15th of the month. The information to be included, and the format of the report, shall be determined by the ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Any one-time expenditure over $500 must be pre-approved by the ODMHSAS prior to the expenditure.
- • Contractor may move up to 10% of the budget without prior approval from the ODMHSAS.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one- sixth (1/6) of the contracted amount.
OPPW – Training & Consultation (Circle of Security)
INTRODUCTION:
- • Contractor shall provide Circle of Security® Parenting© Facilitator Training for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the agencies that participate in the Oklahoma Pregnant & Postpartum Women (OPPW) grant and to focus on supporting the relationship needs of families with infants and young children.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS.
- • Contractor – Cooper, Hoffman, and Powell LLC dba Circle of Security International
- • Oklahoma Pregnant & Postpartum Women (OPPW) Grant awarded to the Department by the Substance Abuse and Mental Health Services Administration (SAMHSA).
- • Project Director (PD) for the OPPW Grant will serve as the primary point of contact between the Contractor and the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall provide Parenting Facilitator Training.
- • Contractor shall provide a registration code for ODMHSAS to register their attendees on the COSI web page.
- • Contractor shall organize delivery of DVDs, facilitators’ manuals, parent handout templates, workshop handouts, certificates of completion and information for CEUs.
- • Contractor shall reimburse the Department for costs incurred. The items for reimbursement to the agency are; administrative costs, postage and associated operating expenses.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
Outpatient Outreach and Engagement (MHAO)
INTRODUCTION:
- • This contract is to provide resources necessary to improve outpatient engagement, as outlined in the SAMHSA’s and NASMHPD’s new Transformation Transfer Initiative for “Incentives for Improving Outpatient Engagement” grant.
- • The grant goals are: 1) add an incentives program to the outreach and engagement efforts that have been underway over the past few years. The ODMHSAS and partners have been working to improve outreach, and to increase the capacity and capability to engage the most vulnerable persons who are not currently receiving outpatient services on any kind of consistent basis; 2) strengthen the current outreach efforts through additional staff, training and partnerships; and 3) test new approaches to one of the biggest issues for people with SMI in accessing treatment – which is lack of transportation.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to improve outpatient engagement.
- • Contractor shall fund a full-time outreach position that is dedicated to this project. This position shall:
- • Be the central spoke of the wheel of outreach activities conducted by all involved outpatient partners: Hope Community Services, Red Rock Behavioral Health Services, NorthCare, and Catalyst.
- • Conduct searches for persons who are difficult to reach and assist to create or restore connections to one of the four outpatient provider agencies.
- • Troubleshoot with all partners concerning the persons who are the most difficult to locate and engage.
- • Contractor shall provide incentives to persons with serious mental illness (SMI) leaving higher levels of care, or at great risk of going into higher levels of care, to engage in treatment and attend appointments. Depending on the level of voucher, as defined by the ODMHSAS, the person will be able to choose from a variety of items available at each level, beginning with very small items such as bus passes and gloves for winter, and progressing to gift cards up to $15.00. The monetary value of items received will be capped to ensure the person does not receive more than $75.00 per year.
- • Contractor shall ensure that designated project staff participate in all ODMHSAS required training, including but not limited to, Motivational Interviewing (MI) and in effective street outreach.
- • Contractor shall provide all data required for grant reporting.
PERFORMANCE MONITORING:
- • Contractor shall provide a written monthly report to ODMHSAS that documents provision of services described in 2.0 above.
Outreach & Community Support – Trauma
INTRODUCTION:
- • This contract is to provide necessary ancillary services in support of implementing and providing direct trauma informed and trauma specific services to include outreach and community support to those affected by trauma.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a one-twelfth (1/12) basis.
- • Community response, outreach, and support to trauma affected communities include, but are not limited to:
- • Provision of community awareness such as participating in and/or facilitating community-wide substance abuse and mental health awareness, prevention, and recovery events.
- • Basic Supportive or Educational Contact: General support and information on resources and services available to trauma survivors.
- • Group Crisis Counseling: Group sessions led by trained crisis counselors who offer skills to help group members cope with their situations and reactions.
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available trauma related resources.
- • Community Networking and Support: Relationship building with community resource organizations, faith- based groups, and local agencies.
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional trauma relief services or mental health or substance abuse treatment.
- • Development and Distribution of Educational Materials: Flyers, brochures, tip-sheets, educational materials, and website information development and distribution.
Overdose Education and Naloxone Distribution (OEND) – CHIP (AgeLimitof19)
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals age 19 and younger at risk for opioid overdose or those older than age 19 who attest to direct contact with young people at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. OEND services shall only be provided to those ages 19 and under at risk for opioid overdose or those older than age 19 who attest to direct contact with youth under age 19 at risk for opioid overdose. Contractor is responsible for providing OEND services in accordance with Department issued guidelines.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Overdose Education and Naloxone Distribution (OEND) – First Responder (Tulsa PD)
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals at risk for opioid overdose.
- • Contractor shall furnish the necessary resources to provide consultation and training for staff who will implement OEND services.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose; and distribution of print materials and naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services. OEND services shall be provided to persons at risk for opioid overdose or who attest to direct contact with people at risk for opioid overdose.
- • Training for staff including: description of the opioid problem, overdose reversal medication, and project implementation.
- • Complete and submit OEND reporting forms as prescribed by the Department.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall submit a report upon completion of training of 10 divisions of Tulsa Police Department (TPD) including sign-in sheets.
- • Contractor shall submit OEND services report form within 24 hours of OEND service.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at:
- • $25,000 upon submission of report of completion of training for 10 divisions of TPD.
- • $50 per OEND encounter, which shall include overdose prevention education, naloxone distribution, and submission of contact form through an online data system maintained by ODMHSAS.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $50 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, distribution of naloxone medication, and project coordination expenses.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Overdose Education and Naloxone Distribution (OEND) – LE Training
INTRODUCTION:
- • Contractor shall provide training for law enforcement agencies to carry and administer naloxone.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose; and distribution of print materials and naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Training for law enforcement agencies including: description of the opioid problem, overdose reversal medication, and naloxone administration.
- • Shall conduct five (5) training sessions.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall submit a report upon completion of all five training sessions; including sign-in sheets.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon submission of report of completion of all five training sessions.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Overdose Education and Naloxone Distribution (OEND) – PDO
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals age 20 and older at risk for opioid overdose or who attest to direct contact with people at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. OEND services shall only be provided to those ages 20 and older at risk for opioid overdose or who attest to direct contact people at risk for opioid overdose. Contractor is responsible for providing OEND services in accordance with Department issued guidelines. OEND services shall be provided by clinical or medical staff.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall send 2 staff members from each location dispensing naloxone to attend all mandatory ODMHSAS trainings. There will be a minimum of two trainings.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Travel/Per Diem: Travel and per diem expenses for project staff to attend required training during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Overdose Education and Naloxone Distribution (OEND) – SOS
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. Contractor is responsible for providing OEND services in accordance with Department issued guidelines.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Oxford House Loan Management
INTRODUCTION:
- • This contract is to provide oversight responsibility for the State Loan Fund for new Oxford Houses in Oklahoma.
DEFINITIONS:
- • State Loan Fund – State funds designated to be used as loans to assist in the establishment of new Oxford Houses.
WORK REQUIREMENTS:
- • Contractor shall provide all resources necessary to manage the State Loan Fund.
- • Management will include, but is not limited to:
- • Management and collections related to existing loans.
- • Processing applications, and issuing funds for new loans.
- • Contractor shall manage collection of all funds that are out in loans. This includes the collection of 6% simple interest which is a requirement for all loans. Interest shall be computed on a monthly compounding basis:
- • Basic formula: SIMPLE INTEREST equals PRINCIPAL times RATE times TIME.
- • To compute actual payments: INTEREST equals PRINCIPAL times RATE times TIME (in years) divided by NUMBER OF PAYMENTS.
- • For Oxford House managed loans, this would mean: INTEREST equals $4,000.00 times 6% times 2 (years) divided by 24 (monthly payments).
- • Principal amounts collected will go back into the State Revolving Loan Fund t0 be used for new loans. The collected interest shall be paid quarterly to the Department.
- • Contractor will follow all guidelines outlines in the Department’s Guidelines for Management of the State Loan Fund.
- • Contractor will return all State Loan Funds to ODMHSAS, along with all State Loan Fund related records and documentation, in the event this contract ends.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall report State Loan Fund activities on a monthly basis. This report should include, but is not limited to, total dollar amount in the State Loan Fund available for new loans; total number of loans out; name of houses that received loans, the loan amount, and loan status (i.e. new loan, payments made in full, partial payment, or missed payment); and total amount collected on existing loans for the month. This report shall be submitted to the Oxford House Liaison at: suzanne.williams@odmhsas.org.
COMPENSATION:
- • Contractor shall be paid a management fee for loan management services according to the following table, payable quarterly to Contractor following the quarterly transfer of interest to the Department collected by Contractor on open loans, and calculated each quarter as 25% of a yearly rate as represented in the following table:
- • If $90,000.00 or more of the fund is out in active loans = $5,400.00 yearly paid as $1,350.00 fee for quarter.
- • If $70,000.00 but less than $90,000.00 of the fund is out in active loans = $4,200.00 yearly fee paid as $1,050.00 fee for quarter.
- • If $50,000.00 but less than $70,000.00 of the fund is out in active loans = $3,000.00 yearly fee paid as $750.00 fee for quarter.
- • If $30,000.00 but less than $50,000.00 of the fund is out in active loans= $1,800.00 yearly fee paid as $450.00 fee for quarter.
- • If $10,000.00 but less than $30,000.00 of the fund is out in active loans=$600.00 yearly fee paid as $150.00 fee for quarter.
- • If less than $10,000.00 of the fund is out in active loans ODMHSAS will not reimburse for the service.
- • For example, if 90% of the fund is out in active loans for the entire year, Contractor will be paid $1,350.00 at the end of each quarter for a total yearly fee of $5,400.00. Calculation of “funds out in active loans” shall be the average of the daily balance of funds out on loan during the quarter for which each calculation is made.
- • The parameters of the management fee compensation table as well as the interest rate charged for loans shall be revisited before renewal of the contract and apply only to work performed during this contract period.
Oxford House TA
INTRODUCTION:
- • Contractor shall provide consultation services to establish, expand, and oversee the effective organization of the network of Oxford Houses located in Oklahoma.
DEFINITIONS:
- • OUD – Opioid Use Disorder as determined utilizing the diagnostic criteria from the DSM 5
- • MAR – Medication Assisted Recovery
WORK REQUIREMENTS:
- • Contractor shall provide ODMHSAS with all necessary services to maintain and strengthen existing Oxford Houses statewide; existing Oxford House chapters; the state association for Oxford House; and establish additional Oxford Houses in Oklahoma, as feasible. This is to be accomplished without compromising standards and quality of existing houses, with the intent of providing safe, affordable housing to consumers who are in recovery from substance use disorders. Contractor acknowledges that its role is “hands- on” and that ODMHSAS is wholly reliant on its knowledge and experience in setting up Oxford Houses. Contractor shall provide the foregoing services in part through full-time outreach persons who shall temporarily reside in Oklahoma to carry out the project.
- • Contractor shall create and maintain linkages with ODMHSAS, health care providers, substance use disorder and criminal justice treatment programs, and others in Oklahoma to facilitate referrals for housing requests and to maximize a cooperative approach to services for at-risk populations.
- • Contractor shall maintain a communication link for any individual or group of individuals needing information about the Oklahoma network of Oxford Houses including the availability of a toll-free number for residents residing in Oxford Houses.
- • Contractor shall advise ODMHSAS on compliance with any applicable federal laws and regulations including housing laws that prohibit discrimination against recovery persons or preempt local zoning laws.
- • Contractor shall produce and coordinate technical assistance workshops for Oxford House residents to educate the residents on the Oxford House concept and system of operations.
- • Contractor shall maintain the organization of established Oklahoma Oxford Houses into regional “chapters” and the state association in order to promote house support.
- • Contractor shall provide consultation and technical assistance services on an “as needed” basis to assure compliance with Oxford House guidelines and standards.
- • Contractor shall provide onsite technical assistance to ODMHSAS to establish new Oxford recovery houses including:
- • Recruiting and selecting appropriate recovery house members;
- • Locating suitable houses for rent;
- • Submitting completed loan applications;
- • Monitoring loan commitments and repayment plans;
- • Establishing and enforcing house rules;
- • Establishing and maintenance of a house budget;
- • Developing methods of networking within the local recovery community groups, including Alcohol Anonymous and Narcotics Anonymous;
- • Developing interconnection with Oxford House World Services to provide ongoing technical assistance to keep established Oxford Houses on track; and
- • All outreach workers will focus efforts on the development of Oxford Houses throughout Oklahoma with an emphasis on the Metro Tulsa and Oklahoma City areas willing to incorporate residents utilizing MAR to recover from OUDs into the house.
- • Contractor shall ensure a minimum of 50% of the houses statewide willing to accept residents utilizing MAR to recover from OUDs will be created, with an emphasis on Tulsa and Oklahoma City. The Contractor shall expand the number of houses accepting MAR patients as much as possible.
- • While the focus of these workers will be MAR for OUDs, they shall not be restricted to working only with this population as they shall be responsible to work with all Oxford Houses and Oxford House residents within the areas of their responsibility.
- • The Senior Outreach worker shall coordinate all training and implementation of MAR issues.
- • Contractor shall assess the progress and effectiveness made toward fulfilling the Contract, and provide the findings in an annual report submitted to ODMHSAS no later than July 15, 2021.
- • Contractor shall meet the following timelines for deliverables:
- • A narrative report shall be created and submitted to the Oxford House Liaison by the last day of each month;
- • Regularly-scheduled meetings shall be held with the outreach workers and Oxford HouseLiaison
- • Any significant problems involving Oxford Houses in Oklahoma shall be reported to ODMHSAS personnel within 10 days of identification. Resolution to the problem shall also be reported;
- • The outreach workers shall obtain a federal employer identification number (FEIN) each new house to enable the house to open a checking account prior to submitting the loan application, unless an FEIN has already been obtained;
- • The outreach workers shall open a checking account for the new house, recruit residents for the house, teach them the Oxford House System of Operations, and assist them in getting utilities operational and furnishings for the house within 10 days of opening the new house;
- • All loan payments are due no later than the 10th of each month; and
- • Nothing in this section shall restrict the establishment of additional Oxford Houses in Oklahoma, if it is feasible, without impairing successful completion of the objectives outlined in this Contract Statement of Work.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Outreach workers, under the oversight of the Contractor, shall:
- • Obtain housing by:
- • Recognizing the characteristics of a suitable house to lease;
- • Assisting with the execution a legal lease between the landlord and the group or entity that is made up of ever-changing residents; and
- • Answering zoning questions – in a general way – backed up by the expertise of the central service office in Silver Springs, Maryland.
- • Obtain a charter from Oxford House, Inc. (OHI) by:
- • Helping newly-recovering individuals fill out the charter application form and submit it to OHI to get a “conditional” charter that is valid for up to 6 months; and
- • Helping the new group fulfill the requirements of the “conditional” charter so the group can be granted a “permanent” charter.
- • Obtain a FEIN by:
- • Processing the paperwork to obtain a FEIN and help the group to establish a checking account in the name of the individual Oxford House.
- • Recruit initial residents for the new house by:
- • Working with treatment providers, drug courts, and the recovery community to explain the value of Oxford House living to obtain referrals; and
- • Convincing newly-recovering individuals that living in an Oxford House provides the time, peer support, and living environment to gain comfortable sobriety without relapse.
- • Teach new residents of Oxford House the standard system of operations by:
- • Teaching the need for a weekly business meeting and the procedures to follow;
- • Helping elect the five essential officers needed to operate each house and teaching each person the duties of each officeholder;
- • Helping the residents obtain household furnishings needed for the house (“from beds to brooms”); and
- • “Storytelling” to infuse the group with the belief and culture of Oxford House and its role in promoting recovery without relapse.
- • Reach other recovering individuals by:
- • Teaching how to make presentations to providers to get new recruits;
- • Promoting the expansion within an area to meet the needs of newly-recovering individuals and to organize a mutually- supportive chapter; and
- • Instilling the habit of attending 12-step meetings and encouraging frequent contact between residents and Oxford House World Services to resolve house issues, promote expansion, and to become an active participant in ongoing expansion.
- • Costs related to implementation of contract activities shall be provided and covered by Contractor as follows:
- • A full-time outreach supervisor and four full-time outreach workers.
- • Fringe benefits for a full-time Oxford House employee which includes FICA, Medicare, health insurance, vacation, and insurance –FUTA, Workers’ Compensation, etc.
- • Mileage shall be computed at 58¢ per mile. Each outreach worker shall have a car to get to the site, visit providers, attend 12-step meetings, and to find recruits, household furnishings, etc.
- • Contractor’s central office personnel will supplement the promotion of Oxford Houses in the area to resolve any unanticipated problems (includes one roundtrip airfare to provide a site visit).
- • Lodging included under travel shall include overnight lodging at a hotel for the outreach workers prior to finding a house. Once a house is found, the outreach workers live in the house and pay an equal weekly share of household expenses (estimated to be $100.00-$125.00 a week, some of which can come out of personnel expense items).
- • Telephone costs shall include a cellular telephone for the outreach worker and a toll-free number which permits house residents to directly contact Oxford House World Services to resolve procedures and issues affecting the house. Internet services will be provided.
- • Postage and delivery costs of start-up kit and regular mailings.
- • Printing and copying costs shall include preparation of promotional and basic materials and copies made by outreach workers to share forms, articles, etc. with house members to teach the culture and system of operations.
- • Office supplies shall include start-up kits, operational forms, manuals, etc.
- • Computer service shall be provided to help connect local house to www.oxfordhouse.org and for outreach workers to utilize e-mail.
- • Up to ten percent of above costs includes cost of supervisory and service personnel in the central office directly working on the Oklahoma project. OHI also holds harmless any landlord who may incur a problem vis-à-vis zoning or insurance. Funding, not to exceed $10,000.00, has been identified for emergency use.
- • Contractor and any subcontractors shall have at the time the Contract is awarded and maintained the designated insurance coverage during the entire term of the contract:
- • Workers’ Compensation - statutory requirements and benefits;
- • Automobile liability - $500,000.00 - (by outreach workers of Contractor); and
- • Homeowner renting to Oxford House group shall maintain homeowner’s comprehensive coverage as though renting to a single family (See Wai v. Allstate Insurance Company, 75 F. Supp. 2d 1 (DDC 1999) for prohibition against discrimination to Oxford House groups under the ADA and FFHA).
- • Contractor shall provide assistance to Oxford recovery houses established in Oklahoma to apply for state recovery home start-up loans of $4,000.00, repayable in equal monthly installments over a 24-month period at 6% simple interest.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall report activities for the month through brief, written narrative reports that include the status of deliverables specified under the Statement of Work. The report shall be submitted to ODMHSAS, Attn: Oxford House Liaison and forwarded to Manager of Employment, Housing, and Homeless Initiatives at suzanne.williams@odmhsas.org.
- • All Oxford House budget information should be obtained from the ODMHSAS Oxford House Liaison.
- • Contractor shall report to the Oxford House Liaison quarterly meetings.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Oxford House Liaison.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
PACT
INTRODUCTION:
- • Contractor shall provide certified Programs of Assertive Community Treatment (PACT). At a minimum, Contractor shall furnish all necessary facilities, materials, resources, and qualified staff to provide PACT services in accordance with rules and regulations (OAC Chapter 55) established by Department and, unless superceded by such rules, in accordance with the basic terms and conditions of any prior award made pursuant to an Invitation to Bid.
DEFINITIONS:
- • PACT – A self-contained clinical program that assures the fixed point of responsibility for providing treatment, rehabilitation and support services to consumers with serious mental illnesses. The PACT team shall use an integrated service approach to merge clinical and rehabilitation staff expertise, such as psychiatric, substance abuse, employment, within one service delivery team, supervised by a qualified program director. Accordingly, there shall be a minimal referral of consumers to other program entities for treatment, rehabilitation, and support services. The PACT staff is responsible to ensure services are continuously available in natural settings for the consumer in a manner that is courteous, helpful and respectful.
WORK REQUIREMENTS:
- • Contractor shall follow the PACT model guidelines provided in the PACT Model of Community-Based Treatment for Persons with Severe and Persistent Mental Illnesses: A Manual for PACT Start-Up.
- • Contractor’s caseload shall not fall below 90% capacity for longer than two consecutive months.
- • Contractor shall screen, admit, and initiate services and discharges as prescribed by Department rules and regulations and, unless superseded by such rules, in accordance with the most current nationally accepted standards for PACT established by the National Alliance on Mental Illness (NAMI).
- • Contractor shall contact the referral source within 10 business days of receipt of a consumer referral for PACT services, and shall document all contacts.
- • Contractor shall provide written notification to the referral source within 15 business days, when a consumer does not meet PACT criteria. The written notification shall include the reason for the denial listed, and an explanation of what to do if they disagree with the decision.
- • Contractor shall schedule an initial screening, for consumers who appear to meet PACT criteria, within 20 business days of receipt of consumer referral for PACT services.
- • A member of the initial treatment team (ITT) within 24 hours of admission and the psychiatrist or advanced practice nurse (APN) shall see the consumer within 72 hours of admission.
- • Contractor shall maintain at least three (3) face-to-face contracts per week for consumers one month post admission. The team shall document any failed attempts.
- • Contractor shall attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Contractor shall make contact with the inpatient facility within 48 after being notified of a consumer’s admission.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all services provided by Contractor to each PACT consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Contractor shall report other information, as determined by Department, to support an ongoing evaluation of the program and services provided.
COMPENSATION:
- • Funds for PACT services shall be reimbursed upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Indirect costs shall not exceed 17.5% of the total budget.
- • Contractor is required to report any revenue (Medicaid and other third party) on the Department approved PACT budget worksheet.
Pay For Success – Rural Transitional Living Program
INTRODUCTION:
- • This project will serve Northeastern and Northcentral Oklahoma through an array of trauma-informed services that promote quality of life for consumers. GLMHC has offices in Craig, Delaware, Kay, Mayes, Noble, Nowata, Osage, Ottawa, Pawnee, Payne, Rogers, and Washington Counties. GLMHC to serve up to 100 people over 7 months in their 12-county service area through a scattered-site Supported Transitional Living Program (Supported TLP). The program will serve justice-involved (at any time previous) adults (18 years and older) assessed with moderate to high risk of recidivism and high risk of homelessness, with priority given to individuals released within the previous six months.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until GLMHC enters into a contract with Impact Accelerator/MetaFund for this Pay For Success project and emails a copy of said fully executed contract to suzanne.williams@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Impact Accelerator/MetaFund and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following metrics guideline:
- • Stable housing days:
- • Payment triggered upon achieving positive outcomes, defined as exiting to stable housing (could include permanent supported housing, independent living, or living with family); exiting to shelter or going AWOL will not receive success payments.
- • Success payment (per person) = $11.22/day multiplied by the number of days in Supported TLP at exit.
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Impact Accelerator/MetaFund per Contractors contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments.
Pay For Success – Transition Age Youth Supervised Transitional Living Program
INTRODUCTION:
- • This project will serve transition age youth ages 18-25 in the City of Oklahoma City through an array of trauma-informed services that promote quality of life for consumers. Sisu Youth Services will serve up to twelve transition age youth at a time with up to 24 uniquely identified transition age youth in the first twelve months. The program will serve the high-need population of transition age youth with mental health, substance abuse, or co-occurring who have slipped through the safety net system and are currently experiencing homelessness. Referrals will be from Oklahoma Department of Mental Health and Substance Abuse Services, Department of Human Services, Office of Juvenile Affairs, and Department of Corrections, coordinated entry through Continuum of Cares or emergency shelters.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until Sisu Youth Services enters into a contract with Impact Accelerator/MetaFund for this Pay For Success project and emails a copy of said fully executed contract to suzanne.williams@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Impact Accelerator/MetaFund and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following Metrix guideline:
- • Stable housing days:
- • Payment triggered upon a participant exiting to stable housing (e.g., next level of supported housing, independent living, family); an individual exiting to shelter or going AWOL will not qualify for success payments.
- • Success payment (per person) = $67/ day multiplied by the number of days in Supported TLP at exit.
- • Employment placement and retention:
- • Total possible payment: $6,050*
- • Initial job placement: $1,512.50.
- • Participant employed at 30 days post placement (does not have to be the same job): $1,512.50.
- • Participant employed at 60 days post placement (does not have to be the same job): $1,512.50.
- • Participant employed at 90 days post placement (does not have to be the same job): $1,512.50.
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Impact Accelerator/MetaFund per Contractor’s contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
- • Contractor shall become a Medicaid contractor by January 1, 2023 and ongoing project evaluations will support the efficacy of this continue work past year of one of implementation.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments.
PCAP - OK Parent Child Assistance Program Evaluation
INTRODUCTION:
- • University of Oklahoma (OU) in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), The evaluation of the Oklahoma Parent Child Assistance Program (PCAP) will involve a randomized control trial (RCT) of PCAP, an evidence-informed program operating in Washington State from the University of Washington. PCAP serves high-risk mothers who misuse alcohol/drugs during pregnancy and their families using a theory-based model (relational theory, stages of change, and harm reduction).
DEFINITIONS:
- • PCAP - Oklahoma Parent Child Assistance Program
- • RCT - Randomized control trial
- • OU - University of Oklahoma
- • CM - Case Managers
- • FCP - Family Care Plan
- • SAFER - Safely Advocating for Families Engaged in Recovery
- • IDTA - In depth technical assistance
WORK REQUIREMENTS:
- • Contractor shall:
- • Maintain required staffing to coordinate treatment as follows:
- • Case Managers to provide regular home visitation and help clients obtain treatment and stay in recovery.
- • Ensure the following treatment outcomes:
- • Enrollment of up to 50 women in their first year of PCAP in Year 2 of the project.
- • PCAP intervention activities are conducted by trained and supervised CM who each work with 16 families for 3 years, beginning during pregnancy and postpartum.
- • CM connect families with comprehensive services including health, housing, parenting, and vocational services.
- • Ensure pregnant women receive a FCP by:
- • Provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • FCP shall be offered to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Establishing a FCP that will meet the medical, substance use treatment, recover, and social support services needs of the pregnant and postpartum woman, her infant, other children, and family.
- • Increasing care coordination with primary care providers and create linkage with referral sources.
- • Improve connection and availability of supportive services.
- • Update the FCP with women and family as needs evolve.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one- twelfth (1/12) of the contracted amount of $270,000.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org and grant project director.
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, Oklahoma 73106
Pediatric Mental Health Care Access New Area Expansion (ARPA) (OSU-CHS: Department of Psychiatry & Behavioral Sciences)
INTRODUCTION:
- • The overarching goal of this project is to create a sustained statewide pediatric mental health teleconsultation program, inclusive of an infant and early childhood emphasis to enhance prevention. Oklahoma State University (OSU) will establish a statewide teleconsultation and mental health care program with regional mental health teams providing consultation and support to pediatric primary care providers. OSU under the oversite of ODMHSAS will ensure all goals, objectives, and activities outlined in the work plan are implemented.
- • Project Objectives
- • Increase access to behavioral healthcare by expanding the capacity of pediatric primary care providers to detect, assess, treat and refer children with behavioral health disorders.
- • Improve access to additional support services for children and their families, including rural and medically underserved populations.
- • Sustained statewide pediatric mental health teleconsultation program, inclusive of an infant and early childhood emphasis to enhance prevention.
WORK REQUIREMENTS:
- • OSU will provide the day-to-day management of project goals and objectives.
- • Conduct a needs assessment regarding behavioral health consultation in pediatric primary care.
- • Develop a web-based hub for clinical guidance and resource management, and
- • Establish an advisory committee.
- • Establish 4 regional CPAP teams – one each year for up to 4 regions, pilot year in Tulsa.
- • Develop and implement Teleconsultation services during years 2-5.
- • Develop and implement training, education and support for regional OKCPAP teams – starting year 2.
- • Conduct training and provide technical assistance to 4 regional pediatric primary care providers - Two trainings per team for start-up each year.
- • Host teleconferences or face to face training on MH identification, diagnosis, treatment and referral education and support on a quarterly schedule.
- • Conduct 1-2 specialty pediatric mental health trainings to address race, ethnicity and cultural diversity – twice yearly.
- • Establish peer support and learning collaborative as regional support networks with participating pediatric primary care providers – twice yearly.
- • Provide Screening and diagnostic resources/clinical guidelines for self -directed and real time learning - Ongoing access via internet starting in year 2.
- • Connect and collaborate with partners and providers through provider outreach.
- • Coordinate collaboration with key partners including Medicaid, HRSA, the OK SIM, and other state departments that serve infants, children and adolescents.
- • Project evaluation and result dissemination - quarterly reports as required by HRSA to meet all grant requirements.
- • Ongoing Communication with pediatric primary care, behavioral health providers and stakeholders to ensure project success.
- • Presentations at regional and national conferences on project activities and lessons learned.
- • General public communications about early childhood resources to support early access to needed services.
- • Full participation in HRSA recipient meetings and updates about novel successes and lessons learned.
- • Conduct ongoing assessment of gaps in clinical and geographic coverage.
- • Develop strategies to sustain, enhance and or expand the OKCPAP throughout the life of the federal grant to support continuation of project beyond end of federal funds.
Required Staff Positions:
- • Project Management (Key staff position).
- • Physician Advisor and Curriculum Development.
- • OSU will contract with Psychiatric Consultants to provide tele consultation for a total of 500 hours per year for each year of the grant.
- • OSU will hire a licensed mental health professional and a care coordinator at .75 FTEs each during Years 1 and 2 and 1 FTE each for the remaining three years to support implementation of the OKCPAP program.
Data Management & Evaluation:
- • OSU will provide data management and evaluation services. OSU will design a database for collecting and managing all data essential to the project’s performance, outcome, and impact measures, and demographic data such as age, race and ethnicity of infants, children and adolescents served. The database structure is to be determined but will likely be built-in REDCap (Research Electronic Data Capture), a secure web application for building and managing databases. Both Oklahoma State University and the University of Oklahoma consistently use REDCap, thus it is the preferred database system for this project. It offers a secure web connection, can be installed in a HIPAA-compliant environment, allows database access by users from multiple sites and institutions, and provides audit trails and a de-identified data export mechanism. REDCap also includes a powerful tool for building and managing online surveys. Upon receipt of data reports, the data team will conduct data quality checks and data cleaning, and work with partners to resolve any issues with the data before entering it into the database. The data team will ensure that internal deadlines allow time for data quality checks and cleaning before reports are due to HRSA.
Funding:
- • The total clinical contract for Year 1 is $372,323. This amount varies by year to accommodate an increase in clinical FTEs and the in-person meeting scheduled for years 1 and 3.
- • The total cost of the evaluation contract is $32,630 per year for the five years of the grant.
PERFORMANCE MONITORING:
- • Contractor will provide quarterly updates to ODMHSAS Project Director regarding grant requirements and progress toward project objectives.
- • Contractor will report on activities as outlined by HRSA to meet all grant obligations.
Prenatal Clinic (OUHSC)
- Prenatal Clinic for Women with Opioid and Other Substance Use Disorders at the University of Oklahoma Health Sciences Center
INTRODUCTION:
- • Contractor shall provide patient-centered, comprehensive pregnancy care for women with opioid and other substance use disorders, in a collaborative setting which also addresses their psychosocial needs.
DEFINITIONS:
- • MFM - Maternal-Fetal Medicine
- • APRN - Advanced Practice Registered Nurse
- • OUD - Opioid Use Disorder
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Coordinated team of clinicians led by a Maternal-Fetal Medicine (MFM) specialist (i.e. a physician who specializes in high-risk pregnancies) and including an Advanced Practice Registered Nurse (APRN), behavioral health providers, and social services providers, will work closely to care for patients with substance use disorders.
- • Patients will see a Licensed Clinical Social Worker and/or Case Manager during their initial clinic visit and periodically thereafter for coordination of resources as well as counseling.
- • Utilize peer counselors and group education sessions to provide support and information regarding the unique challenges of a pregnancy affected by substance use disorder, including MAT, pain management during and after labor, and neonatal abstinence syndrome.
- • Establish positive reinforcement by offering incentives such as baby supplies for patients who consistently attend their prenatal visits and ultrasound appointments.
- • Patients will have at least one postpartum visit; at which time we will establish a contraceptive method if desired.
- • Communicate with outside providers regarding the care plan for those patients receiving MAT from another provider.
- • Collect data for outcome monitoring and research purposes. We will prospectively collect information regarding maternal demographic characteristics; complications during pregnancy, labor, and postpartum; and neonatal outcomes.
- • Create a research database with the help of a data management specialist, and a statistician will provide expertise in statistical analysis.
- • Participate in the Substance Use Treatment and Access to Resources and Supports Regional Partnership Grant (STARS RPG), including:
- • Refer to and coordinate care with behavioral health providers outside of the prenatal clinic
- • Facilitate communication and collaboration with Social Work, Case Management, and Pediatrics teams regarding pregnant patients with substance use disorders and their neonates
- • Assist with data collection regarding maternal outcomes in women cared for in the prenatal clinic
- • Assist with recruitment of women from the prenatal clinic for a research study examining the Modified Attachment and Biobehavioral Catchup (mABC) model
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a monthly report of activities carried out pursuant to the Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
Postnatal Pediatric Follow-Up Clinic
INTRODUCTION:
- • The University of Oklahoma Health Sciences Center (OUHSC) will provide STAR clinic families the Postnatal Pediatric Follow-Up Clinic (PPFC). Families who have delivered their infants with the STAR clinic will have access to this enhanced extended postnatal medical and behavioral follow-up care. These services would include developing an embedded process for the medical team to screen and refer STAR program NAS infants and progressing to all infants impacted by substance use in our hospital, regardless of STAR participation. This new service would include developing an identification and referral process for providers, provider support, family information and materials, at least 1 follow up care appointment either face/face or virtual for parent and baby and psychosocial support and referrals. These services will not be a replacement for a primary care provider but needed supplemental care, psychosocial care, coordination & education for this population.
DEFINITIONS:
- • OUHSC - University of Oklahoma Health Sciences Center
- • PPFC - Postnatal Pediatric Follow-Up Clinic
- • STAR - Substance Use Treatment & Access to Resources
WORK REQUIREMENTS:
- • Contractor shall:
- • Serve a minimum of 50 infants and families a year throughout the next 5 years:.
- • Examine and assess either face/face or virtual visit infant for medical and developmental needs.
- • Provide learning tools and make referral/orders for additional medical and treatment needs for STAR infants.
- • Provide psychosocial and treatment assessment, coordination, and brief intervention therapy for STAR individuals or caregivers as needed.
- • Provide community referrals and resource coordination and collaborate with community partners .
- • Collaborate, develop and initiate an embedded process for medical providers to screen and refer STAR clinic infants and families to PPFC.
- • Collect and maintain data of follow up care for STAR infants and families.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a quarterly report inclusive of monthly activities carried out pursuant to this Statement of Work.
Problem Gambling Education, Training & Consultation (OAPCG)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to maintain a statewide consumer advocacy office affiliated with the National Council on Problem Gambling and provide needed information to persons with problem gambling issues and their families throughout Oklahoma. Contractor shall provide problem gambling education, training, and consultation to counselors, professionals, and the general public statewide.
DEFINITIONS:
- • IGCCB – International Gambling Counselor Certification Board
- • NCGC – National Certified Gambling Counselor
WORK REQUIREMENTS:
- • Training
- • Contractor shall assist ODMHSAS in developing and coordinating training and education opportunities for counselors and other professionals. Coordination shall include:
- • Dates of conferences, training events, and workshops;
- • Media releases, brochures, or other printed materials prior to production or dissemination;
- • Conference and trainings continuing education credits; and
- • Scholarships that meet ODMHSAS requirements including financial and other support.
- • Contractor shall conduct the following conferences, trainings, and workshops:
- • An annual statewide Gambling Services Conference;
- • A presentation at the Latino Community Action Agency;
- • A presentation targeting Oklahoma’s elder population;
- • A presentation at the ODMHSAS Annual Prevention and Recovery Conference; and
- • Twice per year present 30 hour course on Problem Gambling to meet ODMHSAS required training for providing services to problem gamblers.
- • Contractor shall provide gambling specific clinical consultation and clinical case supervision for those individuals who have completed the minimum requirements to provide gambling treatment services in the State of Oklahoma.
- • Clinical Case Supervision to be provided by an IGCCB, NCGC Certified Trainer.
- • Contractor shall keep a list in a data base of individuals in the state who meet the qualifications of the 30 hours of core training and the 10 hours of additional training to provide gambling treatment services. The contractor will also be the primary contact in the State of Oklahoma for individuals pursuing CEU hours for NCPG National Certification.
- • Advocacy
- • Contractor shall provide referral and advocacy services to persons with gambling-related disorders.
- • Contractor shall provide an Oklahoma office and telephone line with full-time coverage for individuals seeking advocacy-related information for problem gambling issues. General hours of operation will be 9:00am to 6:00pm Monday through Friday.
- • Contractor shall maintain and distribute up-to-date lists via the OAPCG website, information booths, community education and presentations, and the OAPCG resource library. These lists shall include, but not limited to:
- • ODMHSAS-certified and funded gambling treatment programs;
- • Native American behavioral health programs with trained gambling counselors;
- • Licensed Behavioral Health Practitioners in private practice who are Nationally Certified Gambling Counselors, as well as all Nationally Certified Gambling Counselors in Oklahoma, and those that meet the training requirements to provide services to Problem Gamblers in the State of Oklahoma;
- • Other gambling recovery resources, i.e., faith-based organizations, veterans’ services, and out-of-state, inpatient gambling treatment programs, etc.; and
- • Gamblers Anonymous, Gam-Anon, and other community-based self-help support groups, and meeting times and places statewide including contact information.
- • Contractor shall educate communities and advocate for the needs of persons with problem gambling their families, and promote priorities that are pro-recovery.
- • Helpline
- • Contractor shall fund and provide oversight of Oklahoma’s statewide problem gambling helpline, HeartLine, Inc., using the national helpline number (800) 522-4700.
- • Maintain a contract with HeartLine, Inc. to include $48,600.00 for problem gambling helpline services delivered by trained gambling counselors 24 hours a day, 7 days a week.
- • Contractor shall furnish and update HeartLine, Inc. with ODMHSAS- approved Oklahoma Helpline Referral List within 72 hours of written notice. This list will include ODMHSAS-certified and state-funded gambling treatment programs, Native American behavioral health providers with trained gambling counselors, and Licensed Behavioral Health Counselors in private practice who are Nationally Certified Gambling Counselors.
- • Contractor shall ensure all Oklahoma helpline callers shall, at a minimum, receive a documented referral to the nearest ODMHSAS- certified and state-funded gambling treatment program.
- • Contractor shall acquire, develop, assimilate and distribute support materials and information for help line callers who are requesting assistance with problem gambling, as appropriate.
- • Contractor shall assist in transforming the Helpline referral process to a “Warm Line” system that will do direct handoffs of those needing problem gambling services with those who are contracted providers of problem gambling services.
- • Website/Newsletter/Library
- • Contractor shall produce a quarterly newsletter, and maintain a listserv for distribution of quarterly newsletter and distribute, at a minimum to the following locations statewide:
- • ODMHSAS mental health and substance abuse providers;
- • Gaming entities including Oklahoma casinos, racetracks, and Lottery;
- • Drug Court Judges, coordinators, providers, and District Attorney’s Offices;
- • Office of Finance gaming regulatory authority staff;
- • Department of Corrections;
- • Bankruptcy trustees;
- • Credit counseling agencies and banks; and
- • Employee assistance programs.
- • Tradeshows
- • Contractor shall participate in trade shows and awareness activities that include, but are not limited to:
- • Booths at all ODMHSAS-sponsored conferences;
- • Booth at the Annual ODAPCA Conference; and
- • Booths at all conferences sponsored by any Oklahoma state agency and gambling association.
- • Technical Assistance/Outreach
- • Contractor shall participate as feasible in key statewide, regional and national stakeholder boards and commissions, including counselor licensure boards.
- • Contractor shall assist tribes with the facilitation of the statewide casino self-exclusion program.
- • Contractor shall establish a speaker’s bureau.
- • Contractor shall provide recommendations to ODMHSAS regarding gambling treatment services.
- • Contractor will work with ODMHSAS Director of Decision Support Services and Problem Gambling Field Services Coordinator, and Elite Research to compile and potentially disseminate findings of the Oklahoma Problem Gambling Prevalence Study.
- • General Conditions
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Contractor shall state it is funded in part by ODMHSAS in all applicable promotional information.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall provide monthly written reports of detailed activities carried out pursuant to this Statement of Work by the 10th of each month to the ODMHSAS Problem Gambling Field Services Coordinator. Contractor shall provide such additional details as ODMHSAS may require.
- • Report of Statement of Work requirements by type of work, including but not limited to:
- • Training;
- • Advocacy;
- • Helpline;
- • Website/Newsletter/Library
- • Trade-shows;
- • Technical Assistance; and
- • Outreach;
- • Contractor shall submit an annual conference, training, and educational plan with dates for all activities by August 1st of each year.
- • Contractor shall provide Helpline data each quarter and aggregate data at the end of the Fiscal Year.
- • Contractor shall provide a narrative of activity on the boards and commissions either directly or through minutes.
- • ODMHSAS shall provide support of contract activities through the following:
- • Continuing education units;
- • Registration support;
- • Mailing lists and mailing service;
- • Non-financial support or guidance for other identified needs;
- • Activity Report monitoring; and
- • Quarterly Meetings to review progress and plans (arranged between the Contractor and the Department).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor will complete an Annual Budget for review by the Department no later than August 1st. The Budget will be based on the overall organization, showing all funding sources and shall be categorized to correspond with Section 4 Work Requirements.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Problem Gambling Field Services Coordinator.
Recovery-Oriented Cognitive Therapy (CT-R) Training and Consultation (Brinen)
INTRODUCTION:
- • This Contract is to provide the necessary training services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT) with specific focus on Recovery Oriented Cognitive Therapy (CT-R).
WORK REQUIREMENTS:
- • Contractor shall provide a 3-day training focusing on CBT interventions for Serious Mental Illness and psychosis through the framework of the Recovery Oriented Cognitive Therapy (CT-R) model for Oklahoma community-based therapists who have already completed a 3-day foundational CBT training offered through the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS).
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor through training evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • On-site training will be reimbursed at an all-inclusive rate of $4,200.00 per day.
- • Virtual training an all-inclusive rate of $3,000.00 per day.
Residential – Medication/Flex
INTRODUCTION:
- • This contract is to provide funding for certain authorized expenditures pursuant to ODMHSAS approval, to include the purchase and provision of approved medications, appropriate to the level of certification, used in support of direct services in the treatment of consumers; lab work; and related flexible expenses in support of the recovery of consumers.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of appropriate treatment medications and related laboratory costs allowed by the Department for the Contractors level of certification.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the dispensing and or prescribing of medications, to include as needed: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate consumers.
- • Contractor shall not restrict the dispensing and/or prescribing of treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall provide education to all consumers on the medications available, providing opportunities for the consumer’s input into the determination in selecting the medical intervention.
- • Contractor shall allocate funding necessary to meet the needs of individuals that may prevent them from obtaining treatment services. Flexible funds are to be used to support community integration of persons (adults or children) leaving the residential level of care, or who are at risk of entering residential care, and are receiving case management and/or other recovery-oriented services including but not limited to: housing, emergent one-time needs that prevent the person from receiving treatment with a plan to address those needs for the future, and other needs that may be approved by the ODMHSAS.
- • Flexible funds should never be disbursed as cash to clients. Funds must be disbursed as direct reimbursement for goods or services, with receipts documenting the purpose of the expense. Flexible funds shall be used after all other sources of funding have been exhausted.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications, related expenses, and flexible funds for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department.
- • Monthly payments may not exceed a cumulative one-twelfth (1/12th), or relevant number of contracted months, of the contracted amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records and submit as backup documentation with each monthly invoice.
- • The purchase of any medication approved in the treatment of consumers if prescribed by a physician for an ODMHSAS eligible consumer.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in 4.2.1 through 4.2.3 above shall be permitted.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- • List of flexible funds identifying purchases made in support of community integration of consumers.
Residential SUD – VBP
INTRODUCTION:
- • This contract is to compensate qualifying residential level of care substance use disorder (SUD) facilities to earn a performance-based payment in the amount of 10% of qualifying per diem payments, established in accordance with the Oklahoma Medicaid State Plan, the Oklahoma Health Care Authority (OHCA), and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS). ODMHSAS is the oversight agency for the performance-based payment.
WORK REQUIREMENTS:
- • Contractor must meet or exceed all state-defined benchmarks for the following metrics during the quarterly reporting period:
- • ASAM Level 3.1, 3.3, and 3.5 Providers:
- • Measure Benchmark Percent of members admitted to/engaged in a lower level of care behavioral health service within seven (7) days of discharge; 60% minimum.
- • Percent of members who complete treatment; 60% minimum.
- • Percent of members who experience a reduction in drug use for all drugs of choice; 85% minimum.
- • Percent of members who are readmitted to the same or higher level of care behavioral health service within ninety (90) days of discharge; 10% maximum.
- • ASAM Level 3.7 Providers Measure Benchmark.
- • Percent of members admitted to/engaged in a lower level of care behavioral health service within seven (7) days of discharge; 60% minimum.
- • Percent of members who complete treatment; 60% minimum.
- • Percent of members who are readmitted to the same or higher level of behavioral health care service within ninety (90) days of discharge; 10% maximum.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor and determine the appropriate payment amount based on the results of the outcome measures using the following measure definitions and data sources:
- • Planned discharge: Percent of members discharged from facility with a planned discharge, based on reported discharge type. At discharge, facilities are required to submit a prior authorization request with a completed Client Data Core (CDC) to indicate the member has left the facility or that level of treatment.
- • Readmission within 90 days: Percent of members readmitted to the same or higher level of substance use disorder treatment within 90 days of discharge. The CDC is used to identify discharge date and any subsequent admission to identify if the member was readmitted to the same or higher level of treatment within 90 days of discharge.
- • Follow up after discharge within 7 days: Percent of members who receive behavioral health treatment at a lower level of care within 7 days of discharge. Using the Medicaid claims, DMH claims, and the CDC data, after a member has been discharged, the data is reviewed to identify if a member enrolled in or received a behavioral health service in a lower level of care within 7 days of discharge.
- • Reduction in drug use: Percent of members discharged from facility who reported a reduction in drug use in the past 30 days, based on CDC data. Within the CDC, members may report up to three drugs of choice at admission into treatment. At discharge, facilities are required to submit a CDC to indicate the member has left the agency or that level of treatment. To meet the measure, members must report reduced frequency of use for all drugs of choice on the CDC at discharge.
COMPENSATION:
- • ODMHSAS will initiate the performance-based payment process to determine the payment amount based on data results of the outcome measures.
- • Each quarter, data from Medicaid claims, DMH claims, and prior authorization requests will be analyzed to identify each facility's performance compared to the benchmarks. If Contractor meets the minimum benchmark for all measures during the measurement period, all paid per diem Medicaid and DMH claims for residential treatment during the measurement period will be identified. To calculate the bonus amount, the amount paid for each claim is multiplied by .1 to provide a 10% performance-based payment. Each quarter, previous payments will be reviewed to identify if any claims which received a performance-based payment were recouped or overpaid. Any recoupment/overpayment will be reduced from current and/or future performance-based payments.
- • Invoices shall be electronically submitted via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
SA Prevention Block Grant Evaluation & SPF-Rx Evaluation (Bach Harrison)
- Substance Abuse Prevention Block Grant, Strategic Prevention Framework for Prescription Drugs Grant (SPF-Rx) Evaluation
INTRODUCTION:
- • Services required by this contract are for comprehensive data collection and evaluation services on the Substance Abuse Prevention Block Grant; and the Oklahoma Strategic Prevention Framework for Prescription Drugs (SPF Rx).
DEFINITIONS:
- • SAPBG - Substance Abuse Prevention Block Grant
- • SPF Rx - Strategic Prevention Framework for Prescription Drugs
WORK REQUIREMENTS:
- • Substance Abuse Prevention Block Grant:
- • In consultation with the ODMHSAS, the Provider shall develop the final Substance Abuse Prevention Block Grant evaluation report providing, evaluation results for RBSS and 2M2L interventions, and summary of available alcohol compliance check data, and submit to the ODMHSAS by September 30, 2021.
- • SPF Rx:
- • Contractor shall provide the resources necessary to fulfill the data collection and process/outcome evaluation requirements for the Oklahoma SPF Rx project defined by SAMHSA and as described in the SPF Rx proposal and consistent with the approved budget narrative.
- • Contractor shall collect and report on required performance measures within the deadlines prescribed by SAMHSA and/or ODMHSAS.
- • Contractor shall attend required grantee and/or evaluation meetings as required by SAMHSA.
- • In consultation with the ODMHSAS, the Provider shall develop the Final SPF Rx Evaluation Report and submit to the ODMHSAS by August 29,2021.
- • Transitional Evaluation Technical Assistance/Support:
- • Provide up to 10 hours per month transitional evaluation technical assistance/support to the OSU evaluation team on SABG and discretionary grants evaluation, as needed from July1 – September 30, 2021.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall:
- • Substance Abuse Prevention Block Grant - Provide a final written report, in a format of the Contractor’s choosing unless otherwise prescribed by the Department, of activities carried out pursuant to the Statement of Work. The final evaluation report shall be submitted to the Department no later than September 30, 2021.
- • SPF Rx - Provide a final written report to the Department describing service activities carried out and results/outcomes pursuant to the Statement of Work during the contract period no later than August 29, 2021.
- • Transitional Evaluation Technical Support - Provide up to 10 hours per month transitional evaluation technical assistance/support to the OSU evaluation team on SABG and discretionary grants evaluation, as needed from July1 – September 30, 2021. September 30, 2021.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice no later than 30 days after the end of each month of the contract period in a format prescribed by ODMHSAS.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
SBIRT OK - Substance Use Disorder Speciality Services
INTRODUCTION:
- • The Oklahoma Screening, Brief Intervention, and Referral to Treatment (SBIRT OK) system change initiative consists of (1) universal, annual screening of adult patients visiting the primary care clinic who are medically able and agree to participate for substance abuse, alcohol misuse, depression and tobacco dependence; (2) brief intervention(s); and (3) referral to treatment when indicated.
- • The contract is to provide funding in support of direct services for those referred to treatment by federally funded SBIRT OK clinics. Contractor will provide Substance Use Disorder Specialty Services necessary to support the SBIRT OK initiative.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide Substance Use Disorder Specialty Services.
- • Contractor shall collaborate with designated SBIRT OK clinics to receive referrals, promote co-management and ensure that the target population is appropriately served. If needed, referrals to other services in the community will be made throughout the process from intake to termination.
- • Contractor shall track SBIRT OK consumers and document services rendered. Contractor will provide the Department monthly documentation detailing the services rendered for which funding is not available from any other payer.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of Contractor.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor shall submit a properly completed invoice to the SBIRT Project Director and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement to include the service, date, units and cost for each consumer served.
- • Include a signature of the Finance Officer or Executive responsible for contracts and payment.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Expenses relevant to consumer/client services; to include: fees for assessment, treatment planning, physician appointments, medication, detoxification services, individual, family and group therapy; residential treatment, case management, peer support, etc. with any reimbursement received from other sources being deducted prior to determining the amount due.
- • Any expenses that would otherwise be covered by insurance, such as, co-pays, deductibles, etc.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Any travel, either by staff or the client.
- • Training for staff or agency.
- • Any administrative costs (including salaries or benefits).
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- • Invoices shall be electronically submitted.
School-Based Prevention Services
INTRODUCTION:
- • Contractor shall provide necessary resources to develop and deliver school-based prevention services to school districts and school sites, including planning, data collection, service reporting and evaluations, and workforce development. School-based prevention services shall be provided in accordance with the ODMHSAS Prevention Strategic Plan, vision, mission and guiding principles. School-based prevention services may include an array of evidence-based programs, policies, and/or practices planned and implemented across the Contractor’s school district(s) to prevent identified risk factors contributing to substance use and related mental, emotional, and behavioral problems, herein referred to as MEB to represent a range of negative youth outcomes related to known or shared risk factors for substance use.
- • Contractor’s main goal of year one (1) of this project is to develop a MTSS plan and commence implementation of Tier 1 primary prevention strategies as outlined in the Contractor’s ODMHSAS-approved MTSS plan. MTSS plan may include, but is not limited to: professional development for school staff and educators in recognizing risk factors and warning signs of developing behavioral health problems and how to respond to behavioral health crises; strategies to decrease stigmatizing attitudes and behaviors related to mental health, and; evidence-based prevention services and strategies with outcomes in targeted MEB problem areas. Tier 1 refers to universal, primary prevention strategies for the entire population to reduce risk and increase protective factors that maximizes and protects student mental wellness (and to prevent the onset of MEB problems before they start or before early warning signs become present) and address school culture and climate to create supporting environments for students, families, staff and educators.
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of state and/or federal funding.
WORK REQUIREMENTS:
- • The Contractor shall provide the resources necessary to execute the work requirements detailed in this section and complete all components of their work plan and shall use the Strategic Planning Framework (SPF), Multi-Tiered System of Supports (MTSS) and Interconnected Systems Framework (ISF) to guide all prevention activities throughout the project year and coordinate and/or leverage all prevention resources whether funded though the ODMHSAS or other sources. Contractor must have a complete and approved plan before commencing the implementation of primary prevention services.
- • The following outlines key contract requirements and deadlines for Fiscal Year 2022 (July 1, 2021 – June 30, 2022). Contractor shall comply with this timeline and, if any, subsequent revisions made by the Department. A list of monthly performance benchmarks will also be provided by the Department for the Contractor to complete during the contract period.
- • Project Management:
- • Contractor shall recruit, hire or identify a minimum of one full-time equivalency (1 FTE) staff member to serve as a qualified LEA Prevention Coordinator. Project staff shall be hired or identified by September 1, 2021. The LEA Prevention Coordinator shall be the primary contact of this contract and shall be responsible for coordinating and completing contracted work requirements.
- • Contractor may recruit or identify additional personnel who demonstrate requirements outlined in Section 2.2.1. The ODMHSAS may require completion of training and/or certification in prevention or related skills.
- • Contractor shall be responsible for establishing a district planning/leadership team and organizing regular, scheduled team meeting(s) with designated key stakeholders and personnel of the ODMHSAS Prevention Services Division no later than September 30, 2021. District planning/leadership teams may consist of district and site-level leadership, teachers, school counselors/social workers, student discipline/conduct staff (e.g. in-school suspension coordinators), parents, students, and/or other relevant school or community stakeholders. The district planning/leadership team shall assist the LEA Project Coordinator in completing key components of the annual work plan and their school district’s comprehensive, Multi-tiered System of Supports (MTSS) plan.
- • All personnel expected to provide direct services under this contract shall have the knowledge and experience necessary to coordinate school-based projects (ex. providing curriculum/lesson delivery directly to students/youth) and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment. Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Prevention Strategic Plan.
- • Prevention Planning:
- • Under the direction of and in coordination with the ODMHSAS Prevention Services Division, Contractor shall develop an annual work plan in format prescribed by the Department and submit a final version for approval no later than October 30, 2021. The annual work plan for FY 2022 shall adhere to the steps of the Strategic Planning Framework (SPF) must include a logic model, needs assessment, target problem area(s), and measureable objectives and process measures for three (3) of the CSAP six (6) strategies: Community/Sector-Based Processes, Information Dissemination and Prevention Education. Contractor’s annual work plan shall also include equity and communication components for each strategy.
- • Needs Assessment
- • Contractor shall utilize their school district(s) most recent Oklahoma Prevention Needs Assessment and any other sources of data (e.g. substance related school suspensions/referrals) to identify any population-level mental, emotional and behavioral priorities. Contractor’s needs assessment shall identify three (3) problem areas: 1) Youth Substance Use (Contractor shall choose one substance with the highest district usage with alcohol, marijuana, prescription opioid, stimulants or tobacco use); 2) Youth Psychological Distress and Depression, and; 3) one additional mental, emotional and behavioral health problem area (Contractor shall choose one additional problem area and submit for approval of the ODMHSAS along with justification and supporting data).
- • Communication
- • Contractor shall incorporate information dissemination and communication strategies that will utilize both universal and targeted media on topics related to MEB health in the work plan. Communication strategies shall include efforts that will increase delivery of key health, safety and service access messages and ensure messages are delivered regularly and routinely to the population of focus.
- • Contractor shall promote and disseminate education material on school-based prevention services and MEB health to targeted audience(s), including students, families, school staff and educators, and other stakeholders (e.g. community partners). Contractor shall be responsible for tracking the number of media impressions, materials disseminated, and students/families/staff and educators reached.
- • Contractor shall cite the Substance Abuse and Mental Health Services Administration (SAMHSA) and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) as its funding source on all prevention publications, marketing materials, websites and public reports. Contractor shall obtain prior approval from the Department for all purchase requests for materials prior to dissemination and follow the required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana or alcohol industries are used in the delivery of prevention services.
- • Multi-Tiered System of Supports Plan
- • Under the direction of and in coordination with the Department’s Prevention Services Division, Contractor shall develop a list of evidence-based strategies (e.g. practices, programs, and policies) in format prescribed by the Department and submit for approval by the ODMHSAS no later than December 31, 2021. The list shall include potential evidence-based strategies for each tier of their LEA’s Multi-Tiered System of Supports (MTSS) plan (i.e. Tiers 1-3), including primary prevention services that are supported by the ODMHSAS, and provide justification and implementation plan for each of the proposed strategies.
- • Under the direction of and in coordination with the Department’s Prevention Services Division, Contractor shall develop their comprehensive, Multi-Tiered System of Supports (MTSS) in format prescribed by the Department and submit for approval no later than January 31, 2022. The MTSS plan shall include pre-approved evidence-based strategies for each tier (Tiers 1-3), a tiered logic model, an implementation timeline and a plan to commence implementation of services, an evaluation plan, and a communication plan. Contractor shall not begin implementation of their MTSS plan without prior approval of the Department.
- • Oklahoma Prevention Needs Assessment
- • Under the direction of and in coordination with the Department’s Prevention Services Division and the Oklahoma State University Center for Family Resilience (OSU-CFR), Contractor shall assist with securing and enrolling school sites within their school district(s) to participate and complete the Oklahoma Prevention Needs Assessment (OPNA) 2021-2022 this fiscal year. The school district(s) must attempt to have at least a 60% participation rate in two or more grades (6th, 8th, 10th, and/or 12th grades). Fewer than 60% may not result in accurate levels of substance use, risk, protection, and antisocial behavior.
- • Contractor shall maintain communication with the Department’s Prevention Services Division and the Oklahoma State University Center for Family Resilience by maintaining contact on a regular basis during the timeframe of survey administration and notify the Department and OSU-CFR of any updates, complaints or concerns related to the OPNA in order to prevent or minimize the risk of any survey issues (e.g. technical issues, survey restarts, etc.).
- • Prevention Workforce Development & Capacity Building:
- • Contractor shall conduct a baseline readiness/capacity assessment (and annually thereafter throughout the lifetime of the project) for the following target populations: 1) District Planning/Leadership Team; 2) district- and school site-level leadership, staff and educators; 3) parents/guardians, and/or; 4) students. Contractor shall be responsible for documenting the results of the readiness/capacity assessments and utilize results to develop a plan to address and improve the district(s) level of readiness and capacity-building needs to support the MTSS plan.
- • Contractor shall report results from the readiness/capacity assessment to the Department no later than November 30, 2021 to inform training, technical assistance, and other supports to improve the district(s) level of readiness and capacity.
- • Contractor shall ensure all staff funded under this contract participates in all orientations, trainings, prevention workforce development and/or conferences as required by the Department (e.g. Prevention Academy, Substance Abuse Prevention Skills Training, Prevention & Recovery Conference, etc.). Future education and training opportunities may arise throughout the timeframe of the project and may be required by the Department for all staff under this contract to participate in future education/training opportunities.
- • Contractor shall work directly with the district(s) and school site(s) to develop and coordinate all district- and site-level prevention services (i.e. organizing resources, delivering education/training to staff and educators, providing consultation and technical assistance to school sites, conduct evaluation activities, and support other related district- and site-level planning activities).
- • Contractor is expected to coordinate services with the ODMHSAS funded prevention and treatment service providers within their coverage areas and with the ODMHSAS funded local educational agency(ies).
- • Implementation of School-Based Prevention Services:
- • Contractor shall commence the installation and initial implementation of the approved MTSS plan as soon as February 1, 2022 or earlier with approval from the ODMHSAS. Commencement of implementation and installation may include acquiring resources or purchase of primary prevention program curriculum, beginning program lesson delivery with students, developing a professional development training plan with school staff and educators, integrating school practices into policy and procedure, etc. Prior approval from the ODMHSAS is required for use of virtual education modalities (e.g. program delivery to students in a virtual learning environment).
- • Contract funds shall be utilized to implement primary prevention strategies as defined in the ODMHSAS-approved MTSS plan. The ODMHSAS will provide technical assistance on resources for secondary/tertiary prevention services, and Tier 2/3 services.
- • Contractor shall carry out the implementation of the evidence-based strategies that address the school district(s) priorities in a culturally competent and sustainable manner while maintaining fidelity.
- • Prevention Evaluation and Reporting:
- • Contractor shall enter all information required by the Department (e.g. work plan, monthly reports, benchmark performance, etc.) into a designated prevention reporting system.
- • Contractor shall be responsible for collecting all relevant process evaluation data as prescribed by the Department. Process data includes, but not limited to sign-in sheet, proof of strategy implementation, assessment surveys, training handouts and education materials, and certificates of participation/completion.
- • Contractor shall monitor the progress, evaluate effectiveness and improve or sustain effective program(s)/activities. If the Contractor chooses to use any data collection instrument other than those provided by the Department, all project requirements are applicable to that survey and the Department must first review and approve the instrument prior to utilization.
- • Contractor shall participate in all mandatory evaluation activities, including completing applicable federally required data collection requirements, submission of reports and other information within the designated timeframe in a format prescribed by the ODMHSAS.
ROLE OF THE ODMHSAS:
- • The Department will provide direct support to the Contractor in all points of the project (including data for needs assessment, planning, training, implementation, evaluation, and other resources) to fulfill the requirements of the contract, as well as connect the contractor to prevention/treatment/crisis service providers.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain indicators, including but not limited to an annual site review by the ODMHSAS, with the option to conduct virtually.
- • Contractor shall be responsible for documenting services delivered and report on progress, barriers, deliverables, and an up-to-date plan (if necessary) and submit monthly reports to the Department no later than fifteen (15) following the close of each month.
- • The final report shall serve as the End-of-Year report and shall be submitted to the Department no later than July 31, 2022. The End-of-Year report shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcome measures for the project; and (3) identify key project challenges and methods to address challenges.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department-approved project budge.
- • Compensation is on a 1/12th reimbursement basis. Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • A properly completed invoice must be submitted within thirty (30) days of the end of the month which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoice icon. Contractor shall upload t backup documentation of a completed and signed invoice (e.g. PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation for all expenditures for review during annual site visits and upon request from the Department. Contractor shall maintain required records and such supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request may be submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
School-Based Prevention Services (Norman Public Schools)
Sober Living (OCHA)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide an alcohol and drug-free living community in the Providence Apartments located on Northeast Tenth Street, Oklahoma City, Oklahoma. This program must be OKARR certified by June 30, 2022.
WORK REQUIREMENTS:
- • Contractor shall make available 48 housing units for persons who have completed residential substance abuse treatment with priority to women with dependent children;
- • Contractor shall provide onsite case management and crisis intervention services available 24 hours per day;
- • Contractor shall provide onsite educational and support groups;
- • Contractor shall encourage continued substance abuse treatment and aftercare as appropriate; and thus, have one Contract staff member be housing plus endorsed.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such details as ODMHSAS may require. Such report shall be submitted to ODMHSAS’s designated Field Services Coordinator no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). These reports need to be emailed to Suzanne.williams@odmhsas.org.
Specialty Prevention Services – School Evidence-Based Prevention Programs (Dickson Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
WORK REQUIREMENTS:
- • Contractor shall maintain a Point of Contact for this project. The Point of Contact shall:
- • Be the primary point of contact for the project.
- • Be responsible for leading the work under this contract.
- • Oversee and coordinate the primary components of planning, training, implementation, and evaluation of the project.
- • Complete required monthly progress reports and final evaluation report, or end of year report.
- • Other duties as required by the Department.
- • Contractor shall follow their ODMHSAS approved implementation plan to carry out the delivery of their EBPs and collect needed evaluation pieces
- • Contractor shall complete all program implementation with students and submit a final, end-of-year report no later than June 30, 2022.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training.
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit a monthly progress report, in a format prescribed by the Department, on contract activities and submit to the Department no later than the 15th of month. Monthly progress reports shall include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of each completed milestone, according to procedures determined by the Department. Payment for this contract shall not exceed the total of $2,000.00.
- • Work requirements/milestones will be paid according to the following amounts:
- • Milestone 3 – Completion of EBP implementation and submission of the final, end-of-year report by June 30, 2022 - $2,000.00.
- • Payment shall be approved upon documentation for the completion of each milestone through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Specialty Prevention Services – School Evidence-Based Prevention Programs (Graham-Custin Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
DEFINITIONS:
- • Contractor – Graham-Dustin Public Schools.
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS.
- • EBPs – Evidence-based programs; also referred to as programs.
WORK REQUIREMENTS:
- • Contractor shall designate a Point of Contact by September 1, 2021. The Point of Contact shall:
- • Be the primary point of contact for the project.
- • Be responsible for leading the work under this contract.
- • Oversee and coordinate the primary components of planning, training, implementation, and evaluation of the project.
- • Complete required monthly progress reports and final evaluation report, or end of year report.
- • Other duties as required by the Department.
- • Contractor shall ensure staff complete all training requirements for their selected EBPs no later than September 30, 2021.
- • Contractor shall develop a plan by September 30, 2021. The plan will be subject to review by the ODMHSAS. The plan will minimally include.
- • Plan to address any capacity issues, including necessary training to carry out the plan.
- • Timeline for implementation.
- • Plan to collect needed evaluation pieces.
- • Contractor shall demonstrate the initial program implementation to students identified in the Contractor’s ODMHSAS-approved implementation plan (i.e. delivering program curriculum lessons to students) and submit a progress report to the ODMHSAS, no later than January 31, 2022.
- • Contractor shall complete all program implementation to students identified in the Contractor’s ODMHSAS-approved implementation plan (i.e. delivered all of the program’s curriculum lessons to students) no later than June 30, 2022.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training.
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit a monthly progress report, in a format prescribed by the Department, on contract activities and submit to the Department no later than the 15th of month. Monthly progress reports shall include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges.
COMPENSATION:
- • Contractor shall be reimbursed for the completion of training and work plan, according to procedures determined by the Department, and payment shall not exceed $5,000.00.
- • Milestone 1 – Completion of the training component and submission of school’s implementation plan by September 30, 2021 - $2,000.00.
- • Milestone 2 – Demonstration of initial EBP implementation and submission of a progress report by January 31, 2022: $1,000.00.
- • Milestone 3 – Completion of EBP implementation and submission of the final end-of-year report by June 30, 2022: $2,000.00.
- • Payment shall be approved upon documentation for the completion of training and work plan, through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Specialty Prevention Services – School Evidence-Based Prevention Programs (Perry Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
WORK REQUIREMENTS:
- • Contractor shall demonstrate the initial program implementation to students identified in the Contractor’s ODMHSAS-approved implementation plan (i.e. delivering program curriculum lessons to students) and submit a progress report to the ODMHSAS, no later than September 30, 2021.
- • Contractor shall complete all program implementation to students identified in the Contractor’s ODMHSAS-approved implementation plan (i.e. delivered all of the program’s curriculum lessons to students) later than June 30, 2022.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
- • The Contractor shall submit a written report after completing each of the milestones/work requirements described under Sect. 3.0 Wok Requirements. Reports shall be submitted to the Department no later than the 15 days following the completion of each of the two (2) milestones/work requirements. The progress report, due September 30, 2021, shall include: (1) a summary of activities/progress/barriers related to the milestones/work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges.
- • The final report, due June 30, 2022, will serve as the end-of-year report and shall: (1) summarize activities/progress/barriers related to the work requirements of the project; (2) report process and outcomes of the project; and (3) identify key project challenges and methods to address challenges.
COMPENSATION:
- • Contractor shall be reimbursed for services upon the completion and documentation of each milestone/work requirement, according to procedures determined by the Department. Payment for this contract shall not exceed $3,000.00.
- • Milestones/Work Requirements will be paid according to the following amounts:
- • Milestone 2 – By September 30, 2021, demonstrate initiation of program implementation and submit a progress report: $1,000.00.
- • Milestone 3 – By June 30, 2022, complete program implementation and submit a final end-of-year report: $2,000.00.
- • Payment shall be approved upon documentation for the completion of training and work plan, through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Specialty Prevention Services – School Evidence-Based Prevention Programs (Quinton Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
WORK REQUIREMENTS:
- • Contractor shall demonstrate the initial program implementation to students identified in the Contractor’s ODMHSAS-approved implementation plan (i.e. delivering program curriculum lessons to students) and submit a progress report to the ODMHSAS, no later than September 30, 2021.
- • Contractor shall complete all program implementation to students identified in the Contractor’s ODMHSAS-approved implementation plan (i.e. delivered all of the program’s curriculum lessons to students) later than June 30, 2022.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
- • The Contractor shall submit a written report after completing each of the milestones/work requirements described under Sect. 3.0 Wok Requirements. Reports shall be submitted to the Department no later than the 15 days following the completion of each of the two (2) milestones/work requirements. The progress report, due September 30, 2021, shall include: (1) a summary of activities/progress/barriers related to the milestones/work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges.
- • The final report, due June 30, 2022, will serve as the end-of-year report and shall: (1) summarize activities/progress/barriers related to the work requirements of the project; (2) report process and outcomes of the project; and (3) identify key project challenges and methods to address challenges.
COMPENSATION:
- • Contractor shall be reimbursed for services upon the completion and documentation of each milestone/work requirement, according to procedures determined by the Department. Payment for this contract shall not exceed $3,000.00.
- • Milestones/Work Requirements will be paid according to the following amounts:
- • Milestone 2 – By September 30, 2021, demonstrate initiation of program implementation and submit a progress report: $1,000.00.
- • Milestone 3 – By June 30, 2022, complete program implementation and submit a final end-of-year report: $2,000.00.
- • Payment shall be approved upon documentation for the completion of training and work plan, through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Specialty Prevention Services – School Evidence-Based Prevention Programs (Wilburton Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
WORK REQUIREMENTS:
- • Contractor shall demonstrate the initial program implementation to students identified in the Contractor’s ODMHSAS-approved implementation plan (i.e. delivering program curriculum lessons to students) and submit a progress report to the ODMHSAS, no later than September 30, 2021.
- • Contractor shall complete all program implementation to students identified in the Contractor’s ODMHSAS-approved implementation plan (i.e. delivered all of the program’s curriculum lessons to students) later than June 30, 2022.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
- • The Contractor shall submit a written report after completing each of the milestones/work requirements described under Sect. 3.0 Wok Requirements. Reports shall be submitted to the Department no later than the 15 days following the completion of each of the two (2) milestones/work requirements. The progress report, due September 30, 2021, shall include: (1) a summary of activities/progress/barriers related to the milestones/work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges.
- • The final report, due June 30, 2022, will serve as the end-of-year report and shall: (1) summarize activities/progress/barriers related to the work requirements of the project; (2) report process and outcomes of the project; and (3) identify key project challenges and methods to address challenges.
COMPENSATION:
- • Contractor shall be reimbursed for services upon the completion and documentation of each milestone/work requirement, according to procedures determined by the Department. Payment for this contract shall not exceed $3,000.00.
- • Milestones/Work Requirements will be paid according to the following amounts:
- • Milestone 2 – By September 30, 2021, demonstrate initiation of program implementation and submit a progress report: $1,000.00.
- • Milestone 3 – By June 30, 2022, complete program implementation and submit a final end-of-year report: $2,000.00.
- • Payment shall be approved upon documentation for the completion of training and work plan, through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
SQE – Crisis Unit & Urgent Care One Door (Family & Children's)
- Service Quality Enhancement – Crisis Unit & Urgent Care One Door
INTRODUCTION:
- • This contract is to provide funding for necessary crisis unit and urgent care treatment using a one-door approach, and other related ancillary services in support of services provided pursuant to a Department crisis unit and urgent care contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis: monthly one-twelfth (1/12), or relevant number of contracted months.
- • Serve as the front door for Tulsa law enforcement drop-off
- • Serve a minimum of 5,700 consumers.
- • Maintain a minimum of nineteen (19) chairs and maintain them at 78% or more occupancy.
- • Maintain a total of nineteen (19) beds.
- • Maintain staffing as recommended by the ODMHSAS Sr. Director of Crisis and Residential Services.
- • Facilitate staff attendance at training or other professional development opportunities (including travel time).
- • Facilitate staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitate staff attendance at local, regional, or state meetings for the purpose of one door expanded capacity for improving interagency collaboration, service delivery, and meeting the needs of the community.
SQE – MH Adult
- Service Quality Enhancement, Court Service, and Community Response – MH Adults
INTRODUCTION:
- • This contract is to provide funding for necessary medications and other ancillary services in support of services provided pursuant to a Department Community Mental Health Center’s direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Service quality enhancement (SQE), court services, and community response services include, but are not limited to:
- • Facilitating staff, client, board, and volunteer attendance at trainings or other professional development opportunities (including travel time) — code 97537 HE;
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients—code 99368 HE, TG;
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery—code 99368 HE, TF;
- • Provision of community awareness such as facilitating community-wide substance abuse and mental health awareness, prevention, and recovery events. Contractor shall conduct or participate in at least three (3) public awareness events each year - code 97537 HE, TF; and
- • Disaster response preparedness such as crisis counseling in the event of a disaster.
- • Services provided pursuant to Department funding shall be reported using service codes as noted above and reported under the contract source Code(s) identified in section IV (COMPENSATION) of the contract.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a monthly one-twelfth (1/12) basis, or relevant number of contracted months.
SQE – MH Adult & Child (Interpreter Services)
INTRODUCTION:
- • This contract is to provide funding for necessary interpreter services in support of services provided pursuant to a Department Community Mental Health Center’s direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Pursuant to contract language, contractors shall have policies and procedures for the provision of interpreters for persons who are deaf or hard of hearing or who speak a language other than English.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a cost reimbursement basis.
SQE – Residential
INTRODUCTION:
- • This contract is to provide funding for necessary residential training and support and other related ancillary services in support of services provided pursuant to a Department residential services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below.
- • Service quality enhancement (SQE) include, but are not limited to:
- • Facilitating staff attendance at training or other professional development opportunities (including travel time).
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery.
COMPENSATION:
- • Funding shall be reimbursed on a monthly one-twelfth (1/12) basis, or relevant number of contracted months.
SQE – Residential – Training & Support for Methamphetamine Detox and Treatment
INTRODUCTION:
- • This contract is to provide funding for necessary residential training and support for methamphetamine detox and treatment, and other related ancillary services in support of services provided pursuant to a Department residential services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below.
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Facilitating staff attendance at training or other professional development opportunities (including travel time).
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a monthly one-twelfth (1/12) basis, or relevant number of contracted months.
SQE – Transitional Support Services (Transition House)
INTRODUCTION:
- • This contract is to provide funding for necessary extended transitional support services. Services to assist people with mental illness or co-occurring disorders who request assistance with transition from a transitional housing program into community based permanent housing, and require a longer period of transition support. Other ancillary services in support of services provided pursuant to an ODMHSAS fee-for-service direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Service recipients choose the community and type of housing they live in, and they hold their own lease. The following services shall be offered or arranged for:
- • Assistance with locating housing.
- • Transportation to doctor/treatment and grocery store.
- • Opportunities for socialization including evening and weekend opportunities.
- • Assistance with housing related deposits.
- • Assistance with independent living skills (ex: budgeting, planning of meals, housekeeping skills, etc.).
- • Linkage to community supports will be provided (ex: outpatient mental health services, natural supports, etc.) to ensure long term housing success.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
Statewide Support and Crisis Intervention Infrastructure for First Responders (Warrior’s Rest Foundation)
INTRODUCTION:
- • The intent of this scope of work is to fulfill the intent of Senate Bill 848, which is to establish a statewide support and crisis intervention infrastructure for law enforcement, firefighters, emergency medical, and correctional officers.
WORK REQUIREMENTS:
- • Warriors Rest will:
- • Provide peer support, crisis intervention, and wellness services for first responders impacted by trauma, cumulative stress, anxiety, addiction, death, and suicide.
- • Establish peer support teams that are competent in crisis intervention and wellness strategies.
- • Outreach and engage first responder workforces to integrate the use of peer support teams.
- • Adopt training curriculum and integrate competencies derived from the International Critical Incident Stress Management crisis intervention process.
- • Wellness strategies employed shall include resilience trainings, emotional survival, substance abuse prevention, suicide prevention, as well as financial and relationship strategies. Wellness content and curriculum for trainings shall be provided in coordination with the ODMHSAS approval.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
SUD – Outpatient – VBP
INTRODUCTION:
- • This contract is to provide funding for necessary services in support of a full array of substance use disorder outpatient services, including treatment for cannabis use. Services will be provided in an engaging and positive environment and achieve positive outcomes for consumers. Contractors will facilitate access to needed services, ensure appropriateness of care, and promote client satisfaction with services. Services will promote consumer empowerment, wellness, recovery, and integration in the community. Services will build on individual strengths, exist in a natural environment, and actively promote the consumer’s human value and dignity. Contractors understand their role as providers in a state-wide system of mental health and substance use disorder treatment services to children and adults and agree to collaborate as necessary with other such providers to promote access to needed services and continuity of care and collaborate with the ODMHSAS in ongoing transformational work, such as the implementation of evidence-based practices as they emerge. In addition, contractors follow requirements in the ODMHSAS Eligibility and Target Population Matrix (www.odmhsas.org/arc.htm).
WORK REQUIREMENTS:
- • Service providers are certified as and provide for all required core services as identified in Title 450, Chapter 17 (Standards and Criteria for Community Mental Health Centers), Chapter 18 (Standards and Criteria for Alcohol and Drug Treatment Programs), or Chapter 24 (Standards and Criteria for Comprehensive Community Addiction Recovery Centers).
- • Providers ensure that consumers reporting marijuana use receive full access to a service array of substance use disorder services and supports.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor and determine the appropriate payment amount based on the results of the outcome measures.
COMPENSATION:
- • ODMHSAS will initiate the value-based payment process to determine the payment amount based on data results of the outcome measures. Data will be collected monthly and compensation will be made on agreed upon dates for payment based on final data run dates and availability of funds.
Therapy - SQE
INTRODUCTION:
- • This contract is to provide funding for necessary therapy services in support of the Medicaid expansion population, pursuant to a Department direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Pursuant to Contractor’s fixed rate contract, therapy services are provided and billed via fixed rate. This is a companion contract to the fixed rate services contract and is necessary to facilitate the provision of therapy services.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a one-twelfth (1/12) basis, or relevant number of contracted months.
Training & Consultation - Assisted Outpatient Treatment II (Center for Urban Community Services)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of Critical Time Intervention (CTI).
DEFINITIONS:
- • Critical Time Intervention (CTI): An evidence-based practice (EBP). CTI prescribes a time-limited approach during which service recipients and case managers together choose a narrow set of areas of focus that promote housing stability, recovery, and self-directed/ self-managed care.
WORK REQUIREMENTS:
- • The Contractor shall provide 2 days of training in Critical Time Intervention (CTI) during the time frame of January 2021 through June 2021. Participants will be selected from sites specified by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
Training & Consultation - Building Resilience for Individuals through Trauma Education (BRITE)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system specific to Building Resilience for Individuals through Trauma Education (BRITE) educational treatment program.
DEFINITIONS:
- • Building Resilience for Individuals through Trauma Education (BRITE) educational treatment program is designed to build personal resilience by providing adults with information about the impact of very stressful life events on a person’s emotional and physical wellbeing. As well as how to use that information to make informed decisions and make progress towards personal meaningful goals..
WORK REQUIREMENTS:
- • The Contractor shall provide 4 days of training in Building Resilience for Individuals through Trauma Education (BRITE) during the time frame of February 2021. Participants will be selected from sites specified by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
Training and Consultation - (CAMS-Care)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of the Collaborative Assessment and Management of Suicidality (CAMS).
DEFINITIONS:
- • Collaborative Assessment and Management of Suicidality (CAMS) – an evidenced-based framework for assessment and treatment of suicidality, utilizing the suicide state form (SSF) as a tool for assessment, planning and tracking outcomes. CAMS was developed by Dr. Jobes over a 20 year period of clinical practice and research.
WORK REQUIREMENTS:
- • Contractor shall provide customized training and consultation to all levels of staff in Community Mental Health Centers (CMHCs) and state facilities. Training participants will be selected from sites specified by the ODMHSAS. Specific activities to include:
- • Planning and consultation, including but not limited to:
- • Consultation on modification for URC/ Crisis / Inpatient.
- • Provide 3-hour online video training course, ongoing support and troubleshooting for any challenges that occur with the users successfully completing the online training. Provide assistance for any participant(s) who are unable to complete the 30 day Non CEU version and 7 day CEU version requirement due to unforeseen circumstances or acts of God.
- • The provision of seven (7) Role Play Trainings for up to 50 people each. This will include the provision of materials for the classes in PDF form.
- • The provision of consultation phone calls.
- • Evaluation of the CAMS program, which may include but not limited to:
- • Survey the workforce; and.
- • Produce reports on changes in the workforce.
- • Can provide a CAMS Booster Webinar upon request.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Department will monitor activities for the following:
- • Number of clinicians served;
- • Services provided;
- • Staff performing services; and
- • Any changes in staff participating in the project.
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served.
- • Qualitative report of progress.
Training and Consultation - (CAMS-Care) - Revised
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of the Collaborative Assessment and Management of Suicidality (CAMS).
DEFINITIONS:
- • Collaborative Assessment and Management of Suicidality (CAMS) – an evidenced-based framework for assessment and treatment of suicidality, utilizing the suicide state form (SSF) as a tool for assessment, planning and tracking outcomes. CAMS was developed by Dr. Jobes over a 20 year period of clinical practice and research.
WORK REQUIREMENTS:
- • Contractor shall provide customized training and consultation to all levels of staff in Community Mental Health Centers (CMHCs) and state facilities. Training participants will be selected from sites specified by the ODMHSAS. Specific activities to include:
- • Planning and consultation, including but not limited to:
- • Consultation on modification for URC/ Crisis / Inpatient.
- • Provide 3-hour online video training course, ongoing support and troubleshooting for any challenges that occur with the users successfully completing the online training. Provide assistance for any participant(s) who are unable to complete the 30 day Non CEU version and 7 day CEU version requirement due to unforeseen circumstances or acts of God.
- • The provision of seven (7) Role Play Trainings for up to 50 people each. This will include the provision of materials for the classes in PDF form.
- • The provision of consultation phone calls.
- • Evaluation of the CAMS program, which may include but not limited to:
- • Survey the workforce; and.
- • Produce reports on changes in the workforce.
- • Can provide a CAMS Booster Webinar upon request.
- • Provide two CAMS4Teens trainings lasting ½ day each for up too 100 people each.
- • Provide up to 250, 3-hour online video training course, ongoing support and troubleshooting for any challenges that occur with the users successfully completing the online training. Provide assistance for any participant(s) who are unable to complete the 30 day Non CEU version and 7 day CEU version requirement due to unforeseen circumstances or acts of God.
- • Fifty of these videos will be designated for participants in activity outlined in 3.1.11.
- • The provision of two Role Play Trainings for up to 100 people each. This will include the provision of materials for the classes in PDF form.
- • Trainees for this may include outpatient Medicaid providers who are not employed at a state facility or Community Mental Health Center/Certified Community Behavioral Health Center..
- • The provision of consultation phone calls in two cohorts to interested participants in activities outlined in 3.1.4.
- • Provide one full day training specific to non-clinicians in utilizing the Suicide Status Form.
- • Provide consultation to the ODMHSAS on implementation of this training.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Department will monitor activities for the following:
- • Number of clinicians served;
- • Services provided;
- • Staff performing services; and
- • Any changes in staff participating in the project.
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served.
- • Qualitative report of progress.
Training and Consultation – (Circle of Security)
INTRODUCTION:
- • Contractor shall provide Circle of Security® Parenting© Facilitator Training for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the workforce that participate in the focus on supporting the relationship needs of families with infants and young children.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS.
- • Contractor – Cooper, Hoffman, and Powell LLC dba Circle of Security International.
- • Project director & Women’s Treatment Service(PD) — serves as the as the primary point of contact between the Contractor and the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall provide Parenting Facilitator Training.
- • Contractor shall provide a registration code for ODMHSAS to register their attendees on the COSI web page.
- • Contractor shall provide the PD with progress, attendance, and updates on the participants that register for the training using the registration code.
- • Contractor shall organize delivery of DVDs, facilitators’ manuals, parent handout templates, workshop handouts, certificates of completion and information for CEUs.
- • Contractor shall reimburse the Department for costs incurred. The items for reimbursement to the agency are; administrative costs, postage and associated operating expenses.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
Training and Consultation – Crisis Continuum of Care
INTRODUCTION:
- • For purposes of this agreement, the scope of work will include specific assistance requested by ODMHSAS related to training and consultation around key issues in crisis continuum of care system development and implementation.
WORK REQUIREMENTS:
- • Contractor will assist the ODMHSAS in strategic planning and implementation of both short and long range goals pertaining to a statewide crisis continuum of care system that meets the needs of Oklahomans during and after crisis, as well as strategies to prevent crisis from occurring.
PERFORMANCE MONITORING:
- • ODMHSAS shall at all times be the sole owner of the following, without limitation: all data, analysis, reports or technical assistance documents, or materials prepared by Contractor.
COMPENSATION:
- • Contractor shall submit invoices monthly based on the rate of $125.00 per hour.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
Training and Consultation – Harm Reduction
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide harm reduction focused training and consultation services.
- • The Contractor shall implement safety device distribution services to individuals at risk for opioid overdose or those who have contact with people at risk for opioid overdose.
DEFINITIONS:
- • Harm Reduction – a public health strategy that aims to reduce the health and social harms associated with substance use.
WORK REQUIREMENTS:
- • Contractor shall develop a general one-hour harm reduction training for delivery by ODMHSAS staff.
- • Contractor shall develop or source evidence-informed clinical harm reduction guidelines for packaging and dissemination to behavioral health and healthcare providers.
- • The evidence-informed clinical harm reduction guidelines packaging shall include the identification or development of a toolkit or guidance document outlining best practices for harm reduction in a clinical setting for use by ODMHSAS staff in providing technical assistance to ODMHSAS harm reduction hubs.
- • Contractor shall participate in a minimum of ten prevention response team outreach events with ODMHSAS harm reduction staff.
- • Contractor shall distribute 1,000 naloxone rescue kits and 5,000 fentanyl test strips.
- • Contractor shall establish a minimum of one pilot distribution site using a self-service naloxone vending machine.
- • Contractor shall provide a minimum of 50 hours of consultation to ODMHSAS staff.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Department will monitor activities for the following:
- • Services provided;
- • Staff performing services; and
- • Any changes in staff participating in the project.
- • Contractor shall submit a monthly project report. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of naloxone rescue kits and fentanyl test strips distributed;
- • Number of prevention response team outreach events;
- • Number of people served;
- • Qualitative report of progress.
COMPENSATION:
- • Total compensation pursuant to this statement of work shall not exceed $100,000.00 payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Consulting: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
Training and Consultation – (HeartMath)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system specific to the HeartMath Clinical Certification for Stress, Anxiety and Emotional Regulation program.
DEFINITIONS:
- • HeartMath Clinical Certification for Stress, Anxiety and Emotional Regulation program.is designed to build personal resilience using evidence-based techniques provide to objective and measurable ways to see improvements in physiological and behavioral functioning to manage stress and learn to regulate emotions.
WORK REQUIREMENTS:
- • The Contractor shall provider the following:
- • Self-paced learning and lifetime access.
- • Extensive client handouts, practice plans, and worksheets.
- • HeartMath science on Heart Rate Variability and heart/brain communication.
- • HeartMath core techniques and education for emotional management and self-regulation.
- • Clinical applications/working with individuals and groups.
- • HeartMath technology.
- • Participants will be selected from sites specified by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
- • In order to obtain CE credits for this course, students must fully review each module and complete the activity. Students must also complete the CE evaluation and post-test after finishing the course. A score of 75% or higher on the post-test is necessary to receive CE credits. Students will be given two attempts to answer each question on the test.
- • Certificate will be generated and distributed through the learning management system and emailed to the learners upon completion of the evaluation and a test with a 75% or higher grade.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to substantiate authorized expenses.
Training and Consultation – Integrated Care
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services regarding implementing integrated care in an Oklahoma system-specific manner.
DEFINITIONS:
- • Health Homes - Community Mental Health Centers will be specialty Health Homes (HHs) for adults with serious mental illness and children with serious emotional disturbance. The Health Homes will be responsible for integrating the behavioral health care of people with SMI and SED, with physical health care, and with providing education and programming for holistic wellness.
WORK REQUIREMENTS:
- • Contractor shall provide customized training and consultation to all levels of staff in the Health Homes. Training participants to be selected from sites specified by the ODMHSAS. Specific activities to include:
- • The provision of one consultant to provide two, three-day, on-site visits; 1 day face to face training with Health Home providers, 1 half day with CCBHC providers and 1 and ½ consultation with internal state integrated care team.
- • The provision of sixty (60) hours off-site work, (phone, writing, reviewing, etc.). This time will be spent to consult on, Health Home implementation to include, CCBHC development, development and implementation of care pathways and utilizing data for improved health outcomes.
- • The provision of six, one-hour webinar presentation on the development and implementation of care pathways and utilizing data for improved health outcomes.
- • The provision of three additional days of consultation. Two (2) days will be utilized to assist Health Home providers in Health Home implementation. The final day (1) will be used at your discretion.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall report training activities through a scantron evaluation. They have metrics of the objective questions and all of the comments and written feedback that participants give. Such report shall be submitted to the Department’s Director of Children’s Services no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served.
- • Qualitative report of progress.
Training and Consultation – Tobacco Use Disorder Diagnosis
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide a Diagnosing Tobacco Use Disorder E-Learning in order to equip appropriate personnel throughout the ODMHSAS behavioral health system with the knowledge and skillset to appropriately diagnose Tobacco Use Disorder and implement on a treatment plan with appropriate and effective interventions.
DEFINITIONS:
- • E-learning – Learning conducted via electronic media.
Tobacco Use Disorder – A diagnosis assigned to individuals who are dependent on the drug nicotine, due to the use of tobacco products
.
WORK REQUIREMENTS:
- • On Demand e-Learning for Diagnosing Tobacco Use Disorder:
- • BHWP will create a 60-minute e-learning training on Diagnosing Tobacco Use Disorder for therapists and prescribers. To meet trainees competing demands, the training will be both provided as one 60-minute training and also presented as up to 4 brief modules allowing for asynchronous, self-paced learning. E-learning videos will be provided in YouTube format. BHWP will build e-Learning marketing materials including a training flyer and e-blast.
- • This will be an enduring state resource provided at no cost to the state’s interdisciplinary providers. The training will be built from evidence-based guidance from federal, peer-reviewed, national experts, and salient grey literature. BHWP is fully versed in the evidence base on this topic. Even so, during training production, BHWP will complete a rapid review of the most recent evidence-based and practice-based information.
- • e-Learning Webpage:
- • BHWP will build a webpage for the e-Learning modules. The webpage will serve multiple purposes. The webpage will house the training video modules which state providers will be able to access at any time to take for self-paced trainings. BHWP will also provide a tab for curated resources which will complement the training.
- • Virtual Kick-Off Webinar:
- • BHWP will provide a live one-hour virtual kick-off for state behavioral health and tobacco control providers and leadership. During this interactive session we will provide training on diagnosing tobacco use, medication assisted treatment, and workflow recommendations. We will introduce the video modules and how these new clinical tools might be most effectively utilized.
- • Office Hours:
- • BHWP will provide three, one-hour office hours sessions, where state providers may call in via Zoom to receive consultation on diagnosing tobacco use and strategies for integrating tobacco use treatment into standard clinical practice.
Training – Seeking Safety (Treatment Innovations)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide Seeking Safety training in support of the Department’s efforts to create a trauma informed system of care with trauma specific services for those individuals that are at risk of, or have an opioid substance use disorder.
DEFINITIONS:
- • Seeking Safety - is a present-focused therapy to help people attain safety from trauma/PTSD and substance abuse. The treatment was designed for flexible use. It has been conducted in group and individual format; it has also been used with people who have a trauma history, but do not meet criteria for PTSD.
WORK REQUIREMENTS:
- • The Contractor shall provide 5 days of training in Seeking Safety during the time frame of July 2020 through September 2020. These training days may include advanced and peer-led versions of the model based on need identified by the Department. Participants will be selected from sites specified by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to substantiate authorized expenses.
Training of Trainers (TOT) – Mental Health First Aid (National Council for Mental Wellbeing)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources and materials to facilitate virtual and in-person Mental Health First Aid Trainings.
DEFINITIONS:
- • The Mental Health First Aid USA is managed, operated, and disseminated by the National Council for Behavioral Health (NCBH). The NCBH is the sole authority accredited to train, certify and disseminate Mental Health First Aid Training curriculum. The NCBH also oversees distribution of required MHFA training manuals/materials.
WORK REQUIREMENTS:
- • Contractor shall provide all required training manuals/materials, including access to NCBH Learning Management System for virtual trainings, as well as, consultation prior to the training event.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • The Department agrees to manage the logistics of the program, including, but not limited to, promoting the event, selecting and communicating with participants prior to the training, providing the training facility and AV equipment identified by the National Council, and ensuring onsite technical and administrative support.
- • The Department agrees that the National Council has approval of all communication about the Mental Health First Aid program. Communication in this capacity includes, but is not limited to past trainings, area activities, and industry related campaigns.
- • The Department may reschedule or cancel the training at any time up to 45 days prior to the start of the training without penalty.
- • The Contractor shall provide a report regarding training outcomes including, but not limited to, number of participants, and evaluation outcomes.
Transitional Housing (OCARTA)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide a transitional housing program for women and/or women with children that have or are at risk for Opioid Use Disorders (OUD). Contractor shall provide the infrastructure to support and maintain the housing program and conduct all routine administrative tasks associated to be in compliance with standards and guidelines.
WORK REQUIREMENTS:
- • Contractor shall:
- • Establish a transitional housing program for women and/or women with children that have or are at risk for Opioid Use Disorders (OUD).
- • Equip program with necessary resources to initiate programming such as personnel, training, supplies, and operating expenses.
- • Create criteria for program participation, length, transition plan, and permanent housing connection. One Contractor staff member must be housing plus endorsed.
- • Develop and coordinate referral partnerships with treatment providers as well as community support resources.
- • Provide an annual report as determined by the ODMHSAS to suzanne.williams@odmhsas.org.
Tusla Systems Needs Assessment
INTRODUCTION:
- • For purposes of this agreement the scope of work will include both a quantitative and qualitative system needs assessment for the Tulsa region.
WORK REQUIREMENTS:
- • Contractor will assist the ODMHSAS in high level data analysis related to outpatient, crisis, and inpatient services in the Tulsa region.
- • Contractor will provide a quantitative data summary that will:
- • Estimate total citywide need and number served for outpatient, crisis, and inpatient services.
- • Provide breakdown analysis of the reach and saturation of outpatient, crisis, and inpatient services in common geographic areas.
- • Identify missing services or those without sufficient capacity or reach.
- • Map census tracks by key demographic identifiers by provider and service locations.
- • Contractor will provide a qualitative data summary that will:
- • Capture community feedback on perceptions of the larger mental health system and key services in Tulsa, particularly in historically underserved areas of the city.
- • Summarize perceptions and experiences of law enforcement, health care leaders, community leaders, and education leaders on the quality and availability of outpatient, crisis, and inpatient services.
- • Build on and incorporate existing mental health research in Tulsa stemming from the Tulsa 10-Year Mental Health Plan and the existing work of Healthy Minds since 2018.
- • In addition, Contractor will:
- • Identify unavailable data that may prevent a complete understanding of Tulsa’s needs.
- • Identify sources of high utilization of inpatient beds in Tulsa.
- • Identify geographic barriers to access.
- • Recommend next steps or considerations for ODMHSAS and community leaders to improve gaps identified in the system needs assessment.
- • Timeline:
- • Preliminary Analysis = December 1, 2021.
- • Draft Report = December 15, 2021.
- • Final Report = January 15, 2022.
PERFORMANCE MONITORING:
- • ODMHSAS shall at all times be the sole owner of the following, without limitation: all data, analysis, reports, or technical assistance documents, or materials prepared by Contractor following the execution of the scope of work agreement for the sole purpose of fulfilling this scope of work.
COMPENSATION:
- • Contractor shall submit an invoice to ODMHSAS upon completion of the scope of work in the form of the final report.
- • Invoice shall be submitted electronically via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
Women with Children Training (OUHSC – A Better Chance)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide consultation and training for staff who are working with women and/or caregiver and children at substance abuse treatment centers and other programs regarding the impact of substance abuse on children and families.
- • Contractor shall also provide training for university students working with the A Better Chance Clinic conducting developmental evaluations for children.
DEFINITIONS:
- • ABC – A Better Chance Clinic
- • Children – ages birth to 7 years
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Consultation to staff working with women and/or caregivers and children at substance abuse treatment centers.
- • Training for substance abuse treatment center staff on the impact of substance abuse on children and families.
- • Trainings and other professional presentations on topics related to the impact of substance abuse on children and families including trainings related to evidenced-based treatments.
- • Training in the ABC program to professionals of various disciplines (medicine, psychology, social work, occupational therapy, physical therapy, and speech pathology) on the impact of substance abuse on child development.
- • Comprehensive developmental evaluations by university students working with the ABC Clinic for children with prenatal substance exposure or children whose mothers are in substance abuse treatment.
- • Developmental screening services by university students working with the ABC Clinic for children accompanying their mothers into substance abuse treatment centers funded by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a quarterly written report for the training and consultation activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
Zero Suicide - Pathway to Hope
INTRODUCTION:
- • Contractor will implement the Pathway to Hope (PTH) project, including seven essential element of Zero Suicide model. PTH’s goal is to reduce suicide deaths and hospital admissions for suicide related reasons among people 25+ years receiving care in the communities served.
WORK REQUIREMENTS:
- • Contractors shall provide the following deliverables:
- • Contractor shall furnish the necessary personnel to implement PTH:
- • One Full-Time Equivalent (FTE) Care Coordinator, or a combination of staff to equal 1 FTE.
- • One FTE Peer Recovery Support Specialist, or a combination of staff to equal 1 FTE.
- • Contractor shall establish a PTH workgroup that includes at minimum one survivor per 15 members. These workgroups shall guide implementation within the organization and local community.
- • PTH workgroup shall utilize best practices including but not limited to Zero Suicide Organizational Self-Study.
- • PTH workgroup shall include PTH project manager from ODMHSAS.
- • PTH workgroup shall be primary contact for local stakeholders such as law enforcement and hospitals.
- • Contractor shall ensure necessary numbers of staff are trained in identified evidence-based practices (EBPs) to implement PTH.
- • Contractor shall implement systems that effectively screen, engage, treat and transition individuals at risk for suicide across all levels of care.
- • Contractor shall identify pathways of care for individuals at risk for suicide and electronic health records will be modified to incorporate these.
- • Contractor shall purchase technology necessary and as funding is available through PTH for the completion of PTH goals and objectives. Examples may include but is not limited to tablets for consumers.
PERFORMANCE MONITORING:
- • Monthly reports shall be submitted to the PTH Project Manager in a timely manner .
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Contractor shall include documentation of all training and submit quarterly record to PTH Project Manager.
- • Contractors shall maintain a log to identify all outreach efforts, attempts, and outcomes reported to PTH Project Manager.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
Oklahoma Partnership Initiative
- Oklahoma Partnership Initiative Government/Professional/Sole Source Services
- Oklahoma Partnership Initiative – Phase 3 Attachment Biobehavioral Catch-Up (ABC) Training, Consultation & Fidelity
The contractor for the Attachment Biobehavioral Catch-Up (ABC) Training, agrees to provide the ABC Training,
fidelity assurance, and evaluation consultation for implementation by the State of Oklahoma. Contractor shall:
- • Coordinate and conduct the ABC Training required for continuous implementation of intervention at a
site designated by the University of Delaware (UD) in Newark, DE, virtual or at a site designated by ODMHSAS in Oklahoma City,
Oklahoma.
- • Provide weekly clinical supervision for up to 6 professionals during duration of contract to advance
professionals knowledge and skills related to the intervention. The case consultation will include video review,
assessment of provider skill, case experience monitoring; and shall be conducted via video conferencing, telephone,
or email.
- • Provide technical assistance regarding the development of the ABC intervention and consultation regarding
fidelity of implementation and evaluation via video conference, telephone or email.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks.
At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations.
All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma
State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- • Provide semi-annual project update reports to the Department by January 15TH and July 15TH.
- Oklahoma Partnership Initiative – Phase 3 Implementation of Attachment Biobehavioral Catch-Up (ABC) & Substance Exposed Newborn Training
The contractor for the implementation of Attachment Biobehavioral Catch-Up (ABC) intervention,
agrees to recruit participants and implement the ABC intervention; and facilitate statewide substance exposed newborn
trainings and community education. Contractor shall:
- • Contractor shall maintain the clinicians and staff necessary for the continuous implementation of
the ABC intervention.
- • Ensure clinicians participate in weekly clinical supervision during duration of contract to advance clinicians
knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill,
case experience monitoring; and shall be conducted via video conferencing, telephone, or email.
- • Have primary oversight of ABC implementation and recruitment of child welfare families who are in custody or
at-risk of being placed in out-of-home placement for participation in ABC intervention and
comparison groups.
• Participate in all required local and national-cross site data collection efforts coordinated by ODMHSAS,
University of Kansas School of Social Welfare evaluation team, University of Delaware, and the national cross-site
evaluation team to measure the effectiveness of the ABC intervention.- Facilitate statewide substance exposed newborns, Fetal Alcohol Spectrum Disorder or infant and early childhood mental health
community education/workforce development trainings.
- • Participate in the Oklahoma Partnership Initiative Grant Steering Committee Meetings via
conference call or onsite, and participate in annual ODMHSAS site visit.
- • Submit a monthly narrative summary report of all Oklahoma Partnership Initiative Grant activities.
- • Obtain written consent from a parent or legal guardian prior to transporting minor children for activities
conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor
children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of
parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks.
At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations.
All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma
State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related
offenses.
- • Provide monthly project update reports to the Department by the 15th of each month.
- Oklahoma Partnership Initiative – Phase 3 Local Evaluation
Provide local evaluation and national cross-site data collection coordination to determine the extent to which
the Oklahoma Partnership Initiative (OPI-3), has achieved its stated objectives and the extent to which the accomplishment of
objectives can be attributed to the project. Contractor shall:
- • Provide consultation and oversee OPI-3 local and national cross-site evaluation; and advise on data
collection procedures for both outcome and implementation monitoring.
- • Obtain data from state child welfare information system to be used to track child
welfare outcomes.
- • Obtain electronic data from participating treatment agencies for pre - post,
and follow-up observation periods.
- • Construct longitudinal data files for tracking of participants, and shall link various data files as
needed for analyses.
- • Process and link child welfare data and treatment outcome data for participants and upload data on behalf of
ODMHSAS to the Administration of Children and Families.
- • Conduct outcome data analyses for Attachment Bio-behavioral Catch-Up to include descriptive statistics, pre-post,
and group comparisons, event history analyses, and statistical tests of significance.
- • Attend grantee meetings and participate on project calls/webinars as required by the Administration of
Children and families and provide ongoing feedback to project staff regarding findings of the evaluation.
- • Disseminate ABC findings via journal publications and conferences.
- • Submit semi-annual project evaluation reports and provide support to ODMHSAS regarding Human Subjects Approval
through the ODMHSAS institutional Review Board and the Human Subjects Committee, Lawrence.
- • If Contractor provides treatment services, ensure background checks on all staff and volunteers are conducted and
shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State
Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory
requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral turpitude,
or alcohol or drug-related offenses.
- • Provide two semi-annual written reports, in a format prescribed by the Department, of activities carried out
pursuant to the Statement of Work.
Recovery Support Services
- Definitions
Clubhouse International – Accreditation body for programs following International Standards for
Clubhouse Programs.
PATH – Projects for Assistance in Transition from Homelessness
- Recovery Support Fixed Rate Services
- Recovery Support – Clubhouse
This Contract is to provide the necessary services to assist individuals with mental illness or co-occurring
mental illness and addiction disorders with long term recovery and maximization of self-sufficiency, role functioning and
independence. Contractor shall:
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a psychiatric
rehabilitation program founded on Clubhouse International’s International Standards for Clubhouse
Programs.
- • Provide a program with core services in the following areas that are organized around the needs of the members,
their preferences and their stated goals:
- • Provide a work ordered day which engages staff and members together in the running
of the clubhouse;
- • Enable members to return to paid work through Transitional Employment and
Independent Employment;
- • Assist members in securing a range of safe, decent and affordable housing;
- • Provide educational opportunities which focus on, at minimum, basic tools such as literacy and
computer skills;
- • Provide recreational and social programs during evenings and weekends; and
- • Provide an effective outreach system to members who are not attending.
- • Implement a plan to objectively evaluate the effectiveness of the Clubhouse.
Pursue a written financial plan for developing additional and continual multiple funding sources.
- Recovery Support – Community Living - Supervised Transitional Living
This Contract is to provide the necessary services to assist individuals with mental illness or co-occurring
mental illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall include
a Supervised Transitional Living Program, and a Permanent Supported Housing Program. Programs shall adhere to the standards for
Community Living Programs documented in Title 450, Chapter 17, Standards and Criteria for Community Mental Health Centers.
To assist with transition to permanent housing, it is required that program staff attend the ODMHSAS Housing First 101,
and Individual Placement Support (IPS) model of supported employment trainings. Staff may also find it helpful to complete
SSI/SSDI Outreach, Access & Recovery (SOAR) online training @ Soarworks
to better assist with successful application for benefits and to have at least one staff receive their housing plus endorsement
to better understand how to address housing barriers and work collaboratively with community housing partners.
- Recovery Support – Community Living - Supported Transitional Housing
This Contract is to provide the necessary services to assist consumers with mental illness or co-occurring mental
illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall include a
Supported Transitional Housing Program and a Permanent Supported Housing Program. Programs shall adhere to the standards for
Community Living Programs documented in Title 450, Chapter 17, Standards and Criteria for Community Mental Health Centers.
To assist with transition to permanent housing, it is required that program staff attend the ODMHSAS Housing First 101,
and Individual Placement Support (IPS) model of supported employment trainings. Staff may also find it helpful to complete
SSI/SSDI Outreach, Access & Recovery (SOAR) online training @ Soarworks to better assist
with successful application for benefits and to have at least one staff receive their housing plus endorsement to better
understand how to address housing barriers and work collaboratively with community housing partners.
- Recovery Support – Employment Support & Vocational Services
This contract is to provide the necessary services to assist individuals with mental illness or co-occurring mental
illness and addiction disorders with obtaining and maintaining gainful, competitive employment in the community.
Contractor shall provide Employment Support Services which include, but are not be limited to: prevocational training, job
development, job placement, on-the-job training and support. The services provided will be based on individual consumer need
and choice.
- Recovery Support – Homeless Case Management
The Contractor shall furnish the necessary resources to provide case management services at the Day Center for
individuals with a Serious Mental Illness. Contractor shall:
- • Maintain (establish where appropriate) relationships with health, law enforcement, social services, mental health,
volunteer agencies and facilities, government/non governmental agencies involved with homeless persons toward facilitation and
improvement of services to homeless persons.
- • Make referrals to treatment and support services for individuals in need of
these services.
- • Negotiate written Memoranda of Understanding with local mental health centers, the Mental Health Association in
Tulsa (Safe Haven), and any other related Department-funded local service providers.
- • It is required that the case manager performing these duties receive the housing + certificate
offered through ODMHSAS.
- • Provide an annual activity report to suzanne.williams@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Projects for Assistance in Transition from Homelessness (PATH)
This Contract is to provide the necessary services, as outlined in the annual Oklahoma PATH grant application,
to assist individuals with mental illness or co-occurring mental illness and addiction disorders with transitioning from
homelessness and accessing behavioral health services. Contractor shall:
- • Provide outreach, engagement, and case management to persons who have a serious mental illness, who are homeless,
and who are not currently receiving services in the mental health system. Services shall be targeted to those individuals who
are homeless, with secondary focus on those at imminent risk of becoming homeless.
- • Provide outreach and engagement services to individuals living on the street or in places not meant for human
habitation, and to individuals in area homeless shelters.
- • Collaborate with psychiatric inpatient and stabilization units, area shelters and other existing resources
to identify persons who have a mental illness, and who are homeless or at imminent risk of homelessness, who are not currently
receiving services in the community mental health system.
- • Educate and assist individuals who are outreached with regards to existing and available community mental
health services, housing options, income benefits (including entitlement programs), and
employment supports.
- • Provide intensive case management services, for those individuals enrolled in the PATH program, targeted toward
assisting with access to services, supports, and resources needed to transition from homelessness. Including, but not limited to,
behavioral health services, benefits, income and housing assistance.
- • All PATH Case Managers/Outreach Workers will complete the SSI/SSDI Outreach, Access and Recovery (SOAR)
training to optimally assist PATH enrolled individual’s with successful and timely access
to benefits.
- • Not exceed a length of stay in the PATH program of 9 months.
- • Not exceed a caseload of 35 PATH enrolled individuals per staff.
- • Maintain a formal, regular process for involving current/former PATH enrolled individuals in PATH program development.
This process shall minimally include a PATH specific focus group conducted annually with current/former PATH enrolled individuals
to collect feedback/input regarding the PATH program.
- • Meet state match, data collection, and other requirements of the PATH Federal Grant.
- • Follow all PATH program requirements outlined in the ODMHSAS PATH Protocol provided in the Appendix
section of this document.
- • Provide requested information and reports per federal grant requirements, and as
requested by ODMHSAS.
- Recovery Support – Safe Haven Housing & Support
Contractor shall furnish the necessary resources to provide services in accordance with applicable program requirements
described in Subchapter 5, Part 11. Community Living Programs OAC 450:17 and Client Rights as described in OAC 450:15.
Contractor shall:
- • Accommodate consumers with a mental illness who are homeless and coming from streets, shelters,
or emergency rooms.
- • Abide by staffing requirements to include:
- • 24-hour staff coverage with professional supervision. A minimum of one paid staff-member shall be on in
the Safe Haven area at all times consumers are present.
- • Staff of the Safe Haven shall reflect the ethnic, cultural and language background of
consumers served.
- • Staff must be familiar with community resources for the treatment of physical and mental illnesses and
for housing and social supports.
- • Staff shall build a sense of empowerment and a supportive sense of community and shall encourage
(but not require) consumers to participate in the operations of the facility.
- • Provide places of permanent residence for homeless persons with mental illness needing on-site support
twenty-four (24) hours a day, to enable persons to live as independently as possible. Includes:
- • 24-hour staff coverage will be provided on-site.
- • Services shall assist program participants with accessing additional community resources, services and
supports needed to promote self-sufficiency.
- • Program participants shall be the lessee of the residence, or have a similar form of occupancy agreement,
and there shall be no limits on their length of tenancy as long as they abide by the conditions of the
lease/agreement.
- • Ensure all staff employed in above programs shall be trained in a Department approved non-violent
crisis intervention program.
- • Negotiate written Memoranda of Understanding with local community mental health centers, Tulsa Day Center
for the Homeless, and any other relevant Department-funded provider.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org and suzanne.williams@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Transitional Housing
This Contract is to provide the necessary services to assist consumers with mental illness or co-occurring mental
illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall:
- • Provide services in accordance with applicable program requirements described Subchapter 5, Part 11.
Community Living Programs OAC 450:17 and Client Rights as described in OAC 450:15.
- • Give preference to referrals ODMHSAS designated facilities. Other referrals may be accepted
dependent on space availability.
- • Ensure consumers admitted to the program shall meet the Department's current definition of persons with
a Serious Mental Illness, as determined by a Licensed Behavioral Health Professional.
- • Provide, or arrange for, training to consumers in areas of personal grooming, personal hygiene, and
daily living skills- including housekeeping, shopping, money management, and meal preparation, based on resident
need and choice.
- • Schedule, as requested by consumers and with their input, weekend and after
5:00 p.m. activities.
- • As needed, participate in the formulation and monitoring of the consumer’s
individual Recovery Plan.
- • Provide or arrange transportation for health related and mental health examinations and treatment
for mental health consumers when necessary.
- • Attend required ODMHSAS Housing First 101, and Individual Placement Support (IPS) model of
supported employment trainings.
- • One staff member should have their housing plus endorsement.
Contractor's staff shall attend in-service training and updates in fire and safety; cardiopulmonary resuscitation;
AIDS/HIV precautions; infection Control; and ODMHSAS approved non-violent crisis intervention training.
- • Orientation of new employees and volunteers shall include Client Rights as described in OAC 450:15;
facility policy and procedures, confidentiality of all information regarding the consumer, including verbal confidentiality for
consumers both inside and outside of facility. Orientation and in-service trainings shall be documented in staff personnel
files and include dates attended and subject matter.
- • Contractor shall allow the ODMHSAS or employees of a designated Community Mental Health Center into its
facility for the purpose of providing services to consumers who are in need of mental health services and who desire services
from the Community Mental Health Center.
- • Contractor shall provide unhindered access to and shall fully cooperate with all ODMHSAS personnel in the
conduct of their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct
of its oversight responsibilities of this Contract and the Contractor's compliance with the terms of this Contract as well as
the ODMHSAS's Standards and Criteria governing community mental health programs.
- • Contractor shall negotiate written Memoranda of Understanding with ODMHSAS designated facilities defining
respective roles.
- Recovery Support – Transitional Housing (Sangha)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide an alcohol and drug-free living community in two sober living programs with 12 total beds in Tulsa, Oklahoma. This program must remain in good standing with OKARR at all times.
WORK REQUIREMENTS:
- • Contractor shall make available eight beds for men who have completed residential substance abuse treatment, who are residents of Oklahoma, with priority to those on an MAT/MAR program.
- • Contractor shall provide onsite case management (CMI or CMII) and certified peer recovery support services. Crisis intervention services shall be available 24 hours per day.
- • Contractor shall provide onsite educational and support groups.
- • Contractor shall help connect residents to competitive integrated employment within 30 days of entry. If the resident is not already connected to an IPS team in the community and wants such assistance, the Contractor shall provide IPS services. At least one program staff must be trained and credentialed as an IPS employment specialist. It is highly encouraged that one staff is trained and credentialed as an IPS Supervisor.
- • Contractor shall encourage continued substance abuse treatment and aftercare as appropriate; and thus, is encouraged to have MOUs with ODMHSAS partners in the Tulsa metro area.
- • Contractor is required to have one staff member be housing plus endorsed to ensure transition plans with continuity of care.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs.
- • Contractor must receive prior approval from ODMHSAS for residential stays beyond six months.
- • Contractor shall make available twelve beds for men who have completed residential substance abuse treatment, who are residents of Oklahoma, with priority to those on an MAT/MAR program.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such details as ODMHSAS may require. Such report shall be submitted no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). These reports need to be emailed to suzanne.williams@odmhsas.org.
COMPENSATION:
- • ODMHSAS is the payor of last resort. This contract cannot be billed on consumers for which Contractor is receiving rent or receiving the recovery housing scholarship.
- Recovery Support – Transitional Housing (Sangha) - Revised
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide an alcohol and drug-free living community in two sober living programs with 12 total beds in Tulsa, Oklahoma. This program must remain in good standing with OKARR at all times.
WORK REQUIREMENTS:
- • Contractor shall provide onsite case management (CMI or CMII) and certified peer recovery support services. Crisis intervention services shall be available 24 hours per day.
- • Contractor shall provide onsite educational and support groups.
- • Contractor shall help connect residents to competitive integrated employment within 30 days of entry. If the resident is not already connected to an IPS team in the community and wants such assistance, the Contractor shall provide IPS services. At least one program staff must be trained and credentialed as an IPS employment specialist. It is highly encouraged that one staff is trained and credentialed as an IPS Supervisor.
- • Contractor shall encourage continued substance abuse treatment and aftercare as appropriate; and thus, is encouraged to have MOUs with ODMHSAS partners in the Tulsa metro area.
- • Contractor is required to have one staff member be housing plus endorsed to ensure transition plans with continuity of care.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs.
- • Contractor must receive prior approval from ODMHSAS for residential stays beyond six months.
- • Contractor shall make available twelve beds for men who have completed residential substance abuse treatment, who are residents of Oklahoma, with priority to those on an MAT/MAR program.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such details as ODMHSAS may require. Such report shall be submitted no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). These reports need to be emailed to suzanne.williams@odmhsas.org.
COMPENSATION:
- • ODMHSAS is the payor of last resort. This contract cannot be billed on consumers for which Contractor is receiving rent or receiving the recovery housing scholarship.
- Recovery Support Government/Professional/Sole Source Services
- Recovery Support – Discharge Planning Housing Subsidy
This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the ODMHSAS Protocol
for Use of Discharge Planning Housing Subsidy Funds located in the Appendix section of this document. Discharge Planning Housing
Subsidy Funds are to be used to assist very low-income individuals (age 18 and older) with mental illness or co-occurring mental
illness and substance use disorders who are discharging from psychiatric care, Department of Corrections, or aging out of the
foster care system, with accessing and maintaining decent, safe, sanitary, and affordable housing in ODMHSAS designated location.
Contractor shall submit monthly billing documentation and activity reports as outlined in the ODMHSAS Protocol for Use of Discharge
Planning Housing Subsidy Funds located in the Appendix section of this document.
- Recovery Support – Employment and Housing Best Practices
Contractor shall provide the following best practices for employment and housing services: Individual Placement Services (IPS) model of supported employment, and the Housing First (HF) philosophy. Contractor shall:
- • Require that the administrator or point of contact for this SOW be housing plus endorsed within one year and have attended IPS 101. IPS fidelity training is highly recommended. The administrator of this shall not be the IPS Supervisor.
- • Provide the resources necessary for implementation of both the IPS model of supported employment and the housing first philosophy through housing supports.
- • Submit a budget with justifications outlining how they plan to use this contract funding to provide these two best practices. This Implementation Plan must be received and approved by the ODMHSAS prior to submitting for reimbursement under this contract.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be
submitted to Suzanne Williams at suzanne.williams@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Housing Flexible Funds
This Contract is to provide flexible funding for certain authorized expenditures in support of direct services provided by the Contractor. The expenditures are pursuant to the ODMHSAS Protocol for Use of Housing Flexible Funds located in the Appendix section of this document. Flexible Funds are to be used to support community integration of persons receiving Clubhouse services; with emphasis on assisting with accessing and maintaining safe and affordable permanent housing in the community. The Contractor must have one staff member who has obtained their housing plus endorsement.
Contractor shall submit monthly billing documentation as outlined in the ODMHSAS Protocol for Use of Housing Flexible Funds located in the Appendix section of this document.
Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted
to Suzanne Williams at: suzanne.williams@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Housing is Recovery
This Contractor shall provide the project management functions necessary to provide housing supports across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Supports team providing expeditious funding supports to vulnerable Oklahomans and other initiatives across the state.
- • Provide an annual progress report to suzanne.williams@odmhsas.org.
- Recovery Support – Housing is Recovery Opioid Stimulants
This Contractor shall provide the project management functions necessary to provide housing supports across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Supports team providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports as approved by the ODMHSAS.
- • Provide an annual progress report to suzanne.williams@odmhsas.org.
- Recovery Support – Intensive Outreach and Navigation Program
The Intensive Outreach and Navigation Program shall assist individuals discharging as homeless to ODMHSAS designated area from ODMHSAS designated facilities. The goal of this Program is to provide these specific individuals with immediate independent housing, engage them with intensive recovery support services, connect them with community mental health treatment and obtain permanent independent housing. Contractor shall:
- • Embed two Case Managers, two Peer Recovery Support Specialists and one Team Supervisor
at designated facilities.
- • Equip Program staff with applicable training and credentials including, but not limited to, Individual Placement Support (IPS), Housing First, SSI/SSDI Outreach, Access & Recovery (SOAR) training, Case Management and/or Peer Recovery Support Specialist Certifications. One individual on the program team shall be housing plus endorsed.
- • Work with clinical agency staff to coordinate discharging persons served directly into independent housing from treatment centers initially supported 100 percent by the Program.
- • Secure benefits and affordable housing so that persons served continually move from full-paid rent to subsidized or partially supported housing.
- • Provide recovery support and other ancillary support services necessary to achieve Program goal, including the identification, navigation and obtaining resources in order to meet basic independent living needs.
- • Connect persons served with outpatient community mental health services and assist with the
coordination and transition of their clinical care.
- • Contractor shall submit a quarterly data report as determined by the ODMHSAS. The annual data report shall be submitted to Suzanne Williams at suzanne.williams@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Oklahoma Alliance for Recovery Residences (OKARR) Project Management & Consultation
Contractor shall:
- • OKARR will continue to collaborate regionally with Recovery People to increase TROHN and OKARR sustainability. Development and implementation of LMS (online training for recovery residences) will provide additional revenue streams for OKARR.
- • Ensure close collaborative efforts between Oklahoma Alliance for Recovery Residences (OKARR), the OKARR Board, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the National Alliance for Recovery Residences Board to achieve the following objectives.
- • Develop collaborative relationships with 20 stakeholder organizations in support of OKARR’s sustainability by December 31,2021.
- • Implementation of OKARR’s sustainability plan by June 30, 2022.
- • Increase the number of specialty recovery homes certified: 15 by December, 31, 2021 and a total of 50 by June 30, 2022 (rural, woman/children, men/children, Medication Assisted Treatment/Medication Assisted Recovery, pregnant woman).
- • Scholarship the certification cost of 50 recovery homes by December 31, 2021 and a total of 100 by June 30, 2022.
- • Provide training, technical assistance or engagement to 200 individuals by December 31, 2021 and 400 individuals by June 30, 2022.
- • Host on OKARR website the recovery housing scholarship application and coordinate with the ODMHSAS Recovery Supports team.
- • Submit reports to meet ODMHSAS grant obligations as requested and submit quarterly reports to
suzanne.williams@odmhsas.org.
- Recovery Support – Oklahoma City Basic Center Program Drop-In Center
The Contractor shall provide ongoing drop-in center services to all youth served through the Oklahoma City Basic Center Program (OKCBCP). The OKCBCP is funded through a Runaway and Homeless Youth (RHY) grant for the purpose of providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere to the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual,
group and family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Act as the drop in center for RHY youth and as such will provide access to showers, hot meals, laundry,
email, phone and case management services.
- • Follow RHY data standards and enter all required data in to the RHY-Homeless Management
Information System (HMIS).
- • Engage in ongoing technical assistance and trainings to all OKCBCP providers and will send two
representatives to all OKCBCP required meetings and trainings.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus
on four core outcome areas: safe and stable housing, employment/education, social and emotional well-being, and permanent
connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned
to this project; pursuant to statute/regulations,
- • Contractor shall allow the ODMHSAS project staff to provide onsite technical assistance at a frequency
and duration to be determined by the ODMHSAS.
- • Contractor shall allow the ODMHSAS youth specialist to have a work space on site.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to meet
grant requirements.
- • Submit the annual data report shall be submitted to Suzanne Williams at suzanne.williams@odmhsas.org and Lahcen.Dallal@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Oklahoma City Basic Center Program Emergency Shelter & Host Homes
The Contractor shall provide ongoing emergency shelter and host homes to all youth served through the Oklahoma
City Basic Center Program (OKCBCP). The OKCBCP is funded through a Runaway and Homeless Youth (RHY) grant for the purpose of
providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a
single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere to
the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual, group and
family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Provide emergency shelter and host homes and link youth to an array of wraparound support services from
case management to life skills training while working in tandem with law enforcement, department of human services, the
juvenile justice system, and the school system.
- • Provide aftercare planning and will perform outreach and follow up services for 90 days after the
youth exits the program.
- • Follow RHY data standards and enter all required data in to the RHY-Homeless Management
Information System (HMIS).
- • Engage in ongoing technical assistance and trainings to all OKCBCP providers and will send two representatives
to all OKCBCP required meetings and trainings.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus on
four core outcome areas: safe and stable housing, employment/education, social and emotional well-being, and
permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to
this project; pursuant to statute/regulations,
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be
determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to
meet grant requirements.
- • Submit the annual data report shall be submitted to Suzanne Williams at suzanne.williams@odmhsas.org and Lahcen.Dallal@odmhsas.org. The annual report template will be provided to you..
- Recovery Support – Oklahoma City Basic Center Program Outreach & Employment
The Contractor shall provide ongoing outreach and employment services to all youth served through the Oklahoma City
Basic Center Program (OKCBCP). The OKCBCP is funded through a Runaway and Homeless Youth (RHY) grant for the purpose
of providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a
single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere to
the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual, group and
family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Provide outreach activities targeting raising awareness on homeless and runaway youth issues in the community
through trainings, networking and strategic planning with schools, libraries and community centers.
- • Link RHY youth to the OKCBCP program through the Contractor’s street outreach and will offer
gateway services to the RHY youth.
- • Follow RHY data standards and enter all required data in to the RHY-Homeless Management
Information System (HMIS).
- • Engage in ongoing technical assistance and trainings to all OKCBCP providers and will send two representatives
to all OKCBCP required meetings and trainings.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus on
four core outcome areas: safe and stable housing, employment/education, social and emotional well-being,
and permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to this
project; pursuant to statute/regulations,
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be
determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to meet
grant requirements.
- • Submit an annual report to suzanne.williams@odmhsas.org. The requested information will be provided to you within three months of the new state fiscal year.
- Recovery Support – Permanent Supportive Housing Project (HUD)
This Contract is to assist adult individuals with serious mental illness and/or substance use disorders who express interest in participating in the program, and who either meet requirements for chronic homelessness or are a veteran who meets requirements for Category 1: literally homeless, with rental assistance for permanent housing, and with supportive services. Contractor shall:
- • Ensure a minimum of 2 individuals shall be served in the project.
- • Ensure individuals participating in the project shall meet HUD eligibility requirements
for this project.
- • Ensure all rental assistance shall be tenant-based, which permits participants to choose housing of an
appropriate size in which to reside. Participants retain the rental assistance if they move and, where necessary, facilitate
the coordination of supportive services, Contractor may require participants to live in a
specific area.
- • Offer supportive services to individuals receiving rental assistance.
- • It is required that Program staff attend the ODMHSAS Individual Placement Support (IPS) 101 training. For individuals/residents who would like assistance with employment, they shall be referred to the RRBHS IPS team for supported employment and education supports.
- • Ensure all rental assistance shall be provided following a Housing First Model. The program is not expected to be Housing First credentialed but will undergo a housing first review every two years to see where improvements may be made.
- • Additional preconditions or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed
on persons entering the program (ex: Sobriety shall not be required).
- • Program participants shall not be required to participate in supportive services as a condition of housing
assistance. The program may offer and encourage program participants to participate in services.
- • Attend the ODMHSAS Housing First 101 training.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing
Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Permanent Supportive Housing.
- • Submit monthly billing reports as determined by the ODMHSAS.
- • Enter all data required by HUD in to their local Homeless Management
Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR),
in a timely fashion.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to
substantiate authorized expenses according to procedures determined by the Department, and based on grant
approved budget lines.
- Recovery Support – Recovery Housing Voucher Program – HUD
This Contractor shall provide the project management functions necessary to provide housing vouchers across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Support-Employment and Housing team in providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports as approved by the ODMHSAS.
- • Provide an annual progress report to suzanne.williams@odmhsas.org.
- Recovery Support – RISE Above Project Voucher Program
This Contractor shall provide the project management functions necessary to provide housing vouchers across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Support-Employment and Housing team in providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports for victims of human trafficking approved by the ODMHSAS.
- • Provide an annual progress report to suzanne.williams@odmhsas.org.
- Recovery Support – Shelter Plus Care
This Contract is to assist homeless persons with serious mental illness or co-occurring mental illness and substance
abuse disorders, and their families, with rental assistance for permanent housing, and with supportive services.
Contractor shall:
- • Provide number of units of rental assistance identified by ODMHSAS.
- • Ensure individuals receiving rental assistance shall meet the HUD definition of
homeless and disabled.
- • Ensure all rental assistance is tenant-based, which permits participants to choose housing of an appropriate size
in which to reside. Participants retain the rental assistance if they move and where necessary to facilitate the coordination
of supportive services, Contractor may require participants to live in a specific area.
- • Offer supportive services to individuals receiving rental assistance. For individuals/residents who would like assistance with employment, they shall be referred to an IPS team for supported employment and education supports.
- • Ensure all rental assistance shall be provided following a Housing First philosophy. Additional preconditions or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed on persons entering the program (ex: Sobriety shall not be required). Program participants shall not be required to participate in supportive services as a condition of housing assistance. The program may offer and encourage program participants to participate in services.
- • Use their best efforts, through outreach activities, to ensure that eligible hard-to-reach persons are served by
Shelter Plus Care.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing
Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Shelter Plus Care,
including Part 582 – Shelter Plus Care.
- • Submit monthly billing reports as determined by the department.
- • Enter all data required by HUD in to their local Homeless Management
Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR),
in a timely fashion.
- • Program staff attend required ODMHSAS Housing First 101 and IPS 101 training. The point of contact for this program shall be housing plus endorsed.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. and suzanne.williams@odmhsas.org. The annual report template will be provided to you.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation
to substantiate authorized expenses according to procedures determined by the ODMHSAS, and based on grant approved
budget lines.
- Recovery Support – SQE Projects for Assistance in Transition from Homelessness (PATH)
This contract is to provide funding for necessary ancillary services, supports and resources to assist individuals
with mental illness or co-occurring mental illness and addiction disorders with transitioning from homelessness and
accessing behavioral health services through the PATH program. Contractor shall:
- • Provide the services, supports, and resources needed in conjunction with PATH fixed rate services to enhance the
quality of the PATH program and achieve program outcomes. Activities under this contract addendum shall not include any services
that can be billed under the PATH fixed rate contract.
- • Provide non Fee for Service reimbursable supports to PATH service recipients.
- • Provide training, education and coordination to individuals who are working in shelters, mental health clinics,
and other sites, with the goal of helping to overcome system barriers for PATH service recipients.
- • Participate in annual training relevant to the provision of services to PATH recipients. Some examples of relevant training areas are: Homelessness, Housing, Community Resources, Community Collaboration, Cultural Competency, Using Peer Supports, Mental Health, and Co-Occurring Mental Health and Substance Use.
- • All PATH staff must attend required Housing First 101 and IPS 101 training offered by ODMHSAS. The PATH team lead must be have their housing plus endorsement.
- • Participate in state level PATH program planning meetings as determined by the designated
ODMHSAS PATH State Contact.
- • Create and coordinate a formal process for regular PATH program planning, development and evaluation that
includes involvement of current and/or past PATH participants.
- • Create and coordinate a process for involving current and/or past PATH participants
in peer support.
- • Participate in required data collection and reporting including participating in their local Homeless Management
Information System (HMIS) for PATH data reporting. Contractor shall work with their local HMIS and with the ODMHSAS State PATH
Contract to ensure accurate data entry.
- • Provide housing services for PATH enrolled individuals, including:
- • Provision of funds for security deposits, for those individuals who are in the process of acquiring rental
housing but who do not have the assets to pay the first and last month’s rent or other security deposits required
to move in.
- • Provision of one-time rental payments to prevent eviction for those individuals who cannot afford to make the
payments themselves, who are at risk of eviction without assistance and who qualify for this service on the basis of
income or need.
- • Assistance with the costs associated with establishing a household. These may include items such as rental
application fees, furniture and furnishings, moving expenses, and costs related to obtaining a birth certificate and/or
identification. These may also include reasonable expenditures to satisfy outstanding consumer debts identified in rental application
credit checks that otherwise preclude successfully securing immediately available housing.
- • Assistance with the costs necessary to make essential repairs to a housing unit in order to provide or improve access
to the unit and/or eliminate health or safety hazards.
- • Contractor shall follow all PATH program requirements outlined in the ODMHSAS PATH Protocol, and all Federal
guidelines for the PATH program.
- • Provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will
provide such detail as the Department may require.
- • Provide additional requested information and reports per federal grant requirements,
and as requested by ODMHSAS.
- • PATH Training funding may only be used for technical assistance and training activities that focus on homelessness best practices.
- • Technical assistance and training activities have to be preapproved by Tammie Vail.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org and suzanne.williams@odmhsas.org. The annual report template will be provided to you.
COMPENSATION:
- • Per Federal PATH grant requirements funds may not be expended.
- • To support emergency shelters.
- • For inpatient psychiatric treatment.
- • For inpatient substance abuse treatment.
- • To make cash payments to intended recipients of mental health or substance
abuse services.
- • To pay for the purchase or construction of any building or structure to house any part
of the grant program.
- • To fund lease arrangements in association with the project beyond the project period nor may the portion of the
space leased with PATH funds be used for purposed not supported by the grant.
- • In addition, the total amount spent on the housing services listed above shall not exceed 20% of total federal PATH
allocation. Total federal PATH allocation includes both the allocation amount for this statement of work, and the allocation amount
for the PATH fixed rate statement of work.
- • Contract funds shall be used for purposes supported by the PATH program only.
- Recovery Support – Training and Technical Assistance
INTRODUCTION:
- • Contractor shall furnish the necessary resources to promote and support the Recovery Supports-Housing and Employment team through the OKC Youth Action Board. Contractor shall provide ongoing support in the establishment of enterprising opportunities for youth with lived experience in homelessness, juvenile justice, child welfare or trafficking survival to operate on the OKC Youth Action Board contracted to work with the ODMHSAS and City of OKC on initiatives related to youth homelessness.
WORK REQUIREMENTS:
- • Contractor shall ensure continuing growth and support of the Local Systems of Care State through providing support and necessary resources for the growth and sustainability of the Youth Action Board.
- • Contractor shall provide, support, and facilitate the following:
- • Collaboration with other stake holders.
- • Access to information on policy changes and other state and national information on children’s mental health.
- • Youth voice at local community level and state level.
- • Leadership opportunities for youth/young adults.
- • Reduction of stigma.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Manager of Housing and Runaway and Homeless Youth Services no later than the 10th day of the month. The Contractor shall report the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining youth involvement in established funded communities including number and types of activities.
- • Monthly budget updates with itemized expense reports.
- Recovery Support – Transition Age Youth Project
This Contractor shall provide a housing and supports services program for transition age youth ages 18-25 in the metro Oklahoma City area that have dual system involvement at some point after their 14th birthday. Involvement includes OKDHS Child Welfare programs such as - Foster Care, Family Centered Services, Tribal Welfare Programs, Family Permanency, and Basic Center programs in Oklahoma. Criminal Justice involvement can include but not limited to – Arrests, convictions, and/or exiting incarceration in the juvenile or adult prison systems. Specific limitations based on nature of charges shall be at discretion of the contractor. Contractor Shall:
- • Connect youth participants to mental health and substance use services as needed within 30 days of move in.
- • Ensure close collaborative efforts between the Oklahoma Department of Mental Health and Substance Abuse
Services (ODMHSAS), the MHAO and other community partners as identified through this infrastructure
building process.
- • Provide youth monthly opportunities for life skill development through group or individual instruction or implemented by third party services.
- • Support youth in developing individual service plans within 14 days of move in that can include but not be limited to goals and objectives related to employment, education, mental health, and long-term housing planning.
- • Provide youth weekly care coordination/case management meetings to ensure service plan implementation and progress.
- • Partner with ODMHSAS and Oklahoma City Continuum of Care to provide adequate aftercare planning for youth that graduate or discharge early.
- • Contractor will utilize evidenced based assessment tools to monitor and record progress in transition life domains.
- • Provide a monthly progress report to Lahcen.Dallaly@odmhsas.org.
- • Provide an annual comprehensive report to Lahcen.Dallaly@odmhsas.org.
- Recovery Support – Transition Youth Housing Subsidy
This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the Department’s Protocol for use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document:
WORK REQUIREMENTS:
- • Transition Youth Housing Subsidy Funds are to be used to assist very low-income individuals (ages 16 - 25) and/or runaway and homeless youth (15-25 years of age) who have a mental illness or co-occurring mental illness and substance use disorders OR meet qualifying criteria for Host Home* Placement with accessing and maintaining decent, safe, sanitary and affordable housing and host home placements. Consumers aged 25-30 who are actively enrolled in a Navigate program through Family and Children’s Services or Red Rock Behavioral Health are eligible for subsidy assistance as long as they intend to be actively in the program for the duration of the lease.
PERFORMANCE MONITORING:
- • Contractor shall submit monthly billing documentation and monthly activity reports as outlined in the Department’s Protocol for Use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
- Recovery Support – Youth Transitional Living Program for Victims of Human Trafficking – RISE Above Project
INTRODUCTION:
- • Contractor shall furnish a safe living environment to youth girls under age 18 who are victims of sex-tracking and/or commercial sexual exploitation.
WORK REQUIREMENTS:
- • Contractor shall make available a long-term residence where girls receive comprehensive and individualized services and mentoring/advocacy to permanently escape the world of the sex trade and become strong, independent, responsible adults.
- • Contractor shall work with ODMHSAS RISE Above Project team to determine if girls are eligible for their transitional living program funded by the OVC.
- • Contractor will offer comprehensive and individualized trauma-informed, client centered services or access to these services to restore victims to survivors. These services include but are not limited to: Medical, Dental, Vision, Mental Health Counseling, Substance Abuse Services, Education, Life Skills, Job Skills, Therapeutic activities, and Fitness, Mentoring/Advocacy.
- • Contractor shall remain licensed with the Oklahoma Department of Human Services (DHS).
- • Contractor shall remain registered as a resource with the National Human Trafficking Hotline.
- • Contractor shall continue a cooperative relationship with the Oklahoma Attorney General’s office and local service providers.
- • Contractor shall provide services that are culturally responsive to the individuals’ needs.
- • Contractor shall work with RISE Above Project project coordinator to ensure aftercare plans are completed in accordance with grant objectives.
- • Contractor shall be an active participant on the RISE Above Project advisory council.
- • Contractor staff shall attend all required grant trainings.
- • Contractor shall provide match documentation monthly to Lahcen.Dallaly@odmhsas.org.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a monthly report of the activities carried out pursuant to this Statement of Work and project objectives. Such report shall be submitted no later than the 10th day of the month following the end of each month (i.e., the 10th of October for September reporting.) These reports need to be emailed to Lahcen.Dallaly@odmhsas.org.
COMPENSATION:
- • This contract cannot bill daily reimbursement rates for DHS and/or OJA custody minors.
- • Contractor will bill the agreed upon daily rate of $100/day/RISE Above Project approved client and transportation costs for family engagement for all of RISE residents.
- Appendix
- ODMHSAS PATH Protocol
A. PATH Application
- Each PATH site will submit a PATH Application per Center for Mental Health Services (CMHS) requirements and due dates.
The application consists of the intended use plan, progress report, proposed budget and budget narrative. This process will be
facilitated by the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS)
PATH Contact.
B. HMIS
- Each PATH site will enter all PATH data from ODMHSAS PATH Face Sheets, into their local Homeless Management
Information System (HMIS).
C. Quarterly Report
- Each PATH site will submit a completed Oklahoma PATH Quarterly Report utilizing HMIS system report(s). Each PATH
site will submit any additional information requested by ODMHSAS. Quarters and due dates will be as
follows:
| First Quarter: July, August, September |
Due Date: October |
| 10th Second Quarter: October, November, December |
Due Date: January |
| 10th Third Quarter: January, February, March |
April 10th |
| Fourth Quarter: April, May, June |
July 10th |
D. Technical Assistance Meetings
- Technical Assistance will be offered on an as needed basis. Technical Assistance can be requested by the PATH
provider if a need is determined. In addition, Quarterly Reports will be reviewed each quarter by the ODMHSAS PATH Contact and
Technical Assistance may be scheduled to help address any identified challenges. Technical Assistance may also be provided in
response to challenges identified during the annual site visit. Technical Assistance can be provided for an individual site or
combined with another site if the same need exists.
E. Annual Report
- Each PATH site will submit a complete Annual Report per (CMHS) guidelines. This process will be facilitated by the
ODMHSAS PATH Contact (Annual Report will be completed with data collected in the Quarterly Reports, program financial information
and staffing).
F. Annual Site Visit
- The ODMHSAS PATH Contact will conduct a one-day site visit for all PATH sites. A site visit will
consist of the following:
- • Interview with all PATH funded staff, their supervisor and the PATH Director;
- • Interview with two (2) individuals receiving PATH services;
- • Review three (3) path case records;
- • Review documentation for any PATH cases open more than 12 months;
- • Review process for collecting PATH data that populates quarterly/annual reports; and
- • Review financial records/process for billing PATH services, and for tracking and supporting
state match requirements.
G. PATH GPRA Measures
- The Government Performance and Results Act (GRPA), enacted in 1993, requires federal agencies to establish standards
measuring their performance and effectiveness. Below are the PATH GRPA Measures. It is recommended that each PATH site strive to
achieve the Oklahoma PATH Targets listed for each measure.
- • Increase the number of homeless persons contacted
- This measure captures the number of homeless persons contacted by PATH providers. Persistent and consistent outreach
and the introduction of services at the client’s pace are important steps to engaging homeless persons with serious
mental illness (SMI) and to beginning the process of linking them to housing, mental health, substance abuse, case management
and other supportive services.
- Calculation: Persons served by federal PATH funds
- Federal PATH Target: 160,000 (nationally)
- Oklahoma PATH Target – 600 (Each PATH provider should target to achieve or exceed the # of persons
projected in their Intended Use Plan.)
- • Increase the percentage of homeless persons with SMI who become enrolled in
services (annual and long-term)
- This measure is an indicator of the rate of enrollment for PATH-eligible individuals.
PATH enrollment is defined as:
- • The individual is determined to be “PATH-eligible,” (i.e., experiencing Severe Mental Illness and homelessness
or imminent risk of homelessness)
- • The PATH worker established engagement with the individual (the individual has agreed to work towards a
goal with the PATH worker),
- • The PATH worker opened an individual file that contains:
- • Demographic information,
- • Documentation of PATH eligibility,
- • Mutual agreement for the provision of services, and
- • Services provided.
- Calculation: Number of outreach contacts who become enrolled in PATH divided by Persons served by federal PATH
funds outreach minus Number of outreach client not enrolled because ineligible
- Federal PATH Target – 55%
- Oklahoma PATH Target– 55%
- • Increase the percentage of enrolled homeless persons who receive community
mental health services
- Calculation: Number of persons enrolled in community mental health services divided by Persons served by
federal PATH funds – enrolled clients.
- Federal PATH Target – 47%
- Oklahoma PATH Target- 75%
- • Maintain average Federal cost of enrolling a homeless person with SMI
in services
- Calculation: Federal PATH appropriation divided by persons served by PATH
funds – enrolled PATH clients.
- Federal PATH Target - $668
- Oklahoma PATH Target - $668 (Each PATH provider should strive to increase the number of individuals enrolled
in PATH beyond the number projected in their Intended Use Plan to work toward this target.)
H. Annual PATH Meeting
- All PATH funded staff will attend one yearly PATH Meeting. The location of this meeting will be rotated among each
PATH site. The purpose of the meeting will be to share information, provide updates and review of the implementation of PATH
services, and to provide a networking opportunity for Oklahoma PATH providers.
I. Prior Authorization/Billing
- The Procedure Code Group (DH520) is to be used by agencies with an ODMHSAS contract for PATH, for the provision
of designated services for all individuals served under the Federal PATH grant. It is a one-time 6-month authorization that
is requested in addition to a standard outpatient authorization, to accommodate the more intensive service need during the
first 6 months of the transitional 9-month PATH program. This is an instant authorization that will be created upon
completion of a 23, 40, or 42 CDC with a service focus of 25 (PATH) and outpatient level of care. This request is totally
separate from the standard outpatient PA request, and has a separate dollar cap. Valid CAR Scores are required, but they do
not need to support a particular level to access the PATH PA.
- When billing for services eligible under the PATH specific PA (DH520), you will use the PATH specific billing codes
that are located in the ODMHSAS Services Manual. When billing for PATH under the standard outpatient PA you will just bill the
regular outpatient codes (not the PATH specific codes). For a list of the services that can be billed under the PATH specific PA,
go to www.odmhsas.org/arc.htm click on Billing Information and then PA Group Spreadsheet.
On the summary tab, you will find the DH520 at the bottom of the page - just click on the word PATH.
- ODMHSAS Protocol for Use of Discharge Planning Housing Subsidy Funds
The goal of Discharge Planning Housing Subsidy Funds is to assist very low-income individuals (age 18 and older)
with mental illness or co-occurring mental illness and substance abuse disorders who are discharging from psychiatric inpatient care,
Department of Corrections, or aging out of the foster care system, with accessing and maintaining decent, safe, sanitary, and
affordable housing. To facilitate access to such housing, Program funds will be used to assist eligible applicants with housing
costs such as rent, utility costs, rent deposits and utility deposits. The amount and type of assistance will be determined based
on individual income level, and identified need. The housing subsidy will be tenant based, as it will be provided based on the
housing selected by the program participant.
- Eligible Applicants - Individuals (age 18 and older) with mental illness or co-occurring mental illness and substance
abuse disorders who are discharging from psychiatric inpatient care, Department of Corrections, or aging out of the foster care
system. Individuals must be either homeless or at risk of becoming homeless if rental assistance is not received. Individuals
should meet requirements for very low income and have a gross annual income at or below $16,500, however, incomes above $16,500
can be considered on a case by case basis.
- Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay
for rent and utilities is $574 per month, which is based on the Fair Market Rent amount for a 1-bedroom. Assistance is not
restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $574, however,
it is recommended that referring agencies assist participants in locating housing for which costs do not exceed the $574 maximum
(and all bills paid units when possible) to help assure affordability and success for all program participants.
- Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income
will be calculated as follows:
- First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- The goal of the Housing Subsidy Funds is to assist participants with transition to self-sufficiency between 9 to 12
months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case
by case basis.
- It is expected that the all participants and outpatient services agencies will work actively together toward employment
or SSI/SSDI income, as well as on other recovery focused goals/objectives, as this is a time limited program.
- Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to program
participants but may not exceed a total of $574.
- Referring Agencies - Referring agencies will need to complete and submit (with all required information)
the Discharge Planning Housing Subsidy Referral Form (Part 1 & Part 2) to the contracted Gatekeeping agency.
- Part 1 of the Referral form must be completed by the discharging psychiatric hospital, discharging Department of
Corrections facility, or the Department of Human Services for children aging out of the foster care system, and must be
completed and submitted prior to discharge. The Gatekeeping agency will contact the referring agency and notify if applicant
is approved to move forward with arranging for housing. Part 2 of the Referral form can either be complete by the discharging
agency and the applicant, or the discharging agency may arrange for the outpatient services agency and the applicant to
complete Part 2 of the referral. Part 2 of the referral must be received by the Gatekeeping agency within 30 days of the
Projected Discharge Date listed on Part 1 of the referral. If Part 2 of the referral is not received during that period,
Part 1 of the referral will be determined null and void, and the participant will no longer be eligible to participate in the
subsidy program. If discharge date is going to be different than what is listed on Part 1, it is the responsibility of the
referring agency to notify the Gatekeeping agency.
GATEKEEPING AGENCY REPSPONSIBILITIES
- Project Referral Review and Approval
- • Will review all Referral forms for completeness, and if not complete will return to referral
agencies to be completed.
- • Will review all Referral forms to ensure that persons referred meet
criteria for assistance:
- • The information on the referral form reflects that applicant is age 18 or older.
- • The information on the referral form reflects that applicant has a mental illness or co-occurring mental
illness and substance abuse disorder.
- • The information on the referral form reflects that applicant has either been discharged from psychiatric inpatient
care, Department of Corrections, or has aged out of foster care (as indicated by the check boxes on the form and the referral
agency name and signature on Part 1 of the form- the agency name and signature must be from a correctional facility, a psychiatric
inpatient care facility, or from DHS for persons aging out of foster care).
- • The information on the referral form reflects that applicant is either homeless or at
risk of becoming homeless.
- • The information on the referral form reflects that applicant meet requirements for very low income as evidenced
by a gross annual income at or below $16,500. (or approval has been acquired by ODMHSAS for
an income above $16,500.).
- • If information provided on the referral form reflects that applicant does not meet criteria for assistance, will
notify both the applicant and the referring agency.
- • If information provided on the referral form reflects that applicant meets the criteria for assistance, will notify
the applicant of approval and will make the needed one-time payments for rent and utility deposits (not to exceed a total of $574.
for all deposits) and the first month of rent (not to exceed $574). For the first six months of assistance, subsidy recipients will
pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental
assistance (up to the $574 maximum), and for the last six months of assistance recipients will pay 30% of their gross monthly income
toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance
(up to the $574 maximum).
Additional Months of Rental Assistance
- • Will ensure that a copy of the signed lease agreement between tenant and landlord, for the property identified
in the Referral form, is received prior to making any additional rental or utility payments.
- • If lease agreement has not been received, will follow-up with the applicant to
acquire the lease.
- • Will review utility bills that are faxed and mailed in by the subsidy recipient and will pay up to the
total amount allowed for utility assistance ($574 – Rent subsidy amount).
- • For subsidy recipients who have an amount allowed for utility assistance, will send out a monthly statement
to the recipient reflecting the type and amount of utilities paid during the previous month.
- • Will process any verbal or written requests by subsidy recipients to
terminate assistance.
- • Will make follow-up contact with subsidy recipients at 5 months (since first receiving subsidy) to confirm
continued residence at the location for which subsidy is being received, to confirm phone/contact number, to assess current
income and recalculate subsidy accordingly (to begin the 7th month). If recipient cannot be reached, will make a follow-up
contact with the designated service provider for which a release has been obtained. If unable to confirm continued residence
at the location for which subsidy is being received, the subsidy recipient will be notified that unless confirmation is
received subsidy payments will be terminated after a period of 30 days.
Activity Reports
- A report reflecting project activity should be submitted twice a year to ODMHSAS 2000 North Classen Blvd, Suite E600
Attn: Tammie Vail – STARS Division. The report should be submitted by the 15th of the month following the months of December
and June and must include a year to date account of the following information for the contract year: 1.) Information on approvals
and denials including the referring agency, their referral category (corrections, psychiatric hospital, aging out of foster care),
the number of referrals that were both approved and denied, if denied- the reason for denial, and for approvals- the average
processing time; 2.) Information on the people served including the referring agency, city placed, # or people served.
Monthly Billing / Documentation
- Documentation shall be sent to: contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Discharge Planning Housing Subsidy Invoice
and a Discharge Planning Housing Subsidy Categories of Expenditure spreadsheet.
- Up to 4% of total contract allocation can be billed for administration costs. These monthly costs are to be billed
as 1/12th of the total administrative amount and should be reflected as such on the Invoice.
- ODMHSAS Protocol for Use of Housing Flexible Funds
Flexible funds should never be disbursed as cash to consumers. Funds must be disbursed as direct reimbursement
for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources
of funding have been exhausted. This document outlines allowable expenses for Housing Flexible Funds.
- Housing Flexible Funds are to be used to support community integration of persons receiving direct services;
with emphasis on assisting with accessing and maintaining safe and affordable permanent housing
in the community.
- Allowable Services
- • Rent Deposits – Deposits paid to the landlord/leasing company required
before/upon moving.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas; electric. May not be used for
phone, cable/satellite TV or similar deposits.
- • Rent – Monthly rental expenses. Designed to be temporary in nature. Case manager should assist the
consumer in finding alternative financial resources such as work, disability payments, etc.
as soon as possible.
- • Utilities – Monthly utility payments such as: water/sewer/garbage; gas, electric. May not be used
for phone, cable/satellite TV or similar payments. Designed to be temporary in nature. Case manager should assist the consumer
in finding alternative financial resources such as work, disability payments, etc., as
soon as possible.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by
lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door
locks, and insect fumigation are also permitted.
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to
be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the consumer until such time as
other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products
are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other
Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex
funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months
unless there is documentation that the appliance is no longer working.)
- • Moving Expenses – Expenses related to moving a consumer’s belongings
to permanent housing.
Monthly Billing / Documentation
- Documentation shall be sent to: Suzanne.williams@odmhsas.org and contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Housing Flex Funds Invoice and a
Categories of Expenditure spreadsheet.
- ODMHSAS Transition Youth Housing Subsidy Protocol
- ODMHSAS Emergency Youth Housing Subsidy Protocol
Eligible Applicants - Individuals (ages 15 - 25) who have a mental illness or co- occurring mental illness and
substance use for who need immediate emergency placement for shelter. Priority placement is given to youth who meet the RHY
definition under the Family and Youth Services Bureau Administration for Children and Families and be 17 years and younger.
Please contact ODMHSAS staff when requesting eligibility for youth 14 and under.
- Emergency Shelter - The maximum reimbursement per transition youth or RHY is 31 consecutive days at a rate of $35/day.
For duplicated youth stays or extensions, please request a waiver through ODMHSAS staff.
- Host Home Stipend Provision - The stipend reimbursement rate is $300/month per placement per host home family.
Host Home is to assist recipients temporarily with transition to self-sufficiency between 3 to 6 months. Based on individual needs,
the provision of subsidy beyond 6 months will be considered on a case by case basis. It is expected that the all subsidy recipients,
Contract staff, and ODMHSAS staff will work actively together toward long term housing solutions, employment or SSI/SSDI income,
toward obtaining Section 8 stipends or any other objective that results in the youth no longer
experiencing homelessness.
- Host Homes must be complete: Host Family Application, background check and supporting documentation; Signed proof of
Host Family’s successful completion of Host Family Credentialing Training; Signed Mutual Subsidy Recipient Agreement
(If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign), and A release of information
authorizing communication between Contractor, Host Family, and the ODMHSAS, regarding the Host’s receipt of subsidy funds and
work towards goals of self-sufficiency .
- The goal of the emergency youth housing subsidy is to provide emergency placement for runaway and homeless youth
while assisting with accessing and maintaining decent, safe, sanitary and affordable housing. The Contractor must submit an
approved monthly report with invoice to ODMHSAS staff.
- For purposes of this program, ODMHSAS staff is the ODMHSAS Project Manager for Runaway and
Homeless Youth Programs.
- ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing Programs
Residential Care
- Residential Care Fixed Rate Services
- Residential Care
This Contractor shall furnish the necessary resources to provide services in accordance with applicable
program requirements described in OAC 450:16. Contractor shall:
- • Only be reimbursed for residents who:
- • Have a serious mental illness as defined by ODMHSAS; and
- • Are in need of supportive assistance (to be defined in measurable terms based on
Department of Health definition).
- • Abide by requirements that evaluations are the responsibility of the referring entity or the
individual’s outpatient treatment provider. All evaluations to determine if an individual has a serious mental illness
and is in need of supportive assistance shall be conducted by:
- • A state hospital social worker;
- • A community mental health center (CMHC) Department-certified case manager; or
- • A "Licensed Mental Health Professional" as defined by Title 43A.
- • Provide supportive assistance services, available on a 24-hour basis, to all such qualifying
residents on a group or individual basis as necessary.
- • Provide to ODMHSAS clients, in addition to any services rendered by
other providers:
- • Physical exercise at least three days per week, twenty (20) minutes per day,
for each mental health resident;
- • Daily living skills training including, but not limited to, housekeeping, hygiene, shopping, money management,
meal planning and preparation -- at least five days per week, thirty (30) minutes per day, for each mental
health resident;
- • Recreation/socialization activities a minimum of three (3) times per week, excluding exercise and
activities of daily living, on separate days, totaling three (3) hours or more per week;
- • Regular feedback to the resident's assigned case manager;
- • Information, referral, and guidance;
- • Promotion of family contacts;
- • Assistance in securing Social Security or other benefits;
- • Assistance with the mental health resident's personal emergencies; and
- • Linkage with community resources.
- • Ensure the medical needs of clients are met and maintained in accordance with the appropriate mental health and
other standards of care and treatment. This shall include, but is not limited to documenting reasonable steps to ensure client
medications are not allowed to become depleted or be discontinued without a physician’s written order in the client’s file prior to
the depletion or discontinuation. Clients who refuse three (3) doses of medication in a two (2) day time period shall be immediately
referred to the prescribing physician for intervention. Contractor shall document, in the client’s medication administration record,
the date of refusal, the reasons given for refusal, intervention steps taken by facility to insure compliance with medication
administration, and in what manner the client was fully informed of the consequences for refusing medication. Refusal to attend
scheduled appointments with his or her physician, or for mental health treatment, shall be handled in the same manner (monitoring
and documentation requirements) for refusing medication. Contractor shall document, in the client's records, all steps taken when
seeking medical treatment for client illnesses and medical emergencies. Contractor shall make every effort, and document in the
client's files all steps taken to ensure the client is in the facility at the time medications are distributed or that the client
was provided the medication prior to leaving the facility.
- • Not, and any of its employees shall not, administer the funds of a client without the written, voluntary,
and informed consent of the client. Contractor shall maintain accurate accounting records regarding the client's funds and
such funds shall be maintained separately from those of contractor and shall not be commingled with any other funds.
The accounting system utilized for the maintenance of client funds shall be one generally accepted in accounting practice.
Contractor shall surrender all such records available to the ODMHSAS or its representatives upon
written request.
- • Not employ any ODMHSAS client, with or without compensation, in any business owned or operated by the Contractor,
unless said employment is part of, and documented in, the resident's treatment plan, completed by the CMHC or other mental health
treatment provider from which the resident receives services.
- • Publish, post, and provide clients with a schedule of rental rates charged by the residential care facility prior to
the execution of a rental agreement. Upon expiration of the client's initial rental agreement, the client's rent shall not be
increased without a thirty (30) day written notice to the client. Inasmuch there is no conflict with 63 O.S. §1-1921, and with
respect to clients certified for residential care reimbursement, Contractor shall comply with the provisions of the Oklahoma
Landlord-Tenant Act set forth in 41 O.S. §101 et seq. The rent paid by a client shall not be automatically increased based on
an increase in client's income. In no event shall rent exceed the fair market value of said services. Further, rental contracts
may not be executed by the Contractor administrator, agent, or employee thereof on behalf
of the resident.
- • Make every reasonable effort to know the whereabouts of each ODMHSAS client at any given time during the day or night.
Written documentation of these efforts shall be maintained by Contractor.
- • Develop an individual record for each ODMHSAS client in residence at Contractor's facility.
In addition to requirements of OAC 450: 16-19-1, this record shall include, but not be limited to, referral form, and any
other documentation received concerning the mental health resident.
- • Conspicuously post a monthly calendar of scheduled activities within the first five (5) days of each month.
The calendar(s) shall be filed at the end of each month and the record of calendars shall be maintained for a minimum of the
term of this contract.
- • Participate in development of residents' CMHC individual treatment plan as
requested by the CMHC.
- • Designate a service activities director who shall be responsible for providing, arranging,
and supervising the services which shall be provided in accordance with this contract.
- • Transfer or discharge of Department clients from Contractor’s facility(s) to another facility shall
conform to the following guidelines:
- • Contractor shall obtain the approval of the client or client’s legal guardian, if applicable, prior to
transfer/discharge from the facility; no movement or relocation of any mental health client shall be conducted without the
approval of the client or client’s legal guardian;
- • Contractor shall notify the client’s family prior to transfer/discharge if the family is involved in the
client’s care;
- • Contractor shall consult with the client’s current outpatient treatment provider prior to
transfer/discharge;
- • Contractor shall provide or arrange referral to a Department contracted or operated CMHC in the area where
the client will be residing, or to an alternate treatment provider if the client so directs;
- • Documentation of proper procedure and consultation (as required above) shall be recorded on a form to be
prescribed by the Department; and
- • Failure to follow procedures as outlined above shall be deemed a violation of this contract and may constitute
grounds for immediate action by the Department, up to and including termination of said contract.
- • Timely notify, by telephonic means and in writing, the designated staff member of the ODMHSAS,
the Oklahoma State Department of Health, the client's case manager, and the applicable state hospital if any mental health
client is AWOL for twenty-four (24) hours or more from a residential program operated by Contractor.
- • Allow ODMHSAS or employees of a designated CMHC into its facility for the purpose of providing services to
clients who are in need of mental health services and who desire services from the CMHC.
- • Provide unhindered access to, and shall fully cooperate with, the assigned CMHC in the conduct of any on
site visits to Contractor's facilities. Contractor shall receive copies of all reports made as a result of on site visits by
CMHC staff.
- • Make available to all health and mental health providers any and all benefit cards and documentation thereof for
third party payers (such as private insurers, Medicare, VA, and monthly Medicaid cards) for all
mental health residents.
- Residential Care - Enhanced
This Contractor shall furnish the necessary resources to provide services in accordance with applicable
program requirements described in OAC 450:16. Contractor shall
- • Define mental health residents as only those full time residents of Contractor’s facility who are authorized by
the designated community mental health center (CMHC) or state hospital as persons in need of Enhanced Residential Care.
Authorization of need for Enhanced Residential Care shall require demonstration of a Serious Mental Illness and a documented
need (by a CMHC and/or State Hospital) for supportive assistance.
- • Abide by the ODMHSAS selection of clients to be served and direct the length of
their stay.
- • Provide transportation for clients to programs within the area to include, but not be limited to: client court
hearings; client activities as requested by the CMHC; other activities, events and/or services as needed.
Transportation shall be defined as a vehicle, or a vehicle and a driver.
- • Provide cable TV for televisions in the lounge areas.
- • Provide miscellaneous sundry supplies for housekeeping, social services, laundry,
and minor medical needs.
- • Pay the retainer for a physician and dietician to provide services for clients. Physicians shall be
reimbursed for services by the client, Medicaid, or other third-party payor. Physician services shall not be reimbursed by
the ODMHSAS.
- • Provide supportive assistance services, available on a 24-hour basis, to all mental health residents on a
group or individual basis as necessary.
- • Provide enhanced residential care and supervision to clients in need of the increased structure and supervision
offered by this facility in order to maintain themselves in the community during periods of exacerbation of their illness, or
unexpected disruption of existing living arrangements.
- • Provide physical exercise three (3) days per week for at least twenty (20) minutes for
each mental health resident;
- • Provide daily living skills training - including housekeeping, shopping, money management, five days per week for
at least thirty (30) minutes for each mental health resident;
- • Provide regular feedback to the resident's assigned case manager;
- • Provide information, referral, and guidance;
- • Provide promotion of family contacts;
- • Assist in securing Social Service benefits; and
- • Assist with the mental health resident's personal emergencies; and linkage with
community resources.
- • Ensure the medical needs of clients are met and maintained in accordance with the appropriate mental health and
other standards of care and treatment. This shall include, but is not limited to documenting reasonable steps to ensure client
medications are not allowed to become depleted or be discontinued without a physician's written order in client's file prior to the
depletion or discontinuation. Clients who refuse three (3) doses of medication in a two (2) day time period shall be immediately
referred to the prescribing physician for intervention. Contractor shall document, in the client's medication administration record,
the date of refusal, the reasons given for refusal, intervention steps taken by facility to insure compliance with medication
administration and in what manner the client was fully informed of the consequences for refusing medication. Refusal to attend
scheduled appointments with his or her physician, or for mental health treatment, shall be handled in the same manner (monitoring
and documentation requirements) for refusing medication. Contractor shall document, in the client's records, all steps taken when
seeking medical treatment for client illnesses and medical emergencies. Contractor shall make every effort, and document in the
client's files all steps taken to ensure the client is in the facility at the time medications are distributed or that client was
provided the medication prior to leaving the facility.
- • Shall not, and any of its employees shall not, administer the funds of a client without the written, voluntary,
and informed consent of the client. The Contractor shall maintain accurate accounting records regarding the client's funds and
such funds shall be maintained separately from those of contractor and shall not be commingled with any other funds. The
accounting system utilized for the maintenance of client funds shall be one generally accepted in accounting practice.
Contractor shall surrender all such records available to the Department or its representatives upon
written request.
- • Not employ any mental health resident, with or without compensation, in any business owned or operated by the
Contractor, unless said employment is part of, and documented in, the resident's treatment plan, completed by the CMHC or other
mental health treatment provider from which the resident receives services.
- • Publish, post, and provide clients with a schedule of rental rates charged by the residential care facility prior to
the execution of a rental agreement. Upon expiration of the client's initial rental agreement, the client's rent shall not be
increased without a thirty (30) day written notice to the client. Inasmuch there is no conflict with 63 O.S., §1-1921, and with
respect to clients certified for residential care reimbursement, Contractor shall comply with the provisions of the Oklahoma
Landlord-Tenant Act set forth in 41 O.S. §101 et seq. The rent paid by a client shall not be automatically increased based upon
an increase in client's income. In no event shall rent exceed the fair market value of said services. Further, rental contracts
may not be executed by the administrator, agent or employee thereof on behalf of the resident.
- • Make every reasonable effort to know the whereabouts of each certified client at any given time during the day
or night. Written documentation of these efforts shall be maintained by Contractor.
- • Develop an individual record for each mental health client in residence at Contractor's facility. The individual
record shall include, but not be limited to: the client's activities participation, documentation of supportive services,
information services reporting sheets, state hospital referral form, and any other documentation received concerning the mental
health resident.
- • Conspicuously post a monthly calendar of scheduled activities within the first five (5) days of each month.
The calendar(s) shall be filed at the end of each month and the record of calendars shall be maintained for a minimum of the
term of this contract.
- • Ensure operator/manager or his/her designee attend ODMHSAS information service training on a yearly basis and
other training as required by ODMHSAS.
- • The following definition of training shall apply:
- • 503 Training - defined as a structured, formal process by which information is delivered to or received by
staff for orientation purposes, enhancement of long term care procedures, ongoing in-service or accreditation for
professional/contractual requirements.
- • Ensure staff participate in development of residents' CMHC Individual Treatment Plan as
requested by the CMHC.
- • Provide at minimum the following staff positions:
- • A service activities director who shall be responsible for providing, arranging, and supervising the
services which shall be provided in accordance with this contract;
- • A salaried administrator;
- • A salaried registered nurse to monitor medication, accept physician’s orders, and assist the residential
care facility's staff and the local CMHC;
- • Four (4) attendants on the 8:00 a.m. to 4:00 p.m. shift, one of which shall be a certified
medication attendant;
- • Three (3) attendants on the 4:00 p.m. to midnight shift, one of which shall be a
certified medication attendant;
- • Two (2) attendants on the midnight to 8:00 a.m. shift, one of which shall be a
certified medication attendant; and
- • Security and transport officer on call to provide security services and transportation for non-violent
Emergency Detentions and voluntary hospitalizations.
- • Ensure that no movement or relocation of any mental health client shall be conducted without prior consultation
and approval by the CMHC. If a client is moved or relocated without prior consultation and approval, it shall be deemed a
violation of this contract and grounds for immediate suspension, reduction, or termination.
- • Timely notify, by telephonic means and in writing, the Department's Patient Advocate General, the Oklahoma State
Department of Health, the client's case manager, and the applicable state hospital if any mental health client is AWOL for
twenty-four (24) hours or more from a residential program operated by Contractor.
- • Provide unhindered access to, and shall fully cooperate with, the assigned CMHC in the conduct of any onsite
visits or provision of services in Contractor's facilities. Contractor shall receive copies of all reports made as a result of
on site visits by CMHC staff.
- • Provide unhindered access to, and shall fully cooperate with, all ODMHSAS personnel in the conduct of
their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct of its
oversight responsibilities of this contract and the Contractor's compliance with the terms of this contract as well as the
Standards and Criteria governing residential care facilities.
- • Make available to all health and mental health providers any and all benefit cards and documentation thereof for
third party payers (such as private insurers, Medicare, VA, and monthly Medicaid cards) for
all mental health residents.
- Residential Care - Extended Transition
This contract is to provide the necessary services to assist residents with mental illness and co-occurring mental
illness and substance use disorders with successfully transitioning from Residential Care to permanent housing in the community.
Contractor shall assist residents interested in permanent housing in the community with exploring and arranging for the resources
and supports necessary for long term success. Services shall include Residential Care Transition Services.
- Residential Care - Recovery Home
This Contractor shall furnish the necessary resources to provide services in accordance with applicable program
requirements described in OAC 450:16, and shall meet ODMHSAS requirements for Recovery Home Designation. Contractor shall:
- • Only be reimbursed for residents who:
- • Have a serious mental illness as defined by ODMHSAS; and
- • Are in need of supportive assistance (to be defined in measurable terms based on
Department of Health definition).
- • Abide by requirements that evaluations are the responsibility of the referring entity or the individual’s
outpatient treatment provider. All evaluations to determine if an individual has a serious mental illness and is in need of
supportive assistance shall be conducted by:
- • A state hospital social worker;
- • A community mental health center (CMHC) Department-certified case manager; or
- • A "Licensed Mental Health Professional" as defined by Title 43A.
- • Provide supportive assistance services, available on a 24-hour basis, to all such qualifying residents on a
group or individual basis as necessary.
- • Provide to ODMHSAS clients, in addition to any services rendered by other providers:
- • Physical exercise at least three days per week, twenty (20) minutes per day, for each
mental health resident;
- • Daily living skills training including, but not limited to, housekeeping, hygiene, shopping, money management,
meal planning and preparation -- at least five days per week, thirty (30) minutes per day, for each
mental health resident;
- • Recreation/socialization activities a minimum of three (3) times per week, excluding exercise and activities of
daily living, on separate days, totaling three (3) hours or more per week;
- • Regular feedback to the resident's assigned case manager;
- • Information, referral, and guidance;
- • Promotion of family contacts;
- • Assistance in securing Social Security or other benefits;
- • Assistance with the mental health resident's personal emergencies; and
- • Linkage with community resources.
- • Ensure the medical needs of clients are met and maintained in accordance with the appropriate mental health
and other standards of care and treatment. This shall include, but is not limited to documenting reasonable steps to ensure
client medications are not allowed to become depleted or be discontinued without a physician’s written order in the client’s
file prior to the depletion or discontinuation. Clients who refuse three (3) doses of medication in a two (2) day time period shall
be immediately referred to the prescribing physician for intervention. Contractor shall document, in the client’s medication
administration record, the date of refusal, the reasons given for refusal, intervention steps taken by facility to insure
compliance with medication administration, and in what manner the client was fully informed of the consequences for refusing
medication. Refusal to attend scheduled appointments with his or her physician, or for mental health treatment, shall be handled
in the same manner (monitoring and documentation requirements) for refusing medication. Contractor shall document, in the
client's records, all steps taken when seeking medical treatment for client illnesses and medical emergencies. Contractor shall
make every effort, and document in the client's files all steps taken to ensure the client is in the facility at the time
medications are distributed or that the client was provided the medication prior to
leaving the facility.
- • Not, and any of its employees shall not, administer the funds of a client without the written, voluntary,
and informed consent of the client. Contractor shall maintain accurate accounting records regarding the client's funds and
such funds shall be maintained separately from those of contractor and shall not be commingled with any other funds.
The accounting system utilized for the maintenance of client funds shall be one generally accepted in accounting practice.
Contractor shall surrender all such records available to the ODMHSAS or its representatives upon
written request.
- • Not employ any ODMHSAS client, with or without compensation, in any business owned or operated by the Contractor,
unless said employment is part of, and documented in, the resident's treatment plan, completed by the CMHC or other mental
health treatment provider from which the resident receives services.
- • Publish, post, and provide clients with a schedule of rental rates charged by the residential care facility prior
to the execution of a rental agreement. Upon expiration of the client's initial rental agreement, the client's rent shall not be
increased without a thirty (30) day written notice to the client. Inasmuch there is no conflict with 63 O.S. §1-1921, and with
respect to clients certified for residential care reimbursement, Contractor shall comply with the provisions of the Oklahoma
Landlord-Tenant Act set forth in 41 O.S. §101 et seq. The rent paid by a client shall not be automatically increased based on
an increase in client's income. In no event shall rent exceed the fair market value of said services. Further, rental contracts
may not be executed by the Contractor administrator, agent, or employee thereof on behalf
of the resident.
- • Make every reasonable effort to know the whereabouts of each ODMHSAS client at any given time during the day or night.
Written documentation of these efforts shall be maintained by Contractor.
- • Develop an individual record for each ODMHSAS client in residence at Contractor's facility. In addition to
requirements of OAC 450: 16-19-1, this record shall include, but not be limited to, referral form, and any other documentation
received concerning the mental health resident.
- • Conspicuously post a monthly calendar of scheduled activities within the first five (5) days of each month.
The calendar(s) shall be filed at the end of each month and the record of calendars shall be maintained for a minimum of the
term of this contract.
- • Participate in development of residents' CMHC individual treatment plan as requested
by the CMHC.
- • Designate a service activities director who shall be responsible for providing, arranging, and supervising
the services which shall be provided in accordance with this contract.
- • Transfer or discharge of Department clients from Contractor’s facility(s) to another facility shall
conform to the following guidelines:
- • Contractor shall obtain the approval of the client or client’s legal guardian, if applicable, prior to
transfer/discharge from the facility; no movement or relocation of any mental health client shall be conducted without the
approval of the client or client’s legal guardian;
- • Contractor shall notify the client’s family prior to transfer/discharge if the family is involved in
the client’s care;
- • Contractor shall consult with the client’s current outpatient treatment provider prior to
transfer/discharge;
- • Contractor shall provide or arrange referral to a Department contracted or operated CMHC in the area where the
client will be residing, or to an alternate treatment provider if the client so directs;
- • Documentation of proper procedure and consultation (as required above) shall be recorded on a form to be
prescribed by the Department; and
- • Failure to follow procedures as outlined above shall be deemed a violation of this contract and may constitute
grounds for immediate action by the Department, up to and including termination of said contract.
- • Timely notify, by telephonic means and in writing, the designated staff member of the ODMHSAS, the Oklahoma
State Department of Health, the client's case manager, and the applicable state hospital if any mental health client is AWOL
for twenty-four (24) hours or more from a residential program operated by Contractor.
- • Allow ODMHSAS or employees of a designated CMHC into its facility for the purpose of providing services to
clients who are in need of mental health services and who desire services from the CMHC.
- • Provide unhindered access to, and shall fully cooperate with, the assigned CMHC in the conduct of any on site
visits to Contractor's facilities. Contractor shall receive copies of all reports made as a result of on-site visits
by CMHC staff.
- • Make available to all health and mental health providers any and all benefit cards and documentation thereof for
third party payers (such as private insurers, Medicare, VA, and monthly Medicaid cards) for all
mental health residents.
- Residential Care - Transition
This contract is to provide the necessary services to assist residents with mental illness or
co-occurring mental illness and substance use disorders with successfully transitioning from Residential Care to
permanent housing in the community. Contractor shall assist residents interested in permanent housing in the community
with exploring and arranging for the resources and supports necessary for long term success. Services shall include
Residential Care Transition Services.
Suicide Prevention Services
- Suicide Prevention Fixed Rate Services
- Suicide Prevention – Screening & Assessment
Provide screening and assessments for the evidence based care of suicidal working age adults (25-64 years old)
provided by the Contractor for which funding is not available from any payer. Contractor shall:
- • Utilize ODMHSAS approved screening and assessment tools, Patient Health Questionnaire, and Columbia Suicide
Severity Rating Scale, in conjunction with the approved scoring and protocol provided.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks.
At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers
working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate
said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- • Participate in ongoing technical assistance and education regarding screening, assessment, suicide specific
treatment, and follow up of suicidal clients provided by the Department.
- • Submit services eligible for payment pursuant to this contract: Screening and Referral, Intensive Outreach
and Customer Follow Up codes listed under “Contract Source by Service” at
ODMHSAS
- Suicide Prevention Government/Professional/Sole Source Services
- Suicide Prevention – 24/7 Telephonic and/or Online Crisis Intervention & Follow Up Services
Contractor shall:
- • Be a National Suicide Prevention Lifeline Network member center in good standing, meeting all requirements for technology, practices, protocol and certification/accreditation.
- • Maintain the capacity to provide 24/7 crisis intervention services to Oklahomans within their service area via telephone,
text and/or online chat.
- • Maintain the capacity to answer at least 90 percent of all calls within 90 seconds.
- • Train and maintain dedicated call center staff to identify, receive and respond to calls, text and online chat 24/7.
- • Provide follow-up services for individuals referred and/or being treated for suicidality in behavioral
health and hospital settings, making the first contact within 24 hours of referral.
- • Provide monthly reports and NSPL data to ODMHSAS utilizing the Prevention Reporting System.
- • Participate in ODMHSAS Crisis Call Center quality assurance evaluation activities.
- • Participate in 988 grant planning and support development of 988 reports and data collection requirements.
- • Attend 988 Implementation Coalition Meetings and participate in technical assistance webinars.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- Suicide Prevention – Education & Awareness
Contractor shall:
- • Provide evidence based and or emerging best practice suicide prevention curricula, strategies and initiatives to schools, communities, nonprofit organizations and businesses.
- • Demonstrate active collaboration with local community resources by seeking input on services from: tribal communities, universities, schools, not for profit organizations, faith communities, armed forces, mental health and substance abuse treatment professionals, and other youth-serving agencies.
- • Participate in the promotion of the National Suicide Prevention Lifeline through the disbursement of flyers, brochures, posters, at youth academic and athletic events, as well as, on billboards, athletic equipment, bus stop shelters and benches or other formats approved by the ODMHSAS.
- • Post the National Suicide Prevention Lifeline on organizations website, emails, and other media avenues utilized for this project.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses.
- Suicide Prevention – Online Interactive Evidence-based Training
Provide implementation and fidelity assurance services, technical assistance, enhanced data collection, and implementation strategies regarding the following simulations for statewide use for public schools in Oklahoma, in addition to professional services pertaining customization of set up and implementation – “At-Risk for High School Educators", “At-Risk for Middle School Educators", “At-Risk for Elementary School Educators", “Resilient Together: Coping with Loss at School”; , “Together Strong”, “Friend2Friend” and "Veterans on Campus for Faculty & Staff". Contractor shall:
- • Offer reasonable levels of continuing support to assist ODMHSAS and End Users in use of the Kognito Service.
Contractor will make its personnel available by email or phone during regular business hours, Monday through Friday, 9am-5pm EST
for assistance.
- • Use reasonable efforts to provide continuous service seven (7) days a week with an average of 98% uptime per month.
The 2% down-time does not include periodic unavailability due to maintenance of the server(s), the installation or testing of software,
the loading of additional Kognito Services as they become available, and downtime related to the failure of equipment or services
outside the control of Contractor, including but not limited to public or private telecommunications services or internet nodes or
facilities. Scheduled downtime will be performed at a time to minimize inconvenience to ODMHSAS.
- • Provide ODMHSAS with a copy of its implementation manual and support statewide promotional activities/events. This manual includes best practices for promoting the courses to end users.
- • Provide ODMHSAS with the Courseware’s package of several marketing tools such as PowerPoint slides about the courses,
electronic copies of flyers that can be printed or emailed to potential users about the courses, and suggested language for
announcing the courses’ availability via email or by listserv or newsletter to stakeholder groups, such as principals,
superintendents, school boards, professional associations and PTAs.
- • Provide consultation and technical support for assistance with stakeholder identification and analysis,
communications planning, customization of outreach materials, marketing support.
- • Provide client with enhanced reports: 1) automated monthly usage reports for clients, and if desired,
school-based implementers; 2) quarterly usage and survey summary reports; and 3) quarterly reports formatted to meet the requirements
of SAMHSA’s State and Tribal Youth Suicide Prevention cross-site evaluation team.
- Suicide Prevention – Workplace Suicide Prevention Training & Consultation
Provide consultation and coordination of training opportunities that provide participants the knowledge and
skills needed to incorporate suicide prevention best and promising practices into their organizations and processes to
improve care and safety for individuals at risk for suicide. Contractor shall:
- • Be the creator or recognized facilitator/trainer for a nationally recognized evidence-based or promising practice
for the prevention, screening, intervention and/or treatment of suicidality.
- • Provide planning and consultation to ODMHSAS staff for the duration of coordination of the
training event.
- • Be responsible for travel to Oklahoma, provide all participant materials, advertising assistance,
application processing support, and faculty/staff required to conduct the specified evidence-based or promising practice
for the prevention, screening, intervention and/or treatment of suicidality.
- • Conduct event evaluation and provide a report to ODMHSAS within 45 days of the training.
- • Report on the ODMHSAS’ information system, in accordance with Department policy, all eligible services provided
by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which
funding is not available from any payer.
- Suicide Prevention – Workplace Suicide Prevention Training & Consultation - Revised
Provide consultation and coordination of training opportunities that provide participants the knowledge and
skills needed to incorporate suicide prevention best and promising practices into their organizations and processes to
improve care and safety for individuals at risk for suicide. Contractor shall:
- • Be the creator or recognized facilitator/trainer for a nationally recognized evidence-based or promising practice
for the prevention, screening, intervention and/or treatment of suicidality.
- • Provide planning and consultation to ODMHSAS staff for the duration of coordination of the
training event.
- • The Department may record training events for ODMHSAS internal purposes only. Recordings will remain active up to 90 days after each event.
- • Be responsible for travel to Oklahoma, provide all participant materials, advertising assistance,
application processing support, and faculty/staff required to conduct the specified evidence-based or promising practice
for the prevention, screening, intervention and/or treatment of suicidality.
- • Conduct event evaluation and provide a report to ODMHSAS within 45 days of the training.
- • Report on the ODMHSAS’ information system, in accordance with Department policy, all eligible services provided
by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which
funding is not available from any payer.
System of Care (SOC)
- Definitions
ABC – Attachment and Biobehavioral Catch-up
ABCC – A Better Chance Clinic
A-CRA – Adolescent Community Reinforcement Approach
Active Participant – a participant active in Family Drug Court at any point during the month of interest and whose information has been updated in DC Webs in the past 60 days including participants who may have graduated or have been terminated from the court during the month of interest. This also includes any participant that is absent without leave for less than 30 days.
ASI - Addiction Severity Index
Behavioral Health Crisis - Refers to an immediate significant disturbance of emotional, behavioral, or psychiatric functioning that is best served by an immediate response with the child and their caregivers.
BHA - Behavioral Health Aide as defined in Administrative Rule 450:1-1-1.1.
BISSS – Behavioral Intervention Services in School Setting
CADC - Certified Alcohol and Drug Counselor
Call - Refers to land line or mobile telephone calls into the Call Center from any family, youth, school, police, or other source requesting CMRS-Children’s Mobile Response and Stabilization Services for one or more children under 25 experiencing a behavioral health crisis. Available 24 hours a day, 7 days a week, 365 days a year.
CARE Project – Comprehensive Approaches to Recovery Enhancement Grant
CC — Care Coordinator
CCFF – Center for Children and Family Futures
CF – Celebrating Families – evidence-based program that is an intergenerational, family skills building curriculum designed to support and maintain recovery from substance use and addiction; improve the health and well-being of children and family members; and increase family reunification. The program strengthens family life and is comprehensive, developmentally appropriate, and relevant for diverse cultures and includes all family members.
Children - any individuals between 0 and 21 years of age
CLAS – Cultural and Linguistically Appropriate Standards; national guidelines for providing culturally
and linguistically appropriate services
Components for Enhancing Clinician Experience and Reducing Trauma (CE-CERT) - is to address the impact of secondary exposure produced by professional helping role with person who have experienced trauma. It combines theoretical basis with operational skills to assist clinicians and supervisors in addressing the issue in the day to day working milieu.
COS - Circle of Security
CPP - Child Parent Psychotherapy
CPS - Certified Prevention Specialist
CRA - Community Reinforcement Approach
Deferred Call – A call in which the family requests that an MRT respond face to face to the emergency at a later time.
Early Childhood Mental Health Consultation (ECMHC) – A capacity building and problem solving intervention implemented in early childhood settings. A professional consultant with infant/early childhood mental health (ECMH) expertise develops a collaborative and reflective relationship with a consultee(s) within a program in order to enhance the quality of young children’s social and emotional affective environments. Consultation aims to strengthen the capacity of staff, families, programs, and systems to promote positive social and emotional development as well as prevent, identify, and reduce the impact of mental health problems among young children and their families.
ECMHC Advisory Committee – Committee comprised of representatives from Oklahoma State Department of Health Child Guidance Service (Warmline), OKDHS Child Care Services, and the ODMHSAS, including the Early Childhood Mental Health Consultant/Mentor and the Infant and Early Childhood Services Manager. This committee leads the activities of the ECMHC Network including training, support, review of consultant applicants and evaluation. The committee is tasked with the strategic plan for ECMHC and is aligned within the Oklahoma Infant and Early Childhood Mental Health State Strategic Plan.
ECMHC Network – Network of consultants across participating agencies as well as private practitioners who meet qualifications to provide ECMHC.
Early Childhood Mental Health Consultant/Trainer (ECMHC/T) - A licensed mental health provider with expertise in infant and early childhood mental health and experience providing consultation and support to providers in group care. The ECMHC/T co-facilitates the ECMHC orientation and provides training, technical assistance and mentoring to consultants within the ECMHC network to assure fidelity toward a best practice ECMHC model.
Embedded Care Coordinator - provides service coordination to youth identified in the child welfare system. The Care Coordinator is responsible for comprehensive and intense coordination of behavioral health services for children in custody who have complex psychosocial needs. Responsible for serving 8 to 10 youth at any given time. Provides, facilitates, coordinates and follows up on behavioral health care that is based on the strengths, needs and cultural of the youth and shall include family involvement.
Family Treatment Court Treatment Provider – service provider contracted by ODMHSAS to perform assessment and treatment services to Family Treatment Court participants.
FEP – When people are early in their experience with symptoms of psychosis as defined in the DSM V (excluding psychotic symptoms related to substance use or medical conditions) and early in their experience with treatment.
FSP — Family Support Provider as defined in Administrative Rule 450:1-1-1.1.
GAIN - Global Appraisal of Individual Needs
GAIN SS - Global Assessment of Individual Need Short Screener
GPRA – the Government Performance and Results Act
Hours of Mobility - Refers to the hours for which CMRS-Children’s Mobile Response and Stabilization Services providers are expected to provide the capacity for a mobile response in the community when necessary: 24 hours a day, 7 days a week, 365 days a year.
Infant and Early Childhood Mental Health Co-leads (also referred to as IECMH Co-leads) - ODMHSAS and OSDH personnel responsible for providing leadership to support infant and early childhood mental health efforts through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
LBHP — Licensed Behavioral Health Professional as defined in Administrative Rule 450:1-1-1.1.
LMHP — Licensed Mental Health Professional as defined in Title 43A 1-103(11)
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
Manager of Infant and Early Childhood Services — one of the two Infant and Early Childhood Mental Health Co-leads who also serves as the Project Director for the SOC² Grant and will serve as the primary point of contact between the Contractor and the ODMHSAS.
MAT - Medication Assisted Treatment
National Wraparound Initiative (NWI) - The National Collaborative tasked with the development of nationally recognized and accepted wraparound tools, training materials and standards.
OKDHS - Oklahoma Department of Human Services
OKFDC – Oklahoma Family Drug Court
Oklahoma Child Care Warmline – Statewide program that provides telephone support and consultation to child care providers. Serves as the access point to request consultation services and maintains all data and information regarding referrals to the network. The Warmline Coordinator oversees assignment of referrals to consultants in the network and assures that referrals meet contract eligibility criteria.
ONIT – Oklahoma Now is the Time Initiative
O-YAY - Oklahoma Young Adults and Youth Initiative
PCIT - Parent Child Interaction Therapy
PFS – Pay For Success
Project LAUNCH (Linking Action for Unmet Needs in Child Health) – A grant program of the federal Substance Abuse and Mental Health Administration, seeks to promote the wellness of young children birth to age eight. Project LAUNCH focuses on improving the systems that serve young children with the goal of helping all children reach physical, social, emotional, behavior and cognitive milestones. This grant was awarded to the Oklahoma State Department of Health (OSDH) with ODMHSAS as the Early Childhood State Wellness Partner.
PRSS — Peer Recovery Support Specialist as defined in Administrative Rule 450:53.
QIC-CCCT – Quality Improvement Center for Collaborative Community Court Teams.
RA1SE NAVIGATE Early Treatment Program – Promising practice, coordinated specialty care approach created by Dr. John Kane funded by the National Institutes for Mental Health. Recommended by SAMHSA for implementation by states. This program was designed to treat people who are experiencing psychosis related to mental illness, specifically schizophrenia and schizoaffective disorder.
SED - Serious Emotional Disturbance
SF – Strengthening Families / Strengthening Families Birth to 3 (SFP/SFP B23) – evidence-based family skills training program found to significantly reduce problem behaviors, delinquency, and alcohol and drug abuse in children, and to improve social competencies and school performance. Child maltreatment also decreases as parents strengthen bonds with their children and learn more effective parenting skills.
SMI and SED (State and Federal Block Grant Definition) - Children with SED refers to persons from birth to age 18 and adults with SMI refers to persons age 18 and over; (1) who currently meets or at any time during the past year has met criteria for a mental disorder – including within developmental and cultural contexts – as specified within a recognized diagnostic classification system (e.g., most recent editions of DSM, ICD, etc.), and (2) who displays functional impairment, as determined by a standardized measure, which impedes progress towards recovery and substantially interferes with or limits the person’s role or functioning in family, school, employment, relationships, or community activities.
System of Care (SOC) Best Practice Model - (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health) is a comprehensive spectrum of mental health and other support services which are organized into a coordinated network to meet the multiple and changing needs of children and adolescents with serious emotional disturbance and their families. It is youth guided, family driven, community based, needs driven and culturally competent. A local community team, with significant parent representation and involvement, serves as the primary coordinating body regarding the needs of children and families to be served.
System of Care: Strengthening Our CareNet (SOC²) — Grant awarded to the Department by the Substance Abuse and Mental Health Services Administration (SAMHSA). A large focus of this grant is to improve access to and the quality of mental health services for infants, young children, and their caregivers statewide.
T-ASI - Teen Addiction Severity Index
TFCBT – Trauma Focused Cognitive Behavioral Therapy
The ASAM Criteria - American Society of Addiction Medicine Patient Placement Criteria
Transition to Independence Process (TIP) - A best practice process developed by the National Network on Youth Transition for Behavioral Health. It is a practice model for youth and young adults with emotional/behavioral difficulties to: a) engage them in the planning process of their own future; b) provide them with developmentally-appropriate, non-stigmatizing, culturally-competent, and appealing services and supports; and c) involve them and their families and other informal key players in a process that prepares and facilitates them in their movement toward greater self-sufficiency and successful achievement of their goals related to the relevant transition domains of employment/career, educational opportunities, living situation, personal effectiveness and wellbeing, and community-life functioning.
Trauma-Focused Cognitive Behavioral Therapy - An empirically supported treatment for traumatized children. The goal of Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) is to help address the unique biopsychosocial needs of children who have significant behavioral or emotional problems that are related to traumatic life events, and their parents or primary caregivers. It combines trauma-sensitive interventions with cognitive behavioral therapy.
Triage of calls - Refers to the process of collecting information from callers to determine if an emergency response is required and facilitating the proper response.
Warmline Transfer - Refers to the act of establishing a three-way conference call including the caller, the crisis call specialist, and the CMRS-Children’s Mobile Response and Stabilization Services provider followed by the crisis call specialist dropping out of the call after having made introductions and transferring relevant information to the caller and the CMRS-Children’s Mobile Response and Stabilization Services provider.
Wraparound - The high fidelity Wraparound process is a way to help families with complex needs stay connected as a family and to help the child stay in the community. It empowers the child and family to learn how to utilize natural and formal supports successfully. The Wraparound process is driven by the family and their team of natural and formal supports.
YAT - Young Adults in Transition that are between the ages of 18-25
Young Adults - any individuals between the ages of 16-25.
Young Children – Children age 0-5 and/or their caregivers.
Youth - any individuals between the ages of 13-17
- System of Care Fixed Rate Services
- SOC – Behavioral Intervention Services in Schools (BISS)
This contract shall provide funding for behavioral health intervention services for children or youth (up to age 21) within a school setting, who have been identified by the school as having a behavioral health issue that is interfering with academic success. The goal of this program is to assist schools with improving academic and behavioral outcomes for these students. Contractor shall:
- • Employ a full-time Behavioral Health Aide (BHA) to provide the following services and supports for
individuals admitted into the program:
- • Life skills remedial training in the home, school or community setting;
- • Training and remediation of children and the families on behavioral, interpersonal, communication, self-help,
safety, substance use decisions, and daily living skills;
- • Support, and reinforcement of skills learned throughout the treatment process;
- • The acquisition of knowledge and skills necessary to understand and address specific needs relation to the
mental illness and treatment;
- • Development and enhancement of specific problem-solving skills, coping mechanisms, and strategies for
symptom/behavior management;
- • Assistance in understanding crisis plans and plan of care;
- • Training on medications or diagnoses;
- • Interpreting choice offered by service providers; and
- • Assisting with understanding policies, procedures, and regulations that impact those with mental illness
while living in the community.
- • Provide services and supports at a level necessary for students to successfully maintain in a classroom setting,
and services shall be provided in a timely fashion.
- SOC – Mobile Response and Stabilization
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide Care Coordination using the ODMHSAS Wraparound or Service Coordination model for services to children, youth and families of young persons, up to age 21 with mental health, substance abuse, or co-occurring issues. These services will be youth guided, family driven, community based, culturally & linguistically competent and address the unique needs of the persons served. Services must following the program guidelines outlined by the Department; based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative. The contractor will follow all mandatory guidelines of Oklahoma Systems of Care.
- • Contractor is to provide 24 hour, 7 day per week face to face mobile crisis stabilization for children and adolescents with behavioral health and complex psychosocial needs.
- • Contractor shall serve the following counties: Creek, Okfuskee, Okmulgee, Pawnee, Wagoner, Pittsburg, Haskell, Latimer, Hughes, Atoka, Coal, Sequoyah, Adair, Cherokee.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services,
also referred to as ODMHSAS
- • Contractor – CREOKS Mental Health Services, Inc.
- • National Wraparound Initiative (NWI) - The National Collaborative tasked with the development of nationally recognized and accepted wraparound tools, training materials and standards.
WORK REQUIREMENTS:
- • Contractor shall provide Systems of Care/Care Coordination (Wraparound /Service Coordination) services.
- • Care Coordination - provides coordination of care, using the Wraparound and Service Coordination models identified by ODMHSAS, and to youth who meet the ODMHSAS, SOC Medical Necessity for services. The Care Coordinator is responsible for comprehensive and intense coordination of physical and behavioral health services to children who have complex psychosocial needs.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Contractor will ensure that families receive: 1) easy access to mental health services and supports; 2) evaluation, assessment and treatment; 3) coordination with other providers to include physical health; 4) intensive coordination of services and supports; and 5) family support and training.
- • This task shall be accomplished through facilitation and coordination or services by a care coordinator and the support of a family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Individuals fulfilling the terms of this contract shall attend Wrap101 training and follow ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Contractor shall provide Enhanced Mobile Crisis services.
- • Mobile Crisis - provide 24-hour, 7 day per week services that consist of assistance for crisis stabilization through face-to-face assessments. Provide services that are designed to deescalate the crisis situation and placement disruption, prevent possible inpatient hospitalization, detention, homelessness, and restore youth to a pre-crisis level of stabilization.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • For SOC will include performance indicators as identified by the program guidelines outlined by the OSOC.
- • Contractor records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under Contract Source Code 39AA.
COMPENSATION:
- • Total compensation pursuant to this statement of work shall not exceed $. Monthly payments may not exceed a cumulative one-twelfth (1/12) of the contracted amount.
- • Available funding shall be billed on a fixed rate basis and payments shall be for eligible services in accordance with rates established pursuant to 74 O.S. § 85.7, paragraph 11.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- SOC – Wraparound
Contractor shall furnish the necessary resources to provide Wraparound services to children, youth and families of young persons, up to age 21 with mental health, substance use, or co-occurring issues. Services shall be based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative.
WORK REQUIREMENTS:
- • The contractor will follow all mandatory guidelines of Oklahoma Systems of Care. Contractor shall:
- • Ensure a monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services. Contractor’s caseload will not fall below 75% capacity for longer than three consecutive months.
- • Ensure individual services shall be provided under the direction of a child and family team, made up of both formal and natura supports. These services include but are not limited to crisis planning; functional assessment; strengths, needs, and cultural discovery; Wraparound Plan, Transition Plan, and the development of a family driven interagency treatment plan.
- • Ensure that families receive easy access to mental health services and supports; evaluation, assessment and treatment; intensive coordination of services and supports; and family support and training.
- • This task shall be accomplished through facilitation and coordination of services by a care coordinator and/or family support provider in collaboration with natural and formal supports, with guidance and assistance from the local Project Director.
- • Contractor shall ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state-wide initiative. Individuals fulfilling the terms of this contract including, but not limited to, Project Director, Assistant Project Director, Care Coordinator, Family Support Providers, Behavioral Health Aides, Youth Peer Recovery Support Specialists, and Wraparound therapist, shall:
- • Attend role specific training including Pre-requisites, Wraparound 101, Family Support Provider, State Children’s Behavioral Health Conference, and Monthly support calls, and
- • Follow ODMHSAS ongoing coaching requirements to complete the credentialing process and maintain yearly credentialing requirements.
- • Attend and participate in any applicable meetings, coaching, site calls, and/or trainings as determined necessary by the Department.
- • Report on the ODMHSAS information system, in accordance with ODMHSAS policy, all required assessments and all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in the COMPENSATION section of the Contract.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Quarterly chart / document reviews to be completed by SOC state staff in collaboration with Project Directors and agency SOC staff using published skills sets to measure fidelity to the Wraparound model.
- • Review of monthly evaluation reports and fidelity reports in the ODMHSAS Youth Information System by SOC state staff in collaboration with Project Directors and agency SOC staff. Measures below 80% will be addressed with specific strategic action steps in a site based coaching plan developed by the SOC state staff in collaboration with the Project Director and agency SOC staff.
- • Caseload per care coordinator no more than 15-20 for High Fidelity Wraparound.
- SOC – Wraparound AWARE
Contractor shall furnish the necessary resources to provide wraparound services for school-age children and youth with mental health, substance use, or co-occurring issues through the AWARE program. Referrals for this program shall come directly from the ODMHSAS designated public school. Services shall be based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative. The contractor will follow all mandatory guidelines of Oklahoma Systems of Care. Contractor shall:
- • Serve school-age children and youth shall be served.
- • Ensure individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Work with ODMHSAS designated school(s) in accepting and processing referrals and collaboration with schools on implementation of treatment.
Ensure that child/youth/families receive: 1) easy access to mental health services and supports; 2) evaluation, assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training. This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Ensure individuals fulfilling the terms of this contract shall attend Wrap101 training and follow the ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the ODMHSAS.
- • Report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- SOC – Wraparound AWARE – AWARE East Grant
Contractor shall furnish the necessary resources to provide wraparound services for school-age children and youth with mental health, substance use, or co-occurring issues through the AWARE program. Referrals for this program shall come directly from the ODMHSAS designated public school. Services shall be based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative. The contractor will follow all mandatory guidelines of Oklahoma Systems of Care. Contractor shall:
- • School-age children and youth shall be served.
- • Ensure individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Work with ODMHSAS designated school(s) in accepting and processing referrals and collaboration with schools on implementation of treatment.
Ensure that child/youth/families receive: 1) easy access to mental health services and supports; 2) evaluation, assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training. This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Ensure individuals fulfilling the terms of this contract shall attend Wrap101 training and follow the ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the ODMHSAS.
- • Report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- System of Care Government/Professional/Sole Source Services
- SOC – Behavioral Intervention Services in Schools (BISS)
This contract is to provide funding for necessary services, resources and supports needed to implement Behavioral Intervention Services and Supports (BISSS) in a school setting and to the support of a Multi-Disciplinary Team. The goal is to assist schools with improving students’ academic and behavioral outcomes. Contractor shall:
- • Provide training/education, and collaborative services, including:
- • Train and education school personnel to increase the knowledge and understanding of mental health and substance use among youth and young adults.
- • Provide reimbursement for travel, mileage, per diem and lodging for school personnel who attend the 2/2 day trainings on implementation.
- • Develop and implement a School Multi-Disciplinary Team, including:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child and family; and
- • Review and evaluate goals, outcomes and progress of students.
- • Ensure that Behavioral Health Aide shall provide Behavioral Health Intervention Services that are not reimbursed through the BISSS Fixed Rate contract, including but not limited to:
- • Supporting teacher and school staff to learn new behavioral management skills;
- • Sitting in a classroom with a youth to model positive behaviors;
- • Working with team to implement behavioral reward plan for youth;
- • Completing a functional assessment of a problem behavior;
- • Participate in child and family team meetings; and
- • Facilitation of peer social support groups.
- • Provide clinical supervision to all BHA’s and client case reviews.
COMPENSATION:
- • The training/education, and collaborative services listed under Work Requirements shall be reimbursed at 100.00 per hour, and the Behavioral Health Intervention Services listed under Work Requirements shall be reimbursed at $9.75 per 15 minutes.
- • Contract funds shall be used for purposes supported by BISSS initiative only.
- SOC – Behavioral Intervention Services in Schools (BISS) Evaluation
Under the direction of the Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the OKSOC Behavioral Health Aide evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OKSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing. Contractor shall
- • Ensure the BISS evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for BISS staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at each of the OKSOC sites that provide Behavioral Health Aides as a part of the partnership with OSDE to coordinate and provide training for site (and school staff, if requested) on BISS evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the school year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement BHS evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the BISS sites to monitor service provision.
- • Perform analyses of the BISS evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the BISS project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
- • Provide an annual report of activities carried out pursuant to the Statement of Work.
- SOC – Behavioral Intervention Services in Schools (BISS) - Therapeutic Classroom
This contract is to provide funding for necessary services, resources and supports needed to implement the Therapeutic Classroom model for Behavioral Intervention Services and Supports (BISS) in designated schools. The goal is to assist schools with improving students’ academic and behavioral outcomes. Contractor shall:
- • Ensure services shall be provided in schools identified by ODMHSAS.
- • Maintain sufficient staffing including:
- • Two (2) Full-Time Employees (FTE) who are Behavioral Health Case Managers certified
by the ODMHSAS;
- • One (1) FTE that meets the ODMHSAS requirements as a Licensed Behavioral Health
Professional (LBHP); and
- • One-third (1/3) FTE for a Supervisor/Clinical Director.
- • Provide training/education, and collaborative services, including train and educate school personnel to increase the knowledge and understanding of mental health and substance use among youth and young adults.
- • Provide reimbursement for travel, mileage, per diem and lodging for school personnel who attend the 2/2 day trainings on implementation.
- • Develop and implement a School Multi-Disciplinary Team, including:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child and family; and
- • Review and evaluate goals, outcomes and progress of students.
- • Ensure that Behavioral Health Aide shall provide Behavioral Health Intervention Services that are not reimbursed
through the BISSS Fixed Rate contract, including but not limited to:
- • Supporting teacher and school staff to learn new behavioral management skills;
- • Sitting in a classroom with a youth to model positive behaviors;
- • Working with team to implement behavioral reward plan for youth;
- • Completing a functional assessment of a problem behavior;
- • Participate in child and family team meetings; and
- • Facilitation of peer social support groups.
- • Participate in monthly calls with the ODMHSAS Senior Director of Oklahoma Systems
of Care (OKSOC).
- • Report on the Department’s information system, in accordance with Department policy. Services provided shall be
reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Report other information, as determined by Department, to support an ongoing evaluation of the program and services
provided.
- • Use funds for purposes supported by BISS initiative only.
- SOC – Building Early Relationships Training & Consultation
This contract is to address the mental health needs of Oklahoma’s children and families in the 0-5 age range.
The ODMHSAS and OSU’s Institute for Building Early Relationships (IBEaR) will partner to provide training and workforce development
for Oklahoma-based mental health clinicians in Infant and Early Childhood Mental Health.
The Director of IBEaR at OSU will act as the primary point of contact with the Project Director of the SOC² Grant
through ODMHSAS. Contractor shall:
- • Complete a needs assessment and then develop and offer up to 132 field hours of infant mental health workforce
development.
- • Continue to coordinate reflective supervision for each of the clinicians who have been enrolled in HDFS 5343 previous
semesters. This reflective consultation will be with an IMH specialist and count towards their needed hours of reflective
consultation for infant mental health endorsement through OKAIMH (Oklahoma Association of
Infant Mental Health).
- • Contractor shall hire and pay the reflective consultants. The reflective consultants will be IMH endorsed at
levels 3 or 4 (or the equivalent) so it will count toward IMH endorsement.
- • Reflective consultation will continue for the contract period with up to 50 hours under the current contract as
funding permits.
- • The clinicians participating will be linked to OKAIMH to help with pursuing IMH
endorsement.
- • Coordinate and execute an evaluation of the workforce development program. The goal of the evaluation will be to assess the impact of the workforce development on the participating clinicians and agencies as it relates to their knowledge, understanding, and comfort level with infant mental health. It will additionally provide information for areas of needed adaptation as the workforce development program continues into additional contract years. OKDMH and IBEaR will collaborate on papers and presentations sharing findings of the evaluation within academic, professional, and other channels.
- • Provide a bi-annual report of activities carried out pursuant to this SOW.
- SOC – Child Abuse and Trauma Advocacy and Referral (The CARE Center)
INTRODUCTION:
- • ODMHSAS will support Contractor in continuing their work as Oklahoma County’s only child advocacy center that is committed to advocating for children experiencing abuse and traumatic experiences. The Care Center Inc. works with a multidisciplinary team of law enforcement investigators, child protective services, district attorney’s office, medical and mental health professionals, advocates, and many partners on the investigation, treatment, and management of child abuse cases.
WORK REQUIREMENTS:
- • • Contractor shall add additional clinical staff to support work with children and their family members.
- • Contractor will increase number of clients and family members referred to behavioral health services.
- • Contractor will increase number of clients and family members with establishing behavioral health services.
PERFORMANCE MONITORING:
- • Quarterly and Annual Reporting to ODMHSAS designee, reports will include:
- • Total number of referrals to CARE Center each quarter.
- • Total number of referrals of client and family members that were referred from CARE Center Inc. to behavioral health services.
- • Total number of referrals of clients and family members that were referred from CARE Center Inc. that established behavioral health services.
- • Contractor shall provide additional requested information by ODMHSAS.
- SOC – Children’s Crisis Call Center
The Call Center is the entry point for access to the CMRS-Children’s Mobile Response and Stabilization Services for children and youth in the State of Oklahoma. The Call Center receives calls, collects relevant information from the caller, determines the initial response that is needed, and links the caller to the information or service required. This will include, at times, callers who may be suicidal, or calls regarding individuals who are at risk for suicide. In addition to these primary functions, the Call Center also collects data regarding calls received, triage responses and referrals to CMRS-Children’s Mobile Response and Stabilization Service providers and provides data as needed.
WORK REQUIREMENTS:
- • The Contractor shall administer, operate and monitor a Children’s Mobile Response and Stabilization System – Call Center. The call center will operate 24 hours per day, 365 days per year. Contractor shall:
- • Maintain the capacity to respond to multiple simultaneous calls at all times. Calls may be received from multiple sources including but not limited to children, caregivers, hospital emergency rooms, police, school personnel, and care providers.
- • Maintain multilingual crisis call specialists and Telephone Device for the Deaf (TDD) access available to callers. When a multilingual crisis call specialist is not available, a translation service is used to handle the call. To ensure continuity of the call, calls transferred to CMRS-Children’s Mobile Response and Stabilization Service provider sites with a translator will maintain use of the accessed translator through the conclusion of the call.
- • Ensure that calls are handled in the following manner:
- • Crisis calls will be answered in three (3) rings or less, or within 35-45 seconds with call report sent to ODMHSAS monthly.
- • The abandonment rate for crisis calls (measured daily and then averaged over the course of a month) with a target of less than 5%, with call report sent to ODMHSAS monthly.
- • A follow-up call will be made within 72 hours, with a report sent to ODMHSAS monthly.
- • Up to 3 attempts will be made to reach a caller for follow up. Of the callers reached, 80% will rate their experience as positive/helpful as demonstrated by client satisfaction questionnaires randomly distributed and collected by the Contractor.
- • Ensure that all Call Center staff participate in ongoing training provided through regular refresher trainings, in-services and case discussions. The ODMHSAS, or a designee, will provide specialized crisis training as needed. All staff handling CMRS calls shall be professionals trained to respond to crisis calls appropriately and document the necessary information during the call.
- • Retain clinical supervision to oversee the clinical components of Call Center operations 24 hours per day. Supervising Clinicians must be licensed mental health practitioners (Licensed Clinical Social Worker, Licensed Professional Counselor, Licensed Marriage and Family Therapist, Licensed Psychologist, or Advanced Practice Registered Nurse) unless otherwise approved by ODMHSAS.
- • Supervising Clinicians are responsible for monitoring and supervising the performance of Call Center staff as well as providing consultation and training to staff and clinical oversight of Call Center activities.
- • Supervising Clinicians shall be available either on site or by phone at all times to answer questions and to assist with difficult circumstances.
- • Maintain the capacity to continue Call Center operations in the event of an emergency or unforeseen circumstance that prevents the use of their existing Call Center site. The contractor will have the capacity to manage such emergency situations for up to 72 hours. If the situation preventing use of it’s existing site persists beyond 72 hours, ODMHSAS will be notified.
- • Ensure that all Call Center operations are guided by the following ODMHSAS approved protocols. All calls will be managed according to the triage protocols and the parameters of call response described above. Call Center staff must make every effort to collect sufficient information to determine which of the following responses is required:
- • Uninsured;
- • Enrolled in SoonerCare/Medicaid;
- • Involved with OKDHS Child Welfare Services;
- • Involved with OJA Juvenile Justice Services;
- • Receiving behavioral health services from a community provider;
- • In a foster or adoptive home or group home;
- • Children or youth who’s needs of the situation exceeds the parent’s, guardian’s or caregiver’s strengths and capacity to maintain the present living environment and external supports are required;
- • Presenting in psychiatric crisis in a hospital emergency department and in need of continued stabilization and follow-up care upon discharge;
- • Experiencing a psychiatric, behavioral, or emotional crisis in a school, after school program or other community setting;
- • Any child or youth in the community experiencing a psychiatric, behavioral, or emotional crisis regardless of their insurance or citizenship status; or
- • Any child or youth in the community experiencing escalating behavior(s) and, without immediate stabilization, he or she is likely to be at risk for placement disruption or out of home/community placement.
- • Children residing in a psychiatric inpatient unit, sub-acute unit or residential treatment facility, or a Psychiatric Residential Treatment Facilities (PRTF) are not eligible for to CMRS-Children’s Mobile Response and Stabilization Services.
- • Contractor shall work closely with the ODMHSAS contract manager and staff for maintaining an annual statewide marketing campaign. With ODMHSAS approval, the Call Center will design, produce, and distribute CMRS-Children’s Mobile Response and Stabilization Services marketing materials including customizable brochures magnets, posters and other materials, annually. All materials will be developed as a state-wide generic CMRS-Children’s Mobile Response and Stabilization Services. Additionally, the contractor will utilize their existing website, e-newsletters, and other readily available, low cost methods of expanding public awareness of CMRS-Children’s Mobile Response and Stabilization Services. These statewide marketing activities must be coordinated with the local outreach and education activities performed by each of the local CMRS-Children’s Mobile Response and Stabilization Services providers and ODMHSAS contract manager. The number of materials and costs associated with printing and distribution will be discussed annually and approved by the ODMHSAS contract manager.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Quarterly chart / document reviews to be completed by SOC state staff.
- • Rent, utilities and maintenanceReview of monthly data entry on calls and satisfaction surveys, reports and fidelity measures in the ODMHSAS Youth Information system by SOC state staff.
- SOC – Children’s Mobile Response and Stabilization
Contractor shall administer, deliver and monitor Mobile Response and Stabilization Team (MRT) services which are community-based, rapid, face-to-face response for crisis stabilization to children, youth, young adults, and their families and brief follow-up care to promote continued stabilization and linkage with ongoing supports and services within the community. Mobile intervention services are designed to deescalate the emergent situation, prevent placement disruption, inpatient hospitalization, detention and homelessness. The overall goal is to restore the child, youth, or young adult and family to a pre-emergency level of stabilization. In addition to the direct provision of crisis intervention and stabilization services, Mobile Response Teams engage in outreach, collaboration, coordination of care, promotion of the service, and other community-based activities to enhance access, service quality, child and family outcomes, and stakeholder satisfaction.
WORK REQUIREMENTS:
- • Contractors shall respond to crisis calls from the target population within provider geographic service area 24 hours a day, 7 days a week, and 365 days a year. Contractors must have the ability to handle and respond to multiple calls at one time. All services provided under this project must meet current ODMHSAS rules. Contractors must:
- • Deliver mobile response services within the practice model.
- • Set up non-emergency appointments within 24 hours for quick support and linkage to services, and face-to-face Mobile Response within 1 hour for crises and emergencies.
- • Provide ongoing stabilization services up to 8-week post crisis event.
- • Provide Immediate access to screening, assessment and treatment services.
- • Partner with Oklahoma Health Care Authority as a final determination for inpatient authorization.
- • Contractors shall ensure that children, youth, young adults, and families utilizing MRTs are able to access referral and linkage assistance for evaluation and assessment for mental health and substance use disorder services and a comprehensive array of behavioral health treatment and support services.
- • Contractors shall ensure that MRT staff have training in crisis theory, risk assessment, and trauma-informed interventions for the developmental levels being served—including any core training required by ODMHSAS—and the ability to provide trauma-informed, systems-based and strengths-based approaches for the assessment of children, youth, and young adults in crisis.
- • When emergencies rise to a level needing a clinical intervention, MRTs shall access an LBHP via telehealth or face-to-face.
- • MRTs shall respond to emergent situations and attempt to work with the family to de-escalate and connect with follow up services, while linkages for community based services and/or the Wraparound process are established. This can include, but is not limited to.
- • Functional assessment to help the family to determine immediate challenges and the resources needed to overcome those challenges, including communication and coping skills to help prevent future emergencies.
- • Developing a plan for emergencies to aid in preserving the stabilization.
- • Follow-up appointments and planning, completing releases for engaging informal supports (Schools, OJA, DHS, etc.).
- • If the emergency is not a mental health or substance use crisis, and the MRT is not successful in deescalating the situation, the MRT will attempt to locate a respite provider for the child or youth. Flex funding will be available for assistance with brief respite. For children in state custody, a protocol will be followed, notifying the OKDHS caseworker who will utilize mental health consultation to determine the next best placement option immediately
- • When an emergency is determined to be a clinical crisis, the MRT will Link with an LBHP and the LBHP will conduct an assessment in order to determine if there is a mental health or substance use crisis that is of immediate danger to self or others. If so, prior authorization will be issued by OHCA at that time and the MRT will work locally to get the child and family to the closest children’s crisis center or inpatient facility bed available. The family or law enforcement will then transport the child or youth to the inpatient facility. The MRT will at that time make a referral to link the family with a local HH/Wraparound agency to begin preparing the family for reunification and begin working with the inpatient facility on discharge planning. This will enable return to the community as seamlessly and quickly as possible.
- • If the LBHP has difficulty making a final determination, an inpatient LBHP at the OHCA will be accessible to make the final assessment of whether an acute level of inpatient mental health care is immediately necessary.
- • The MRT shall make contact with inpatient facility within 48 hours after inpatient admission to discuss discharge planning of those who go inpatient or a residential setting.
- • Follow-up care and coordination of services by the MRT after the emergency intervention will last up to 72 hours, to promote continued stabilization. There is also an option to continue to follow-up for 8 weeks, as needed. All follow-up must be under close supervision of an LBHP.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Quarterly chart / document reviews to be completed by SOC state staff in collaboration with Project Directors and agency SOC staff .
- • Review of monthly evaluation reports and fidelity reports in the ODMHSAS Youth Information System by SOC state staff in collaboration with Project Directors and agency SOC staff. Measures below 80% will be addressed with specific strategic action steps in a site based coaching plan developed by the SOC state staff in collaboration with the Project Director and agency SOC staff.
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Reduced re-admissions to acute psychiatric hospitals.
- • Improved crisis management and stability in living environments for families and caregivers.
- • Improved educational performance and overall social functioning for children.
- • Reduced delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by families and children.
- SOC – Curriculum-Based Community Programs for Youth
Contractor shall furnish the necessary resources to provide Passport to Manhood curriculum program to boys ages 8-17 and Smart Girls curriculum program to girls ages 8-17. Contractor shall:
- • Provide Passport for Manhood curriculum program at a minimum of five (5) Boys and Girls Club locations.
Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Provide Smart Girls curriculum program at a minimum of five (5) Boys and Girls Club locations.
Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Ensure that the target population served in the programs is youth who meet low income criteria,
include minority populations and who are at risk for mental health and substance use disorders.
- • Provide an annual Club orientation and walk through for youth and their families. This orientation shall be
scheduled in coordination with the local Systems of Care provider.
Communicate with local Systems of Care (SOC) provider regarding Program participants who are also receiving SOC
services, to ensure collaborative care and optimal client success. Ensure that a release of information is signed and in place
to allow for this communication.
- • Refer youth with behavioral health needs, and their families, to the local Systems of Care
if not already connected.
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work. Contractor
shall provide such detail as the Department may require. All data elements will be agreed upon by ODMHSAS
and Boys and Girls Club.
COMPENSATION:
- • The funds will be distributed by Contractor equally among all five (5)
partner facilities.
- SOC – DC:0-5 Training & Consultation
Contractor shall provide trainings and consultation to support professional development throughout the state to focus on supporting the relationship needs of families with infants and young children. This training will also support the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan. Contractor shall:
- • Provide two (2) separate offerings of the two-day DC: 0-5 trainings for mental professionals working with and
on behalf of families with infants and young children.
- • Provide qualified trainer to carry out the trainings.
- • Provide suggestions regarding sequencing of the trainings with consideration of
the training goals.
- • Provide appropriate materials relevant to the trainings.
- • Provide evaluation of the trainings.
- • Provide follow-up to the Department to provide feedback and improvement of the
services provided.
Offer follow-up Technical Assistance calls to training participants on a regular basis mutually agreed upon by Senior Manager for Infant & Early Childhood Mental Health and DC: 0-5 trainer.
- SOC – Early Childhood Mental Health Consultation: Child Care & Wraparound
The Contractor will provide consultation services on children’s behavioral health to the following:
Approved licensed child care providers, Head Start/Early Head Start Programs, and Pre-K/Kindergarten programs (serving children up until their 6th birthday) as requested through the Oklahoma Child Care Warmline Coordinator. Each center will be allotted up to 16 hours of consultation and if additional time is needed, the consultant can apply for an extension.
Wraparound providers supporting families of children age 0-5. Wraparound providers will need to get approval from their supervisors prior to requesting early childhood mental health consultation. Contractor shall:
- • Ensure consultant qualifications require professional licensure or under supervision for licensure in one of the following fields Child Psychiatry; Clinical Psychology; Clinical Social Work; Marriage and Family Therapy; or Professional Counselor (LPC).
- • Provide consultation services may include:
- • Classroom assistance to model guidance techniques with challenging behavior exhibited
by young children.
- • Support with applying trainings on behavior and guidance models into daily practice.
- • Classroom observation with feedback to the director and staff to
develop goals for change.
- • Suggestions about classroom layout and structure that promote social and emotional development
and minimize challenging behavior.
- • Help in locating materials for use in the classroom and with families.
- • Assistance with parent meetings and help linking families with outside
services when needed.
- • Assistance with management issues including staff relationships and team building.
- • In-service training for staff on children’s social and emotional development when the need for such
training is identified through the consultation process.
- • Provide specified consultation services which support best practices with infants and young children age 0-5
for Wraparound providers working in counties being served by their host agency.
- • Consultant qualifications require professional licensure or under supervision for licensure in one of
the following fields:
- • Child Psychiatry;
- • Clinical Psychology;
- • Clinical Social Work;
- • Marriage and Family Therapy; or
- • Professional Counselor (LPC)
- • Consultation services may include:
- • Assistance to model guidance techniques with challenging behavior exhibited
by young children.
- • Support with applying trainings on behavior and guidance models into daily practice.
- • Observation with feedback to the Wraparound staff and caregivers to
develop goals for change.
- • Suggestions about routines and supports that promote social and emotional development and minimize
challenging behavior.
- • Help in locating materials for use with Wraparound providers and with families.
- • Assistance with parent meetings and help linking families with outside
services when needed.
- • In-service training for staff on children’s social and emotional development when the need for
such training is identified through the consultation process.
- • Ensure professionals who meet requirements to be a consultant shall participate in the seven (7) hour orientation
training provided by members of the ECMHC Advisory Committee. Training shall be provided at no cost.
- • Ensure consultants who have an active ECMHC case(s) shall participate in monthly consultation calls facilitated
by the ECMHC Advisory Committee.
- • Make available to staff additional opportunities for support from the ECMHC Advisory Committee through telephone,
email and on-site consultation to assist in the provision of mental health consultation services.
- • Assure that at least one member of the clinical supervisory staff participates in the seven (7) hour orientation
training so that best practice can be supported locally and contract dollars are used appropriately.
- • Professionals who meet requirements to be a consultant shall be mentored by the ECMHC/T through a minimum of the
first referral and as needed to assure implementation of the best practice ECMHC model.
- • Provide community support services including, but not limited to:
- • Facilitating identified staff and relevant administrative staff/supervisor(s) in attending orientation and
other training which supports the provision of ECMHC services
- • Facilitating staff participation in mentoring and technical assistance activities with the Early Childhood
Mental Health Consultant/Trainer as indicated/needed.
- • Facilitating staff participation on monthly technical assistance calls of the ECMHC Network to enhance the
quality of services delivered to early childhood programs as required by the evidence based practices identified
by ODMHSAS.
- • Facilitating staff participation in monthly reflective
supervision/consultation groups.
- • Facilitating staff attendance at local, regional or state meetings for the purpose of improving
interagency collaboration and service delivery.
- • Facilitating preparation and travel time for staff related to the provision of ECMHC.
- • Submit monthly reports of consultant activities by the 15th of the following month. Reports
shall be submitted to:
- • Child Care Consultation: The Oklahoma Child Care Warmline & Senior Manager for Infant & Early Childhood Mental Health
- • Wraparound: Senior Manager for Infant & Early Childhood Mental Health
- • Participate in all evaluation activities as required by ODMHSAS, the Oklahoma Child Care Warmline, and the ECMHC Advisory Committee.
- • Participate in site visits with the ODMHSAS point of contact and the ECMHC Advisory Team twice annually and
include identified consultants and supervisory staff.
COMPENSATION:
- • The hourly rate for ECMHC is $69.48/hour and the hourly rate for travel associated with ECMHC is $65.52/hour.
- • Funding shall be reimbursed on a monthly basis upon receipt, and ODMHSAS approval, of an invoice and monthly written report of activities referenced above.
- SOC – Embedded Care/Mobile Crisis
This contract is to provide 24 hour, 7 day per week assistance by telephone or face to face mobile response and
stabilization and embedded intense care coordination for children and adolescents in the child welfare system with behavioral health
and complex psychosocial needs. This contract is to provide 24 hour, 7 day per week assistance by telephone or face to face mobile
response and stabilization and embedded intense care coordination for children and adolescents in the child welfare system with
behavioral health and complex psychosocial needs.
WORK REQUIREMENTS:
- • Contractor shall provide a Mobile Response and Stabilization System for children, youth and young adults up to the
age of 25. These children, youth and young adults shall be eligible regardless of payer source or ability to pay. Exclusions
include youth in Residential Treatment Facilities, Inpatient Hospitals.
- • Contractor shall maintain capacity to respond to emergency calls from the target population within their geographic
service area 24 hours a day, 7 days a week, 365 days a year.
- • The Contractor shall have a published telephone number accessible on a 24 hour basis, seven days
a week.
- • The Contractor must have the ability to handle and respond to multiple calls at
one time.
- • The Contractor must respond to calls within 1 hour of the call, unless the call is identified as a
deferred call.
- • The Contractor must respond to deferred calls within 24 hours of call.
- • Contractor shall maintain capacity to staff a Mobile Response Team (MRT) 24 hours a day, 7 days a week, 365 days a
year to provide on-site, face-to- face emergency response to assist with behavioral health emergencies through the provision of
face to face mobile intervention services designed to deescalate the emergent situation, prevent placement disruption, inpatient
hospitalization, detention and homelessness. The overall goal is restore the youth and family to a pre-emergency level
of stabilization.
- • Contractor shall ensure that the following staffing requirements are met:
- • Face-to-face emergency response shall be provided by a Care Coordinator, Family Support Provider, Peer Recovery
Support Specialist, Behavioral Health Aide or other qualified staff, with immediate access to a Licensed Mental Health
Professional (LMHP).
- • Immediate access to a LMHP is defined as face to face access or access through an on-call system
(e.g. telehealth).
- • Face-to-Face emergency interventions that take place in a hospital emergency room are to be
provided by a LMHP.
- • Mobile Response and Stabilization teams of two or more staff is preferred, but an exception can be made by
a LMHP according to the policy of the Contractor.
- • At a minimum, staff should have training in crisis theory, risk assessment, and trauma informed interventions
for the developmental levels being served (this includes any core training required by the ODMHSAS), and the ability to
provide trauma informed, systems-based and strengths- based approaches for the assessment of children and
adolescents in crisis.
- • Training requirements include: Cultural Linguistic Competency; Traumatic Stress and Trauma Informed Care;
Functional Assessment; Crisis and Safety Planning; Motivational Interviewing; NIMH, Columbia, Crisis Assessment, Planning
and Intervention for LBHP; and Adolescent Screening, Brief Intervention, and Referral
to Treatment (A-SIBIRT).
- • Contractor shall ensure that children, youth and families accessing mobile response and stabilization teams are
able to access referral and linkage assistance for evaluation and assessment for mental health and substance use disorder
services; and have access to a comprehensive array of behavioral health treatment and support services.
- • MRTs shall provide crisis diversion, resource support, stabilization and care coordination for emergency
situations that are not a mental health or substance use crisis.
- • When emergencies rise to a level needing a clinical intervention, MRTs shall access an LBHP via telehealth
or face to face.
- • MRTs shall respond to emergent situations and attempt to work with the family to de-escalate and connect
with follow up services, while linkages for community based services and/or the Wraparound process are established. This can
include, but is not limited to:
- • Functional assessment to help the family to determine immediate challenges and the resources needed to
overcome those challenges, including communication and coping skills to help prevent
future emergencies.
- • Developing a plan for emergencies to aid in preserving the stabilization.
- • Follow-up appointments and planning, completing releases for engaging informal
supports (Schools, OJA, DHS, etc.)
- • If the emergency is not a mental health or substance use crisis, and the MRT is not successful in deescalating
the situation, the MRT will attempt to locate a respite provider for the child or youth. Flex funding will be available
for assistance with brief respite. For children in state custody, a protocol will be followed, notifying the OKDHS caseworker
who will utilize mental health consultation to determine the next best placement option immediately.
- • When an emergency is determined to be a clinical crisis, the MRT will Link with an LBHP and the LBHP will conduct
an assessment in order to determine if there is a mental health or substance use crisis that is of immediate danger to self
or others. If so, prior authorization will be issued by OHCA at that time and the MRT will work locally to get the child and
family to the closest children’s crisis center or inpatient facility bed available. The family or law enforcement will then
transport the child or youth to the inpatient facility. The MRT will at that time make a referral to link the family with a
local HH/Wraparound agency to begin preparing the family for reunification, and begin working with the inpatient facility on
discharge planning. This will enable return to the community as seamlessly and quickly as possible.
- • If the LBHP has difficulty making a final determination, an inpatient LBHP at the OHCA will be accessible to
make the final assessment of whether an acute level of inpatient mental health care is
immediately necessary.
- • The MRT shall make contact with inpatient facility within 48 hours after inpatient admission to discuss
discharge planning of those who go inpatient or a residential setting.
- • Follow-up care and coordination of services by the MRT after the emergency intervention will last up to 72 hours,
to promote continued stabilization. There is also an option to continue to follow-up for 8 weeks, as needed. All follow-up
must be under close supervision of an LBHP.
- • Contractor shall create an organized system to deliver post emergency services to
child and family.
- • These services shall be designed to promote continued stabilization of the family system and minimize the movement
of children from one living arrangement to another, including within foster homes; prevent inappropriate hospitalization or
re-hospitalization; improve the functioning of children in all life domains, including social, behavioral, emotional and
educational; respond to the individual needs of families and children, focusing on the importance of their participation in
treatment; provide timely, on-site access to assessment and evaluation in a wide array of settings; and manage appropriate
levels of risk and disruption in the home and community.
- • Service Coordination – Provides high intense youth and family planning facilitated by a care coordinator. The Care Coordinator engages the child welfare staff, identified youth and their families in planning. The Plan of Care will address, but not limited to treatment planning, plan for community stabilization/crisis, and permanency, and must include natural supports. The Care Coordinator will carry an assigned caseload and will deliver services singly or as part of a team and maintain accurate and timely clinical service records, prepare and provide accurate reports; and submit data in an accurate and timely manner. The Care Coordinator works in a professional team environment and strong organizational skills are essential. The position requires variable schedules including evening and weekend hours.
- • Contractor shall provide a full time Embedded Care Coordinator for each county assigned or a combination of
two counties, who at the very least, shall have a Bachelor’s degree with experience in the human service field, case management
certification, Behavioral Rehabilitative Specialist training, Wrap 101 and a proven ability in self-direction and initiative.
The Care Coordinator:
- • Must be available to staff cases with Child Welfare staff regularly.
- • Assists the child and his/her family to access mental health, substance use and other needed social services,
educational services and other services, and supports the child and his/her family in meeting the needs and objectives of the
Plan of Care.
- • Provides services to include: assessment/ evaluation of service needs; identifying team members involved with the
child, planning meetings, developing a plan of care based on strengths and needs with the team.
- • Obtains and arranges for formal services from agencies and informal services in
the community.
- • Monitors the Plan and revises as needed, ensuring that services from providers are being provided as called for
in the Plan of Care by agencies that have agreed to participate in the plan, advocating for the client, and providing
emergency interventions.
- • Provides access to mobile crisis services (i.e. Mobile Crisis Stabilization).
- • Provides services through face-to-face contact and telephone contact with the child, family, informal
and formal supports, and service providers and may be provided anywhere in the community.
- • Duties and Responsibilities:
- • Identify and engage youth and families (when there is no identified family one
should be created).
- • Conduct a functional assessment crisis/safety plan on the problematic behaviors. The plan should be developed
and updated to often to assure placement stabilization.
- • Work with the child welfare staff to identify permanency planning for that youth.
- • Work with the youth, family and child welfare staff to identify needs and desires.
- • Refer and link the youth to the appropriate behavioral health service and other needed services.
- • Conduct thorough and ongoing child/family strengths and needs assessments, utilizing the program
specific protocol.
- • Develop and implement successful behavior management techniques specific to the youth
and family’s needs.
- • Conduct educational activities that promote client understanding of treatment issues.
- • Interfaces with Child Welfare staff, the courts and other partners regarding child well-being, stability,
safety and case planning.
- • Plan for transition by making sure the child and family have reached a level of stability and is engaged
with ongoing treatment provider in their community:
- • Plan for client discharge/termination, including helping the family plan and prepare.
- • Link and make sure proper engagement of families to community resources.
- • Maintain clinical records in a timely manner following agency standards.
- • Is available to work after hours, weekends and on-call on a rotating basis.
- • Perform other duties as assigned which are consistent with the general responsibilities
of the position.
- • Maintain timely progress notes that reflect movement towards client goals.
- • Provide or arranges for transportation of youth and family to appointments as necessary.
- • The Embedded Care Coordinator shall work with local providers to engage and provide individualized services.
These services include, but are not limited to, mentoring, physical health care, therapy, individual and group rehabilitation,
medication management, psychiatry and other resources and supports as needed.
- • Contractor shall ensure that youth and their families receive the following:
- • Easy access to mental health services and supports.
- • Evaluation, assessment and treatment.
- • Intensive coordination of resources, services and supports.
- • Education, support and training.
- • Contractor shall ensure that individuals fulfilling the terms of this contract attend Wrap101 training, follow
ODMHSAS wraparound coaching requirements to complete the credentialing process, and also attend and participate in any applicable
meetings or trainings as determined necessary by the Department.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the contractor in conjunction with systems partners, will be accountable
for concrete outcomes that reflect the commitment to maintaining ties among children, families, and communities while delivering
effective clinical care and support services for children with emotional and behavioral challenges.
Desired outcomes include:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Reduced re-admissions to acute psychiatric hospitals.
- • Improved crisis management and stability in living environments for
families and caregivers.
- • Improved educational performance and overall social functioning for children.
- • Reduction in delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in
all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by
families and children.
- SOC – Embrace OK Evaluation (OU E-TEAM)
INTRODUCTION:
- • Under the direction of the ODMHSAS Director of Children, Youth and Family Services and/or designee, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the OKSOC Embrace OK evaluation in conformance to guidance given by the OKSOC management.
- • The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OKSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
DEFINITIONS:
- • Department: Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS.
- • Contractor: University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall provide an annual report of activities carried out pursuant to the Statement of Work.
SERVICES:
- • Ensure the Embrace OK evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain support staff member at the E-TEAM to act as an evaluation liaison and technical support person for project staff. These staff members back up the primary Evaluator visiting, training, and supporting Embrace OK sites and schools.
- • Conduct site visits at Embrace OK sites and schools to coordinate and provide training for staff on evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the fiscal year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement the redesign of the Youth Information System data structures with the new school component, user interface, reporting dashboard, and login system for Embrace OK inside of the OKSOC Youth Information System.
- • Implement evaluation modifications to the OKSOC Youth Information System to collect data specific to Embrace OK. Develop reporting to monitor service provision.
- • Perform analyses of the evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Support the Technical Assistance and Training efforts of ODMHSAS by developing on-line, web-based, learning modules and webinars for use by staff at providers contracting with ODMHSAS and targeted webinars on identified subjects. Modules addressing other topics will be implemented as the need is identified by ODMHSAS.
- • Use evaluation findings to update stakeholders about project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
- SOC – Expansion
The System of Care (SOC) Best Practice Model (as established by SAMHSA through the National Technical Assistance Center
for Children’s Mental Health) is youth guided, family driven, community based, needs driven and culturally competent. ODMHSAS
has chosen this best practice model as the model for Oklahoma Systems of Care. The ODMHSAS contractor shall furnish the
necessary resources to develop a local system of care with wraparound services for American Indian youth at greatest risk of
out-of-home placement. Contractor shall:
- • Shall serve as the SOC contractor for the greater Tulsa area, serving the American Indian population. Contractor
will incorporate appropriate cultural interventions as necessary to serve the American Indian community.
- • Establish and maintain an internal project team consisting of the Medical Director, Director of Behavioral Health,
Project Director and Director of Planning and Development
- • Employ or contract with a local Project Director, who will establish and regularly convene an American Indian
advisory team to guide the project, with support and assistance from the state Project Director, state SOC staff, and State
Advisory Team.
- • This position shall:
- • Develop and implement a plan for significant family involvement on all levels
of the project.
- • Oversee the development of a Community Based SOC Team. This community team shall be comprised of tribal leaders,
elders, parents of children with serious emotional disturbance, community service providers as outlined in the core standards,
and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • In collaboration with the community team, shall develop a strategic plan for the implementation of the project
utilizing the best practice model. The plan shall include an organizational structure such as committees, identify the steps
necessary to implement the SOC project, and include strategies for ongoing community development, project sustainability,
and the continuous evaluation of family and community needs.
- • In collaboration with the community team, will follow the established program eligibility guidelines. These include
American Indian children and youth ages 0-21 with serious emotional disturbance or co-occurring issues who are at-risk of out of
home placement, who are having difficulties in two or more life domains, and who are receiving services from multiple social service
providers.
- • Ensure direct Wraparound services shall be provided using the SOC best practices model to an average standard
caseload of 15 children for each Care Coordinator during the contract period.
- • Ensure individual services shall be provided under the direction of a child and family team, and made up of both
formal and informal supports. These services include but are not limited to crisis planning, functional assessment, respite care,
use of flexible funds, and the development of a family driven interagency treatment plan.
- • Ensure recommendations for the utilization of flexible funds shall be determined by the child and family team for
each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund
expenditures of $500.00 or more must receive the prior approval of the State SOC Project Director or the Director of Children,
Youth and Family Services.
- • Ensure that required local and national evaluation instruments are administered to youth and their families receiving
services. In addition, the contractor shall ensure that data is reported to the SOC Lead Evaluator each month following established
timelines and methods.
- • Provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th.
This proposal and any subsequent revisions shall be developed through consensus of the community team
and contractor.
- • Submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts.
Contractor will also follow SOC invoicing instructions.
- • Submit monthly written reports as required by ODMHSAS.
- • Provide a work space for up to 16 hours per week for the Systems of Care Tribal/Custody Liaison who will provide
technical assistance to interested tribal and American Indian Communities across the state to plan, implement and evaluate
systems of care.
COMPENSATION:
- • Invoices may be held until the current reporting month’s data report shows an eighty percent (80%) completion rate
for all baseline and follow up assessments due for the month. This applies to all SOC ODMHSAS contracted communities once data
collection has begun. Consideration will be given for special circumstances.
- SOC – Family and Peer Support (Oklahoma Family Network)
Contractor shall focus efforts on the best ways and value to increase access to and outcomes for the mental health system as a whole. Contractor shall ensure continuing growth of individual and family involvement and family voice in communities statewide, as well as, in policy development at the state level.
WORK REQUIREMENTS:
- • Contractor shall ensure continuing growth and support of the Local Systems of Care State through providing support, technical assistance and meeting coordination.
- • Contractor shall support ongoing family advocacy and policy development at the state level through providing training and the coordination of special events for families.
- • Contractor shall provide adequate phone, liability insurance, and other material resources to support the implementation of the Contract.
- • Contractor shall deliver intensive technical assistance to established Systems of Care communities’ development, support and implementation as part of the ongoing mission of OKSOC.
- • Contractor shall work with the Children’s Behavioral Health Network to identify support parents in System of Care communities.
- • Contractor shall provide, support, and facilitate the following:
- • Referral and linkages to community resources.
- • Ongoing support and technical assistance.
- • Continued education, training and workshop availability.
- • Dependable support and access to local and state level activities.
- • Collaboration with other stake holders..
- • Access to information on policy changes and other state and national information on children’s mental health.
- • Youth and family voice at local community level and state level.
- • Leadership opportunities for youth/young adults and families.
- • Awareness of children’s mental health issues.
- • Reduction of stigma.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working closely with NAMI, OK.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. The Contractor shall report the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in established funded System of Care communities including number and types of activities.
- • Technical assistance activities provided to local family support groups for Children’s Mental Health.
- • Referral, linkage, education, and support activities provided to parents and caregivers.
- • Technical assistance provided to local community teams and local systems of care staff as well as state level involvement, as listed:
- • Dates, hours, and locations of all TA services.
- • Summary of each service.
- • Number of parents/caregivers participating in coalition meetings.
- • Update on work conducted in communities.
- • Update on participation in state level meetings and activities and the person providing the service.
- SOC – Family and Youth Outreach (NAMI-OK)
Contractor shall furnish the necessary resources to provide outreach Activities for young adults, advocacy, education, support and public awareness so that all individuals and families affected by mental illness can build better lives.
WORK REQUIREMENTS:
- • Contractor shall maintain staff and volunteers who can provide a variety of outreach and educational programs, including but not limited to It’s Okay to Talk; Parents and Teachers as Allies; NAMI on Campus; and In our Own Voice.
- • Contractor shall provide outreach and educational programs in schools, on campuses, and in other venues.
- • Contractor shall participate in awareness activities, including outreach/awareness events, community activities, educational literature.
- • Contractor shall provide support to college students though outreach, events, events and literature to fight stigma.
- • Contractor shall host at least one (1) family friendly event/activity during Children’s Awareness month and (1) youth/young adult event/activity. These activities may include a rally and walk/run event, education event, or special celebration.
- • Contractor shall collaborate with the Children’s Behavioral Health Network (CBHN) to identify support parents in regional System of Care communities and to organize family and youth friendly outreach / awareness events and leadership opportunities.
- • Contractor shall provide referral and linkage to community resources and peer to peer support groups and networks.
- • Contractor shall provide opportunities to develop self-advocacy and leadership skills to families and youth/young adults.
- • Contractor shall participate in trade shows and awareness activities including the Children’s Conference, the Prevention and Recovery Conference, and other events hosted by family and peer-run organizations.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. Reports shall include at a minimum:
- • The number of individuals contacted through community outreach during the month.
- • The number of individuals contacted who were linked to the resources/services in in the community.
- • The number of students contacted through outreach or events.
- • The number of events or activities offered in the community.
- SOC – Generic Host Agency
Contractor is responsible for coordinating and sustaining a local system of care utilizing the System of Care (SOC) Best Practice Model (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health), defined below.
Contractor shall serve as lead coordinator, facilitator, and fiscal agent for SOC projects located in counties designated by the ODMHSAS. Contractor will ensure the development and ongoing operation of a culturally competent SOC project using SAMHSA’s Best Practice Model. This task shall be accomplished through facilitation and coordination by a local Project Director in collaboration with the community team, with guidance and assistance from the Director of Children, Youth, and Family Services, state SOC staff, and State Advisory Team.
WORK REQUIREMENTS:
- • Contractors shall ensure direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services. The Contractor’s contract dollar amount could be affected if the average caseload falls below 75% capacity for longer than three consecutive months.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and natural supports. These services include, but are not limited to, crisis planning; functional assessment; strengths, need, and cultural discovery, respite care; use of flexible funds; and the development of a family driven interagency treatment plan.
- • Contractor shall ensure that families receive easy access to mental health services and supports; evaluation, assessment and treatment; intensive coordination of services and supports; and family support and training.
- • This task shall be accomplished through facilitation and coordination of services by a care coordinator and/or family support provider in collaboration with natural and formal supports, with guidance and assistance from the local Project Director.
- • Contractor shall ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state-wide initiative. Individuals fulfilling the terms of this contract including, but not limited to, Project Director, Assistant Project Director, Care Coordinator, Family Support Providers, Behavioral Health Aides, Youth Peer Recovery Support Specialists, and Wraparound therapist, shall:
- • Attend role specific training including Pre-requisites, Wraparound 101, Family Support Provider, State Children’s Behavioral Health Conference, and Monthly support calls, and
- • Follow ODMHSAS ongoing coaching requirements to complete the credentialing process and maintain yearly credentialing requirements.
- • Attend and participate in any applicable meetings, coaching, site calls, and/or trainings as determined necessary by the Department.
- • Contractor shall follow the Oklahoma Systems of Care guidelines, policies, procedures and practices provided in the Oklahoma Systems of Care Toolkit.
- • Contractor shall support families of children and youth with emotional disturbance or co-occurring disorders to establish family and youth support groups.
- • Contractor shall employ a part time (20 hrs/50%), or full time (40 hrs/100%) local Project Director per site, who will be responsible for and have the authority to carry out the supervision of persons providing services for the project and the day to day operations of the project.
- • Contractor shall ensure that the local Project Director shall initiate and ensure the development of a community based SOC Team. This community team shall be comprised of parents of children with emotional disturbance, community service providers as outlined in the core standards, and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • The local Project Director, in collaboration with the community team, shall develop a strategic plan for the implementation of the project utilizing the best practice model. The plan shall include an organizational structure, identify the steps necessary to implement the SOC project, and include strategies for ongoing community development, youth guided family driven, cultural and linguistic competence, project sustainability, and the continuous evaluation of youth, family and community needs that will address disparities and access to services. The plan shall also include significant family involvement on all levels of the project.
- • The local Project Director, in collaboration with the community team, shall follow the established program eligibility guidelines. These include children and youth ages 0-21 with emotional disturbance or co-occurring issues who are at risk of out of home placement, who are having difficulties in two and more life domains, and who are receiving services from multiple social service providers.
- • Contractors shall ensure that SOC staff carry an appropriate caseload as follows:
- • SOC staff shall not have more than 15 additional clients enrolled in basic outpatient services.
- • A monthly average of 15 children for each Care Coordinator will be enrolled and receiving services.
- • Care Coordinators and Family Support Providers may carry a ratio of 1:3 Wraparound to Service Coordination cases, not exceeding 30 cases.
- • Behavioral Health Aides may carry a caseload of up to 20 children enrolled in Wraparound, Service Coordination, and/or BISS.
- • Contractor shall ensure that recommendations for the utilization of flexible funds are determined by the child and family team for each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund expenditures of $500.00 or more must receive the prior approval one of the State SOC Project Directors or the Director of Children, Youth and Family Services.
- • Contractor shall ensure that required evaluation instruments are administered to youth and their families receiving services. In addition, the contractor shall ensure that data is reported to the SOC Lead Evaluator each month following established timelines and methods.
- • Contractor shall report all services provided to a youth and family in the project through the Department’s approved data collection system. Contractor’s records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Contractor shall provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th. This proposal and any subsequent revisions shall be developed through consensus of the community team and contractor.
- • Contractor shall submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts. Contractor will also follow SOC invoicing instructions.
- • Contractor shall ensure that the local Project Director or designee submits monthly written reports to the State Project Directors or their designee to ensure coordination and communication.
- • Contractor shall take all steps necessary to maximize 3rd party reimbursement including utilizing ODMHSAS fee for service dollars, Medicaid and 3rd party insurance.
- • Contractor shall report all Revenue on their monthly financial statement.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Quarterly chart / document reviews to be completed by SOC state staff in collaboration with Project Directors and agency SOC staff using published skills sets to measure fidelity to the Wraparound model.
- • Review of monthly evaluation reports and fidelity reports in the ODMHSAS Youth Information System by SOC state staff in collaboration with Project Directors and agency SOC staff. Measures below 80% will be addressed with specific strategic action steps in a site based coaching plan developed by the SOC state staff in collaboration with the Project Director and agency SOC staff.
- • Caseload per care coordinator no more than 15-20 for High Fidelity Wraparound.
COMPENSATION:
- • Invoices may be held until the current reporting month’s data report shows an 80% completion rate for all baseline and follow up assessments due for the month. This applies to all SOC ODMHSAS contracted communities once data collection has begun. Consideration will be given for special circumstances.
- SOC – Healthy Transitions Initiative - 2 Evaluation (OU E-TEAM)
INTRODUCTION:
- • Under the direction of the Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the evaluation in conformance to guidance given by the OKSOC management.
- • The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OHTI-2 Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
DEFINITIONS:
- • Department: Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS..
- • Contractor: University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall provide an annual report of activities carried out pursuant to the Statement of Work.
SERVICES:
- • Ensure the OHTI-2 evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for OHTI-2 staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at OHTI-2 sites to coordinate and provide training for site on evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the fiscal year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the sites to monitor service provision.
- • Perform analyses of the OHTI-2 evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the SOC project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OHTI-2 community.
- • Use evaluation findings to update stakeholders about OHTI-2 project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
- • Support the Technical Assistance and Training efforts of ODMHSAS by developing on-line, web-based, learning modules and webinars for use by staff at providers contracting with ODMHSAS, including Wraparound 101 and targeted webinars on identified subjects. Modules addressing other topics will be implemented as the need is identified by ODMHSAS.
- SOC – Infant & Early Childhood Training & Consultation in Children’s SOC Programs
Contractor shall provide training and consultation to Children’s System of Care Providers across the state related to infant and early childhood mental health (IECMH) as a component professional development to help develop an early childhood system of care statewide which focuses on supporting the needs of families with infants and young children receiving services through Oklahoma’s System of Care providers. This training and consultation also supports the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall provide lectures, workshops, and webinars (regionally and statewide) related to topics such as an overview of infant mental health, parental mental illness, psychotropics in young children, feeding disorders, sleep problems in young children, etc.,
- • Contractor shall provide case consultation to providers serving infants, young children, and their families. This can be done in person, via Zoom or other virtual format, via e-mail, or phone (with de-identified case information).
- • Contractor shall provide ongoing technical assistance to the IECMH Co-Leads regarding best practice related to serving infants, young children, and their families.
COMPENSATION:
- • Contractor shall be reimbursed at a rate of up to $250/hour.
- SOC – Infant Massage Training & Consultation
Contractor shall provide training and consultation to Children’s System of Care Providers across the state related to infant and early childhood mental Health (IECMH) as a component professional development to help develop an early childhood system of care statewide which focuses on supporting the needs of families with infants and young children. This training also supports the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall provide up to two 4-day Certified Educator of Infant Massage (CEIM) Trainings and two 2-day Nurturing Caregivers Trainings.
- • Contractor shall work with the Infant and Early Childhood Mental Health Co-leads to explore a needs assessment to specify site needs, training needs of participants and administrative support to aid in determining training goals and content.
- • Contractor shall provide the International Manual, Handbook, Student CD and Study Guide, and any other required materials to conduct the Certification Training, as well as the Nurturing Caregivers Workshop.
- • Contractor shall award Continuing Education contact hours for nurses and massage therapists, award attendance certificate to each participant who attends the 4-day trainings as well as the 2-day trainings, and submit participant names to Infant Massage USA® following the trainings for further organization support.
- • Contractor shall review exams/practicums for completing of certification requirements, award an International Certificate and an Infant Massage USA® certificate upon successful completing of the certification requirements and notify Infant Massage USA® of their change in status from student to CEIM.
- • Contractor shall work with the IECMH Co-leads to coordinate and approve all consulting and training activities.
- • The Department shall provide space, AV equipment, white board or flip chart, copies of materials and copies of printed parent handouts for each parent who attends the demonstration classes.
- • The IECMH Co-leads shall identify and recruit appropriate individuals who work directly with parents and caregivers to participate in the training and facilitate registration according to guidelines provided by the Trainer.
- • The Department and the IECMH Co-leads shall invite 4-10 parents or caregivers with infants for three infant massage demonstration classes to be held on the second, third and fourth days of each 4-day trainings offered.
- SOC – Outreach, Engagement and Consultation (Amayesing Skills Counseling Services)
Contractor shall provide outreach, engagement and consultation for the community of North Tulsa. The goal will be to identify and engage minority children, and youth from birth up to age 25 who are experiencing behavioral health related challenges, and their caregivers, and to assist community service and resource providers with understanding how to successfully engage and serve this population.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary for successful outreach and engagement of the target population, including the following:
- • Conduct both community and Individual outreach and engagement. Contacts can include face-to-face and telephone;
- • Distribute information/materials on mental health and substance use, as approved by ODMHSAS;
- • Help facilitate connection between the target population and local behavioral health providers.
- • Contractor shall consult with the ODMHSAS, Tulsa community behavioral health providers and other community resource agencies, about how to successfully reach out and engage the target population in mental health and substance use services.
- • Contractor shall participate in related planning and meetings as determined by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such detail as the Department may require. Such report shall be submitted to the Senior Project Director of Oklahoma Systems of Care no later than the 10th day of each month, and shall include:
- • The number of children, youth, and caregiver contacts made during the quarter.
- • Brief description of the type of behavioral health outreach, education and consultation contacts made to children, youth, and caregivers.(ex: individual, group, community). If a specific group or community organization, please include the name.
- • The number of children and youth contacted in above who were connected with community services/resources.
- • The type of services/resources they were connected with.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- SOC – Respite
- SOC – SQE Wraparound AWARE
This contract is to provide funding for the services and resources needed to support the Fixed Rate AWARE contract and ensure optimal program outcomes. The goal of these enhanced services is to actively assist schools with improving students’ academic and behavioral outcomes.
WORK REQUIREMENTS:
- • The Contractor agrees to perform the necessary services and activities as outlined below to enhance the quality of the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • • Contractor agrees to provide clinical supervision for all program staff and client case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of identified students.
- • Contractor agrees to attend all trainings, meetings and consultation required by the ODMHSAS.
- • Contractor will collect and report data identified as needed by ODMHSAS in order to track grant objectives.
- SOC – SQE Wraparound AWARE – AWARE East Grant
This contract is to provide funding for the services and resources needed to support the Fixed Rate AWARE contract and ensure optimal program outcomes. The goal of these enhanced services is to actively assist schools with improving students’ academic and behavioral outcomes.
WORK REQUIREMENTS:
- • The Contractor agrees to perform the necessary services and activities as outlined below to enhance the quality of the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • Contractor agrees to provide clinical supervision for all program staff and client case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of identified students.
- • Contractor agrees to collect and share data identified as needed by ODMHSAS in order to track grant objectives.
- • Contractor agrees to attend all trainings, meetings and consultation required by the ODMHSAS.
- • Contractor will receive an additional $10,000 for year one of the AWARE East grant to purchase telehealth equipment. This equipment must be appropriate for and utilized to provide telehealth mental health services to students in the public school district that is served under the grant. Contractor must provide backup documentation with the submission of invoices to reflect money spent on telehealth equipment. These funds must be spent by September 29, 2021.
- SOC – SQE Wraparound AWARE - Woodward
This contract is to provide funding for the services and resources needed to support the Fixed Rate AWARE contract and ensure optimal program outcomes. The goal of these enhanced services is to actively assist schools with improving students’ academic and behavioral outcomes.
WORK REQUIREMENTS:
- • The Contractor agrees to provide a .50 FTE to provide enhanced services for the AWARE program.
- • The Contractor agrees perform the necessary services and activities as outlined below to enhance the quality of the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance
use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • Contractor agrees to provide clinical supervision for all program staff and client case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of identified students.
- • Contractor agrees to attend all trainings, meetings and consultation required by the ODMHSAS.
- • Contractor will collect and report data identified as needed by ODMHSAS in order to track grant objectives.
- SOC – State Evaluation
Under the direction of the Agency’s Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the OKSOC evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
WORK REQUIREMENTS:
- • Evaluator shall:
- • Ensure the OKSOC evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for OKSOC staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at OKSOC sites to coordinate and provide training for site on evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the fiscal year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the sites to monitor service provision.
- • Perform analyses of the OKSOC evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the SOC project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
- • Support the Technical Assistance and Training efforts of ODMHSAS by developing on-line, web-based, learning modules and webinars for use by staff at providers contracting with ODMHSAS, including Wraparound 101 and targeted webinars on identified subjects. Modules addressing other topics will be implemented as the need is identified by ODMHSAS.
PERFORMANCE MONITORING:
- • Evaluator shall provide an annual report of activities carried out pursuant to the Statement of Work.
- SOC – Structured Psychotherapy for Adolescents Responding to Chronic Stress (SPARCS) Training and Consultation
Contractor shall provide Structured Psychotherapy for Adolescents Responding to Chronic Stress (SPARCS) training and consultation to ODMHSAS designated providers to support professional development within System of Care.
SPARCS is specifically designed to improve the emotional, social, academic, and behavioral functioning of adolescents exposed to chronic interpersonal trauma (such as ongoing physical abuse) and/or separate types of trauma (e.g., community violence, sexual assault). The curriculum was designed to address the needs of adolescents who may still be living with ongoing stress and may be experiencing problems in several areas of functioning. This can include difficulties with affect regulation and impulsivity, self-perception, relationships, somatization, dissociation, numbing and avoidance, and struggles with their own purpose and meaning in life, as well as worldviews that make it difficult for them to see a future for themselves.
WORK REQUIREMENTS:
- • Contractor shall work with designated ODMHSAS staff on planning for SPARCS training and consultation.
- • Contractor shall provide two 2-day in person trainings (or two virtual trainings of 3 half days each); a total of four (4) days of SPARCS in person training or six (6) half-days of virtual training.
- • Training shall be provided to a total of eighteen (18) participants designated by the ODMHSAS.
- • Contractor shall provide eight (8) one-hour consultation calls for training participants.
WORK REQUIREMENTS (Oct-May):
- • Contractor shall work with designated ODMHSAS staff on planning for SPARCS training and consultation from Oct 1 2021 to May 30 2022.
- • Contractor shall provide two 2-day trainings; a total of four (4) days of SPARCS training.
- • Training shall be provided to a total of nine (9) participants designated by the ODMHSAS.
- • Contractor shall provide eight (8) one-hour consultation calls for training participants.
- SOC – TA & Training (Evolution Foundation)
Contractor shall furnish the necessary resources to promote and support the state and local System of Care for children and youth with emotional disturbance, and their families. Contractor shall provide technical assistance and training to local and state level systems of care to ensure continuing growth of youth, family and professional involvement and the family voice in established communities, as well as in policy development at the state level.
WORK REQUIREMENTS:
- • Contractor shall ensure continuing growth and support of the Local Systems of Care State through providing support, technical assistance and meeting coordination.
- • Contractor shall support ongoing family advocacy and policy development at the state level through providing training and the coordination of special events for families.
- • Contractor shall provide adequate phone, liability insurance, and other material resources to support the implementation of the Contract.
- • Contractor shall deliver intensive technical assistance to established Systems of Care communities’ development, support and implementation as part of the ongoing mission of OKSOC.
- • Contractor shall work with the Children’s Behavioral Health Network to identify support parents in System of Care communities.
- • Contractor shall provide, support, and facilitate the following:
- • Referral and linkages to community resources.
- • Ongoing support and technical assistance.
- • Continued education, training and workshop availability.
- • Dependable support and access to local and state level activities.
- • Collaboration with other stake holders.
- • Access to information on policy changes and other state and national information on children’s mental health.
- • Youth and family voice at local community level and state level.
- • Leadership opportunities for youth/young adults and families.
- • Awareness of children’s mental health issues.
- • Reduction of stigma.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working closely with NAMI-OK and OFN.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. The Contractor shall report the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in established funded System of Care communities including number and types of activities.
- • Technical assistance activities provided to local family support groups for Children’s Mental Health.
- • Referral, linkage, education, and support activities provided to parents and caregivers.
- • Technical assistance provided to local community teams and local systems of care staff as well as state level involvement, as listed:
- • Dates, hours, and locations of all TA services
- • Summary of each service
- • Number of parents/caregivers participating in coalition meetings
- • Update on work conducted in communities
- • Update on participation in state level meetings and activities and the person providing the service.
- SOC – TFCBT Training & Support
The Contractor shall furnish training, support, data, resource materials and consultation as related to developing a trauma informed system of care for young children and their caregivers in Oklahoma.
WORK REQUIREMENTS:
- • Contractor shall develop and provide Advanced TF-CBT training(s), including all necessary and supporting resources, for therapists utilizing the TF-CBT model and working with young children and their caregivers. Training participants to be selected from sites specified by the Department. Topics to be approved by the Department in advance.
- • Contractor shall develop and provide an Advanced Early Childhood consultation system, including all necessary and supporting resources, for ongoing clinical support to therapists utilizing the TF-CBT model and working with young children and their caregivers.
- • Contractor shall develop and provide a clinical supervision track in support of clinicians and supervisors providing TF-CBT services. This includes the Contractor’s participation in and completion of all components of the CE-CERT model, including all necessary and supporting resources, training, and consultation.
- • Contractor shall develop and maintain the infrastructure necessary to support the program, including but not limited to: website development, webinar capacity, updates and expanded capacity to current systems, and resource development. In this last year of the grant, contractor shall utilize funds allocated the first 3 years for additionally identified therapists from lab sites to attend trainings, to work towards sustainability of the program.
PERFORMANCE MONITORING:
- • Monthly invoices shall include number of participants trained and/or provided consultation under the program, along with any program updates.
- • Additional reports for program or grant requirements may be requested by the Department, and should be submitted to the Department’s Manager of Hope and Resilience.
- SOC – Training and Consultation
Contractor shall furnish the necessary resources to promote and support the state and local System of Care for children and youth with emotional disturbance, and their families. The responsibility of this organization is to provide technical assistance and training to local and state level systems of care to ensure continuing growth of youth, family and professional involvement and the family voice in established communities, as well as in policy development at the state level.
Contractor shall furnish the necessary resources to promote and support the systems of care movement through local and state level activities. The responsibility of the organization is to provide technical assistance to expansion Systems of Care communities and provide technical assistance to the State Advisory Team, state staff and other individuals or groups as necessary to support the mission.
Communities or persons served through this contract shall experience: 1) referral and linkages to community resources; 2) ongoing support and technical assistance; 3) continued education, training and workshop availability; 4) dependable support and access to local and state level activities; 5) efforts to support collaboration with other stake holders; 6) access to information on policy changes and other state and national information on children’s mental health; 7) awareness of children’s mental health issues; and 8) a reduction in stigma.
WORK REQUIREMENTS:
- • Contractor will serve as the host agency for the Oklahoma Federation of Families and will support and organize the Federation of Families Advisory Board consisting of representatives of local Federation of Families chapters, local Systems of Care communities, and at least one advisor/liaison from the Department’s System of Care staff.
- • Contractor will ensure continuing growth and support of the Local Systems of Care State through providing support, technical assistance and meeting coordination.
- • Contractor shall support ongoing family advocacy and policy development at the state level through providing training and the coordination of special events for families.
- • Contractor shall provide adequate phone, liability insurance, and other material resources to support the implementation of the Contract.
- • Contractor will deliver intensive technical assistance to established Systems of Care communities development, support and implementation as part of the ongoing mission of OKSOC.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working closely with NAMI, OK.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Oklahoma Systems of Care Project Director no later than the 10th day of the month. The Contractor report shall include the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in established funded System of Care communities including number and types of activities;
- • Report technical assistance activities provided to local family support groups for Children’s Mental Health;
- • Report referral, linkage, education, and support activities provided to parents and caregivers; and
- • Report technical assistance provided to local community teams and local systems of care staff as well as state level involvement, as listed:
- • Dates, hours, and locations of all TA services;
- • Summary of each service;
- • Update on work conducted in communities; and
- • Update on participation in state level meetings and activities and the person providing the service.
- SOC – Wraparound AWARE in School
This contract is to provide funding for the services and resources needed to support the AWARE contract and ensure optimal program outcomes. The goal of these services is to actively assist schools with improving students’ academic and behavioral outcomes..
WORK REQUIREMENTS:
- • The Contractor agrees to perform the necessary services and activities as outlined below for the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services.
- • Works to address in school behavioral issues.
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • Facilitate SPARCS groups with school staff.
- • Utilize technology to meet needs to child/youth and family, if needed.
- • Contractor agrees to provide clinical supervision for all program staff and client case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of identified students.
- • Contractor agrees to collect and share data identified as needed by ODMHSAS in order to track grant objectives.
- • Contractor agrees to attend all trainings, meetings and consultation required by the ODMHSAS.
- SOC – Wraparound Training & Consultation
Contractor shall provide training and consultation to help improve fidelity for Oklahoma Wraparound.
WORK REQUIREMENTS:
- • Contractor shall provide Wraparound implementation coaching and technical assistance to the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Systems of Care (SOC) State Coach and Trainer to help strengthen their training and technical assistance skills related to the implementation of Wraparound. Types of coaching and technical assistance shall include, but not be limited to the following:
- • Wraparound Coaching Session
- • Individual Wraparound Supervision
- • Group Wraparound Implementation Supervision
- • Wraparound Case Consultation
- • Wraparound Community Readiness
- • Contractor shall provide a Wraparound Coaches Academy for ODMHSAS designated staff and providers.
- • The Academy shall include 2days of training:
- • The course shall be designed for proficient Wraparound leaders whose role is to teach, train and support the development of staff as a supervisor, coach or manager in the Wraparound process. Course objectives shall include, but not be limited to the following:
- • Participants will practice implementing tools and processes for developing high fidelity Wraparound staff;
- • Participants will describe and demonstrate the Wraparound coaching process;
- • Participants will analyze skills and processes of case scenarios, identifying strengths and areas of growth;
- • Participants will understand the complexities of adult learning and apply those principles to working situations that promote their abilities to develop Wraparound staff.
- SOC – Wraparound Training & Consultation - Transition to Independence Program (TIP)
Contractor shall provide training and consulting in the Transition to Independence Process (TIP) model, to provide a framework for effectively serving youth adults in transition.
WORK REQUIREMENTS:
- • Contractor shall provide TA and Training in the Transition to Independence Program (TIP) model, to include the following:
- • Provision of training on the basic model.
- • Provision of advanced training and technical assistance as requested by ODMHSAS, to include themed teleconference sessions.
- • On-site provider training, technical assistance and case reviews.
- • Recommends participants to become a Certified TIP Mode® Site or a Certified TIP-Informed Site.
- • Overall logistics, coordination, and scheduling of training and teleconference TA will be the responsibility of Contractor, and the designated ODMHSAS Project Director.
- • All coaching, training, and other consulting activities shall be coordinated and approved by ODMHSAS.
- • All technical assistance (TA) shall be approved by the ODMHSAS prior to being scheduled.
- • Local staff participants in training shall be working with youth and young adults (14-29 years old) experiencing transition to adulthood difficulties due to mental health, substance abuse, and/or mild developmental disabilities; and/or involvement with agencies such as children’s protective services, juvenile justice, or public assistance, and/or youth who are runaway, homeless, or otherwise at risk of transition to adulthood difficulties, including youth and young adults between the ages of 16 and 30, who have experienced their first episode of psychosis within the last two years and meet the Federal Block Grant definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED). Training participants shall be approved to attend the training by designated ODMHSAS Project Director.
- • Includes material (coaching tools and manual) that can be shared in similar coaching for other providers. All teleconference TA sessions shall be tied specifically back to the statement of work.
PERFORMANCE MONITORING:
- • Contractor shall report quarterly progress on trainings, technical assistance, and consultation.
- SOC – Youth/Young Adult & Caregiver Groups & Activities/Events
Contractor will support through training and facilitation OKSOC sites’ Youth/Young Adult Support Groups as well as Parent to Parent Support Groups.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and facilitate (and/or support existing) Youth/Young Adult Support Groups as well as Parent to Parent Support Groups. This will include responsibility for the following:
- • Community outreach to identify youth/young adults interested in participating in OKSOC sites’ youth led and youth directed Youth/Young Adult Groups.
- • Facilitation of site Youth/Young Adult Support Groups and Parent to Parent Support Groups at least once per month OR support in facilitating each group in the community at least once per month if they each already exist. These support groups are non-curriculum based.
- • Linkage to any additional services and supports needed for individuals participating in either the Youth/Young Adult Group or the Parent to Parent Support Group, including follow-up on linkages to ensure that a successful connection has been made.
- • Contractor shall identify, facilitate and engage youth/young adults and caregivers who would be interested in serving on State and/or local level boards/ committees to help ensure youth and family voice.
- • Contractor shall provide at least (1) youth/young adult and (1) caregiver event/activity yearly.
- • Contractor shall offer support groups to community members.
- • Contractor shall attend group facilitation related training and/or meetings as determined by ODMHSAS.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Monthly reports stating the number of groups provided and individuals in attendance.
- • Number of individuals contacted through community outreach during the month.
- • Number of individuals contacted who were linked to the designated group.
- • Name of the agency/organization hosting the community-based support group.
- • Number of individuals who attended the designated group each month.
- • Number of youth/young adult or Caregiver events or activities provided.
- • Number of community members (non-clients) linked to resources of services.
- SOC – Young Adult Transition Services-Oklahoma Healthy Transitions Initiative - 2 (OHTI-2)
INTRODUCTION:
- • Under the direction of the ODMHSAS Director of Children, Youth and Family Services, Community Mental Health Centers (CMHC), hereafter referred to as CMHC, will furnish the necessary resources to provide treatment, crisis, and support services young adults in transition with mental health, substance use, or co-occurring issues. Services and supports shall be based on the core components and philosophy of Oklahoma Systems of Care and evidence-based practices for young adults in transition.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the CMHC to ensure processes and concrete outcomes that establish holistic health—both physical and behavioral health—services and supports.
- • Quarterly chart / document reviews to be completed by state staff in collaboration with Project Directors and agency SOC staff.
- • Review of monthly evaluation reports in ODMHSAS’ Youth Information System by state staff in collaboration with Project Directors and agency staff. Measures below 80% will be addressed with specific strategic action steps in a site based coaching plan developed by the state staff in collaboration with the Project Director and agency staff. Measures include:
- • NOMS completion rate.
- • OKSOC Assessment baseline completion rate.
- • OKSOC Assessment follow-up completion rate.
- • Rate of improvement at follow-up on NOMs and OKSOC Assessment.
WORK REQUIREMENTS:
- • Develop and implement a specialized team to coordinate care for young adults in transition to include recovery support, peer to peer support and case management services, therapy, medication management, housing, education, employment, and connection to physical wellness services as needed.
- • Conduct outreach and referral for young adults in transition to increase access to services and supports .
- • Conduct screening and assessments for young adults in transition to identify individual needs.
- • Provide direct treatment services through Oklahoma Systems of Care in Wraparound and/or Transition to Independence, Housing First, Individual Placement and Support (IPS), and appropriate evidenced-based practices.
- • Plan and implement outreach (to include street outreach), referral, and engagement efforts to educational institutions, healthcare, child welfare, juvenile justice/correctional institutions, homeless shelters, drop-in centers, to identify young adults in transition with untreated SED/SMI, as well as those at risk for developing SED/SMI and substance use/co-occurring disorders.
- • Implement public awareness and cross-system provider training for other systems serving young adults in transition, including marketing strategies, training for community members, and collaborating agencies.
- • Establish relationships with community stakeholders and collaborating agencies to broaden and link all community resources available to young adults in transition.
- • Participate fully and completely in the project evaluation at both the national and state levels. Expected outcomes include improvements in functioning and reductions in problem behaviors; continued education; safe and stable living environment; steady employment; reliable transportation; family and social connectedness; and reductions in contacts with law enforcement.
- • Data Requirements include service provision, staffing, assessment, etc. as detailed in the Youth Information System—the ODMHSAS state level evaluation system for children’s behavioral health.
- • Support through training and facilitation OKSOC sites Youth/Young Adult Support Groups. Contractor shall furnish the necessary resources to develop and facilitate (and/or support existing) Youth/Young Adults Support Groups. This will include responsibility for the following:
- • Community outreach to identify youth/young adults interested in participating in OKSOC sites’ youth led and youth directed Youth/Young Adult Groups.
- • Facilitation of site Youth/Young Adult Support Groups at least once per month OR support in facilitating each group in the community at least once per month if they each already exist. These support groups are non-curriculum based.
- • Linkage to any additional services and supports needed for individuals participating in either the Youth/Young Groups.
- • Act as conduits to discover new YAT leaders for the YSAB, SAT, and other community and state level coalitions to increase youth and family voice at all levels.
- Appendix
- ODMHSAS Transition Youth Housing Subsidy Protocol
Eligible Applicants - Individuals (ages 16 - 25) who have a mental illness or co-occurring mental illness and substance use for assistance with accessing and maintaining decent, safe, sanitary and affordable housing. Individuals should meet requirements for very low income and have a gross annual income at or below $16,500; however, incomes above $16,500 can be considered on a case by case basis. Individuals who are under the age of 18 must either be legally emancipated or have a Guardian willing to sign a lease agreement on their behalf. If the individual has children in their legal custody at time of application, they are allowed to live with applicant in the residence paid for by subsidy funds. If an applicant requests a roommate or significant other reside with them in subsidy funded apartments, they are eligible for youth subsidy funds at 50% of the approved amount, whereas said roommate must provide the remaining balances of rent/utilities and be a signed and approved leaseholder along with applicant or otherwise meet the same qualifications to become a subsidy recipient themselves and become a leaseholder in the same residence.
Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay for rent and utilities is $601 per month, which is based on the higher range of Fair Market Rent for a 1-bedroom. Assistance is not restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $601, however, it is recommended that referring projects assist subsidy recipients in locating housing for which costs do not exceed the $601 maximum (and all bills paid units when possible) to help assure affordability and success. This amount can be amended to $762 if the applicant has a child in their custody and is needing a unit of up to 2 bedrooms or more. If unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income will be calculated as follows:
First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $601 maximum).
Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $601 maximum).
The goal of the Housing Subsidy Funds is to assist recipients with transition to self-sufficiency between 9 to 12 months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case-by-case basis.
It is expected that the all-subsidy recipients and Program staff will work actively together toward employment or SSI/SSDI income, toward obtaining Section 8 rental assistance, and on other recovery focused goals/objectives, as this is a time limited program.
Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to subsidy recipients but may not exceed a total of $601 or $762 in approved units of parenting youth.
Making A Referral – Subsidy Rental Assistance:
All referrals must come from one of the existing Oklahoma Department of Mental Health Substance Abuse Services Contractor unless approved by the ODMHSAS Program Manager. Part 1 of the referral form must be submitted, and initial approval received from HOPE Community Services prior to moving forward to assist a person with housing. This is to ensure that people referred meet initial eligibility requirements and that the program has enough money to serve them. Once initial approval is received from HOPE, housing can be arranged and Part 2 of the referral should be submitted. If Part 2, and related documentation, is not received by HOPE within 30 days of approval of Part 1, the referral will be null and void, and an entirely new referral (Part 1 & 2) will need to be submitted.
Both parts of the referral form submitted must be complete, including all of the documentation requested:
- • Proof of income or signed statement from applicant if no income (Certification of Zero Income form);
- • Signed Subsidy Recipient Agreement (If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign unless they have been provided a certificate of Unaccompanied Status via ODMHSAS or DHS).
- • A release of information authorizing communication between HOPE Community Services and the designated Landlord, and utility companies (when utility assistance, including deposit assistance, is requested), regarding payment of bills; and
- • A release of information authorizing communication between HOPE Community Services and the designated Program Agency, regarding the tenant’s receipt of subsidy funds.
Completed referrals should be submitted to:
- HOPE Community Services, Inc.
- Attn: Transition Youth Subsidy Program
- 6100 South Walker Ave.
- Oklahoma City, OK 73129
- (405) 634-4400
- Fax: (405) 632-1976
Please note that referral information that is not complete will be returned to the agency who submitted it for completion. If you have any questions regarding the completion of the referral, or regarding the Transition Youth Housing Subsidy program in general, please contact HOPE or Andru Dallaly at ODMHSAS.
Things To Remember:
- • A copy of the signed lease agreement between tenant and landlord must be mailed or faxed to Hope Community Services by the second month for which rental assistance is needed (subsidy cannot be continued past the first month until a signed lease agreement is received).
- • If the landlord does not have a lease agreement, please use the Lease Agreement form included in the referral packet.
- • If rental unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
- • If utility assistance is requested, utility bills must be submitted monthly by mail or fax to HOPE Community Services for payment (up to the total amount allowed for utility assistance).
- • Part 1 of the referral is submitted, and approval from HOPE is required to proceed with housing assistance and the completion of Part 2 of the referral.
- • Part 2 of the referral must be received by HOPE within 30 days after HOPE has approved Part 1. If not received within that timeframe, the referral will be null and void and a new referral will need to be submitted and approval from HOPE obtained.
- ODMHSAS Child Trauma & Resilience Guidelines/Protocol
According to the Big Statement of Work for CMHCs, section 6.10 “Trauma-informed and trauma specific services will be offered according to the ODMHSAS Child Trauma and Resilience Guidelines. Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy.” Please refer to the guidelines/protocol; as follows:
- Trauma Informed:
- All staff employed by the agency, regardless of role or position, shall complete the online "Trauma is Just the Beginning" training http://www.ok.gov/odmhsas/SHARE.html within 90 days of hire or completion of their probation, whichever is sooner. A copy of the certificate of completion should be kept in the employees personnel file.:
- Trauma Screening and Assessment:
- Agencies shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure portion of the CATS.
- • The CATS is to only be administered by clinical level staff unless prior authorization is received by the Department. At minimum staff should complete the CATS administration eLearning, and attend the live Assessment and Support training as available.
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child, youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment, then the child and family should be offered trauma-specific services.
- • The CATS should be administered at a minimum of each treatment plan update, and at termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout the course of treatment.
- • Initial screen (positive or negative), including scoring for positive exposure screens, and additional screenings as indicated at treatment plan update and discharge, shall be reported on the CDC as per protocol.
- These are the minimal requirements. For agencies with advanced training and experience, this does not limit use of other evidence based and validated measures.
- Trauma Specific Services – Licensed:
- As the primary evidenced based trauma specific intervention, Oklahoma has implemented Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) statewide.
- • Every LBHP/LMHP (including those under supervision) working with children, youth, and families in the agency, shall complete the online TF-CBT training https://tfcbt2.musc.edu/ within 90 days of hire or completion of their probation. A copy of the certificate of completion should be kept in the employee’s personnel file
- • Core staff identified to complete the full TF-CBT training and consultation process, to meet the SOW requirement “Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy” shall be expected to:
- • Attend the live 1 day assessment and support training and 2 day “Introduction to TFCBT” training
- • Participate in consultation calls following training. Staff will be expected to complete 2 calls a month for a minimum of 6 months and through completion of a case, however long that may take. After that time, consultation calls will still be available to and highly recommended for staff to use at their discretion.
- • Staff are expected to keep developing their skills through attendance of the Advanced TFCBT trainings, participation in webinars, and other learning opportunities.
- • It is highly recommended that the person providing clinical supervision also go through the training and consultation process to help with both implementation and sustainability.
- • Supervisors will be expected to participate in a semiannual supervisor’s call.
- While TFCBT is to be provided by every agency, this does not preclude the agency from utilizing other trauma specific evidenced based practices, such as Seeking Safety.
FY23 SOWs
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·
Big SOW
- ·
Eligibility and Target Population Matrix
- ·
General SUD Services
- Advocacy Services
- Advocacy Fixed Rate Services
- Advocacy – Consumer and Family Advocacy Services
Contractor shall furnish the necessary resources to provide consumer and family advocacy services. Contractor shall:
- • Provide an Oklahoma City-based office and telephone line, with live full-time coverage during business hours for individuals seeking information, referrals, support, and advocacy-related substance use services, and routine administrative tasks associated with operations.
- • Provide a peer warm line to support the Oklahoma County Innovation Project
(crisis system initiative for Oklahoma County).
The line is to be active 24/7/365 and shall provide peer coaching and referrals. This includes maintaining a memoranda of
understanding with OCCIC/OCRU/URC and the Community Response Team specifying collaboration relationship.
- • Provide easily accessible resource library with cost-free information on substance abuse disorders and issues,
family support resources, and other relevant information.
Library content may include brochures, books, periodicals, audio/visual media, and online content.
- • Distribute information and materials to support and educate families and significant others of individuals with
substance abuse issues, parents who have a child with a substance use issue, and consumers of substance use series through:
- • Promoting healing strategies within the family and community through
outreach and awareness activities;
- • Partnering with existing institutions to intervene and promote community healing; and
- • Conducting family and community educational workshops about addiction and recovery.
- • Develop and distribute a quarterly newsletter to consumers and families;
include online and web-based mediums.
- • Participate in educational conferences providing advocacy participation information,
addiction and recovery educational materials, resources, and recovery support services available.
- • Maintain and promote an active speaker’s bureau of both consumers with lived experience,
as well as family members.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings,
co-sponsoring events, and cross promoting peer programming, recovery, and wellness activities as a way to ensure consumer
voice across the state.
- Advocacy – Consumer-To-Consumer Outreach
Contractor shall furnish all necessary resources to provide Consumer to Consumer Outreach services. Contractor shall:
- • Provide visitation by consumers, relationship development by consumers, and invitations to participate in
special programs designed for consumers in the area(s) specified by ODMHSAS.
- • Establish program standards and criteria through engagement of professional staff and
people who have accessed or are currently accessing Contractor’s services.
- • Employ program specific staff members who are consumers of services.
- • Conduct consumer interest and needs surveys regarding available events, programs, and activities.
- • Increase the awareness of activities available to consumers living alone or in relative isolation,
including outreach home visits, telephone contacts, and social media outlets.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings,
co-sponsoring events, and cross-promoting peer programming, recovery, and wellness activities as a way to
ensure consumer voice across the state.
- • Utilize social marketing to distribute quarterly newsletters.
- Advocacy – Veteran Consumer and Family Advocacy
Contractor shall furnish the necessary resources to maintain statewide consumer advocacy activities to support the
well-being of veterans who are in recovery from substance use and/or co-occurring disorders. Contractor shall:
- • Provide an office, located in area identified by ODMHSAS, and telephone, with a line for individuals seeking
up to date information, referrals, peer support, advocacy related to services, and conducting all routine administrative
tasks associated with operations.
- • Provide education and peer support groups for veteran consumers and their family members.
- • Conduct prevention, advocacy, and outreach activities to individuals and family members
experiencing substance abuse, or co-occurring substance use and mental health disorders.
- • Participate in community awareness activities.
- • Maintain working relationships with referral and service organizations to help veterans and their
family members with filing benefits claims, medication evaluation, mental health and/or substance abuse services
and counseling needs.
- • Connect and link veterans and their family members to services that will provide individualized support
such as educational, training, housing, and employment opportunities.
- • Develop a recovery or wellness plan with all individuals who connect with Contractor to
identify individual services, supports and lists other resources.
- • Conduct 6-month follow-up; and
- • Provide aftercare services, social and information gatherings,
and peer-to-peer support opportunities for veterans and their family members.
- • Promote healing strategies within the family and community.
- • Participate in educational conferences to increase awareness of the unique needs of this
population through education material and resources.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings, co-sponsoring events,
and cross-promoting peer programming, recovery, and wellness activities as a way to ensure consumer voice across
the state.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work.
Contractor will provide such detail as the Department may require. Such report shall be submitted to the appropriate program staff
no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
At least ¼ of service provisions each month shall be peer recovery support or wellness services, or a combination
thereof.
- Advocacy – Woman's Advocacy and Support
Contractor shall furnish the necessary resources to provide consumer and family recovery support services
for women involved with or at risk for involvement with the criminal justice system. Contractor shall:
- • Provide an office, located in area identified by ODMHSAS, and telephone line, with live full-time coverage
during business hours for individuals seeking information, referrals, support, advocacy-related substance abuse services,
and conducting all routine administrative tasks associated with operations.
- • Provide a peer warm line to support the Oklahoma County Innovation Project
(crisis system initiative for Oklahoma County).
The line is to be active 24/7/365 and shall provide peer coaching and referrals. This includes maintaining a memoranda of
understanding with OCCIC/OCRU/URC and the Community Response Team specifying collaboration relationship.
- • Provide training and support to the customer to assist with their recovery process.
This may involve assisting the customer in the acquisition of knowledge and skills necessary to understand and address
specific needs in relation to enhancement of problem-solving skills, coping mechanisms, and strategies for relapse prevention
assistance in understanding crisis plans and community re-entry planning.
- • Promoting healthy lifestyle strategies with customer and the family through trainings and classes
that focus on nutrition, exercise, and tobacco cessation. Activities may include support groups, exercise groups,
and individual physical wellness plan development, implementation assistance and support.
- • Partnering with existing institutions and programs to intervene and promote access to supportive programs
which provide assistance, supports, supplements, and/or links the customer with the appropriate service components.
This can include medical, dental, financial, employment, legal, and housing assistance.
- • Conducting family and community educational workshops about addiction, recovery and wellness.
- • Utilize social marketing techniques to distribute quarterly newsletters,
and have a presence via social media outlets to better reach consumers and family members,
as well as community stakeholders.
- • Participate in educational conferences providing advocacy participation information,
addiction and recovery educational materials, resources, wellness/healthy living and recovery support
services available.
- • Host at least one (1) drug-free, alcohol and tobacco free social activity during National Recovery Month.
This activity can include a rally and walk/run event, educational event, or special celebration.
- Advocacy Government/Professional/Sole Source Services
- Advocacy – Advocacy and Support Services
Contractor shall furnish the necessary resources to provide advocacy and support services. Contractor shall:
- • Publish and distribute four (4) organizational newsletters including web and internet based mediums.
- • Establish peer-to-peer support groups and maintain a record of them across Oklahoma including contact information.
Maintain a listserv for distribution of the quarterly newsletter.
- • Conduct facilitator training workshops for Depression Bi-Polar Support Alliance (DBSA) support groups.
- • Provide ongoing technical assistance to established and newly initiated DBSA support groups.
- • Collect and update the list of group meeting locations, number of those in attendance, and the frequency of the group meetings.
- • Provide contacts to the community either face-to-face-or via the telephone to provide Outreach and Advocacy.
- • Provide 1 annual training/presentation through ODMHSAS Training Institute pertaining to Depression, Bipolar, and Lived Experience.
- • Provide DBSA support groups within Crisis and Inpatient facilities to help build a support system for consumers following discharge.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross-promoting peer programming, recovery, and
wellness activities to ensure consumer voice across the state.
- • Utilize social marketing techniques to distribute information and have a presence via social media platforms to better
reach consumers and other stakeholders. Include real time updates to websites and social media platforms to assist with locating resources,
supports and services provided by the contractor.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work.
Contractor will provide such detail as the Department may require. Such report shall be submitted to the no later than the 10th day of the
month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Advocacy and Support Services - Revised
Contractor shall furnish the necessary resources to provide advocacy and support services. Contractor shall:
- • Increase peer support services to include the addition of a paid position of a part time or full time Peer Recovery Support Specialist.
- • Develop strategies to enhance consumer voice and community engagement through leadership role in Oklahoma Recovery Alliance (OKRA) and other avenues.
- • Publish and distribute four (4) organizational newsletters including web and internet based mediums.
- • Establish peer-to-peer support groups and maintain a record of them across Oklahoma including contact information.
Maintain a listserv for distribution of the quarterly newsletter.
- • Conduct facilitator training workshops for Depression Bi-Polar Support Alliance (DBSA) support groups with a focus on rural and smaller community engagement across Oklahoma.
- • Provide ongoing technical assistance to established and newly initiated DBSA support groups.
- • Collect and update the list of group meeting locations, number of those in attendance, and the frequency of the group meetings.
- • Provide contacts to the community either face-to-face, virtually, or via the telephone to provide Outreach and Advocacy.
- • Provide 1 annual training/presentation through ODMHSAS Training Institute pertaining to Depression, Bipolar, and Lived Experience.
- • Provide DBSA support groups within Crisis and Inpatient facilities to help build a support system for consumers following discharge.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross-promoting peer programming, recovery, and
wellness activities to ensure consumer voice across the state.
- • Utilize social marketing techniques to distribute information and have a presence via social media platforms to better
reach consumers and other stakeholders. Include real time updates to websites and social media platforms to assist with locating resources,
supports and services provided by the contractor.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work.
Contractor will provide such detail as the Department may require. Such report shall be submitted to the no later than the 10th day of the
month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Aging
INTRODUCTION:
- • This contract is to provide advocacy and education services related to the aging population of Oklahoma.
WORK REQUIREMENTS:
- • Contractor shall provide advocacy services related to the aging population. Services shall include:
- • Continued membership with the National Coalition on Mental Health and Aging and support national priorities and their implementation in Oklahoma.
- • Continued leadership with Oklahoma Mental Health and Aging Coalition (OMHAC) and support implementation.
- • Continued facilitation of OMHAC meetings.
- • Continued responsibility for all clearinghouse activities related to OMHAC.
- • Continued advocacy of the older adult population in Oklahoma through OMHAC.
- • Maintenance of OMHAC website.
PERFORMANCE MONITORING:
- • Contractor shall provide a written monthly report to ODMHSAS that documents provision of services described in Work Requirements.
- Advocacy – Black Culture Advocacy and Education Peer Support Services - Training
This contract is to provide advocacy and education services related to the African American population of Oklahoma in order to improve access and reduce disparities.
- Contractor shall:
- • Provide education services related to the African American population of Oklahoma.
- • Services include:
- • Support on the continued implementation of the ODMHSAS Black Culture and Community training by facilitating the training quarterly in partnership with the ODMHSAS Peer Program.
- Advocacy – Chronic Recovery Flex Funds
This contract is to provide funding to support the implementation and sustainability of programming associated with
Diabetes Self-Management Education (DSME). Contractor shall:
- • Submit a plan to ODMHSAS for the use of funds to be spent on costs associated with the implementation
and sustainability of DSME programming specific to the Contractor’s needs.
- • Submit outcomes of the approved plan to ODMHSAS.
- Advocacy – Consumer Advocacy and Support
Contractor shall furnish the necessary resources to provide consumer advocacy and support to state treatment
providers to facilitate behavioral health treatment system initiatives that promote promising practice within the health and wellness field.
Contractor shall:
- • Provide a telephone line, with full-time coverage during business hours, for individuals seeking information,
referrals support, and advocacy related to services for persons with behavioral health issues.
- • Furnish a cost-free library on behavioral health disorders and issues, family support resources, and other relevant information to
support behavioral health treatment providers. Information may include brochures, books, periodicals,
and audio/visual media.
- • Provide a representative to meet quarterly with the ODMHSAS liaison to
review contract activities and assist with matters of mutual concern.
- • Participate in key statewide stakeholder boards, commissions, workgroups, and task forces.
- • Work with ODMHSAS legislative liaison to educate lawmakers regarding the social
and economic costs of untreated behavioral health.
- • Advocate and educate providers about public policy, to include trainings and monthly CEU opportunities.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery,
and wellness activities as a way to ensure consumer voice statewide.
- • Provide a quarterly written report of activities pursuant to the Statement of Work.
Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to the ODMHSAS no later than the 10th day of the
following the end of each quarter (e.g., the 10th of April and July).
- Advocacy – Consumer and Family Advocacy
Contractor shall furnish the necessary resources to provide consumer and family advocacy services. Contractor shall:
- • Maintain a statewide office to conduct all routine administrative tasks associated with such office operations.
- • Establish NAMI affiliate organizations across Oklahoma and within each county.
Provide leadership support, guidance and ongoing technical assistance to all affiliates in terms of peer and family support programming such
as Family-to-Family, NAMI Basics, In Our Own Voice, NAMI Connections, and Family Support groups. Keep record of these programming elements
such as attendance and contact information.
- • Develop and establish local referral and support networks across the state utilizing peer programming such as Family-to-Family,
Basics, In Our Own Voice, NAMI Connection and Family Support groups by collaborating and partnering with affiliates.
- • Participate on key statewide stakeholder boards and commissions.
- • Conduct regional education workshops and leadership trainings utilizing technology in order to accomplish this when appropriate.
- • Provide and maintain a tool free phone and website that provides information, referral and advocacy to people in need.
- • Participate in trade shows and awareness activities including the Children’s Conference,
the Prevention and Recovery Conference, and other events hosted by family and peer-run organizations.
- • Host at least one (1) drug, alcohol and tobacco-free social activity during one month of the year.
This activity can include a rally and walk/run event, education event, or special celebration.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA), the Children’s Behavioral Health Network (CBHN) and local Systems of Care (SOC) coalitions including, but not limited to representation at monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery, and wellness information, events and activities as a way to ensure consumer voice across the state.
- • Meet quarterly with designated ODMHSAS representative to review issues of shared concern and advocacy efforts of NAMI-Oklahoma.
- • Distribute information:
- • Quarterly newsletters in electronic and hard copy form;
- • Lending library on mental health issues and associated literature; and
- • Maintain and promote an active speakers’ bureau of both consumers and family members of consumers with mental health issues.
- • Provide Family Panel, Lived Experience Speaker, and Technical Assistance for the Crisis Intervention Trainings for Law Enforcement Officers.
- • Utilize social marketing techniques to distribute information mentioned above and have a presence via social media platforms to
better reach consumers and family members. Include real time updates to local and national websites with information about how to locate services,
programs, and support groups.
- • Distribute and update the list of family support group meeting locations, number of those in attendance,
frequency of the group meetings and partnerships/referrals to local treatment providers, if any.
- • Conduct surveys with affiliates and program participants to measure interests and needs regarding services, supports, outcomes,
events, programs, and activities available to them. Collect information and provide data back to ODMHSAS representative. Develop survey
instrument in conjunction with the ODMHSAS representative(s).
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
Contractor shall provide such detail as the Department may require. Such report shall be submitted to ODMHSAS no later than the 10th day of the
month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Consumer Conference and Training
For purposes of this agreement the scope of work will include supporting the attendance of parents, youth,
and other family members at conferences, trainings, and approved meetings, subject to prior approval of the ODMHSAS,
with the express intent to strengthen members’ skills in the development of consumer/family/youth networks and leadership skills
throughout Oklahoma.
- Expectations regarding reporting of conference participation, and format for reporting conference offerings and potential
impact on strengthening members’ skills in the development of consumer/family/youth networks and leadership skills throughout
Oklahoma shall be made prior to entering travel status.
- Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to
substantiate authorized expenses, approved by the ODMHSAS Director of Advocacy and Wellness.
All in-state and out-of-state travel reimbursement rates will be applied and sufficient documentation will be maintained by Contractor to
confirm detailed compliance with travel policies related to mileage, per diem, and lodging.
- Advocacy – Family Support and Parent Coaching (Parents Helping Parents)
Contractor shall help develop chapters, recruit and support parent coaches for families impacted by substance abuse disorder/issues (SUD).
WORK REQUIREMENTS
- • Contractor shall identify and support communities interested in starting PHP chapters.
- • Contractor shall provide a minimum of 4 new PHP chapters.
- • Contractor shall work with the Children’s Behavioral Health Network to identify support parents in regional System of Care communities.
- • Contractor shall provide trainings on relevant family topics, such as self-care and co-dependency.
- • Contractor shall develop educational and informative tip sheets/resources for caregivers, frontline staff, and youth/young adults.
- • Contractor shall work with DMH contracted adolescent substance abuse agencies and contracted SOC agencies to support services provided to youth with SUD
- • Contractor shall furnish the necessary resources, toolkits to DMH state staff and provide consultation and training to DMH contracted adolescent substance abuse agencies and contracted SOC agencies regarding the impact of substance use on children and families to promote and support the systems of care movement through local and state level activities
- • Contractor shall provide training and technical assistance with the development of online educational opportunities and social media marketing on topics related to the impact of substance use on children, youth and families, evidenced-based treatments and/or promising practices
PERFORMANCE MONITORING
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. The Contractor shall report the following:
- • Number of active chapters and participants.
- • Number of people touched by social media.
- • Number of participants identified with child with SUD served under the age of 25.
- • Number of outreach events and people reached during event.
- • Number of parent support groups, topics, and number of parents who attended.
- Advocacy – Family Support, Education and Advocacy
The Department separately contracts with the state chapter of the National Alliance on Mental Illness (NAMI – Oklahoma).
In that regard, NAMI –Tulsa agrees to work with NAMI – Oklahoma and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS)
to pursue mutual missions of support, education, and advocacy. Contractor shall furnish the necessary resources to provide these services.
Contractor shall:
- • Distribute information and materials to support and educate families and significant others of individuals who suffer
from a mental illness, parents who have a child with a serious emotional disorder, and consumers of mental health
services.
- • Furnish a cost-free, easily accessible resource library with information on severe mental illnesses, serious emotional disorders,
and other relevant information. Library content may include brochures, books, periodicals, and audio/visual media.
he Contractor may, however, recoup costs for materials that are not returned, in accordance with the Contractor’s
library policy.
- • Provide a representative to meet with the appropriate ODMHSAS program staff member to review
contract activities and assist with matters of mutual concern.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery,
and wellness activities as a way to ensure consumer voice across the state.
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
Contractor shall provide such detail as the Department may require. Such report shall be submitted to the Coordinator of Community Advocacy
and Wellness no later than the 10th day of the month following the end of each quarter
(i.e., the 10th of October, January, April, and July).
- Advocacy – Family Support, Education, Prevention and Advocacy Outreach
The Department separately contracts with the state chapter of the National Alliance on Mental Illness (NAMI - Oklahoma). In that regard, NAMI –Tulsa agrees to work with NAMI - Oklahoma and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) to pursue mutual missions of support, education, and advocacy. Contractor shall furnish the necessary resources to provide these services. Contractor shall:
- • Provide a Tulsa-based office and telephone line for individuals seeking information, referrals, support, and advocacy related to services for persons with mental illnesses.
- • Facilitate Family to Family Support groups.
- • Facilitate NAMI Basics groups.
- • Facilitate NAMI Connection Support Groups.
- • Facilitate Parents of Children Groups.
- • Conduct Prevention, Advocacy and Outreach activities to individuals and family members experiencing mental health, substance use and co-occurring disorders.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work. Contractor will provide such detail as the Department may require. Such report shall be submitted to the no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Gang & Forensic - Prevention, Intervention and Post Release
Work in partnership with the ODMHSAS to help ex-offenders successfully reintegrate back into society by offering a holistic approach to reentry/rehabilitation, including connecting offenders with their children/families through:
- • Community Component (Gang/offender Prevention) *This program can only operate depending on COVID-19 precautions and barriers:
- • TASK staff/coaches will provide an afterschool program for referred at-risk youth in their service area.
- • TASK staff/coaches will provide mentoring for at-risk youth.
- • Pre-release Component (Oklahoma County Detention Center):
- • TASK staff/coaches will provide peer support/crisis prevention/crisis intervention within Oklahoma County Detention Center virtually using tablets.
- • TASK will have staff respond to one-way calls from inmates needing support and de-escalation to prevent violence, self-harm, and escalation.
- • Post-Release (Re-Entry from DOC and County Jails):
- • TASK staff/coaches will pick individuals up following release from DOC and County Jails (Those participating in Post-Release are those that completed the Pre-Release TASK Program while incarcerated and/or those who discharge prior to completion of TASK Curriculum).
- • TASK staff/coaches will provide and monitor Transitional Housing for Post-Release Program participants.
- • TASK staff/coaches will provide Peer Support and teach life skills to Post-Release Program participants.
- • TASK staff/coaches will provide Peer Support Groups including “Another Chance Recovery Support Group” to Post-Release Program participants.
- • 4) Data Collection and Reporting:
- • Quarterly and Annual Reporting to ODMHSAS Designee. Reports will include:
- • Community Component (Gang/Offender Prevention)
- • Total number of Participants in Afterschool Program.
- • Total number of Participants Mentored.
- • Total number of services provided.
- • Pre-release Component (Tablets)
- • Total number of services provided.
- • Post-Release (Re-Entry from DOC and County Jails)
- • Total number of those picked up from DOC and County Jail.
- • Total number in Transitional Housing.
- • Total number of services provided.
- • Total number of Support Groups Attended by Participants.
- • Total number of those that complete the program and results (job/housing).
- Advocacy – Gang & Forensic - Prevention, Intervention and Post Release - Revised
INTRODUCTION:
- • ODMHSAS will support Contractor in continuing their work as one of the only organizations that is directly focused on advocacy and outreach to former and current gang members incarcerated or in the community. TASK is a peer run organization that specifically works with schools, Oklahoma County jails, and Oklahoma Department of Corrections, and community partners to assist in intervention in the community, during incarceration, and re-entry into the community. TASK also focuses on reunification of children and families.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services also referred to as ODMHSAS.
- • Contractor - TASK.
WORK REQUIREMENT:
- • Community: Contractor will work within the community with providing after school intervention and mentoring for at-risk youth in their service area.
- • Oklahoma County Jail Outreach: Contractor staff/coaches will provider peer support/ crisis prevention/crisis intervention within Oklahoma County Detention Center using tablets. TASK will have staff respond to one-way calls from inmates needing support and de-escalation to prevent violence, self-harm, and escalation.
- • Jail/ Prison Outreach: Contractor staff/coaches will continue to conduct outreach through Pre-Release TASK Programs inside Oklahoma County Jails and Oklahoma Department of Corrections.
- • Community Re-Entry: Contractor staff/coaches will coordinate pick-up of those individuals’ seeking entry into TASK Community Re-Entry program. TASK staff/coaches will monitor those transitioning to OKARR Certified Residence, Oxford House, or an ODMHSAS approved housing program upon discharge from incarceration. Contractor will continue to offer peer support, support groups including “Another Chance Recovery Support Group”, and teaching life skills courses.
- • Contractor shall add additional support staff to support work within the community, jail and prison outreach, and re-entry services.
- • Contractor shall have one staff that is housing plus endorsed.
PERFORMANCE MONITORING:
- • Quarterly and Annual Reporting to ODMHSAS designee, reports will include:
- • Community: Total number of individuals that attend after school intervention, mentoring, and total number of services provided.
- • Oklahoma County Jail Outreach: Total number of peer support/crisis prevention/crisis intervention other interactions through tablet, and number of one-way calls.
- • Community Re-Entry: Total number of individuals picked-up from jails and prisons.
- • Total number of those participants connected to housing (OKARR Certified Residence, Oxford House, or ODMHSAS approved).
- • Total Number of Support Groups Attended by participants.
- • Total Number of those that graduate the program and results (employment/housing).
- • Total Number of families reunified through program.
CONTRACT STIPULATIONS:
- • Contract will be used to build infrastructure of contractor through administrative and programmatic development. Contractor cannot use contract to subsidize Another Chance housing programs including but not limited to rent, utilities, and or insurance.
- Advocacy – Holistic Community Health - Training & Technical Assistance
This contract is to provide advocacy and education services related to the African American population of Oklahoma, to improve access, promote cultural competence, and reduce disparities.
- • Contractor shall:
- • Provide education and related services to the ODMHSAS Contracted providers on Holistic Health and cultural competence.
- • Services shall include:
- • Development/presentations of Holistic Health Community Specialty Training.
- • Production of Curriculum that goes in conjunction with the developed training.
- • Virtual Kick off Promotional Webinar.
- • Support on the continued implementation of the Holistic Health Community Specialty training by facilitating the training quarterly.
- • Development of 4 120-minute e-learnings .
- • Technical assistance relating to cultural competency to communities of color and client issues/barriers to ODMHSAS and contracted Substance Use and Behavioral Health agencies.
- • 5 one-hour office hours sessions to provide consultation.
- Advocacy – Latinx Advocacy and Education Peer Support Services
This contract is to provide advocacy and education services related to the Latinx population of Oklahoma in order to improve access and reduce disparities.
- • Contractor shall:
- • Provide education services related to the Latinx population of Oklahoma. Services shall include:
- • Support on the continued implementation of the ODMHSAS Latinx Specialty training by facilitating the training quarterly in partnership with the ODMHSAS Peer Program.
- Advocacy – Latinx Outreach, Recruitment and Technical Assistance
- This contract is to provide advocacy, recruitment, and education services related to the Latinx population of Oklahoma, in order to improve access and reduce disparities.
- Contractor shall:
- • Provide education services related to the Latinx population of Oklahoma. Services shall include:
- • Support on the continued implementation of the ODMHSAS Latinx Specialty training by facilitating the training quarterly in partnership with the ODMHSAS Peer Program.
- • Provide technical assistance relating to Latinx Culture and client issues/barriers to ODMHSAS and contracted Substance Use and Behavioral Health agencies.
- • Provide Latinx Workforce Expansion to ODMHSAS Substance Use and Behavioral Health facilities and contracted agencies. Services shall include:
- • Outreach and Recruitment.
- • Screening and Support of PRSS Candidates during the application process.
- • Placement of Certified Hispanic, Bilingual PRSSs.
- • Continuing support, development, and education of certified Hispanic, bilingual PRSSs.
- • Deliverables:
|
Objective
|
Deliverable
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Report
|
|
1. Raise awareness of PRSS careers available to Hispanic/bilingual
people
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Provide information about PRSS careers to an average of 50 new
Hispanic/Latin people every month.
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Quarterly
|
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2. Reduce barriers to entry into the PRSS occupation
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Screen 1-20 monthly candidates for the PRSS Certification
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Quarterly
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3. Increase the number of Hispanic, bilingual PRSSs
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Place 5 certified PRSSs in State substance use and behavioral health
treatment agencies every month.
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Quarterly
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4. Increase retention of PRSS in the substance use and behavioral
health field.
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Host monthly educational and support groups (12 total) for Hispanic
and/or bilingual certified PRSSs.
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Quarterly
|
|
5. Support cultural competency among substance use and behavioral
health treatment agencies serving Hispanics.
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Provide up to 5 hours (total) of monthly technical assistance to substance
use and behavioral health treatment agencies. Present a 1-2 hour webinar on Latinx culture and best practices in providing behavioral
health care to the Latinx community to ODMHSAS
providers.
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Quarterly
|
- Advocacy – Nicotine Replacement Therapy Project
Contractor shall provide the resources necessary for development and implementation of consumer cessation assistance
procedures for consumers identified as tobacco users, during the period of admission up to 2 weeks into the Contractor’s Residential Treatment Program.
Contractor shall:
- • Assess for tobacco use at screening and intake, and use the “5A’s” model.
For individuals identified as tobacco users, a tobacco dependency diagnosis (in accordance with the DSM–5) shall be included in the
intake assessment summary.
- • Offer each consumer who uses tobacco, cessation assistance upon admission to residential treatment, and will ensure that every consumer who receives Nicotine Replacement Therapy (NRT) enrolls with the Oklahoma Tobacco Helpline (OTH) for services and supports using the web portal.
- • Consultation between the consumer and the treatment professional shall determine to the appropriate level of nicotine
replacement product to be provided, and the duration of its use. Contractor shall purchase NRT for the period of admission up to two weeks
into the Contractor’s Residential Treatment Program.
- • Contractor will work with ODMHSAS Central Office staff to establish an appropriate workflow and process that enables
consumers the ability to access the OTH coaching sessions via phone.
- • Offer cessation informational materials and support groups for consumers wishing to engage in tobacco cessation
efforts during their stay in the Contractor’s Residential Treatment Program.
- • Submit a monthly report, including the following:
- • Number of people admitted into the Residential Treatment Program who identified as a tobacco user;
- • Number of people who received NRT;
- • Number of people who enrolled with the OTH for services and supports; and
- • Number of support groups offered for consumers wishing to engage in tobacco cessation efforts.
- • Acknowledge the receipt of the quarterly OTH fax referral report, and utilize this report information to ensure that the
Contractor’s list of individuals referred/enrolled in OTH matches.
- • Submit a properly completed invoice, no later than 30 days after the end of each month, and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided (ex: the dollars expended on NRT) and in accordance with the terms and conditions of this agreement.
- • Contractor shall not utilize funds for any activity not directly related to the
coordination of the Nicotine Replacement Therapy Project (NRTP).
- Advocacy – Peer Run Drop In Center
The ODMHSAS implements Peer Run Drop-In Centers (PRDIC) as part of their larger effort to create community based services
and supports that empower and promote holistic wellness and recovery for Oklahomans with mental illness, substance abuse, or co-occurring disorders.
Treatment services shall not be provided or housed at the PRDIC. Contractor shall:
- • Sustain and operate a PRDIC, in the area specified by ODMHSAS, for persons to engage with, in addition to (or rather than)
seeking treatment from clinical programs as a way for consumers to visit and seek support from peers, participate in social activities,
or simply relax and have fun.
- • Offer services on evenings, weekends, and holidays, when clinical mental health services might be unavailable.
- • Provide opportunities for connection, mutuality, and empowerment by planning and directing the drop-in center’s activities.
Participants may learn practical lessons about planning, budgeting, and working. More importantly, allow the participants the ability to develop a
sense of responsibility, self-worth, and ownership of their recovery. Rather than focusing on treatment of an illness, create space for the PRDIC to
stress personal values of recovery and self-determination.
- • Target adults ages 18 and above with serious mental illness (SMI), substance use, or co-occurring disorders, who need and want community based, peer supports to assist with living a satisfying, hopeful, contributing life in the community of their choice. Participants are individuals who may still have symptoms but wish to seek services outside of, or in conjunction with, the traditional mental health and substance abuse service system. The services provided at the PRDIC are to be provided by people who have lived experience with their own mental health, substance use, or co-occurring diagnosis and have experience in providing peer support and/or advocacy services. Participants may join the PRDIC regardless of their service area.
- • Submit monthly reports to the Director of Peer Programming and Integration in a format determined by ODMHSAS.
- Advocacy – Special Population Outreach
Under the direction of the Director for Peer Programming and Integration,
Contractor shall provide outreach, support and consultation for youth and young adults in the Oklahoma City metro area, ages 13-26,
who may need services and assist them with accessing those services and developing community supports.
- • Contractor shall provide at least one full-time staff member and the resources needed to accomplish the following activities:
- • Conduct outreach activities, including street outreach to youth and young adults who may need but are not receiving services and support.
- • Refer and link youth and young adults to services available at the Contractor’s agency or other appropriate
community-based and health-related services.
- • Provide technical assistance, training, and consultation to interested community partners on topics such issues faced by
youth and young adults who identify as LGBTQ and ways to support them using curriculum provided by SAMHSA’s Addiction Technology Transfer
Network LGBT, or other approved by the ODMHSAS.
- • Provide a safe space, resources, and other needed materials necessary for the facilitation of education and support groups.
Topics include, but are not limited to: wellness, tobacco cessation, seeking safety, sexuality, substance use, self-esteem,
leadership skills, etc.
- • Conduct periodic surveys with youth and young adults participating in the program to measure interests and needs regarding services,
supports, events, programs, and activities available to them.
- • Provide supportive and consistent supervision of staff member(s) to ensure program success and that the needs of the
youth and young adults are being addressed appropriately and consistently.
- • Attend training, approved by ODMHSAS, specific to youth and young adult mental health and substance abuse population
to enhance knowledge and ability to provide outreach and education for this population.
- • The Contractor will provide quarterly reports that will include:
- • Outreach Activities: The number of youth and young adults contacted, number contacted who received referrals/linkages
and the locations they were referred/linked with;
- • Education and Support Groups: The number and type of groups held during the month, and the number of
participants who attended each group;
- • Training and Consultation Activities: The number of trainings/consults provided during the month, the name of the agencies who
received the training/consultation and a general description of training/consultation content;
- • Staff Development: The number of trainings referenced above that were attended by Contractor staff during the month; and
- • Survey Data: The aggregate information provided by the responses to the interest survey to be developed collaboratively with youth,
young adults, Contractor and the ODMHSAS.
AFC-STARS
- Definitions
ABC – Attachment and Biobehavioral Catch-up
ABCC – A Better Chance Clinic
A-CRA – Adolescent Community Reinforcement Approach
Active Participant – a participant active in Family Treatment Court at any point during the month of interest and whose information has been updated in DC Webs in the past 60 days including participants who may have graduated or have been terminated from the court during the month of interest. This also includes any participant that is absent without leave for less than 30 days.
ASI - Addiction Severity Index
CADC - Certified Alcohol and Drug Counselor
CARE Project – Comprehensive Approaches to Recovery Enhancement Grant
CCFF – Center for Children and Family Futures
CF – Celebrating Families – evidence-based program that is an intergenerational, family skills building curriculum
designed to support and maintain recovery from substance use and addiction; improve the health and well-being of children and
family members; and increase family reunification. The program strengthens family life and is comprehensive, developmentally
appropriate, and relevant for diverse cultures and includes all family members.
Children - any individuals between 0 and 21 years of age
CLAS – Cultural and Linguistically Appropriate Standards; national guidelines for providing culturally
and linguistically appropriate services
COS - Circle of Security
CPP - Child Parent Psychotherapy
CPS - Certified Prevention Specialist
CRA - Community Reinforcement Approach
Early Childhood Mental Health Consultant/Trainer (ECMHC/T) - A licensed mental health provider with expertise
in infant and early childhood mental health and experience providing consultation and support to providers in group care.
The ECMHC/T co-facilitates the ECMHC orientation and provides training, technical assistance and mentoring to consultants
within the ECMHC network to assure fidelity toward a best practice ECMHC model.
Family Treatment Court Treatment Provider – service provider contracted by ODMHSAS to perform assessment
and treatment services to Family Treatment Court participants.
FSP — Family Support Provider as defined in Administrative Rule 450:1-1-1.1.
GAIN - Global Appraisal of Individual Needs
GAIN SS - Global Assessment of Individual Need Short Screener
GPRA – the Government Performance and Results Act
LBHP — Licensed Behavioral Health Professional as defined in Administrative Rule 450:1-1-1.1.
LMHP — Licensed Mental Health Professional as defined in Title 43A 1-103(11)
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
MAT - Medication Assisted Treatment
OKDHS - Oklahoma Department of Human Services
OKFTC – Oklahoma Family Treatment Court
PCIT - Parent Child Interaction Therapy
PRSS — Peer Recovery Support Specialist as defined in Administrative Rule 450:53.
SF – Strengthening Families / Strengthening Families Birth to 3 (SFP/SFP B23) – evidence-based family
skills training program found to significantly reduce problem behaviors, delinquency, and alcohol and drug abuse in children,
and to improve social competencies and school performance. Child maltreatment also decreases as parents strengthen bonds with
their children and learn more effective parenting skills.
T-ASI - Teen Addiction Severity Index
TFCBT – Trauma Focused Cognitive Behavioral Therapy
The ASAM Criteria - American Society of Addiction Medicine Patient Placement Criteria
Trauma-Focused Cognitive Behavioral Therapy - An empirically supported treatment for traumatized children.
The goal of Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) is to help address the unique biopsychosocial needs of
children who have significant behavioral or emotional problems that are related to traumatic life events, and their parents
or primary caregivers. It combines trauma-sensitive interventions with cognitive behavioral therapy.
Wraparound - The high fidelity Wraparound process is a way to help families with complex needs stay connected as a
family and to help the child stay in the community. It empowers the child and family to learn how to utilize natural and formal
supports successfully. The Wraparound process is driven by the family and their team of natural and formal supports.
YAT - Young Adults in Transition that are between the ages of 18-25
Young Adults - any individuals between the ages of 16-25.
Young Children – Children age 0-5 and/or their caregivers.
Youth - any individuals between the ages of 13-17
- AFC-STARS Fixed Rate Services
- AFC-STARS – Child Early Intervention Services
Contractor shall furnish the necessary resources to provide appropriate early intervention services to children in the State of Oklahoma. Early intervention services is a school-based sanctioned service to children who are, or who have been, using or abusing substances, and/or those at risk such as children impacted by a family of addiction and/or have one or more of the following: early sex, chemical/substance use, drop in grades, change in friends, change in appearance (clothes, hygiene, etc.), sudden mood changes, discipline problems, problems with the law, family argument or withdrawing from family, absences, truancy, and increased tardiness. Services are for the purpose of assisting children in the identification of personal substance use problems and developing motivation for corrective action which may include screening and therapeutic education on substance use; brief family counseling; and evaluation to guide referral and assistance with therapeutic linkages. School-based services may be provided at the school or in the community and be provided by substance use treatment or prevention professionals or staff working toward certification or licensure in one of the following disciplines: CPS, CADC, or LBHP. Only LBHPs are allowed to provide psychotherapies.
WORK REQUIREMENTS:
- • Contractor shall utilize evidence-based strategies in all aspects of the program;
- • Contractor shall possess a service agreement with each school where early intervention
services are provided;
- • Contractor shall obtain and maintain a file of parental permission slips for children involved
with early intervention services;
- • Contractor shall provide services that are culturally-responsive to the children’s needs
and their family environments;
- • Contractor shall document and maintain files on services provided to children grades K through 12 who are eligible
for early intervention services;
- • Contractor shall receive self-referrals or referrals through the school;
- • Contractor shall provide early intervention services to or on behalf of a specific student which are limited to
10 paid hours per contract year and shall be reported as identified by ODMHSAS;
- • Contractor shall utilize individual, family, or groups of up to 10 students to provide services to those entering
the early intervention services; and
- • Early intervention staff will attend 16 hours of substance use-related
continuing education training.
PERFORMANCE MONITORING:
- • Contractor shall provide the aggregate outcomes for all students served annually to ODMHSAS’s designated Field Services Coordinator by June 25th for the preceding contract period including, but not limited to the following:
- • The total number of students who received early intervention services under
this Contract;
- • The number of these students returning to school or who graduated;
- • The number of these students who did not complete their current grade or graduation
because they dropped out;
- • The number of students referred to the school’s student assistance program for
additional referrals
- • The number of students who left school prematurely due to other causes;
- • The age, race, gender, and grade level of each student served; and
- • The school names and names of cities.
- • Early intervention staff will provide documentation of attendance at 16 hours of related continuing
education training.
- AFC-STARS – Child Outpatient Substance Abuse Treatment Services - State
Contractor shall provide trauma-informed therapeutic services in an outpatient setting to assist children, youth, and young adults in developing skills to cope with substance use/dependency and co-occurring issues. These services will assist in increasing the global assessment of functioning score; improving the educational skill level; improving family relationships; and improving the cooperation among peers/ adults, and life/social skills. The contractor shall work to ensure that services offered are in collaboration with ODMHSAS Systems of Care contracted services.
WORK REQUIREMENTS:
- • Contractor shall provide services that are evidence-based or promising practices designed for children, youth and young adults up to age 21. All services rendered shall be in concordance with the Systems of Care initiative for treatment of children, youth, and young adults.
- • Contractor shall provide services inclusive of Systems of Care principals that include formal and natural supports of the individual being served, including but not limited to family, school, child welfare, and criminal justice, as evidenced by reports received from external entities and correspondence (e.g., progress notes and court reports provided by the provider agency and to include a monthly team meeting with any supports involved in an individual accessing services.
- • Contractor shall work with ODMHSAS Systems of Care division and partners to develop and create a process for an online referral system for children, youth and young adults accessing substance abuse or co-occurring services to ensure that youth and families receive easy access to mental health services and supports; evaluation, assessment and treatment.
PERFORMANCE MONITORING:
- • CContractor shall provide documentation that staff rendering services have received training annually within the calendar year specific to children, youth, and young adults as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches for treatment of substance use, co-occurring disorders specific to children, youth, young adults and family systems, Family dynamics and family therapy, Sexual and Physical Abuse, trauma, Children and adolescent growth and development, use of strength based treatment modalities that are consistent with the systems of care values, trauma informed services for children, psychopharmacology, cognitive impairments, healthy boundaries, self-care, ethics.
- • Contractors shall ensure individuals fulfilling the terms of this contract shall attend and trainings required by ODMHSAS Systems of Care. The contractor will follow all mandatory guidelines of Oklahoma Systems of Care.
- • Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Report on the ODMHSAS information system, in accordance with ODMHSAS policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in Compensation section of the Contract.
- AFC-STARS – Child Residential Treatment - Revolving
Contractor shall provide trauma-informed therapeutic services in a residential setting and provide a safe environment to children in order to allow them to develop skills to cope with substance use and co-occurring issues.; improving the educational skill level; improving family relationships; and improving cooperation among peers and adults and life and social skills.
WORK REQUIREMENTS:
- • Treatment Services:
- • Contractor shall provide services that are evidence-based or promising practices designed for children.
- • Contractor shall provide services that involve the multiple systems impacting children including, but not limited to, family, school, child welfare, and criminal justice, as evidenced by reports received from external entities and correspondence (e.g., progress notes and court reports provided by the provider agency);
- • Contractor shall provide trauma-informed services specific to child trauma issues, as evidenced by program curriculum including but not limited to Seeking Safety;
- • Contractor shall maintain staff that are trained and provide Evidence Based Practices such as Adolescent Community Reinforcement Approach, Cognitive Behavioral Therapy, Motivational Interviewing, Motivational Enhancement Therapy as evidenced by training certificates.
- • Contractor shall provide documentation that direct care and educational staff have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Trauma-informed care;
- • Child growth and development;
- • Child substance use disorder;
- • Conflict resolution;
- • Healthy boundaries;
- • Ethics; and
- • Self-care.
- • Contractor shall provide documentation showing therapeutic service-rendering staff have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Child growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries; and
- • Self-care.
- • Contractor shall provide culturally-sensitive services for children with distinctive treatment needs including, but not limited to:
- • Children in the juvenile justice system;
- • Children in the child welfare system;
- • Children with serious emotional disturbances;
- • Children receiving special education services from the school system;
- • Children with sexually-related conflicts;
- • Children with co-occurring mental health and substance use disorders; and
- • Children who are homeless or precariously-housed.
PERFORMANCE MONITORING:
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- AFC-STARS – Family Treatment Court Treatment Services
Contractor shall provide therapeutic services in an outpatient setting that are culturally relevant, family-centered, gender responsive, and trauma informed to meet the needs of individuals’ involved in the Family Treatment Court (FTC). Contractor shall provide therapeutic services to assist participants and families in developing skills to cope with substance use, dependency, and co-occurring issues. These services will assist in increasing the global assessment of functioning score, educational skill level and improving family relationships, parenting skills, coping skills, and life and social skills.
WORK REQUIREMENTS:
- • Treatment Services:
- • Contractor shall provide services that are evidence-based or promising practices that meet the individual and unique substance-related clinical and supportive needs of persons with SUD and/or co-occurring disorder. These services should be individualized and designed for participants, caregivers, and families. Services should also be delivered in a culturally relevant, gender responsive, gender specific and trauma informed way. Contractor shall provide services and practices that are respectful of and responsive to the cultural and linguistic needs of FTC participants.
- • Cultural responsiveness in planning and evaluation entails being open minded, asking the right questions, selecting appropriate screening and assessment instruments, and choosing effective treatment providers and modalities for each client.
- • Contractor shall work collaboratively with multiple systems impacting participants and families in order to provide an array of services that address the complex challenges impeding healthy family functioning. These collaborative systems including, but not limited to, family, OKDHS, criminal justice, mental health, domestic violence, parenting, medical, legal, educational, housing, and employment etc.
- • Contractor shall ensure that that children, parents, and family members receive comprehensive services that meet their assessed needs and promotes sustained family safety, permanency, recovery, and well-being. This includes high quality substance use and co-occurring treatment. These services should also be provided in the context of the participants’ family relationships, particularly the parent-child dyad, and understand the importance of and responsibility for ensuring child safety within the Adoption and Safe Families Act (ASFA) timeline for child permanency.
- • Contractor shall ensure that the parent, child, and family treatment plan is based on individualized and assessed needs and strengths and is provided in a timely manner including concurrent treatment of mental health and physical health.
- • Contractor shall provide services that are trauma responsive and informed, include family members as active participants, and are grounded in cross- systems collaboration and evidence-based or evidence-informed practices implemented with fidelity.
- • Contractor shall retain documentation to ensure staff rendering services provide services within their scope of practice as demonstrated by training certificates, college transcripts, Infant Mental Health Endorsement, or evidence based practice certification for each of the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Trauma-informed services;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries;
- • Self-care;
- • Confidentiality and ethics;
- • Infant and Early Childhood;
- • Gender Responsive, Culturally-informed and inclusive services;
- • Family Centered Care
- • Contractor shall provide assessment services and level of care to individuals referred by the FTC Team for the purposes of determining program eligibility and treatment need. This assessment shall minimally:
- • Be completed prior to the FTC Team determination of eligibility, prior to graduation, at the point of any significant life change, and prior to revocation in order to determine appropriate level of care
- • Include administration of an ASI or T-ASI, assessment for stages of change, and utilization of the ASAM PPC-2R, and any other assessment completed to ascertain treatment eligibility and need
- • Contractor shall alternate insurance coverage and bill such source if applicable for outpatient substance use services provided to Treatment Court participants unless written authorization has been granted by ODMHSAS.
- • When available, the OKDHS Individual Service Plan (ISP) or the OKDHS Family Service Agreement (FSA) shall be considered in development of the consumer’s individual treatment plan.
- • Contractor shall be a designated member of the FTC multidisciplinary team to address the comprehensive needs of children, parents, and families involved in the child welfare system and affected by parental substance use disorders (SUDs). Contractor shall communicate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory- level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff
- • Providing the FTC Team with a written interpretive summary of assessment results and treatment needs within 10 business days of assessment. And submit any needed reports to the identified FTC Coordinator
- • Attending meetings with the FTC Team minimally two times per month and provide ongoing documentation regarding participants’ progress toward individualized treatment plan goals and ongoing assessment of participant needs to FTC Team. These meetings include but are not limited to FTC staffing and court, steering committee meetings, and executive or oversite committees (See above).
- • Advocating for therapeutically-effective incentives, consequences, and any other interventions
- • Consulting with members of the FTC team to discuss treatment plan adjustments when a participant fails to meet treatment expectations, child welfare case plan goals, or FTC phase/milestone requirements
- • Sending staff to any trainings identified by ODMHSAS as necessary to support the FTC
- • ODMHSAS discourages the Contractor from being a party to scheduling, administering, and otherwise being involved with drug testing practices. Contractor shall obtain written approval from the ODMHSAS-identified Field Services Coordinator for Family Treatment Courts by requesting permission, within 30 days of contract award, to schedule and administer tests. This request shall include:
- • Justification of need to provide service to FTC program.
- • Contractor and staff’s role in scheduling and administering drug testing.
- • A list of staff scheduling and administering drug tests. (Staff shall not include clinician-rendering services to the identified participant.)
- • Policy and procedure on chain of custody of specimen.
- • Costs to agency associated with drug testing.
- • Policy and practice of collection of fees. This information shall include collection breakdown of all fees, how the fees were collected, and which party paid fees (participant, insurance, etc.). This policy shall be in compliance with Section 5 - Compensation.
- • Contractor shall assist with development of FTC policy and procedures, participant handbooks, and memoranda of understanding (MOUs) providing input for revisions, annually at a minimum.
PERFORMANCE MONITORING:
- • Contractor shall provide the FTC Coordinator with all information necessary to complete program evaluations requested by ODMHSAS. This includes, but is not limited to, assessment results, participant-identifying information, diagnostic impressions, and service referrals. ODMHSAS will review information submitted by FTC Coordinator minimally on a quarterly basis. This will be done though secure email.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- AFC-STARS Sole Source Services
- AFC-STARS – A Better Chance Family Treatment Court (OUHSC)
Contractor shall furnish the necessary resources to implement Attachment and Biobehavioral Catch-up (ABC) and Parent Child Interaction Therapy (PCIT) for the Oklahoma County Family Treatment Court (OKFTC) participants, their children, and caregivers to improve parent infant and child bonding.
WORK REQUIREMENTS:
- • Contractor shall provide direct care services to OKFTC referrals and their families, as appropriate, and collaborate with referring OKDHS personnel as described in this Statement of Work. With proper consents for the release of confidential information, collateral information shall be gathered, assessed, and incorporated in the assessment and treatment planning processes.
- • Contractor shall receive faxed referrals from the OKDHS workers in the OKFTC and the contractor will then schedule the appointment with the child and or family. The contractor will relay this appointment information to the OKDHS worker who made the referral and to the DHS Supervisor of the FTC.
- • Contractor shall designate at minimum two (2) staff members to provide ABC and PCIT services at least part time.
- • Contractor shall designate staff to participate in ABC training as needed. This will include having staff training in both the ABC-Infant and ABC-Toddler versions of the training.
- • Contractor shall utilize funds to provide ABC pre/post session video coding with ABC Training Consultant.
- • Contractor shall furnish the necessary resources to provide the following services:
- • Create treatment plans, in conjunction with the families, for children served in the ABC Clinic programs
- • Provide in home or virtual ABC services to those families in the OKFTC that qualify in order to help caregivers re-interpret children's behavioral signals so that they provide nurturance even when it is not elicited.
- • Provide phone consultation at minimum one time monthly with members of the OKFTC team including but not limited to the OKFTC DHS Caseworkers, OKFTC Coordinator, and OKFTC Children’s Attorney to discuss needs related to assessment, referrals, treatment, and follow-up care of children of OKFTC participants.
- • Contractor shall be a designated member of the FTC multidisciplinary team to address the comprehensive needs of children, parents, and families involved in the child welfare system and affected by parental substance use disorders (SUDs). Contractor shall communicate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory-level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Providing the OKFTC team a completed assessment report and treatment needs within 4 weeks of conducting assessment.
- • Attending meetings with the OKFTC Team minimally two times per month to address the following:
- • Provide an update on any new children who have been assessed since the last court date.
- • Discuss potential children in need of treatment services.
- • Provide documentation regarding the progress of the child and/or family toward individualized treatment plan goals.
- • Provide assessment of a child/family’s continued needs to the OKFTC Team.
- • As outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards), assist in the development FTC policy and procedures, participant handbooks, and memoranda of understanding (MOUs) providing input for revisions, annually at a minimum.
- • Contractor shall designate at minimum one (1) staff member involved with the FTC to attend ODMHSAS designated trainings and conferences to enhance services to OKFTC families and children, as budget allows.
- • Including, but not limited to, the National Drug Court Conference, the Children’s Behavioral Health Conference, the Prevention and Recovery Conference, the Justice and Recovery Conference, the annual Zero to Three Conference.
- • Contractor shall provide the services, supports and resources needed under the Comprehensive Approaches to Recovery Enhancement (CARE) Grant Project. Including but not limited to providing ABC and PCIT services as deemed necessary and assisting with the annual and closeout reporting.
- • As a part of the CARE Grant.
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to the Sr. Manager of Family Treatment Court Programs no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- AFC-STARS - Celebrating Families (CF) Training (NACoA)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide a virtual training on the Celebrating Families (CF) program including the CF additional training specific to the 0-3 age group and train the trainer training for those who meet criteria to train staff at their agency.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as “ODMHSAS”.
- • Contractor - National Association for Children of Addiction (NACoA).
- • Celebrating Families (CF) - curriculum is an evidence based cognitive behavioral, support group model written for families in which one or both parents have a serious problem with alcohol or other drugs and in which there is a high risk for domestic violence, child abuse, or neglect. Celebrating Families! works with every member of the family, from ages birth through adult, to strengthen recovery from alcohol and/or other drugs, break the cycle of addiction and increase successful family reunification.
WORK REQUIREMENTS:
- • Contractor shall provide a specified number of CF facilitator trainings as determined by ODMHSAS for up to twenty-four (24) participants each. Trainings provided will include a minimum of 2 CF group leader trainings with CF ages 0-3 supplement, one CF train the trainer training for staff that have met criteria to become trainers for their facility, and others as requested by the department.
- • Contractor shall provide CF Zoom links, training checklist, agenda, PowerPoint presentations, related handouts, and evaluation forms to ODMHSAS at least two weeks prior to the training.
- • Contractor shall provide training materials from materials supplied electronically, as well as worksheets, designated by trainers, for activity practice sessions for the training to ODMHSAS at least two weeks prior to the training.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • ODMHSAS will provide a report regarding training outcomes including, but not limited to, number of participants, and evaluation outcomes.
- AFC-STARS - Oklahoma Multi-Site Family Treatment Court Model Standards (OKMMS)
INTRODUCTION:
- • Contractor shall provide evaluation related to the Oklahoma Multi-Site Family Drug Court Model Standards (OKMSS).
DEFINITIONS:
- • Evaluation - Activities centered on developing and assessing participating deprived dockets (four Family Treatment Courts (FTC) and up to twelve comparison courts) annually using the Model Standards Implementation Scale (MSIS). Clients in counties with participating dockets will be interviewed within 60 days of adjudication to determine Substance Use Disorder (SUD) severity and risk, need, and responsivity factors known to influence child welfare and substance use outcomes. Propensity score matching will generate the most rigorous comparison group to-date. MSIS Scores will be linked with FTC and matched comparison participants to track effect of various FTC practices.
- • Project - Those activities taking place as part of the Oklahoma Multi-Site Family Drug Court Model Standards (OKMSS)
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the OKMSS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) develop an instrument to measure Family Treatment Court (FTC) Model Standards implementation, (2) test the association between Model Standards implementation and FTC outcomes, (3) clarify the FTC target population, and (4) analyze cost effectiveness of Model Standard implementation.
- • Manage the evaluation process for this project and serve as the Principle Investigator (PI), with help from her research assistant (RA). Given the aims of this project, several critical activities must occur before human subjects’ research or any data collection involving research participants is initiated.
- • Pilot-test initial model standards measures. Testing the measure will entail collecting relevant documents from each court (FTC and traditional deprived) and conducting on-site observation and interviews with court and treatment professionals. Site visits will occur as early as is feasible given scheduling limitations imposed by social distancing and stay-at-home measures.
- • Parent participants will be recruited following IRB approval. Participation will occur online or with the assistance of ODMHSAS field data liaison beginning after IRB approval through January 1, 2023.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Make any changes to the above research activities in the event of lower than expected enrollment numbers and/or other unforeseen events.
- • Monitor all data collection activities in REDCap.
- • Expected deliverables are (a) practice-friendly measurement tools for assessing Model Standards fidelity, (b) empirical evidence of Model Standards effectiveness and FTC target population, and (c) robust cost analysis.
- • Administrative data entry activities will take place at ODMHSAS by ODMHSAS personnel, and data will be transferred to the evaluator at the UConn via secure transfer.
- • Contractor shall utilize data from the State of Oklahoma child welfare administrative database to access information on permanency outcomes, and the state criminal activities database will be used to access information on criminal involvement status.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2022.
- AFC-STARS – Evaluation – Oklahoma Multi-Site Family Treatment Court Model Standards (OKMSS)
INTRODUCTION:
- • Contractor shall provide evaluation related to the Oklahoma Multi-Site Family Drug Court Model Standards (OKMSS).
DEFINITIONS:
- • Evaluation - Activities centered on developing and assessing participating deprived dockets (four Family Treatment Courts (FTC) and up to twelve comparison courts) annually using the Model Standards Implementation Scale (MSIS). Clients in counties with participating dockets will be interviewed within 60 days of adjudication to determine Substance Use Disorder (SUD) severity and risk, need, and responsivity factors known to influence child welfare and substance use outcomes. Propensity score matching will generate the most rigorous comparison group to-date. MSIS Scores will be linked with FTC and matched comparison participants to track effect of various FTC practices.
- • Project - Those activities taking place as part of the Oklahoma Multi-Site Family Drug Court Model Standards (OKMSS).
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the OKMSS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) develop an instrument to measure Family Treatment Court (FTC) Model Standards implementation, (2) test the association between Model Standards implementation and FTC outcomes, (3) clarify the FTC target population, and (4) analyze cost effectiveness of Model Standard implementation.
- • Manage the evaluation process for this project and serve as the Principle Investigator (PI), with help from her research assistant (RA). Given the aims of this project, several critical activities must occur before human subjects’ research or any data collection involving research participants is initiated.
- • Pilot-test initial model standards measures. Testing the measure will entail collecting relevant documents from each court (FTC and traditional deprived) and conducting on-site observation and interviews with court and treatment professionals. Site visits will occur as early as is feasible given scheduling limitations imposed by social distancing and stay-at-home measures.
- • Parent participants will be recruited following IRB approval. Participation will occur online or with the assistance of ODMHSAS field data liaison beginning after IRB approval through January 1, 2023.
- • Evaluation will also include qualitative research and data analysis to examine the experience of key stakeholders.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Make any changes to the above research activities in the event of lower than expected enrollment numbers and/or other unforeseen events.
- • Monitor all data collection activities in REDCap.
- • Expected deliverables are (a) practice-friendly measurement tools for assessing Model Standards fidelity, (b) empirical evidence of Model Standards effectiveness and FTC target population, and (c) robust cost analysis.
- • Administrative data entry activities will take place at ODMHSAS by ODMHSAS personnel, and data will be transferred to the evaluator at the UConn via secure transfer.
- • Contractor shall utilize data from the State of Oklahoma child welfare administrative database to access information on permanency outcomes, and the state criminal activities database will be used to access information on criminal involvement status.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2022.
- AFC-STARS – Evaluation Services - COMPASS
INTRODUCTION:
- • Contractor shall provide evaluation services related to the Collaborative Oklahoma Maternal Pathway to Access Substance Use Treatment Services (COMPASS) Initiative as part of the Oklahoma Regional Partnership Grant (RPG).
DEFINITIONS:
- • Evaluation - Activities centered on developing and assessing the effectiveness of the Parent Child Assistance Program (PCAP), TeamBirth and AIM bundle ability to improve permanency, enhance safety, and improve treatment women with substance abuse issues and their prenatally exposed infant. These services will be paired with already existing services in the surrounding community, like MI, CRA, SS, CPT, and MAT, as deemed appropriate for each individual case.
- • Project - Those activities taking place as part of the Collaborative Oklahoma Maternal Pathway to Access Substance Use Treatment Services (COMPASS) Initiative.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the COMPASS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) measure the effectiveness of PCAP, TeamBirth, and AIM bundle to improve permanency, enhance safety, and improve treatment for pregnant women with substance use issues and their prenatally exposed infant (2) Evaluate common facilitators and barriers to access and utilization of these interventions, and (3) evaluate the fidelity of implementation of each intervention component.
- • Manage the evaluation process for this project and serve as the Principal Investigator (PI).
- • Travel as needed to convene stakeholders for their review and feedback on the initial draft.
- • Collaborate in the preparation of oral and written grant reports.
- • Prepare written reports of finding and recommendations.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Submit an initial IRB application and develop the research design and methods of the project.
- • Provide information to ODMHSAS as needed to satisfy requirements of the federal grantor agency’s periodic progress reports.
- • Develop REDCap project so that data collection can begin immediately following IRB approval and revise as needed to meet any requirements of IRB review.
- • Provide project support and oversight for the project design, data collection, data management, analysis of data, and dissemination of project findings.
- • Perform, operationalization, design, and execute a research project, including program evaluation, outcome measurement development, measure implementation, data collection, data analysis and outcome reporting.
- • Expected deliverables are (a) practice-friendly measurement tools evaluating PCAP fidelity, (b) practice-friendly measurement tools evaluating the fidelity of the PCAP model, (c) empirical evidence of the effectiveness of the PCAP’s ability to reach the target population, (d) empirical evidence of the effectiveness of the PCAP model’s ability to reach the target population, and (e) annual and final report summarizing project findings to the ODMHSAS.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 45 days from the end of the billing month.
- AFC-STARS – Evaluation Services – OKFTC CARE Grant (UConn)
- • Contractor shall provide evaluation related to the Oklahoma County Comprehensive Approaches to Recovery Enhancements (CARE) Grant.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor will design, develop, and implement the Comprehensive Approaches to Recovery Enhancements (CARE) Grant evaluation plan, in collaboration with ODMHSAS evaluation specialists and the funding source. The goal of this evaluation is to determine the impact of the CARE project on permanency and safety outcomes for children in foster care. It is the intent of the evaluation to compare the child welfare experience of OKFTC kids to a comparison group of kids within the same county who were placed in foster care for similar reasons but did not receive OKFTC/CARE services.
- • Outcome measures will include examination of time to reunification, reentry rates, and differences in permanency type.
- • The measurement of process variables derived from an Alcohol and Other Drugs (AOD) treatment perspective include: addiction severity at initiation and completion of OKFTC, time to entering treatment from date of child welfare referral, intensity of treatment services, completion rates of treatment, days of sobriety at completion of OKFTC, and episodes of returning to AOD use.
- • To the extent possible, the principal investigator will measure confounding variables as those opportunities arise. Other relevant potential confounding variables to be considered include criminal involvement status and the frequency of judicial rewards and sanctions and employment status.
- • In addition to more long term outcomes, the evaluators will analyze data on required performance measures as those become identified by the funder.
- • Evaluation will also include qualitative research and data analysis to examine the experience of key stakeholders.
- • The data to be analyzed by Contractor will come from multiple Oklahoma sources such as the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), the Oklahoma Department of Human Services (ODHS) and the Oklahoma University Health Sciences Center (OUHSC).
- • Contractor shall utilize data from the State of Oklahoma child welfare administrative database (ODHS) to access information on permanency outcomes, and the state criminal activities database will be used to access information on criminal involvement status.
- • Reunification and reentry rates will be computed through the use of a statistical technique known as survival analysis.
- • In addition to federal reporting measures, Contractor shall evaluate the relationship of treatment duration to reunification outcome, and number of relapse episodes and outcome.
- • Contractor will assist with the SAMHSA annual and close out reports as needed.
- AFC-STARS – Family Treatment Court – Oklahoma County CARE Grant (LCDA)
INTRODUCTION:
- • This contract is to provide funding for necessary expanded and enrich services, specifically Family Treatment Court (FTC) services, to individuals and families involved in child welfare (CW) and who would qualify for the Oklahoma County Family Treatment Court (OKFTC). The addition of FTC services shall provide participants with the comprehensive care needed to rebuild their lives and support their families.
- • Contractor shall also provide therapeutic services that are culturally relevant, family-centered, gender responsive, and trauma informed to meet the needs of individuals’ involved in the FTC.
- • Contractor shall provide therapeutic services to assist participants and families in developing skills to cope with substance use, dependency, and co-occurring issues. These services will assist in increasing the global assessment of functioning score, educational skill level and improving family relationships, parenting skills, coping skills, and life and social skills.
WORK REQUIREMENTS:
- • Contractor shall:
- • Contractor shall be a designated member of the FTC multidisciplinary team to address the comprehensive needs of children, parents, and families involved in the child welfare system and affected by parental substance use disorders (SUDs). This includes working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall participate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory-level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Providing the FTC Team with a written interpretive summary of assessment results and treatment needs within 10 business days of assessment. And submit any needed reports to the identified FTC Coordinator.
- • Attending meetings with the FTC Team minimally two times per month and provide ongoing documentation regarding participants’ progress toward individualized treatment plan goals and ongoing assessment of participant needs to FTC Team. These meetings include but are not limited to FTC staffing and court, steering committee meetings, and executive or oversite committees (See above).
- • Advocating for therapeutically-effective incentives, consequences, and any other interventions.
- • Consulting with members of the FTC team to discuss treatment plan adjustments when a participant fails to meet treatment expectations, child welfare case plan goals, or FTC phase/milestone requirements.
- • Sending staff to any trainings identified by ODMHSAS as necessary to support the FTC.
- • Attend meetings with the OKFTC Team minimally two times per month to address the following:
- • Provide an update on any new children and or caregivers who have been assessed since the last court date.
- • Discuss potential children and or caregivers in need of treatment services.
- • Provide documentation regarding the progress of the child and/or family toward individualized treatment plan goals.
- • Provide assessment of a child/family’s continued needs to the OKFTC Team.
- • Designate at minimum one (1) staff member involved with the FTC to attend ODMHSAS designated trainings and conferences to enhance services to OKFTC families and children.
- • Complete any assessments needed for the Comprehensive Approaches for Recovery Enhancement (CARE) project as agreed upon between contractor and ODMHSAS.
- • Support the participant’s right to access Medication Assisted Treatment.
- • Ensure that that children, parents, and family members receive comprehensive services that meet their assessed needs and promotes sustained family safety, permanency, recovery, and well- being. This includes high quality substance use and co-occurring treatment.
- • Ensure that the parent, child, and family treatment plan is based on individualized and assessed needs and strengths and is provided in a timely manner including concurrent treatment of mental health and physical health.
- • Provide services that are trauma responsive and informed, include family members as active participants, and are grounded in cross- systems collaboration and evidence-based or evidence-informed practices implemented with fidelity.
- • Submit an itemized budget to the identified Project Manager at the beginning of the contract year for approval which shall include local travel, supplies, and contracts for transportation, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide transportation, travel vouchers, bus passes, or gas cards for participants, foster parents, and/or family members as needed to help get to and from appointments and the program. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. All items must be tracked and signed for by all recipients.
- • Utilize testing funds assist in paying for HIV or viral testing if a participant is referred. Testing funds can also be used to help pay for science based drug testing. Funds may be used to assist to help cover the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the family treatment court model.
- • Utilize training cost funding to pay for travel, registration fees, hotel, and/or per diem associated with in state training and/or state conferences. This will allow treatment provider to send staff to additional training opportunities not addressed in the grant application such as - Motivational Interviewing, State Treatment Court Conference, State Children's Conference, State Prevention and Recovery Conference, Family Treatment Court Trainings, and additional Early Childhood Infant Mental Health Trainings provided across the state of Oklahoma.
- • Contractor shall participate in SAMHSA requires data collecting and reporting, to include the Government Performance and Results Act (GPRA) reporting.
- • GPRA reporting may require non-cash incentives in order to complete intakes and follow-up assessments. Contractor may pay a non-cash incentive for both intake and follow-up in the cumulative total of up to $30 total.
- • Contractor shall ensure that that children, parents, and family members receive comprehensive services that meet their assessed needs and promotes sustained family safety, permanency, recovery, and well-being. This includes high quality substance use and co-occurring treatment. These services should also be provided in the context of the participants’ family relationships, particularly the parent-child, and understand the importance of and responsibility for ensuring child safety within the Adoption and Safe Families Act (ASFA) timeline for child permanency.
- • Contractor shall assist with development of FTC policy and procedures, participant handbooks, and memoranda of understanding (MOUs) providing input for revisions, annually at a minimum.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government, including GPRA monitoring for the CARE Grant.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • ODMHSAS will review any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • ODMHSAS will review any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- • Indirect costs will be allowed up to 10%.
- AFC-STARS – Family Treatment Court Administration – Implementation
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing of Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance abuse treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out of home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance abuse treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
The family treatment court (FTC) has agreed-upon structural and organizational principles that are supported by research and based on evidence-informed policies, programs, and practices. The core programmatic components, day-to-day operations, and oversight structures are defined and documented in the FTC policy and procedure manual, participant handbook, and memoranda of understanding (MOUs).
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of Title 10A O.S. § 1-4-712-716.
- • Contractor shall notify ODMHSAS of all current FTC team members by:
- • Electronically submitting the contact information for each of the FTC team member to the ODMHSAS Senior Program Manager of Family Treatment Courts (Senior Program Manager) no later than 15 days from execution of Contract: name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronical submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in Family Treatment Court team members.
- • Contractor shall apply therapeutic responses (e.g., child safety interventions, treatment adjustments, complementary service modifications, incentives, sanctions) to improve parent, child, and family functioning; ensure children’s safety, permanency, and well-being; support participant behavior change; and promote participant accountability.
- • When responding to participant behavior, the FTC team considers the cause of the behavior as well as the effect of the therapeutic response on the participant, the participant’s children and family, and the participant’s engagement in treatment and supportive services.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the Senior Program Manager or designee no later than August 15th.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager or designee within 7 days upon implementation of said revisions and/or no later than August 15th.
- • Adhere to the standards and provisions outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the Senior Program Manager or designee no later than August 15th.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager or designee within 7 days upon implementation of said revisions and/or no later than August 15, if no revisions are made throughout the year.
- • Adhere to the standards and provisions outlined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilizing the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R)
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment
- • Assessing for stages of change.
- • Contractor shall serve a minimum of fifteen (15) participants continuously and no fewer than thirty (25) unduplicated individuals in the contract year. If at any time the number served falls below fifteen (15) participants, the contractor will have ninety (90) days to increase the number served. Contracted amount may be affected if the number served falls below fifteen (15) for more than a ninety (90) day period.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments, and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall establish and maintain a steering committee consisting of but not limited to: key stakeholders, current team members, service providers, and a parent representative. This committee shall meet at minimum every month to review program policies and discuss ways to address current barriers to ensure program success.
- • Contractor shall designate, at minimum, two (2) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order to increase understanding of and enhance services offered to FTC participants, families and children.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • Contractor shall hire and maintain a full-time FTC Coordinator
- • FTC Coordinator shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals, and conducting his/her duties in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Be a member of the FTC operational team, a steering committee member, and assist with the development or an executive/oversite committee, as outlined in the FTC Best Practice Standards.
- • Manage the daily and overall operations of the FTC program, including, but not limited to:
- • Managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • maintaining a confidential, central file on each participant;
- • preparing a FTC docket that contains all essential information required by the FTC Team to be utilized during the FTC staffing and hearing;
- • assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
- • As a part of the OJJDP Implementation grant – contractor shall:
- • Complete semiannual reports and any closeout reports and to submit to the ODMHSAS designated Project Manager (PM), due the 15th of January for the months of July – December, and 15th of July for the months of January – June. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by ODMHSAS.
- •Ensure fidelity to the FTC approach by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards.
- • Schedule and convene monthly project meetings in regards to the implementation grant.
- • Participate in project steering committee meetings in regards to the implementation grant.
- • Enter all invoices related the Implementation Grant.
- • Kay County Shall:
- • Have all invoices in by October 30, 2022 for the period of July 1, 2022 – September 30, 2022 as the federal grant ends 9/30/22.
- • Assist with any closeout reporting due to the Feds no later than December 30, 2022.
- • Custer/Washita County shall:
- • Have all invoices in by October 30, 2022 for the period of July 1, 2022 – September 30, 2022.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- AFC-STARS – Family Treatment Court Administration – Implementation - State
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing of Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance abuse treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out of home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance abuse treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
The family treatment court (FTC) has agreed-upon structural and organizational principles that are supported by research and based on evidence-informed policies, programs, and practices. The core programmatic components, day-to-day operations, and oversight structures are defined and documented in the FTC policy and procedure manual, participant handbook, and memoranda of understanding (MOUs).
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of Title 10A O.S. § 1-4-712-716.
- • Implementation of a new FTC shall:
- • Follow the timeline set out and agreed upon between ODMHSAS and Contractor.
- • Contractor shall notify ODMHSAS of all current FTC team members by:
- • Electronically submitting the contact information for each of the FTC team member to the ODMHSAS Senior Program Manager of Family Treatment Courts (Senior Program Manager) no later than 15 days from execution of Contract: name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronical submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in Family Treatment Court team members.
- • Contractor shall apply therapeutic responses (e.g., child safety interventions, treatment adjustments, complementary service modifications, incentives, sanctions) to improve parent, child, and family functioning; ensure children’s safety, permanency, and well-being; support participant behavior change; and promote participant accountability.
- • When responding to participant behavior, the FTC team considers the cause of the behavior as well as the effect of the therapeutic response on the participant, the participant’s children and family, and the participant’s engagement in treatment and supportive services.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the identified ODMHSAS FTC designee no later than 45 days from the execution of the contract.
- • Be revised at least annually with revised versions submitted electronically to the identified ODMHSAS FTC designee within 7 days upon implementation of said revisions and/or no later than 45 days from the execution of the contract, if no revisions are made throughout the year.
- • Follow the practices outlined in the standards and provisions defined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the identified ODMHSAS FTC no later than 45 days from the execution of the contract.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager or designee within 7 days upon implementation of said revisions and/or no later than August 15, if no revisions are made throughout the year.
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS Senior Program Manager or designee within 7 days upon implementation of said revisions and/or no later than 45 days from the execution of the contract, if no revisions are made throughout the year.
- • Follow the practices outlined in the standards and provisions defined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilizing the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R)
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment
- • Assessing for stages of change.
- • Contractor shall serve a minimum of fifteen (15) participants continuously and no fewer than thirty (30) unduplicated individuals in the full 12-month contract year. If at any time the number served falls below fifteen (15) participants, the contractor will have ninety (90) days to increase the number served. Contracted amount may be affected if the number served falls below fifteen (15) for more than a ninety (90) day period.
- • For newly implemented courts, plan to serve a minimum of 2 new participants per month from the start of your FTC docket.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments, and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall establish and maintain a steering committee consisting of but not limited to: key stakeholders, current team members, service providers, and a parent representative. This committee shall meet at minimum every month to review program policies and discuss ways to address current barriers to ensure program success.
- • Contractor shall designate, at minimum, three (3) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order to increase understanding of and enhance services offered to FTC participants, families and children.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • Contractor shall hire and maintain a full-time FTC Coordinator
- • FTC Coordinator shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals, and conducting his/her duties in a manner that ensures program fidelity to the FTC model by following the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Be a member of the FTC operational team, a steering committee member, and assist with the development of an executive/oversight committee, as outlined in the FTC Best Practice Standards.
- • Manage the daily and overall operations of the FTC program, including, but not limited to:
- • Managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • maintaining a confidential, central file on each participant;
- • preparing a FTC docket that contains all essential information required by the FTC Team to be utilized during the FTC staffing and hearing;
- • Assisting in the development FTC policy and procedures, participant handbooks, and memoranda of understanding (MOUs) providing input for revisions, annually at a minimum
- • assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Keep all FTC Team Members apprised of events affecting the Court participants.
- • Establish and coordinate networking within the community, local agencies, outreach programs, and state agencies to assist with resources and referrals for Family Treatment Court participants.
- • Develop and sustain Family Treatment Court orientation and Family Treatment Court graduation ceremonies.
- • Attend Family Treatment Court staffing, Family Treatment Court Team meetings, and other meetings requested by the Family Treatment Court Judge or Team. For parallel court models, FTC Coordinator or representative must attend deprived court hearings for participants in the FTC to ensure overall communication about the case.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • Contractor shall enter data as requested into the state data system.
- • The FTC Coordinator shall ensure all data is current by the end of each calendar month.
- • The FTC Coordinator shall work with each FTC team member to get any necessary information needed to complete any data requests.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- AFC-STARS – Family Treatment Court Administration - Okmulgee County (CREOKS)
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance abuse treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out-of-home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance abuse treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
The family treatment court (FTC) has agreed-upon structural and organizational principles that are supported by research and based on evidence-informed policies, programs, and practices. The core programmatic components, day-to-day operations, and oversight structures are defined and documented in the FTC policy and procedure manual, participant handbook, and memoranda of understanding (MOUs).
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of Title 10A O.S. § 1-4-712-716.
- • Contractor shall notify ODMHSAS of all current FTC team members by:
- • Electronically submitting the contact information for each of the FTC team member to the ODMHSAS Senior Program Manager of Family Treatment Courts (Senior Program Manager) no later than 15 days from execution of Contract: name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronically submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in FTC team members.
- • Contractor shall apply therapeutic responses (e.g., child safety interventions, treatment adjustments, complementary service modifications, incentives, sanctions) to improve parent, child, and family functioning; ensure children’s safety, permanency, and well-being; support participant behavior change; and promote participant accountability.
- • When responding to participant behavior, the FTC team considers the cause of the behavior as well as the effect of the therapeutic response on the participant, the participant’s children and family, and the participant’s engagement in treatment and supportive services.
- • Contractor shall develop and maintain a policy and procedure manual with input from the FTC Team which shall:
- • Be submitted electronically to the Senior Program Manager or designee no later than August 15th.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager or designee within 7 days upon implementation of said revisions and/or no later than no later than August 15th , if no revisions are made throughout the year.
- • Adhere to the standards and provisions outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the Senior Program Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager or designee within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilizing the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R).
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment.
- • Assessing for stages of change.
- • Contractor shall serve a minimum of fifteen (15) participants continuously and no fewer than thirty (30) unduplicated individuals in contract year. If at any time the number served falls below fifteen (15) participants, the contractor will have ninety (90) days to increase the number served. Contracted amount may be affected if the number served falls below fifteen (15) for more than a ninety (90) day period.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall establish and maintain a steering committee consisting of but not limited to: key stakeholders, current team members, service providers, and a parent representative. This committee shall meet at minimum every over month to review program policies and discuss ways to address current barriers to ensure program success.
- • Contractor shall designate at minimum, three (3) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order to increase understanding of and enhance services offered to FTC participants, families, and children. This could be members of the FTC team who are not employees of the Contractor.
- • Contractor shall hire and maintain a full-time FTC Coordinator.
- • FTC Coordinator shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals, and conducting his/her duties in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Be a member of the FTC operational team, a steering committee member, and assist with the development or an executive/oversite committee, as outlined in the FTC Best Practice Standards.
- • Manage the daily and overall operations of the FTC program, including, but not limited to:
- • managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • maintaining a confidential, central file on each participant;
- • preparing a FTC docket that contains all essential information required by the Family Treatment Court Team to be utilized during the Family Treatment Court staffing and hearing;
- • Assisting in the development FTC policy and procedures, participant handbooks, and memoranda of understanding (MOUs) providing input for revisions, annually at a minimum.
- • assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • Keep all FTC Team Members apprised of events affecting the Court participants.
- • Establish and coordinate networking within the community, local agencies, outreach programs, and state agencies to assist with resources and referrals for Family Treatment Court participants.
- • Develop and sustain Family Treatment Court orientation and Family Treatment Court graduation ceremonies.
- • Attend Family Treatment Court staffing, Family Treatment Court Team meetings, and other meetings requested by the Family Treatment Court Judge or Team. For parallel court models, FTC Coordinator or representative must attend deprived court hearings for participants in the FTC to ensure overall communication about the case.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • Contractor shall complete a biannual report to submit to the Senior Program Manager or designee. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the Senior Program Manager, or designee.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms.
- AFC-STARS – Family Treatment Court Administration - Tulsa County
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting local jurisdictions in establishing of Family Treatment Court (FTC) programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a highly-structured judicial intervention process for substance use treatment of eligible participants which expedites the deprived case, and requires successful completion of the plea agreement in lieu of removal of children. Specific goals include decreasing time children are placed in out of home care; expediting permanency placement; increasing number of children placed in safe environments; completion of dispositional order; increasing the number of clients completing substance use treatment; lengthening time periods between recurrence of substance use; increasing the number of substance-free participants; and increasing the number of participants with employment and stable housing.
The family treatment court (FTC) has agreed-upon structural and organizational principles that are supported by research and based on evidence-informed policies, programs, and practices. The core programmatic components, day-to-day operations, and oversight structures are defined and documented in the FTC policy and procedure manual, participant handbook, and memoranda of understanding (MOUs).
WORK REQUIREMENTS:
- • Contractor shall implement and operate a FTC Program that maintains compliance with the most recent version of the Title 10A O.S. § 1-4-712-716.
- • Contractor shall notify ODMHSAS of all current FTC Team members by:
- • Electronically submitting the following contact information for each FTC Team member to the ODMHSAS Senior Program Manager or identified Project Manager of Family Treatment Courts no later than 15 days from execution of Contract.
- • name, title, business address, business telephone number, business fax number, and e-mail address.
- • Electronically submitting the above information to the Senior Program Manager for all new team members within 7 days of any change in FTC Team members.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the Senior Program Manager or designated Project Manager no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall apply therapeutic responses (e.g., child safety interventions, treatment adjustments, complementary service modifications, incentives, sanctions) to improve parent, child, and family functioning; ensure children’s safety, permanency, and well-being; support participant behavior change; and promote participant accountability.
- • When responding to participant behavior, the FTC team considers the cause of the behavior as well as the effect of the therapeutic response on the participant, the participant’s children and family, and the participant’s engagement in treatment and supportive services.
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the FTC program. The participant handbook shall:
- • Be submitted electronically to the Senior Program Manager, or designee no later than August 15th.
- • Be revised at least annually with revised versions submitted electronically to the Senior Program Manager or identified Project Manager within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Best Practice Standards.
- • Be received by each FTC participant upon entry to the program, with signed acknowledgment of receipt available in FTC records.
- • Contractor shall collaborate with the FTC Treatment Provider in a manner consistent with the FTC model fidelity as outlined in the Best Practice Standards. This includes but is not limited to:
- • Refraining from pleading a participant into, graduating, or terminating a participant from the FTC program until the FTC Treatment Provider assesses the participant. Assessments shall include, at a minimum:
- • Utilization of the American Society of Addiction Medicine Patient Placement Criteria Second Edition Revised (ASAM PPC 2R)
- • Administering an Addiction Severity Index (ASI) assessment or Teen ASI assessment
- • Assessing for stages of change.
- • Contractor shall serve a minimum of forty (40) participants continuously. With the goal to increase the number of participants as outlined in the goals of the Tulsa Recovery Initiative to Support Expansion (Tulsa RISE) Grant. If at any time the number served falls below forty (40) participants, the Contractor will have ninety (90) days to increase the number served. Contracted amount may be affected if the number served falls below forty (40) for more than a ninety (90) day period. A review will be completed to determine funding need.
- • Contractor shall uphold legal and ethical standards among the members of the FTC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments and adhere to the standards and provisions outlined in the Best Practice Standards.
- • Contractor shall ensure fidelity to the FTC approach by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards.
- • Contractor shall be a designated member of the FTC multidisciplinary team to address the comprehensive needs of children, parents, and families involved in the child welfare system and affected by parental substance use disorders (SUDs). Contractor shall communicate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory- level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Scheduling and convene monthly project/steering committee meetings.
- • Participating in quarterly Executive Committee meetings.
- • Contractor shall designate at minimum, two (2) FTC team members to attend all ODMHSAS designated trainings and/or conferences in order increase understanding of and enhance services offered to FTC participants, families, and children.
- • Attend mandatory training and meetings provided by or required by ODMHSAS.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms, to include those required by a grant.
- • Contractor shall hire and maintain a full-time FTC Coordinator.
- • FTC Coordinator shall:
- • Participate as a FTC team member, working as a full partner to ensure program success, committing him/herself to the program mission and goals and conducting his/her duties in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards. In addition, the Coordinator shall:
- • Manage the daily and overall operations of the Family Treatment Court program, including, but not limited to:
- • Managing the program budget, developing team resource strategy to acquire funding, and creating opportunities to obtain funding and build linkages by providing community outreach and educational activities;
- • Maintaining a confidential, central file on each participant;
- • Preparing a FTC docket that contains all essential information required by the FTC Team to be utilized during the FTC staffing and hearing;
- • Assisting in data collection for evaluation purposes including, but not limited to, monthly data updates and inputting data in the ODMHSAS FTC web application; and
- • Supporting the FTC participant’s right to access Medication Assisted Treatment (MAT).
- • Participate in any FTC meetings, operational team, steering committee, and executive/oversite committee meetings.
- • Maintain an e-mail address and Internet access throughout the Contract period.
- • Provide ODMHSAS with e-mail address and contact information identified above within 7 days of Contract execution or identification of coordinator, whichever is later.
- • As a part of the Tulsa RISE Federal Grant – Contractor shall:
- • Complete semiannual reports to submit to the ODMHSAS designated Project Manager, due 15th of October for the months of April – September and the 15th of April for the months of October – March. These reports will include information requested by the PM for required grant performance and other evaluation measures.
- • Supply incentives for participants to promote positive behavior changes as outlined in the Best Practice Standards.
- • Provide participants with transportation assistance through transit passes or other means.
- • Provide needed supplies for FTC Coordinator which can include personalized programmatic supplies as needed.
- • Designate at minimum, two (2) FTC team members to attend NADCP and all ODMHSAS designated trainings and/or conferences, as outlined in the grant budget, in order increase understanding of and enhance services offered to FTC participants, families, and children.
- • Identify or hire a Community Coordinator who will allocate 38% of his or her time to the Tulsa RISE Project. The Community Coordinator’s job duties include:
- • To link, refer, advocate and monitor service utilization throughout the TCFTC program;
- • Attending Family Treatment Court staffings and assist the FTC participant with his or her needs that arise;
- • Assisting with any transportation needed that arise with TCFTC participants;
- • Assisting TCFTC Administrator to establish and facilitate community stakeholder meetings;
- • Gathering recommendations from the treatment provider and DHS to identify the needed services; maintain contact with the children, families, and caregivers on a regular basis to report progress and assist with coordination and referrals for services.
- • Schedule and convene month project meetings in regards to the Tulsa RISE grant.
- • Participate in quarterly project steering committee meetings in regards to the Tulsa RISE grant.
- • Complete a biannual report to submit to the Project Manager. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly-scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data either via hard copy or submissions into the ODMHSAS FTC web application.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • Contractor shall submit a quarterly expenditure report within 45 days of the close of each quarter. The quarterly expenditure report shall be, at minimum, a balance sheet which includes:
- • General description of expense items with costs.
- • General description of deposits and amounts.
- • Running account balance in relation to expenses and deposits.
- • Contractor shall participate in ODMHSAS FTC Program Evaluations.
- • The FTC Coordinator shall have the ultimate responsibility for completing any evaluation forms required by ODMHSAS.
- • Each FTC team member is responsible for providing any necessary information needed to complete any evaluation forms.
- AFC-STARS – Family Treatment Court Celebrating Families & Strengthening Families
- As a part of the Family Treatment Court (FTC) Program service array, Contractor shall furnish the necessary resources to implement the Celebrating Families (CF) and the Strengthening Families (SF) program, to enhance services for the FTC participants, their children (including ages 0-3), and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
- Contractor shall also provide therapeutic services that are culturally relevant, family-centered, gender responsive, and trauma informed to meet the needs of individuals’ involved in the FTC. Contractor shall provide therapeutic services to assist participants and families in developing skills to cope with substance use, dependency, and co-occurring issues. These services will assist in increasing the global assessment of functioning score, educational skill level and improving family relationships, parenting skills, coping skills, and life and social skills.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate staff to participate in SF and CF Programming and identify a SFP/CF Coordinator:
- • Designated SF coordinator shall:
- • Assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Engage and enhance faith-based and health care professionals.
- • Organize and schedule the SF program and ensure all materials are ordered and disbursed to program staff.
- • Coordinate the utilization and implementation of Evidence-Based Early Intervention Curriculum (SFP) with identified families as written.
- • Participate in the implementation of SF programs.
- • Ensure all program staff have the materials and supplies necessary to implement the SF programs.
- • Complete any and all required SFP/CF end of cycle reports.
- • Submit an itemized budget to ODMHSAS assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks required for the SF/CF programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post-test documents. Recovery funds will also be available for indigent families for emergency assistance as it relates to the participant that could interrupt services. Recovery funds may also assist with travel costs if the individual and/or family are in need of this type of support. The recovery funds are monitored by category and a signature of family receiving the support. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. The testing funds will assist in paying for HIV or viral testing if a participant is referred. These funds can also be used to help assist contractor with the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the FTC model.
- • Complete at least one cycle of SFP/B23 and one cycle of CFP/0-3 per calendar year.
- • Designate staff to participate in CF and SFP trainings as needed to meet fidelity of the models.
- • Designate at minimum two (2) staff members involved with the FTC to attend of all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract. This can include members from agencies other than the Contractor agency.
- • Including but not limited to the National Drug Court Conference, Strengthening Families and Celebrating Families training, the Children’s Behavioral Health Conference, the Prevention and Recovery Conference, and the Justice and Recovery Conference.
- • Contractor shall be a designated member of the FTC multidisciplinary team to address the comprehensive needs of children, parents, and families involved in the child welfare system and affected by parental substance use disorders (SUDs). This includes working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall participate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory-level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Providing the FTC Team with a written interpretive summary of assessment results and treatment needs within 10 business days of assessment. And submit any needed reports to the identified FTC Coordinator.
- • Attending meetings with the FTC Team minimally two times per month and provide ongoing documentation regarding participants’ progress toward individualized treatment plan goals and ongoing assessment of participant needs to FTC Team. These meetings include but are not limited to FTC staffing and court, steering committee meetings, and executive or oversite committees (See above).span>
- • Advocating for therapeutically-effective incentives, consequences, and any other interventions.
- • Consulting with members of the FTC team to discuss treatment plan adjustments when a participant fails to meet treatment expectations, child welfare case plan goals, or FTC phase/milestone requirements.
- • Sending staff to any trainings identified by ODMHSAS as necessary to support the FTC.
- • Contractor shall ensure that that children, parents, and family members receive comprehensive services that meet their assessed needs and promotes sustained family safety, permanency, recovery, and well- being. This includes high quality substance use and co-occurring treatment. These services should also be provided in the context of the participants’ family relationships, particularly the parent-child dyad, and understand the importance of and responsibility for ensuring child safety within the Adoption and Safe Families Act (ASFA) timeline for child permanency
.
- • Contractor shall assist with development of FTC policy and procedures, participant handbooks, and memoranda of understanding (MOUs) providing input for revisions, annually at a minimum.
- • As a part of the SAMHSA Comprehensive Approaches to Recovery Enhancements (CARE) Grant in Oklahoma County – Contractor shall:
- • Complete CARE Grant required annual reporting for the period of October 1st through September 30th. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • CARE Grant Services include the following:
- • Providing SFP B23 and CF 0-3 to those families that qualify for this intervention.
- • Implementing and managing CRA treatment model to include:
- • Sending staff to the CRA training.
- • Clinicians and supervisor will have access to the web-based application to enter service data and upload digital session recordings for fidelity reviews.
- • Clinicians and supervisor will achieve basic A-CRA certification within 6 months and full certification within 12 months after training. When unable to complete certification with designated timeframe staff will apply for extension and provide regular progress reports to Chestnut Health Systems and grant Project Director.
- • Clinical supervisor will achieve CRA clinical supervision certification, which enables him/or her to train and certify clinicians in his or her agency.
- • Providing clinical supervision to CRA clinician.
- • Attending Wraparound training as needed.
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .50 FTE, that will be responsible for:
- • Assisting in community integration.
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development.
- • Mediating between the families and the treatment staff.
- • Coordinating between all program resources and advocate for the family in the agency setting, and with other agencies/organizations.
- • Identify one (1) Case Manager/Care Coordinator whose salary can be paid at .25 FTE, that will be responsible for:
- • Completing and monitoring GPRA data and follow up.
- • Scheduling, coordinating and facilitating Wraparound / family teams as needed.
- • Completing initial wrap plans, strengths and culture discoveries and intakes as needed; updating and modifying wrap plans as needed.
- • Monitoring and evaluating services provided to the families. Contacting families as needed to monitor progress and inquire about new needs.
- • Facilitating or co-facilitating Family Team meetings and may type the agenda. Contacting referred families and the referral source for screening. Notifying family team members of team meeting dates and dates.
- • Coordination of overall health and wellness including developmental, educational, medical, financial, environmental, and social well-being of the participants in the FTC.
- • Contractor shall participate in SAMHSA-required data collecting and reporting, to include GPRA.
- • Contractor shall maintain a budget for the CARE project and submit any changes beyond 10% for any line item for approval by ODMHSAS CARE Project Director.
- • As a part of the Okmulgee Collaborative Opportunities for Program Enhancement (COPE) Federal Grant – Contractor shall:
- • Conduct background checks on individuals working directly with minors under the age of 18.
- • Complete semiannual reports to submit to the ODMHSAS designated Project Manager (PM), due the 15th of January for the months of July – December, and 15th of July for the months of January – June. Ensure fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Best Practice Standards.
- • Complete all services outline in the COPE Grant application.
- • Enter all invoices related to the COPE Grant no later than October 2022. As grant funding will end 9/30/2022.
- • Assist ODMHSAS COPE Grant PM complete the required federal close- out report, due to OJJDP by 12/30/22.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government, including GPRA monitoring for CARE, and all required federal reporting for COPE.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • Contractor shall complete a biannual report to submit to the Senior Program Manager, or representative, by due dates established by ODMHSAS. This report shall include, but is not limited to, information related to program staff, activities, performance, outcomes, and other information as requested by the ODMHSAS.
- • ODMHSAS will review any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • ODMHSAS will review any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- AFC-STARS – Family Treatment Court Strengthening Families Program Fidelity & Evaluation - Ahearn Greene & Assoicates
- Contractor shall provide technical assistance, fidelity monitoring and quality assurance for implementation of the Strengthening Families Program (SFP) for ODMHSAS identified counties serving Family Treatment Court participants.
WORK REQUIREMENTS:
- • Contractor shall provide implementation technical assistance, including bi- monthly calls as needed, supervision and quality assurance calls, and on-line fidelity supervision via email to provider agencies.
- • Contractor shall conduct SFP group leader training as agreed upon between ODMHSAS and Contractor.
- • As a part of the Tulsa RISE Grant, contractor shall:
- • Conduct two (2) SFP fidelity monitoring and quality assurance site visits per calendar year, and submit a Fidelity Benchmarks Report:
- • Visits shall include a pre-visit telephone consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Submit a follow-up report to ODMHSAS within 30 days of site visit detailing program strengths, challenges and recommendations for improvement.
- • Conduct SFP group leader training. Training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly. A minimum of two (2) group leader trainings will be offered at locations decided upon between ODMHSAS and the Contractor.
- • Provide data analysis and program quality on implementation fidelity to the SFP model.
- • Submit Tulsa RISE annual evaluation report to include to-date SFP fidelity evaluation. Year-end report to include project findings for funding year, comparisons to prior years as available, interpretation of findings and recommendations for future efforts.
- • As a part of the Oklahoma CARE Grant, contractor shall:
- • Conduct at minimum, one SFP fidelity monitoring and quality assurance site visit, only if one has not been completed this calendar year, and submit a Fidelity Benchmarks Report, to be included in the CARE Grant federal closeout report.
- • Visits shall include a pre-visit telephone consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Provide data analysis and program quality on implementation fidelity to the SFP model.
- • Submit Oklahoma CARE Grant annual evaluation report to include to-date SFP fidelity evaluation. Year-end report to include project findings for funding year, comparisons to prior years as available, interpretation of findings and recommendations for future efforts. This report is due no later than October 30, 2022.
- • Submit all invoices pertaining to the CARE Grant no later than October 30, 2022, as the grant ends September 30, 2022.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- AFC-STARS – Family Treatment Court Treatment - Creek County (CREOKS) - State
- Contractor shall provide therapeutic services in an outpatient setting that are culturally relevant, family-centered, gender responsive, and trauma informed to meet the needs of individuals’ involved in the Family Treatment Court (FTC). Contractor shall provide therapeutic services to assist participants and families in developing skills to cope with substance use, dependency, and co-occurring issues. These services will assist in increasing the global assessment of functioning score, educational skill level and improving family relationships, parenting skills, coping skills, and life and social skills.
WORK REQUIREMENTS:
- • Treatment Services:
- • Contractor shall provide services that are evidence-based or promising practices that meet the individual and unique substance-related clinical and supportive needs of persons with SUD and/or co-occurring disorder. These services should be individualized and designed for participants, caregivers, and families. Services should also be delivered in a culturally relevant, gender responsive, gender specific and trauma informed way. Contractor shall provide services and practices that are respectful of and responsive to the cultural and linguistic needs of FTC participants.
- • Cultural responsiveness in planning and evaluation entails being open minded, asking the right questions, selecting appropriate screening and assessment instruments, and choosing effective treatment providers and modalities for each client.
- • Contractor shall work collaboratively with multiple systems impacting participants and families in order to provide an array of services that address the complex challenges impeding healthy family functioning. These collaborative systems including, but not limited to, family, OKDHS, criminal justice, mental health, domestic violence, parenting, medical, legal, educational, housing, and employment etc.
- • Contractor shall ensure that that children, parents, and family members receive comprehensive services that meet their assessed needs and promotes sustained family safety, permanency, recovery, and well-being. This includes high quality substance use and co-occurring treatment. These services should also be provided in the context of the participants’ family relationships, particularly the parent-child dyad, and understand the importance of and responsibility for ensuring child safety within the Adoption and Safe Families Act (ASFA) timeline for child permanency.
- • Contractor shall ensure that the parent, child, and family treatment plan is based on individualized and assessed needs and strengths and is provided in a timely manner including concurrent treatment of mental health and physical health.
- • Contractor shall provide services that are trauma responsive and informed, include family members as active participants, and are grounded in cross- systems collaboration and evidence-based or evidence-informed practices implemented with fidelity.
- • Contractor shall retain documentation to ensure staff rendering services provide services within their scope of practice as demonstrated by training certificates, college transcripts, Infant Mental Health Endorsement, or evidence based practice certification for each of the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Trauma-informed services;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries;
- • Self-care;
- • Confidentiality and ethics;
- • Infant and Early Childhood;
- • Gender Responsive, Culturally-informed and inclusive services;
- • Family Centered Care.
- • Contractor shall provide assessment services and level of care to individuals referred by the FTC Team for the purposes of determining program eligibility and treatment need. This assessment shall minimally:
- • Be completed prior to the FTC Team determination of eligibility, prior to graduation, at the point of any significant life change, and prior to revocation in order to determine appropriate level of care.
- • Include administration of an ASI or T-ASI, assessment for stages of change, and utilization of the ASAM PPC-2R, and any other assessment completed to ascertain treatment eligibility and need.
- • Contractor shall alternate insurance coverage and bill such source if applicable for outpatient substance use services provided to Treatment Court participants unless written authorization has been granted by ODMHSAS.
- • When available, the OKDHS Individual Service Plan (ISP) or the OKDHS Family Service Agreement (FSA) shall be considered in development of the consumer’s individual treatment plan.
- • Contractor shall be a designated member of the FTC multidisciplinary team to address the comprehensive needs of children, parents, and families involved in the child welfare system and affected by parental substance use disorders (SUDs). Contractor shall communicate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory- level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Providing the FTC Team with a written interpretive summary of assessment results and treatment needs within 10 business days of assessment. And submit any needed reports to the identified FTC Coordinator.
- • Attending meetings with the FTC Team minimally two times per month and provide ongoing documentation regarding participants’ progress toward individualized treatment plan goals and ongoing assessment of participant needs to FTC Team. These meetings include but are not limited to FTC staffing and court, steering committee meetings, and executive or oversite committees (See above).
- • Advocating for therapeutically-effective incentives, consequences, and any other interventions.
- • Consulting with members of the FTC team to discuss treatment plan adjustments when a participant fails to meet treatment expectations, child welfare case plan goals, or FTC phase/milestone requirements.
- • Sending staff to any trainings identified by ODMHSAS as necessary to support the FTC.
- • ODMHSAS discourages the Contractor from being a party to scheduling, administering, and otherwise being involved with drug testing practices. Contractor shall obtain written approval from the ODMHSAS-identified Field Services Coordinator for Family Treatment Courts by requesting permission, within 30 days of contract award, to schedule and administer tests. This request shall include:
- • Justification of need to provide service to FTC program.
- • Contractor and staff’s role in scheduling and administering drug testing.
- • A list of staff scheduling and administering drug tests. (Staff shall not include clinician-rendering services to the identified participant.).
- • Policy and procedure on chain of custody of specimen.
- • Costs to agency associated with drug testing.
- • Policy and practice of collection of fees. This information shall include collection breakdown of all fees, how the fees were collected, and which party paid fees (participant, insurance, etc.). This policy shall be in compliance with Section 5 - Compensation.
- • Contractor shall assist with development of FTC policy and procedures, participant handbooks, and memoranda of understanding (MOUs) providing input for revisions, annually at a minimum.
PERFORMANCE MONITORING:
- • Contractor shall provide the FTC Coordinator with all information necessary to complete program evaluations requested by ODMHSAS. This includes, but is not limited to, assessment results, participant-identifying information, diagnostic impressions, and service referrals. ODMHSAS will review information submitted by FTC Coordinator minimally on a quarterly basis. This will be done though secure email.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- AFC-STARS – Family Treatment Court Treatment - Custer/Washita County
- As a part of the Custer/Washita County Family Treatment Court (CWFTC) Program service array, Contractor shall furnish the necessary resources to implement Celebrating Families (CF) and the Strengthening Families Program (SFP) to enhance services for the Custer-Washita County Family Treatment Court (CWFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
- Contractor shall also provide therapeutic services that are culturally relevant, family-centered, gender responsive, and trauma informed to meet the needs of individuals’ involved in the Family Treatment Court (FTC). Contractor shall provide therapeutic services to assist participants and families in developing skills to cope with substance use, dependency, and co-occurring issues. These services will assist in increasing the global assessment of functioning score, educational skill level and improving family relationships, parenting skills, coping skills, and life and social skills.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Communicate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory-level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Designate staff to participate in SFP and CF programming and complete at least one cycle of SFP and one cycle of CF per calendar year, basing the program curriculum on the age of the children and the needs of the participants.
- • Complete end of cycle reports for SFP and CF, including completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS). A paper version of the Parent Survey is available upon request.
- • Administrative Survey shall be completed within one month following the end of the cycle and the Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Submit an itemized budget to ODMHSAS assigned designee at the beginning of the contract year for approval which shall include line items specified by ODMHSAS to support the CWFTC Implementation project.
- • Submit all invoices by October 30, 2022 for the period of July 1, 2022 through September 30, 2022.
- • Contractor shall maintain budget for the CWFTC Implementation project and submit any changes above 10% for any line item to ODMHSAS CWFTC Implementation Project Director (PD) for approval.
- • Utilize recovery funding to provide recovery supports and services, FDA approved medications, viral testing (including HIV testing), and science- based drug testing for participants as specified in the CWFTC Implementation grant. The recovery funds are monitored by category and signature of participant/family receiving the support.
- • Designate staff to participate in grant-required, evidence-based program trainings.
- • Designate a minimum of two (2) staff members involved with the family treatment court team, up to and including members from agencies other than the contractor agency, to attend all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract, including but not limited to the following:
- • National Drug Court Conference, SFP and CF training, the Children’s Behavioral Health Conference, and the Prevention and Recovery Conference.
- • Complete grant required biannual reporting as required by the FTC Implementation Grant. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Contractor shall complete semiannual reports and submit to ODMHSAS designated PD by due dates established by ODMHSAS. Reports shall include, but not be limited to, staff, program, and service information specified by ODMHSAS.
- • Contractor agrees to provide the services, supports, and resources needed in conjunction with services provided to participants, children, and families under the CWFTC Implementation grant, including but not limited to:
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .5 FTE, that will provide peer recovery support services to CWFTC participants in addition to assisting as site coordinator for SFP and CF.
- • Supporting the participant’s right to access MAT services.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance which will include, at a minimum, ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were followed.
- • ODMHSAS will review any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • ODMHSAS will review any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- AFC-STARS – Family Treatment Court Treatment - Implementation - State
- As a part of the Family Treatment Court (FTC) Program service array, Contractor shall furnish the necessary resources to implement Celebrating Families (CF) and the Strengthening Families Program (SFP) to enhance services for the Family Treatment Court participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
- Contractor shall also provide therapeutic services in an outpatient setting that are culturally relevant, family-centered, gender responsive, and trauma informed to meet the needs of individuals involved in the Family Treatment Court. Contractor shall provide therapeutic services to assist participants and families in developing skills to cope with substance use, dependency, and co-occurring issues. These services will assist in increasing the global assessment of functioning score, educational skill level and improving family relationships, parenting skills, coping skills, and life and social skills.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Communicate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory-level staff; executive/oversight committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Designate staff to participate in SFP and CF programming and complete at least one cycle of SFP and one cycle of CF per calendar year, basing the program curriculum on the age of the children and the needs of the participants.
- • Complete end of cycle reports for SFP and CF, including completion of an Administrative Survey, a Monthly Survey and facilitation of a Parent Survey.
- • Administrative Survey shall be completed within one month following the end of the cycle and the Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Submit an itemized budget to ODMHSAS assigned designee at the beginning of the contract year for approval which shall include line items specified by ODMHSAS to support the FTC Implementation project.
- • Submit all invoices within 30 days of the end of the state fiscal year.
- • Contractor shall maintain budget for the FTC Implementation project and submit any changes above 10% for any line item to the identified ODMHSAS FTC designee for approval.
- • Utilize recovery funding to provide recovery supports and services, FDA approved medications, viral testing (including HIV testing), and science- based drug testing for participants The recovery funds are monitored by category and signature of participant/family receiving the support.
- • Designate staff to participate in evidence-based program trainings.
- • Designate a minimum of two (2) staff members involved with the Family Treatment Court team, up to and including members from agencies other than the contractor agency, to attend all ODMHSAS designated trainings and conferences, which may include but is not limited to the following:
- • National Drug Court Conference, SFP and CF training, the Children’s Behavioral Health Conference, the Justice and Recovery Conference and the Prevention and Recovery Conference.
- • Complete all required biannual reporting. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Reporting period will be January 1 – June 30 and July 1 – December 31 of each calendar year.
- • Contractor agrees to provide the services, supports, and resources needed in conjunction with services provided to participants, children, and families, including supporting the participant’s right to access MAT services.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor Contractor performance which will include, at a minimum, ongoing reviews of documentation and submission of data.
- • ODMHSAS will review biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were followed.
- • ODMHSAS will review any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • ODMHSAS will review any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- AFC-STARS – Family Treatment Court Treatment - Kay County - Grand Lake
- Contractor shall furnish the necessary resources to implement the Strengthening Families program (SFP), Celebrating Families (CF!), Community Reinforcement Approach (CRA), and Attachment and Biobehavioral Catch-Up (ABC) to enhance services for the Kay County Family Treatment Court participants, their children, and caregivers to improve permanency, enhance safety, and increase the well- being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Communicate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory-level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Designate staff to participate in SF and CF Programming.
- • Submit an itemized budget to ODMHSAS assigned designee at the beginning of the contract year for approval which shall include local travel, supplies and contracts for transportation, snacks for the SFP/CFP EBP programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize Recovery support services to include:
- • Assist participants with transportation for treatment services, recovery support activities, employment, etc. in the form of public transportation ($3-$30/trip) or transport by a licensed and ensured driver affiliated with the provider ($0.50/mile).
- • Provide housing navigation services to clients in the form of referrals and assistance in locating and obtaining safe and appropriate housing.
- • Assist clients with securing and paying for recovery housing.
- • Science-based drug testing: Funds will be used to assist provider with the increased cost of conducting 6-panel urinalysis (UA) drug testing, as well as Ethylglucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder, as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the family treatment court model. Viral Testing funds will assist in paying for HIV, Hep B & C testing if a participant is referred and has no other way to pay.
- • Complete at least one (1) cycle of SFP/B23/3-5 and one cycle of CF! (0-3) per calendar year.
- • Designate staff to participate in grant required evidence based program trainings.
- • Designate at minimum two (2) staff members involved with the Family Treatment Court to attend of all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract. This can include members from agencies other than the Contractor agency.
- • Including but not limited to the National Drug Court Conference, Strengthening Families training, CF! Training, the Children’s Behavioral Health Conference, and the Prevention and Recovery Conference.
- • All trainings must be preapproved by the ODMHSAS Grant Project Director.
- • Complete grant required biannual reporting for the period of October 1st through March 31st and April 1st through September 30th. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Conduct background checks on individuals working directly with minors under the age of 18.
- • Contractor agrees to provide the services, supports, and resources needed, in conjunction with services provided under the Kay County Family Recovery and Engagement Enhancement (FREE) grant and finishing out all the requirements of the Kay County Implementation Grant.
- • Services include the following:
- • Providing SFP B23/3-5 to those families that qualify for this intervention.
- • Providing CF! 0-3 to participants as needed.
- • Implementing and managing CRA treatment model to include:
- • Sending two (2) therapist to the CRA training.
- • Clinicians and supervisor will have access to the web-based application to enter service data and upload digital session recordings for fidelity reviews.
- • Clinicians and supervisor will achieve basic A-CRA certification within 6 months and full certification within 12 months after training. When unable to complete certification with designated timeframe staff will apply for extension and provide regular progress reports to Chestnut Health Systems and grant Project Director.
- • Clinical supervisor will achieve CRA clinical supervision certification, which enables him/or her to train and certify clinicians in his or her agency.
- • Providing clinical supervision to CRA clinician.
- • Furnishing the necessary resources to implement Attachment and Biobehavioral Catch-up (ABC) for the Kay County Family Treatment Court (KCFTC) participants, their children, and caregivers to improve parent infant and child bonding. This includes:
- • Designating at minimum two (2) staff members to provide ABC services at least part time.
- • Designating staff to participate in ABC training as needed.
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .5 FTE, that will be responsible for:
- • Assisting in community integration.
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development.
- • Mediating between the families and the treatment staff.
- • Coordinating between all program resources and advocate for the family in the agency setting, and with other agencies/organizations.
- • Identifying one (1) Therapist/Site Coordinator whose salary can be paid at .5 FTE, that will be responsible for:
- • Completing and monitoring GPRA data and follow up.
- • Act as a liaison for treatment with the Family Treatment Court team.
- • Monitoring and evaluating services provided to the families. Contacting families as needed to monitor progress and inquire about new needs.
- • Facilitating or co-facilitating Family Team meetings and may type the agenda. Contacting referred families and the referral source for screening. Notifying family team members of team meeting dates and dates.
- • Coordination of overall health and wellness including developmental, educational, medical, financial, environmental, and social well-being of the participants in the family treatment court.
- • Contractor shall support the participant’s right to access MAT services.
- • Contractor shall participate in all ODMHSAS, and grant required data collecting and reporting, to include GPRA and FDC-Webs.
- • Designate staff to participate in grant-required, evidence-based program trainings.
- • Contractor agrees to provide the services, supports, and resources needed in conjunction with services provided to participants, children, and families under the KCFTC Implementation grant.
- • As a part of the Kay County Family Treatment Court (KCFTC) and deprived system, ODMHSAS will provide funding to Grand Lake Behavioral Health Services in Kay County to hire a Peer Recovery Support Specialist (PRSS) for the for the Kay County District Court. Contractor will.
- • Identify a supervisor with whom DHS and ODMHSAS will liaise regarding any personnel issues that arise.
- • The PRSS will:
- • Be housed, as space is available, at the KCFTC.
- • Be an individual who has previous involvement with DHS Child Welfare and has successfully overcome their challenges to become a mentor for parents currently involved with the juvenile courts and DHS Child Welfare.
- • Meet regularly with families in order to provide peer support to consumers involved in the DHS Child Welfare system.
- • Offer hope, appropriate guidance and advocacy to parents through shared experiences.
- • Perform a wide range of tasks to assist consumers in regaining control of their lives and recovery processes.
- • Possess the skills to maintain a high level of professionalism, ethics, and interactions with all stakeholders.
- • Ensure confidentiality at all times of DHS client and case information and will adhere to DHS computer security requirements (if applicable).
- • Work closely with parents to engage cooperatively with the court process and DHS Individualized Services Plan (ISP)
o will attend any training and/or conference deemed necessary by DHS and/or ODMHSAS
.
- • Collaborate with Child Welfare, treatment, and the court to ensure the safety and well-being of children, caregivers, and families.
- • Provide individual Peer Recovery Support as well as lead Educational and Support Group groups for participants, as necessary.
- • Contractor shall maintain a budget for this contract and submit any changes beyond 10% for any line item for approval by ODMHSAS identified representative.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government. This will also include GPRA monitoring that begun November 1, 2019 and onward.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • Contractor shall complete semiannual reports and submit to ODMHSAS designated Project Director by due dates established by ODMHSAS.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- AFC-STARS – Family Treatment Court Treatment - Strengthening Families - Tulsa County
- As a part of the Tulsa County Family Treatment Court (TCFTC) Program service array, Contractor shall furnish the necessary resources to implement the Strengthening Families (SF) program (including ages 0-3), for the TCFTC participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
- Contractor shall also provide therapeutic services that are culturally relevant, family-centered, gender responsive, and trauma informed to meet the needs of individuals’ involved in the Family Treatment Court (FTC). Contractor shall provide therapeutic services to assist participants and families in developing skills to cope with substance use, dependency, and co-occurring issues. These services will assist in increasing the global assessment of functioning score, educational skill level and improving family relationships, parenting skills, coping skills, and life and social skills.
WORK REQUIREMENTS:
- • Contractor shall:
- • Designate a coordinator of SF.
- • Designated SF coordinator shall:
- • Assist in developing policy, procedures, participant handbook, and training stakeholders/partners on project.
- • Engage and enhance faith-based and health care professionals.
- • Organize and schedule the SF program and ensure all materials are ordered and disbursed to program staff.
- • Coordinate the utilization and implementation of Evidence- Based Early Intervention Curriculum (SFP) with identified families as written.
- • Participate in the implementation of SF programs.
- • Ensure all program staff have the materials and supplies necessary to implement the SF programs.
- • Complete all required SFP pre and posttests.
- • Notify ODMHSAS immediately if a SFP group cannot be conducted in order to provide technical assistance or adjust the budget accordingly.
- • Designate staff to receive training in trauma-specific modalities such as TF-CBT and Seeking Safety.
- • Utilize an ODMHSAS itemized budget prepared by the Senior Manager of Family Treatment Court Programs or designee which shall include local travel, supplies and contracts for transportation, snacks required for the SF programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post- test documents. Recovery funds will also be available for indigent families for emergency assistance as it relates to the participant that could interrupt services. Recovery funds may also assist with travel costs if the individual and/or family are in need of this type of support. The recovery funds are monitored by category and a signature of family receiving the support. Recovery funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. The testing funds will assist in paying for HIV or viral testing if a participant is referred. These funds can also be used to help assist contractor with the increased cost of conducting 6-panel urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG) testing as deemed necessary for those experiencing alcohol use disorder as part of treatment compliance and to determine appropriate therapeutic interventions as consistent with the FTC model.
- • Provide resources to increase the well-being of participants and their families.
- • Complete a minimum of four (4) cycles of SFP/B23 per contract year either in person or virtually for the families involved in the TCFTC. If circumstances arise that a SFP group cannot be complete, notify ODMHSAS immediately in order to provide technical assistance or adjust the budget accordingly.
- • Designate staff to participate in SFP trainings as needed to meet fidelity of the models.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served.
- • Number of participants;
- • Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group.
- • Designate at minimum three (3) staff members involved with the FTC team to attend ODMHSAS designated trainings and conferences to enhance the understanding of behavioral health and treatment courts. This can include members from agencies other than the Contractor agency.
- • Including but not limited to the National Drug Court Conference, Strengthening Families and Celebrating Families training, the Children’s Behavioral Health Conference, the Prevention and Recovery Conference, and the Specialty Court Conference.
- • Contractor shall be a designated member of the FTC multidisciplinary team to address the comprehensive needs of children, parents, and families involved in the child welfare system and affected by parental substance use disorders (SUDs). This includes working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall participate with the Family Treatment Court Team by:
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory-level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Providing the FTC Team with a written interpretive summary of assessment results and treatment needs within 10 business days of assessment. And submit any needed reports to the identified FTC Coordinator.
- • Attending meetings with the FTC Team minimally two times per month and provide ongoing documentation regarding participants’ progress toward individualized treatment plan goals and ongoing assessment of participant needs to FTC Team. These meetings include but are not limited to FTC staffing and court, steering committee meetings, and executive or oversite committees (See above).
- • Advocating for therapeutically-effective incentives, consequences, and any other interventions.
- • Consulting with members of the FTC team to discuss treatment plan adjustments when a participant fails to meet treatment expectations, child welfare case plan goals, or FTC phase/milestone requirements.
- • Sending staff to any trainings identified by ODMHSAS as necessary to support the FTC.
- • Contractor shall ensure that that children, parents, and family members receive comprehensive services that meet their assessed needs and promotes sustained family safety, permanency, recovery, and well-being. This includes high quality substance use and co-occurring treatment. These services should also be provided in the context of the participants’ family relationships, particularly the parent-child dyad, and understand the importance of and responsibility for ensuring child safety within the Adoption and Safe Families Act (ASFA) timeline for child permanency.
- • Contractor shall assist with development of FTC policy and procedures, participant handbooks, and memoranda of understanding (MOUs) providing input for revisions, annually at a minimum.
- • Contractor shall complete semiannual reports and submit to the ODMHSAS Sr. Manager of Family Treatment Courts, or designee, by due dates established by ODMHSAS. Reports shall include but not be limited to the following:
- • The total number of assessments completed.
- • Total number of services by types.
- • Total number of and percent of adults, children, and caregivers who assessed in the following target areas: development, mental health, primary pediatrics, substance use, education, and trauma-related symptomology.
- • Total number and percent of individuals able to receive services.
- • Total number and percent of individuals receiving treatment according to the recommended treatment plan.
- • Contract shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contractor shall develop and make available a satisfaction survey to all individuals served by this contract and record results in the Year End Report.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government.
- • Monitoring budget, invoicing and spending in accordance to the contract.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- AFC-STARS – Family Treatment Court Treatment - Strengthening Families - Tulsa RISE
- Contractor shall furnish the necessary resources to provide services such as the Strengthening Families program (SFP), Circle of Security (COS), Community Reinforcement Approach (CRA), and Child Parent Psychotherapy (CPP) to enhance services for the Tulsa County Family Treatment Court (TCFTC) participants, their children, and caregivers to improve permanency, enhance safety, and increase the well-being of participants and their families.
WORK REQUIREMENTS:
- • Contractor shall:
- • Participate as a FTC Team member, working as a full partner to ensure program success, committing to the program mission and goals, and offering services in a manner that ensures program fidelity to the FTC model by adhering to the prescribed policies, procedures, practices, and methods outlined in the Family Treatment Court Best Practice Standards (Best Practice Standards).
- • Contractor shall be a designated member of the FTC multidisciplinary team to address the comprehensive needs of children, parents, and families involved in the child welfare system and affected by parental substance use disorders (SUDs). Contractor shall communicate with the Family Treatment Court Team by.
- • Identifying members to sit on the FTC operational team, steering committee, and executive/oversite committee.
- • Operational Team Member is a staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC; steering committee comprises supervisory-level staff; executive/oversite committee, whether already in existence to meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff.
- • Designate staff to participate in SF Programming.
- • Utilize an ODMHSAS itemized budget prepared by the Senior Manager of Family Treatment Court Programs or designee which shall include local travel, supplies and contracts for transportation, snacks required for the SF programs, and additional service providers or treatment services not able to be obtained through another means.
- • Utilize recovery support funding to provide child care, transportation, and incentives to family members and students for participation in and or completing required pre- and post-test documents. Funds will also be available for indigent families for emergency assistance as it relates to the participant that could interrupt services. Funds may also assist with travel costs if the individual and/or family are in need of this type of support. The funds are monitored by category and a signature of family receiving the support. Funds will also be utilized to pay for FDA approved medications when the participant has no other way to pay. The testing funds will assist in paying for HIV or viral testing if a participant is referred.
- • Complete at least two (2) cycles of SFP/B23/3-5 per calendar year.
- • Contractor shall complete end of cycle reports. This shall include completion of an Administrative Survey and facilitation of a Parent Survey. Both surveys are located on the Youth Information System (YIS); a paper version of the Parent Survey is available upon request.
- • The Administrative Survey shall be completed within one month following the end of the cycle, and shall include (but not be limited to):
- • Dates of the sessions conducted;
- • Populations served;
- • Number of participants;
- •Number of staff participating;
- • Staff feedback on process; and
- • Successes and challenges/barriers during the cycle.
- • The Parent Survey shall be completed by each member of the Parent Group during session 15.
- • Designate staff to participate in grant required evidence based program trainings.
- • Designate a minimum of two (2) team members from the family drug court team, including members from agencies other than the Contractor agency, to attend all ODMHSAS designated trainings and conferences to enhance and support the fee for service contract.
- • Including but not limited to the National Drug Court Conference, Strengthening Families training, the Children’s Behavioral Health Conference, and the Prevention and Recovery Conference.
- • All trainings must be preapproved by the ODMHSAS Grant Project Director.
- • Complete grant required annual reporting for the period of October 1st through September 30th. Report info is due two (2) weeks after the end of each reporting period to ODMHSAS designee.
- • Contractor agrees to provide the services, supports, and resources needed, in conjunction with services provided under the Tulsa Recovery Initiative to Support Expansion (Tulsa RISE) grant:
- • Services include the following:
- • Providing SFP B23/3-5 to those families that qualify for this intervention.
- • Providing COS to participants as needed.
- • Implementing and managing CRA treatment model to include:
- • Sending staff to the CRA training.
- • Clinicians and supervisor will have access to the web-based application to enter service data and upload digital session recordings for fidelity reviews.
- • Clinicians and supervisor will achieve basic A-CRA certification within 6 months and full certification within 12 months after training. When unable to complete certification with designated timeframe staff will apply for extension and provide regular progress reports to Chestnut Health Systems and grant Project Director.
- • Clinical supervisor will achieve CRA clinical supervision certification, which enables him/or her to train and certify clinicians in his or her agency.
- • Providing clinical supervision to CRA clinician.
- • Attending Wraparound training as needed.
- • Identifying one (1) Certified Peer Recovery Support Specialist, whose salary can be paid at .5 FTE, that will be responsible for:
- • Assisting in community integration.
- • Becoming a member of the family team to assist in the strengths assessment and care plan/recovery plan development.
- • Mediating between the families and the treatment staff.
- • Coordinating between all program resources and advocate for the family in the agency setting, and with other agencies/organizations.
- • Identify one (1) Case Manager/Care Coordinator whose salary can be paid at .55 FTE, that will be responsible for:
- • Completing and monitoring GPRA data and follow up.
- • Scheduling, coordinating and facilitating Wraparound / family teams as needed.
- • Completing initial wrap plans, strengths and culture discoveries and intakes as needed; updating and modifying wrap plans as needed.
- • Monitoring and evaluating services provided to the families. Contacting families as needed to monitor progress and inquire about new needs.
- • Facilitating or co-facilitating Family Team meetings and may type the agenda. Contacting referred families and the referral source for screening. Notifying family team members of team meeting dates and dates.
- • Coordination of overall health and wellness including developmental, educational, medical, financial, environmental, and social well-being of the participants in the family treatment court.
- • Identify one (1) licensed clinician to provide Child Parent Psychotherapy (CPP) whose salary can be paid at .5 FTE, that will be responsible for:
- • Participating in consultation calls and training.
- • Providing child parent psychotherapy (CPP) to FTC participants who meet criteria.
- • Contractor shall support the participant’s right to access MAT services.
- • Contractor shall participate in SAMHSA-required data collecting and reporting, to include GPRA.
- • Contractor shall complete semiannual reports and submit to ODMHSAS designated Project Director by due dates established by ODMHSAS.
- • Contractor shall maintain a budget for the RISE project and submit any changes beyond 10% for any line item for approval by ODMHSAS RISE Project Director.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of federally required documentation and submission of federally required data as indicated once received by the federal government. This will also include GPRA monitoring that will begin October 1, 2018.
- • ODMHSAS will review annual and biannual reports to ensure all deliverables have been met and review monthly budgets and invoices to ensure billing procedures were adhered to.
- • ODMHSAS will review any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • ODMHSAS will review any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • Monitoring budget, invoicing and spending in accordance to the contract.
- AFC-STARS – Increasing Leadership and Team Performance - Adaptive Leadership for Systems Change Training
INTRODUCTION:
- • Under the direction of the State Opioid Stimulant (SOS)/State Opioid Stimulant II (SOSII) Project Manager, Ellen B. Kagen, Assistant Professor, Georgetown University (identified as the Contractor) will provide her services to increase leadership and team performance, leaders would have the opportunity for a dive into the foundations of adaptive leadership (to create a common language, framework and mindset) culminating in the ability to have leadership conversations that address real leadership challenges and create transformational change within the agency and in the delivery system we seek to strengthen.
- • Contractor will provide adaptive leadership for Systems Change Training and Facilitated Session with a focus on team development includes the following topics. Funding for this training and technical assistance shall be provided under the SOS/SOSII Initiatives.
WORK REQUIREMENTS:
- • Contractor is responsible for providing Adaptive Leadership for Systems Change Training for ODMHSAS designated staff. Contractor is responsible for marketing and engagement materials.
- • Contractor will hold the training over 2 days and will focus on:
- • What is leadership and how is it different from other work we do.
- • Who we are in the work of leadership: Vision, Values, Culture, Mental Models?
- • Increasing our capacity to work as a team: Managing our Mental Models with a focus on listening to understand, seeing the reverse view, and increasing Inquiry and Dialogue.
- • Reset and Identifying shifts in habits, attitudes and values.
- • Personal Identification of New Habits for Transformational Leadership.
- • Understanding our Adaptive Leadership.
- • Application through Case Consultations to address our Leadership Challenges.
- • Training costs will include: 1) contractor, experiential team training, planning, preparation, travel and implementation of the two days of team training and debrief.
- • Contractor will be responsible for the following activities for the Adaptive Leadership for Systems Change Training:
- • Outcomes for Adaptive Leadership for Systems Change Sessions will:
- • Learn the distinction between leadership and authority with a focus on how to lead with both formal and informal authority and be ready to unleash their capacity to lead regardless of their designated position.
- • Increase their knowledge and skills to serve as agents of change and innovation in their sectors and cross sectors.
- • Be able to shift their leadership behaviors based on the situation and needs of the individuals across various points in time.
- • Be able to frame the context for challenges from a values based perspective with an increased opportunity to create reset within themselves and in others.
- • Make a commitment to the leadership role in change and innovation despite the challenges.
- • Contractor will work with a small planning committee to ensure framing and context. ODMHSAS will print the training materials and be responsible for the evaluation.
COMPENSATION:
- • Funding shall be reimbursed upon receipt, and ODMHSAS approval, of an invoice and written report of training costs to include: 1) contractor, experiential team training, planning, preparation, travel and implementation of the two days of team training and debrief. It is a Cost Reimbursement. Funding shall be pursuant to an ODMHSAS approved project budget.
- AFC-STARS – Intensive Family Preservation Services National Network, Inc. dba National Family Preservation Network Fatherhood Training
INTRODUCTION:
- • Contractor shall provide Basic and Advanced Fatherhood Training for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the workforce that participate in the focus on supporting the relationship needs of families with infants and young children.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS.
- • Contractor – Intensive Family Preservation Services National Network, Inc dba National Family Preservation Network (NFPN).
- • Project director & Women’s Treatment Service(PD) — serves as the as the primary point of contact between the Contractor and the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall provide Basic and Advanced Fatherhood Training.
- • Contractor shall provide the PD with curriculum in advance to provide to participants.
- • Contractor shall reimburse the Department for costs incurred. The items for reimbursement to the agency are; administrative costs, postage and associated operating expenses.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit an invoice to the Department, subject to approval by the Department.
- AFC-STARS – Infant & Early Childhood Training & Consultation
INTRODUCTION:
- • Contractor shall provide training and consultation to ODMHSAS identified Providers across the state related to infant and early childhood mental health (IECMH) as a component of professional development to help develop an early childhood system of care statewide which focuses on supporting the needs of families with infants and young children receiving services through ODMHSAS and community partners.
DEFINITIONS:
- • IECMH – Infant and Early Childhood Mental Health.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • Training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly. A minimum of two (2) IECHMH trainings will be offered each month, starting in August 2022 and ending in May 2023, at locations decided upon between ODMHSAS and the Contractor, to include virtually.
- • To assist with training sustainability and further rollout of IECMH statewide trainings, Contractor will work with ODMHSAS in the development of online training modules of the Keeping Babies in Mind while Working with Parents training.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2023.
- AFC-STARS - Oklahoma Pregnant and Postpartum Women (OPPW) – Enhanced Service In Residential Treatment
INTRODUCTION:
- • Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will work to expand comprehensive treatment, prevention and recovery support services for women, their children, and other involved family members through the Oklahoma Program for Pregnant and Postpartum Women (OPPW) project for enhanced services in residential treatment. ODMHSAS OPPW project staff will work with the Contractor and local partners to achieve the following goals: (1) expand the available evidenced based practices and services available to the women, children, and involved caregivers through a comprehensive, trauma-informed approach that is both individualized and family centered; (2) implement family focused programming to reduce the impact of substance use on infants and children and improve parenting skills, family functioning and the overall quality of life, and (3) utilize a coordinated wraparound recovery support approach to best identify and meet the presenting mental and physical health needs of pregnant and postpartum women, their children, and involved family members.
DEFINITIONS:
- • ASAM – American Society of Addiction Medicine
- • SAMHSA - Substance Abuse and Mental Health Services Administration
- • PRSS – Peer Recovery Support Specialist
- • GPRA – the Government Performance and Results Act
- • OPPW - Oklahoma Pregnant and Postpartum Women Project
- • SHARE – Sharing Hope and Resilience Everyday
- • SPARS - SAMHSA’s Performance Accountability and Reporting System
WORK REQUIREMENTS:
- • Contractor shall:
- • Maintain grant required staffing to coordinate treatment enhancements as follows:
- • 1.0 FTE Children’s Coordinator to coordinate daily activities of the Children’s program; collaborates with team members; develops training plan for children’s staff to receive necessary training; plays active role in Celebrating Families Program.
- • 1.0 FTE Women’s Coordinator to coordinate daily activities of the women’s program; collaborates with team members; oversees the delivery of the WBP enhancements and program components specific to women and supportive adults.
- • 1.0 FTE Peer Support Specialist to provide the peer supports proven to enhance treatment outcomes.
- • Ensure that grant designated staff complete the following trainings, within grant required timeframes. Contractors shall maintain records of training sign-in sheets and staff certificates of training completion. Training content shall include, but not be limited to (any additional training will be determined between the ODMHSAS and Contractor):
- • SPARS and GPRA training
- • Cognitive Processing Therapy (CPT)
- • SHARE trauma trainings
- • Community Reinforcement Approach (CRA)
- • Celebrating Families Program (CFP)
- • Circle of Security (COS)
- • Seeking Safety (SS)
- • Ensure that the following screening and assessments instruments are administered at intake:
- • The Child and Adolescent Trauma Screener (CATS) for children ages 3-17;
- • The Post Traumatic Stress Disorder Checklist for the DSM-5 (PLC-5) for adults age eighteen and older;
- • The Edinburgh Postnatal Depression Scale (EPDS) for mothers at six weeks post-partum and as clinically indicated;
- • The ASAM Patient Placement Criteria;
- • Addiction Severity Index (ASI);
- • The Clinical Institute Withdrawal Assessment; and
- • Fetal Alcohol Screening.
- • Ensure the following treatment outcomes:
- • A minimum (determined by ODMHSAS) of women and their children are served;
- • A Celebrating Families Program (CFP) is conducted for families to increase parenting skills and family inclusion. The minimum of families participating annually will be determined by ODMHSAS;
- • Circle of Security groups are provided for pregnant and postpartum women to strengthen and support the parent- child relationship;
- • Seeking Safety groups are conducted for women with a history of trauma;
- • Improved family functioning and wellbeing utilizing measurement determined by the ODMHSAS; and
- • Improved mother-child relationship/attachment utilizing measurement determined by the ODMHSAS.
- • Community Reinforcement Approach (CRA) is utilized in treatment services to maintain recovery and strengthen bond to sustain the family.
- • Increase the coordination and integration of services and systems of care for mothers and families served
- • Increase utilization of the Wraparound model;
- • Increase the number of fathers or other family supports participating in family services by 10%;
- • Increase access to family team meetings through technology; and
- • Partner with other grant initiatives focused on infant/early childhood.
- • Increase number of PRSS on staff.
- • Successfully collect and report GPRA measurements in increments required by SAMHSA.
- • Participate in all meetings, calls, trainings, and webinars as required by ODMHSAS and SAMHSA.
- • Accomplish all goals, objectives and milestones set forth in the federally awarded grant application supplied to them by the ODMHSAS.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to this Statement of Work. This report should be submitted electronically utilizing online report by the 15th of the month. The information to be included, and the format of the report, shall be determined by the ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Any one-time expenditure over $500 must be pre-approved by the ODMHSAS prior to the expenditure.
- • Contractor may move up to 10% of the budget without prior approval from the ODMHSAS.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one-twelfth (1/12) of the contracted amount.
- AFC-STARS – OUHSC - Board of Regents (A Better Chance) Infant and Early Childhood Mental Health Clinic
INTRODUCTION:
- • Contractor shall furnish the resources to provide assessment and treatment of infants and young children.
DEFINITIONS:
- • Infant and Early Childhood Mental Health Program.
- • Children-ages birth to age five.
WORK REQUIREMENTS:
- • Contractor shall:
- Clinical
- • Recruit participants and provide outreach to enhance referral sources.
- • Maintain the clinicians and staff necessary for the continuous implementation of the program.
- • Perform an evaluation, i.e., intake, attachment, developmental assessment/screener, for each family. Providers will prepare treatment recommendations and referrals for each family based on the interpretation of the evaluation.
- • Implement treatment services, i.e., Attachment Biobehavioral Catch-Up intervention, Circle of Security, Child Adult Relationship Enhancement Therapy, and Parent Child Interaction Therapy.
- • Ensure clinicians participate in weekly clinical supervision during duration of contract to advance clinicians knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill, case experience monitoring; and shall be conducted via video conferencing, telephone, or email.
- • Obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- Local Evaluation
- Provide local evaluation to examine the effectiveness of assessment and treatment within this program and impact on the families served. Contractor shall.
- • Create and maintain an electronic database (Redcap) to track and record program client data.
- • Collect and oversee data collection procedures.
- Training
- Provide regional supervision for Attachment Biobehavioral Catchup. Contractor shall:
- • Provide supervision to regional trainees in Attachment Biobehavioral Catchup (ABC).
- • Attend Delaware training calls on training the trainer in ABC model.
- • Conduct weekly consultation calls to the regional trainees.
- • Code trainees’ tapes in the model in order to provide supervision.
PERFORMANCE MONITORING:
- • ODMHSAS’s will monitor the performance of the Contractor.
- • Contractor shall provide a quarterly written report for the activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as ODMHSAS may require.
- • When requested, submit reports to OKDMHSAS on the descriptive or statistical findings from the evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - Medical Legal Partnership
INTRODUCTION:
- • The Legal Aid Services of Oklahoma (LASO) will provide STAR program families legal aid. Families who utilize services at the STAR clinic will have access to this medical legal partnership. These services would include developing a referral process for the legal team to screen and refer STAR program participant caregivers. The medical legal partnership seeks to stabilize housing, families, employment, access to benefits, increase income and alleviate debt to reduce health care costs and improve health care outcomes.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide legal advice and/or legal services to current and past (up to 24 months) STAR clinic families throughout the next 2 years:
- • Designate a full-time attorney to the OU STAR clinic to provide legal advice only services to 100 families and open 200 cases, or number approved by ODMHSAS staff.
- • Provide to the clinic staff: training on referral process and legal screening form.
- • Collaborate, develop, and initiate an embedded process for clinic staff to screen and refer STAR clinic infants and families for legal aid services.
- • Collect and maintain data of legal services provided to STAR families.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a quarterly report inclusive of monthly activities carried out pursuant to this Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - Outreach and Engagement - STARS
INTRODUCTION:
- • Contractor shall provide outreach and engagement activities related to the Substance use Treatment and Access to Resources and Supports (STARS) Project as part of the Oklahoma Regional Partnership Grant (RPG).
DEFINITIONS:
- • Outreach and engagement - Activities centered on developing and establishing relationships and partnerships to increase engagement and outreach efforts for the effectiveness of the STAR substance use disorders (SUD) clinic at Children’s Hospital of OU Medicine (CHOUM) to increase enrollment in the STARS RPG Project
- • Project - Those activities taking place as part of the Substance use Treatment and Access to Resources and Supports (STARS) Project
- • OMNO - Oklahoma Mothers and Newborns affected by Opioids
- • OPQIC - Oklahoma Perinatal Quality Improvement Collaborative
WORK REQUIREMENTS:
- • Contractor shall provide messaging consistent with the goals of RPG 6 STARS Project throughout the medical/hospital community (beyond OUHSC) and patient population on the new care model development and distribution.
- • Contractor will create a communication plan unique to STARS Project that will support the program.
- • Contractor will participate in at least 1 community event monthly to distribute information and share information regarding the STARS Project.
- • Contractor will collaborate with the OMNO project and the OPQIC to coordinate and support practice changes throughout the prenatal providing community.
- • Contractor will reach out to a minimum of 2 locations per month in coordination with OMNO and DMH.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor to ensure that all outcomes are achieved.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to the Statement of Work. This report should be submitted by the 1st of the month. The information to be included shall be:
- • Number of sites visited.
- • Number of meetings attended with community providers.
- • Additional reports as requested.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - Postnatal Pediatric Follow-Up Clinic
INTRODUCTION:
- • The University of Oklahoma Health Sciences Center (OUHSC) will provide STAR clinic families the Postnatal Pediatric Follow-Up Clinic (PPFC). Families who have delivered their infants with the STAR clinic will have access to this enhanced extended postnatal medical and behavioral follow-up care. These services would include developing an embedded process for the medical team to screen and refer STAR program NAS infants and progressing to all infants impacted by substance use in our hospital, regardless of STAR participation. This new service would include developing an identification and referral process for providers, provider support, family information and materials, at least 1 follow up care appointment either face/face or virtual for parent and baby and psychosocial support and referrals. These services will not be a replacement for a primary care provider but needed supplemental care, psychosocial care, coordination & education for this population.
DEFINITIONS:
- • OUHSC - University of Oklahoma Health Sciences Center
- • PPFC - Postnatal Pediatric Follow-Up Clinic
- • STAR - Substance Use Treatment & Access to Resources
WORK REQUIREMENTS:
- • Contractor shall:
- • Serve a minimum of 50 infants and families a year throughout the next 5 years:.
- • Examine and assess either face/face or virtual visit infant for medical and developmental needs.
- • Provide learning tools and make referral/orders for additional medical and treatment needs for STAR infants.
- • Provide psychosocial and treatment assessment, coordination, and brief intervention therapy for STAR individuals or caregivers as needed.
- • Provide community referrals and resource coordination and collaborate with community partners .
- • Collaborate, develop and initiate an embedded process for medical providers to screen and refer STAR clinic infants and families to PPFC.
- • Collect and maintain data of follow up care for STAR infants and families.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a quarterly report inclusive of monthly activities carried out pursuant to this Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - Prenatal Clinic (OUHSC)
- Prenatal Clinic for Women with Opioid and Other Substance Use Disorders OU Health Partners, Inc
INTRODUCTION:
- • Contractor shall provide patient-centered, comprehensive pregnancy care for women with opioid and other substance use disorders, in a collaborative setting which also addresses their psychosocial needs.
DEFINITIONS:
- • MFM - Maternal-Fetal Medicine
- • APRN - Advanced Practice Registered Nurse
- • OUD - Opioid Use Disorder
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Coordinated team of clinicians led by a Maternal-Fetal Medicine (MFM) specialist (i.e. a physician who specializes in high-risk pregnancies) and including an Advanced Practice Registered Nurse (APRN), behavioral health providers, and social services providers, will work closely to care for patients with substance use disorders.
- • Patients will see a Licensed Clinical Social Worker and/or Case Manager during their initial clinic visit and periodically thereafter for coordination of resources as well as counseling.
- • Utilize peer counselors and group education sessions to provide support and information regarding the unique challenges of a pregnancy affected by substance use disorder, including MAT, pain management during and after labor, and neonatal abstinence syndrome.
- • Establish positive reinforcement by offering incentives such as baby supplies for patients who consistently attend their prenatal visits and ultrasound appointments.
- • Patients will have at least one postpartum visit; at which time we will establish a contraceptive method if desired.
- • Communicate with outside providers regarding the care plan for those patients receiving MAT from another provider.
- • Collect data for outcome monitoring and research purposes. We will prospectively collect information regarding maternal demographic characteristics; complications during pregnancy, labor, and postpartum; and neonatal outcomes.
- • Create a research database with the help of a data management specialist, and a statistician will provide expertise in statistical analysis.
- • Participate in the Substance Use Treatment and Access to Resources and Supports Regional Partnership Grant (STARS RPG), including:
- • Refer to and coordinate care with behavioral health providers outside of the prenatal clinic
- • Facilitate communication and collaboration with Social Work, Case Management, and Pediatrics teams regarding pregnant patients with substance use disorders and their neonates
- • Assist with data collection regarding maternal outcomes in women cared for in the prenatal clinic
- • Assist with recruitment of women from the prenatal clinic for a research study examining the Modified Attachment and Biobehavioral Catchup (mABC) model
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a monthly report of activities carried out pursuant to the Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS – Regional Partnership Grant Round 6 - A Better Chance to Change Clinic
- Implementation of Modified Attachment Biobehavioral Catch-Up (mABC) Model
INTRODUCTION:
- • The contractor for the implementation of the modified Attachment Biobehavioral Catch-Up (mABC) intervention, agrees to recruit participants and implement the ABC intervention.
DEFINITIONS:
- • MABC – Modified Attachment Biobehavioral Catch-Up
- • RPG - Regional Partnership Grant
- • ABCC – A Better Chance to Change Clinic
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • The contractor shall maintain the clinicians and staff necessary for the continuous implementation of the mABC intervention.
- • Contractor shall ensure clinicians participate in weekly clinical supervision during duration of contract to advance clinicians’ knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill, case experience monitoring; and shall be conducted via video conferencing, telephone, or email.
- • Contractor shall have primary oversight of mABC implementation.
- • Contractor shall participate in all required local and national-cross site data collection efforts coordinated by ODMHSAS, University of Delaware, and the national cross-site evaluation team to measure the effectiveness of the mABC intervention.
- • Contractor shall participate in the RPG Steering Committee Meetings via conference call or onsite, and participate in annual ODMHSAS site visit.
- • Contractor shall submit a monthly narrative summary report of all RPG activities.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a monthly report of activities carried out pursuant to the Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - SAFER Initiative - Family Care Plan Coordinator
INTRODUCTION:
- • To increase support for pregnant and parenting persons with substance use or misuse and their infants and/or children that have been exposed to substances, the Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will incorporate the number of Family Care Plan Coordinators (FCP Coordinator) within their agency agreed to by the Contractor and ODMHSAS.
- • Each FCP Coordinator hired or appointed by the Contractor will work to strengthen the continuum of care, improve access to services, build community support, and destigmatize treatment through multidisciplinary, cross-systems collaborations at the state and local level.
- • The FCP Coordinator(s), in cooperation with ODMHSAS and coaching and consultation partners (C&C partners), will assist Contractor with implementing Family Care Plans (FCP) for pregnant and parenting individuals experiencing substance use, misuse, or abuse at their agency.
DEFINITIONS:
- • Children: individuals between 0 and 21 years of age.
- • Family Care Plan (FCP): a document developed by a pre-pregnancy, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
- • The FCP should be completed with all individuals, regardless of gender, who:
- • want to become pregnant or become a parent within one (1) year;
- • are currently pregnant; and/or
- • are up to 36 months past the end of their pregnancy, regardless of the outcome (i.e., delivery, miscarriage, etc.).
- • Prenatal: the 40-week gestation period prior to the birth event.
- • Pre-pregnancy: the one (1) year period prior to when an individual wants to become pregnant, also known as the preconception period.
- • Postpartum: the period following the birth event, also known as the postnatal or neonatal period. For the purpose of Family Care Plans this will include up to 36 months after the end of the pregnancy.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
WORK REQUIREMENTS:
- • Contractor shall:
- • Hire or designate the number of agreed-upon full time employee(s) (FTE) to act as Family Care Plan Coordinator(s) (FCP Coordinator) for their agency.
- • The FCP Coordinator(s) must be hired or appointed within six (6) weeks of the contract’s effective date unless express written consent granting an extension is obtained from the ODMHSAS at GetHelpFCP@odmhsas.org.
- • Contractor shall provide the name, e-mail address, mailing address, and telephone number(s) of the FCP Coordinator to ODMHSAS at GetHelpFCP@odmhsas.org.
- • If agency names a new FCP Coordinator, the ODMHSAS should be notified within one (1) weeks of start date at GetHelpFCP@odmhsas.org, and a date will be set for the newly appointed coordinator to complete virtual orientation to the contract and their role.
- • Ensure the FCP Coordinator and staff designated to completed FCPs with pregnant and parenting people complete the following trainings related to the understanding, development, administration, and/or monitoring of FCPs. Contractor shall maintain records of training sign-in sheets and/or staff certificates of training completion. Training content shall include, but not be limited to:
- • The following four (4) modules of the ODMHSAS FCP online training shall be completed by the FCP Coordinator within sixty (60) business days of being hired or assigned:
- • FCP Foundations: establishes the need for FCP and shares the values and beliefs that drive the FCP.
- • Initial Walkthrough: explains how to complete the initial FCP screening form and describes how the form facilitates discussion.
- • Practical Application: demonstrates what an initial FCP session might look like and illustrates how to facilitate sessions.
- • Organizational Integration: provides guidance on infusing FCP values throughout your organization and shares lessons from FCP champions.
- • All parts of the Family Care Plans 101 training series, including but not limited to:
- • Family Care Plans 101: Let’s Give Them Something to Talk About (1 CEU).
- • Family Care Plans 101: This Is How We Do It (1 CEU).
- • Family Care Plans 101: Be the Change (1 CEU).
- • Coaching and consultation related to FCP development and implementation topics by participating in monthly virtual meetings.
- • All six (6) modules of the National Center on Substance Abuse and Child Welfare (NCSACW) free online training Tutorial for Substance Use Disorder Treatment Professionals.
- • Employee must complete training within sixty (60) business days of being hired or assigned as FCP coordinator.
- • A copy of the Certificate of Completion (4.5 CEUs) shall be kept in the employee file.
- • Additional Training as outlined in the Family Care Plan Provider Toolkit.
- • Any other additional training to be determined by ODMHSAS or the contractor.
- • Identify and/or assemble a team of local and state-level cross-system partners to establish a multidisciplinary FCP collaborative team structure that follows the guidance provided in the FCP Provider Toolkit.
- • Ensure the FCP coordinator(s) and agency staff have the resources, supplies, and materials needed to develop and monitor the FCPs completed by the agency.
- • Participate in activities related to the evaluation of Family Care Plans and FCP implementation, including but not limited to data collection and reporting.
- • Contractor shall ensure the FCP Coordinator(s) fulfills the following duties related to the SAFER Initiative and FCPs:
- • Develop an FCP implementation plan for the agency in cooperation with agency leadership, or with staff designated by the agency and approved by agency leadership.
- • The FCP implementation plan should include, at a minimum:
- • an implementation readiness evaluation
- • an FCP implementation guide
- • FCP workflow, including time-specific guidelines for processing FCP referrals and conducting the Initial Screen
- • FCP implementation timeline for the agency
- • Build and maintain collaborative relationships with identified local and state-level cross-system partners needed to provide the additional services and support to pregnant/parenting persons and their infants, children, and designated family members incorporated into FCPs.
- • Act as the point of contact for local and state agencies and organizations inquiring about FCPs.
- • Document regular communication from local organizations and referral partners to maintain the flow of communication and ensure coordination of FCPs, including in-person and/or virtual meetings when necessary.
- • Act as the point of contact and information for internal agency referrals for and inquiries about FCPs.
CONTRACTOR PAYMENT:
- • Contractor shall submit an invoice monthly to be reimbursed for expenses outlined in the budget provided to the Contractor, not to exceed the contracted amount of $69,063.00 per FCP coordinator.
- AFC-STARS - SFP/CFP
- AFC-STARS - SFP/CFP - Revised
- AFC-STARS - SFP/CFP - Red Rock Behavioral Health Services
- AFC-STARS – STARS – RPG (OUHSC)
INTRODUCTION:
- • Contractor shall provide evaluation services related to the Substance use Treatment and Access to Resources and Supports (STARS) Project as part of the Oklahoma Regional Partnership Grant (RPG).
DEFINITIONS:
- • Evaluation – Activities centered on developing and assessing the effectiveness of the STAR substance use disorders (SUD) clinic at Children’s Hospital of OU Medicine (CHOUM) and the mABC home visiting model’s ability to improve permanency, enhance safety, and improve treatment women with substance abuse issues and their prenatally exposed infant. These services will be paired with already existing services in the surrounding community, like MI, CRA, SS, CPT, and MAT, as deemed appropriate for each individual case
- • Project - Those activities taking place as part of the Substance use Treatment and Access to Resources and Supports (STARS) Project
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the STARS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) measure the effectiveness of the STAR clinic and mABC home visiting model in to improve permanency, enhance safety, and improve treatment for pregnant women with substance use issue and their prenatally exposed infant (2) Evaluate the fidelity of the mABC model through program tracking data, periodic monitoring of video- recorded sessions by national model consultants, and onsite supervision by the local ABC consultant, and (3) Evaluate the fidelity of the STAR clinic by tracking clinical quality measures which include number of intake assessments with a case manager, number of prenatal/behavioral health/group education/MAT visits scheduled and attended, assessment of individual medical and psychosocial needs at the 1st prenatal visit, and monitored documentation of records in electronic health and study data systems.
- • Manage the evaluation process for this project and serve as the Principle Investigator (PI).
- • Travel as needed to convene stakeholders for their review and feedback on the initial draft.
- • Collaborate in the preparation of oral and written grant reports.
- • Prepare written reports of finding and recommendations.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Submit an initial IRB application and develop the research design and methods of the project.
- • Provide information to ODMHSAS as needed to satisfy requirements of the federal grantor agency’s periodic progress reports.
- • Develop REDCap project so that data collection can begin immediately following IRB approval, and revise as needed to meet any requirements of IRB review.
- • Perform, operationalization, design, and execute a research project, including program evaluation, outcome measurement development, measure implementation, data collection, data analysis and outcome reporting.
- • Expected deliverables are (a) practice-friendly measurement tools evaluating the STAR Clinic fidelity, (b) practice-friendly measurement tools evaluating the fidelity of the mABC home visiting model, (c) empirical evidence of the effectiveness of the STAR clinic’s ability to reach the target population, (d) empirical evidence of the effectiveness of the mABC home visiting model’s ability to reach the target population, and (e) annual and final report summarizing project findings to the ODMHSAS.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 45 days from the end of the billing month. Final billing for end of year close out is due on August 15, 2023.
- AFC-STARS – Strengthening Families and Celebrating Families Program Evaluation OU E-Team
INTRODUCTION:
- • In collaboration with the Oklahoma Department of Mental Health and Substance Abuse Services (OKDMHSAS) Strengthening Families (SF) and Celebrating Families (CF) Program Staff, The Educational Training, Evaluation, Assessment and Measurement (E-TEAM) Department at the University of Oklahoma will develop an evaluation plan and online data management system for the CF/SF programs.
- • The ETEAM will appoint a lead evaluator as the single Point of Contact (POC) who will assume full accountability for the project and will respond in a timely manner to the needs of the CF/SF Program Managers. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities, including data management, data analysis, and basic quantitative and qualitative evaluation methods.
WORK REQUIREMENTS:
- • The CF/SF staff will provide the ETEAM with:
- • CF/SF program site information, including site name, location, and site staff information.
- • ETEAM will:
- • Work with CF/SF Program Manager(s) to develop an administrative survey to capture participant demographics and output information including, but not limited to, number of individuals served, program enrollment and completion rates, program staff information (i.e., number of staff involved in each session, staff training information, staff certifications), and staff insights on program successes and areas of needed improvement.
- • Work with CF/SF Program Manager(s) to develop a participant feedback survey to capture both quantitative and qualitative data on referral information, pre- and-post information on living situation, child welfare involvement, and perceived level of success in a variety of areas, including parenting skills, communication, coping strategies, and family relationships. Additional information captured in the participant feedback survey would include narratives on ways the program has impacted participants’ family life and what they found most useful about the program.
- • Work with CF/SF Program Manager(s) to develop a data management system where all administrative data and participant feedback surveys can be entered.
- • Utilize this first year pilot phase of data collection, data entry, and report creation to provide program managers with data findings to assess pilot outcomes and feasibility for statewide implementation of the evaluation portal. Information gleaned from this pilot process will be utilized in year 2 for the development of CF/SF reports.
- • Work with CF/SF Program Manager(s) to address all issues related to data entry into the new data system and report creation. This includes providing in-person or teleconference trainings explaining how to use the web-based data management system.
- • Provide all technical support and fixes needed to resolve technical issues. Provide technical support to CF/SF program staff using the database.
- • Provide findings and recommendations based on analysis of CF/SF data, including recommendations for appropriate evaluation measures and future evaluation studies to document outcomes and recommendations on database enhancements that could further show the positive impact of the CF/SF programs.
- AFC-STARS – Technical Assistance & Liaison Oklahoma Perinatal Quality Improvement Collaborative COMPASS Initiative
INTRODUCTION:
- • The Oklahoma Perinatal Quality Improvement Collaborative (OPQIC) will provide the COMPASS Initiative with technical assistance to the birthing hospitals in the project. OPQIC will also assist the initiative as the liaison between the department and Ariadne Labs for the implementation of TeamBirth.
DEFINITIONS:
- • OPQIC – Oklahoma Perinatal Quality Improvement Collaborative
- • COMPASS – Collaborative Oklahoma Maternal Pathway to Access Substance Use Treatment Services
WORK REQUIREMENTS:
- • Contractor shall:
- • Hire an OPQIC staff member for the following:
- • Serve as primary liaison between OPQIC and SAFER team and Oklahoma hospitals, clinicians and other organizations that serve pregnant and/or postpartum individuals and their families.
- • Serve as primary Liaison between OPQIC and Ariadne Labs on integration of FCP into TeamBirth.
- • With SAFER partners, develop and provide training on use of FCP to professionals who will utilize FCP. Facilitate integration of TeamBirth into curriculum.
- • Ensure bidirectional integration of TeamBirth and Family Care Plans.
- • Utilize quality improvement science to adjust plan and activities, as needed.
- • Collaborate, develop, and initiate an embedded process for clinic staff to request TA for implementation of TeamBirth.
- • Collect and maintain data of TA provided to hospital staff on behalf of the COMPASS initiative.
- • Perform additional duties as directed.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a quarterly report inclusive of monthly activities carried out pursuant to this Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS – Training & Consultation Circle of Security International
INTRODUCTION:
- • Contractor shall provide Circle of Security® Parenting© Facilitator Training for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the workforce that participate in the focus on supporting the relationship needs of families with infants and young children.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS
- • Contractor – Cooper, Hoffman, and Powell LLC dba Circle of Security International
- • Project director & Women’s Treatment Service(PD) — serves as the as the primary point of contact between the Contractor and the ODMHSAS
WORK REQUIREMENTS:
- • Contractor shall provide Parenting Facilitator Training.
- • Contractor shall provide a registration code for ODMHSAS to register their attendees on the COSI web page or complete the registration process for each attendee and provide Zoom link if training is virtual.
- • Contractor shall provide the PD with progress, attendance, and updates on the participants that register for the training via the Department.
- • Contractor shall organize delivery of DVDs, facilitators’ manuals, parent handout templates, workshop handouts, certificates of completion and information for CEUs.
- • Contractor shall reimburse the Department for costs incurred. The items for reimbursement to the agency are; administrative costs, postage and associated operating expenses.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit an invoice to the Department, subject to approval by the Department.
- AFC-STARS – Training & Consultation - COMPASS (University of Washington)
INTRODUCTION:
- • Contractor shall provide Parent Child Assistance Program Training and Consultation for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the workforce that participate in the focus on supporting recovery and the needs of families with infants and young children.
WORK REQUIREMENTS:
- • Contractor shall provide the number of PCAP trainings as set by the Department.
- • Contractor shall provide the PD with progress, attendance, and updates on the participants that register for the training.
- • Contractor shall organize the delivery of PCAP program and evaluation forms and protocols, in addition to the PowerPoint training handout. Contractor will provide PCAP case managers and supervisors with a set of the Difference Game cards. Contractor shall provide Certificates of Completion upon request.
- • The Department shall provide CEUs for mental health professionals and verification of participation for all others.
- • Contractor shall provide technical assistance and consultation regarding the development of the PCAP model and fidelity of implementation to the Department at a frequency set by the Department.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Invoices shall be sent to:
- Contracts
- Oklahoma Dept. of Mental Health and Substance Abuse Services
- Contracts@odmhsas.org
- AFC-STARS – Women with Children Residential - SFP/CFP
- AFC-STARS – Women with Children Residential - SFP/CFP - Revised
- AFC-STARS - Women with Children Training (OUHSC – A Better Chance)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide consultation and training for staff who are working with women and/or caregiver and children at substance use treatment centers and other programs regarding the impact of substance use on children and families.
- • Contractor shall also provide training for university students working with the A Better Chance Clinic conducting developmental evaluations for children.
DEFINITIONS:
- • ABC – A Better Chance Clinic
- • Children – ages birth to 7 years
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Consultation to staff working with women and/or caregivers and children at substance use treatment centers.
- • Training for substance use treatment center staff on the impact of substance use on children and families.
- • Trainings and other professional presentations on topics related to the impact of substance use on children and families including trainings related to evidenced-based treatments.
- • Training in the ABC program to professionals of various disciplines (medicine, psychology, social work, occupational therapy, physical therapy, and speech pathology) on the impact of substance abuse on child development.
- • Comprehensive developmental evaluations by university students working with the ABC Clinic for children with prenatal substance exposure or children whose mothers are in substance abuse treatment.
- • Developmental screening services by university students working with the ABC Clinic for children accompanying their mothers into substance use treatment centers funded by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS’s Adult and Family Centered Substance Use Treatment and Recovery Services Division will monitor the performance of the Contractor.
- • Contractor shall provide a quarterly written report for the training and consultation activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
Child, Youth, Young Adults, & Families
- Definitions
ABC – Attachment and Biobehavioral Catch-up
ABCC – A Better Chance Clinic
A-CRA – Adolescent Community Reinforcement Approach
Active Participant – a participant active in Family Drug Court at any point during the month of interest and whose information has been updated in DC Webs in the past 60 days including participants who may have graduated or have been terminated from the court during the month of interest. This also includes any participant that is absent without leave for less than 30 days.
ASI - Addiction Severity Index
Behavioral Health Crisis - Refers to an immediate significant disturbance of emotional, behavioral, or psychiatric functioning that is best served by an immediate response with the child and their caregivers.
BHA - Behavioral Health Aide as defined in Administrative Rule 450:1-1-1.1.
BISSS – Behavioral Intervention Services in School Setting
CADC - Certified Alcohol and Drug Counselor
Call - Refers to land line or mobile telephone calls into the Call Center from any family, youth, school, police, or other source requesting CMRS-Children’s Mobile Response and Stabilization Services for one or more children under 25 experiencing a behavioral health crisis. Available 24 hours a day, 7 days a week, 365 days a year.
CARE Project – Comprehensive Approaches to Recovery Enhancement Grant
CC — Care Coordinator
CCFF – Center for Children and Family Futures
CF – Celebrating Families – evidence-based program that is an intergenerational, family skills building curriculum
designed to support and maintain recovery from substance use and addiction; improve the health and well-being of children and
family members; and increase family reunification. The program strengthens family life and is comprehensive, developmentally
appropriate, and relevant for diverse cultures and includes all family members.
Children - any individuals between 0 and 21 years of age
CLAS – Cultural and Linguistically Appropriate Standards; national guidelines for providing culturally
and linguistically appropriate services
Components for Enhancing Clinician Experience and Reducing Trauma (CE-CERT)
- is to address the impact of secondary exposure produced by professional helping role with person who have experienced trauma.
It combines theoretical basis with operational skills to assist clinicians and supervisors in addressing the issue in the day to
day working milieu.
COS - Circle of Security
CPP - Child Parent Psychotherapy
CPS - Certified Prevention Specialist
CRA - Community Reinforcement Approach
Deferred Call – A call in which the family requests that an MRT respond face to face to the emergency
at a later time.
Early Childhood Mental Health Consultation (ECMHC) – A capacity building and problem solving intervention implemented in early childhood settings. A professional consultant with infant/early childhood mental health (ECMH) expertise develops a collaborative and reflective relationship with a consultee(s) within a program in order to enhance the quality of young children’s social and emotional affective environments. Consultation aims to strengthen the capacity of staff, families, programs, and systems to promote positive social and emotional development as well as prevent, identify, and reduce the impact of mental health problems among young children and their families.
ECMHC Advisory Committee – Committee comprised of representatives from Oklahoma State Department of Health Child Guidance Service (Warmline), OKDHS Child Care Services, and the ODMHSAS, including the Early Childhood Mental Health Consultant/Mentor and the Infant and Early Childhood Services Manager. This committee leads the activities of the ECMHC Network including training, support, review of consultant applicants and evaluation. The committee is tasked with the strategic plan for ECMHC and is aligned within the Oklahoma Infant and Early Childhood Mental Health State Strategic Plan.
ECMHC Network – Network of consultants across participating agencies as well as private practitioners
who meet qualifications to provide ECMHC.
Early Childhood Mental Health Consultant/Trainer (ECMHC/T) - A licensed mental health provider with expertise
in infant and early childhood mental health and experience providing consultation and support to providers in group care.
The ECMHC/T co-facilitates the ECMHC orientation and provides training, technical assistance and mentoring to consultants
within the ECMHC network to assure fidelity toward a best practice ECMHC model.
Embedded Care Coordinator - provides service coordination to youth identified in the child welfare system.
The Care Coordinator is responsible for comprehensive and intense coordination of behavioral health services for children in
custody who have complex psychosocial needs. Responsible for serving 8 to 10 youth at any given time. Provides, facilitates,
coordinates and follows up on behavioral health care that is based on the strengths, needs and cultural of the youth and shall
include family involvement.
Family Treatment Court Treatment Provider – service provider contracted by ODMHSAS to perform assessment
and treatment services to Family Treatment Court participants.
FEP – When people are early in their experience with symptoms of psychosis as defined in the DSM V
(excluding psychotic symptoms related to substance use or medical conditions) and early in their experience with treatment
FSP — Family Support Provider as defined in Administrative Rule 450:1-1-1.1.
GAIN - Global Appraisal of Individual Needs
GAIN SS - Global Assessment of Individual Need Short Screener
GPRA – the Government Performance and Results Act
Hours of Mobility - Refers to the hours for which CMRS-Children’s Mobile Response and Stabilization
Services providers are expected to provide the capacity for a mobile response in the community when necessary:
24 hours a day, 7 days a week, 365 days a year.
Infant and Early Childhood Mental Health Co-leads (also referred to as IECMH Co-leads) - ODMHSAS and OSDH
personnel responsible for providing leadership to support infant and early childhood mental health efforts
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
LBHP — Licensed Behavioral Health Professional as defined in Administrative Rule 450:1-1-1.1.
LMHP — Licensed Mental Health Professional as defined in Title 43A 1-103(11)
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
Manager of Infant and Early Childhood Services — one of the two Infant and Early Childhood Mental Health
Co-leads who also serves as the Project Director for the SOC² Grant and will serve as the primary point of contact between
the Contractor and the ODMHSAS.
MAT - Medication Assisted Treatment
National Wraparound Initiative (NWI) - The National Collaborative tasked with the development of nationally
recognized and accepted wraparound tools, training materials and standards.
OKDHS - Oklahoma Department of Human Services
OKFDC – Oklahoma Family Drug Court
Oklahoma Child Care Warmline – Statewide program that provides telephone support and consultation to child
care providers. Serves as the access point to request consultation services and maintains all data and information regarding
referrals to the network. The Warmline Coordinator oversees assignment of referrals to consultants in the network and assures
that referrals meet contract eligibility criteria.
ONIT – Oklahoma Now is the Time Initiative
O-YAY - Oklahoma Young Adults and Youth Initiative
PCIT - Parent Child Interaction Therapy
PFS – Pay For Success
Project LAUNCH (Linking Action for Unmet Needs in Child Health) – A grant program of the federal Substance
Abuse and Mental Health Administration, seeks to promote the wellness of young children birth to age eight. Project LAUNCH focuses
on improving the systems that serve young children with the goal of helping all children reach physical, social, emotional,
behavior and cognitive milestones. This grant was awarded to the Oklahoma State Department of Health (OSDH) with ODMHSAS as the
Early Childhood State Wellness Partner.
PRSS — Peer Recovery Support Specialist as defined in Administrative Rule 450:53.
QIC-CCCT – Quality Improvement Center for Collaborative Community Court Teams.
RA1SE NAVIGATE Early Treatment Program – Promising practice, coordinated specialty care approach created
by Dr. John Kane funded by the National Institutes for Mental Health. Recommended by SAMHSA for implementation by states.
This program was designed to treat people who are experiencing psychosis related to mental illness, specifically schizophrenia
and schizoaffective disorder.
SED - Serious Emotional Disturbance
SF – Strengthening Families / Strengthening Families Birth to 3 (SFP/SFP B23) – evidence-based family
skills training program found to significantly reduce problem behaviors, delinquency, and alcohol and drug abuse in children,
and to improve social competencies and school performance. Child maltreatment also decreases as parents strengthen bonds with
their children and learn more effective parenting skills.
SMI and SED (State and Federal Block Grant Definition) - Children with SED refers to persons from birth to
age 18 and adults with SMI refers to persons age 18 and over; (1) who currently meets or at any time during the past year has
met criteria for a mental disorder – including within developmental and cultural contexts – as specified within a recognized
diagnostic classification system (e.g., most recent editions of DSM, ICD, etc.), and (2) who displays functional impairment,
as determined by a standardized measure, which impedes progress towards recovery and substantially interferes with or limits
the person’s role or functioning in family, school, employment, relationships, or community activities.
System of Care (SOC) Best Practice Model - (as established by SAMHSA through the National Technical Assistance
Center for Children’s Mental Health) is a comprehensive spectrum of mental health and other support services which are organized
into a coordinated network to meet the multiple and changing needs of children and adolescents with serious emotional disturbance
and their families. It is youth guided, family driven, community based, needs driven and culturally competent. A local community
team, with significant parent representation and involvement, serves as the primary coordinating body regarding the needs of
children and families to be served.
T-ASI - Teen Addiction Severity Index
TFCBT – Trauma Focused Cognitive Behavioral Therapy
The ASAM Criteria - American Society of Addiction Medicine Patient Placement Criteria
Transition to Independence Process (TIP) - A best practice process developed by the National Network on
Youth Transition for Behavioral Health. It is a practice model for youth and young adults with emotional/behavioral difficulties
to: a) engage them in the planning process of their own future; b) provide them with developmentally-appropriate, non-stigmatizing,
culturally-competent, and appealing services and supports; and c) involve them and their families and other informal key players
in a process that prepares and facilitates them in their movement toward greater self-sufficiency and successful achievement of
their goals related to the relevant transition domains of employment/career, educational opportunities, living situation,
personal effectiveness and wellbeing, and community-life functioning.
Trauma-Focused Cognitive Behavioral Therapy - An empirically supported treatment for traumatized children.
The goal of Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) is to help address the unique biopsychosocial needs of
children who have significant behavioral or emotional problems that are related to traumatic life events, and their parents
or primary caregivers. It combines trauma-sensitive interventions with cognitive behavioral therapy.
Triage of calls - Refers to the process of collecting information from callers to determine if
an emergency response is required and facilitating the proper response.
Warmline Transfer - Refers to the act of establishing a three-way conference call including the caller,
the crisis call specialist, and the CMRS-Children’s Mobile Response and Stabilization Services provider followed by the
crisis call specialist dropping out of the call after having made introductions and transferring relevant information to the
caller and the CMRS-Children’s Mobile Response and Stabilization Services provider.
Wraparound - The high fidelity Wraparound process is a way to help families with complex needs stay connected as a
family and to help the child stay in the community. It empowers the child and family to learn how to utilize natural and formal
supports successfully. The Wraparound process is driven by the family and their team of natural and formal supports.
YAT - Young Adults in Transition that are between the ages of 18-25
Young Adults - any individuals between the ages of 16-25.
Young Children – Children age 0-5 and/or their caregivers.
Youth - any individuals between the ages of 13-17
- Child, Youth, Young Adults & Families Fixed Rate Services
- Child, Youth, Young Adults & Families – Child Therapeutic Academic Services
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting this alternative school in providing therapeutic, accredited academic services. This program provides accredited academic services in a therapeutic environment Monday through Friday. Staff is trained on the impact of substance use on children and families. The overall goal of the program includes establishing therapeutic accredited academic services within the alternative education system to reduce academic drop-out rates related to substance use. The objectives include increased school attendance; increased graduation; and decreased suspension or expulsion from school.
WORK REQUIREMENTS:
- • Contractor shall provide therapeutic, accredited academic services daily, Monday through Friday, throughout the school calendar year.
- • Contractor shall provide and document community referral information for recommended services for children served by the program.
- • Contractor shall provide documentation that staff rendering services have received training annually within the calendar year specific to children as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Child growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments; and
- • The impact of substance use on children and families.
- • Contractor shall provide services that are culturally-responsive to the children’s needs and their family environments.
- • Access to services:
- • In determining a consumer’s initial and ongoing eligibility for any service, Contractor may not exclude an individual based on the following factors;
- • The consumer’s past or present mental health issues, including use of prescribed medications for such, substance use issues, or co-occurring disorder issues;
- • The presumption of the consumer’s inability to benefit from treatment;
- • The specific substance used by the consumer;
- • The consumer’s continued substance use; and
- • The consumer’s level of success in prior treatment episodes.
- • Integrated Services:
- • Contractor shall document the provision of formal integrated screening, assessment, and treatment for persons who have co-occurring mental health and substance use disorders according to ODMHSAS requirements;
- • Contractor shall document the ability to recognize and report the prevalence of co-occurring disorders by reporting as identified by ODMHSAS; and
- • Contractor shall document the means to refer or link individuals to appropriate services.
- • Persons served:
- • Services eligible for payment pursuant to this Statement of Work listed and defined in this document shall be delivered to persons presenting with substance use or co-occurring related problems, including family members and significant others of consumers, when appropriate, to support the primary consumer’s recovery;
- • Incarcerated persons (those in penal or correctional institutions) shall not be served, unless they are specifically identified in the Compensation Section of this Contract as a population to be served; and
- • Contractor shall give preference in admissions to the following target groups during the course of this Contract and in the following priority order:
- • Pregnant women that inject drugs;
- • Pregnant women with substance use issue;
- • Individuals that injecting drugs;
- • Women with dependent children; and
- • Persons with HIV/AIDS or Hepatitis C.
- • Tuberculosis services:
- • Contractor shall develop policies and procedures for the implementation of TB services and documentation of services or referrals for each consumer;
- • Contractor shall directly or through arrangements with other public or non-profit private entities routinely make available TB services to each individual receiving treatment for substance use. TB services means:
- • Counseling the individual with respect to TB;
- • Testing to determine whether an individual has contracted such disease;
- • Testing to determine the appropriate form of treatment for the infected individual; and
- • Referring or providing such treatment to the infected individual.
- • Contractor shall implement infection control procedures established by the Centers for Disease Control, which are designed to prevent the transmission of TB, including the following:
- • Screening of the consumers;
- • Identification of those individuals who are at high risk of becoming infected;
- • Meeting all state reporting requirements while adhering to federal and state confidentiality requirements; and
- • Providing case management services to ensure that individuals receive such TB services.
- • Treatment services:
- • Contractor shall ensure that all services are assessment driven and individualized to meet the needs of the person served;
- • Contractor shall use the current edition of the Addiction Severity Index (ASI), or a Teen Addiction Severity Index (TASI) and shall be administered at admission, six month review and at discharge (unless discharge occurs within 7 days of admission or is unplanned). All staff administering the ASI and the TASI must be a Licensed Behavioral Health Professional (LBHP) as defined in Oklahoma Administrative Code Title 450 Chapter 1. Starting July 1, 2014, all staff administering ASI must maintain documentation demonstrating successful completion of ASI training provided by an ODMHSAS-certified trainer no less than every five (5) years; and
- • Contractor shall use the current edition of the American Society of Addiction Medicine Patient Placement Criteria (ASAM PPC) to determine the level of care for consumers. These criteria shall be used upon admission, continued care, and discharge. All staff administering ASAM must be a Licensed Behavioral Health Professional (LBHP) as defined in Oklahoma Administrative Code Title 450 Chapter 1. Starting July 1, 2014, all staff involved in level of care determinations must maintain documentation demonstrating successful completion of ASAM training provided by an ODMHSAS-certified trainer no less than every five (5) years.
PERFORMANCE MONITORING:
- • Contractor shall report the aggregate outcomes for all students served annually to ODMHSAS’s designated Field Services Coordinator by June 25th for the preceding contract period.
- • The total number of students who were assessed for services;
- • The total number of students who received services under this Contract;
- • The number of these students returning to school or who graduated;
- • The number of these students who did not complete their current grade or graduation because they dropped out
- • The number of students referred to the school’s student assistance program for additional referrals.
- • The number of students who left school prematurely due to substance use-related issue and other causes; and
- • The age, race, gender, and grade level of each student served.
- • Contractor shall document compliance with all Contract requirements in a way that allows ODMHSAS to monitor such compliance. Contractor shall only destroy such documentation upon permission received from ODMHSAS.
- • Contractor shall maintain national accreditation throughout the term of this Statement of Work.
- • ODMHSAS will monitor service quality utilizing National Outcome Measures indicators and domain ratings from the ODMHSAS Customer Survey. Contractor shall be evaluated according to the Substance Abuse and Mental Health Services Administration’s (SAMHSA) National Outcome Measures, as follows:
- • Reduced morbidity (for substance use - abstinence from drug and alcohol use, including decreased use of substance of abuse, nonuser stability, increasing perceived risk, increasing disapproval, and increasing age of first use; and for co-occurring disorders - decreased mental illness symptomatology);;
- • Employment/education (getting and keeping a job; workplace drug and alcohol policy; reduction in alcohol, tobacco, and other drug suspensions and expulsions from school; or enrolling in, staying in school, or completion of education);
- • Crime and criminal justice (decreased criminality, incarcerations, and alcohol-related car crashes and injuries);
- • Stability in housing (increased stability in housing);
- • Social connectedness (family communication about drug use, increasing social supports and social connectedness);
- • Access and capacity (increased access to services and increased service capacity);
- • Retention (for substance use - increased retention in treatment, access to prevention messages, evidence-based programs and strategies; for co-occurring disorders - reduced utilization of psychiatric inpatient beds);
- • Perception of care (consumer satisfaction; stakeholder input);
- • Cost effectiveness; and Use of evidence-based practices; and
- • Use of evidence-based practices.
- • Contractor shall report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Services shall be billed in 6-hour increments only after the identified consumer has received 6 hours of therapeutic, accredited service.
- Child, Youth, Young Adults & Families – Child Trauma
Contractor shall furnish the necessary resources to provide trauma informed and trauma specific services to children who have experienced trauma.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide the following:
- • Services to promote the early identification of mental health and substance use needs and treatment for children (under the age of 18) who have experienced trauma. Criteria for services must include both the identification of the traumatic event and associated symptomology; or in cases of early intervention, the identification of the recent traumatic event and reason for services. Any therapies utilized must be research-based or promising practices. Specific interventions utilized shall be noted in the client’s clinical record. Trauma specific clinical services must be provided by a Licensed Mental Health Professional or Licensed-Eligible Mental Health Professional without prior approval by the Department. Additional support services to the child and family may be provided by any level of appropriate staff when applicable.
- • Children with a serious behavioral disturbance shall be referred to the local Systems of Care, if one exists.
- • If needed, referrals to other services in the community will be made throughout the process from intake to termination.
- • Groups may not be billed under Child Trauma, without prior approval by the Department.
- • Any clinical staff providing direct services, shall complete the online Trauma Focused – Cognitive Behavioral Therapy (TF-CBT) training within 90 days of hire or completion of their probation and a copy of the certificate of completion should be kept in the employees file. Then within a reasonable time core staff should attend the live Introduction to TF-CBT training provided by the Department through the University of Oklahoma Health Science Center.
- • After completion of the live TF-CBT training, clinical staff must participate in consultation calls a minimum of twice a month for 6 months. During this time they must staff a case through to completion, or continue the bimonthly calls until able to do so.
- • It is then expected that therapists utilizing the TF-CBT model shall continue developing their skills by attendance of TF-CBT webinars, trainings on assessment, advanced TF-CBT, and special topics in child trauma treatment that are also provided.
- • Clinicians who have completed the requirements are expected to apply for national certification.
- • Supervisors will be expected to participate in a semiannual supervisors call.
- • All staff, regardless of role, licensure, or certification participating in this program, shall complete trauma-informed training(s) as identified by the Department. This is to include at a minimum the free 3-hour e-learning “Trauma is Just the Beginning”.
- • The Contractor shall accept referrals from at least one other child-serving organization in the community. This shall include the local child advocacy center, family justice center or child abuse and neglect response team, if one exists.
- • The Contractor must secure affiliate agreements with appropriate community partners. Such agreements shall indicate a willingness by the community partners to complete any community satisfaction surveys conducted by the Contractor or the Department regarding the services to be provided.
- • The Contractor is encouraged, as resources allow, to screen adult family members of the children with mental health needs being served and refer them to local mental health or substance use services providers, as applicable.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department.
- • Client data and services reported to the Department shall include identifying information about the children and their parent(s) and information to link the child and parent.
- • Contractor shall be trained in and utilize the child trauma measures identified by the Department for screening and assessment, at a minimum at intake, treatment plan updates, and discharge.
- • Contractor shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure portion of the CATS.
- • The CATS is to only be administered by clinical level staff without prior approval by the Department. At minimum staff should complete the CATS administration eLearning, and attend the live Assessment and Support training as available
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child, youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment , then the child and family should be offered trauma-specific services.
- • The CATS should be administered at a minimum of each treatment plan update and at termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout the course of treatment.
- • Initial screen (positive or negative), including scoring for positive exposure screens, and additional screenings as indicated at treatment plan update and discharge, shall be reported on the CDC as per protocol.
- • The Contractor shall report to the Department specific data outcomes identified by the Department.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, and employee records showing appropriate training, credentials, and participation in consultation calls.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • The Department may conduct eligibility and service verification reviews on a random basis. Subsequent payments may be decreased according to the applicable Department rate schedule if ineligible individuals are reported and provided services based on ODMHSAS funding or if service delivery cannot be verified in the client’s clinical record. A verification rate of less than eighty-five percent (85%) is ground for contract termination.
- Child, Youth, Young Adults & Families – Children's Regional Crisis
- Child, Youth, Young Adults & Families – Family Self-Sufficiency Program
This Contract is to assist families with creating a stable home environment in an effort to reduce out-of-home placement, increase school attendance, and reduce or mitigate contacts with law enforcement for the SED child(ren) within the family.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to administer the Family Self Sufficiency Program.
- • The program is a time limited (12 months or less) housing program for families of children with SED. The program is for:
- • Homeless families;
- • Families at risk of losing housing; or
- • Families in crisis.
- • The program shall assist families to create a stable home environment, and with establishing residential stability and increased economic self- sufficiency.
- • The program shall incorporate elements of a system of care for SED families including:
- • Blended funding;
- • Wraparound services;
- • Collaboration with other service providers; and
- • Strengths-based, family-directed plans and services.
- • The service must be reported for the child with SED.
- Child, Youth, Young Adults & Families Government/Professional/Sole Source Services
- Child, Youth, Young Adults & Families – Equine Assisted Therapy
Contractor shall furnish the necessary resources to provide appropriate Equine-Assisted Psychotherapy to children in the State of Oklahoma. Equine-Assisted Psychotherapy shall be implemented according to standards set forth by a national certifying body to meet the needs that will effect fundamental personal change in the children.
WORK REQUIREMENTS:
- • Contractor shall provide services designed by a national certifying body for Equine-Assisted Psychotherapy for children, recognizing the unique opportunity to modify risk factors that are still active and not yet complete in their influence on development. These services shall be documented in Contractor’s policy and procedures.
- • Contractor shall ensure Equine-Assisted Psychotherapy is identified on the schedule and documented in progress notes.
- • Contractor shall provide Equine-Assisted Psychotherapy for children who will benefit from this therapeutic approach as evidenced by curriculum.
- • Contractor shall provide documentation on the appropriateness of this treatment for the individual child and family members, as evidenced by progress notes, service plan, or assessment.
- • Contractor shall create and make available a satisfaction survey for Equine-Assisted Psychotherapy services to all individuals benefitting from this service including, but not limited to, parents, siblings, and other individuals involved in treatment and include results in quarterly report.
- • Contractor shall create a quarterly report on all expenditures and activities, and how many individuals benefited from this contracted service.
- • Contractor shall provide services that are culturally-responsive to the children’s needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall ensure Equine-Assisted Psychotherapy is identified on the schedule and documented in progress notes.
- • Contractor shall document training provided for all levels of staff working with the Equine-Assisted Psychotherapy program related to, but not limited to, safety protocol and procedures, therapeutic relationships, and any other areas required by a national certifying body.
- • Contractor shall submit a quarterly report including expenditures, activities, and survey results to the designated ODMHSAS’s Field Services Coordinator for Tulsa Boy’s Home.
- Child, Youth, Young Adults & Families – Infant & Early Childhood MH Leadership
This contract is to support the development of an infrastructure to support infant and early childhood behavioral health services within Oklahoma. The Oklahoma State Department of Health (OSDH) will work collaboratively with the Department of Mental Health and Substance Abuse Services to provide co-leadership to accomplish this goal by maintaining an FTE to develop the Infant and Early Childhood service system.
The service system development will follow the guidelines as set forth by the National Standards for Culturally and Linguistically Appropriate Services in Health Care (CLAS), issued by the U.S. Department of Health and Human Services, Office of Minority Health to ensure all people entering the health care system receive equitable and effective treatment in a culturally and linguistically appropriate manner.
WORK REQUIREMENTS:
- • This contract is to provide partial funding (15% of salary and fringe benefits) for the continuation of an FTE located at the State Department of Health Child Guidance Service department to provide early childhood mental health co-leadership. This FTE will support and promote the development of a comprehensive and integrated service delivery system for young children’s mental health needs.
- • Contractor shall collaborate with the Oklahoma Department of Mental Health and Substance Abuse Services to effectively develop a system for young children and their families to receive evidence based/evidence informed services and supports.
- • Furnish the necessary resources to provide training and co-facilitation of meetings and training to support infant and early childhood mental health.
- • Work in coordination with stakeholders to implement the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
- • Provide and advocate for individualized therapeutic services, supports and outcomes for families with and caregivers of infants and young children.
- • Provide support to OSDH Child Guidance staff related to initiatives, including, but not limited to best practices, early intervention, prevention strategies and other evolving practices related to the needs of young children and their families.
- • Develop a mutually agreed upon schedule and method for collaboration between the ODMHSAS Infant and Early Childhood Senior Manager, Children’s program staff and the Child Guidance Services staff.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. Reports shall be requested as needed and submitted to the ODMHSAS Senior Manager for Infant & Early Childhood Mental Health.
- Child, Youth, Young Adults & Families – Infant Mental Health Endorsement Program (Workforce Development)
Contractor shall furnish the necessary resources to maintain and act on the strategic plan and develop the infrastructure for implementing Oklahoma's Infant Mental Health Endorsement Program.
Contractor will support the workforce development goal of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the Oklahoma Infant and Early Childhood Mental Health Strategic Plan through identification and dissemination of best practice competencies at multiple levels and across multiple disciplines, coordination of the IECMH Endorsement Program, provision of the reflective consultation and coordination of IECMH training as determined with the IECMH Senior Manager.
WORK REQUIREMENTS:
- • Contractor agrees to oversee and ensure the following actions:
- • Coordination of an oversight workgroup composed of stakeholders with whom to coordinate the development of the plan and the infrastructure to support IECMH endorsement.
- • Coordination and collaboration with Oklahoma state and other agencies and organizations to include infant mental health competencies in their professional development programs and professional performance standards.
- • Consultation and collaboration with the Alliance for the Advancement of Infant Mental Health which holds licensing for the infant & Early Childhood Mental Health Endorsement processes.
- • Coordinate & organize a Reflective Supervision/Consultation Project – funding for up to 15 individuals identified in partnership with Senior Manager for Infant & Early Childhood Mental Health, project participants will be matched with an approved RS/C provider to receiving up to 50 hours of RS/C in support of IMH Endorsement over the course of two years, a request to extend participation beyond 50 hours of consultation should be submitted in writing by the consultee to be considered by the Senior Manager for Infant & Early Childhood Mental Health. This project also supports the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
- • Child Parent Psychotherapy - Contractor shall provide Child Parent Psychotherapy Training to licensed clinicians and supervisors from around the state.
- • Contractor shall provide ongoing consultation calls to training attendees
- • Contractor shall provide suggestions regarding sequencing of the training with consideration of the training goals
- • Contractor shall provide appropriate materials relevant to the training
- • Contractor shall provide evaluation of the trainings
- • Contractor shall provide follow-up to the Department to provide feedback and improvement of the services provided
- • Contractor and the Department shall advertise and recruit participants who are qualified to attend all of the trainings
- • Contractor and the Department shall collaborate to provide space, AV equipment and copies of materials to support training
- • Contractor shall provide CEUs for licensed mental health professionals and verification of participation for all others
- • DC:0-5 Training & Consultation: Contractor shall provide trainings and consultation to support professional development throughout the state to focus on supporting the relationship needs of families with infants and young children. This training will also support the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan. Contractor shall:
- • Provide at least two (2) separate offerings of the approved Zero to Three DC: 0-5 trainings for mental health professionals working with and on behalf of families with infants and young children
- • Provide qualified trainer to carry out the trainings
- • Provide suggestions regarding sequencing of the trainings with consideration of the training goals
- • Provide appropriate materials relevant to the trainings
- • Provide evaluation of the trainings
- • Provide follow-up to the Department to provide feedback and improvement of the services provided
- • Contractor shall provide CEUs for licensed mental health professionals and verification of participation for all others
- Child, Youth, Young Adults & Families – Infant Toddler Court – Court Administration
The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) has received federal grant funding for the purpose of assisting local jurisdictions in establishing and enhancing Infant Toddler Court (ITC), also known as Safe Babies Court Team (SBCT), programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a well-coordinated systems approach to supporting families of infants and toddlers (prenatal – 36 months) who are at risk of or are involved with the child welfare system. This approach emphasizes the unique developmental needs of young children and works to expedite permanency and support repair of the parent-child relationship utilizing specialized infant mental health treatment services. Specific goals include reducing time to permanency for children thirty-six months or younger by surrounding at-risk families with support services, reducing incidences of repeat maltreatment among children thirty-six months of age or younger, and promoting effective interaction and the use of resources among both public and private, state and local, child and family services agencies; state and local mental health agencies; and other community agencies as described in the most recent version of Title 10A O.S. § 1-9-124.
The Infant Toddler Court (ITC) also known as Safe Babies Court Team (SBCT) has agreed-upon structural and organizational principles that are supported by research and based on evidence-informed policies, programs, and practices. The ITC/SBCT will develop capacity to implement an approach that addresses five strategic areas as described by Zero to Three:
- Area 1: Interdisciplinary, Collaborative, and Proactive Teamwork
- Area 2: Enhanced Oversight and Collaborative Problem-Solving
- Area 3: Expedited, Appropriate, and Effective Services
- Area 4: Trauma-Responsive Support
- Area 5: Continuous Quality Improvement
WORK REQUIREMENTS:
- • Contractor shall implement and operate an ITC/SBCT (referred to in Oklahoma statute as Zero to Three Court Program) that maintains compliance with the most recent version of Title 10A O.S. § 1-9-124 and that is aligned with the most recent description of the Core components and Key activities as described by Zero to Three. Current Core Components of the Infant Toddler Court include:
- • Judicial & Child Welfare Leadership
- • Local Community Coordinator
- • Active Community Team
- • Pre-removal & post-removal conferences and Family Team Meetings
- • Continuum of services for children & families
- • Meeting parents where they are
- • Nurturing parents’ relationships and building social supports in the community
- • Frequent, Quality Family Time (visitation)
- • Concurrent planning
- • System commitment to continuous learning and improvement
- • Contractor shall notify ODMHSAS of all current ITC/SBC Team members and keep the agency informed of any changes in personnel by providing a list with name, title, business address, business telephone number, and e-mail address.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the Senior Project Manager or designee no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to ODMHSAS within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Core Components & Key Activities for Safe Babies Court Teams as published by Zero to Three.
- • Contractor shall work to ensure a continuum of services be available for children and families participating in the ITC/SBCT including:
- • support to meet families’ concrete needs
- • timely screenings and assessments by appropriate service providers to identify needs accurately and fully
- • linkages to pediatric preventive health care and developmental supports
- • priority referrals to evidence-based services including parenting interventions that build the parent’s capacity for protective, nurturing care
- • Medication-assisted treatment for substance use disorders (SUD’s).
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the ITC/SBCT. The participant handbook shall:
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the core competencies outlined in the Core Competencies & Key Activities document.
- • Be received by each ITC/SBCT participant upon entry, with signed acknowledgment of receipt available in ITC/SBCT records.
- • Contractor shall collaborate with the ITC/SBCT treatment providers to ensure trauma-responsive support to ITC/SBCT participants by utilizing the following core components:
- • Meeting parents where they are – let parents know they are valued and making sure parents are heard and respected.
- • Nurturing parents’ relationships and building social supports in the community – creating formal and informal opportunities for building mentoring relationships and social supports for parents through utilization of peer networks and peer navigators.
- • Frequent, quality family time (visitation) – “family time” which supports the child’s attachment needs is put in place as quickly as possible, family time is not “earned”, but recognized as essential for maintaining a secure attachment between parent and child.
- • Concurrent planning – this is a highly individualized plan emphasizing relationship support for young children through every stage of planning for permanency.
- • Contractor shall uphold legal and ethical standards among the members of the ITC/SBC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments and adhere to the standards and provisions as described in the Core Competencies & Key Activities from Zero to Three.
- • Contractor shall ensure fidelity to the ITC/SBCT approach by adhering to the prescribed policies, procedures, practices, and methods outlined in the Core Competencies and Key Activities document from Zero to Three.
- • Contractor shall support system efforts to improve services and supports available for young children (prenatal –36 months) and their families by engaging with the state Infant Toddler Court team through:
- • Attending mandatory training and meetings provided by or required by ODMHSAS.
- • Attending local Site Coordinator technical assistance calls provided through Zero to Three.
- • Contractor shall participate in ODMHSAS ITC/SBCT Evaluations. Completing any evaluation forms required by ODMHSAS shall:
- • Be the ultimate responsibility of the local ITC/SBCT Coordinator.
- • Include gathering any necessary information needed to complete any evaluation forms, to include those required by a grant, from each ITC/SBC team member.
- • Contractor shall hire and maintain a full-time ITC/SBCT Coordinator.
- • ITC/SBCT Coordinator shall:
- • Participate as an ITC/SBC team member, working as a full partner, committing him/herself to the mission and goals and conducting his/her duties in a manner that ensures fidelity to the SBCT approach by adhering to the prescribed policies, procedures, practices, and methods outlined in the Core Competencies & Key Activities.
- • Support the development of policies and procedures to implement the local Infant Toddler Court/Safe Baby Court Team (ITC/SBCT).
- • Create connections with community partners to recruit for and develop an Active Community Team (ACT).
- • Support Judicial Leadership in the convening and facilitation of the monthly ACT meetings to promote collective impact for systems change.
- • Engage families early in the SBCT process and ensures that their input is valued throughout their child welfare/court journey.
- • Develop, compile, create, and distributes ITC/SBCT communications and promotional literature in collaboration with ITC/SBCT partners.
- • Support and participate in regular Family Team Meetings designed to bring together a multi-disciplinary team with the family to ensure family has access to appropriate services and supports.
- • Act as a liaison for identifying community-based resources and supports and disseminate the information to other agencies and families.
- • Seek creative solutions that address barriers families face in accessing formal and informal supports to complement case management services.
- • Develop relationships with community providers to explore referral processes and problem solve methods to expedite access including the development of Memoranda of Understanding when appropriate.
- • Model practice that enhances a highlighted focus on the unique developmental needs of infants and toddlers.
- • Actively participate in community-based initiatives that correlate with the ITC/SBCT mission and promote the wellbeing of young children and their families.
- • Assess the community’s training and technical assistance needs and serve as a liaison with the ODMHSAS and local content matter experts for the provision of educational opportunities to meet those needs.
- • Work with the local judiciary, Child Welfare staff and leadership, mental health and substance use treatment providers, and ITC/SBCT to implement the SBCT Core Components and adhere to best practice policies.
- • Remain current on latest research/best practice recommendations/policies and distribute or disseminate information to the ITC/SBCT and community.
- • Support the ACT to engage in continuous quality improvement to evaluate the ITC/SBCTs effectiveness by collecting and interpreting data and on-going reflection of practice through data exploration and strategic planning.
- • Network and communicate with Community Coordinators in other ITC/SBCT communities across the state.
- • If applicable, coordinate with your county’s Family Treatment Court (FTC) and/or FTC Coordinator to ensure that individuals, who are involved in the child welfare system and have alcohol or substance use allegations with a child under 36 months, have the opportunity to engage in the specialty court and other services that best fit the needs of the family.
- • Complete an annual report to submit to the ODMHSAS as necessary to meet federal grant requirements. This report shall include, but is not limited to, information related to staff, activities, performance, outcomes, and other information as requested by the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • Reviewing any and all required ITC/SBCT Evaltion, forms, and data collection.
- • Contractor shall submit a monthly invoice for services rendered in support of ITC/SBCT court administration duties in compliance with budget as approved by ODMHSAS by the 15th day of each month.
- • Invoicing should include detailed documentation of Community Coordinator activities.
- Child, Youth, Young Adults & Families – Psychological Services for Trauma – Exposed Children
The Contractor shall furnish the necessary resources to provide both training and consultation in Trauma Focused Cognitive Behavioral Therapy to staff specified by the ODMHSAS in the treatment of trauma-exposed children.
WORK REQUIREMENTS:
- • Provide training, including all necessary and supporting resources, to therapists in the treatment of trauma-exposed children and their families. Training participants to be selected from sites specified by the ODMHSAS. Training topics to include:
- • Screening, assessment and treatment planning;
- • CE-CERT model for addressing secondary traumatic stress for clinicians and/or supervisors; and
- • Trauma-Focused Cognitive Behavioral Therapy (introductory, advanced, tune-ups, webinars, expanded/special topics);
- • TF-CBT Supervisory Track.
- • Provide consultation, including all necessary and supporting resources, to therapists and their supervisors in the treatment of trauma exposed children and their families, who are utilizing the TF-CBT model, and have been selected by sites specified by the ODMHSAS. Providing an adequate number of consultation opportunities per month to meet the purpose of both certification and ongoing clinical support.
- • Provide quarterly calls to clinical directors/program managers of the sites specified by the ODMHSAS to support the ongoing progress and fidelity of the program.
- • Maintain the TF-CBT website and necessary data bases in support of the program.
PERFORMANCE MONITORING:
- • Monthly invoices shall include:
- • Trainings conducted;
- • Number of participants trained;
- • Number of consult calls and participants; and
- • Any program updates or changes, including staff changes.
- • Additional reports for program or funding requirements may be requested by the Department, and should be submitted to the Department’s Manager of Hope and Resilience.
- Child, Youth, Young Adults & Families – RA1SE NAVIGATE
The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Substance Abuse and Mental Health Services Administration (SAMHSA) to implement the RA1SE NAVIGATE Early Treatment Program. The ODMHSAS will support Contractor in developing and implementing an integrated array of services and supports for persons ages 16-30, who have experienced their first episode of psychosis within the last two years and meet the Federal Block Grant definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED), as they transition to adulthood.
Persons served through the RA1SE NAVIGATE ETP will experience an increase in: (1) stable housing; (2) a job with a living wage; (3) continued education and meeting educational goals; (4) dependable transportation; (5) linkages to community resources; (6) number of days sober and drug free; (7) improved relationships with family and others; and (8) wellness and recovery as measured by decreases in symptoms and increases in activities that support mental and physical well-being. Those with a history of engagement with law enforcement will experience a decrease in number of arrests.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and implement the RA1SE NAVIGATE Early Treatment Program, to include the following:
- • Provide a Team Leader devoted at a minimum of .5 FTE who will also serve as the Family Therapist devoted at a minimum of .5 FTE.
- • Maintain a minimum of 1 FTE Individual Placement and Support (IPS) Supported Employment and/or Education Specialist with average caseload of 20-25.
- • Employment Support Services shall include, but not be limited to: prevocational training, job development, job placement, on-the-job training and support. The services provided will be based on individual consumer need and choice. Staff can receive IPS training through ODMHSAS.
- • Maintain a minimum of .5 FTE Case Manager with an average caseload of 20-25.
- • Provide Individual Resiliency Treatment (IRT) services utilizing evidence-based and promising psychological interventions, with a minimum of 1 FTE.
- • Provide recovery support specialist services, with a minimum of .5 FTE.
- • Provide psychiatric services with a minimum of .03 FTE.
- • Provide I-Pads to program participants to increase service access through tele-health.
- • Provide transportation assistance for participants with the purchase of 30-day bus passes and/or $10.00 gas cards. No more than $1,500.00 shall be expended for these purposes.
- • Participate in Department data collecting and reporting for performance assessment.
- • Maintain linkage with ONIT staff and advisory team, and linkage with the outreach and engagement team for Navigate.
- • Utilize outcomes reports generated by the ODMHSAS for continuous quality improvement.
- • Maintain a budget for the RA1SE NAVIGATE ETP and submit any changes beyond 10% for any line item for approval by ODMHSAS staff.
- Child, Youth, Young Adults & Families – RA1SE NAVIGATE – Evaluation
Under the direction of the Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the RA1SE NAVIGATE evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OKSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
WORK REQUIREMENTS:
- • Evaluator shall:
- • Ensure the NAVIGATE evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for NAVIGATE staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at each of the OKSOC sites that provide NAVIGATE services to coordinate and provide training for site on NAVIGATE evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement NAVIGATE evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the NAVIGATE sites to monitor service provision.
- • Perform analyses of the NAVIGATE evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the NAVIGATE project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
PERFORMANCE MONITORING:
- • Evaluator shall provide an annual report of activities carried out pursuant to the Statement of Work.
- Child, Youth, Young Adults & Families – SQE - MH Adult and Child (Youth Group)
This contract is to provide funding for the facilitation of a support group for youth and young adults.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and facilitate a Youth/Young Adult Support Group that will meet at least once/week to include the following:
- • Staff available to do community outreach to identify youth/young adults who would be interested (and appropriate) to attend the group.
- • Staff available to facilitate the group at least once/week.
- • Staff willing and able to link any youth/young adults in the group to services and supports identified to help address needs related to achieving their behavioral health goals.
- • Provide follow-up on linkages to ensure that a successful connection has been made.
- • Attend related training and/or meetings as determined by ODMHSAS.
PERFORMANCE MONITORING:
- • The Contractor will provide monthly reports that will include:
- • The number of youth/young adults contacted through community outreach during the month;
- • The number of youth/young adults contacted who were linked to the Youth/Young Adult Support Group;
- • The number of youth/young adults who attended the Youth/Young Adult Support Group each month; and
- • The number of youth/young adults (who attended the Youth/Youth Adult Support Group each month) who were connected to services and the types of programs/services that they were connected to.
- Child, Youth, Young Adults & Families – SQE – MH Children (Trauma)
This contract is to provide funding for necessary ancillary services in support of implementing and providing direct trauma informed and trauma specific services for children exposed to trauma.
WORK REQUIREMENTS:
- • The Contractor agrees to perform other necessary services and activities as outlined below. Such performances shall be reimbursed on a “per month” basis, unless otherwise noted in an attachment to this addendum.
- • Service quality enhancement (SQE) and community response, including:
- • Purchasing the appropriate kits, instruments, measures, and materials necessary to support the trauma informed and specific therapy models identified by the ODMHSAS. These purchases should be itemized and submitted with the monthly invoice.
- • Facilitating staff attendance at training(s) or other professional development opportunities (including travel time) in the trauma informed and trauma specific models identified by the ODMHSAS. The Contractor shall keep a record of each staff’s attendance and completion of training(s). This includes the mandatory completion of the on-line TF-CBT training.
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of trauma services provided. Consultation will be conducted at the frequency identified by the ODMHSAS, and each staff member should keep a record of their individual participation.
- • Facilitating National TF-CBT certification for staff who have completed training, consultation, and service requirements. The Contractor shall notify the Department when a staff passes and receives national certification.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery to provide trauma informed and trauma specific services to children and families.
- • Services provided pursuant to Department funding shall be reported through the Department’s approved data collection system.
- Child, Youth, Young Adults & Families – State Youth Community Programs (Alliance for Boys & Girls Club of Oklahoma)
Contractor shall furnish the necessary resources to provide a program to improve the overall health and well-being of youth. The Health and Fitness program has primary components to help ensure young people improve their overall fitness levels and begin to adopt a healthy lifestyle.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide a Health and Fitness program to at least 4,000 young people at 82 Club locations for one year.
- • Focus services on children with potential health-related issues;
- • Focus services on low income and minority populations that are at higher risk;
- • Encourage young people to engage in health and fitness activities at least 3-4 times per week;
- • Enable young people to build self-esteem and confidence in making healthy choices which in turn enhance overall well-being; and
- • Refer youth with behavioral health needs and their families to appropriate service providers, including the local Systems of Care, as available.
- • Contractor shall furnish the necessary resources to provide Passport to Manhood curriculum program to boys ages 8-17 and Smart Girls curriculum program to girls ages 8-17. Contractor shall:
- • Provide Passport for Manhood curriculum program at a minimum of six (6) Boys and Girls Club locations. Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Provide Smart Girls curriculum program at a minimum of six (6) Boys and Girls Club locations. Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Ensure that the target population served in the programs is youth who meet low income criteria, include minority populations and who are at risk for mental health and substance use disorders
- • Provide an annual Club orientation and walk through for youth and their families. This orientation shall be scheduled in coordination with the local Systems of Care provider.
- • Contractor shall communicate with local Systems of Care (SOC) provider regarding Program participants who are also receiving SOC services, to ensure collaborative care and optimal client success. Ensure that a release of information is signed and in place to allow for this communication.
- • Contractor shall participate in Systems of Care State Advisory Team meetings to advocate for youth/families they serve.
- • Contractor shall refer youth with behavioral health needs, and their families, to the local Systems of Care if not already connected
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
- • Contractor shall provide such detail as the Department may require.
- • Such report shall be submitted to the Department’s Mental Health Recovery Division (attention Administrative Programs Officer) and the Systems of Care Program Manager for Youth & Family Services, no later than the 10th day of the month following the end of each applicable quarter (i.e., the 10th of April, and July).
COMPENSATION:
- • The funds will be distributed by Contractor equally among all five (5) Boys & Girls Clubs organizations and distributed to their partner facilities.
- • The funds will be distributed by Contractor equally among all 82 partner facilities, with each facility required to serve the minimum number of children established.
- Child, Youth, Young Adults & Families – Substance Abuse Wraparound
Contractor shall provide wraparound and trauma-informed therapeutic services to assist children, youth, and young adults (0-25) in developing skills to cope with substance use/dependency and co-occurring issues. These services will assist in increasing the global assessment of functioning score; improving the educational skill level; improving family relationships; and improving the cooperation among peers/ adults, and life/social skills.
Contractor will participate and collaborate with the local Systems of Care Best Practice Model (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health), as defined below.
WORK REQUIREMENTS:
- • Conduct Teen Addiction Severity Index assessments and the Adolescent American Society of Addiction Medicine Patient Placement Criteria 2R.
- • Provide documentation that staff rendering services have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Children’s growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries; and
- • Self-care.
- • Direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services. The Contractor’s contract dollar amount could be affected if the average caseload falls below 75% capacity for longer than three consecutive months.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Contractor will ensure that families receive: 1) easy access to substance use or co-occurring services and supports; 2) evaluation, assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training.
- • This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Individuals fulfilling the terms of this contract shall attend Wrap101 training and follow ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Contractor will follow the Oklahoma Systems of Care guidelines, policies, procedures and practices provided in the Oklahoma Systems of Care Toolkit.
- • Contractor shall employ a part time (20 hrs/50%), or full time (40 hrs/100%) local Project Director, who will be responsible for, and have the authority to carry out the supervision of persons providing services for the project and the day to day operations of the project.
- • Contractor, through the local Project Director and community team will develop and implement a plan for significant family involvement on all levels of the project.
- • Contractor will ensure that the local Project Director shall initiate and ensure the development of a Community Based SOC Team. This community team shall be comprised of parents of children with substance use or co-occurring disorders, community service providers as outlined in the core standards, and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • Contractor will support families of children and youth with substance use or co-occurring disorders to establish and support local family and youth group.
- • The local Project Director, in collaboration with the community team, shall develop a strategic plan for the implementation of the project utilizing the best practice model. The plan shall include an organizational structure, identify the steps necessary to implement the substance use/wraparound project, and include strategies for ongoing community development, youth guided family driven, cultural and linguistic competence, project sustainability, and the continuous evaluation of youth, family and community needs that will address disparities and access to services.
- • The local Project Director, in collaboration with the community team, will follow the established program eligibility guidelines. These include children and youth ages 0-21 with substance use or co-occurring issues who are at risk of out of home placement, who are having difficulties in two or more life domains, and who are receiving services from multiple social service providers.
- • Direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average of 15 children for each Care Coordinator will be enrolled and receiving services.
- • Individual services shall be provided under the direction of a child and family team, and made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, respite care, use of flexible funds, and the development of a family driven interagency treatment plan.
- • Recommendations for the utilization of flexible funds shall be determined by the child and family team for each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund expenditures of $500.00 or more must receive the prior approval one of the State SOC Project Directors or the Director of Children, Youth and Family Services.
- • Contractor shall ensure that required data is collected as required by ODMHSAS.
- • Contractor’s records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Contractor shall provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th. This proposal and any subsequent revisions shall be developed through consensus of the community team and contractor.
- • Contractor shall submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts. Contractor will also follow SOC invoicing instructions.
- • Contractor will ensure that the local Project Director or designee will submit monthly written reports to the State Project Directors or their designee to ensure coordination and communication.
- • Contractor will ensure that Project personnel will attend and participate in meetings and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state wide initiative.
- • Contractor will take all steps necessary to maximize 3rd party reimbursement including utilizing ODMHSAS fee for service dollars, Medicaid and 3rd party insurance.
- • Contractor will report all Revenue on their monthly financial statement.
- • Contractor shall utilize the wraparound event form for all wraparound events that take place with each family receiving service.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • An annual formal site review and report conducted by the ODMHSAS staff;
- • Review of monthly data by the ODMHSAS staff;
- • Monthly review and approval of invoices; and
- • Review of monthly Project Director’s Report.
- Child, Youth, Young Adults & Families – Together with Communities
Contractor shall furnish the necessary resources to develop a community-school partnership designed to intervene at the earliest possible point to bring recovery from substance use to students and family members.
WORK REQUIREMENTS:
- • Contractor shall maintain a full-time community-school coordinator. The coordinator is not to have any substitute teaching or school counseling duties;
- • Provide an office space for the full-time community coordinator;
- • Submit an itemized budget to the assigned ODMHSAS Field Services Coordinator at the beginning of the contract year for approval;
- • Utilize flexible funding to host community events to engage families and other community members in the community-school partnership, child care, transportation, psychological education, activities regarding recovery and healthy living, and incentives to family members and students for participation in project planning and advisory activities;
- • Utilize Completed Needs Assessment based on the 4th quarter results of previous contract year of community-school activities and focus groups to develop and implement a plan of action to address the identified needs;
- • Contract with ODMHSAS-identified providers of children substance use services to provide in-school and home-based services including implementation of early intervention programs such as CF and/or SF on a weekly basis;
- • Maintain and submit a roster of the project team that will oversee the development of the project coordinated by the community-school coordinator. Project team may include key school personnel, family members, community partners, providers, and students. The project team shall meet monthly at a minimum; and
- • Provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Community-School Coordinator shall:
- • Coordinate the utilization and implementation of evidence-based early intervention curriculum (CF and/or SF) with identified families as written;
- • Participate in the implementation of CF and/or SF programs;
- • Ensure screens, support, and referrals for appointment are made within 24 hours for students and families who request help with substance use and co-occurring problems. Referral will be to in-school counseling unless a higher level of care is necessary as evidenced by documentation; and
- • Monitor and document that services were accessed within 5 school days from referral as evidenced by documentation.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as number of community members engaged monthly, number of students and family members receiving substance use services at school or at home (and for those served, indicators of improvement and movement toward recovery), and completion of a needs assessment based on community feedback.
- • Contractor shall complete a report the first, second, and third quarters to be submitted to the ODMHSAS-designated Field Services Coordinator by the 10th of the month for the previous quarter and a Year End Report the 4th quarter due by the 25th of the last of month of the fiscal year of which shall include, but not be limited to, the following:
- • The activities and number of attendees per activity;
- • The total number of individuals who received services under this Contract;
- • The number, age, race, and gender of the individuals enrolled and participated in the CF or SF programs;
- • The number, age, race, and gender of the individuals referred to the school or outside services;
- • The number of students who left school prematurely due to other causes; and
- • The number, age, race, and gender of the individuals who completed the program.
- • Contractor shall complete a contact form for all contacts for any student or family requesting any information or services.
- • Contractor will complete the pre- and post-test for the CF or SF program participants and document results in Year End Report.
- • Contractor shall complete a needs assessment in the 4th quarter of the fiscal year and include in the Year End Report.
- • Contract shall develop and make available a satisfaction survey to all individuals served by this Contract and record results in the Year End Report.
COMPENSATION:
- • Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS. Indirect costs will be allowed up to 12%.
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for such services being deducted from program expenditures, prior to determining the amount due from ODMHSAS.
- Child, Youth, Young Adults & Families – Training and Consultation - Navigate (Dr. Piper Meyer-Kalos)
INTRODUCTION:
- • Contractor will provide NAVIGATE training and consultation. This is to prepare for the provision of the Recovery After an Initial Schizophrenia Episode (RA1SE) NAVIGATE Early Treatment Program and serve individuals experiencing First Episode Psychosis (FEP).
WORK REQUIREMENTS:
- • Contractor shall furnish consultation and training to assist with development and implementation of the RA1SE NAVIGATE Early Treatment Program, to include the following.
- • Consultation provided on a monthly basis to the RA1SE NAVIGATE team members, if needed.
- • Two (2) 1-day Understanding Psychosis and Its Treatment trainings, to be conducted virtually.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Consultation calls, at the rate of $250.00, per call.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,000.00 per day. This training will be delivered with an additional trainer, Susan Gingerich, who will be paid separately, according to her separate SOW.
- Child, Youth, Young Adults & Families – Training and Consultation - Navigate (Dr. Piper Meyer-Kalos) - Revised
INTRODUCTION:
- • Contractor will provide NAVIGATE training and consultation. This is to prepare for the provision of the Recovery After an Initial Schizophrenia Episode (RA1SE) NAVIGATE Early Treatment Program and serve individuals experiencing First Episode Psychosis (FEP).
WORK REQUIREMENTS:
- • Contractor shall furnish consultation and training to assist with development and implementation of the RA1SE NAVIGATE Early Treatment Program, to include the following.
- • Consultation provided, for the RA1SE NAVIGATE team or individual team members, as needed.
- • Two (2) 1-day Understanding Psychosis and Its Treatment trainings, to be conducted virtually.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Consultation calls, at the rate of $250.00, per call.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,000.00 per day. This training will be delivered with an additional trainer, Susan Gingerich, who will be paid separately, according to her separate SOW.
- Child, Youth, Young Adults & Families – Training and Consultation - Navigate (Dr. Susan Gingerich)
INTRODUCTION:
- • Contractor will provide NAVIGATE training and consultation. This is to prepare for the provision of the Recovery After an Initial Schizophrenia Episode (RA1SE) NAVIGATE Early Treatment Program and serve individuals experiencing First Episode Psychosis (FEP).
WORK REQUIREMENTS:
- • Contractor shall furnish consultation and training to assist with development and implementation of the RA1SE NAVIGATE Early Treatment Program, to include the following.
- • Consultation provided on a monthly basis to the RA1SE NAVIGATE team members, if needed.
- • Two (2) 1-day Understanding Psychosis and Its Treatment trainings, to be conducted virtually.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Consultation calls, at the rate of $250.00, per call.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,000.00 per day. This training will be delivered with an additional trainer, Dr. Meyer-Kalos, who will be paid separately, according to her separate SOW.
- Child, Youth, Young Adults & Families – Training and Consultation - Navigate (Dr. Susan Gingerich) - Revised
INTRODUCTION:
- • Contractor will provide NAVIGATE training and consultation. This is to prepare for the provision of the Recovery After an Initial Schizophrenia Episode (RA1SE) NAVIGATE Early Treatment Program and serve individuals experiencing First Episode Psychosis (FEP).
WORK REQUIREMENTS:
- • Contractor shall furnish consultation and training to assist with development and implementation of the RA1SE NAVIGATE Early Treatment Program, to include the following.
- • Consultation provided, for the RA1SE NAVIGATE team or individual team members, as needed.
- • Two (2) 1-day Understanding Psychosis and Its Treatment trainings, to be conducted virtually.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Consultation calls, at the rate of $250.00, per call.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,000.00 per day. This training will be delivered with an additional trainer, Dr. Meyer-Kalos, who will be paid separately, according to her separate SOW.
- Child, Youth, Young Adults & Families – Transition Youth Housing Subsidy
This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the Department’s Protocol for use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
WORK REQUIREMENTS:
- • Transition Youth Housing Subsidy Funds are to be used to assist very low-income individuals (ages 16 - 25) and/or runaway and homeless youth (15-25 years of age) who have a mental illness or co-occurring mental illness and substance use disorders OR meet qualifying criteria for Host Home* Placement with accessing and maintaining decent, safe, sanitary and affordable housing and host home placements. Consumers aged 25-30 who are actively enrolled in a Navigate program through Family and Children’s Services or Red Rock Behavioral Health are eligible for subsidy assistance as long as they intend to be actively in the program for the duration of the lease.
PERFORMANCE MONITORING:
- • Contractor shall submit monthly billing documentation and monthly activity reports as outlined in the Department’s Protocol for Use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
- Appendix
- ODMHSAS Transition Youth Housing Subsidy Protocol
Eligible Applicants - Individuals (ages 16 - 25) who have a mental illness or co-occurring mental illness and substance use for assistance with accessing and maintaining decent, safe, sanitary and affordable housing. Individuals should meet requirements for very low income and have a gross annual income at or below $16,500; however, incomes above $16,500 can be considered on a case by case basis. Individuals who are under the age of 18 must either be legally emancipated or have a Guardian willing to sign a lease agreement on their behalf. If the individual has children in their legal custody at time of application, they are allowed to live with applicant in the residence paid for by subsidy funds. If an applicant requests a roommate or significant other reside with them in subsidy funded apartments, they are eligible for youth subsidy funds at 50% of the approved amount, whereas said roommate must provide the remaining balances of rent/utilities and be a signed and approved leaseholder along with applicant or otherwise meet the same qualifications to become a subsidy recipient themselves and become a leaseholder in the same residence.
Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay for rent and utilities is $601 per month, which is based on the higher range of Fair Market Rent for a 1-bedroom. Assistance is not restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $601, however, it is recommended that referring projects assist subsidy recipients in locating housing for which costs do not exceed the $601 maximum (and all bills paid units when possible) to help assure affordability and success. This amount can be amended to $762 if the applicant has a child in their custody and is needing a unit of up to 2 bedrooms or more. If unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income will be calculated as follows:
First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $601 maximum).
Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $601 maximum).
The goal of the Housing Subsidy Funds is to assist recipients with transition to self-sufficiency between 9 to 12 months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case-by-case basis.
It is expected that the all-subsidy recipients and Program staff will work actively together toward employment or SSI/SSDI income, toward obtaining Section 8 rental assistance, and on other recovery focused goals/objectives, as this is a time limited program.
Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to subsidy recipients but may not exceed a total of $601 or $762 in approved units of parenting youth.
Making A Referral – Subsidy Rental Assistance:
- All referrals must come from one of the existing Oklahoma Department of Mental Health Substance Abuse Services Contractor unless approved by the ODMHSAS Program Manager. Part 1 of the referral form must be submitted, and initial approval received from HOPE Community Services prior to moving forward to assist a person with housing. This is to ensure that people referred meet initial eligibility requirements and that the program has enough money to serve them. Once initial approval is received from HOPE, housing can be arranged and Part 2 of the referral should be submitted. If Part 2, and related documentation, is not received by HOPE within 30 days of approval of Part 1, the referral will be null and void, and an entirely new referral (Part 1 & 2) will need to be submitted.
- Both parts of the referral form submitted must be complete, including all of the documentation requested:
- • Proof of income or signed statement from applicant if no income (Certification of Zero Income form);
- • Signed Subsidy Recipient Agreement (If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign unless they have been provided a certificate of Unaccompanied Status via ODMHSAS or DHS).
- • A release of information authorizing communication between HOPE Community Services and the designated Landlord, and utility companies (when utility assistance, including deposit assistance, is requested), regarding payment of bills; and
- • A release of information authorizing communication between HOPE Community Services and the designated Program Agency, regarding the tenant’s receipt of subsidy funds.
- Completed referrals should be submitted to:
- HOPE Community Services, Inc.
- Attn: Transition Youth Subsidy Program
- 6100 South Walker Ave.
- Oklahoma City, OK 73129
- (405) 634-4400
- Fax (405) 632-1976
- Please note that referral information that is not complete will be returned to the agency who submitted it for completion. If you have any questions regarding the completion of the referral, or regarding the Transition Youth Housing Subsidy program in general, please contact HOPE or Andru Dallaly at ODMHSAS.
Things To Remember:
- • A copy of the signed lease agreement between tenant and landlord must be mailed or faxed to Hope Community Services by the second month for which rental assistance is needed (subsidy cannot be continued past the first month until a signed lease agreement is received).
- • If the landlord does not have a lease agreement, please use the Lease Agreement form included in the referral packet.
- • If rental unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
- • If utility assistance is requested, utility bills must be submitted monthly by mail or fax to HOPE Community Services for payment (up to the total amount allowed for utility assistance).
- • Part 1 of the referral is submitted, and approval from HOPE is required to proceed with housing assistance and the completion of Part 2 of the referral.
- • Part 2 of the referral must be received by HOPE within 30 days after HOPE has approved Part 1. If not received within that timeframe, the referral will be null and void and a new referral will need to be submitted and approval from HOPE obtained.
- ODMHSAS Child Trauma & Resilience Guidelines/Protocol
According to the Big Statement of Work for CMHCs, section 6.10 “Trauma-informed and trauma specific services will be offered according to the ODMHSAS Child Trauma and Resilience Guidelines. Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy.” Please refer to the guidelines/protocol; as follows:
Trauma Informed:
- All staff employed by the agency, regardless of role or position, shall complete the online "Trauma is Just the Beginning" training http://www.ok.gov/odmhsas/SHARE.html within 90 days of hire or completion of their probation, whichever is sooner. A copy of the certificate of completion should be kept in the employees personnel file.
Trauma Screening and Assessment:
- Agencies shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure portion of the CATS.
- • The CATS is to only be administered by clinical level staff unless prior authorization is received by the Department. At minimum staff should complete the CATS administration eLearning, and attend the live Assessment and Support training as available.
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child, youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment, then the child and family should be offered trauma-specific services.
- • The CATS should be administered at a minimum of each treatment plan update and at termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout the course of treatment.
- • Initial screen (positive or negative), including scoring for positive exposure screens, and additional screenings as indicated at treatment plan update and discharge, shall be reported on the CDC as per protocol.
- These are the minimal requirements. For agencies with advanced training and experience, this does not limit use of other evidence based and validated measures.
Trauma Specific Services – Licensed:
As the primary evidenced based trauma specific intervention, Oklahoma has implemented Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) statewide. -
- • Every LBHP/LMHP (including those under supervision) working with children, youth, and families in the agency, shall complete the online TF-CBT training https://tfcbt2.musc.edu/ within 90 days of hire or completion of their probation. A copy of the certificate of completion should be kept in the employee’s personnel file.
- • Core staff identified to complete the full TF-CBT training and consultation process, to meet the SOW requirement “Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy” shall be expected to:
- • Attend the live 1 day assessment and support training and 2 day “Introduction to TFCBT” training
- • Participate in consultation calls following training. Staff will be expected to complete 2 calls a month for a minimum of 6 months and through completion of a case, however long that may take. After that time, consultation calls will still be available to and highly recommended for staff to use at their discretion.
- • Staff are expected to keep developing their skills through attendance of the Advanced TFCBT trainings, participation in webinars, and other learning opportunities.
- • It is highly recommended that the person providing clinical supervision also go through the training and consultation process to help with both implementation and sustainability.
- • Supervisors will be expected to participate in a quarterly supervisor’s call.
- While TFCBT is to be provided by every agency, this does not preclude the agency from utilizing other trauma specific evidenced based practices, such as Seeking Safety.
Criminal Justice Services
- Criminal Justice Manual
- Criminal Justice Fixed Rate Services
- Criminal Justice – Drug Court Treatment Misdemeanor Treatment Expansion - Adult - Oklahoma County
This contract is to provide funding for treatment services to the participants of an Adult Misdemeanor Diversion
Pilot program. All services pursuant to this contract shall be in compliance with state and federal laws and the ODMHSAS
Criminal Justice Manual.
- Contractor shall:
- • Provide expanded access to drug court treatment services in Oklahoma County, including but not limited to
Medication Assisted Recovery, peer support, therapy and rehabilitation; and serve at least 40 individuals charged with
misdemeanor crimes;
- • Participate in training on evidence based interventions in order to enhance best practices in Oklahoma
County Drug Court including Matrix Model Curriculum, Moral Reconation Therapy, and Prize Incentive
Contingency Management;
- • Collaborate with Oklahoma County Drug Court Misdemeanor Program track in order to ensure that the project
funded misdemeanor population will continue to receive drug tests in compliance with best
practice standards; and
- • Participate in all SAMHSA required activities, including collection of GPRA information as
identified by ODMHSAS.
- Criminal Justice – Jail Diversion Treatment - Midwest City
This contract is to provide funding for the administration of the Midwest City Jail Diversion program and
treatment services to the program participants pursuant to program MOU.
- Contractor shall:
- • Conduct an ODMHSAS-approved, criminogenic risk assessment instrument completed by a clinician who is certified
to administer the instrument and is a BHCM II, CADC, Licensure Candidate, or LBHP to identify criminogenic risk factors for
program participants; and
- • Provide the ODMHSAS with all information necessary to complete program evaluations.
COMPENSATION:
- • The Midwest City Jail Diversion program may require a participant to pay the cost of participation including
treatment co-pays and substance testing. Contractor shall not make payment a condition for treatment services
delivered pursuant to this contract;
- • Any co-pays for treatment services shall be consistent with ODMHSAS
contract boilerplates; and
- • Participants shall be served regardless of income level. Contractor’s requests for compensation under this
contract to ODMHSAS shall be in compliance with eligibility standards and shall be reported as
identified by ODMHSAS.
- Criminal Justice – Offender Screenings
This contract is to provide funding for risk, mental health, and substance abuse screening services to district
court defendants as per O.S. 43A-3-704.
- Contractor shall:
- • Provide screenings which:
- • Are completed by a Case Manger II with Certification issued July 1, 2013 or after,
or LBHP level clinician;
- • Follow the guidelines established by the screening instruments;
- • Include a release of confidential information compliant with state and federal guidelines to the sentencing judge,
district attorney, defendant’s attorney, diversion programs available in the jurisdiction, and “individuals and entities
responsible for the care and well-being of the individual”; and
- • Be completed within 3 business days of referral.
- • Upon completion of screening instruments, complete a report which:
- • Is provided to the sentencing judge, district attorney, and defendant’s defense attorney
within 5 business days of referral;
- • Includes offender name, date of birth, case number(s), date of referral, date of screening,
and date of report;
- • Includes results of mental health, substance abuse, and risk screening; and
- • Includes recommendations for referrals based on level of mental health treatment need, substance abuse
treatment need, and risk level.
- • Make available a licensed clinician with experience in crisis management upon
indication of mental health crisis;
- • Document the final disposition of the defendant’s case to include any treatment program, supervision program,
or prison entry within 30 days of final disposition;
- • Submit a current version of the Offender Screening referral matrix for each county for approval within 30 days of
contract execution. Any modifications during the year shall be submitted for approval
within 30 days; and
- • Comply with Department Offender Screener randomized risk assessment competency
demonstration requests.
COMPENSATION:
- • Compensation per offender screened shall not exceed $130.96 per person.
- • Services eligible for payment pursuant to this addendum (defined in the ODMHSAS’s Service Manual) are as follows:
Court Related Services (T1016 HF H9), Screening and Referral (H002 HF HN), Intensive Outreach (H0023 HF TF), and Community
Outreach (H0023 HF). Documentation of outreach services must include date, time, and short description of the
service provided.
- • Contractor shall not seek copayments for screening services provided.
- Criminal Justice – Pretrial Treatment Services
This contract is to provide pretrial fee for service contracts to support individuals on pretrial release in designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- Contractor will:
- • Provide individualized treatment services to individuals released on pretrial bond as referred by designated pretrial staff.
- Criminal Justice – Prison Based Trauma-Informed Therapeutic Services
This contract is to provide trauma-informed therapeutic services in a correctional setting to assist incarcerated women in developing the skills to cope with trauma and other co-occurring issues. The contract shall also provide additional reentry supports.
- Contractor will:
- • Identify and screen individuals interested (and appropriate) to participate in designated groups.
- • Provide the following group-based interventions:
- • Introduction to treatment services, education about available treatment services in the facility, and accessing services in the community;
- • Seeking Safety; and Strengthening Families Program
- • Incorporate group processes and family therapy (when part of a family) as a part of a holistic approach to treatment, including the use of telehealth with family members in the community.
- • Contracted staff will be trained in evidenced based program curricula to include Seeking Safety and Strengthening Families.
- • Collaborate with ODMHSAS reentry staff by providing linkage to any additional services and supports needed for individuals participating in groups, in order to assist with achieving identified goals and reentry needs. The process of linkage shall include follow-up on linkages to ensure that a successful connection has been made.
- • Ensure designated staff follow the guidelines set forth by the Oklahoma Department of Corrections visitor and volunteer policies. This includes requiring all visitors and volunteers to pass background checks prior to entering DOC facilities (OP-110210).
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. The contractor must receive prior approval from the designated ODMHSAS staff member who serves as the point of contact for these groups regarding the evidence-based or evidence-informed curriculum that is being utilized by the Trauma/Family groups.
- • The Contractor will provide monthly reports that will include the following data elements:
- • The number of individuals linked to designated groups;
- • The number of individuals who attended the designated group each month.
COMPENSATION:
- • Total compensation for services pursuant to this contract shall not exceed the total amount identified in the COMPENSATION section of the contract.
- Criminal Justice – Reentry Intensive Care Coordination Team (RICCT)
This contract is to provide a Reentry Intensive Care Coordination Team (RICCT). The RICCT team targets individuals with severe mental illness and co-occurring substance use disorders. RICCT is part of a larger effort to enhance the availability of mental health services for offenders who are being transitioned from the Department of Corrections (DOC) into the community
- Contractor shall:
- • Screen, admit, assess, and initiate services as prescribed by ODMHSAS rules and
regulations. Including:
- • Initiate and conduct in-reach screening interviews with RICCT candidates in correctional facilities to build
relationships, initiate relevant assessments and case planning, and determine acceptance or denial
to the program.
- • Screen offenders within two (2) weeks of receiving referral. Telemedicine screenings are encouraged by ODMHSAS.
If contractor utilizing on-site screenings, no more than one (1) visit to a correctional facility will be conducted to
make final determination regarding acceptance or denial into the program.
- • Contact the referral source within one (1) week of screening with an acceptance or denial into the program.
Contractor shall keep record of all referrals to include name, referral date, whether accepted or denied, reason for denial if
applicable, and date referral source informed of eligibility decision.
- • Contractor agrees to maintain staffing and supervision for the RICCT team as prescribed by Department.
It is the expectation of the Department that the Contractor implement recruitment and retention practices designed to maintain
a stable and consistent staffing level. RICCT programs’ service delivery and case load capacity expectations will not be
affected by changes in contractor’s staffing.
- • Contractor shall ensure that RICCT personnel attend the necessary training, utilize technical assistance through
ODMHSAS, and refer RICCT clients to other agency providers if necessary in order to integrate the following evidence based
practices and collaborations when serving RICCT clients:
- • Opioid Overdose Prevention Services
- • Risk Need Responsivity
- • Motivational Interviewing
- • Communication with Probation and Parole or other entities for care coordination
and success of community supervision
- • Connecting clients to resources to address emergent case management and community integration needs
such as housing, employment, education, family, and issues unique to reentry and their involvement in the
criminal justice system.
- • Use evidence based practices validated on the justice involved populations. Examples may include, but
do not require: Cognitive Behavioral Therapy, CBT-based Interactive Journaling, The Matrix Model, and evidence-based
programs that address specific criminogenic risk domains such as Moral Reconation Therapy or Thinking
for a Change.
- • Peer Recovery Support services.
- Criminal Justice – ReMerge
- Criminal Justice Sole Source Services
- Criminal Justice – Drug Court Misdemeanor Treatment Expansion - Adult - Oklahoma County - Medication Assisted Recovery
This contract is to provide supportive services to participants of the Misdemeanor Treatment Expansion (MTE) project.
- • Contractor shall:
- • Provide Medication Assisted Recovery (MAR) to participants in the MTE project as clinical need is identified and limited to amount described in the Compensation section below.
COMPENSATION:
- • Medications Assisted Recovery (MAR) support will fund medications. Compensation for MAR medications under this contract shall not exceed $6,000.
- Criminal Justice – Drug Court Misdemeanor Treatment Expansion - Adult - Oklahoma County - Housing and Incentives
This contract is to provide supportive services to participants of the Misdemeanor Treatment Expansion (MTE) project.
- • Contractor shall:
- • Provide housing support to participants consistent with current ODMHSAS Guidelines for Use of Flexible Funds and limited to amount described in the Compensation section below.
- • Provide incentives to participants in the MTE project through the following guidelines and limited to the amount described in the Compensation section below.
- • At no time, through any incentive process, shall cash be given to participants of the MTE project.
- • GPRA completion shall be incentivized with a $30 gift card per MTE participant per GPRA completed.
- • Incentives shall be given for MTE project participation through the Prize Incentive Contingency Management Model; a drawing based reward system model. Non-cash incentives will range in value from $1 to $15 with the maximum award of $75 per participant within a fiscal year. A mixed value of non-cash incentives such as gift cards, bus passes, and hygiene products to include 150-$1 incentives; 150-$5 incentives; 95-$10 incentives; 50-$15 incentives will be distributed by provider.
COMPENSATION:
- • Housing flex funds will be reimbursed following the ODMHSAS Guidelines for Use of Flexible Funds under a cost reimbursement structure. Compensation for housing flex funds under this contract shall average $250 per person and not exceed $5,000.
- Criminal Justice – Drug Court Pandemic Response
This contract is to provide funding for the Oklahoma Drug Court Pandemic Response Project for the implementation of tele-supervision and expansion of telehealth services. This contract is funded through the Bureau of Justice Assistance grant #2020-DC-BX-0132.
- Contractor shall:
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with federal project plans.
- • Follow project specific guidance provided by the ODMHSAS.
- • Contractor shall submit all required documentation of performance to ODMHSAS and provide the Drug Court
Coordinator with all information necessary to complete program evaluations requested by ODMHSAS.
- Criminal Justice – Drug Court Rural Access Technology
This contract is to provide funding to enhance access to participants in Third Judicial District Drug Court and Beckman/Roger Mills County Drug Court implementing telehealth and tele-supervision strategies. This contract is funded through the Bureau of Justice Assistance grant #2019 DC-BX-0007.
- Contractor shall:
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with federal project plans.
- • Follow project specific guidance provided by the ODMHSAS.
- • Contractor shall submit all required documentation of performance to ODMHSAS and provide the Drug Court Coordinator with all information necessary to complete program evaluations requested by ODMHSAS.
- Criminal Justice – Drug Court Rural Access Transportation
WORK REQUIREMENTS:
- Contractor will:
- • Arrange for transportation support for participants in conjunction with their treatment service and drug court requirements of the project targeted jurisdictions participating in the rural access pilot program.
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with federal project plans
COMPENSATION:
- • Transportation services eligible for payment pursuant to this contract shall not average more than $13.75 per 15-minute increments.
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- Criminal Justice – Early Diversion - Justice Navigator - Adult
This contract is to provide a single point of contact for participants of the Early Diversion Program to assist with linking participants to community resources while managing court requirements.
- Contractor will:
- • Agree to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Ensure participant orientation and program completion processes are developed and followed;
- • Assist a client with orientation into the Early Diversion Program;
- • Assist participants with guidance on court ordered conditions and connection with local treatment providers and resources;
- • Participate fully as an Early Diversion team member, attending any staffing’s and dockets;
- • Maintain and email address and internet access;
- • Ensure communication with providers, resources and the Court of essential participant information and compliance;
- • Ensure the collection of data for evaluation purposes including, but not limited to, updates in ODMHSAS WEBS prior to the first of each month;
- • Act as liaison between ODMHSAS and Early Diversion program;
- • Establish and coordinate networking within the community, local agencies, outreach programs, and state agencies to assist with resources and referrals for participants;
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – Jail Diversion Administration - Midwest City
This contract is to provide funding for the administration operation of the Midwest City Jail Diversion program
consistent with the MOU in place to support the program.
- Contractor will:
- • Provide a full-time staff for the administration of the Midwest City Jail Diversion Program.
Full-time staff shall:
- • Complete all data reporting as required by ODMHSAS.
- • Be accessible to Midwest City jail staff, prosecutor, court staff, and police department with regard to questions
and status updates on potential participants and current participants.
- • Develop and oversee screening processes in collaboration with the Midwest City jail and ODMHSAS, in order to
efficiently identify those in need of behavioral health treatment services.
- • Develop and oversee assessment processes in collaboration with the Midwest City jail and ODMHSAS, in order to
identify treatment services clinically appropriate for each eligible participant.
- • Develop and oversee reporting processes in collaboration with the Midwest City jail, prosecutor, court staff,
and police department to ensure effective communication on the treatment compliance and abstinence status
of each program participant.
- • Develop and oversee drug testing processes in collaboration with the Midwest City jail, prosecutor, court staff,
and police department to ensure consistent substance testing of program participants
- • Attend Midwest City court hearings, meetings with Midwest City jail staff
on a weekly basis.
- • Develop and oversee program policy manual with input from Midwest City jail staff, prosecutor, court staff,
and police department which includes: eligibility criteria, participant orientation, screening and assessment processes,
drug testing processes, and status reporting processes.
- • Submit quarterly expenditure reports to ODMHSAS which identify collection of fees and program expenditures,
within 45 days of the close of each quarter.
- Criminal Justice – Navigation
This contract is to provide Criminal Justice System Navigation to designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- • Contractor will:
- • Provide at least quarterly, free trainings to the county and municipal court, jail, and law enforcement stakeholders to including information on local treatment resources and how individuals can access care.
- • Designate, and provide contact information to the court, for a criminal justice navigator (PRSS to CM-II level) for immediate access to case management and appointment information.
- • Maintain regular, weekly times at the courthouses for immediate connection to treatment outreach services.
- • Contractor will separately bill for reimbursable treatment services provided to justice-involved individuals following ODMHSAS eligibility for service requirements.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments with back-up documentation.
- Criminal Justice – Reentry Intensive Care Coordination Team (RICCT)
This contract is to provide a Reentry Intensive Care Coordination Team (RICCT). The RICCT team targets individuals with severe mental illness and co-occurring substance use disorders. RICCT is part of a larger effort to enhance the availability of mental health services for offenders who are being transitioned from the Department of Corrections (DOC) into the community
- Contractor shall:
- • Screen, admit, assess, and initiate services as prescribed by ODMHSAS rules and
regulations. Including:
- • Initiate and conduct in-reach screening interviews with RICCT candidates in correctional facilities to build
relationships, initiate relevant assessments and case planning, and determine acceptance or denial
to the program.
- • Screen offenders within two (2) weeks of receiving referral. Telemedicine screenings are encouraged by ODMHSAS.
If contractor utilizing on-site screenings, no more than one (1) visit to a correctional facility will be conducted to
make final determination regarding acceptance or denial into the program.
- • Contact the referral source within one (1) week of screening with an acceptance or denial into the program.
Contractor shall keep record of all referrals to include name, referral date, whether accepted or denied, reason for denial if
applicable, and date referral source informed of eligibility decision.
- • Contractor agrees to maintain staffing and supervision for the RICCT team as prescribed by Department.
It is the expectation of the Department that the Contractor implement recruitment and retention practices designed to maintain
a stable and consistent staffing level. RICCT programs’ service delivery and case load capacity expectations will not be
affected by changes in contractor’s staffing.
- • Contractor shall ensure that RICCT personnel attend the necessary training, utilize technical assistance through
ODMHSAS, and refer RICCT clients to other agency providers if necessary in order to integrate the following evidence based
practices and collaborations when serving RICCT clients:
- • Opioid Overdose Prevention Services
- • Risk Need Responsivity
- • Motivational Interviewing
- • Communication with Probation and Parole or other entities for care coordination
and success of community supervision
- • Connecting clients to resources to address emergent case management and community integration needs
such as housing, employment, education, family, and issues unique to reentry and their involvement in the
criminal justice system.
- • Use evidence based practices validated on the justice involved populations. Examples may include, but
do not require: Cognitive Behavioral Therapy, CBT-based Interactive Journaling, The Matrix Model, and evidence-based
programs that address specific criminogenic risk domains such as Moral Reconation Therapy or Thinking
for a Change.
- • Peer Recovery Support services.
- • Report on the Department’s information system, in accordance with Department policy, all services
provided by Contractor to each RICCT consumer, regardless of the funding source. Services provided shall be reported
under the appropriate contract source code, based on the payer for the specific service delivered. Any service not
billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in
section IV (COMPENSATION) of the Contract.
- • Ensure that RICCT program participants and services are reported using the correct contract source and
service focus code. Contractor shall have processes in place to identify data and coding errors and make corrections
in a timely manner.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for RICCT services being deducted from program expenditures, prior to determining the amount due from Department.
- Criminal Justice – SQE – Substance Abuse – Aftercare
This contract is to support aftercare supports to drug court participants and recent program graduates.
- • Contractor shall:
- • Notify drug court participant prior to treatment discharge of availability of aftercare support and
Recovery Management Check Ups, providing opportunity for participants to opt out.
- • For participants not opting out, utilize the Recovery Management Check Up tool provided by ODMHSAS to contact
individuals by phone who have completed treatment services and are both in phase 5 (aftercare) and post-graduation.
Schedule of calls include:
- • Phase 5: Twice per month, at minimum
- • 1-3 months post graduation: Monthly, at minimum
- • 3-12 months post-graduation: Every three months, at minimum
- • Document phone calls by completing the provided interview form
- • If contact identifies the individual would benefit from treatment services, indicate on the provided
form and offer re-engagement of treatment services to the participant
- • Ensure that no responses to the Recovery Management Check Up are not grounds for program sanctions or
other negative responses from the drug court program.
- • Contractor shall quarterly report the number of Recovery Management
Check Ups provided to ODMHSAS.
- Criminal Justice – SQE – Mental Health (Includes Mental Health Courts and Pretrial)
This contract shall support time for treatment/diversion court supports which are not reimbursable under the fee for service treatment contract.
- Mental Health Court Contractors shall:
- • Attend and participate in all specialty/diversion court dockets for which individuals receiving behavioral health services from contractor are scheduled to appear.
- • Attend and participate in all specialty/diversion court staffing’s for which individuals receiving behavioral health services from contractor are scheduled to be reviewed.
- • Provide status reports to the specialty/diversion court team as identified in the most recent version of the ODMHSAS Treatment Court Manual.
- Pretrial Contractors shall:
- • Build direct referral mechanism with pretrial services/bail bondsman/DA/court/etc. for defendants on pretrial release as evidences by letters of support and referral instructions provided.
- • Report as needed to the court on pretrial client treatment attendance.
- Criminal Justice – SQE – MH Adult (BP Jail – Day Reporting)
This contract is to provide funding for necessary medications and other support services in conjunction with the services provided pursuant to a ODMHSAS Community Mental Health Centers direct services contract held by Contractor. Contractor shall perform other necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work:
- • Service quality enhancement (SQE), court services, and community response services include,
but are not limited to:
- • Facilitating staff, client, board, and volunteer attendance at training or other professional development
opportunities (including travel time)— code 97537 HE;
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the
quality of services delivered to a client or group of clients—code 99368 HE, TG;
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving
interagency collaboration and service delivery—code 99368 HE, TF;
- • Provision of community awareness such as facilitating community-wide substance abuse and mental health awareness,
prevention, and recovery events. Contractor shall conduct or participate in at least three (3) public awareness events
each year; - code 97537 HE, TF; and
- • Disaster response preparedness such as crisis counseling in the event of a disaster.
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a
Day Reporting Program for Oklahoma County.
- • Establish a system of care and services which will assist persons with mental illness and co-occurring
disorders who are charged with appropriate offenses in remaining outside of the traditional jail setting and to have
the opportunity to participate in treatment services in the community.
- • Ensure services provided pursuant to Department funding shall be reported using service codes as noted above
or in applicable attachments, and reported under the Contract Source Code(s) identified in section IV
(COMPENSATION) of the Contract.
- Criminal Justice – SQE – Mental Health Adult (ReMerge)
This Contract is to provide funding for necessary support services in conjunction with treatment services provided
pursuant to the ReMerge direct services contract held by the Contractor.
- Contractor shall:
- • Maintain one (1) half-time Treatment Coordinator dedicated to the operations
of the ReMerge program;
- • Facilitate staff-to-staff consultation (on an intra-agency as well as interagency basis) to
enhance quality of services delivered to offenders. – Code 99368 HE, TG;
- • Attend local, regional, or state meetings for the purpose of improving interagency collaboration
and service delivery. – Code 99368 HE, TF;
- • Provide community education and awareness. – Code 97537 HE, TF;
- • Facilitate staff attendance at training or other professional development opportunities
(including travel time). Code 97537 HE;
- • Provide non Fee for Service (FFS) reimbursable supports to offenders; and
- • Participate in ODMHSAS required data collecting and reporting.
- • Report on the Department’s information system, in accordance with Department policy, all eligible
services provided by the Contractor as well as any other services otherwise eligible under the terms of this contract
but for which funding is not available from any payer. Services provided pursuant to this contract addendum shall be
reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of
the Contract.
- Criminal Justice – SQE – Navigation
This contract is to provide Criminal Justice System Navigation to designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- • Contractor will:
- • Provide at least quarterly, free trainings to the county and municipal court, jail, and law enforcement stakeholders to including information on local treatment resources and how individuals can access care.
- • Designate, and provide contact information to the court, for a criminal justice navigator (CM-II level) for immediate access to case management and appointment information.
- • Maintain weekly, regular office hours at the courthouses for immediate connection to treatment outreach services.
- • Contractor will separately bill for reimbursable treatment services provided to justice-involved individuals following ODMHSAS eligibility for service requirements.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – SQE – Prison Based Trauma-Informed Therapeutic Services
This contract is to provide service quality enhancement to the Prison Based Trauma-Informed Therapeutic Services contract held by Contractor.
- Contractor shall:
- Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- Service quality enhancement (SQE), Prison Based Trauma-Informed Therapeutic Services include but are not limited to:
- • Participating in background checks required by ODOC
- • Security processing protocols for entering and leaving ODOC facilities
- • Attend mandatory training or meetings as required by ODMHSAS or ODOC
- • Provide for follow-up with participant’s post-imprisonment
- • Contractor will separately bill for reimbursable treatment services provided to justice-involved individuals following ODMHSAS eligibility for service requirements.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments.
- Criminal Justice – SQE – Substance Abuse (Includes Drug Court, Early Diversion, Community Courts and Juvenile Diversion)
This contract shall support time for treatment/diversion court supports which are not reimbursable under the fee for service treatment contract.
- • Drug Court, Early Diversion and Juvenile Diversion Contractors shall:
- • Attend and participate in all specialty/diversion court dockets for which individuals receiving behavioral health services from contractor are scheduled to appear.
- • Attend and participate in all specialty/diversion court staffing’s for which individuals receiving behavioral health services from contractor are scheduled to be reviewed.
- • Provide status reports to the specialty/diversion court team as identified in the most recent version of the ODMHSAS Treatment Court Manual.
- • Community Court Contractors shall:
- • Participate in community court planning and policy development.
- • Participate in community court dockets to provide direct access to services to participants.
- • Provide appropriate updates and attendance reports for community court participants.
- Criminal Justice – Supportive Housing for Reentry
This Contract is an enhancement to existing contracts with ODMHSAS for providers serving the prison reentry population including but not limited to the Collaborative Coalition for Offender Reentry (CCOR) program, Reentry Intensive Care Coordination Team (RICCT), State Opioid Response (SOR), Program of Assertive Community Action Team (PACT), and Residential Care Centers and provide funding for supportive housing for program participants in support of direct services provided by the Contractor. The goal of the Contract is to assist each reentry participant with obtaining safe and affordable supportive housing upon release from a secure correctional setting. Supportive housing can include transitional or permanent housing options, and should be provided based on the Housing First Model.
Contractor shall:
- • Use supportive housing funds to support community integration of persons released from a secure correctional setting and enrolled to participate in community based behavioral health services. Funding assistance is to be used to assist with access to, or maintenance of, transitional or permanent housing in the community. These funds can also include assistance with housing costs such as housing application fee, housing deposit, first month’s rental assistance and 1-month rental assistance to assist with avoiding eviction.
COMPENSATION:
- • Contract funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department. Funds shall provide participants utilizing transitional communal housing with an average of 60 days of housing. Contractor shall establish a means for determining an equitable distribution of these funds based on the budgeted participant ratio and the needs of individual participants.
- Appendix
Non-Categorical SOW
- Fixed Rate
- Adult Crisis Stabilization
- COMMUNITY MENTAL HEALTH CENTERS
- Adult Crisis Stabilization Unit
INTRODUCTION:
- • This contract is for the operation of an adult crisis stabilization unit, otherwise referred to as a Community-Based Structured Crisis Center.
- • Community-Based Structured Crisis Center means a program of non-hospital emergency services for mental health and substance abuse crisis stabilization as authorized by O.S. 43A 3-317, including, but not limited to, observation, evaluation, emergency treatment and referral, when necessary, for inpatient psychiatric or substance abuse services.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to operate an adult crisis stabilization unit and provide community based structured emergency care and related services at a specified site.
- CCARC Severe Opioid Use Disorders
INTRODUCTION:
- • Contractor shall create and operate a Comprehensive Community Addiction Recovery Center (CCARC) intended to provide a full service array to those consumers needing treatment for moderate to severe Opioid, Alcohol and/or Sedative/Hypnotic/Anxiolytic Use disorders.
DEFINITIONS:
- • CCARC - a facility offering a comprehensive array of community-based substance use disorder treatment services, including but not limited to, outpatient services, intensive outpatient services, ambulatory withdrawal management services, emergency care, consultation and education; and, certain services at the option of the center, including but not limited to, prescreening, rehabilitative services, continuing care, training programs, research and evaluation.
- • Ambulatory Withdrawal Management Without Extended On-site Monitoring - detoxification within an outpatient setting, directed by a physician and has attendant medical personnel including nurses for intoxicated consumers, and consumers withdrawing from alcohol and other drugs, presenting with no apparent medical or neurological symptoms as a result of their use of substances require ambulatory withdrawal management without extended on-site monitoring.
WORK REQUIREMENTS:
- • The contractor shall be certified as and provide for all required core services as identified in Title 450, Chapter 24 STANDARDS AND CRITERIA FOR COMPREHENSIVE COMMUNITY ADDICTION RECOVERY CENTERS.
- • Contractor shall ensure that consumers receive full access to a service array of substance use disorder services and supports specific to opioid, alcohol and/or sedative/hypnotic/anxiolytic dependence to include adjunctive medication assisted treatment and long term withdrawal management.
- • Contractor shall ensure that, whenever possible, family members and/or significant others will be incorporated fully into treatment process.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Contractor’s records pertaining to CCARC consumers (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- Competency Evaluations for OFC
- Competency Evaluations for the Oklahoma Forensic Center
INTRODUCTION:
- • This contract is to provide competency evaluations and testimony as a result of the competency evaluations, if required, within Contractor’s service area, except murder charges, intent to kill charges, and kidnaping charges, for the Oklahoma Forensic Center.
WORK REQUIREMENTS:
- • Contractor shall be responsible for all competency evaluations within their service area, except murder charges, intent to kill charges, and kidnaping charges.
- • Evaluations will be completed and reports written within 14 days of the judge’s order.
- • Evaluator shall testify as a result of the competency evaluation if required.
- • The Oklahoma Forensic Center (OFC) will provide ongoing training of evaluators, however, it is the Contractor’s responsibility to recruit LMHP’s for the Contractor’s service area. If turnover occurs, OFC will assist in training new evaluators, however, the CMHC will need to recruit replacements as soon as possible.
- • Evaluations can be performed at the CMHC or the county jail. Such arrangements will be negotiated between the CMHC and the local court and/or sheriff’s office – with the exception of Oklahoma County and Tulsa County, where the evaluations are to be done in the jails.
- Competency Restoration
INTRODUCTION:
- • This contract is to provide competency evaluations, testimony as a result of the competency evaluations, if required, and services for individuals assessed as not competent within Contractor’s service area, for the Oklahoma Forensic Center.
WORK REQUIREMENTS:
- • Contractor shall be responsible for all competency evaluations within their service area, except murder charges, intent to kill charges, and kidnaping charges.
- • Evaluations will be completed and reports written within 14 days of the judge’s order.
- • Evaluator shall testify as a result of the competency evaluation if required.
- • The Oklahoma Forensic Center (OFC) will provide ongoing training of evaluators, however, it is the Contractor’s responsibility to recruit LMHP’s for the Contractor’s service area. If turnover occurs, OFC will assist in training new evaluators, however, the CMHC will need to recruit replacements as soon as possible.
- • Evaluations can be performed at the CMHC or the county jail. Such arrangements will be negotiated between the CMHC and the local court and/or sheriff’s office – with the exception of Oklahoma County and Tulsa County, where the evaluations are to be done in the jails.
- • Contractor shall provide treatment services to individuals identified as not competent who are in the jails within the catchment area. Services shall:
- • Be provided to each individual, in-person (not telehealth), minimally two times per month.
- • Minimally include ensuring that individuals are prescribed medication appropriate to their diagnosis and current symptom presentation; medication adherence status; changes to symptom severity; and any immediate concerns to the safety or welfare of the individual based on their observed conditions.
- • Contractor shall provide regular information updates to ODMHSAS, monthly at a minimum, through processes designated by ODMHSAS. Should there be significant changes in the status of the individual identified during a service, contractor shall provide an immediate information update to ODMHSAS prior to the monthly update.
- • Contractor shall notify OFC to request a reevaluation should at any point the individual being served has improved symptomology and a change in competency status is suspected.
- Competency Restoration - Revised
INTRODUCTION:
- • This contract is to provide competency evaluations, testimony as a result of the competency evaluations, if required, and services for individuals assessed as not competent within Contractor’s service area, for the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS).
WORK REQUIREMENTS:
- (1) Competency Evaluations
- • Contractor shall be responsible for all competency evaluations within their service area, as assigned by ODMHSAS.
- • Evaluations will be completed and reports written within 14 days of the judge’s order. Evaluator shall testify as a result of the competency evaluation if required.
- • The ODMHSAS will provide ongoing training of evaluator, however, if is the Contractor’s responsibility to recruit LMHP’s for the Contractor’s service area. If turnover occurs, ODMHSAS will assist in training new evaluators, however, the CMHC will need to recruit replacements as soon as possible.
- • Evaluations can be performed at the CMHC or the county jail. Such arrangements will be negotiated between the CMHC and the local court and/or sheriff’s office – with the exception of Oklahoma and Tulsa County, where the evaluations are to be done in the jails.
- (2) Jail-Based Competency Restoration Services
- • Contractor shall provide treatment services to individuals identified as not competent who are in the jails within the catchment area. Services shall:
- • Be provided to each individual, in-person (not telehealth), minimally two times per month.
- • Minimally include ensuring that individuals are prescribed medication appropriate to their diagnosis and current symptom presentation; medication adherence status; changes to symptom severity; and any immediate concerns to the safety or welfare of the individual based on their observed conditions.
- • Assessment of suicidality and homicidal ideation as clinically indicated. Should an individual meet criteria as a person in need of treatment as defined in Title 43A, communication with ODMHSAS on opportunities for placement in higher levels of care as allowed by the court;
- • Include, once medications have stabilized any significant symptomology, education and skills training targeted at any remaining gaps in competency needs. Education and skills training shall:
- • Be provided with the intent to enable participants to obtain a factual and rational understanding of legal proceedings and restoration of their ability to consult with legal counsel;
- • Use a competency restoration education curriculum provided by ODMHSAS;
- • Be available in multiple learning formats including, but not limited to, discussion, reading, and video experiential methods such as role-playing or mock trial. Program participants with accommodation needs shall receive adapted materials and approach, as needed;
- • Contractor shall provide regular information updates to ODMHSAS, minimally within 48 hours of service excluding weekends and holidays, through processes designated by ODMHSAS. Should there be significant changes in the status of the individual identified at any point, contractor shall provide an immediate information update to ODMHSAS prior to the regular update.
- • Contractor shall notify ODMHSAS to request reevaluation should at any point the individual being served has improved symptomology and a change in competency status is expected.
- • Contractor shall participate in any jail-based competency service trainings as required by ODMHSAS.
- • Should the county jail refuse to facilitate treatment as outlined in this contract, contractor shall immediately notify ODMHSAS and work to remediate any concerns up to and including entering into a Memorandum of Understanding (MOU) with a county jail for services. If necessary, the MOU shall require the county jail to:
- • Ensure the safety of participants;
- • Designate a space in the county jail for the Contractor to conduct the program;
- • Provide the same basic care to participants as is provided to other inmates of the county jail;
- • Supply clinically appropriate psychoactive medications to the inmate for purposes of mental health treatment and competency restoration (CCBHC will reimburse);
- • Willing and compliant inmates shall receive medications per the designated jail medication schedule by jail medical provider;
- • Permit the Contractor to bring in any relevant injectable psychoactive medication required for administration or any other items not on the jail medical formulary;
- (3) Community-Based Competency Restoration Services
- • Contractor shall provide treatment services to individuals identified as not competent who are released by the court to receive community-based competency restoration services within the catchment area. Services shall:
- • Be provided to each individual, in-person, minimally three times per week.
- • Minimally include ensuring that individuals are prescribed medication appropriate to their diagnosis and current symptom presentation; medication adherence status; changes to symptom severity; and any immediate concerns to the safety or welfare of the individual based on their observed conditions.
- • Include Team-Based care approaches with person-centered treatment planning to address barriers to competency and case management to support community tenure.
- • Assessment of suicidality and homicidal ideation as clinically indicated. Should an individual meet criteria as a person in need of treatment as defined in Title 43A, Contractor shall communicate through required means to notify ODMHSAS of changes in status and placement;
- • Include, once medications have stabilized any significant symptomology, education and skills training targeted at any remaining gaps in competency needs. Education and skills training shall:
- • Be provided with the intent to enable participants to obtain a factual and rational understanding of legal proceedings and restoration of their ability to consult with legal counsel;
- • Use a competency restoration education curriculum provided by ODMHSAS;
- • Be available in multiple learning formats including, but not limited to, discussion, reading, and video experiential methods such as role-playing or mock trial. Program participants with accommodation needs shall receive adapted materials and approach, as needed.
- • Contractor shall provide regular information updates to ODMHSAS, minimally within 48 hours of service excluding weekends and holidays, through processes designated by ODMHSAS. Should there be significant changes in the status of the individual identified at any point, contractor shall provide an immediate information update to ODMHSAS prior to the regular update.
- • Contractor shall notify ODMHSAS to request reevaluation should at any point the individual being served has improved symptomology and a change in competency status is expected.
- • Contractor shall participate in any jail-based competency service trainings as required by ODMHSAS.
- • Contractor shall develop written policies and procedures for community-based competency services. Policy and procedures shall include:
- • Any differences, when compared with traditional processes, in intake, assessment, and treatment planning processes specific to the population served under this contract;
- • Service coordination and continuity of care planning;
- • Documentation and communication processes for staff;
- • Maintenance of competency after restoration and before adjudication or criminal proceeding resolution;
- • Staff training requirements including, but not limited to adjudicative competency overview training; competency restoration psychoeducational training; forensic examiner training (when applicable); competency screeners and symptom tools;
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include review of competency restoration rates, average length of program participation, and compliance with contract requirements.
- • ODMHSAS may convene case conferences to reassess participant’s progress toward competency restoration to allow the ODMHSAS to measure the effectiveness of interventions, and to incorporate additional treatment and educational elements into the individualized treatment plan.
- Crisis Unit & Urgent Care (URC)
INTRODUCTION:
- • Crisis Stabilization: Provider shall furnish the necessary resources to operate an adult crisis stabilization and/or inpatient psychiatric unit(s) and related services.
- • Urgent Recovery Center (URC): Provider shall furnish the necessary resources to operate 24-hours, 7 days per week crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Crisis Stabilization:
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral, and linkage to community based services, or when necessary, for inpatient psychiatric or substance abuse services. Linkage activities include ensuring that the consumer is connected to the next level of care and back to his/her community, up to and including transportation when necessary and appropriate.
- • Provider shall furnish necessary medications upon discharge, up to a two-week supply if the consumer has no other means of obtaining.
- • Urgent Recovery Center:
- • Maintain ability to accept consumers at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary bio-psychosocial, trauma-informed, assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Have a Licensed Practicing Nurse (LPN) or Registered Nurse (RN) available for health screenings and detox assessments.
- • When necessary, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour, 59-minute service period.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to Community Based Services to include percent engaged in community services after URC care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by the Department. All crisis stabilization services provided to eligible individuals are to be reported under a designated contract source. All 23-hour, 59-minute crisis observation, evaluation, holding, and stabilization services will be reported under a designated contract source.
- eSMI Crisis Care
INTRODUCTION:
- • This contract is to compensate the agency for crisis care provided for individuals experiencing the onset of a serious mental illness. The ODMHSAS will support Contractor in implementing services and supports for persons ages 16-30, who have experienced their first episode of mental illness, which may include first episode of psychosis, within the last two years and meet the Federal Block Grant and State definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED), as they transition to adulthood.
WORK REQUIREMENT:
- • Contractor shall provide services and supports for the specific population state above.
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral and linkage to community based services, or when necessary, for inpatient psychiatric or substance abuse services. Linkage activities include ensuring that the consumer is connected to the next level of care and back to his/her community, up to and including transportation when necessary and appropriate.
- • Maintain ability to accept admissions at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary, trauma-informed, emergency assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Perform a health screening conducted by a nurse.
- • When admitted to the crisis unit, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to first episode programs where available.
- • Provider shall furnish necessary medications upon discharge from crisis unit, up to a two-week supply if the consumer has no other means of obtaining.
PERFORMANCE MONITORING:
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the contract source code(s) identified in section IV (COMPENSATION) of the contract.
- Gambling
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide problem gambling treatment services to adults and adolescents with gambling-related disorders and problems. Services eligible for payment pursuant to this Statement of Work shall be delivered to persons with gambling-related disorders and co-occurring related problems.
WORK REQUIREMENTS:
- • Persons Served:
- • Gambling disorders means an individual with:
- • Persistent and recurrent problematic gambling behavior leading to clinically significant impairment or distress, as indicated by the individual exhibiting four (or more) of the criteria in a 12-month period as outlined in the Diagnostic and Statistical Manual of Mental Disorders, 5th Edition (section 312.31).
- • Problem Gambling Severity– Gambling and betting (problems related to lifestyle)
- • Mild: 4–5 criteria met
- • Moderate: 6–7 criteria met
- • Severe: 8–9 criteria met
- • Problem Gambling Frequency
- • Episodic: Meeting diagnostic criteria at more than one time point, with symptoms subsiding between periods of gambling disorder for at least several months
- • Persistent: Experiencing continuous symptoms, to meet diagnostic criteria for multiple years.
- • Access to services:
- • Contractor shall ensure 80% of consumers requesting problem gambling treatment services shall receive their first appointment for service within 48 hours or less from initial request for services.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Financial eligibility criteria may be waived depending on the consumer’s ability to pay.
- • Treatment services:
- • The evaluation and verification of treatment services includes, but are not limited to: gambling treatment services and shall provide services that minimally include screening, counseling, financial planning, and treatment of problem gambling.
- • Contractor shall complete the Addiction Severity Index (ASI)/Teen Addiction Severity Index (T-ASI) with the South Oaks Gambling Screen (SOGS) for consumers with substance abuse disorders OR the Client Assessment Record (CAR) and the SOGS for consumers with mental health disorders OR the CAR and the SOGS for consumers with gambling disorders only. These shall be completed within the first five visits and only the ASI or CAR need to be repeated at discharge (unless discharge occurs within 7 days of admission or is unplanned).
- • Educational groups shall include, but not be limited to:
- • Living skills development with focus on financial recovery;
- • Family dynamics;
- • Relapse prevention;
- • Establishing and/or strengthening support systems; and
- • Introduction to community support groups.
- • Gambling professional treatment staff:
- • The evaluation and verification of professional qualifications includes, but are not limited to, the review and verification of:
- • Valid certification as a Nationally Certified Gambling Counselor (NCGC) at a Level I or II; and
- • Documented completion of 10 hours of gambling-specific continuing education hours every 12 months; or
- • Documented completion of 30 hours of ODMHSAS-approved gambling-specific core counselor training; and
- • Documented completion of 10 hours of gambling-specific continuing education hours every 12 months; and
- • Documented verification of being under gambling-specific clinical supervision.
- • Staff who fall under the gambling-specific clinical supervision must test for the national gambling counselor certification within 3 years from the approval date of the gambling-specific clinical supervision.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- LGBT
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate substance abuse treatment services to consumers who are Lesbian, Gay, Bisexual, and Transgender.
DEFINITIONS:
- • LGBT – Lesbian, Gay, Bisexual, and Transgender
WORK REQUIREMENTS:
- • Contractor shall offer family education support groups on a monthly basis to those family members interested in attending and with consumer consent. Family members could include consumer’s family of origin, family of choice, partner, friends, and others who support the consumer. Contractor must utilize and maintain sign-in sheets in a binder at its agency as a form of documentation.
- • Contractor shall provide and document supervision of service providers who work directly with this population on a monthly basis.
- • Contractor shall ensure all service providers receive training related to LGBT competency training including sexual orientation sensitivity training to promote better understanding of LGBT issues and utilization of Center of Substance Abuse Treatment’s (CSAT’s) “A Provider’s Introduction to Substance Abuse Treatment for Lesbian, Gay, Bisexual, and Transgender Individuals” to cover other topics pertinent to this population. Documentation of such training is required to be documented in personnel records.
- • Contractor shall have consumers complete the “Exhibit 16-1 Client Satisfaction Survey” on pp. 143-144 of the CSAT’s “A Provider’s Introduction to Substance Abuse Treatment for Lesbian, Gay, Bisexual, and Transgender Individuals” at the end of their treatment episodes and maintain in the consumers’ records.
- • Contractor shall provide training and education to key agencies that deal with various aspects of substance abuse issues on the unique social and cultural needs of the LGBT community including, but not exclusive to, police, social workers, community outreach workers, substance abuse agencies, health care providers, religious leaders, and others.
- • Contractor shall ensure assessments of the LGBT population include an assessment of sexual orientation. An option of such assessment is found in CSAT’s “A Provider’s Introduction to Substance Abuse Treatment for Lesbian, Gay, Bisexual and Transgender Individuals” on pp.12-13 entitled “Exhibit 1-1: Coleman’s Assessment Tool - Assessment of Sexual Orientation” and maintain in the consumers’ records.
- • Contractor shall track how many consumers utilized the services.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work including results of the client satisfaction survey; numbers in attendance and ; topics covered in the monthly family education support groups; list of agencies/programs or staff with locations and numbers trained, including topics of training and education provided to staff and outside agencies, religious leaders, police, healthcare providers, and others how specific alliances and networking were used to improve treatment; and how many consumers were served in this program. The quarterly report will be emailed to the ODMHSAS field services coordinator assigned to the contractor and is due the 15th of the month following each of the four quarters of the contract.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- Outreach Services for Injection Drug Users
INTRODUCTION:
- • Contractor shall furnish the necessary resources for outreach activities that encourage individuals in need of substance use disorder treatment to undergo such treatment (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.126).
DEFINITIONS:
- • OSDH – Oklahoma State Health Department
WORK REQUIREMENTS:
- • Contractor shall provide outreach service with models that are scientifically sound and provided by trained staff (SAPT BG 45 CFR 96.126).
- • Contractor shall document all training and maintain that verification in staff records.
- • Outreach staff shall participate in motivational interviewing, trauma, or other trainings that provide education and information on issues beneficial to working with outreach consumers.
- • Contractor shall maintain a log to identify all outreach efforts and services provided to consumers.
- • Contractor shall have outreach efforts that include (SAPT BG 45 CFR 96.126):
- • Selecting, training, and supervising of outreach workers;
- • Contacting, communicating, and following-up with high-risk substance abusers, their associates, and neighborhood residents, within the constraints of federal and state confidentiality requirements;
- • Promoting awareness among injecting drug abusers about the relationship between injection drug abuse and communicable diseases such as human immunodeficiency virus (HIV);
- • Recommending steps taken to ensure that HIV transmission does not occur;
- • Encouraging consumers to enter into appropriate treatment; and
- • Linking consumers with appropriate treatment programs
- • Contractor shall keep ODMHSAS informed of all staff changes.
- • 3.6 Contractor shall provide all test results to OSDH as needed (SAPT BG 45 CFR 96.126).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • Contractor shall document all services noted above in the services log, including contacts and attempted contacts with each individual being served.
- • Monthly reports shall be submitted to the ODMHSAS-assigned Field Services Coordinator no later than the 15th of the following month (e.g., August 15, September 15, etc.) per ODMHSAS specifications.
- • Contractor shall attend regular and quarterly meetings with OSDH and ODMHSAS.
- • Contractor shall report on ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Total compensation pursuant to this Contract and Attachments shall not exceed the total amount identified in section IV (COMPENSATION) of the Contract. Monthly payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • The Department shall pay the Contractor in accordance with rates established pursuant to 74 O.S. §85.7, paragraph 11.
- • Services eligible for payment pursuant to this contract are listed under “Contract Source by Service” at http://www.odmhsas.org/arc.htm.
- SA Treatment
- Opioid & SOS Substance Use Disorder (SUD) Treatment Services
INTRODUCTION:
- • Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), through its contractors, will provide quality services to individuals in this state who are served by this Statement of Work. Under the direction of the State Opioid and Stimulant Initiative Project Staff, Contractor will ensure that staff are trained in an array of identified treatment models and shall provide trauma-informed, gender sensitive, age appropriate, and culturally competent treatment for all consumers ages 12 and older who have an Opioid Use Disorder, Stimulant Use Disorder, previous history of an Opioid Use Disorder or Stimulant Use Disorder, and/or a Co-occurring Mental Health and Substance Use Disorder with opioid or stimulant use.
- • The anticipated outcomes of this initiative include: 1) Increased access to treatment for persons with, or at risk for, OUDs or Stimulant Use Disorders, including those who are uninsured and underinsured and those coming out of jails and prisons; 2) A systematic approach to outreach and treatment engagement; 3) Expanded capacity for peer recovery support providers to deliver services; 4) Expansion of workforce trained in evidence-based practices that are effective with individuals with an OUD or Stimulant Use Disorder or history of opioid or stimulant use.
- • In addition to treatment, this contract will provide for funding for Medication Assisted Treatment (MAT) FDA approved medications (naloxone, buprenorphine, and methadone as well as urinalysis testing. Submitting fee-for-service billing for these medications and urinalysis testing must be in place within six months of receipt of this contract.
DEFINITIONS:
- • A-CRA – Adolescent Community Reinforcement Approach.
- • ASAM – American Society of Addiction Medicine.
- • ASI – Addiction Severity Index
- • CF – Celebrating Families
- • CRA – Community Reinforcement Approach
- • CM – Contingency Management
- • IPS – Individual Placement and Support
- • MI – Motivational Interviewing
- • MM – Matrix Model
- • OUD – Opioid Use Disorder
- • RMCS – Recovery Management Check-up Support Services.
- • SFP – Strengthening Families Program.
- • SS – Seeking Safety
- • TASI – Teen Addiction Severity Index
- • TREM – Trauma Recovery and Empowerment Model
WORK REQUIREMENTS:
- • Contractor shall provide trauma-informed therapeutic services in an outpatient setting and provide therapeutic services to assist individuals ages 12 and older in developing the skills to cope with OUD or Stimulant Use Disorder, and when present, other co-occurring issues.
- • Assessment services shall be provided as follows:
- • Contractor shall use the current edition of the American Society of Addiction Medicine Criteria (ASAM) to determine the level of care for consumers. These criteria shall be used upon admission, continued care, and discharge. All staff administering ASAM must be Licensed Behavioral Health Professionals (LBHPs) as defined in Oklahoma Administrative Code Title 450 Chapter 1. All staff involved in level of care determinations must maintain documentation demonstrating successful completion of ASAM training provided by an ODMHSAS-certified trainer no less than every five (5) years. Prison-based contractors are exempt from administering the ASAM.
- • Contractor shall use the current edition of the Addiction Severity Index (ASI), or a Teen Addiction Severity Index (TASI) and administer at admission, six-month review, and at discharge (unless discharge occurs within 7 days of admission or is unplanned). All staff administering the ASI and the TASI must be Licensed Behavioral Health Professionals (LBHPs) as defined in Oklahoma Administrative Code Title 450 Chapter 1. All staff administering the ASI must maintain a certificate of competence demonstrating successful completion of ASI training provided by an ODMHSAS approved certified trainer no less than every five (5) years.
- • Treatment services shall be provided as follows:
- • Contractor shall incorporate individual psychotherapy, family therapy (when part of a family unit), and group processes as part of a holistic approach to treatment.
- • Contractor is highly encouraged to have staff trained in one or more of the evidenced based practices that were identified in the State Opioid Stimulant Initiative service array including Seeking Safety, Individual Placement and Support, Community Reinforcement Approach, Adolescent Community Reinforcement Approach, Recovery Management Check-up Support Services, Contingency Management, Motivational Interviewing, TREM, Matrix Model and Celebrating and/or Strengthening Families and any other treatment modality that the ODMHSAS requires.
- • Contractor shall provide services that involve any of the other systems impacting the consumer including, but not limited to, family, school, child welfare, and criminal justice.
- • Contractor shall provide trauma-informed services specific to trauma issues, as evidenced by program curriculum.
- • Contractor shall ensure that peer services are provided and billed by an individual certified as a Peer Recovery Support Specialist (PRSS).
- • Contractor shall institute the perspective of lived experience with a mental health and/or substance use disorder by means of a Peer Recovery Support Specialist, serving as a catalyst to engage consumers with treatment services, resources, and assist the recovery process through supportive interactions with clinical staff and other community stakeholders.
- • Contactor shall have IPS services available to those who may need and want this additional service. It is not expected to be at fidelity but have initiated the process (training and offering the services) by the 6 month of the contract initiation.
- • Contractor shall provide therapeutic services for youth ages 12 and older with distinctive treatment needs including, but not limited to:
- • Individuals with a previous history of OUD or Stimulant Use Disorder.
- • Individuals with an OUD or Stimulant Use Disorder.
- • Individuals with a co-occurring disorder and an OUD or Stimulant Use Disorder.
- • Individuals who are coming out of jail or prison.
- • Individuals who are homeless, or without permanent housing.
- • Persons Served:
- • Services eligible for payment pursuant to this Statement of Work listed and defined in this document shall be delivered to persons presenting with an Opioid Use Disorder or Stimulant Use Disorder, diagnosed with an Opioid Use Disorder or Stimulant Use Disorder in the past or co-occurring related problems that include an Opioid Use Disorder or Stimulant Use Disorder including family members and significant others of consumers, when appropriate, to support the primary consumer’s recovery.
- • Contractor will require staff that attend evidenced based trainings, that require certification components, to complete certification requirements within the designated timeframe.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines. Non-monetary funds of up to thirty ($30.00) may be used for each GPRA completed by consumers.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six-month GPRA reassessments post admission.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this, Contractor agrees to.
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include.
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offer a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Contractor shall identify a Woman Specific Liaison to assist with overseeing the delivery of the EBP program components specific to women and their children, assisting with implementation of the FCP and, if applicable, participating in the SAFER initiative, collaborating with local-level referral sources and acting as a liaison between Women With Children Residential facilities.
- • Contractor shall identify a Re-entry Liaison to assist with consumer’s being referred to treatment from DOC facilities.
PERFORMANCE MONITORING:
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services and medications provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in Section IV (COMPENSATION) of the contract.
- • Contractor shall report all on any additional ODMHSAS required outcome measures.
COMPENSATION:
- • Total substance use disorder treatment services, medication compensation and drug testing pursuant to this contract and attachments shall not exceed the total amount identified in Section IV (COMPENSATION) of the contract. Submitting fee-for-service billing for these medications and drug testing must be in place within six months of receipt of this contract.
- Urgent Care
INTRODUCTION:
- • Urgent Recovery Center (URC): Provider shall furnish the necessary resources to operate 24-hours, 7 days per week crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Urgent Recovery Center:
- • Maintain ability to accept consumers at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary bio-psychosocial, trauma-informed, assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Have a Licensed Practicing Nurse (LPN) or Registered Nurse (RN) available for health screenings and detox assessments.
- • When necessary, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour, 59-minute service period
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to Community Based Services to include percent engaged in community services after URC care.
COMPENSATION:
- • All 23-hour, 59-minute crisis observation, evaluation, holding, and stabilization services will be reported under a designated contract source.
- Women with Children Residential
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance use disorder treatment to pregnant and parenting women and their children. Services shall include gender-specific substance use disorder treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children.
WORK REQUIREMENTS:
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Twenty-four hour supportive care in a residential setting for dependent children of individuals with substance use disorders receiving residential care. Includes requirements and emphasis on prevention and daily living skills in accordance with an approved treatment plan in a state certified facility with medical support available.
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Clients shall participate in at least twenty-four (24) treatment hour, seven (7) days a week, of substance use disorder treatment, parenting, and child development services per week for adults [Exception: TANF recipients with Oklahoma Department of Human Services approved documentation shall participate in least 21 hours of treatment; documentation should be reflected in consumer record].
- • A minimum of one (1) hour of therapy and seven (7) hours of rehabilitation services per week shall be provided. A maximum of seven (7) hours of peer recovery support services may count toward the required weekly treatment hours.
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Women with Children Residential/Halfway House (MonarchStigler)
- Women with Children Residential
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance use disorder treatment to pregnant and parenting women and their children. Services shall include gender-specific substance use disorder treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children.
WORK REQUIREMENTS:
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Twenty-four hour supportive care in a residential setting for dependent children of individuals with substance use disorders receiving residential care. Includes requirements and emphasis on prevention and daily living skills in accordance with an approved treatment plan in a state certified facility with medical support available.
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Clients shall participate in at least twenty-four (24) treatment hour, seven (7) days a week, of substance use disorder treatment, parenting, and child development services per week for adults [Exception: TANF recipients with Oklahoma Department of Human Services approved documentation shall participate in least 21 hours of treatment; documentation should be reflected in consumer record].
- • A minimum of one (1) hour of therapy and seven (7) hours of rehabilitation services per week shall be provided. A maximum of seven (7) hours of peer recovery support services may count toward the required weekly treatment hours.
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Women with Children Residential/Halfway House
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance use disorder treatment to pregnant and parenting women and their children. Services shall include gender-specific substance use disorder treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children.
WORK REQUIREMENTS:
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Women with Children Residential – Intensive
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance use disorder treatment to pregnant and parenting women and their children. Services shall include gender-specific substance use disorder treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children.
WORK REQUIREMENTS:
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Twenty-four hour supportive care in a residential setting for dependent children of individuals with substance use disorders receiving intensive residential care. Includes requirements and emphasis on prevention and daily living skills in accordance with an approved treatment plan in a state certified facility with medical support available.
- • Children not attending school participate in at least twelve (12) hours of substance abuse service per week in addition to daily living skills and recreational activities, designed to teach children about self-esteem, safety, addiction, coping skills and how to tell when they perceive things are wrong.
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Treatment offers intensive primary treatment and clients must participate in at least thirty-five (35) therapeutic hours of substance use disorder treatment services per week in addition to life skills, recreational, and self-help supportive meetings and other therapies, in accordance with an approved treatment plan in a state certified facility with medical support available .
- • A minimum of four (4) hour of therapy and seven (7) hours of rehabilitation services per week shall be provided. A maximum of eleven (11) hours of peer recovery support services may count toward the required weekly treatment hours.
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally responsive to the individuals’ needs and their family environments.
- Women with Children Residential – Smart on Crime
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide appropriate residential substance abuse treatment to pregnant and parenting women and their children. The population of women to be served are women who are involved with or at high risk for involvement with the criminal justice system.
- • Services shall include gender-specific substance abuse treatment and other therapeutic interventions for women while addressing issues of relationships, abuse, and parenting. Educational and child care services shall be provided to women and children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
WORK REQUIREMENTS:
- • Contractor shall participate in specified trainings and meetings provided throughout the year where a representative shall be required to be in attendance. Advance notice of the meetings will be given.
- • Contractor shall admit women without children who are attempting to regain custody of their children (SAPT BG 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families services.
- • Contractor shall apply gender-specific substance abuse treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide therapeutic interventions for children of women in treatment which may include their developmental needs, issues of abuse, and neglect (SAPT BG 45 CFR 96.124).
- • Contractor shall provide a comprehensive range of services to women and their children either directly or through linkages with community-based organizations. These services include case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training programs; education and special education programs; drug-free housing for women and their children; prenatal care and other healthcare services; therapeutic day care for children; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that treat women and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Government/Professional/Sole Source
- Adult Basic Services – Oklahoma Forensic Center (Grand Lake)
INTRODUCTION:
- • This contract is to provide an array of Adult Basic Services to the Oklahoma Forensic Center population.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the array of Adult Basic Services to the Oklahoma Forensic Center population.
- Adult Mobile Crisis (Crisis Diversion Team)
INTRODUCTION:
- • This contract is to provide mobile crisis services for adults.
DEFINITIONS:
- • Adult – defined as 18 years of age and older.
- • Telephone Interventions – must include and are not limited to 24-hour triage, evaluation, and stabilization; access to face-to-face counseling; access to inpatient treatment; diagnosis and evaluation in external settings, i.e. jails and general hospitals; and referral services.
- • Face-to-Face Interventions – must include and is not limited to 24-hour triage, evaluation, and stabilization; access to inpatient treatment; diagnosis and evaluation in external settings, i.e. jails and general hospitals; and referral services.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide mobile crisis services for adults.
- • Publish a telephone number accessible and answered on a 24-hour basis, seven (7) days a week.
- • Perform Triage/Evaluation/Stabilization:
- • Telephone Intervention: if the situation allows, response team may resolve crisis by telephone.
- • Face-to-Face Intervention: availability of a response team on a 24-hour basis, seven (7) days a week; and, when needed, will provide a face-to-face intervention for crisis resolution and/or evaluation.
- • Use strengths of the consumer to link with in-home supports, based on consumer’s needs, to support the consumer following initial acute crisis and develop an ongoing safety plan.
- • Hold non-emergency appointments within 24-48 hours after intervention for quick support and linkage to service. If an appointment is set, it shall be at a location most helpful to the consumer (clinic, family home, other location).
- Acute Inpatient Care - Children
INTRODUCTION:
- • Contractor shall furnish the necessary resources for acute inpatient care to serve the most in need children in Oklahoma on a case-by-case basis. Contractor will provide access to acute care and treatment and monitor improvements, with the goal to discharge the children to a stable environment.
WORK REQUIREMENTS:
- • Contractor shall maintain certification as an inpatient facility and in good standing with the Oklahoma Health Care Authority (OHCA) as a Medicaid provider.
- • The OHCA will provide authorization for a single child to be treated. The authorization includes the entire episode of care. Additional funds may be added to this contract on a case-by-case basis.
- • Upon admission, contractor will receive $20,000 per child, as authorized by OHCA and ODMHSAS.
- • Contractor will review the child’s improvements not sooner than 30-days after admission.
- • When the child has improved, an assessment will be done to review the child’s improvement. If so, Contractor will receive a $10,000 payment up to three (3) times at improvement, but no closer than 30- day intervals per improvement review.
- • After completion of the three (3) 30-day status reviews, if the child is not yet recommended for discharge to a stable environment, a re-review of eligibility for the program will need to take place to determine if the child is still eligible.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as assessment reviews.
COMPENSATION:
- • Contractor shall receive $20,000 compensation upon admitting a high needs child.
- • Contractor shall receive $10,000 payment up to 3 times per child at improvement, but no closer than 30-day intervals per improvement review.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
- AlcoholEdu for High School – Oklahoma Highway Safety Office Project
- • This Statement of Work (“SOW”), effective as of October 1, 2022 (the “SOW Effective Date”) is entered into between EVERFI, Inc. (“Contractor”) and the Oklahoma Department of Mental Health and Substance Abuse Services (“ODMHSAS”) pursuant to the Contract for Treatment Service or Other Integrated Services (the “Agreement”), to the extent applicable to the products and services set forth herein. The purpose of this SOW is to provide a general description of the project and an overall structure and schedule for deliverables as it relates to the implementation, evaluation, training, and consultation of the project. All terms of the Agreement are hereby incorporated by reference.
INTRODUCTION:
- • The purpose of this project is to support the efforts of state and local jurisdictions to reduce the number of alcohol-related fatal crashes through education and awareness by increasing the number of student participation in the evidence-based prevention program, AlcoholEdu for High School. EVERFI, Inc., the developer of the evidence-based program, will coordinate a system of support for implementation and evaluation of the program among high schools throughout the State of Oklahoma, while keeping a stronger focus on areas with higher incidence of crashes involving young drivers under the age of 25 attributed to alcohol impaired driving. EVERFI, Inc. will build capacity and sustain the AlcoholEdu for High School program by providing training and consultation for successful program implementation while operating an evaluation platform to collect, analyze, and report program outcomes to participating schools and to the ODMHSAS.
- • The goal of this project is to increase the number of high school students utilizing the AlcoholEdu for High School program in the high-risk, priority counties in the State of Oklahoma. High-risk, priority counties will be identified and provided by the Oklahoma Department of Mental Health and Substance Abuse Services and the Oklahoma Highway Safety Office.
- • This SOW shall commence on October 1, 2022 and will end on September 30, 2023.
WORK REQUIREMENTS:
- • Contractor shall offer continuous support to assist the Department and program participants in use of the AlcoholEdu for High School in high schools across the State of Oklahoma. Contractor shall provide support services such as training and technical assistance, consultation, evaluation, and follow up assist to all program participating high schools.
- • Contractor shall work closely with the Department to deliver the AlcoholEdu for High School program to schools in high-risk, priority counties as identified by the Department and the Oklahoma Highway Safety Office for the Highway Safety Grant. Contractor shall focus recruitment efforts primarily in the identified high-risk, priority counties. Once the Contractor exhausts all efforts in the identified priority counties, Contractor will able to continue recruitment efforts in other, non-priority counties in Oklahoma.
- • Of the total number high schools recruited, Contractor shall ensure that at least 50% are new high schools that have not participated in the program during the 2021-2022 school year. Schools must be preapproved by the Department prior to the implementation and activation of the AlcoholEdu for High School program.
- • Contractor shall participate in Public Information and Educational (PI&E) activities and/or campaigns to educate high schools across the State of Oklahoma about the AlcoholEdu for High School program.
- • If any educational material or documentation are produced specifically for the purpose of this project, Contractor shall ensure the following acknowledgement is added into the documentation: “Program is funded by the National Highway Traffic Safety Administration with a grant from the Oklahoma Highway Safety Office and the Oklahoma Department of Mental Health and Substance Abuse Services.”
- • Many agencies are being provided with other funding sources to address traffic issues within their jurisdictions. Contractor shall carefully monitor subgrantee funds to ensure compliance with funding specific requirements.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with the state law.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain key process measures and project milestones as identified by the Department and Oklahoma Highway Safety Office.
- • Contractor shall submit a monthly progress report on contract activities in a report format prescribed by the Department, by 5:00 pm on the 15th of every month. Monthly progress reports will include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key process measures and project milestones; (3) key project challenges and methods to address challenges.
- • Project milestones are quantitative performance measures identified by the Department and Oklahoma Highway Safety Office for the Highway Safety Grant, which will be monitored over time and are directly related to the project’s goal and objectives. The Contractor shall include the following project milestones in the monthly progress report in a report format prescribed by the Department:
- • Number of new and returning schools currently activated and participating in the program;
- • Number of new students currently active and participating in the program;
- • Number of new students completed the program; and
- • Number of public information and education activities conducted on behalf of the project.
- • As part of the monthly progress report submission and for the purpose of reporting project milestones for the Highway Safety Grant, the Contractor shall submit any public information and education materials or other relevant documentation created specifically for the project.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to a Department approved project budget and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the end of each quarter, in which services were delivered and include the following items.
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department quarterly. A properly completed and signed invoice shall be submitted no later than 5:00 pm on January 15, 2023, April 15, 2023, July 15, 2023, and October 15, 2023.
- • The State of Oklahoma has forty-five (45) days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five (5) years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with quarterly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with the Highway Safety Grant Guidelines and Title 34 CFR Subtitle A §80.22 – Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual FICA costs related to overtime hours.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of land or real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Highway safety appurtenances (guard rails, utility poles, sign supports etc.).
- • Alcoholic beverages including controlled training settings.
- • Alcoholic beverages including controlled training settings.
- • Fines and penalties.
- • Supplanting (Meaning contract funds cannot be used to support existing activities).
- • Uniforms.
- • Interest and other financial costs.
- • Tint meters.
- • Maintenance and repairs to existing/non-project funded equipment.
- • Furniture, fixtures and equipment.
- • Traffic signal preemption systems.
- • Contributions and donations.
- • Incentives or prizes of cash, gift cards or services.
- • Any activity, purchase or expense made outside the approved grant period.
- • Travel/per diem reimbursement.
- • A budget revision request submitted by the Contractor during the contract period must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after September 1 of the contract period. Contractor shall limit budget revision requests to three (3) per contract period. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the Contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the ODMHSAS. Expenditures incurred without prior approval of a budget revision may result in the responsibility of the Contractor and may not be reimbursed by the ODMHSAS.
- AlcoholEdu for High School – United Way Embrace OKC
- • This Statement of Work (“SOW”), effective as of July 1, 2022 (the “SOW Effective Date”) is entered into between EVERFI, Inc. (“Contractor”) and the Oklahoma Department of Mental Health and Substance Abuse Services (“ODMHSAS”) pursuant to the Contract for Treatment Service or Other Integrated Services (the “Agreement”), to the extent applicable to the products and services set forth herein. The purpose of this SOW is to provide a general description of the project and an overall structure and schedule for deliverables as it relates to the implementation, evaluation, training, and consultation of the project. All terms of the Agreement are hereby incorporated by reference.
INTRODUCTION:
- • The purpose of this project is to support the efforts of Oklahoma City Public Schools (OKCPS) to reduce student alcohol use through education and awareness by increasing the number of student participation in the evidence-based prevention program, AlcoholEdu for High School. EVERFI, Inc., the developer of the evidence-based program, will coordinate a system of support for implementation and evaluation of the program among high schools in the Oklahoma City Public School District. EVERFI, Inc. will build capacity and sustain the AlcoholEdu for High School program by providing training and consultation for successful program implementation while operating an evaluation platform to collect, analyze, and report program outcomes to participating schools and to the ODMHSAS.
- • The goal of this project is to reduce alcohol use among students as part of the Embrace OKC initiative by increasing the number of high school students within the OKCPS district to utilize the AlcoholEdu for High School program.
- • This SOW shall commence on July 1, 2022 and will end on June 30, 2023.
WORK REQUIREMENTS:
- • Contractor shall work closely with the Department and with OKCPS to deliver the AlcoholEdu High School program to high school students in grade levels as identified by OKCPS. Contractor shall offer continuous support to assist the Department and program participants in use of the AlcoholEdu for High School in OKCPS high schools. Contractor shall provide support services such as training and technical assistance, consultation, evaluation, and follow up assist to all program participating high schools.
- • Contractor shall provide all required information and data reports to the Department and/or OKCPS for the purpose of monitoring the progress of program implementation.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the contractor. At a minimum, this shall include ongoing reviews of certain key process measures and project milestones as identified by the Department and OKCPS.
- • Contractor shall submit a monthly progress report for all required services and specified deliverable(s) into the designated ODMHSAS prevention reporting system by the 15th of each month for the preceding month in which services were delivered.
- • The contractor shall submit an end of year report, due July 31, 2023. The end of year report shall include: (1) a summary of activities/progress/barriers related to the Work Requirements (2) a report of process and outcomes measures of the project; and (3) identified key project challenges and methods to address challenges, and (4) a professional report that analyzes and demonstrates the program’s outcomes.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to a Department approved project budget and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the end of each quarter, in which services were delivered and include the following items.
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department quarterly. A properly completed and signed invoice shall be submitted no later than 5:00 pm on January 15, 2023, April 15, 2023, July 15, 2023, and October 15, 2023.
- • The State of Oklahoma has forty-five (45) days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five (5) years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with quarterly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- Alcohol Enforcement and Education (Cleveland County Sheriff’s Office)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol compliance strategies. The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons’ law.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Cleveland County.
- • Decrease youth access to alcohol in Cleveland County.
- • Decrease adult service to intoxication at on-sale locations in Cleveland County.
- • Contract is by and between the Board of County Commissioners of Cleveland County on behalf of the Cleveland County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on July 1, 2023 and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2023. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the then current fiscal year of County. In order for the contract to be continued the contract must be renewed on July 1 or thereafter of each succeeding fiscal year by an affirmative action of the Board of County Commissioners. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30 of every year, nor shall County be deemed to be indebted beyond the indebtedness created by each fiscal year's obligation.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – Cleveland County Sheriff’s Office.
- • 2Much2Lose – To Much To Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall provide the resources necessary to complete underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 560 alcohol compliance checks with youth. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and CCSO. This law is Title 37A 6-101 A1.
- • Contractor shall provide the resources necessary to complete adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 560 adult bar checks shall be conducted. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and CCSO. This law is Title 37A 6-101 A2.
- • Contractor shall generate a maximum of twelve (12) earned media outputs related to the enforcement operations in Cleveland County by June 30, 2023. Media should be branded as the 2Much2Lose (2M2L) Task Force and shall increase visibility of enforcement.
- • Contractor shall support the State’s goal of developing collaborative community partnerships/coalitions through participation in community coalitions within the contractor's coverage area, Cleveland County that address underage drinking and over-service and initiate improvement in community conditions that drive underage drinking and over-service.
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce alcohol laws.
- • Contractor shall be encouraged to use officers trained in the enforcement of alcohol laws through programs such as the 2Much2Lose (2M2L) law enforcement training.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e., use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall conduct age perception tests on all underage inspectors and attach results and a picture to the inspection forms that are submitted every month.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor shall identify, develop, and enhance policies specific to incorporating sustainable compliance check practices within their agency.
- • Contractor shall enter required information into designated prevention reporting system monthly. The format will be prescribed by the ODMHSAS.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities (including inspection forms/ itemized invoice) in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 10th of each month.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2023.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $74.57 per check to complete 560 underage alcohol compliance check with a minimum of 10% onsite related checks and 560 adult over-service compliance check and may not exceed over 1,120 compliance checks. Overall total cost shall not exceed $87,000 for this project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e., time spent completing paperwork and/or court appearances related to issued citations).
- • Each earned media output can be reimbursed for up to $250.00 per output. Not to exceed total cost of $3,000.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: ACC’s, Bar Checks and Media every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Funding for this contract period is July 1st, 2022 - June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education (Oklahoma County Sheriff’s Office)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol compliance strategies. The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons’ law.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Oklahoma County.
- • Decrease youth access to alcohol in Oklahoma County.
- • Decrease adult service to intoxication at on-sale locations in Oklahoma County.
- • Contract is by and between the Board of County Commissioners of Oklahoma County on behalf of the Oklahoma County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on July 1, 2022 and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2023. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the then current fiscal year of County. In order for the contract to be continued the contract must be renewed on July 1 or thereafter of each succeeding fiscal year by an affirmative action of the Board of County Commissioners. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30 of every year, nor shall County be deemed to be indebted beyond the indebtedness created by each fiscal year's obligation.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – Oklahoma County Sheriff’s Office.
- • 2Much2Lose – To Much Too Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall provide the resources necessary to complete underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 586 alcohol compliance checks with youth. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and OCSO. This law is Title 37A 6-101 A1.
- • Contractor shall provide the resources necessary to complete adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 586 adult bar checks shall be conducted. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and OCSO. This law is Title 37A 6-101 A2.
- • Contractor shall generate a minimum of twelve (12) earned media outputs related to the enforcement operations in Oklahoma County by June 30, 2023. Media should be branded as the 2Much2Lose (2M2L) Task Force and shall increase visibility of enforcement.
- • Contractor shall support the State’s goal of developing collaborative community partnerships/coalitions through participation in community coalitions within the contractor's coverage area, Oklahoma County that address underage drinking and over-service and initiate improvement in community conditions that drive underage drinking and over-service.
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending either monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce alcohol laws.
- • Contractor shall be encouraged to use officers trained in the enforcement of alcohol laws through programs such as the 2Much2Lose (2M2L) law enforcement training.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e., use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall conduct age perception tests on all underage inspectors and attach results and a picture to the inspection forms that are submitted every month.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor shall identify, develop, and enhance policies specific to incorporating sustainable compliance check practices within their law enforcement agency.
- • Contractor shall enter required information into designated prevention reporting system monthly. The format will be prescribed by the ODMHSAS.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities (including inspection forms/ itemized invoice) in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 10th of each month.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2022.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $81 per check to complete 586 underage alcohol compliance check with a minimum of 10% being onsite related checks and 586 adult over-service compliance check and shall not exceed over 1,172 compliance checks. Overall total shall not exceed $100,000 for project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e., time spent completing paperwork and/or court appearances related to issued citations)..
- • Each earned media output can be reimbursed for $250.00 per output. Not to exceed more than $5,000 or 20 earned media with FY23.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: ACC’s, Bar Checks and Media every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Funding for this contract period is November 1st, 2022 - June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education (Tulsa County Sheriff’s Office)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol compliance strategies. The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons’ law.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Tulsa County.
- • Decrease youth access to alcohol in Tulsa County.
- • Decrease adult service to intoxication at on-sale locations in Tulsa County.
- • Contract is by and between the Board of County Commissioners of Tulsa County on behalf of the Tulsa County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on July 8th, 2022 and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2023. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the then current fiscal year of County. In order for the contract to be continued the contract must be renewed on July 1 or thereafter of each succeeding fiscal year by an affirmative action of the Board of County Commissioners. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30 of every year, nor shall County be deemed to be indebted beyond the indebtedness created by each fiscal year's obligation.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – Tulsa County Sheriff’s Office.
- • 2Much2Lose – To Much To Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall provide the resources necessary to complete underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 400 alcohol compliance checks with youth. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and TCSO. This law is Title 37A 6-101 A1.
- • Contractor shall provide the resources necessary to complete adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 400 adult bar checks shall be conducted. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and TCSO. This law is Title 37A 6-101 A2.
- • Contractor shall generate a maximum of twelve (12) earned media outputs related to the enforcement operations in Tulsa County by June 30, 2023. Media should be branded as the 2Much2Lose (2M2L) Task Force and shall increase visibility of enforcement.
- • Contractor shall support the State’s goal of developing collaborative community partnerships/coalitions through participation in community coalitions within the contractor's coverage area, Tulsa County that address underage drinking and over-service and initiate improvement in community conditions that drive underage drinking and over-service.
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce alcohol laws.
- • Contractor shall be encouraged to use officers trained in the enforcement of alcohol laws through programs such as the 2Much2Lose (2M2L) law enforcement training.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e., use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall conduct age perception tests on all underage inspectors and attach results and a picture to the inspection forms that are submitted every month.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor shall identify, develop, and enhance policies specific to incorporating sustainable check practices within their agency.
- • Contractor shall enter required information into designated prevention reporting system monthly. The format will be prescribed by the ODMHSAS.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department, ODMHSAS, shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities (including inspection forms/ itemized invoice) in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 10th of each month.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2023.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $38 per check to complete 400 underage alcohol compliance check with a minimum of 10% onsite related checks and 400 adult over-service compliance check and shall not exceed over 800 compliance checks. Overall total shall not exceed $33,500 for project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e., time spent completing paperwork and/or court appearances related to issued citations)..
- • Each earned media output can be reimbursed for $250.00 per output. Not to exceed more than $3,000.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: ACC’s, Bar Checks and Media every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. After Contractor’s receipt of written notice of a disputed invoice(s), Contractor shall have 30 days to provide sufficient documentation to support the disputed invoice(s). If the parties are unable to resolve any disputed invoice(s) within 75 days from Contractor’s initial presentment, the parties shall submit the disputed invoice(s) to mediation to be conducted by Zoom, or as otherwise agreed by the parties.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from ODMHSAS.
- • Funding for this contract period is July 1st, 2022 - June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education, Synar Education, Alcohol Purchase Survey (ABLE)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol and tobacco compliance strategies. The aims of the program are to prevent youth and adult alcohol and tobacco use problems by addressing priority risk factors: community access to alcohol and tobacco by young people; early initiation of alcohol and tobacco use; youth intention to use; excessive and dangerous use among adults age 21 and older. The ODMHSAS and the ABLE Commission will partner to plan and implement Too Much Too Lose (2M2L), Synar tobacco inspections, the Alcohol Purchase Survey, and other related projects.
DEFINITIONS:
- • 2Much2Lose – To Much Too Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
- • Synar – The Synar program is responsible for implementing the requirements of the Synar Amendment aimed at reducing youth access to tobacco by requiring states to enact and enforce laws prohibiting the sale or distribution of tobacco products to youth.
- • APS – Alcohol Purchase Survey - determines the rate of illegal alcohol sales to underage buyers in the state of Oklahoma.
WORK REQUIREMENTS:
- • Alcohol Compliance:
- • Contractor shall identify an ABLE point of contact/supervisor to liaison with ODMHSAS Prevention Department and assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Contractor shall provide the resources necessary to complete a minimum of 700 alcohol compliance checks with the expectation at least 1,000 checks will be conducted to compare to the previous year. One-half of checks will be paid at a rate of $120/check by the ODMHSAS up to 350 checks with a match of 1:1 by ABLE for each check completed/paid by the ODMHSAS. A minimum of 10% of the 350 checks to be paid by the ODMHSAS shall be directed toward curbside sales, and a minimum of 5% of the 350 checks to be paid by the ODMHSAS shall be directed toward home delivery sales. Sites of focus for this program shall utilize, to the extent possible, a data-driven and risk-based approach in collaboration with the ODMHSAS and shall require a communications plan to increase visibility of enforcement.
- • Alcohol Purchase Survey:
- • Contractor shall provide the resources necessary to complete inspections for the Alcohol Purchase Survey (APS) planned to begin as soon as September 30, 2022 through November 30, 2022 with an estimated 850 inspections. Survey administration may vary minimally in collaboration with the ODMHSAS.
- • Contractor shall recruit and hire the ABLE Commission agents and at minimum four (4) persons under 21 years of age to conduct the survey.
- • Contractor will develop recruitment materials to recruit youth inspectors.
- • The survey protocol will be developed/maintained by the ODMHSAS and the ABLE Commission. Contractor shall work with designated ODMHSAS survey coordinator to train the agents and youth inspectors in the survey protocol and how to conduct the survey. The training shall consist of a review of the Alcohol Purchase Survey inspection forms, requirements to assure statistical validity, and discussions regarding the ABLE Commission’s procedures and youth safety.
- • Contractor shall complete youth alcohol sale compliance inspections as defined by the survey sample provided by the ODMHSAS survey coordinator. Survey inspections shall be conducted in accordance with the Alcohol Purchase Survey procedures developed by ODMHSAS survey coordinator.
- • 2M2L:
- • Contractor shall assist the ODMHSAS 2M2L State Coordinator in planning, promoting, and delivering 2M2L law enforcement training to increase local law enforcement capacity to conduct best practice enforcement approaches. Contractor shall partner with the ODMHSAS in recruiting, promoting, and serving as an instructor with a minimum of two, two-day law enforcement/community training events and two, one-day condensed 2M2L law enforcement trainings.
- • Tobacco Compliance:
- • Contractor shall provide the resources necessary to complete inspections for the annual Synar study no later than September 30 each year in accordance with the federally approved protocol provided by the ODMHSAS.
- • Contractor shall work with the ODMHSAS staff and contract evaluation team to train the agents and/or inspectors. The training shall consist of a review of the Synar inspections forms, requirements to assure statistical validity, and discussions regarding the Contractor’s procedures and youth safety.
- • Contractor shall complete youth tobacco sale compliance inspections as defined by the Synar study sample provided by the ODMHSAS and contract evaluation team. The number of inspections and timeframe for completion will be determined by ODMHSAS and evaluation team, but is generally beginning June 1 each year and must be completed by September 30 each year.
- • Synar study inspections and Covid-19 safety standards for youth and young adult inspectors shall be conducted in accordance with the Synar procedures/protocol agreed upon by all parties.
- • An equal number of male and female youth/young adult inspectors shall be utilized for inspections with a recommendation of five (5) or more youth/young adult inspectors between the ages of 16- 20 years old. Each youth/young adult inspector shall conduct 20% of the Synar inspection sample. Contractor may coordinate the recruitment of youth/young adults using the ODMHSAS and evaluation team approved protocol. Contractor shall complete Synar study inspections with 50 percent female youth inspectors/youth adult inspectors and 50 percent male youth inspectors/ youth adult inspectors. Contractor shall ensure age perception testing of youth/young adult inspectors is complete within the first month before the commencement of the compliance inspections. Youth can be used for Synar inspections if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and evaluation team.
- • Contractor shall document the results of every inspection attempt on the inspection form prescribed by the ODMHSAS and shall provide a complete dataset to the ODMHSAS and evaluation team each week and a final dataset no later than the deadline established by the ODMHSAS.
- • Contractor shall notify the Oklahoma Tax Commission of all tobacco inspection violations.
- • Contractor shall assist the ODMHSAS in coordinating efforts to reduce youth access to tobacco by conducting follow-up visits to tobacco retailers who have failed their Synar inspections twice within the two (2) year period of their first violation.
- • Contractor shall maintain a tracking system for administrative penalties for illegal tobacco sales to enhance efforts to monitor and target repeat violators. The tracking system shall be updated monthly and the ODMHSAS and evaluation team shall have access to the system either through monthly delivery or remote access.
- • Contractor agrees to refer minors to an ODMHSAS recommended evidence-based tobacco prevention program as an intervention strategy for youth tobacco violations/ sanctions. Evidence based programming will be agreed upon by both agencies and a tracking system will be developed/utilized to verify program completion.
- • General Requirements:
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children under age 18 for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children under age 18 in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e. use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending either monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Employees under this contract shall dually identify themselves as 2Much2Lose (2M2L) Coordinator(s), and identify the project as that of ODMHSAS, in all presentations and correspondence when business is conducted under this contract and agree to be part of the Oklahoma Prevention Network and upon request attend any Prevention Academy or RBSS Advisory Board Meetings as requested by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff. Contractor shall participate in all required evaluation activities.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check (bar check) and shall not exceed over 350 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide 2M2L Law Enforcement Training (one-day and two- day trainings) Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to four (4) trainings from ABLE. Payments shall be made upon satisfactory completion of training and use of ODMHSAS 2M2L protocol. Contract funds shall not be used to pay for law enforcement time outside of the training.
- • Synar Inspections shall not exceed $130.00 per completed underage tobacco compliance check and shall not to exceed over 700 compliance checks. Payments shall be made upon satisfactory completion of tobacco inspections and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Synar inspection (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Alcohol Purchase Survey inspections shall not exceed $90.00 per completed compliance check and shall not to exceed over 850 compliance checks. Payments shall be made upon satisfactory completion of compliance operations and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Alcohol Purchase Survey inspections (i.e. time spent completing paperwork.).
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Assisted Outpatient Treatment II - Pathway to Recovery Federal Grant
INTRODUCTION:
- • Contractor will operate an Assisted Outpatient Treatment (AOT) program that partners together Mental Health and Substance Abuse Treatment, Law Enforcement, Courts and appropriate Community Partners for the benefit of those referred and in the local AOT program.
DEFINITIONS:
- • Assisted Outpatient Treatment - Court-Supervised treatment within the community.
- • Intensive Outreach - Engagement with individuals who are at risk with purpose of establishing trust and rapport, educating individual on services available, and reducing resistance to services for the potential consumer.
WORK REQUIREMENTS:
- • Contractors shall provide the following deliverables:
- • Contractor shall furnish the necessary personnel to implement AOT teams.
- • Hire Full-Time Equivalent (FTE) Regional Coordinator to be a liaison between Law Enforcement, Courts, Community Partners, CMHC (CCBHC) and ODMHSAS.
- • Contractors shall establish agreements with Law Enforcement agencies for dedicated Law Enforcement Officer(s) to participate as AOT- trained team member(s). Law Enforcement will also support AOT team intensive outreach efforts to engage individuals in need of treatment and potential AOT participants.
- • Contractor shall build a team of local stakeholders to create a Community Outreach Team (COT). Community Outreach team will be comprised of key stakeholders in the community identified by Contractor.
- • COT will write and adopt protocols and procedures to strengthen the AOT County Program.
- • The COT will meet on a regular basis and/or minimally once a year, and is tasked with all of the following:
- • Establishing relationships with Community Partners and identifying resources, attend appropriate trainings to better understand Serous Mental Illness (SMI) and how it impairs functionality. COT will learn best practices in intervention skills to engage participants in the lease coercive and punitive approach. COT will also provide outreach services to those that could benefit from AOT program and those ordered to AOT.
- • Regional Coordinator will be responsible for coordination with Law Enforcement, Court Representatives, and or Community Partners. Regional Coordinator will maintain regular communications to update treatment team, Law Enforcement, about transportation, Law Enforcement transportation, and or any other additional services/ resources deemed appropriate.
- • Contractors will be required to conduct intensive outreach in their community to build and foster relationships to identify those that could benefit from AOT Treatment.
- • Contractors fulfilling the terms of this contract shall also attend:
- • Virtual Kickoff, Monthly Meetings (Phone, Virtual, In-Person), Annual AOT Summit.
- • Trainings as determined necessary by the Department.
- • Contractor’s Intensive Outreach staff shall be:
- • Trained in best practices identified by ODMHSAS that provide education and guidance on engagement practices beneficial to community outreach.
PERFORMANCE MONITORING:
- • Monthly reports shall be submitted to the AOT Project Manager in a timely manner.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Contractor shall include documentation of all training and submit quarterly record to AOT Project Manager.
- • Contractors shall maintain a log to identify all outreach efforts, attempts, and outcomes reported to AOT Project Manager.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- At-Risk in Primary Care Online Simulation - SBIRT
INTRODUCTION:
- • Provide implementation and fidelity assurance services, technical assistance for implementation strategies for the Screening Brief Intervention Referral to Treatment Grant - “At-Risk in Primary Care” statewide use for primary care professionals in Oklahoma.
WORK REQUIREMENTS:
- • Contractor shall offer continuous support to assist the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and End Users in use of the Kognito “At-Risk in Primary Care”. Kognito will make its personnel available by email or phone during regular business hours, Monday through Friday, 9am-5pm EST for assistance.
- • Contractor shall use reasonable efforts to provide continuous service seven (7) days a week with an average of 98% uptime per month. The 2% down-time does not include periodic unavailability due to maintenance of the server(s), the installation or testing of software, the loading of additional Kognito Services as they become available, and downtime related to the failure of equipment or services outside the control of Contractor, including but not limited to public or private telecommunications services or internet nodes or facilities. Scheduled downtime will be performed at a time to minimize inconvenience to the ODMHSAS.
- • Contractor shall provide the ODMHSAS with a copy of its implementation manual. This manual includes best practices for promoting the courses to end users.
- • Contractor shall provide the ODMHSAS with the Courseware’s package of several marketing tools such as PowerPoint slides about the courses, electronic copies of flyers that can be printed or emailed to potential users about the courses, and suggested language for announcing the courses’ availability via email or by listserv or newsletter to stakeholder groups, such as primary care professionals, hospitals, emergency room departments, and professional associations.
- • Contractor shall provide consultation and technical support for assistance with stakeholder identification and analysis, communications planning, customization of outreach materials, marketing support.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide written reports, in a format prescribed by the Department, of activities carried out pursuant to the Statement of Work.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
COMPENSATION:
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Consulting: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable expenses:
- • Any activity that is not directly related to the coordination of the project.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- ATLAS Implementation (Shatterproof)
INTRODUCTION:
- • For purposes of this agreement, the scope of work will include a partnership, working together to reverse the addiction crisis in Oklahoma. Shatterproof will assign a team to work with key partners in Oklahoma to implement ATLAS in a way that is responsive to the state’s needs. This team will connect with stakeholders, plan and facilitate engagement events for providers and other stakeholders alike, and collaborate with the ODMHSAS to reverse the addiction crisis.
WORK REQUIREMENTS:
- • Shatterproof will:
- • Oversee all aspects of ATLAS® development and implementation.
- • Conduct provider and consumer outreach and education in partnership with state sponsor organizations.
- • Conduct data collection, analysis, and reporting.
- • Identify quality reporting best practices and work with state sponsors and commercial payers to identify alignment.
- • Launch and promote ATLAS® addiction treatment locate and compare features in the state.
- • Create password-protected portals for providers, payers, and states within the ATLAS platform.
- • The ODMHSAS will:
- • Publicly announcing the state’s participation in ATLAS.
- • Work with Shatterproof to determine a list of in-scope addiction treatment facilities and identify the steps and timeline to finalize the list, including an email point-of-contact for each facility. The state will have the final approval on who is included.
- • Distribute written communications to all treatment facilities in the state about participation (Shatterproof will provide this resource).
- • Connect Shatterproof with state provider and consumer advocacy groups to socialize and promote the system with these audiences and increase stakeholder buy-in.
- • Implement incentives, such as recognition, to encourage providers to complete the Treatment Facility Survey in order to enhance participation.
- • Prior to and upon launch of the site, promote ATLAS to consumers using channels available to the state.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
- Behavioral Risk Factor Surveillance Survey
INTRODUCTION:
- • Services required by this contract are for the addition of ten sets of questions to the Oklahoma State Department of Health administered annual Behavioral Risk Factor Surveillance System (BRFSS) survey.
DEFINITIONS:
- • Behavioral Risk Factor Surveillance System (BRFSS).
WORK REQUIREMENTS:
- • Contractor shall add the following to the BRFSS survey:
- • January 2022 – June 2022: Marijuana Module - 7 questions (1 Track) and Sexual Orientation/Gender Identity Module- 2 questions (1 Track).
- • Contractor shall analyze and make the results easily accessible for ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department-approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS. Contractor shall submit specified deliverables and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • A properly completed invoice must be submitted within (30 days) of the end of each month which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractors.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoices icon. Contractor shall upload backup documentation of a completed and signed invoice (e.g., PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or 405-248-9054.
- • The State of Oklahoma has forty-five 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses.
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- Behavioral Risk Factor Surveillance Survey - Revised
INTRODUCTION:
- • Services required by this contract are for the addition of 16 questions to the Oklahoma State Department of Health administered annual Behavioral Risk Factor Surveillance System (BRFSS) survey.
DEFINITIONS:
- • Behavioral Risk Factor Surveillance System (BRFSS).
WORK REQUIREMENTS:
- • Contractor shall add the following to the BRFSS survey:
- • July 2022 – December 2022: Marijuana Module - 7 questions (1 Track) and Sexual Orientation/Gender Identity Module- 2 questions (1 Track).
- • January 2023 – June 2023: Marijuana Module – 7 questions (1 Track), marijuana state-added – 1 question (1 Track), ASBI state-added– 2 questions (1 Track), drug use at checkup state-added – 2 questions (1 Track), and depressed at checkup – 2 questions (1 Track).
- • Contractor shall analyze and make the results easily accessible for ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department-approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS. Contractor shall submit specified deliverables and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • A properly completed invoice must be submitted within (30 days) of the end of each month which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractors.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoices icon. Contractor shall upload backup documentation of a completed and signed invoice (e.g., PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or 405-248-9054.
- • The State of Oklahoma has forty-five 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses.
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- Budget Analysis and Consultation (GowerGroup)
INTRODUCTION:
- • For purposes of this agreement the scope of work will include specific assistance requested by ODMHSAS related to budget analysis and consultation.
WORK REQUIREMENTS:
- • Contractor will assist the ODMHSAS in high level fiscal and budgetary calculations and analysis pertaining to Medicaid and other revenue sources including, but not limited to, the interpretation and development of policy, cost analysis, and programmatic budgetary advisement.
- • Contractor may attend a national meeting related to this contract.
PERFORMANCE MONITORING:
- • ODMHSAS shall at all times be the sole owner of the following, without limitation: all data, analysis, reports or technical assistance documents, or materials prepared by Contractor.
COMPENSATION:
- • Contractor shall submit invoices monthly based on the rate of $100.00 per hour.
- • Invoices shall be submitted electronically via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
- CCARC Severe Opioid Use Disorders Meds
INTRODUCTION:
- • This contract is to provide funding to purchase and provide those medications approved and appropriate to the level of certification, as medications used in support of direct services in the treatment of significant opioid use disorders (OUDs). These drugs are to be used to support a full service array utilizing medication assisted treatment (MAT) for consumers with significant OUDs including maintenance and long term withdrawal management.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of appropriate opioid treatment medications and related laboratory costs allowed by the Department for the Contractors level of certification.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the dispensing and or prescribing of medications, to include as needed: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate consumers.
- • Contractor shall not restrict the dispensing and/or prescribing of opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall submit a list of each consumer ID along with the medication administered to each respective consumer.
- • Contractor shall provide all consumers education on the medications available, providing opportunities for the consumer input into the determination in selecting the medical intervention.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative one-twelfth (1/12) of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication approved as an adjunct in the treatment of OUDs if prescribed by a physician for an ODMHSAS eligible consumer.
- • Laboratory costs specifically related to the use of medications provided pursuant to this SOW.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in 5.1.1 through 5.1.3 above shall be permitted.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- Chemical Dependency Workforce Development Fellowship (OUHSC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to operate a comprehensive chemical dependency workforce development education program and become a regional resource for clinical substance abuse programs and providers.
WORK REQUIREMENTS:
- • Contractor shall:
- • Contractor shall provide continuing education training through seminars, clinical consultation, and on-site clinical in-service programs for substance abuse treatment professionals at Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) funded settings and at the various levels of care (e.g., detoxification, residential treatment, halfway house services, and outpatient treatment);
- • Contractor shall form health and mental health policy as it pertains to substance abuse issues; and
- • Contractor shall increase the knowledge level of substance use disorders among community-based providers in a variety of sub-disciplines in medicine, including University of Oklahoma Health Sciences Center psychiatry residents, primary care physicians, and other medical providers.
- • Training:
- • Contractor shall offer a weekly (a minimum of 30) 1-hour seminar on clinical issues reflecting the latest knowledge of alcohol and drug use and treatment. A variety of substance abuse professionals from various disciplines (e.g., Social Work, Licensed Alcohol and Drug Counselors, Certified Alcohol and Drug Counselors, and Psychologists) should be able to meet the continuing education requirements for their licensure boards through attending this seminar;
- • Contractor shall provide one presentations at ODMHSAS’s annual conference; and
- • Contractor shall ensure equal access to training and services will be given regardless of age, sex, ethnicity, disability, race, color, ancestry, political affiliation, religion, or national origin.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work which shall include:
- • Documentation of continuing education training;
- • Documentation of in-service trainings;
- • Copies of training announcements;
- • Copies of distribution lists used for announcements;
- • Copies of sign-in sheets; and
- • Summary of attendee evaluations for each training.
- • Contractor shall provide such other detail as ODMHSAS may require. Contractor shall assess the progress and effectiveness of the workforce development education program and submit written reports of the findings to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor represents all billings will be based on actual costs incurred. All costs billed will be supported by documentation maintained on file and available for review, including copies of paid invoices, payroll records, time reports, and approved methods for application of indirect costs. Travel will be reimbursed based on actual and reasonable expenses.
- • Eligible program expense categories include allocations for faculty compensation, staff support, associated fringe benefits for all personnel program development, accreditation fees, necessary equipment and supplies such as materials needed for on-site presentations, operational costs, and applicable faculty travel.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- Civil Commitments (OklahomaDA)
- Assisted Outpatient Treatment and Diversion Support – Civil Commitments (OK County DA)
INTRODUCTION:
- • Under the direction of the ODMHSAS Commissioner, or designated representative, the Oklahoma County District Attorney’s office will provide support and staffing for Assisted Outpatient Treatment (AOT) and coordinate with existing efforts and best practices for AOT implementation.
WORK REQUIREMENTS:
- • Contractor shall provide assistance, in collaboration with the ODMHSAS, with implementation and continuation of Assisted Outpatient Treatment which operationalizes central principles of court and clinical assisted care for adults with severe and persistent mental illness (SPMI).
- • Provide one (1) full time staff person to attend the AOT dockets in Oklahoma County and assist with the development of AOT orders for eligible adults.
- • Assist clinical service providers with understanding and implementing AOT orders where appropriate for SPMI individuals.
- • Name a designated person within the Oklahoma District Attorney’s office for ODMHSAS staff, clinical providers, and persons placed on AOT orders to communicate with about the program and to receive technical assistance from.
- • Collaborate with consultants affiliated with the Substance Abuse and Mental Health Services Administration (SAMHSA) to extend the reach of limited resources for planning and sharing to:
- • Identify regional barriers to implementation and champion successes.
- • Coordinate care and sharing of best practices.
- • Foster local innovation.
- • Provide assistance with programmatic monitoring and evaluation in collaboration with ODMHSAS. Monitoring and evaluation parameters will be approved by ODMHSAS.
- • Travel expenses reimbursed for necessary travel for TA with providers.
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to the Statement of Work in the form requested by the ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
- Cognitive Behavioral Therapy (CBT) Training and Consultation (Dr. Reinecke)
INTRODUCTION:
- • This Contract is to provide the necessary training and consultation services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide one (1) 1-day training on Cognitive Behavioral Therapy (CBT) for Children and Adolescents regarding Depression.
- • Contractor shall provide one (1) 1-day training on Cognitive Behavioral Therapy (CBT) for Children and Adolescents regarding Anger & Oppositional and Externalizing Behavioral Problems.
- • Contractor shall provide one (1) 1-day training on Cognitive Behavioral Therapy (CBT) for Children regarding Anxiety.
- • Contractor shall provide two (2) ½-day trainings on Cognitive Behavioral Therapy (CBT) for use in Family therapy.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Virtual full-day training (or two ½-day trainings) will be reimbursed at an all-inclusive rate of $3,000.00 per day.
- Cognitive Behavioral Therapy (CBT) Training and Consultation (Dr. Sokol)
INTRODUCTION:
- • This Contract is to provide the necessary training and consultation services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide 3-day Foundational CBT training, number to be agreed upon, per contract:
- • This intensive 3-day training will provide the foundational knowledge for providing CBT for core behavioral health issues- including Depression, Anxiety, Anger & Substance Use Disorder Treatment, along with considerations for co-occurring treatment.
- • Contractor shall provide two 90-minute Case Consultation sessions for therapists who have already completed a minimum of 3-Days Foundational CBT Training and who are currently practicing CBT with clients. This opportunity shall focus on increasing understanding of CBT and further develop proficiency in practice.
- • Contractor shall provide 1-day specialty trainings to include:
- • A 1-day training on CBT for Groups and Couples; and
- • A 1-day training on CBT for Personality and Bi-polar Disorders.
- • Contractor shall provide A Closer Look training series with four (4) ½-day trainings in the areas mentioned below.
- • Two (2) ½ day trainings on Urge Control.
- • One (1) ½ day training on CBT Agenda Setting and Working with Agendas.
- • One (1) ½ day training on Utilizing Summaries and Homework.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • On-site full-day training and consultation will be reimbursed at an all-inclusive rate of $4,200.00 per day; not to exceed 6 days.
- • Virtual full-day training and consultation will be reimbursed at an all-inclusive rate of $3,125.00 per day; not to exceed 7 days.
- • Ninety minute case consultations to be billed at $500.00 each.
- Cognitive Behavioral Therapy (CBT) Training and Consultation (Dr. Sudak)
INTRODUCTION:
- • This Contract is to provide the necessary training and consultation services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide three (3) 1-day Cognitive Behavioral Therapy for Suicide Prevention (CBT-SP) training for Oklahoma therapists identified by the ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,000.00 per day.
- Cohen Military Family Clinic
INTRODUCTION:
- • Contractor shall furnish the necessary resources to support the operations of evidenced-based behavioral health treatment services to service members, veterans, and their families through the Cohen Military Family Clinic.
WORK REQUIREMENTS:
- • Contractor shall provide access to appropriate levels of care and services to service members, veterans, and their families, regardless of discharge status or role in service.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as performance outcomes and monthly documentation submitted.
- • Contractor shall submit monthly reports as backup documentation with invoices reflecting status of the build and estimated opening date.
- • Contractor will provide monthly reports of services by location as backup documentation with invoices to include the number of service members served, number of veterans served, number of family members served, and services and activities provided.
COMPENSATION:
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- • Contractor shall be reimbursed on a monthly one-eleventh (1/11) basis. Backup documentation shall be submitted with each invoice based on the requirements in the Performance Monitoring section above.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
- Collaboration, Organizational Peer Support, and Learning (Alliance of MH Providers of OK)
INTRODUCTION:
- • The intent of this scope of work is to further the mission of the ODMHSAS by establishing a strong foundation of organizational peer support and peer learning among the members of the Alliance of Mental Health Providers of Oklahoma through a formal peer review process, as well as encompassing the strategic use of co-branding with all alliance members and the ODMHSAS for programs funded or associated with this mission.
WORK REQUIREMENTS:
- • The Alliance will:
- • Establish a formal peer review program that will focus on creating, implementing, and executing a robust, quarterly peer review system to include:
- • How to best serve those consumers on the “Most in Need” list.
- • Reduce rates of substance use and addiction.
- • Prevent suicide.
- • Reach, engage, and serve disparate populations.
- • Provide quarterly reports to the ODMHSAS on shared learning and progress of formal peer review processes. Reports should include examples of innovative engagement strategies and treatment practices learned and adopted from one another.
- • In conjunction with the ODMHSAS, develop a co-branding strategy to maximize exposure and enhance brand recognition of both The Alliance members and the ODMHSAS. Co-branding strategy shall include print, digital, social, and broadcast forms of media.
- • Launch a co-branded marketing campaign with the goal of capturing additional audiences in a call to action. The co-branded messages shall be designed to inspire and engage targeted groups, helping them to better understand the continuum of treatment services and supports that are part of the ODMHSAS system. Example outcomes of a successful co-branded marketing campaign include, but are not limited to:
- • The Alliance members providing and facilitating suicide prevention training to all schools in Oklahoma.
- • The Alliance members built into the Oklahoma Prevention Needs Assessment (OPNA) plans as core partners across all school districts in Oklahoma.
- • The Alliance members celebrated by local law enforcement agencies for successful iPad/Tablet partnerships.
- • The Alliance members viewed by diverse communities as providing a supportive and welcoming environment.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
- Community Based Prevention Services (CARECG)
- Oklahoma Department of Mental Health and Substance Abuse Services Prevention Services
- and
- Community Advocacy Research and Evaluation Consulting Group (C.A.R.E.)
INTRODUCTION:
- Community based prevention services (CBPS) include an array of evidence-based programs, policies, and/or practices planned and implemented at the local level by representative community coalitions to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems (Attachment A). CBPS delivery plans will be coordinated with ODMHSAS field staff and other sector-based prevention services as appropriate. The ODMHSAS seeks community coalitions to provide CBPS beginning July 1, 2021, renewable each fiscal year for a maximum of four years (June 30, 2025) based on performance and availability of funds.
- The purpose of this Statement of Work (SOW) is to solicit proposal from the Community Advocacy Research and Evaluation Consulting Group (C.A.R.E.) the delivery of comprehensive CBPS by community coalition(s) in the high need communities of Adair County for Stimulant Misuse, Oklahoma County for Marijuana Misuse and Alcohol Misuse, and Wagoner County for Opioid Misuse in addressing these priority substance use problems and associated risk factors. The ODMHSAS will provide community coalitions with funding, training, and technical assistance needed in their communities. The aims of the program are to: identify and fund community coalitions ready to act in high need communities on data-driven priorities; develop local prevention plans based on the Strategic Prevention Framework (SPF); and deliver high-quality, evidence-informed primary prevention services. Strategic priorities identified for this SOW must align with the ODMHSAS strategic plan (Attachment A) https://oklahoma.gov/content/dam/ok/en/odmhsas/documents/prevention/ODMHSAS-Prevention-Plan-2021.pdf and include: prevention of stimulant, opioid, marijuana, and alcohol use problems.
- Communities (including Adair County, Oklahoma County, and Wagoner County) listed in Attachment B were identified using community-level risk data available statewide describing high need for opioid, stimulant, alcohol, and marijuana prevention services. Post award, the ODMHSAS will aid coalitions with local data to further define population of focus and modifiable risk factors/ problems of focus for prevention intervention. Based on the contractor’s needs assessment, additional substances/communities may be justified by contractor.
FUNDING:
- • Funding for this SOW/contract is for an estimated $450,000 and is contingent upon availability of state and/or federal funding.
- • Preferred areas of service coverage for each contract is the entire geographic county, but the contractor may submit a justification for an area with not less than 150,000 persons, as priority coverage area.
FUNDING AMOUNTS:
- • The ODMHSAS reserves the right to amend contract funding amounts and/or the number of awards.
- • Funding for this contract is contingent upon availability of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, CBPS to the community of focus. Must seek and receive ODMHSAS approval prior to refusing any CBPS services to any person or entity meeting eligibility criteria.
WORK REQUIREMENTS:
- • Contracts for CBPS are intended to support established community coalitions capable of effecting community-level change within the project period. For the purposes of this contract, a coalition is defined as a community-based formal arrangement for cooperation and collaboration among groups or sectors of a community in which each group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug-free community.
- • In some cases, the contractor and the coalition will be the same entity. In other cases, the Contractors will serve as fiscal agent/applicant on behalf of the coalition. It is expected in all cases that the coalition conducts the day-to-day operations of the CBPS program. Contractors/coalitions are not permitted to pass through funds and shall obtain prior approval from the ODMHSAS for subcontracting strategy implementation. Coalitions funded under this contract are encouraged to partner with existing community coalitions serving the community addressing other issues and risk factors such as Drug Free Community (DFC) coalitions and health/tobacco control coalitions funded by the Oklahoma Tobacco Settlement Endowment Trust (TSET). Coalitions are expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Coalitions receiving these funds are expected to implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Attachment C; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Staff shall have the knowledge and experience necessary to coordinate community-based projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan (Attachment A).
SCOPE OF WORK:
- The ODMHSAS will provide direct support to the awardee to fulfill the requirements of this contract. However, the contractor is viewed as the primary deliverer of guidance and expertise to the community.
- Needs Assessment
- • Contractor shall utilize a needs assessment provided by the ODMHSAS and assist in supplementing as needed. Contractor shall participate in an annual Needs and Resource Assessment report.
- • All local and state data utilized must be reported regularly and justified to ODMHSAS, the data sources must be eligible for evaluation purposes to ensure overall prevention outcomes can be collected per the awarded contract.
- • Contractor shall assist the ODMHSAS in recruiting and securing necessary agreements with the Local Education Agency (LEA) within the identified community for the Oklahoma Prevention Needs Assessment (OPNA) as requested.
- • Contractor shall assist ODMHSAS and the ODMHSAS program evaluator in recruiting and securing participants within the identified community to complete the Adult Prevention Needs Assessment (APNA).
- • Contractor shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators.
- Building Capacity and Communication Development
- • Contractor shall be an established community coalition already serving the identified community addressing health, substance abuse prevention efforts, safety, or any other appropriate fit to meet the following contract requirements.
- • Contractor shall continue current timeline for coalition meetings with Adair County Chain Breakers Coalition and Community Environment Enhancement Development Corporation (CEEDC) in Wagoner County.
- • Contractor shall hold a minimum of nine (9) monthly coalition meetings annually.
- • Contractor shall participate in contract and program orientation provided by ODMHSAS within first 90 days of being awarded funding.
- • A coalition readiness assessment shall be conducted annually, and coalition training/recruitment conducted to build capacity and readiness levels to achieve work plan objectives.
- • Contractor shall develop partnerships in each of the community sectors relevant to the priority issue and selected evidence-based strategy.
- • Contractor shall provide prevention training and outreach efforts to the community and document all efforts.
- • Contractor shall respond to public requests for information related to substance use prevention and referrals in the identified community with priority given to those requests directly related to the community-based work plan.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Contractor shall continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Contractor shall participate on other state and community-level coalition(s) to strategically advance the priority indicators identified in the community work plan.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local community level in a timely and effective manner.
- Planning
- • Based on the identified priority indicator and community of focus submitted in the bid, Contractor shall develop a community-based, data-driven work plan to prevent and reduce the priority substance use problem and associated risk factors.
- • The work plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, community/ coalition readiness and sustainability.
- • A health disparity impact statement/ plan that identifies a health disparate population and strategies on how to address this population within your identified community.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • A sustainability plan to that will ensure focus on sustaining both the outcomes achieved, and the infrastructure created under the project.
- • Signatures of all coalition leaders, including the chairperson, verifying active coalition involvement in the creation of the work plan and all other relevant documents (i.e. Program Budget, Evaluation Reports).
- • Contractor shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/priority of the community-based work plan.
- • Implementation of prevention services shall not commence until the ODMHSAS approves the community-based work plan.
- Implementation
- • Contractor shall adhere to and implement the ODMHSAS approved community-based work plan and utilize funds to implement only approved strategies within the community.
- • Contractor shall be responsible for coordinating the implementation of the community-based work plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the community-based work plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as referred to in Attachment C; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evidence based strategies will be implemented for the defined community of focus..
- • Program implementation must be in alignment with the community-based work plan and program budget, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Contractor shall participate in statewide communication campaigns when requested by the ODMHSAS.
- • Evaluation and Reporting Requirements
- • Contractor shall enter required information into designated prevention reporting system within 30 days of workplan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS designated evaluator. Contractor shall complete monthly program reporting/evaluation reports by the 15th of the month following the month of services and submit as directed.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Contractor shall submit the quarterly report on the 10th of the following month.
- • Contractor shall participate in trainings and meetings required by the ODMHSAS, including peer sharing forums among other prevention providers.
- • Contractor shall participate in required data collection activities conducted by the ODMHSAS.
- • Contractor shall complete applicable federally required data collection requirements.
- • Contractor shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS. Contractor shall maintain documentation related to the planning (assessment or development of the community-based work plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
TIMELINES:
- • Contractor will continue prevention work and current timeline with Oklahoma County Coalitions. ODMHSAS shall provide timeline.
- • Contractor will continue prevention work and current timeline with the Adair County Chain Breakers Coalition. ODMHSAS shall provide timeline.
- • Contractor will continue prevention work and current timeline with Community Environment Enhancement Development Corporation (CEEDC). ODMHSAS can shall provide timeline.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders)
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
PROJECT BUDGET:
- • Contractor shall complete and submit a budget summary for Fiscal Year 2022 (July 1, 2022 – June 30, 2023) using the form in Attachment E. The proposed costs shall be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs. The proposed costs shall be reasonable and include a brief justification for each item. Contractor shall include personnel expenses for all staff to include the minimum part-time CBPS staff. Contractor shall include budget for one (1) required meeting in the Oklahoma City metro area with budget amounts for two overnight stays, if needed. Indirect costs are limited to 12% of total direct costs.
- Community Based Prevention Services (SWODA)
- Community Based Prevention Services (CBPS) State of Work (SOW)
- Oklahoma Department of Mental Health and Substance Abuse Services Prevention Services
- and
- South Western Oklahoma Development Authority - SWODA
Community based prevention services (CBPS) include an array of evidence-based programs, policies, and/or practices planned and implemented at the local level by representative community coalitions to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems (Attachment A). CBPS delivery plans will be coordinated with ODMHSAS field staff and other sector-based prevention services as appropriate. The ODMHSAS seeks community coalitions to provide CBPS beginning July 1, 2021, renewable each fiscal year for a maximum of four years (June 30, 2025) based on performance and availability of funds.
The purpose of this Statement of Work (SOW) is to solicit proposal from SWODA for the delivery of comprehensive CBPS by community coalitions in high need communities of Harmon County for Marijuana Misuse; Kiowa County for Alcohol Misuse, Beckham County for Opioids Misuse, Beckham County for Marijuana Misuse, and Washita County for Opioids Misuse, Caddo County for Alcohol Misuse, Kingfisher County for Alcohol Misuse, Grant County for Alcohol Misuse, Blaine County for Alcohol Misuse, Canadian County for Marijuana Misuse, Texas County for Marijuana Misuse, Woodward County for Marijuana Misuse, Grady County for Opioids Misuse, and Jackson County for Stimulants Misuse in addressing these priority substance use problems and associated risk factors. The ODMHSAS will provide community coalitions with funding, training, and technical assistance needed in their communities. The aims of the program are to: identify and fund community coalitions ready to act in high need communities on data-driven priorities; develop local prevention plans based on the Strategic Prevention Framework (SPF); and deliver high-quality, evidence-informed primary prevention services. Strategic priorities identified for this SOW must align with the ODMHSAS strategic plan (Attachment A) and include: prevention of stimulant, opioid, marijuana, and alcohol use problems.
Communities (Harmon, Kiowa Beckham, and Washita) listed in Attachment B were identified using community-level risk data available statewide describing high need for opioid, stimulant, alcohol, and marijuana prevention services. Post award, the ODMHSAS will aid coalitions with local data to further define population of focus and modifiable risk factors/ problems of focus for prevention intervention. Based on the contractor’s needs assessment, additional substances/communities were justified by ODMHSAS which included: Caddo County, Kingfisher County, Grant County, Blaine County, Canadian County, Texas County, Woodward County, Grady County, and Jackson County.
Funding
- • Funding for this SOW/contract is for an estimated $700,000 and is contingent upon availability of state and/or federal funding.
- • Preferred areas of service coverage for each contract are the entire geographic county.
Funding Amounts
- • The ODMHSAS reserves the right to amend contract funding amounts and/or the number of awards.
- • Funding for this contract is contingent upon availability of state and/or federal funding.
- • Supplier shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure supplier is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Supplier agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, CBPS to the community of focus. Must seek and receive ODMHSAS approval prior to refusing any CBPS services to any person or entity meeting eligibility criteria.
Expectations/Requirements
- • Contracts for CBPS are intended to support established community coalitions capable of effecting community-level change within the project period. For the purposes of this contract with ODMHSAS, a coalition is defined as a community-based formal arrangement for cooperation and collaboration among groups or sectors of a community in which each group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug-free community.
- • In some cases, the Supplier and the coalition will be the same entity. In other cases, the Supplier will serve as fiscal agent/applicant on behalf of the coalition. It is expected in all cases that the coalition conducts the day-to-day operations of the CBPS program. Suppliers/coalitions are not permitted to pass through funds and shall obtain prior approval from the ODMHSAS for subcontracting strategy implementation. Coalitions funded under this contract are encouraged to partner with existing community coalitions serving the community addressing other issues and risk factors such as Drug Free Community (DFC) coalitions and health/tobacco control coalitions funded by the Oklahoma Tobacco Settlement Endowment Trust (TSET). Coalitions are expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Coalitions receiving these funds are expected to implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Attachment C; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Supplier shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Staff shall have the knowledge and experience necessary to coordinate community-based projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Supplier is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan (Attachment A).
Scope of Work
- • The ODMHSAS will provide direct support to the awardee to fulfill the requirements of this contract. However, the awardee is viewed as the primary deliverer of guidance and expertise to the community.
- • Needs Assessment
- • Supplier shall utilize a needs assessment provided by the ODMHSAS and assist in supplementing as needed. Supplier shall participate in an annual Needs and Resource Assessment report.
- • All local and state data utilized must be reported regularly and justified to ODMHSAS, the data sources must be eligible for evaluation purposes to ensure overall prevention outcomes can be collected per the awarded contract.
- • Supplier shall assist the ODMHSAS in recruiting and securing necessary agreements with the Local Education Agency (LEA) within the identified community for the Oklahoma Prevention Needs Assessment (OPNA) as requested.
- • Supplier shall assist ODMHSAS and the ODMHSAS program evaluator in recruiting and securing participants within the identified community to complete the Adult Prevention Needs Assessment (APNA).
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators.
- • Building Capacity and Communication Development
- • Supplier shall be an established community coalition already serving the identified community addressing health, substance abuse prevention efforts, safety, or any other appropriate fit to meet the following contract requirements.
- • Supplier shall hold a minimum of nine (9) monthly coalition meetings annually.
- • Supplier shall participate in contract and program orientation provided by ODMHSAS within first 90 days of being awarded funding.
- • A coalition readiness assessment shall be conducted annually and coalition training/recruitment conducted to build capacity and readiness levels to achieve work plan objectives.
- • Supplier shall develop partnerships in each of the community sectors relevant to the priority issue and selected evidence-based strategy.
- • Supplier shall provide prevention training and outreach efforts to the community and document all efforts.
- • Supplier shall respond to public requests for information related to substance use prevention and referrals in the identified community with priority given to those requests directly related to the community-based work plan.
- • Supplier shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Supplier shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Supplier shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Supplier shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Supplier shall continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Supplier shall participate on other state and community-level coalition(s) to strategically advance the priority indicators identified in the community work plan.
- • Supplier shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Supplier shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local community level in a timely and effective manner.
- • Planning
- • Based on the identified priority indicator and community of focus submitted in the bid, Supplier shall develop a community-based, data-driven work plan to prevent and reduce the priority substance use problem and associated risk factors.
- • The work plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, community/ coalition readiness and sustainability.
- • A health disparity impact statement/ plan that identifies a health disparate population and strategies on how to address this population within your identified community.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • A sustainability plan to that will ensure focus on sustaining both the outcomes achieved, and the infrastructure created under the project.
- • Signatures of all coalition leaders, including the chairperson, verifying active coalition involvement in the creation of the work plan and all other relevant documents (i.e. Program Budget, Evaluation Reports).
- • Supplier shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/priority of the community-based work plan.
- • Implementation of prevention services shall not commence until the ODMHSAS approves the community-based work plan.
- • Implementation
- • Supplier shall adhere to, and implement the ODMHSAS approved community based work plan and utilize funds to implement only approved strategies within the community.
- • Supplier shall be responsible for coordinating the implementation of the community-based work plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the community-based work plan.
- • Supplier shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as referred to in Attachment C; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Supplier shall carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evidence based strategies will be implemented for the defined community of focus.
- • Program implementation must be in alignment with the community-based work plan and program budget, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Supplier shall participate in statewide communication campaigns when requested by the ODMHSAS.
- • Evaluation and Reporting Requirements
- • Supplier shall enter required information into designated prevention reporting system within 30 days of workplan approval. The format will be prescribed by the ODMHSAS.
- • Supplier shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Supplier shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS designated evaluator. Supplier shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Supplier shall submit the quarterly report on the 10th of the following month.
- • Supplier shall participate in trainings and meetings required by the ODMHSAS, including peer sharing forums among other prevention providers.
- • Supplier shall participate in required data collection activities conducted by the ODMHSAS.
- • Suppliers shall complete applicable federally required data collection requirements.
- • Supplier shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS. Supplier shall maintain documentation related to the planning (assessment or development of the community-based work plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Supplier shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Supplier chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Supplier shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
Performance Monitoring
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
Compensation
- • Contractor may claim expenses for: personnel costs (i.e., training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the eProviderInvoice icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 24% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
Contract Period
- • The contract period is July 1, 2022 through June 30, 2023 with the option to renew annually through June 30, 2025. Renewal is optional and will be dependent upon the effectiveness of the following: project implementation, successful evaluation participation, meeting contract requirements, the ODMHSAS need, and the availability of state and/or federal funding.
Timeline
- • Provide a timeline for the first year of the grant that includes tasks to ensure project requirements and strategies will be completed. For each element include the individual(s) who will be responsible for ensuring the task is completed. Please include information on the following:
- • Staff identification/hiring.
- • Scheduled coalition meetings.
- • Coalition member recruitment (if necessary).
- • Workplan submission.
- • Project implementation.
Letters of Commitment
- • Include letters of commitment from coalition members representing at least 5 of the following sectors: schools, faith communities, law enforcement, higher education, municipalities, tribes, businesses, health, youth, parents, elected officials, persons in recovery from substance abuse, disparate population, etc. See Attachment D for examples of letters of commitment adapted from the DFC program.
Project Budget
- • Applicant shall complete and submit a budget summary for Fiscal Year 2022 (July 1, 2022 – June 30, 2023) using the form in Attachment E. The proposed costs shall be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs. The proposed costs shall be reasonable and include a brief justification for each item. Supplier shall include personnel expenses for all staff to include the minimum part-time CBPS staff. Supplier shall include budget for one (1) required meeting in the Oklahoma City metro area with budget amounts for two overnight stays, if needed. Indirect costs are limited to 24% of total direct costs.
- Community Based Prevention Services (Valliant PS)
- Community Based Prevention Services (CBPS) State of Work (SOW)
- Oklahoma Department of Mental Health and Substance Abuse Services Prevention Services
- and
- Valliant Public Schools
Community based prevention services (CBPS) include an array of evidence-based programs, policies, and/or practices planned and implemented at the local level by representative community coalitions to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems (Attachment A). CBPS delivery plans will be coordinated with ODMHSAS field staff and other sector-based prevention services as appropriate. The ODMHSAS seeks community coalitions to provide CBPS beginning July 1, 2021, renewable each fiscal year for a maximum of four years (June 30, 2025) based on performance and availability of funds.
The purpose of this Statement of Work (SOW) is to solicit proposal from the Valliant Public Schools the delivery of comprehensive CBPS by community coalition(s) in the high need communities of McCurtain County for Marijuana Misuse and Alcohol Misuse, LeFlore County for Marijuana Misuse, and Choctaw County for Opioids Misuse in addressing this priority substance use problems and associated risk factors. The ODMHSAS will provide community coalitions with funding, training, and technical assistance needed in their communities. The aims of the program are to: identify and fund community coalitions ready to act in high need communities on data-driven priorities; develop local prevention plans based on the Strategic Prevention Framework (SPF); and deliver high-quality, evidence-informed primary prevention services. Strategic priorities identified for this SOW must align with the ODMHSAS strategic plan (Attachment A) and include: prevention of stimulant, opioid, marijuana, and alcohol use problems.
Communities (including McCurtain County, LeFlore County, and Choctaw County) listed in Attachment B were identified using community-level risk data available statewide describing high need for opioid, stimulant, alcohol, and marijuana prevention services. Post award, the ODMHSAS will aid coalitions with local data to further define population of focus and modifiable risk factors/ problems of focus for prevention intervention. Based on the contractor’s needs assessment, additional substances/communities may be justified by contractor.
Funding
- • Funding for this SOW/contract is for an estimated $450,000 and is contingent upon availability of state and/or federal funding.
- • Preferred areas of service coverage for each contract is the entire geographic county, but the contractor may submit a justification for an area with not less than 150,000 persons, as priority coverage area.
Funding Amounts
- • The ODMHSAS reserves the right to amend contract funding amounts and/or the number of awards.
- • Funding for this contract is contingent upon availability of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, CBPS to the community of focus. Must seek and receive ODMHSAS approval prior to refusing any CBPS services to any person or entity meeting eligibility criteria.
Work Requirements
- • Contracts for CBPS are intended to support established community coalitions capable of effecting community-level change within the project period. For the purposes of this contract, a coalition is defined as a community-based formal arrangement for cooperation and collaboration among groups or sectors of a community in which each group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug-free community.
- • In some cases, the contractor and the coalition will be the same entity. In other cases, the Contractors will serve as fiscal agent/applicant on behalf of the coalition. It is expected in all cases that the coalition conducts the day-to-day operations of the CBPS program. Contractors/coalitions are not permitted to pass through funds and shall obtain prior approval from the ODMHSAS for subcontracting strategy implementation. Coalitions funded under this contract are encouraged to partner with existing community coalitions serving the community addressing other issues and risk factors such as Drug Free Community (DFC) coalitions and health/tobacco control coalitions funded by the Oklahoma Tobacco Settlement Endowment Trust (TSET). Coalitions are expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Coalitions receiving these funds are expected to implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Attachment C; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Staff shall have the knowledge and experience necessary to coordinate community-based projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan (Attachment A).
Scope of Work
- • The ODMHSAS will provide direct support to the awardee to fulfill the requirements of this contract. However, the contractor is viewed as the primary deliverer of guidance and expertise to the community.
- • Needs Assessment
- • Contractor shall utilize a needs assessment provided by the ODMHSAS and assist in supplementing as needed. Contractor shall participate in an annual Needs and Resource Assessment report.
- • All local and state data utilized must be reported regularly and justified to ODMHSAS, the data sources must be eligible for evaluation purposes to ensure overall prevention outcomes can be collected per the awarded contract.
- • Contractor shall assist the ODMHSAS in recruiting and securing necessary agreements with the Local Education Agency (LEA) within the identified community for the Oklahoma Prevention Needs Assessment (OPNA) as requested.
- • Contractor shall assist ODMHSAS and the ODMHSAS program evaluator in recruiting and securing participants within the identified community to complete the Adult Prevention Needs Assessment (APNA).
- • Contractor shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators.
- • Building Capacity and Communication Development
- • Contractor shall be an established community coalition already serving the identified community addressing health, substance abuse prevention efforts, safety, or any other appropriate fit to meet the following contract requirements.
- • Contractor shall continue current timeline for coalition meetings.
- • Contractor shall hold a minimum of nine (9) monthly coalition meetings annually.
- • Contractor shall participate in contract and program orientation provided by ODMHSAS within first 90 days of being awarded funding.
- • A coalition readiness assessment shall be conducted annually, and coalition training/recruitment conducted to build capacity and readiness levels to achieve work plan objectives.
- • Contractor shall develop partnerships in each of the community sectors relevant to the priority issue and selected evidence-based strategy.
- • Contractor shall provide prevention training and outreach efforts to the community and document all efforts.
- • Contractor shall respond to public requests for information related to substance use prevention and referrals in the identified community with priority given to those requests directly related to the community-based work plan.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Contractor shall continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Contractor shall participate on other state and community-level coalition(s) to strategically advance the priority indicators identified in the community work plan.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local community level in a timely and effective manner.
- • Planning
- • Based on the identified priority indicator and community of focus submitted in the bid, Contractor shall develop a community-based, data-driven work plan to prevent and reduce the priority substance use problem and associated risk factors.
- • The work plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, community/ coalition readiness and sustainability.
- • A health disparity impact statement/ plan that identifies a health disparate population and strategies on how to address this population within your identified community.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • A sustainability plan to that will ensure focus on sustaining both the outcomes achieved, and the infrastructure created under the project.
- • Signatures of all coalition leaders, including the chairperson, verifying active coalition involvement in the creation of the work plan and all other relevant documents (i.e. Program Budget, Evaluation Reports).
- • Contractor shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/priority of the community-based work plan.
- • Implementation of prevention services shall not commence until the ODMHSAS approves the community-based work plan.
- • Implementation
- • Contractor shall adhere to and implement the ODMHSAS approved community-based work plan and utilize funds to implement only approved strategies within the community.
- • Contractor shall be responsible for coordinating the implementation of the community-based work plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the community-based work plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as referred to in Attachment C; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evidence based strategies will be implemented for the defined community of focus.
- • Program implementation must be in alignment with the community-based work plan and program budget, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Contractor shall participate in statewide communication campaigns when requested by the ODMHSAS.
- • Evaluation and Reporting Requirements
- • Contractor shall enter required information into designated prevention reporting system within 30 days of workplan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS designated evaluator. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Contractor shall submit the quarterly report on the 10th of the following month.
- • Contractor shall participate in trainings and meetings required by the ODMHSAS, including peer sharing forums among other prevention providers.
- • Contractor shall participate in required data collection activities conducted by the ODMHSAS.
- • Contractor shall complete applicable federally required data collection requirements.
- • Contractor shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS. Contractor shall maintain documentation related to the planning (assessment or development of the community-based work plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
Performance Monitoring
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
Compensation
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
Project Budget
- • Contractor shall complete and submit a budget summary for Fiscal Year 2023 (July 1, 2022 – June 30, 2023) using the form in Attachment E. The proposed costs shall be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs. The proposed costs shall be reasonable and include a brief justification for each item. Contractor shall include personnel expenses for all staff to include the minimum part-time CBPS staff. Contractor shall include budget for one (1) required meeting in the Oklahoma City metro area with budget amounts for two overnight stays, if needed. Indirect costs are limited to 12% of total direct costs.
- Consultation – Conference and Training Development
INTRODUCTION:
- • The contractor shall furnish the necessary resources to develop content for a two-hour Motivational Interviewing eLearning and the development of mental health focused sessions for the ODMHSAS conferences.
WORK REQUIREMENTS:
- • The contractor shall develop the content of a Motivational Interviewing eLearning.
- • The contractor shall provide services for the planning and development of mental health focused conference sessions including session topics recommendations, speaker recommendations, and outreach to identified speakers on availability and costs.
COMPENSATION:
- • ODMHSAS agrees to compensate the consultant $75.00 an hour.
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to substantiate authorized expenses.
- Crisis Continuum of Care - Crisis Unit
INTRODUCTION:
- • Contractor shall furnish the necessary resources to implement and operate an adult Crisis Stabilization Unit (CSU).
WORK REQUIREMENTS:
- • Contractor shall:
- • Begin full capacity operations, as defined in this statement of work, of a CSU in location(s) approved by ODMHSAS. Full capacity shall be the ability to simultaneously serve no fewer than 12 clients.
- • Ensure CSU services are consistent with applicable ODMHSAS certification and Medicaid billing requirements.
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral, and linkage to community-based services, or when necessary, for inpatient psychiatric or substance abuse services.
- • Link the person to services and supports needed upon discharge, including but not limited to, transportation when necessary and appropriate.
- • Provider shall furnish necessary medications upon discharge, up to a 30-day supply if the consumer has no other means of obtaining.
- • For CSUs without an adjacent Urgent Recovery Center – If no other evaluation sites are available within 30 miles of a law enforcement officer needing transportation for an individual in mental health crisis, the CSU will serve as an evaluation site for law enforcement drop off.
- • Participate in performance improvement processes in collaboration with ODMHSAS to achieve desired outcomes as part of the Oklahoma Crisis Continuum of Care, including but not limited to, outcomes identified in the Performance Monitoring section.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from Crisis Stabilization beds to higher levels of care; and
- • Linkage to community based services to include percent engaged in community services after CSU care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with the below:
- • Invoice of one-third (1/3) of total contract due at ODMHSAS approval of secured CSU site. Invoice shall be submitted with statement of lease, rent, or purchase documentation.
- • Invoice of one-third (1/3) of total contract due upon 50% of completion of construction needs. Invoice shall be submitted with documentation from construction vendor indicating status of work and anticipated completion date.
- • Final invoice of one-third (1/3) of total contract due upon CSU accepting clients and beginning operation within the parameters of this contract..
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- Crisis Continuum of Care - Urgent Care
INTRODUCTION:
- • Contractor shall furnish the necessary resources to implement and operate an Urgent Recovery Center (URC) which provides 24-hours, 7 days per week, no wrong door, crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Contractor shall:
- • Begin full capacity operations, as defined in this statement of work, of an Urgency Recovery Center (URC) in location(s) approved by ODMHSAS. Full capacity shall be the ability to simultaneously serve no fewer than 12 clients.
- • Ensure URC services are consistent with applicable ODMHSAS certification and Medicaid billing requirements.
- • Maintain an ability to accept consumers at any time, 24 hours a day, 7 days per week. Includes, but is not limited to, walk-in, hospital referrals, and direct law enforcement drop offs for individuals in behavioral health crisis. Be structured in a manner that offers capacity to accept all referrals of adult consumers with mental health or substance abuse treatment needs.
- • Not require medical clearance or labs prior to acceptance, instead, evaluate medical conditions during the evaluation process.
- • Perform assessments as required to meet the individual consumer needs. This may consist of, but is not limited to: medical screening, initial screening examination, suicide screening, substance abuse/dependence screening, trauma screening, and evaluation for crisis or inpatient treatment.
- • Have a Licensed Practicing Nurse (LPN) or Registered Nurse (RN) available in person 24/7 for health screenings and detox screening. Includes, but is not limited to, delivering care for most minor physical health challenges with an identified pathway in order to transfer the individual to more medically staffed services if needed.
- • Have a Licensed Mental Health Practitioner (LMHP) available on site or through tele-medicine 24/7. Includes but is not limited to, performing evaluations and making discharge decisions.
- • When necessary, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour, 59-minute service period. A consumer is able to return to URC services as needed with no restrictions based on length of time from last discharge.
- • Participate in performance improvement processes in collaboration with ODMHSAS to achieve desired outcomes as part of the Oklahoma Crisis Continuum of Care, including, but not limited to, outcomes identified in the Performance Monitoring section.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to community based services to include percent engaged in community services after URC care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with the below:
- • Invoice of one-third (1/3) of total contract due at ODMHSAS approval of secured URC site. Invoice shall be submitted with statement of lease, rent, or purchase documentation.
- • Invoice of one-third (1/3) of total contract due upon 50% of completion of construction needs. Invoice shall be submitted with documentation from construction vendor indicating status of work and anticipated completion date.
- • Final invoice of one-third (1/3) of total contract due upon URC accepting clients and beginning operation within the parameters of this contract..
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- Crisis Counseling Assistance and Training Regular Services Program (CCP) - FEMA CCP Grant
INTRODUCTION:
- • The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Federal Emergency Management Agency (FEMA) to implement the Crisis Counseling Assistance and Training Regular Services Program (CCP). The ODMHSAS will support Contractor in developing services to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • Persons served through the CCP will experience a decrease in disaster-related traumatic reactions as evidenced by better understanding of how disasters affect their behavior, more positive outlook and satisfaction with the program as evidenced by positive program satisfaction reported by 60 percent of person’s returning the CCP Participant Feedback Survey.
- • The mission of the Crisis Counseling Assistance and Training Program (CCP) is to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • The CCP is:
- • Strengths Based: CCP services promote resilience, empowerment, and recovery;
- • Anonymous: Crisis counselors do not classify, label, or diagnose people; no records or case files are kept;
- • Outreach Oriented: Crisis counselors deliver services in the communities rather than wait for survivors to seek their assistance;
- • Conducted in Nontraditional Settings: Crisis counselors make contact in homes and communities, not in clinical or office settings; and
- • Designed To Strengthen Existing Community Support Systems: The CCP supplements, but does not supplant or replace, existing community systems.
- • The CCP strives to:
- • Reach large numbers of people affected by disasters through virtual and telephone outreach to shelters, homes, and other locations;
- • Assess the emotional needs of survivors and make referrals to traditional behavioral health services when necessary;
- • Identify tangible needs and link survivors to community resources and disaster relief services;
- • Provide emotional support, education, basic crisis counseling, and connection to familial and community support systems;
- • Train and educate CCP staff and other community partners about disaster reactions, appropriate interventions, and CCP services;
- • Develop partnerships with local disaster and other organizations;
- • Work with local stakeholders to promote community resilience and recovery;
- • Collect and evaluate data to ensure quality services and justify program efforts; and
- • Leave behind a permanent legacy of improved coping skills, educational and resource materials, and enhanced community linkages.
WORK REQUIREMENTS:
- • The Contractor shall meet the goals of the CCP through provision of the following menu of services, as appropriate:
- • Individual Crisis Counseling: Help survivors understand their reactions, improve coping strategies, review their options, and connect with other individuals and agencies that may assist them;
- • Basic Supportive or Educational Contact: General support and information on resources and services available to disaster survivors;
- • Group Crisis Counseling: Group sessions led by trained crisis counselors who offer skills to help group members cope with their situations and reactions;
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available disaster related resources;
- • Community Networking and Support: Relationship building with community resource organizations, faith-based groups, and local agencies;
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional disaster relief services or mental health or substance abuse treatment;
- • Development and Distribution of Educational Materials: Flyers, brochures, tip sheets, educational materials, and Web site information developed and distributed by CCP staff; and
- • Media and Public Service Announcements: Media activities and public messaging in partnership with local media outlets, State and local governments, charitable organizations, or other community brokers of information;
- • Contractor shall report contracted services through the CCP Online Data Collection and Evaluation System:
- • Data on service delivery must be collected in accordance with the FEMA Crisis Counseling Assistance and Training Program data toolkit as approved by the U.S. Office of Management and Budget (OMB No. 0930-0270) with an expiration date of 08/31/2015. The Contractor must use the Individual Crisis Counseling Services Encounter Log, Group Encounter Log, Weekly Tally Sheet, Participant Feedback Survey, Adult Assessment and Referral Tool, Child/Youth Assessment and Referral Tool, and Service Provider Feedback Survey as appropriate. All forms are included in the data toolkit and are required in the CCP.
- • Contractor shall identify an individual to serve as the lead contact for management of all data collection activities. All staff involved in outreach and service delivery must be specifically trained in the data collection requirements using the FEMA Crisis Counseling Assistance and Training Program data toolkit and data must be entered via the CCP Online Data Collection and Evaluation System http://www.ccpdata.org. For technical assistance regarding CCP data forms or data entry via the online system, the Contractor shall contact the SAMHSA Disaster Technical Assistance Center (DTAC) at 1-800-308-3515 or DTAC@samhsa.hhs.gov.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. This will include monitoring of outcomes reports for achievement of desired objectives as outlined in Section 1.0 of this document, and successful completion of activities listed in 3.0 of this document.
- • The Contractor shall meet all grant reporting requirements, which shall include the following:
|
Report
(Program/Fiscal/Data)
|
Reporting Period
|
Due Date
|
|
First Quarter
|
11/14/22 to 2/12/23
|
3/14/23
|
|
Second Quarter
|
2/13/23 to 5/13/23
|
6/12/23
|
|
Final
Report
|
11/14/22 to 8/14/23
|
12/12/23
|
- • The quarterly report must include an interim budget expenditure report showing (1) an approved budget, (2) costs incurred and obligated expenditures, (3) approved budget modifications, and (4) an unspent balance. The report should be consistent with the cost categories and budget line items listed in the approved budget.
- • Documentation of financial expenditures and service delivery is part of the Quarterly Report. The Quarterly and Final Report Format, Template for Quarterly Financial Reporting, Template for Budget Adjustment Request, and Data Collection can be downloaded at https://www.samhsa.gov/dtac/ccp-toolkit/ccp-reporting.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved budget.
- • Contractor shall submit a monthly invoice to the Department for reimbursement containing the billing categories detailed in the approved CCP budget, along with detailed documentation of expenditures, subject to approval by the Department.
- Crisis Services TTI - Autism Foundation of Oklahoma
INTRODUCTION:
- • Autism Foundation of Oklahoma will support ODMHSAS by provide sensory kits, sensory kit training, and technical assistance.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services also referred to as ODMHSAS.
- • Contractor - Autism Foundation of Oklahoma.
WORK REQUIREMENT:
- • Contractor will create and provide sensory kits for adults and youth mobile crisis teams.
- • Contractor will provide training to ODMHSAS staff and contractors on proper use of sensory kits.
- • Contractor will provide technical assistance as needed.
PERFORMANCE MONITORING:
- • Quarterly and Annual Reporting to ODMHSAS designee, reports will include:
- • Total number of sensory kits created.
- • Total number of attendees trained.
- • Contractor shall provide additional requested information by ODMHSAS.
- Curriculum Development and Consultation (Stretch)
INTRODUCTION:
- • Contractor shall provide Systems of Care (SOC) curriculum development and SOC curriculum updates.
WORK REQUIREMENT:
- • Develop a comprehensive curriculum for Oklahoma Systems of Care staff and partners on essential of a systems of care, to include context setting, systems building and community building, SOC Values and Principles throughout agency and community, staff supervision, budget management, resource management, ensuring family and youth voice and choice, quality assurance, data and reporting, evaluation, and decision-making.
- • All activities shall be coordinated and approved by Director of Children’s Services.
- • Includes material that can be utilized within Oklahoma Systems of Care.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department. Documentation shall include a brief narrative of activities performed.
- • Contractor shall submit an invoice to the Department, subject to approval.
- Education and Consultation – ASAM Continuum of Care (Health Management Associates, Inc.)
INTRODUCTION:
- • To support adherence to ASAM Criteria as well as to provide a source of knowledge regarding the ASAM Criteria and continuum of care to the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and our contracted residential treatment providers, the ODMHSAS will contract with Health Management Associates, Inc. (HMA) to provide education and consultation.
- • Health Management Associates is an independent, national research and consulting firm specializing in publicly funded healthcare and human services policy, programs, financing and evaluation.
- • Through this partnership with HMA, ODMHSAS will greatly increase not only their knowledge of ASAM criteria, as it pertains to extension requests but also of implementing a continuum of care for contracted residential treatment facilities. ODMHSAS will make this information available to contracted residential treatment providers. This will particularly impact those facilities whose population are Women with Children (WWC).
WORK REQUIREMENT:
- • Contractor shall provide education and consultation regarding extension requests.
- • Contractor shall provide consulting regarding ASAM Criteria.
- • Contractor shall provide consulting regarding continuum of care in a residential setting, particularly in regard to women with children.
- • Dr. Corey Waller will serve as the project manager and will ensure timely completion of deliverables, coordinate team activities and provide consistent communication with the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Additional staff will provide services for the project, as appropriate. In addition to the Principal (Dr. Corey Waller), other staff roles may include: Physician Principal, Managing Principal, Senior Consultant, Consultant, Research Associate, and Clerical and Staff Support.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall provide an annual report of the activities carried out pursuant to the Statement of Work in the form requested by ODMHSAS.
- • Contractor shall report on any additional ODMHSAS required outcome measures.
COMPENSATION:
- • The services will be provided on a time-and-materials basis.
- • HMA annually increases their rates each year, on January 1st. The increase typically does not exceed four (4) percent. HMA will notify ODMSHAS, in advance, of any rate increases.
- • Contractor shall submit a monthly invoice for services provided in the previous month, to the Department, subject to approval by the Department.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org.
- Or
- Contracts
- Oklahoma Dept. of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd., Suite E600
- Oklahoma City, Oklahoma 73106
- EHR - MAT Support in Jails
INTRODUCTION:
- • For purposes of this agreement, the contract is to support the assessment, administration, and delivery of medication in jails.
WORK REQUIREMENT:
- • Contractor will ensure access to medication assisted treatment (MAT) is available.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include review and analysis that access to MAT services is available.
COMPENSATION:
- • Contractor shall be reimbursed on a monthly basis in 1/9th increments based on the start date of the program. Payment is distributed equally based on the number of months remaining in the state fiscal year.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(NorthCare)
INTRODUCTION:
- • Contractor shall implement certain aspects of the Engaging Adversity, Surviving Trauma in OKC (EAST OKC) project, including serving children prenatally through age 17 and their caregivers who have been impacted by trauma. EAST OKC’s goal is to provide effective, culturally responsive services to children living in 10 specific zip codes in Oklahoma City.
DEFINITIONS:
- • CATS - Child and Adolescent Trauma Screen
- • CPP - Child Parent Psychotherapy
- • Crowell - An assessment routinely used in the provision of CPP
- • Group TF-CBT - Trauma Focused Cognitive Behavioral Therapy that has been adapted to a group model and is culturally responsive to the needs of consumers. Group TF-CBT includes a child group with concurrent group for adult caregivers. Caregiver participation is mandatory
- • Providers - agencies providing direct services as a result of EAST OKC funding
- • Trainers - Individuals providing training in identified evidence based practices for EAST OKC
- • Identified zip codes - Priority provision of services under EAST OKC should be to consumers living in 10 zip codes within the Oklahoma City Metropolitan Area. These zip codes are 73084, 73105, 73110, 73111, 73114, 73115, 73117, 73121, 73129, 73141
- • SAMHSA NOMS - Substance Abuse and Mental Health Services AdministrationNational Outcomes Measures.. This reference includes SAMHSA’s Performance Accountability and Reporting System (SPARS). SPARS is a primary way of reporting on progress of grant goals and objectives to SAMHSA. The NOMS are collected as part of the Government Performance and Results Act (GPRA).
WORK REQUIREMENT:
- • Contractors shall:
- • Provide therapists, licensed or licensed eligible, to train in group Trauma Focused Cognitive Behavioral Therapy (group TF-CBT). Trainees may be required to participate in consultation after training.
- • Provide, therapists, licensed or licensed eligible, to train in Child Parent Psychotherapy (CPP), including any pre-requisite training determined necessary by trainers. Training is an approximately 16 month process with multidimensional learning activities including but not limited to didactic and consultative training experiences.
- • Upon receipt of training, provide group TF-CBT and CPP to children (prenatal though age 17) and caregivers who are living in identified zip codes.
- • Complete the NOMS survey (at baseline, reassessment, and discharge) for consumers receiving identified interventions who reside in the identified zip codes.
- • Disseminate other training opportunities to staff at large as determined by the ODMHSAS.
- • Contractor shall furnish the following personnel to implement EAST OKC:
- • One half Full-Time Equivalent (FTE) therapist, or a combination of staff to equal .5 FTE.
- • Contractor shall participate in grant related meetings with frequency determined by the ODMHSAS.
- • Contractor shall participate in technical assistance as determined necessary by the ODMSHAS.
- • Contractor shall coordinate and/or participate in grant related activities related to outreach and engagement.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Details required will be at minimum:
- • Number of staff trained in CPP.
- • Number of individuals served.
- • Contractor shall provider baseline, 6 month, and discharge CATS scores for consumers receiving group TF-CBT.
- • Contractor shall provide baseline, 6 month, and discharge Crowell Assessment scores for consumers receiving CPP.
- • Upon request of the ODMHSAS, Contractor shall provide any additional information or reporting needed to comply with SAMHSA GPRA requirements.
- • Monthly reports shall be submitted to the EAST OKC Project Manager in a timely manner.
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Pivot)
INTRODUCTION:
- • Contractor shall implement certain aspects of the Engaging Adversity, Surviving Trauma in OKC (EAST OKC) project, including serving children and youth (through age 21) and their caregivers who have been impacted by trauma. EAST OKC’s goal is to provide effective, culturally responsive services to children and youth living in 10 specific zip codes in Oklahoma City.
DEFINITIONS:
- • CATS - Child and Adolescent Trauma Screen
- • Group TF-CBT - Trauma Focused Cognitive Behavioral Therapy that has been adapted to a group model and is culturally responsive to the needs of consumers. Group TF-CBT includes a child group with concurrent group for adult caregivers. Caregiver participation is mandatory
- • Providers - agencies providing direct services as a result of EAST OKC funding
- • Trainers - Individuals providing training in identified evidence based practices for EAST OKC
- • Identified zip codes - Priority provision of services under EAST OKC should be to consumers living in 10 zip codes within the Oklahoma City Metropolitan Area. These zip codes are 73084, 73105, 73110, 73111, 73114, 73115, 73117, 73121, 73129, 73141
- • SAMHSA NOMS - Substance Abuse and Mental Health Services Administration National Outcomes Measures. This reference includes SAMHSA’s Performance Accountability and Reporting System (SPARS). SPARS is a primary way of reporting on progress of grant goals and objectives to SAMHSA. The NOMS are collected as part of the Government Performance and Results Act (GPRA).
WORK REQUIREMENT:
- • Contractors shall:
- • Provide therapists, licensed or licensed eligible, to train in group Trauma Focused Cognitive Behavioral Therapy (group TF-CBT). Trainees may be required to participate in consultation after training.
- • Upon receipt of training, provide group TF-CBT to youth (though age 21) and caregivers who are living in identified zip codes.
- • Provide individual TF-CBT to youth who are living in identified zip codes.
- • Complete the NOMS survey (at baseline, reassessment, and discharge) for consumers receiving identified interventions who reside in the identified zip codes.
- • Disseminate other training opportunities to staff at large as determined by the ODMHSAS.
- • Contractor shall furnish the following personnel to implement EAST OKC:
- • One half Full-Time Equivalent (FTE) therapist, or a combination of staff to equal .5 FTE.
- • Contractor shall participate in grant related meetings with frequency determined by the ODMHSAS.
- • Contractor shall participate in technical assistance as determined necessary by the ODMSHAS.
- • Contractor shall coordinate and/or participate in grant related activities related to outreach and engagement.
- • Contractor shall furnish additional resources to achieve the goals and objectives of the grant; costs not explicitly previously identified shall be approved in writing by the ODMHSAS.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Details required will be at minimum:
- • Number of staff trained in TF-CBT.
- • Number of individuals served.
- • Contractor shall provider baseline, 6 month, and discharge CATS scores for consumers receiving TF-CBT (individual or group format).
- • Upon request of the ODMHSAS, Contractor shall provide any additional information or reporting needed to comply with SAMHSA GPRA requirements.
- • Monthly reports shall be submitted to the EAST OKC Project Manager in a timely manner.
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Red Rock)(Hope)
INTRODUCTION:
- • Contractor shall implement certain aspects of the Engaging Adversity, Surviving Trauma in OKC (EAST OKC) project, including serving children prenatally through age 17 and their caregivers who have been impacted by trauma. EAST OKC’s goal is to provide effective, culturally responsive services to children living in 10 specific zip codes in Oklahoma City.
DEFINITIONS:
- • CATS - Child and Adolescent Trauma Screen
- • CPP - Child Parent Psychotherapy
- • Crowell - An assessment routinely used in the provision of CPP
- • Group TF-CBT - Trauma Focused Cognitive Behavioral Therapy that has been adapted to a group model and is culturally responsive to the needs of consumers. Group TF-CBT includes a child group with concurrent group for adult caregivers. Caregiver participation is mandatory
- • Providers - agencies providing direct services as a result of EAST OKC funding
- • Trainers - Individuals providing training in identified evidence based practices for EAST OKC
- • Identified zip codes - Priority provision of services under EAST OKC should be to consumers living in 10 zip codes within the Oklahoma City Metropolitan Area. These zip codes are 73084, 73105, 73110, 73111, 73114, 73115, 73117, 73121, 73129, 73141
- • SAMHSA NOMS - Substance Abuse and Mental Health Services Administration National Outcomes Measures. This reference includes SAMHSA’s Performance Accountability and Reporting System (SPARS). SPARS is a primary way of reporting on progress of grant goals and objectives to SAMHSA.The NOMS are collected as part of the Government Performance and Results Act (GPRA)
WORK REQUIREMENT:
- • Contractors shall:
- • Provide therapists, licensed or licensed eligible, to train in group Trauma Focused Cognitive Behavioral Therapy (group TF-CBT). Trainees may be required to participate in consultation after training.
- • Provide, therapists, licensed or licensed eligible, to train in Child Parent Psychotherapy (CPP), including any pre-requisite training determined necessary by trainers. Training is an approximately 16 month process with multidimensional learning activities including but not limited to didactic and consultative training experiences.
- • Upon receipt of training, provide group TF-CBT and CPP to children (prenatal though age 17) and caregivers who are living in identified zip codes.
- • Complete the NOMS survey (at baseline, reassessment, and discharge) for consumers receiving identified interventions who reside in the identified zip codes.
- • Disseminate other training opportunities to staff at large as determined by the ODMHSAS.
- • Contractor shall furnish the following personnel to implement EAST OKC:
- • One Full-Time Equivalent (FTE) therapist, or a combination of staff to equal 1 FTE.
- • Contractor shall participate in grant related meetings with frequency determined by the ODMHSAS.
- • Contractor shall participate in technical assistance as determined necessary by the ODMSHAS.
- • Contractor shall coordinate and/or participate in grant related activities related to outreach and engagement.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Details required will be at minimum:
- • Number of staff trained in CPP and group TF-CBT.
- • Number of individuals served.
- • Contractor shall provider baseline, 6 month, and discharge CATS scores for consumers receiving group TF-CBT.
- • Contractor shall provide baseline, 6 month, and discharge Crowell Assessment scores for consumers receiving CPP.
- • Upon request of the ODMHSAS, Contractor shall provide any additional information or reporting needed to comply with SAMHSA GPRA requirements.
- • Monthly reports shall be submitted to the EAST OKC Project Manager in a timely manner.
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Spring Eternal)
INTRODUCTION:
- • Contractor shall implement certain aspects of the Engaging Adversity, Surviving Trauma in OKC (EAST OKC) project, including outreach and engagement efforts as well as supporting professional development opportunities for clinicians who reflect and/or are connected to the geographic catchment. EAST OKC’s goal is to provide effective, culturally responsive services to children and youth living in 10 specific zip codes in Oklahoma City.
DEFINITIONS:
- • Providers - agencies providing direct services as a result of EAST OKC funding
- • Trainers - Individuals providing training in identified evidence-based practices for EAST OKC
- • Identified zip codes - Priority provision of services under EAST OKC should be to consumers living in 10 zip codes within the Oklahoma City Metropolitan Area. These zip codes are 73084, 73105, 73110, 73111, 73114, 73115, 73117, 73121, 73129, 73141.
WORK REQUIREMENT:
- • Contractors shall:
- • Organize and facilitate professional development opportunities for clinicians and child-serving professionals who reflect and/or are connected to the geographic catchment. These opportunities shall be provided monthly at minimum.
- • Organize and participate in outreach efforts in the catchment area aimed at increasing mental health awareness, reducing stigma, and engaging caregivers.
- • Support efforts to increase screening for childhood trauma by child-serving professionals operating in the catchment area.
- • Contractor shall furnish the following personnel to implement EAST OKC:
- • One quarter full-time equivalent (FTE) Community Advocate.
- • Contractor shall disseminate other training opportunities to staff at large as determined by the ODMHSAS.
- • Contractor shall participate in grant related meetings with frequency determined by the ODMHSAS.
- • Contractor shall participate in technical assistance as determined necessary by the ODMSHAS.
- • Contractor shall furnish additional resources to achieve the goals and objectives of the grant; costs not explicitly previously identified shall be approved in writing by the ODMHSAS.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Details required will be at minimum:
- • Number of professional development opportunities provided and number of individuals reached at each event.
- • Number of individuals reached as part of outreach and engagement efforts and a description of those efforts.
- • Upon request of the ODMHSAS, Contractor shall provide any additional information or reporting needed to comply with SAMHSA GPRA requirements.
- • Monthly reports shall be submitted to the EAST OKC Project Manager in a timely manner.
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Sunbeam Family Services)
INTRODUCTION:
- • Contractor shall implement certain aspects of the Engaging Adversity, Surviving Trauma in OKC (EAST OKC) project, including serving children prenatally through age 17 and their caregivers who have been impacted by trauma. EAST OKC’s goal is to provide effective, culturally responsive services to children living in 10 specific zip codes in Oklahoma City.
DEFINITIONS:
- • CATS - Child and Adolescent Trauma Screen
- • CPP - Child Parent Psychotherapy
- • Crowell - An assessment routinely used in the provision of CPP
- • Group TF-CBT - Trauma Focused Cognitive Behavioral Therapy that has been adapted to a group model and is culturally responsive to the needs of consumers. Group TF-CBT includes a child group with concurrent group for adult caregivers. Caregiver participation is mandatory
- • Providers - agencies providing direct services as a result of EAST OKC funding
- • Trainers - Individuals providing training in identified evidence based practices for EAST OKC
- • Identified zip codes - Priority provision of services under EAST OKC should be to consumers living in 10 zip codes within the Oklahoma City Metropolitan Area. These zip codes are 73084, 73105, 73110, 73111, 73114, 73115, 73117, 73121, 73129, 73141
- • SAMHSA NOMS - Substance Abuse and Mental Health Services Administration National Outcomes Measures. This reference includes SAMHSA’s Performance Accountability and Reporting System (SPARS). SPARS is a primary way of reporting on progress of grant goals and objectives to SAMHSA.The NOMS are collected as part of the Government Performance and Results Act (GPRA).
WORK REQUIREMENT:
- • Contractors shall:
- • Provide therapists, licensed or licensed eligible, to train in group Trauma Focused Cognitive Behavioral Therapy (group TF-CBT). Trainees may be required to participate in consultation after training.
- • The ODMHSAS may offer Basic TF-CBT training opportunities to Contractor. Contractor agrees to participate in any supervisory meetings necessary to ensure successful completion of TF-CBT training.
- • Provide, therapists, licensed or licensed eligible, to train in Child Parent Psychotherapy (CPP), including any pre-requisite training determined necessary by trainers. Training is an approximately 16 month process with multidimensional learning activities including but not limited to didactic and consultative training experiences.
- • Upon receipt of training, provide group TF-CBT and CPP to children (prenatal though age 17) and caregivers who are living in identified zip codes.
- • Provide consumer outreach and engagement activities.
- • Provide infant and mental health consultation to 25 community partners annually.
- • Complete the NOMS survey (at baseline, reassessment, and discharge) for consumers receiving identified interventions who reside in the identified zip codes.
- • Disseminate other training opportunities to staff at large as determined by the ODMHSAS.
- • Contractor shall furnish the following personnel to implement EAST OKC:
- • One half Full-Time Equivalent (FTE) therapist, or a combination of staff to equal .5 FTE.
- • One half Full-Time Equivalent (FTE) Mental Health Advocate, or a combination of staff to equal .5 FTE.
- • Contractor shall participate in grant related meetings with frequency determined by the ODMHSAS.
- • Contractor shall participate in technical assistance as determined necessary by the ODMSHAS.
- • This may include technical assistance for implementation of TF-CBT.
- • Contractor shall coordinate and/or participate in grant related activities related to outreach and engagement.
- • Contractor shall furnish additional resources to achieve the goals and objectives of the grant; costs not explicitly previously identified shall be approved in writing by the ODMHSAS.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Details required will be at minimum:
- • Number of staff trained in CPP, TF-CBT, and group TF-CBT.
- • Number of individuals served.
- • Contractor shall provider baseline, 6 month, and discharge CATS scores for consumers receiving group TF-CBT.
- • Contractor shall provide baseline, 6 month, and discharge Crowell Assessment scores for consumers receiving CPP.
- • Upon request of the ODMHSAS, Contractor shall provide any additional information or reporting needed to comply with SAMHSA GPRA requirements.
- • Monthly reports shall be submitted to the EAST OKC Project Manager in a timely manner.
- Enhanced Tier Payment System (ETPS)
INTRODUCTION:
- • This contract is to compensate the agency for the enhanced payment plan for CMHCs, established in accordance with attachment 4.19-B, page 24 of the Oklahoma Medicaid State Plan, as approved by the Center for Medicare and Medicaid Services (CMS) and the Oklahoma Health Care Authority (OHCA). The Oklahoma Department of Mental Health and Substance Abuse Services is the oversight agency for the enhanced payment.
WORK REQUIREMENT:
- • Measures selected for the enhanced payment outcomes:
- • Outpatient crisis service follow-up in 8 days.
- • Inpatient/crisis unit follow-up within 7 days.
- • Reduction in drug use.
- • Engagement: four services within 45 days of admission.
- • Medication visit within 14 days of admission.
- • Access to treatment for adults.
- • Improvement in Interpersonal Domain (CAR score).
- • Improvement in Medical/Physical Domain (CAR score).
- • Improvement in Self Care/Basic Needs Domain (CAR score).
- • Inpatient/Crisis unit community tenure of 180 days.
- • Peer support.
- • Access to treatment for children.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor and determine the appropriate payment amount based on the results of the outcome measures.
- • Benchmarks were established for ten of the twelve measures based on previous data collected from the Department’s data collection system. The two access measures are determined through phone calls made to the Community Mental Health Centers. Funding is allocated based on the number of clients served and agencies performance in relation to the benchmarks on each measure.
COMPENSATION:
- • ODMHSAS will initiate the enhanced payment process to determine the payment amount based on data results of the outcome measures. Data will be collected monthly and compensation will be made on agreed upon dates for payment based on final data run dates and ETPS funds collections.
- • Invoices shall be electronically submitted via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
- Enhancing Compliance and Improving Outcomes for Justice-Involved Adults
INTRODUCTION:
- • Because substance use and mental health treatment are often a condition of court ordered compliance, ODMHSAS and Contractor are partnering to address and overcome individual roadblocks. For purposes of this agreement the scope of work will include enhancing compliance and improving outcomes for justice-involved adults.
WORK REQUIREMENTS:
- • Contractor will employ four (4) Peer Recovery Support Specialists (PRSSs) to work alongside TEEM participants who are assigned mental health support as part of their court-ordered requirements.
- • The PRSS employees will provide encouragement and support in recovery, assist with transports of participants to inpatient and outpatient treatment services, administer urinary analysis drug tests in compliance with court requirements, transport participants directly from the Oklahoma county jail to assessments and intake services, and provide wellness checks for participants who may be non-compliant with their treatment requirements.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Contractor shall submit invoices monthly based on documentation of expenditures, according to procedures determined by the Department.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
- eSMI Outreach
- Mental Health Block Grant - eSMI Outreach
INTRODUCTION:
- • Contractor shall provide the resources necessary to conduct designated early Service Mental Illness (eSMI) Outreach activities.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to conduct higher education and hospital outreach within their service area(s) to connect with the age range that is most at risk for early Serious Mental Illness (eSMI), so to intervene at the earliest juncture (prior to significant consequences of mental illness like homelessness, multiple hospitalizations, etc.).
- • Contractor shall build collaborative relationships with counselor(s) and counseling centers within higher education such as universities, community colleges and technology center.
- • Contractor shall build collaborative relationships with staff of area hospitals.
- • Contractor shall provide training and technical assistance to higher education and area hospital staff as needed.
- • Contractor shall coordinate linkage to outpatient clinical assessment through CMHC to determine SMI designation, and if determined SMI to available EBP treatment services.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators.
- • Contractor shall be required to submit a monthly report of activities conducted; format to be determined by the ODMHSAS.
- Evaluation, Data Collection, Reporting, and Strategic Support (OSU-CHS)
INTRODUCTION:
- • Oklahoma State University Center for Health Science (OSU-CHS) will provide prevention support services during Fiscal Year 2023 to the Oklahoma State Department of Mental Health and Substance Abuse Services (ODMHSAS) as outlined below. While providing these services OSU-CHS will follow ODMHSAS’ strategic plan, vision, mission, and guiding principles (Strategic Plan Website). Throughout the length of the contract between OSU-CHS and ODMHSAS, OSU-CHS will utilize the state’s prevention strategic plan and state and federal prevention funding to build an evaluation system known as Prevention Reporting System (PRS) and provide the training and technical resources necessary for subrecipients to utilize PRS. OSU-CHS will also provide services in the areas of support, planning, data collection, service reporting, workforce development, and evaluation as well as project management.
DEFINITIONS:
- • Community Based Prevention Services (CBPS) includes services provided by community coalitions, faith-based entities, and higher education campuses (otherwise known as Higher Education Prevention Services or HEPS).
WORK REQUIREMENTS:
- • Contractor will be required to maintain up-to-date knowledge throughout the length of the contract in the following areas:
- • Prevention of alcohol, tobacco, and licit and illicit drug misuse.
- • Prevention of mental health problems and suicide.
- • Risk and protective factors for above.
- • Program Management:
- • Regular communication and meetings will occur between all OSU-CHS contractors and ODMHSAS, including:
- • Weekly update emails from project manager to the ODMHSAS prevention management team and to other OSU-CHS evaluation team personnel.
- • Monthly meetings for OSU-CHS team and senior prevention program managers, Sr. Director of Prevention Services, and Director of Decision Support Services (DSS).
- • Individual or group meetings as needed for evaluation, planning, TA, or reporting purposes.
- • Contractor will hire any necessary subcontractors needed to meet evaluation contract requirements as determined by OSU-CHS leadership.
- • Contractor shall develop an evaluation service plan by June 30, 2023.
- • Contractor shall create reports or provide information for the reports listed by month in Appendix A.
- • Contractor will participate in developing service scopes of work and evaluation of applications for subrecipients at the request of ODMHSAS, provided that ample advance notice is provided. On the occasion that there is a previously unanticipated need, the contractor requires, at minimum, a 5-workday lead time for urgent requests; during the course of typical/anticipated work outlined herein, the contractor anticipates a 10-workday lead time for requests.
- • Contractor will review subrecipients’ work plans to ensure outcomes and key tasks are appropriate for evaluation purposes.
- • After ODMHSAS reviews work plans, Contractor will review within two business days to make any additional changes.
- • The work plans will then be sent to the senior field representative to distribute to the subrecipients. At this point the work plan in the PRS will be unlocked so the subrecipients can enter their final work plan.
- • Contractor will participate in an annual review and update of the OSU-CHS-ODMHSAS scope of service contract.
- • Planning.
- • Participate in SAMHSA/PEP-C evaluation trainings, TA calls, and GPO calls.
- • Plan and coordinate the collection of data for the SAMHSA Annual Reporting Tool (ART) measures.
- • Work with trend data to set project goals and division targets.
- • Prevention Reporting System:
- • Contractor will maintain a system for entering, storing, and processing data for ODMHSAS Prevention employees and subcontractors. The PRS will also be used to provide raw data to the project evaluators.
- • PRS is a system that allows subcontracted providers and ODMHSAS staff to enter their data into one easily accessible web-based program.
- • PRS will have the following functionalities:
- • Secure sign on.
- • Provider profiles recorded within the system.
- • Document upload and storage by providers.
- • Collection of standardized service information related to the subcontractor’s workplan.
- • Tracking of defined measures for the program.
- • Reports with data visualization (ongoing).
- • Contractor may need to use a companion tool such as Tableau for data visualization.
- • Contractor will work with ODMHSAS to ensure prevention services are recorded in PRS following state and federal requirements and programmatic needs.
- • PRS will include the workplan, benchmarks, and monthly reporting for the providers who have been awarded subcontracts by ODMHSAS.
- • A system will be developed to allow providers to access their data quarterly to ensure stakeholders are able to track their progress by June 30, 2023.
- • Currently, raw data can be accessed by OSU-CHS and ODMHSAS management.
- • Contractor will make revisions to PRS as needed to ensure full functionality of the system.
- • Critical revisions will be made as soon as possible.
- • Non-critical requests will be fulfilled on a quarterly basis.
- • Contractor will conduct PRS training for ODMHSAS managers, field reps, and providers on an as needed basis.
- • ODMHSAS Prevention Academy in September.
- • CBPS Quarterly Trainings.
- • Other trainings as requested.
- • The data housed in the PRS as well as other ODMHSAS data housed in OSU-CHS’s REDCap system are the property of the ODMHSAS. Contractor shall not disseminate raw or aggregated data to any other person or entity without permission from the ODMHSAS. Contractor shall provide back-end access to the PRS and other REDCap reporting tools to the DSS and Prevention staff as needed.
- • Additional Programs:
- • Contractor will provide technical assistance to the ODMHSAS regarding transition of the Oklahoma Prevention Needs Assessment (OPNA) administration.
- • Prevention Evaluation Services:
- • Contractor shall be responsible for the following prevention evaluation services:
- • Coordination and preparation of data for contracted services with the ODMHSAS epidemiology team.
- • Cleaning data as required for ODMHSAS reporting.
- • Writing reports as requested by ODMHSAS leadership in Scope of Work.
- • This data will be housed in the PRS for the purpose of internal and external data querying and reporting of substance use, mental health, and risk/protective factor data.
- • Contractor shall continue to work with ODMHSAS designated staff/entities to orient to ODMHSAS’ needs and develop evaluation measures that meet state and federal requirements as well as OSU and ODMHSAS standards.
- • Contractor shall serve as the evaluator for all designated state and federal prevention programs as requested by ODMHSAS management and outlined in Appendix B.
- • Evaluation services will encompass data generation, raw data cleaning, clean data set submission, narrative summaries, and reports as indicated on the Reporting Needs Document.
- • Prevention Workforce Development and Capacity Building:
- • Contractor will work with ODMHSAS to develop and coordinate an annual prevention academy.
- • The academy will be held in the fall each year.
- • The academy is a structured event for:
- • ODMHSAS prevention contractors.
- • Key deliverers of ODMHSAS prevention services.
- • During the academy providers and personnel will:
- • Receive education and training.
- • Conduct planning activities for their providers.
- • Meet on key issues.
- • During the Prevention academy OSU-CHS staff may:
- • Deliver training.
- • Provide consultation to attendees.
- • Conduct evaluation activities.
- • TA activities with providers and ODMHSAS staff.
- • One on one meetings with the coalitions biannually.
- • TA calls with OSU-CHS, providers, and epidemiologists.
- • TA calls for field reps.
- • Contractor will participate in workgroups directly related to evaluation needs.
- • Evidence Based Practice Workgroup.
- • Subcommittees joined:
- • Communities @ Large.
- • Healthcare.
- • Emerging Substance Research.
- • Stimulants.
- • Marijuana.
- • Fentanyl.
- • OSU-CHS Co-chair.
- • State/Tribal Epidemiological Outcomes Workgroup.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of OSU-CHS.
- • Contractor shall be responsible for documenting.
- • Services delivered.
- • Progress, barriers, deliverables.
- • Weekly updates on OSU-CHS activities.
- • Contractor reporting to ODMHSAS shall include prompt notification of any barriers to meeting service goal targets.
- • The final report due July 31, 2023 will serve as the end of year report and will.
- • Summarize activities, progress and barriers related to the Work Requirements.
- • Report process and outcomes measures for the contracted projects.
- • Identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly invoices as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Compensation is on a 1/12th reimbursement basis. Contractor shall submit specified deliverables and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department monthly. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- • Invoices are due within 45 days from the end of the billing month. Final billing for end of year close out is due on August 15, 2021.
- • Invoices shall be electronically submitted.
Appendix A: Reports by Month
Due dates subject to change with adequate notice.
|
Month
|
Program
|
Tasks
|
Date
Due
|
|
July
|
CBPS
|
Big
Rocks Report
|
7-Jul
|
|
|
PDO
II
|
Quarterly
Report (April-June)
|
25-Jul
|
|
|
Annual
Report
|
Annual
Report for OSU-CHS activities
|
30-Jul
|
|
|
CBPS
- SPF-RX 2
|
Quarterly
Report (April-June)
|
25-Jul
|
|
August
|
CBPS
|
Big
Rocks Report
|
7-Aug
|
|
September
|
Substance
Abuse Block Grant
|
Combined
SABG Application
|
1-Sep
|
|
|
CBPS
|
Big
Rocks Report
|
8-Sep
|
|
|
CBPS
- SPF-PFS II
|
Quarterly
Report (June 1-August 30)
|
25-Sep
|
|
|
SPF-PFS
II
|
Annual
Outcome Data Report
|
25-Sep
|
|
October
|
CBPS
|
Big
Rocks Report
|
8-Oct
|
|
|
SOS
|
Annual Report
|
1-Oct
|
|
|
SOS
|
SOS Quarterly
Program Instrument
|
15-Oct
|
|
|
School
Based Prevention Services
|
PAX
GBG Summary for SOS
|
15-Oct
|
|
|
School Based
Prevention Services
|
Botvin LST
Quarterly Report
|
Oct. 15
|
|
|
SPF-PFS II
|
Annual
Programmatic Report
|
15-Oct
|
|
|
SPF-RX
2
|
Quarterly
Report (July-September)
|
25-Oct
|
|
|
FR-CARA
|
Final
Report Due
|
25-Oct
|
|
|
PDO
II
|
Quarterly
Report (July- Sept)
|
25-Oct
|
|
|
PDO
II
|
Annual
Report
|
25-Oct
|
|
|
FR-CARA
II
|
Quarterly
Report
|
25-Oct
|
|
|
FR-CARA
II
|
Annual
Progress Report (August 31-August 30)
|
25-Oct
|
|
November
|
CBPS
|
Big
Rocks Report
|
8-Nov
|
|
|
CBPS, RBSS, Harm
Reduction
|
Prevention
Measures Report
|
15-Nov
|
|
December
|
Substance
Abuse Block Grant
|
SABG
Annual Prevention Report
|
1-Dec
|
|
|
CBPS
|
Big
Rocks Report
|
8-Dec
|
|
|
SPF-PFS II
|
Continuation
Application
|
15-Dec
|
|
|
SPF-PFS
II
|
Quarterly
Report (Sept-Nov)
|
20-Dec
|
|
|
SPF-RX2
|
Annual
Report (Sept-Sept)
|
15-Dec
|
|
January
|
CBPS
|
Big Rocks Report
|
8-Mar
|
|
SPF-RX
2
|
Continuation
Application
|
15-Jan
|
|
|
SOS
|
SOS Quarterly
Program Instrument
|
15-Jan
|
|
|
SOS
|
SOS Quarterly
Report
|
15-Jan
|
|
|
School Based
Prevention Services
|
Botvin LST
Quarterly Report
|
15-Jan
|
|
|
SPF-RX 2
|
Quarterly
Report (October-December)
|
25-Jan
|
|
|
PDO
II
|
Quarterly
Report (October-December)
|
25-Jan
|
|
|
FR-CARA
II
|
Quarterly
Report (October-December)
|
25-Jan
|
|
February
|
CBPS
|
Big
Rocks Report
|
8-Feb
|
|
|
CBPS, RBSS, Harm
Reduction
|
Prevention
Measures Report
|
15-Feb
|
|
March
|
CBPS
|
Big
Rocks Report
|
8-Mar
|
|
|
SBIRT
OK Federal Grant
|
Monthly
Progress Report during GPO meeting
|
14-Mar
|
|
|
SPF-PFS
II
|
Quarterly
Report (Dec-Feb)
|
25-Mar
|
|
|
Harm
Reduction - FR-CARA II
|
Quarterly
Report (December 1-February 28)
|
25-Mar
|
|
April
|
CBPS
|
Big
Rocks Report
|
8-Apr
|
|
|
SOS
|
Mid-Year
Report (Oct-March)
|
15-Apr
|
|
|
School Based
Prevention Services
|
Botvin LST Quarterly
Report
|
15-Apr
|
|
|
SOS
|
SOS Quarterly
Reporting Instrument
|
15-Apr
|
|
|
SOS
|
SOS Quarterly
Report
|
15-Apr
|
|
|
SOS
|
SOS Progress
Report
|
15-Apr
|
|
|
SPF-RX
2
|
Quarterly
Progress Report (January-March)
|
25-Apr
|
|
|
FR-CARA
|
Bi-annual
Progress Report (October-March)
|
25-Apr
|
|
|
FR-CARA
II
|
Quarterly
Report (Jan-March)
|
25-Apr
|
|
|
PDO
|
Bi-annual
Progress report
|
25-Apr
|
|
|
PDO
II
|
Quarterly
Progress Report (January-March)
|
25-Apr
|
|
May
|
CBPS
|
Big
Rocks Report
|
8-May
|
|
|
CBPS, RBSS, Harm
Reduction
|
Prevention
Measures Report
|
15-May
|
|
June
|
All
Youth Alcohol Prevention Programs
|
Stop
Act Report (SAMHSA)
|
1-Jun
|
|
|
CBPS
|
Big
Rocks Report
|
8-Jun
|
|
|
CBPS - SOS
|
Quarterly SOS
Program Instrument
|
15-Jun
|
|
|
SPF-PFS
II
|
Quarterly
Report (March 1-May 31)
|
25-Jun
|
|
TBD
|
RBSS/2M2L
|
Annual Report
|
30-June
|
|
TBD
|
TBD
|
Standardized
REDCap Reports
|
TBD
|
|
TBD
|
SPF-RX 2
|
Annual Reporting
Instrument
|
TBD
|
|
TBD
|
TBD
|
Other data/reports
as needed upon request by the ODMHSAS
|
TBD
|
Appendix B: FY23 ODMHSAS Prevention Services
Following
is a listing of planned prevention program areas and funding sources for FY23. Each program includes one or more prevention
service/evidence-based practice.Revisions may be made during the project period to reflect new or expiring programs.
|
Substance
Abuse Prevention
|
State
Funds (19301)
|
|
Substance
Abuse Prevention
|
State
Funds (24800)
|
|
Substance
Abuse Block Grant – Prevention Funds (SABG)
|
SAMHSA,
Center for Substance Abuse Prevention (44500)
|
|
Substance Abuse Block Grant CRSSA
|
SAMHSA, Center for Substance Abuse Prevention
(44600)
|
|
Substance Abuse Block Grant Supplemental –
Prevention Funds APRA
|
SAMHSA, Center for Substance Abuse Prevention
(44800)
|
|
State
Opioid Response - Prevention Funds (SOS)
|
SAMHSA,
Center for Substance Abuse Treatment (44500)
|
|
Screening,
Brief Intervention, Referral to Treatment (SBIRT OK)
|
State
Funds (19301)
|
|
Rx
Drug Initiative
|
State
Funds (24800)
|
|
Prescription
Drug Overdose (PDO) II
|
SAMHSA,
Center for Substance Abuse Prevention (41000)
|
|
Strategic
Prevention Framework-RX (SPF-RX) II
|
SAMHSA,
Center for Substance Abuse Prevention (41000)
|
|
OK
First Responders Naloxone Project II
|
SAMHSA,
Center for Substance Abuse Prevention (41000)
|
|
Strategic
Prevention Framework Partnerships for Success (PFS) II
|
SAMHSA,
Center for Substance Abuse Prevention (41000)
|
|
Underage & High Risk Alcohol Prevention
|
State Funds (25000)
|
|
State Appropriated Suicide Prevention
|
State Funds (19301)
|
|
State Appropriated Suicide Prevention
|
State Funds (24800)
|
Appendix C: National Center for Wellness and Recovery
ODMHSAS Team
|
Julie Croff,
PhD, MPH, FAAHB, Professor of Rural Health
|
|
Dallas McCance,
MPS, Director of Programs, OSU-CHS
|
|
Emily McKenzie,
PhD, Assistant Director of Programs, OSU-CHS
|
|
Jennifer
Burkeen, MS, Project Manager OSU-CHS
|
|
Nandini
Narayana, PhD student
|
|
Sarah-Nicole
Satterwhite, MS
|
|
To
be hired: Project Manager of Evaluation (will have a master’s degree at
minimum)
|
- Faith Based Congregations Outreach (OKConferenceofChurches)
- State Opioid/Stimulants (SOS) & Strengthening Families Program (SFP) Grants
INTRODUCTION:
- • Contractor shall provide congregation outreach services for the prevention of non-medical use of prescription drug (NMUPD) and stimulants in/among its conference member congregations in Oklahoma statewide.
WORK REQUIREMENTS:
- • Contractor shall:
- • Develop a communication and congregation outreach plan that will utilize both universal and targeted media and information dissemination strategies on opioid and stimulant use, prescription opioid storage and disposal. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general faith-based populations and high risk congregations for opioid misuse, opioid use disorder and opioid overdose.
- • Mobilize to deliver training, disseminate communication material, drive service referrals and increase congregation action on opioid and stimulants prevention and document all efforts.
- • Develop or collaborate with an established faith-based coalition/ workgroup that will target the identified substance abuse issues in prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Shall develop partnerships in each of the faith-based religious affiliation sectors relevant to the opioids and stimulant prevention and the selected CSAP strategies (i.e., Information Dissemination).
- • Conduct a coalition readiness assessment annually, and coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- • Shall continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles, and responsibilities, etc.).
- • Ensure that OCC member congregations access resources and technical assistance from relevant ODMHSAS funded community coalitions in an effort to support and partner on congregations’ outreach services.
- • Promote local prevention services, Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including members, staff and ministry groups.
- • Disseminate patient education material on prevention of NMUPD and stimulants use, overdose prevention, naloxone administration and access to SUD treatment services.
- • Track the number of media impressions, congregents reached, referrals and materials disseminated in the Prevention Reporting System (PRS).
- • Use Oklahoma’s Prescription for Change campaign http://okimready.org/prevention/ or other ODMHSAS proscribed material (print, web, video, etc.) to communicate to the public about opioid and stimulants services.
- • Implement a minimum of 2 cycles of the Strengthening Families Program (SFP) at 5 conference member congregations for children and caregivers to increase the well-being of participants and their families.
- • Designate/hire an SFP Coordinator to oversee program implementation, monthly/annual reporting submissions, attend quarterly ODMHSAS-SFP Steering Committee Meetings, and track the number of referrals, participants, families, attendance, drop-out and SFP graduation rates in the Prevention Reporting System.
- • Collaborate with Ahearn Greene & Associates for SFP training, fidelity monitoring, technical assistance and evaluation services.
- • Submit a one-year plan that includes project evaluation, collection of key measures and budget detail worksheet within 14 days of receipt of contract.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 15th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e., training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice must be submitted within 30 days of the end of the month in which services were delivered and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property, or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Families in Transition (FIT) Program (Tulsa County District Court)
INTRODUCTION:
- • Funding provided pursuant to this contract addendum is to support the delivery of services to achieve the following objectives:
- • Stabilizing families and fostering co-parenting relationships to reduce the impact on children.
- • Linking families and children to needed services and resources.
- • Assisting judges with data tracking, case coordination, follow-up on compliance with court orders and timely case processing.
- • Creating an environment that supports judges, court staff, and attorneys so they can respond effectively to help divorcing families.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide the following services, including but not limited to:
- • Educate parents on the needs of their children during this potentially adversarial time.
- • Manage judicial dockets for the divorcing parents’ accessibility to both legal and social services offered through Tulsa.
- • Family court staff members will help parents and their children through an often overwhelming and seemingly complicated process of divorce.
- • Staffing for this program will include at least one Family Resource Coordinator (1.0 FTE) who will see over 8,646 divorcing couples, provide over 360 mediations to pro se cases, and will attend over 600 hours of court hearings. In addition, this staff person(s) will:
- • Help self-represented families navigate the legal system.
- • Connect families with needed social services, child support, and financial resources.
- • Help self-represented cases at the Parenting Planning Conference docket work out temporary orders, resulting in financial and visitation agreements.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall provide an annual written report of the activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as the Department may require.
- Family Care Plan Coaching and Consultation
INTRODUCTION:
- • As part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) Initiative, Contractor, in collaboration with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will help develop a FCP Provider Toolkit for dissemination to substance abuse and co-occurring treatment providers (treatment providers), healthcare providers, and other support or community service providers to assist systems with implementing Family Care Plans (FCP) for pregnant and parenting individuals experiencing substance use disorders (aka, Provider Toolkit).
- • Contractor, in collaboration with the ODMHSAS, will develop and implement a coaching and consultation plan based on the FCP statewide implementation plan and provider toolkit to provide peer support for treatment providers implementing Family Care Plans.
- • Contractor, in collaboration with the ODMHSAS, will provide coaching and consultation to treatment providers per their developed and approved plan.
DEFINITIONS:
- • Family Care Plan (FCP): a document developed by a preconception, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
- • The FCP should be completed with individuals who want to become pregnant within one (1) year, are currently pregnant, and/or up to 36 months after the end of the pregnancy, regardless of outcome.
- • For purposes of the FCP, preconception is the one (1) year period prior to when an individual plans to have a child.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
- • National Center for Substance Abuse and Child Welfare (NCSACW): An initiative of the Department of Health and Human Services and jointly funded by the Substance Abuse and Mental Health Services Administration's (SAMHSA) Center for Substance Abuse Treatment (CSAT) and the Administration on Children, Youth and Families (ACYF), Children's Bureau's Office on Child Abuse and Neglect (OCAN), the NCSACW supports systems in making policy and practice changes aimed at improving outcomes for families and children impacted by substance use disorders.
WORK REQUIREMENTS:
- • Contractor shall collaborate with other designated C&C sites and ODMHSAS staff to assist with the development of a Family Care Plan Provider Toolkit (Toolkit) to be disseminated to and used by substance abuse and co-occurring treatment providers (treatment) and other providers in the development and implementation of FCPs.
- • Contractor shall provide feedback on the toolkit and recommend edits and changes to the toolkit, including adding or removing elements as the contractor deems as supported by their knowledge of and experience with implementing and developing similar programs.
- • Manage judicial dockets for the divorcing parents’ accessibility to both legal and social services offered through Tulsa.
- • Contractor shall develop a coaching and consultation plan (C&C plan) to be used in tandem with the toolkit to guide and support treatment and other providers in implementing, developing, and maintaining FCPs.
PAYMENT FOR SERVICES:
- • Contractor shall submit invoices monthly not to exceed the cumulative contracted amount of $25,000.
- Flex Funds
Flexible funds should never be disbursed as cash to clients. Funds must be disbursed as direct reimbursement for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources of funding have been exhausted.
FLEX FUNDS:
Flex Funds are also designed to secure adequate shelter for consumers who meet DMHSAS Eligibility Criteria (and their families), as well as to access community-based activities and goods to support independence and positive treatment outcomes. Contractors must assure Flex Funds primarily benefit consumers who are also receiving Case Management services, Home-based services, or approved Wraparound and Systems of Care services.
Allowable Services:
- • Rent and Deposits – Documented rental deposits and first month’s rent to assist in initial placement, or a single month’s rent to avoid eviction. This may also include apartment rent and deposits for adolescent consumers living independently. Monthly rental expenses are allowed on a limited basis. These are designed to be temporary in nature. Case manager should assist the client in finding alternative financial resources such as work, disability payments, etc., as soon as possible.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas, electric. May not be used for phone, cable/satellite TV or similar payments. Monthly utility payments are allowed on a temporary basis, to include water/sewer/garbage; gas; electric. May not be used for cable/satellite TV or similar payments.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door locks, and insect fumigation are also permitted
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the client until such time as other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months unless there is documentation that the appliance is no longer working.)
- • Medication – Medication necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Medical/Dental Expenses – Medical/Dental expenses necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Other Services – Purchased services designed to meet the consumers’ and families’ needs as part of the treatment plan. Examples include tutoring, mentoring, group and family counseling, job placement, therapeutic or recreational services, and educational or vocational advocacy.
- • Additional Allowance for children in DMHSAS approved Homebased, Wraparound, or Systems of Care Services – Expenses for recreational activities. Miscellaneous expenses as necessary to assist in normalizing a child’s life. Examples include: karate, dance or music lessons, equipment for sports, uniforms for boy or girl scouts, membership at a boys or girls club or YMCA, swimming lessons, expenses for a field trip, uniforms for employment, pet food, etc.
Note: Any purchases of $500 or more on behalf of a child or family in the Wraparound and Systems of Care Services must have prior approval by the ODMHSAS Director of Children’s Services or the ODMHSAS Systems of Care Specialist.
- Flex Funds (HOPE)
Flexible funds should never be disbursed as cash to clients. Funds must be disbursed as direct reimbursement for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources of funding have been exhausted.
FLEX FUNDS:
Flex Funds are also designed to secure adequate shelter for consumers who meet DMHSAS Eligibility Criteria (and their families), as well as to access community-based activities and goods to support independence and positive treatment outcomes. Contractors must assure Flex Funds primarily benefit consumers who are also receiving Case Management services, Home-based services, or approved Wraparound and Systems of Care services.
Allowable Services:
- • Rent and Deposits – Documented rental deposits and first month’s rent to assist in initial placement, or a single month’s rent to avoid eviction. This may also include apartment rent and deposits for adolescent consumers living independently. Monthly rental expenses are allowed on a limited basis. These are designed to be temporary in nature. Case manager should assist the client in finding alternative financial resources such as work, disability payments, etc., as soon as possible.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas, electric. May not be used for phone, cable/satellite TV or similar payments. Monthly utility payments are allowed on a temporary basis, to include water/sewer/garbage; gas; electric. May not be used for cable/satellite TV or similar payments.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door locks, and insect fumigation are also permitted
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the client until such time as other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months unless there is documentation that the appliance is no longer working.)
- • Medication – Medication necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Medical/Dental Expenses – Medical/Dental expenses necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Other Services – Purchased services designed to meet the consumers’ and families’ needs as part of the treatment plan. Examples include tutoring, mentoring, group and family counseling, job placement, therapeutic or recreational services, and educational or vocational advocacy.
- • Additional Allowance for children in DMHSAS approved Homebased, Wraparound, or Systems of Care Services – Expenses for recreational activities. Miscellaneous expenses as necessary to assist in normalizing a child’s life. Examples include: karate, dance or music lessons, equipment for sports, uniforms for boy or girl scouts, membership at a boys or girls club or YMCA, swimming lessons, expenses for a field trip, uniforms for employment, pet food, etc.
- $100,000 must be set aside for residential care payments. This funding is to provide housing assistance for up to six months to ODMHSAS contracted residential care facilities in support of clients with no payer source exiting from state hospitals, crisis units and approved state agency locations. Clients shall receive continuing supports from Contractor to support community integration. This funding may also be used in this effort for clients of any CCBHC with prior approval of Tammie Vail.
Note: Any purchases of $500 or more on behalf of a child or family in the Wraparound and Systems of Care Services must have prior approval by the ODMHSAS Director of Children’s Services or the ODMHSAS Systems of Care Specialist.
- Helping Connections Program – COVID-19 Emergency Grant
INTRODUCTION:
- • The purpose of this contract is to specifically address the needs of individuals with: 1) serious mental illness (SMI) or SMI with co-occurring SUDs (70%); 2) mental disorders less severe than SMI requiring mental health care as a result of COVID-19 (20%); and 3) healthcare practitioners with mental health disorders less severe than SMI requiring mental health care as a result of COVD-19 (10%.).
- • The grant goals are: 1) Develop a comprehensive plan for providing increased mental health and co-occurring services during the COVID-19 emergency; 2) Provide rapid screening and assessment services; 3) Provide evidence-based practices beginning day one of contract increase; 4) Increase number of recovery support services, including via telehealth and telephone and including housing and vocational services; and 5) Implement a crisis mental health service plan that maximizes telehealth/telephone services that de-escalate, divert and prevent potential crises from rising to the level of needed crisis center or hospitalization stays.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to meet goals 1-5 above.
- • Contractor shall provide easy access to an array of mental health and substance use disorder services to meet the demand for COVID-19 related services, while maximizing telehealth including telephone services during the crisis:
- • Participate in regularly-scheduled Zoom meetings to complete a comprehensive plan for the COVID-19 Helping Connections Program;
- • Provide same day screening, initial assessment and initial plan to meet immediate and presenting needs;
- • Complete comprehensive assessment and integrated care plan between 30 days for best practice, 60 days maximum;
- • Provide increased recovery support services such as housing supports and employment services utilizing the Individual Placement and Supports (IPS) evidence-based practice.
- • Increase the utilization of peer recovery support specialists, case managers, and family support providers to provide recovery support services in 2.1.1.4.
- • Continue work of 24/7 mobile crisis teams, utilizing IPads and/or pre-paid phones as possible to reduce in-person mobile crisis need. Increase outpatient crisis service array.
- • Produce a safety plan in partnership with individuals, whenever possible, with a goal to create more safety in the community than would be possible in congregate care during the COVID-19 crisis.
- • Provide incentives to individuals receiving services under the COVID-19 grant, for completing interviews for the required Government Performance Results Act (GPRA) reporting. Provide adequate staff time (ideally recovery support providers or family support providers), to conduct interviews.
- • Contractor shall hire and/or assign 1 (one) FTE or equivalent Outreach Worker to be assigned to this grant.
- • Contractor shall ensure Outreach Worker maintains a pipeline of qualified current and new consumers for this project through active outreach and engagement.
- • Contractor shall ensure Outreach Worker researches and contacts current potential program consumers.
- • Contractor shall ensure Outreach Worker actively engages with local community partners, including but not limited to, hospitals, FQHC, police/fire/emergency response providers, DHS and housing/homeless services.
- • Contractor shall ensure Outreach Worker on boards new consumers into program.
- • Contractor shall ensure Outreach Worker participates in staffings regarding program consumers.
- • Contractor shall ensure Outreach Worker maintains a consumer participant log.
- • Contractor shall ensure that designated project staff participate in all ODMHSAS required training and participate in required meetings.
- • Contractor shall provide all data required for grant reporting.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
- • Contractor shall provide a written quarterly report to ODMHSAS that documents provision of services described in the Work Requirement section above.
- Helping Connections Program (Project ECHO) (OSU-CHS)
INTRODUCTION:
- • To support this Substance Use Disorder Project Echo, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) will contract with Oklahoma State University Center for Health Sciences (OSU-CHS) to provide education, training, and consultation to Healthcare Professionals utilizing their successful Project ECHO (Extension for Community Healthcare Outcomes) model.
- • Project ECHO is a collaborative model of medical education and care management that empowers clinicians in rural and underserved communities to provide specialty care to more people right where they live. Project ECHO is a lifelong learning and guided practice model that revolutionizes medical education and exponentially increases workforce capacity to provide best-practice specialty care and reduce health disparities. The heart of the ECHO modelTM is its hub-and-spoke knowledge sharing networks, led by expert teams who use multi-point videoconferencing to conduct virtual clinics with community providers. In this way, primary care doctors, nurses and other clinicians learn to provide excellent specialty care to patients in their own communities. Oklahoma State University Center for Health Sciences Project ECHOTM Addiction Medicine ECHO clinic is tailored to help health care providers expand their knowledge and expertise for treating complex addiction medicine issues.
- • Through OSU-CHS’s Project ECHO, ODMHSAS will greatly increase access to support or supportive services to Medical Health Professionals (frontline workers) and support and improve outcomes for Oklahomans impacted by COVID-19.
DEFINITIONS:
- • ECHO - Extension for Community Healthcare Outcomes
- • OSU - Oklahoma State University
WORK REQUIREMENTS:
- • Contractor shall provide education and consultation utilizing their biweekly scheduled A Focus on Resilience: Project ECHO model to identified Medical Health Professionals.
- • Contractor shall staff the specialty hub team at the required experience and qualification level to run the ECHO clinic. Roles may include, but are not limited to the following:
- • Lead Facilitator - shall provide planning, oversight, and direction of adapting the ECHO Model for our A Focus on Resilience ECHO. Duties will include participating in the development, implementation, and maintenance of our ECHO, collaborating with project team to identify project goals and objectives and managing the working relationships between project team, administration, and principal operational stakeholders.
- • Hub Team Members - shall provide individual self-care didactics and exercises that participants can engage in; as well as, agency and organizational efforts to support self-care and resilience in the workplace setting. The Hub Team is uniquely suited to provide these didactic presentations with members from psychiatric medicine, counseling services and our health and wellness managers.
- • Program Manager - shall provide the day-to-day operations of a specified area, including coordination of teleECHO clinic initiatives and deliverables. Will direct the planning and oversight of the team’s activities.
- • IT Support - shall provide technical support to both the specialty hub team and spoke participants. This individual will solve IT related problems for the hub team, recommend solutions for hardware and software acquisitions, facilitate the ECHO clinic from an IT perspective, and serve as an IT liaison to spokes.
- • CME Coordinator - shall ensure the processing of CME credits through the American Osteopathic Association.
- • Contractor shall work to determine and ensure that the hub and spoke sites are equipped with equipment necessary to carry out contract objectives. Equipment needs may include televisions, webcams, microphones, computer, speakers and installation of these items and other items necessary for Project ECHOTM participation.
- • Contractor may utilize marketing and outreach strategies to increase awareness, reach, and participation in OSU-CHS’ Project ECHO.
- • Marketing materials may include, but not limited to the following:
- • Hardcopy brochures and flyers.
- • ECHO digital flyers for email.
- • Outreach strategies may include, but not limited to the following:
- • Participation at conferences and events.
- • Onsite presentations with various tribal nations, medical associations, government organizations, and hospitals and clinics in Oklahoma.
PERFORMANCE MONITORING:
- • Contractor shall report monthly monitoring and reporting on usage.
- • Contractor shall provide quarterly teleconference call with ODMHSAS and providers to review status and recommendations for optimization.
- Higher Education Prevention Services (ECU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at East Central University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by November 15th, 2022, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is October 1st, 2022- June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- • Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- • Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- • Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (LU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Langston University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by November 15, 2022, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is October 1st, 2022 - June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (NEOA&M)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Northeastern Oklahoma A&M College by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2022- June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (NSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Northeastern State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2022 - June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (NWOSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Northwestern Oklahoma State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2022- June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OCCC)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Oklahoma City Community College, by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2022 - June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OPSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Oklahoma Panhandle State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2022- June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Oklahoma State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2022- June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at University of Oklahoma by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2022- June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (Rose State)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Rose State College by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2022- June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (RSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Rogers State College by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 2 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by May 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is April 1st, 2023- June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by May 15th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e., training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (SOSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Southeastern Oklahoma State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by November 15, 2022, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is October 1st, 2022 - June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (UCO)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at University of Central Oklahoma by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2022- June 30th, 2023, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by August 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Infant Toddler Court - Evaluation (KU)
- Infectious Diseases Training and Education (OUHSC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide information about Human Immunodeficiency Virus (HIV), Hepatitis C, and Mycobacterium Tuberculosis (TB) to substance abuse treatment professionals at ODMHSAS operated and funded facilities. This information is designed to allow the substance abuse treatment professionals to feel confident and ‘up-to-date’ with regard to disseminating this information to consumers in educational groups and individual counseling sessions.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide continuing education training through on-demand web- based seminars for substance abuse treatment professionals at ODMHSAS operated and funded settings designed to address the following:
- • Educate participants about Human Immunodeficiency Virus (HIV), Hepatitis C, and Mycobacterium Tuberculosis (TB) and how they are acquired. This education would include intravenous drug usage and encompass needle-sharing regulations and practices, as well as, safer-sex practices.
- • Give a list of where participants can be tested for Hepatitis C, HIV, and TB, what the tests entail, and the costs of the test.
- • Educate participants how HIV, Hepatitis C, and TB are treated, including infection control procedures.
- • Disseminate a list of resources for provider care for treatment of HIV, Hepatitis C, and TB.
- • Explain how referrals are to be made for consumers identified as having HIV, Hepatitis C, and TB.
- • Discuss costs associated with prevention and treatment.
- • Offer continuing education units (CEUs) to participants who are licensed/certified.
- • Provide digital and/or physical copies of all information from online seminars to participants.
- • Conduct an assessment of the knowledge gained by participants during each seminar through the use of pre- and post-test assessment.
- • Provide services, training, technical assistance, and consultation under the Oklahoma University Health Sciences Center Infectious Disease Institute program.
- • Workshops and presentations will be provided throughout the year for the annual conference and as arranged with Contractor.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work and any other details that the ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor, no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). The report shall include fiscal spending as well as progress toward the responsibilities outlined on the work plan above. Reports will give a summary of work started and/or completed, and a listing of participants with their agencies who participated in online training and workshops/presentations each quarter.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor represents all billings will be based on actual costs incurred. Expenses will be incurred and billed in accordance with the approved budget. All costs billed will be supported by documentation, maintained on file and available for review, including copies of paid invoices, payroll records, time reports, and approved methods for application of indirect costs.
- • Travel will be reimbursed based on actual and reasonable expenses.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- Inpatient
INTRODUCTION:
- • This contract is to provide funding for certain and necessary inpatient services that may be required in support of outpatient and other services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall provide for necessary psychiatric inpatient services. Necessary psychiatric inpatient services may be provided directly or by purchasing such from general or specialty hospitals, in accordance with the appropriate standard of care.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor.
- • Documentation including, but not limited to, the following sections shall be presented with each monthly invoice:
- • Patient account number;
- • Patient name;
- • Admit date;
- • Discharge date;
- • # of days; and
- • Amount of cost per client.
COMPENSATION:
- • Expenditures for inpatient services shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Expenditure documentation, pursuant to a Department-approved budget, shall separately identify:
- • Actual and direct costs incurred by Contractor in the purchase of necessary inpatient services.
- • Actual and direct costs incurred by Contractor in the direct operation of an inpatient unit, proportionate to the number of patient days to eligible clients served in such unit pursuant to this contract.
- • An additional amount not to exceed three percent to compensate Contractor for the necessary administration of such services.
- • Any funding not needed for such purposes, due to efforts of Contractor to emphasize the delivery of outpatient services and minimize the use of inpatient services, may be made available upon request to reimburse Contractor for any eligible but uncompensated services provided pursuant to Contractor’s direct services contract (fixed rate contract).
- Inpatient (CREOKS)
INTRODUCTION:
- • This contract is to provide funding for certain and necessary inpatient services that may be required in support of outpatient and other services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall provide for necessary psychiatric inpatient services. Necessary psychiatric inpatient services may be provided directly or by purchasing such from general or specialty hospitals, in accordance with the appropriate standard of care.
- • Psychiatric inpatient services for consumers from Service Area 21 (Adair, Cherokee, Sequoyah, and Wagoner Counties) – Contractor may use up to, and including, 851 psychiatric inpatient bed days within the ODMHSAS state operated system at no cost to Contractor.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor.
- • Documentation including, but not limited to, the following sections shall be presented with each monthly invoice:
- • Patient account number;
- • Patient name;
- • Admit date;
- • Discharge date;
- • # of days; and
- • Amount of cost per client.
COMPENSATION:
- • Expenditures for inpatient services shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Expenditure documentation, pursuant to a Department-approved budget, shall separately identify:
- • Actual and direct costs incurred by Contractor in the purchase of necessary inpatient services.
- • Actual and direct costs incurred by Contractor in the direct operation of an inpatient unit, proportionate to the number of patient days to eligible clients served in such unit pursuant to this contract.
- • An additional amount not to exceed three percent to compensate Contractor for the necessary administration of such services.
- • Any funding not needed for such purposes, due to efforts of Contractor to emphasize the delivery of outpatient services and minimize the use of inpatient services, may be made available upon request to reimburse Contractor for any eligible but uncompensated services provided pursuant to Contractor’s direct services contract (fixed rate contract).
- Integrated Care Services (CREOKS)
- Integrated Care Services Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP - Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC - Community Mental Health Center
- • BHH - Behavioral Health Home
- • HER - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant.
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source;
- • transportation if required to ensure services are delivered;
- • language line for translation; and
- • SBIRT and Chronic Disease Management.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Integrated Care Services – O-PIP (F&C)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • Psychiatric Consultant .02 FTE;
- • Nurse Care Manager .20 FTE; and
- • Care Manager 1 FTE
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source; and
- • transportation if required to ensure services are delivered.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Integrated Care Services – O-PIP (Green County)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • .5 FTE Nurse Care Manager;
- • 1.0 FTE Care Coordinator;
- • 1.0 FTE Peer Recovery Support Specialist; and
- • .25 FTE Project Director
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source; and
- • transportation if required to ensure services are delivered.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Integrated Care Services – O-PIP (NorthCare)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co-located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • One (1) FTE Advanced Practice Nurse at FQHC; and
- • One (1) FTE Care Navigator.
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • Medications as needed (if no other pay source);
- • Transportation if required to ensure services are delivered; and
- • Medical supplies, as needed for requirements of the grant.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Laboratory-Assisted Outpatient Treatment II (Coordinated Care Health Solutions)
- Assisted Outpatient Treatment II Pathway to Recovery Federal Grant Coordinated Care Health Solutions, LLC
INTRODUCTION:
- • Contractor will provide toxicology and hematology testing and reporting for the Assisted Outpatient Treatment program.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services also referred to as the Department and/or ODMHSAS.
- • Contractor – Coordinated Care Health Solutions, LLC
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to implement Assisted Outpatient Treatment.
- • Provide Toxicology and hematology services to determine medication compliance for clients.
- • Contractor shall be member of team of local stakeholders to create a Community Outreach Team (COT) that will work to create policies and procedures.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department, including monthly team calls.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will provide such detail as the Department may require.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- Medication/Flex
- State Opioid Response & State Opioid Stimulant - Opioid Medications Flexible, Training and Technology Funds, Hep C screens/tests, Fentanyl Strips
INTRODUCTION:
- • This contract is to provide funding for certain authorized expenditures pursuant to ODMHSAS approval, to include the following: Medication Assisted Treatment (MAT) FDA-approved medications (naloxone, buprenorphine, and methadone), drug testing and lab work, flexible funding, training funds, and technology cost associated with teletherapy and technology to directly support services for individuals served by this contract and Hep C screens and tests. Funding, for the FDA-approved medications and the Drug testing, will be provided for up to six (6) months from the receipt of the contract. After that, the medications and drug testing will need to be billed as fee-for-service.
WORK REQUIREMENTS:
- • Medications:
- • Contractor shall allocate the funding necessary for the purchase of FDA approved opioid treatment medications and related necessary laboratory costs.
- • Contractor shall maintain documentation on the costs and type of medications supplied to individual in services on a monthly basis until the provider begins to bill FFS for medications through the MMIS system.
- • Contractor shall not restrict the dispensing and/or prescribing of FDA approved opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall have a subcontract or Memorandum of Agreement with an Opioid Treatment Provider that provides Methadone, if not a Certified Methadone clinic or if an OTP that does not provide Buprenorphine or Naltrexone shall have a subcontract with an ODMHSAS contracted MAT provider.
- • Contract shall submit the Memorandum of Agreement or subcontract by the third month from the receipt of this contract if not already in existence or needs to be updated.
- • Drug Testing/Labs:
- • Drug testing should be a part of the treatment program to inform treatment decisions between the individual being served, prescriber and treatment provider.
- • Agencies are highly encouraged to use point of contact drug testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks.
- • Treatment Support Funds:
- • Contractor shall allocate funding necessary to meet the needs of individuals that may prevent them from obtaining treatment services. Treatment support funds are to be used to support community integration of persons (adults or children) receiving case management and/or other recovery-oriented services including but not limited to: emergent one-time needs that prevent the person from receiving treatment with a plan to address those needs for the future, and other needs that may be approved by the Grant Manager at the ODMHSAS. Housing support may be accessed through scholarships on OKARR.org.
- • Training:
- • Training funds may be utilized to provide travel, hotel, per diem, lost time, and support for trainings that are supported by the State Opioid and Stimulant Initiative or with prior approval from the Grant Manager at the ODMHSAS and will support individuals receiving recovery-oriented services.
- • Contractor shall have provider(s) on staff that are trained in the following evidence-based practices: Individual Placement and Support, Community Reinforcement Approach, Adolescent-Community Reinforcement Approach, Recovery Management Check-up Support Services, Contingency Management, Motivational Interviewing, TREM, Seeking Safety, Matrix Model, Celebrating and/or Strengthening Families and any other treatment modality that the ODMHSAS requires. Others EBPs may be used but encourage using EBPs for Opioid and Stimulant Use Disorder, trauma, and suicidal ideation.
- • Telehealth/IT Related Costs:
- • Contractor may utilize funds on mobile devices, mobile applications that are HIPAA and 42CFR compliant, IT services, and data plans.
- • Hep C Screens and Tests:
- • Contractor Shall utilize funding to purchase Hep C screens and confirmation tests for individuals with OUD.
- • Fentanyl Strips:
- • Contractor may utilize funds to purchase fentanyl strips as a part of a do no harm, harm-reduction practice. Contractor is highly encouraged to utilize guidance provided by ODMHSAS and SAMHSA.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines. Non-monetary funds of up to thirty ($30.00) may be used for each GPRA completed by consumers.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six-month GPRA reassessments post admission.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this, Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offer a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
• Contractor shall identify a Woman Specific Liaison to assist with overseeing the delivery of the EBP program components specific to women and their children, assisting with implementation of the FCP and, if applicable, participating in the SAFER initiative, collaborating with local-level referral sources and acting as a liaison between Women With Children Residential facilities.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices by the program director prior to payment.
- • Department will monitor expenditures for medication and lab costs for each unduplicated individual and will not receive payment if not submitted in an electronic excel format to the program director.
- • Department will review files to validate training in evidence-based practices and any other requested training to attend by the ODMHSAS.
- • Contractor shall submit monthly billing documentation as determined by ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Medications:
- • Funding for medications, that cannot be obtained by any other indigent or reduced drug program, and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative of throughout the contracted period of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The agency shall purchase and the waivered prescriber shall only prescribe FDA approved Medications Methadone, Buprenorphine (any form), and Naltrexone to individuals receiving some form of treatment from an ODMHSAS provider.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 10% of the direct costs identified in 4.1 shall be permitted.
- • Funding, for the FDA-approved medications, will be provided for up to six (6) months from the receipt of the contract. After that, the medications will need to be billed as fee-for-service.
- • Drug testing/Labs:
- • Agencies are able to purchase multiple panel tests and are encouraged to use point of contact drug testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks. Agencies may use Laboratory with laboratory costs being limited to the maximum allowable cost in line with the Medicaid plus ODMHSAS UA rate which equals $78.00. These tests should be specifically related to the use of medications provided pursuant to this addendum.
- • Funding, for the Drug testing, will be provided for up to six (6) months from the receipt of this contract. After that, the Drug testing will need to be billed as fee-for service.
- • HEP C Screening/Tests:
- • Direct expenses for HEP C screen and confirmation test for individuals at risk, due to their OUD or Stimulant Use Disorder, who do not have the means to pay for such screens and tests.
- • Training Related Costs:
- • Training costs will be reimbursed based on cost reimbursement of approved trainings listed in 2.4. All other trainings must be approved by the Program Manager.
- • Telehealth/IT Related Costs
- • Contract may invoice for costs related to telehealth such as mobile devices, mobile telehealth apps that are HIPAA compliant, and IT costs.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org
- or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, Oklahoma 73106
Medication - MAT Program in Jails (Hunter’s Precision Pharmacy)
INTRODUCTION:
- • This contract is to provide funding for necessary medications, labs, and drug testing for medication assisted treatment (MAT) for opiates and alcohol abuse in the Tulsa County Jail.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of clinically appropriate medications, laboratory, and testing costs in the medication assisted treatment for opiates and alcohol abuse.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to the Tulsa County Jail.
- • Contractor shall maintain documentation on the costs for labs and testing of individuals receiving MAT in the Tulsa County Jail.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase or supply of any medication generally accepted as appropriate treatment for addiction disorders if prescribed by a physician for a person in the Tulsa County Jail.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • A medication-processing fee of 17.5% of the total amount billed for medications to the ODMHSAS on a monthly basis, but not to exceed $7,500 per month.
Medications
- Community Mental Health Centers Medications
INTRODUCTION:
- • This contract is to provide funding for necessary medications in support of direct services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of clinically appropriate psychiatric medications and related laboratory costs.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate clients.
- • Contractor shall not restrict prescription of psychiatric medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any client in need of such.
- • Contractor may utilize Department funding for non-psychiatric medications required by clients otherwise eligible for services pursuant to Contractor’s direct services contract with Department but who have third party coverage, if doing so in management with other resources available, will reduce the overall cost of medications to Department.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication generally accepted as appropriate treatment for psychiatric disorders if prescribed by a CMHC physician for an ODMHSAS eligible client or for Medicaid clients under the third part coverage conditions described below.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • Purchase of non-psychiatric prescription medications required by clients otherwise eligible for services, but who have third party coverage, if doing so, in management with other resources available, will reduce the overall cost of medications to the Department.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in the first three bulleted items in this subsection shall be permitted.
- • A medication-processing fee of 17.5% of the total amount billed for newer generation medications to the ODMHSAS on a monthly basis, but not to exceed $7,500 per month.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
Medications - Competency Restoration
- Community Mental Health Centers Medications
INTRODUCTION:
- • This contract is to provide funding for necessary medications in support of direct services provided by Contractor for clients receiving competency restoration.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of clinically appropriate psychiatric medications and related laboratory costs.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate clients.
- • Contractor shall not restrict prescription of psychiatric medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any client in need of such.
- • Contractor may utilize Department funding for non-psychiatric medications required by clients otherwise eligible for services pursuant to Contractor’s direct services contract with Department but who have third party coverage, if doing so in management with other resources available, will reduce the overall cost of medications to Department.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication generally accepted as appropriate treatment for psychiatric disorders if prescribed by a CMHC physician for an ODMHSAS eligible client or under the third party coverage conditions described below.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • Purchase of non-psychiatric prescription medications required by clients otherwise eligible for services, but who have third party coverage, if doing so, in management with other resources available, will reduce the overall cost of medications to the Department.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in the first three bulleted items in this subsection shall be permitted.
- • A medication-processing fee of 17.5% of the total amount billed for newer generation medications to the ODMHSAS on a monthly basis, but not to exceed $7,500 per month.
Mental Health Transportation
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as described in 43A O.S. 2011, Section 1-110. Transportation services shall provide 24-hour, 7 day per week assistance by driving individuals in crisis to the level of care needed for treatment, providing any de-escalation to ensure safe transport, and providing occasional facility-to-facility transportation for step down care.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with 43A O.S. 2011, Section 1-110 within 90 minutes of request for transportation. Exceptions of response time requirement due to extenuating circumstances shall be approved by ODMHSAS.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • Collaborate with ODMHSAS to develop a consistent network of mental health crisis transportation services.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract.
- • Client rights.
- • Therapeutic Options, or similar program as approved by ODMHSAS.
- • CPR/First Aid.
- • HIPAA and Confidentiality.
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS based on documentation of expenditures with the invoice.
- • The monthly progress report described above shall be submitted as backup documentation with the monthly invoice.
Mental Health Transportation - Multi-Region
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as described in Senate Bill 3 (SB3). Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in crisis to the level of care needed for treatment, providing de-escalation to ensure safe transport, and providing occasional facility-to-facility transportation for step down care for all Community Mental Health Center service area regions except service areas 1, 11, 3, 5, 21, and 13.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with Senate Bill 3 (SB3) within 90 minutes, not to exceed 120 minutes. Every effort shall be made to arrive at the facility within 60 minutes of notification for transport. Due to extenuating circumstances, exceptions of response time within 120 minutes shall be approved by an ODMHSAS representative or contracted agency.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • ODMHSAS will supply ten (10) vehicles with partitions.
- • Contractor will provide personnel and associated expenses in order to meet statutory requirements.
- • In the event Contractor exceeds 1 million miles or 13,000 transportations by 10%, additional funding may be requested.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS.
- • The monthly progress report from section 2.1.9 above shall be submitted as documentation each month.
Mental Health Transportation - Non-Emergency Transports
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as requested by COCMHC. Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in need of alternative treatment levels of care whom COCMHC had identified are in need of alternative safe transportation services.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation. Every effort shall be made to arrive at the facility within 60 minutes of scheduled transport. Transports will be scheduled at least 24 hours in advance unless approved by contractor and COCMHC.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • The cost of each transport shall be agreed to in writing prior to each transport. Reasonable costs for transportation shall be approximately $2.25 per mile for ground transportation.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS.
- • The monthly progress report described above shall be submitted as documentation each month.
Mental Health Transportation - Short Distances ForOCCIC&OCRU
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services, less than 30 miles, for individuals, including adults and children. Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in crisis to the level of care needed for treatment, providing de-escalation to ensure safe transport, and providing occasional facility-to-facility transportation for step down care for the Oklahoma County Crisis Intervention Center (OCCIC) and the Oklahoma Crisis Recovery Unit (OCRU).
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with Senate Bill 3 (SB3) within 90 minutes, not to exceed 120 minutes. Every effort shall be made to arrive at the facility within 60 minutes of notification for transport. Due to extenuating circumstances, exceptions of response time within 120 minutes shall be approved by an ODMHSAS representative or contracted agency.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices at the rate of $65.00 per trip to ODMHSAS.
- • The monthly progress report described above shall be submitted as documentation each month.
Mental Health Transportation - Short Distances ForOCCIC&OCRU - Revised
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services, less than 30 miles, for individuals, including adults and children. Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in crisis to the level of care needed for treatment, providing de-escalation to ensure safe transport,providing transportation for medical clearance to the nearest medical facility agreed upon by Contractor and the Oklahoma County Crisis Intervention Center (OCCIC) or the Oklahoma Crisis Recovery Unit (OCRU) when requested, and providing occasional facility-to-facility transportation for step down care for the Oklahoma County Crisis Intervention Center (OCCIC) and the Oklahoma Crisis Recovery Unit (OCRU)..
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with Senate Bill 3 (SB3) within 90 minutes, not to exceed 120 minutes. Every effort shall be made to arrive at the facility within 60 minutes of notification for transport. Due to extenuating circumstances, exceptions of response time within 120 minutes shall be approved by an ODMHSAS representative or contracted agency.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices at the rate of $65.00 per trip to ODMHSAS.
- • The monthly progress report described above shall be submitted as documentation each month.
Mobile Crisis Response Teams (HOPE & State Ops)
INTRODUCTION:
- Oklahoma’s crisis continuum of care is being improved and expanded to align with the designation of 9-8-8 as a national three-digit number for mental health crisis response and suicide prevention. Mobile crisis response teams will be a part of the Oklahoma Comprehensive Crisis Response, which is a behavioral health crisis continuum of care, serving individuals in the least restrictive means possible and prioritizing community-based diversion approaches to prevent the need for higher levels of care, and to avoid unnecessary law enforcement and criminal justice involvement for people in a behavioral health crisis.
- As part of the continuum, mobile crisis response teams will collaborate with other components of the crisis continuum, including ODMHSAS-designated call centers, urgent recovery centers, community-based services, crisis centers, tribal authorities, hospitals, and other healthcare entities.
- This contract is for the development and operation of mobile crisis response teams that provide twenty-four (24) hours, 7 days per week, live, face -to-face assessment and de-escalation in the community. Services are designated to help individuals experiencing crisis events to experience relief quickly, increase safety, resolve the crisis whenever possible, prevent hospitalization, when possible, avoid unnecessary law enforcement involvement, connect to clinically appropriate higher levels of care, and support individuals in engaging in outpatient community-based care. Services under this contract are primarily for adult mobile crisis services. ODMHSAS will maintain a primary network of Oklahoma Youth Mobile Crisis Response System (OK YCMRS) contractors and are not included as a part of this contract. Contractors will provide backup coverage to this system and when responding to calls for individuals aged 0-25.
- Mobile crisis services under this contract are physically on-site community based, face to face emergency intervention 24 hours a day, 7 days per week to all requests dispatched by the ODMHSAS 988 call center. Services must meet ODMHSAS and Centers for Medicare and Medicaid Services (CMS) requirements for mobile crisis tams, including but not limited to those requirements established by CMS for the Medicaid enhancement rate. Catchment area is the location where the mobile crisis team is stationed. Location of the dispatches may fall outside of that area based on demand and availability of other mobile crisis teams.
- Contractors much follow ODMHSAS-approved means for receiving dispatches from designated call centers. Services include transportation of persons who are voluntarily receiving high levels of care (such as to urgent recovery centers).
WORK REQUIREMENTS:
- Contractor shall ensure that all services meet ODMHSAS and Centers for Medicaid and Medicaid Services (CMS) requirements for mobile crisis teams, including but not limited to those requirements established by CMS for the Medicaid enhanced rate if proposing a fee for service model. Contractor shall provide equipment, material, and staff.
- Staffing Requirements
- • Ensure physically on-site, community-based, and face-to-face emergency interventions provided by a team that includes two clinical staff. The team may be made up of a combination of Licensed Mental Health Professionals (LMHP), Case Managers, and Peer Recovery Support Specialists; must meet the state Medicaid requirements to be reimbursed for mobile crisis services; and shall include the ability to immediately contact through telehealth (ex. iPad) with a Licensed Mental Health Professional (LMHP) as needed 24 hours per day, 7 days per week if an LMHP is not part of the responding team.
- • Allows for immediate face-to-face (including via telehealth) LMHP emergency detention evaluations as needed.
- • Only allows for individual responses from one staff when responding to a controlled environment involving other mental health or medical professionals, ex. Responding to a hospital setting.
- • All staff working as part of a mobile crisis team must receive training as directed by the ODMHSAS and will minimally include Therapeutic Options, civil rights, confidentiality, civil commitment processes, EMTALA, and ethics.
- • All LMHPs working as part of a mobile crisis team must be competent in applicable state laws and civil commitment processes.
- • Maintain a calm, compassionate, and respectful manner.
- • Have the appropriate current and valid state-issued driver’s licenses.
- • Wear appropriate attire that shall not resemble law enforcement uniforms.
- • Contractor shall have dress code policies which require professional appearance (i.e., no clothing with printed message, slogan, picture or art depicting drugs, alcohol, smoking, sex, weapons, violence, or that is obscene, disrespectful, or otherwise not reflective of the Contractor’s purpose or mission.).
- • Contractor shall encourage safety to the consumer and staff; (i.e., no open toed shoes, slippers, or sandals, clothing, and accessories that present a potential safety hazard).
- • Display identification identifying them and the Contractor.
- • Maintain professional appearance.
- • Be proficient in English.
- • Include Oklahoma Certified Peer Recovery Support Specialist(s) to assist with crisis intervention and provide follow-up phone services to all individuals whose needs were resolved by the mobile crisis team to ensure individuals were connected to care.
- Service Requirements
- • Meet applicable rules and statutes.
- • Are prioritized based on imminent risk assessment, including suicide risk assessment, with all responses taking no more than one hour for urban areas and two hours for rural areas (as designated by the most recent data from the U.S. Census Bureau) from referral to on-site, community-based, face-to-face response. Response time clock will start upon a referral being made to the mobile crisis response team.
- • Collect, at a minimum, identifying information, the chief complaint / presenting problem, acute medical concerns, preliminary diagnosis, mental status exam, chronic health conditions, and current healthcare providers.
- • Are designed to resolve crisis in the least restrictive, most appropriate manner consistent with the individual’s preferences and needs.
- • Occur where an individual is located including home, work, public park, etc. and not restrictive to select locations within the region or to specific days/times.
- • Are designed to deescalate crisis events in a manner which uses evidence-based interventions to assess and address both mental health and addiction needs and risks. Interventions include engagement, collaborative safety planning, and harm reduction, treatment, and discharge planning or referral strategies to ensure continuity of care and adequate support for transitions.
- • Connect individuals to timely and clinically appropriate additional care through warm handoffs and coordinate transportation when needed. This includes detox, residential substance abuse, and urgent recovery centers when mobile crisis de-escalation is not successful at resolving the immediate event and scheduling follow-up appointment in outpatient community-based car, and when mobile crisis de-escalation is successful at resolving the immediate event.
- • Seek to maximize safety and minimize use of or burden law enforcement and emergency services and departments. The ODMHSAS-designated call center will use standardized criteria in determining the potential risk of the situation when dispatching mobile crisis teams (ex. emergent or urgent situations with individuals that are in distress) versus law enforcement (ex. possession of a weapon, high likelihood of homicidal or suicidal attempt, etc.). Mobile Crisis Response Teams may additionally examine the request for dispatch using criteria pre-approved by ODMHSAS in requesting law enforcement support both before and during engagement with a consumer. Criteria established shall not result in the majority of mobile crisis responses to include law enforcement. If, at any point, pre-approved criteria for co-response requests results in at least half of requests involving law enforcement, the Contractor shall collaborate with ODMHSAS to modify criteria.
- • Provide phone-based follow-up within 24 hours, with additional supportive contacts as needed to identify any additional ongoing service connection need, e.g., individuals whose needs were resolved by the mobile crisis team. Follow-up services shall support connection to community-based care.
- • Include transportation of persons who are voluntarily receiving higher levels of care (such as to an urgent recovery center.
- • Assessment of an individual’s emotional state and imminent psychosocial needs. Provide ongoing assessment processes, as clinically indicated, should an individual’s state change. If a risk of harm to self or others is identified, the individual is to be engaged to establish a crisis response plan using an evidence-based safety plan/crisis prevention practice. Contractor shall utilize any assessment protocols and report any data required by ODMHSAS.
- • Include the distribution of Narcan, gun locks, Fentanyl test strips, and other safety items as appropriate as well as brief education about making the environment safe from access to lethal means.
- • Ensure services are available regardless of insurance or ability to pay.
- • Deliver services using trauma-informed, compassionate, culturally competent and equitable care. When demonstrating culturally competent and equitable care, Contractor shall ensure that the population served is a representation of the demographics of the contracted area as a whole (including but not limited to sex, race, and ethnicity.).
- • Collect and report to ODMHSAS on the data identified in this document in a form and manner as prescribed by the Department.
- Technology Requirements
- • Have the capacity to and receive referrals through electronic connections with other entities, to include any ODMHSAS designated call center(s). Information received should include name, date of birth, presenting problem as demonstrated through the individual’s current behaviors, the location of the individual needing services, any history of violence or substance use, and the presence of any weapon or dogs in the house. When law enforcement has requested response, the required rapid response may mean responding to a crisis with limited information.
- • Have real-time access to receive and send electronic health records through methods that meet state and federal laws and regulations, including complying with HIPAA Privacy and Security Rules.
- • Have the capacity to provide real-time status disposition to referring entities, including ODMHSAS designated call centers, on the status of each response to populate call center performance dashboards, through ODMHSAS-approved means.
- • Have the capacity to and implement real-time GPS technology in partnership with ODMHSAS designated call centers, through ODMHSAS-approved means.
- • Collect and report data as required by ODMHSAS to minimally include the performance data in this document.
- Requirements for Any Vehicle Transporting Consumers
- • Ensure compliance with Contract Requirement section of the Oklahoma Uniform Transportation Standards.
- • Have a supply of disposable scrub suit tops and bottoms, and slippers for adults receiving services to wear if needed.
- • Have procedures which protect and document client property.
- Reimbursement and Administrative Requirements
- • Have a quality improvement program, available at ODMHSAS request, designed to monitor, evaluate, and initiate activities to improve quality and effectiveness of administrative and behavioral health services.
- • Participate in any ODMHSAS required crisis continuum meetings as directed by ODMHSAS.
- • Maintain a contract in good standing with the Oklahoma Healthcare Authority (OHCA) to bill Medicaid for applicable services.
- • Have adequate processes in place to determine Medicaid and third-party insurance eligibility for individuals served.
- • Ensure compliance with all federal, state, and local laws, including, but not limited to, the Health Insurance Portability & Accessibility Act (HIPAA), Part 2, and Oklahoma law.
- • Seek Medicaid and other third-party insurance reimbursement for all compensable services. Contractor shall not receive reimbursement from ODMHSAS for services eligible for reimbursement with Medicaid and other third-party insurance.
- • Contractor shall not decline to respond to a request for services.
- • Contractor shall participate in any ODMHSAS program review.
- • Contractor shall not use force or physical restraint in any interaction. If at any point the Mobile Crisis Response Team contractor determines an interaction becomes unsafe, the Contractor may request law enforcement respond consistent with requirements stated.
- Grievance
- • Contractor shall display the number of the ODMHSAS Consumer Advocate.
- • Shall a grievance arise between a consumer and Mobile Crisis Response Team, Contractor and Contractor’s employee(s) will be subject to investigation. As part of the investigation, the Contractor(s) may interact with the Office of Consumer Advocacy or the Office of Inspector General as part of the grievance process. The below descriptions provide the Contractor with the primary function of each office.
- • Office of Consumer Advocacy: ODMHSAS is dedicated to protecting the rights of those who receive its services. To aid in this effort, the Department operates a Consumer Advocacy Division. The Consumer Advocacy Division monitors state-operated, certified, and contracted facilities to ensure they comply with applicable treatment standards, as well as state and federal laws and regulations. Regular monitoring enhances the quality of life for consumers by promoting effective communication between staff members, consumers, and families in resolving challenges in the treatment setting. The Consumer Advocacy Division fosters education and awareness of mental health and addiction issues while advocating for policies and strategies that support effective services and systems.
- • Office of Inspector General: ODMHSAS is committed to comply with all laws, rules, and policies impacting our ability to provide high-quality services to Oklahoman impacted by mental illness and addiction. ODMHSAS strives to create a climate of respect, integrity, fairness, and trust. We strive for an environment where consumers and employees feel safe and respected. We strive for an environment where reports of unethical behavior are encouraged and welcomed. Therefore, ODMHSAS has created the Office of Inspector General to Page 6 of 7 promptly investigate allegations regarding violations of department policies, procedures, rules, and regulations.
- Responding to Calls
- • The Contractor shall be dispatched through an ODMHSAS designated call center. Prior to the launch and full integration of an ODMHSAS designated call center, the Contractor may receive requests for services from a variety of avenues including, but not limited to, self-referrals, 911 PSAPs, and law enforcement.
- • The Contractor shall immediately confirm the request to respond and begin reporting location through GPS tracking with the ODMHSAS designated call center.
- • Once on location, the Contractor shall contact the identified individual in need and introduce themselves and name of Contractor.
- • Provide the services as described in this Contract.
- • Provide regular updates to the ODMHSAS-designated call center on the status of a call, including the final call disposition.
- • The Contractor may choose to contact law enforcement for support should there be concern for the safety of staff, individuals served, or the public which cannot be addressed by the Contractor.
- • If the immediate need is resolved, the mobile crisis team will provide an outpatient appointment for the following business day with an ODMHSAS approved provider. Within 24 hours, the Contractor shall have an ODMHSAS-certified peer recovery support specialist provide follow-up services as described in this proposal.
- • If the immediate need is not resolved and more intensive services are necessary to ensure the safety of the individual served, the Contractor shall:
- • Transport the individual to the nearest ODMHSAS-certified urgent recovery center, crisis center, or other ODMHSAS- approved facility if voluntary admission. Clinical information, as described in this document, shall be provided to the treating agency; or
- • Follow ODMHSAS transportation procedures, which may include contacting the ODMHSAS contracted transportation vendor to request transport to the nearest ODMHSAS-certified urgent recovery center, crisis center, or other ODMHSAS-approved facility if individual will not go voluntarily. The transportation vendor shall determine the appropriate transporting entity (ex. Law enforcement or transportation vendor). The Contractor shall provide entity completing Page 7 of 7 transportation detailed third-party statements and contact information should the treating facility need additional information.
- Collaboration with Oklahoma Youth Mobile Crisis Response System (OK YCMRS)
- • OK YCMRS contracted mobile crisis services will be the primary entity dispatched for calls involving individuals between the age of 0-25 years old. If no OK YCMRS contractor is available, contractor will be dispatched and shall respond to calls for mobile crisis services for individuals between the age of 0-25 years old. Contractor will be expected to work in accordance with the ODMHSAS, Oklahoma Youth Crisis Mobile Response System (OK YCMRS). OK YCMRS is a community-based, rapid, face-to face response for crisis stabilization to children, youth, young adults, and their families and brief follow-up care to promote continued stabilization and linkage with ongoing supports and services within the community. Mobile intervention services are designed to deescalate the emergent situation, prevent placement disruption, inpatient hospitalization, detention, and homelessness. The overall goal is to restore the child, youth, or young adult and family to a pre-emergency level of stabilization. In addition to the direct provision of crisis intervention and stabilization services, Mobile Response Teams engage in outreach, collaboration, coordination of care, promotion of the service, and other community-based activities to enhance access, service quality, child and family outcomes, and stakeholder satisfaction.
- • When responding to crisis calls for children, youth and young adults ages 0-25, within provider geographic service area 24 hours a day, 7 days a week, and 365 days a year. Contractors must have the ability to handle and respond to multiple calls at one time. All services provided under this project must meet current ODMHSAS rules. Contractors must:.
- • collaborate effectively with ODMHSAS contracted YCMR Call Centers, Mobile Response Teams and behavioral health providers across the state, and the evaluation efforts.
- • implement the OK YCMR model with fidelity; and.
- • support promising practices that result in OK YCMR out.
modifier Attachment Biobehavioral Catch-Up (mABC) Training, Consultation, & Fidelity Monitoring - University of Delaware
WORK REQUIREMENTS:
- • The contractor for the Attachment Biobehavioral Catch-Up (ABC) Training, agrees to provide the ABC Training, fidelity assurance, and consultation for implementation by the State of Oklahoma. ABC models to be trained may include infant, prenatal or toddler versions based on availability of qualified participants and likelihood of successful completion as determined jointly between contractor and ODMHSAS.
- • Contractor shall coordinate and conduct at least two (2) trainings on the manual and techniques of the intervention at a mutually agreeable site or virtually as decided upon in collaboration between ODMHSAS and the contractor.
- • Contractor shall provide weekly clinical supervision for up to 50 professionals during duration of contract to advance professionals’ knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill, case experience monitoring, and project progress and development; and shall be conducted via video conferencing, telephone, or email.
- • Contractor will assist in identifying qualified individuals to be trained to provide Clinical Supervision and ITM Supervision. Contractor and ODMHSAS will determine in collaboration how many individuals should be trained to assist in sustainability of the ABC model in Oklahoma based on available budget and program needs. Contractor will provide necessary training and technical assistance for identified supervisors.
- • Contractor shall provide technical assistance regarding the development of the ABC intervention and consultation regarding fidelity of implementation and evaluation via video conference, telephone or email.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations (OSBI). All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide semi-annual project update reports to the Department as requested to meet any necessary grant requirements.
- Budget Revisions: A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
MTSS Training, Evaluation, Technical Assistance for School-Based Prevention Providers (OSU Center for Family Resilience)
National College Health Assessment
INTRODUCTION:
- • Services required by this contract are for the addition of 9 questions and the provision of data for 9 to 12 higher education campuses’ National College Health Assessments.
DEFINITIONS:
- • National College Health Assessment (NCHA)
- • American College Health Association (ACHA)
WORK REQUIREMENTS:
- • Contractor shall add 9 questions that will be provided by the ODMHSAS to 9 up to 12 higher education campuses’ NCHA.
- • Contractor shall provide tables with aggregated data and the raw data file for the questions to the higher education campuses..
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department-approved project budget. Reimbursement for work requirements shall be $500 for ACHA member institutions and $700 for non-member institutions.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS. Contractor shall submit specified deliverables and meet reporting requirements as defined by the ODMHSAS. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • A properly completed invoice must be submitted within (30 days) of the end of each month which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoices icon. Contractor shall upload backup documentation of a completed and signed invoices (e.g., PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or 405-248-9054.
- • The State of Oklahoma has forty-five (45) days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the Contractor, the Contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts
.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses.
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
OFFP – Enhanced Services in Outpatient Treatment
INTRODUCTION:
- • Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will work to expand comprehensive treatment, prevention and recovery support services for women, their children, and other involved family members through the Oklahoma Families First Project (OFFP) for enhanced services in outpatient treatment. ODMHSAS OFFP staff will work with the Contractor and local partners to achieve the following goals: (1) develop and expand outpatient services designed to provide a continuum of care and meet the needs of pregnant and postpartum women with substance issues, their infant and other children, and families; (2) implement family focused treatment approach to support family strengthening, reunification, and a reduction in the impact of substance use on infants and children (3) utilize a family-centered recovery support approach with effective case management (4) develop a state level continuum of care that includes a process of early identification, referral, individualized assessment, and care coordination across systems.
DEFINITIONS:
- • ASAM – American Society of Addiction Medicine
- • SAMHSA - Substance Abuse and Mental Health Services Administration
- • SUD/OUD - Substance Use Disorder/Opioid Use Disorder
- • GPRA – the Government Performance and Results Act
- • OFFP - Oklahoma Families First Project
- • SPARS - SAMHSA’s Performance Accountability and Reporting System
- • MAT - Medication-Assisted Treatment
- • FCP - Family Care Plan
- • EBP – Evidence Based Program
- • GAIN-SS - Global Assessment of Individual Needs-Short Screener
WORK REQUIREMENTS:
- • Contractor shall:
- • Maintain grant required staffing to coordinate treatment enhancements as follows:
- • 1.0 FTE Women’s and Children’s Services Coordinator to coordinate daily activities of the OFFP, collaborate with team members, oversee the delivery of the EBP enhancements and program components specific to women and their children, and collaborate with local-level referral sources.
- • Ensure that grant designated staff complete the trainings within grant required timeframes (any additional training will be determined between the ODMHSAS and Contractor):
- • SPARS and GPRA training
- • Community Reinforcement Approach (CRA)
- • Celebrating Families Program (CFP)
- • Circle of Security (COS)
- • Seeking Safety (SS)
- • Contractors shall maintain records of training sign-in sheets and staff certificates of training completion.
- • Ensure that the following screening and assessments instruments are administered:
- • The Edinburgh Postnatal Depression Scale (EPDS) for mothers at six weeks post-partum and as clinically indicated;
- • The ASAM Patient Placement Criteria
- • GAINS-SS
- • Ensure the following treatment outcomes:
- • A minimum of 120 women and their children are served in the first year and increase by 15% each subsequent year of the grant period;
- • A Celebrating Families Program (CFP) is conducted for 20 families in year 1 and increased by 10% each year; to increase parenting skills and family inclusion.
- • Circle of Security groups are provided for pregnant and postpartum women to strengthen and support the parent-child relationship.
- • Incorporate MAT into services offered to pregnant/postpartum women with a primary diagnosis of SUD/OUD.
- • Community Reinforcement Approach (CRA) is utilized in treatment services to maintain recovery and strengthen bond to sustain the family.
- • Decrease rates of depression and anxiety in women during pregnancy and postpartum.
- • Utilize Seeking Safety to reduce the impact of trauma and maintain recovery.
- • Increase the coordination and integration of services and systems of care for mothers and families served by:
- • Increasing the number of partnerships with traditional and non-traditional referral sources;
- • Increasing the number of fathers and/or other family supports participating in family services by 10% in year 1 and by 25% by the end of grant period
- • Establishing and increasing partnerships with local organizations to address community and population specific barriers;
- • Establish partnerships with at least 1 prenatal/postpartum primary care providers in year 1 and additional 5 providers in year 2-3.
- • WCSC train and educate the primary care providers on GAIN-SS implementation and develop a local referral process via CHESS application.
- • Initiate one policy change each year that promotes enhanced retention rates
- • Successfully collect and report GPRA measurements in increments of intake, discharge, and 6 month follow up.
- • Establish a GPRA plan that details steps taken from intake to 6 month follow up and send to project director.
- • Utilize GPRA tracking log and locator form and place in client’s file.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six month GPRA reassessments post admission.
- • Participate in all meetings, calls, trainings, and webinars as required by ODMHSAS and SAMHSA.
- • Accomplish all goals, objectives and milestones set forth in the federally awarded grant application supplied by the ODMHSAS.
- • Contractor shall ensure direct care and clinical staff providing support or counseling services to pregnant and parenting individuals receive 3-6 hours training annually of a combination of the following topics in family-centered care:
- • Trauma-Informed Care;
- • Infant and Early Childhood Mental Health;
- • Child Growth and Development;
- • Fatherhood and Caregiver Engagement;
- • Prenatal Substance Use Disorder;
- • Family Dynamics;
- • Healthy Boundaries;
- • Ethics; and
- • Self-Care.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a relationship engagement report that documents all training, coaching events, technical assistance, and any formalized outreach and engagement procedures to be sent to ODMHSAS staff.
- • Contractor will develop and maintain a spreadsheet for multi-family group EBPs. Data will include familial relationships and be sent to ODMHSAS staff.
- • Contractor shall maintain minutes of interagency meetings, memorandum of agreements with partners, and a log of policy and statutory changes to be submitted to ODMHSAS staff.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to this Statement of Work. This report should be submitted electronically utilizing online report by the 15th of the month. The information to be included, and the format of the report, shall be determined by the ODMHSAS.
- • Contractor shall add program income to funds committed to the project to further eligible project objectives. Contractor under the same award must use the deductive alternative and reduce their subaward by the amount of program income earned.
- • Contractor shall provide a quarterly report recording training and certificates for designated OFFP direct care and educational staff.
COMPENSATION:
- • Contractor shall be reimbursed for services, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Any one-time expenditure over $500 must be pre-approved by the ODMHSAS prior to the expenditure.
- • Contractor may move up to 10% of the budget without prior approval from the ODMHSAS.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one-twelfth (1/12) of the contracted amount.
OK GBG Training, Evaluation, Technical Assistance
INTRODUCTION:
- • The Oklahoma State University (OSU) Center for Family Resilience (CFR) develops and coordinates a support system for implementation and evaluation of the PAX Good Behavior Game (GBG) among participating Oklahoma schools and school districts. The vision for the support system is to scale-up and sustain PAX GBG in schools/school districts across the state. The support system will build local PAX GBG capacity by training school personnel as a master training venue, providing mixed-method consultation for successful PAX GBG implementation, and operating a PAX GBG evaluation platform to collect, analyze and report program outcomes.
WORK REQUIREMENTS:
- • Contractor shall establish OSU-CFR as PAX GBG trainers. Training should be selected based on the goal to build the capacity of OSU-CFR to train and consult school personnel in PAX GBG (i.e. Locally Accredited PAX Partner). OSU-CFR shall ensure that individuals trained in PAX GBG under this contract agree to perform PAX GBG services on behalf of the Department during the project period and up to two (2) years after training is completed.
- • Contractor shall develop a detailed project work plan for the contract year, which includes measureable objectives, timelines for completion, and project staffing for the PAX GBG support system, and a detailed project evaluation plan for the contract year plus three (3) subsequent years. The Contractor shall submit the project work plan to the Department for approval no later than September 30, 2021. The project work plan shall also include recruitment and delivery plan for providing training, and support services; the target number of classroom teachers to be trained; a plan to secure written agreements with the partner schools and/or individual trainees (i.e. teachers); and a commitment to cultural and linguistically appropriate support services as well as an attention to sustainability (i.e. school policies). Contractor shall implement services as described in the approved project work plan.
- • The detailed project evaluation plan shall include process and outcome measures for students, staff, and other school-, district-, and community-level indicators. Evaluation measures shall minimally relate to reductions/change in risk factors for substance abuse and mental/emotional health problems. Contractor shall identify opportunities and make recommendations to the ODMHSAS to evaluate long-term program outcomes.
- • Contractor shall establish and lead a PAX GBG advisory committee to include the ODMHSAS, Oklahoma State Department of Education (OSDE), select partner schools/districts, and project staff for the purpose of project guidance, coordination, and planning for replication and sustainability. Contractor shall participate in other mandatory ODMHSAS trainings or meetings.
- • Contractor shall promote PAX GBG in appropriate venues for the purpose of school recruitment, reporting of program accomplishments, and other needs defined by the ODMHSAS.
- • The ODMHSAS may require project staff to obtain certification as a Prevention Specialist (CPS or APS) and/or complete Substance Abuse Prevention Skills Training (SAPST) and other relevant trainings.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under this scope of work. It is not anticipated that minor children will be transported under this project. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under this scope of work. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the Department.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall at all times carry and maintain Commercial General Liability insurance of no less than one million dollars $1,000,000 for any claim or claims that may arise from a single incident. For professional services contractors, they must also provide Professional Liability insurance to adequately compensate persons for an act of professional negligence by Contractor, its agents, employees or the like. Said policies must provide that the carrier may not cancel or transfer the policy without giving the Department thirty (30) days written notice prior to the cancellation or transfer. Contractor shall timely renew the policies to be carried pursuant to this section throughout the term of the contract and provide the Department with evidence of such insurance and renewals upon request.
- • Contractor shall provide a certificate of insurance showing proof of compliance with the Oklahoma Workers’ Compensation Act.
PERFORMANCE MONITORING:
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
- • Contractor shall report quarterly on contract activities and submit to the Department no later than October 15, 2021, January 15, 2022, April 15, 2022, and July 31, 2022. The July 31, 2022 report shall serve as the end of year report and shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcom¬es measures for the project; and (3) identify key project challenges and methods to address challenges.
COMPENSATION:
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 – Allowable costs.
- • Allowable expenses:
- • Itemized Reimbursable Services: Itemized reimbursable services refers to approved services performed by the contractor that are reimbursable upon completion of that service (e.g. – training, consultation, and evaluation services). Some itemized reimbursable services may occur on a regular monthly basis at a standard monthly, on-going rate rather than upon completion of the service (e.g. – ongoing capacity building and external partner support). Itemized reimbursable services shall be reimbursed according to amounts for each service in an approved budget in a format prescribed by the ODMHSAS. The itemized budget shall contain a list of approved services, a reimbursable rate for those services, and a maximum number of times that service can be reimbursed during the funding period (some services that occur on a monthly basis at a standard monthly, on-going rate may occur every month of funding period, whereas others may occur less frequently as stipulated in an approved budget). Payments shall be made upon satisfactory documentation of service as approved by the ODMHSAS.
- • Itemized Reimbursable Items: Itemized reimbursable items refers to items which can be reimbursed to the contractor (e.g. – training and travel) that shall be reimbursed according to amounts contained an approved budget in a format prescribed by the ODMHSAS. The itemized budget shall contain a list of approved items, a reimbursable rate for those items, and a maximum number of times for which that service can be reimbursed during the funding period. Training and travel must be approved prior to attendance. Payments shall be made upon satisfactory documentation of service as approved by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • A properly completed invoice must be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of completion of Work Requirement Milestones and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
Oklahoma Primary Healthcare Improvement Collaborative (OPHIC)
INTRODUCTION:
- • Oklahoma Primary Healthcare Improvement Cooperative (OPHIC) will provide the necessary resources to integrate primary care and behavioral health, develop and coordinate primary care quality improvement methods, and deploy and supervise academic detailers and practice facilitators who will work with select primary care providers. The program is designed to expand/enhance the Oklahoma continuum of care for SUD services, build capacity for statewide implementation, and promote sustainability. The purpose of the services is to create, disseminate and implement evidence-based guidelines and best practices for:
- • Screening, Brief Intervention, and Referral to Treatment (SBIRT OK) for adults in a minimum of 35 Oklahoma primary care practices.
- • Adolescent Screening, Brief Intervention, and Referral to Treatment in Oklahoma (SBIRT AOK) in a minimum of 10 primary care pediatric and family practices for individuals age 12-17 years.
- • Do No Harm (DNH) pain management and safe opioid prescribing for adults in a minimum of 10 Oklahoma primary care practices.
- • The integration of Zero Suicide practices to include Overdose Education and Naloxone Distribution (OEND) in primary care, with priority given to SBIRT and DNH project settings.
WORK REQUIREMENTS:
- • For all projects, Contractor shall:
- • Develop and submit to ODMHSAS a project milestone timeline and plan to recruit and enroll practices to participate in each project based on eligibility, capacity, and readiness in Quarter 1. The plan shall detail implementation and evaluation activities for the project period.
- • Enroll, train, and commence services with designated practices for each project in Quarter 1 and meet the target number of practices for each project by end of Quarter 2. The ODMHSAS shall approve the practices to be enrolled and served during the project period. During the project period, Contractor shall maintain the target number of engaged practices for each project.
- • Deploy academic detailing, practice facilitation, dashboard monitoring, and other supports to implement guidelines and evaluate process and outcome measures. Provide documentation of activities to the ODMHSAS.
- • Provide a minimum of bi-weekly practice facilitation (training, consultation, and technical assistance) contacts to practice site(s) to verify effective program implementation and to address/overcome barriers. Practice facilitation may decrease to monthly contacts when practice site(s) demonstrate consistent program implementation.
- • Verify that each practice site regularly convenes a project team meeting/huddle to develop and document internal procedures and workflows and oversee project implementation. Document attendance and report to ODMHSAS.
- • Promptly gather and share project data as requested by the ODMHSAS, including but not limited to characteristics about each practice site, the total number of patients in the target population at each practice, and project performance measures.
- • Monitor practice workflows, patient outcomes, resource coordination, and use of best practices. Foster a culture of continuous quality improvement.
- • Develop and implement a sustainability plan to assure the ongoing delivery of services. Assess sustained performance of each practice after program end.
- • Develop and widely promote/disseminate quarterly educational events for primary care providers. Document attendance and report to ODMHSAS.
- • Participate in development and planning meetings, ODMHSAS Prevention Workroom events, and ODMHSAS arranged and provided trainings.
- • For SBIRT projects, Contractor shall:
- • For SAMHSA-funded SBIRT OK sites, provide follow-up GPRA (Government Performance and Results Modernization Act of 2010) documentation for all eligible patients to meet required SAMHSA service goal targets through September 30, 2022.
- • Develop a plan with each SBIRT practice to establish a minimum of 80% of the target patient population presenting for primary care services receive (1) universal, annual screening to identify unhealthy alcohol, drug, tobacco use and depression and suicide risk; (2) brief intervention(s); (3) referral to treatment when indicated; and (4) follow-up services as needed. The minimum bi-weekly practice facilitation contacts may decrease to monthly contacts when practice site(s) demonstrate consistent, daily screening where applicable.
- • Develop an effective tracking system with each practice to capture and report to ODMHSAS brief interventions, referrals to treatment, and follow-up services.
- • Verify that all site staff in the SBIRT workflow complete ODMHSAS-approved live trainings or eLearnings in SBIRT protocol, brief intervention/Motivational Interviewing, and workflow before participating in program implementation. Document and share site workflows and live training logs with the ODMHSAS.
- • Integrate, to the extent possible, behavioral health best practices in SBIRT sites—including promoting Zero Suicide practices, OEND services, practices for pain and opioid management, and providing practice materials/resources based on evidence-based opioid and behavioral health clinical guidelines.
- • For the DNH project, Contractor shall:
- • Define best practices and develop project materials based on evidence-based opioid and behavioral health clinical guidelines.
- • Collect and monitor data on ODMHSAS approved project performance measures, including reduction in key opioid prescribing indicators as measured by the Oklahoma Prescription Monitoring Program (PMP) data provided by the ODMHSAS.
- • Implement the following:
- • Produce PMP measures for the practitioners and practice by calendar quarter for practice and practitioner performance feedback and program evaluation purposes.
- • Produce PMP measures at practitioner, practice, and program levels for each measurement period.
- • Produce performance dashboard report containing PMP measures by practitioner, practice, and program levels for each measurement period.
- • Provide onsite, ongoing training in the use of PMP in coordination with or receive training from Oklahoma Bureau of Narcotics and Dangerous Drugs Control (OBNDD) PMP Educator.
- • Help the practice develop methods for extracting and interpreting PMP data to improve opioid prescribing and pain management across the patient panel.
- • Quarterly and widely promote Do No Harm eLearning to primary care providers. Document number of individuals reached through efforts and report to ODMHSAS.
- • Coordinate with the ODMHSAS, an annual review and revision, as necessary, of the Do No Harm eLearning continuing medical education course for consistency with current evidence-informed practices in pain and opioid management.
- • Integrate, to the extent possible, behavioral health best practices in DNH sites-- including offering SBIRT OK enrollment, providing SBIRT OK patient and practice resources, promoting behavioral health referral management best practices, and promoting Zero Suicide practices and OEND services.
- • For Zero Suicide programming, Contractor shall:
- • Follow the guidance from Suicide Prevention in Primary Care: A Toolkit for Primary Care Clinicians and Leaders document on the ZeroSuicide.edu.org site for the essential information on how to develop and implement effective programming within the practices, including;
- • Create a leadership-driven, safety-oriented culture committed to dramatically reducing suicide among people under care.
- • Develop a competent, confident, and caring workforce with initial and continued training in suicide care practices and protocols.
- • Systematically identify and assess suicide risk among people receiving care.
- • Develop protocol to make sure that every individual has a pathway to care that is both timely and adequate to meet his or her needs. Include collaborative safety planning and lethal means counseling.
- • Work with local health care delivery system partners to enhance continuity of care by sharing patient health information with emergency care and behavioral health care providers to create seamless care transitions.
- • Provide continuous contact and support, especially after acute care.
- • Apply a data-driven quality improvement approach to inform system changes that will lead to improved patient outcomes and better care for those at risk.
- • For OEND programming, Contractor shall:
- • Develop a plan with primary care site(s) for assessing patients at risk for opioid overdose and submit to ODMHSAS.
- • Develop workflow with primary care site(s) and submit to ODMHSAS.
- • Conduct naloxone education and data collection trainings with project personnel at the site. Deliver program materials and initial harm reduction supplies to the site(s).
- • Engage site(s) in Plan-Do-Study-Act (PDSA) cycles to improve implementation.
- • Provide periodic training and technical assistance regarding effective workflow, including a one- week check-in after training/launch and one- month encounter to review PDSA, workflow, and inventory reconciliation. Provide ongoing technical assistance, as needed, to address workflow and data collection issues.
- • Document site characteristics, recruitment efforts, enrollment, trainings, progress, and inventory and submit to ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor. Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. The ODMHSAS will verify submission of required reports and/or deliverables for each month to authorize payment of invoices and any allowable performance-based payment.
- • Contractor shall complete monthly reporting using a data collection tool provided by ODMHSAS. It shall be submitted to ODMHSAS no later than the 7th day of the following month. The report shall document the provision of services described in the Work Requirements of Section 2.0. The tool may be updated during the project period to improve the tracking of deliverables and meet reporting needs.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for services according to procedures determined by the Department, pursuant to a Department-approved project budget. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Compensation is on a 1/12th reimbursement basis from July through June and monthly reimbursement will not exceed 1/12th of the total budget amount in the project period for SBIRT OK, SBIRT AOK, Do No Harm, and Zero Suicide integration budget lines, respectively.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS in Section 2.0. The ODMHSAS will verify submission of required report and/or deliverables for each month to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within thirty (30) days of the end of the month in which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the ProviderInvoice icon. Contractor shall upload backup documentation of a completed and signed invoice (e.g. PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation for all expenditures for review during annual site visits and upon request from the Department. Contractor shall maintain required records and such supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are currently negotiated at 26%. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request may be submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
Outpatient Outreach and Engagement (MHAO)
INTRODUCTION:
- • This contract is to provide resources necessary to improve outpatient engagement, as outlined in the SAMHSA’s and NASMHPD’s new Transformation Transfer Initiative for “Incentives for Improving Outpatient Engagement” grant.
- • The grant goals are: 1) add an incentives program to the outreach and engagement efforts that have been underway over the past few years. The ODMHSAS and partners have been working to improve outreach, and to increase the capacity and capability to engage the most vulnerable persons who are not currently receiving outpatient services on any kind of consistent basis; 2) strengthen the current outreach efforts through additional staff, training and partnerships; and 3) test new approaches to one of the biggest issues for people with SMI in accessing treatment – which is lack of transportation.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to improve outpatient engagement.
- • Contractor shall fund a full-time outreach position that is dedicated to this project. This position shall:
- • Be the central spoke of the wheel of outreach activities conducted by all involved outpatient partners: Hope Community Services, Red Rock Behavioral Health Services, NorthCare, and Catalyst.
- • Conduct searches for persons who are difficult to reach and assist to create or restore connections to one of the four outpatient provider agencies.
- • Troubleshoot with all partners concerning the persons who are the most difficult to locate and engage.
- • Contractor shall provide incentives to persons with serious mental illness (SMI) leaving higher levels of care, or at great risk of going into higher levels of care, to engage in treatment and attend appointments. Depending on the level of voucher, as defined by the ODMHSAS, the person will be able to choose from a variety of items available at each level, beginning with very small items such as bus passes and gloves for winter, and progressing to gift cards up to $15.00. The monetary value of items received will be capped to ensure the person does not receive more than $75.00 per year.
- • Contractor shall ensure that designated project staff participate in all ODMHSAS required training, including but not limited to, Motivational Interviewing (MI) and in effective street outreach.
- • Contractor shall provide all data required for grant reporting.
PERFORMANCE MONITORING:
- • Contractor shall provide a written monthly report to ODMHSAS that documents provision of services described in Work Requirements.
Outreach & Community Support – Trauma
INTRODUCTION:
- • This contract is to provide necessary ancillary services in support of implementing and providing direct trauma informed and trauma specific services to include outreach and community support to those affected by trauma.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a one-twelfth (1/12) basis.
- • Community response, outreach, and support to trauma affected communities include, but are not limited to:
- • Provision of community awareness such as participating in and/or facilitating community-wide substance abuse and mental health awareness, prevention, and recovery events.
- • Basic Supportive or Educational Contact: General support and information on resources and services available to trauma survivors.
- • Group Crisis Counseling: Group sessions led by trained crisis counselors who offer skills to help group members cope with their situations and reactions.
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available trauma related resources.
- • Community Networking and Support: Relationship building with community resource organizations, faith- based groups, and local agencies.
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional trauma relief services or mental health or substance abuse treatment.
- • Development and Distribution of Educational Materials: Flyers, brochures, tip-sheets, educational materials, and website information development and distribution.
Overdose Education and Naloxone Distribution (OEND) – CHIP (AgeLimitof19)
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals age 19 and younger at risk for opioid overdose or those older than age 19 who attest to direct contact with young people at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. OEND services shall only be provided to those ages 19 and under at risk for opioid overdose or those older than age 19 who attest to direct contact with youth under age 19 at risk for opioid overdose. Contractor is responsible for providing OEND services in accordance with Department issued guidelines.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
Overdose Education and Naloxone Distribution (OEND) – PDO
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals age 20 and older at risk for opioid overdose or who attest to direct contact with people at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. OEND services shall only be provided to those ages 20 and older at risk for opioid overdose or who attest to direct contact people at risk for opioid overdose. Contractor is responsible for providing OEND services in accordance with Department issued guidelines. OEND services shall be provided by clinical or medical staff.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall send 2 staff members from each location dispensing naloxone to attend all mandatory ODMHSAS trainings. There will be a minimum of two trainings.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Travel/Per Diem: Travel and per diem expenses for project staff to attend required training during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
Overdose Education and Naloxone Distribution (OEND) – SOS
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. Contractor is responsible for providing OEND services in accordance with Department issued guidelines.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
Oxford House Loan Management
INTRODUCTION:
- • This contract is to provide oversight responsibility for the State Loan Fund for new Oxford Houses in Oklahoma.
DEFINITIONS:
- • State Loan Fund – State funds designated to be used as loans to assist in the establishment of new Oxford Houses.
WORK REQUIREMENTS:
- • Contractor shall provide all resources necessary to manage the State Loan Fund.
- • Management will include, but is not limited to:
- • Management and collections related to existing loans.
- • Processing applications, and issuing funds for new loans.
- • Contractor shall manage collection of all funds that are out in loans. This includes the collection of 6% simple interest which is a requirement for all loans. Interest shall be computed on a monthly compounding basis:
- • Basic formula: SIMPLE INTEREST equals PRINCIPAL times RATE times TIME.
- • To compute actual payments: INTEREST equals PRINCIPAL times RATE times TIME (in years) divided by NUMBER OF PAYMENTS.
- • For Oxford House managed loans, this would mean: INTEREST equals $4,000.00 times 6% times 2 (years) divided by 24 (monthly payments).
- • Principal amounts collected will go back into the State Revolving Loan Fund t0 be used for new loans. The collected interest shall be paid quarterly to the Department.
- • Contractor will follow all guidelines outlines in the Department’s Guidelines for Management of the State Loan Fund.
- • Contractor will return all State Loan Funds to ODMHSAS, along with all State Loan Fund related records and documentation, in the event this contract ends.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall report State Loan Fund activities on a monthly basis. This report should include, but is not limited to, total dollar amount in the State Loan Fund available for new loans; total number of loans out; name of houses that received loans, the loan amount, and loan status (i.e. new loan, payments made in full, partial payment, or missed payment); and total amount collected on existing loans for the month. This report shall be submitted to the Oxford House Liaison at: suzanne.williams@odmhsas.org.
COMPENSATION:
- • Contractor shall be paid a management fee for loan management services according to the following table, payable quarterly to Contractor following the quarterly transfer of interest to the Department collected by Contractor on open loans, and calculated each quarter as 25% of a yearly rate as represented in the following table:
- • If $90,000.00 or more of the fund is out in active loans = $5,400.00 yearly paid as $1,350.00 fee for quarter.
- • If $70,000.00 but less than $90,000.00 of the fund is out in active loans = $4,200.00 yearly fee paid as $1,050.00 fee for quarter.
- • If $50,000.00 but less than $70,000.00 of the fund is out in active loans = $3,000.00 yearly fee paid as $750.00 fee for quarter.
- • If $30,000.00 but less than $50,000.00 of the fund is out in active loans= $1,800.00 yearly fee paid as $450.00 fee for quarter.
- • If $10,000.00 but less than $30,000.00 of the fund is out in active loans=$600.00 yearly fee paid as $150.00 fee for quarter.
- • If less than $10,000.00 of the fund is out in active loans ODMHSAS will not reimburse for the service.
- • For example, if 90% of the fund is out in active loans for the entire year, Contractor will be paid $1,350.00 at the end of each quarter for a total yearly fee of $5,400.00. Calculation of “funds out in active loans” shall be the average of the daily balance of funds out on loan during the quarter for which each calculation is made.
- • The parameters of the management fee compensation table as well as the interest rate charged for loans shall be revisited before renewal of the contract and apply only to work performed during this contract period.
Oxford House TA
INTRODUCTION:
- • Contractor shall provide consultation services to establish, expand, and oversee the effective organization of the network of Oxford Houses located in Oklahoma.
DEFINITIONS:
- • OUD – Opioid Use Disorder as determined utilizing the diagnostic criteria from the DSM 5
- • MAR – Medication Assisted Recovery
WORK REQUIREMENTS:
- • Contractor shall provide ODMHSAS with all necessary services to maintain and strengthen existing Oxford Houses statewide; existing Oxford House chapters; the state association for Oxford House; and establish additional Oxford Houses in Oklahoma, as feasible. This is to be accomplished without compromising standards and quality of existing houses, with the intent of providing safe, affordable housing to consumers who are in recovery from substance use disorders. Contractor acknowledges that its role is “hands- on” and that ODMHSAS is wholly reliant on its knowledge and experience in setting up Oxford Houses. Contractor shall provide the foregoing services in part through full-time outreach persons who shall temporarily reside in Oklahoma to carry out the project.
- • Contractor shall create and maintain linkages with ODMHSAS, health care providers, substance use disorder and criminal justice treatment programs, and others in Oklahoma to facilitate referrals for housing requests and to maximize a cooperative approach to services for at-risk populations.
- • Contractor shall maintain a communication link for any individual or group of individuals needing information about the Oklahoma network of Oxford Houses including the availability of a toll-free number for residents residing in Oxford Houses.
- • Contractor shall advise ODMHSAS on compliance with any applicable federal laws and regulations including housing laws that prohibit discrimination against recovery persons or preempt local zoning laws.
- • Contractor shall produce and coordinate technical assistance workshops for Oxford House residents to educate the residents on the Oxford House concept and system of operations.
- • Contractor shall maintain the organization of established Oklahoma Oxford Houses into regional “chapters” and the state association in order to promote house support.
- • Contractor shall provide consultation and technical assistance services on an “as needed” basis to assure compliance with Oxford House guidelines and standards.
- • Contractor shall provide onsite technical assistance to ODMHSAS to establish new Oxford recovery houses including:
- • Recruiting and selecting appropriate recovery house members;
- • Locating suitable houses for rent;
- • Submitting completed loan applications;
- • Monitoring loan commitments and repayment plans;
- • Establishing and enforcing house rules;
- • Establishing and maintenance of a house budget;
- • Developing methods of networking within the local recovery community groups, including Alcohol Anonymous and Narcotics Anonymous;
- • Developing interconnection with Oxford House World Services to provide ongoing technical assistance to keep established Oxford Houses on track; and
- • All outreach workers will focus efforts on the development of Oxford Houses throughout Oklahoma with an emphasis on the Metro Tulsa and Oklahoma City areas willing to incorporate residents utilizing MAR to recover from OUDs into the house.
- • Contractor shall ensure a minimum of 50% of the houses statewide willing to accept residents utilizing MAR to recover from OUDs will be created, with an emphasis on Tulsa and Oklahoma City. The Contractor shall expand the number of houses accepting MAR patients as much as possible.
- • While the focus of these workers will be MAR for OUDs, they shall not be restricted to working only with this population as they shall be responsible to work with all Oxford Houses and Oxford House residents within the areas of their responsibility.
- • The Senior Outreach worker shall coordinate all training and implementation of MAR issues.
- • Contractor shall assess the progress and effectiveness made toward fulfilling the Contract, and provide the findings in an annual report submitted to ODMHSAS no later than July 15, 2021.
- • Contractor shall meet the following timelines for deliverables:
- • A narrative report shall be created and submitted to the Oxford House Liaison by the last day of each month;
- • Regularly-scheduled meetings shall be held with the outreach workers and Oxford HouseLiaison
- • Any significant problems involving Oxford Houses in Oklahoma shall be reported to ODMHSAS personnel within 10 days of identification. Resolution to the problem shall also be reported;
- • The outreach workers shall obtain a federal employer identification number (FEIN) each new house to enable the house to open a checking account prior to submitting the loan application, unless an FEIN has already been obtained;
- • The outreach workers shall open a checking account for the new house, recruit residents for the house, teach them the Oxford House System of Operations, and assist them in getting utilities operational and furnishings for the house within 10 days of opening the new house;
- • All loan payments are due no later than the 10th of each month; and
- • Nothing in this section shall restrict the establishment of additional Oxford Houses in Oklahoma, if it is feasible, without impairing successful completion of the objectives outlined in this Contract Statement of Work.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Outreach workers, under the oversight of the Contractor, shall:
- • Obtain housing by:
- • Recognizing the characteristics of a suitable house to lease;
- • Assisting with the execution a legal lease between the landlord and the group or entity that is made up of ever-changing residents; and
- • Answering zoning questions – in a general way – backed up by the expertise of the central service office in Silver Springs, Maryland.
- • Obtain a charter from Oxford House, Inc. (OHI) by:
- • Helping newly-recovering individuals fill out the charter application form and submit it to OHI to get a “conditional” charter that is valid for up to 6 months; and
- • Helping the new group fulfill the requirements of the “conditional” charter so the group can be granted a “permanent” charter.
- • Obtain a FEIN by:
- • Processing the paperwork to obtain a FEIN and help the group to establish a checking account in the name of the individual Oxford House.
- • Recruit initial residents for the new house by:
- • Working with treatment providers, drug courts, and the recovery community to explain the value of Oxford House living to obtain referrals; and
- • Convincing newly-recovering individuals that living in an Oxford House provides the time, peer support, and living environment to gain comfortable sobriety without relapse.
- • Teach new residents of Oxford House the standard system of operations by:
- • Teaching the need for a weekly business meeting and the procedures to follow;
- • Helping elect the five essential officers needed to operate each house and teaching each person the duties of each officeholder;
- • Helping the residents obtain household furnishings needed for the house (“from beds to brooms”); and
- • “Storytelling” to infuse the group with the belief and culture of Oxford House and its role in promoting recovery without relapse.
- • Reach other recovering individuals by:
- • Teaching how to make presentations to providers to get new recruits;
- • Promoting the expansion within an area to meet the needs of newly-recovering individuals and to organize a mutually- supportive chapter; and
- • Instilling the habit of attending 12-step meetings and encouraging frequent contact between residents and Oxford House World Services to resolve house issues, promote expansion, and to become an active participant in ongoing expansion.
- • Costs related to implementation of contract activities shall be provided and covered by Contractor as follows:
- • A full-time outreach supervisor and four full-time outreach workers.
- • Fringe benefits for a full-time Oxford House employee which includes FICA, Medicare, health insurance, vacation, and insurance –FUTA, Workers’ Compensation, etc.
- • Mileage shall be computed at 58¢ per mile. Each outreach worker shall have a car to get to the site, visit providers, attend 12-step meetings, and to find recruits, household furnishings, etc.
- • Contractor’s central office personnel will supplement the promotion of Oxford Houses in the area to resolve any unanticipated problems (includes one roundtrip airfare to provide a site visit).
- • Lodging included under travel shall include overnight lodging at a hotel for the outreach workers prior to finding a house. Once a house is found, the outreach workers live in the house and pay an equal weekly share of household expenses (estimated to be $100.00-$125.00 a week, some of which can come out of personnel expense items).
- • Telephone costs shall include a cellular telephone for the outreach worker and a toll-free number which permits house residents to directly contact Oxford House World Services to resolve procedures and issues affecting the house. Internet services will be provided.
- • Postage and delivery costs of start-up kit and regular mailings.
- • Printing and copying costs shall include preparation of promotional and basic materials and copies made by outreach workers to share forms, articles, etc. with house members to teach the culture and system of operations.
- • Office supplies shall include start-up kits, operational forms, manuals, etc.
- • Computer service shall be provided to help connect local house to www.oxfordhouse.org and for outreach workers to utilize e-mail.
- • Up to ten percent of above costs includes cost of supervisory and service personnel in the central office directly working on the Oklahoma project. OHI also holds harmless any landlord who may incur a problem vis-à-vis zoning or insurance. Funding, not to exceed $10,000.00, has been identified for emergency use.
- • Contractor and any subcontractors shall have at the time the Contract is awarded and maintained the designated insurance coverage during the entire term of the contract:
- • Workers’ Compensation - statutory requirements and benefits;
- • Automobile liability - $500,000.00 - (by outreach workers of Contractor); and
- • Homeowner renting to Oxford House group shall maintain homeowner’s comprehensive coverage as though renting to a single family (See Wai v. Allstate Insurance Company, 75 F. Supp. 2d 1 (DDC 1999) for prohibition against discrimination to Oxford House groups under the ADA and FFHA).
- • Contractor shall provide assistance to Oxford recovery houses established in Oklahoma to apply for state recovery home start-up loans of $4,000.00, repayable in equal monthly installments over a 24-month period at 6% simple interest.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall report activities for the month through brief, written narrative reports that include the status of deliverables specified under the Statement of Work. The report shall be submitted to ODMHSAS, Attn: Oxford House Liaison and forwarded to Manager of Employment, Housing, and Homeless Initiatives at suzanne.williams@odmhsas.org.
- • All Oxford House budget information should be obtained from the ODMHSAS Oxford House Liaison.
- • Contractor shall report to the Oxford House Liaison quarterly meetings.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Oxford House Liaison.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Oxford House TA - Revised
INTRODUCTION:
- • Contractor shall provide consultation services to establish, expand, and oversee the effective organization of the network of Oxford Houses located in Oklahoma.
DEFINITIONS:
- • OUD – Opioid Use Disorder as determined utilizing the diagnostic criteria from the DSM 5
- • MAR/MAT/MOUD – Medication Assisted Recovery/Medication Assisted Treatment/Medication for Opioid Use Disorder
WORK REQUIREMENTS:
- • Contractor shall provide ODMHSAS with all necessary services to maintain and strengthen existing Oxford Houses statewide; existing Oxford House chapters; the state association for Oxford House; and establish additional Oxford Houses in Oklahoma, as feasible. This is to be accomplished without compromising standards and quality of existing houses, with the intent of providing safe, affordable housing to consumers who are in recovery from substance use disorders. Contractor acknowledges that its role is “hands- on” and that ODMHSAS is wholly reliant on its knowledge and experience in setting up Oxford Houses. Contractor shall provide the foregoing services in part through outreach persons.
- • Contractor shall create and maintain linkages with ODMHSAS, health care providers, substance use disorder and criminal justice treatment programs, and others in Oklahoma to facilitate referrals for housing requests and to maximize a cooperative approach to services for at-risk populations.
- • Contractor shall maintain a communication link for any individual or group of individuals needing information about the Oklahoma network of Oxford Houses including the availability of a toll-free number for residents residing in Oxford Houses.
- • Contractor shall advise ODMHSAS on compliance with any applicable federal laws and regulations including housing laws that prohibit discrimination against recovery persons or preempt local zoning laws.
- • Contractor shall produce and coordinate technical assistance workshops for Oxford House residents to educate the residents on the Oxford House concept and system of operations.
- • Contractor shall maintain the organization of established Oklahoma Oxford Houses into regional “chapters” and the state association in order to promote house support.
- • Contractor shall provide consultation and technical assistance services on an “as needed” basis to assure compliance with Oxford House guidelines and standards.
- • Contractor shall provide onsite technical assistance to establish new Oxford recovery houses including:
- • Recruiting and selecting appropriate recovery house members;
- • Locating suitable houses for rent;
- • Submitting completed loan applications;
- • Monitoring loan commitments and repayment plans;
- • Establishing and enforcing house rules;
- • Establishing and maintenance of a house budget;
- • Developing methods of networking within the local recovery community groups, including Alcohol Anonymous and Narcotics Anonymous;
- • Developing interconnection with Oxford House Inc. to provide ongoing technical assistance to keep established Oxford Houses on track; and
- • All outreach workers will focus efforts on the development of Oxford Houses throughout Oklahoma.
- • Contractor shall ensure all of the houses statewide are educated to accept residents utilizing MAR/MAT/MOUD as part of their recovery journey.
- • While the focus of these workers will be MAR/MAT/MOUD for OUDs, they shall not be restricted to working only with this population as they shall be responsible to work with all Oxford Houses and Oxford House residents within the areas of their responsibility.
- • The Senior Outreach worker shall coordinate all training and implementation of MAR/MAT/MOUD issues.
- • Contractor shall assess the progress and effectiveness made toward fulfilling the Contract, and provide the findings in an annual report submitted to ODMHSAS no later than July 15, 2021.
- • Contractor shall meet the following timelines for deliverables:
- • A narrative report shall be created and submitted to the Oxford House Liaison by the last day of each month;
- • Regularly-scheduled meetings shall be held with the outreach workers and Oxford HouseLiaison
- • Any significant problems involving Oxford Houses in Oklahoma shall be reported to ODMHSAS personnel within 24 hours of identification. Resolution to the problem shall also be reported;
- • The outreach workers shall obtain a federal employer identification number (FEIN) each new house to enable the house to open a checking account prior to submitting the loan application, unless an FEIN has already been obtained;
- • The outreach workers shall open a checking account for the new house, recruit residents for the house, teach them the Oxford House System of Operations, and assist them in getting utilities operational and furnishings for the house within 10 days of opening the new house;
- • All loan payments are due no later than the 10th of each month; and
- • Nothing in this section shall restrict the establishment of additional Oxford Houses in Oklahoma, if it is feasible, without impairing successful completion of the objectives outlined in this Contract Statement of Work.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Outreach workers, under the oversight of the Contractor, shall:
- • Obtain housing by:
- • Recognizing the characteristics of a suitable house to lease;
- • Assisting with the execution a legal lease between the landlord and the group or entity that is made up of ever-changing residents; and
- • Answering zoning questions – in a general way – backed up by the expertise of the central service office in Silver Springs, MD.
- • Obtain a charter from Oxford House, Inc. (OHI) by:
- • Helping newly-recovering individuals fill out the charter application form and submit it to OHI to get a “conditional” charter that is valid for up to 6 months; and
- • Helping the new group fulfill the requirements of the “conditional” charter so the group can be granted a “permanent” charter.
- • Obtain a FEIN by:
- • Processing the paperwork to obtain a FEIN and help the group to establish a checking account in the name of the individual Oxford House.
- • Recruit initial residents for the new house by:
- • Working with treatment providers, drug courts, and the recovery community to explain the value of Oxford House living to obtain referrals; and
- • Convincing newly-recovering individuals that living in an Oxford House provides the time, peer support, and living environment to gain comfortable sobriety without relapse.
- • Teach new residents of Oxford House the standard system of operations by:
- • Teaching the need for a weekly business meeting and the procedures to follow;
- • Helping elect the five essential officers needed to operate each house and teaching each person the duties of each officeholder;
- • Helping the residents obtain household furnishings needed for the house (“from beds to brooms”); and
- • “Storytelling” to infuse the group with the belief and culture of Oxford House and its role in promoting recovery without relapse.
- • Reach other recovering individuals by:
- • Teaching how to make presentations to providers to get new recruits;
- • Promoting the expansion within an area to meet the needs of newly-recovering individuals and to organize a mutually- supportive chapter; and
- • Instilling the habit of attending 12-step meetings and encouraging frequent contact between residents and Oxford House World Services to resolve house issues, promote expansion, and to become an active participant in ongoing expansion.
- • Costs related to implementation of contract activities shall be provided and covered by Contractor as follows:
- • A full-time outreach supervisor and four full-time outreach workers.
- • Fringe benefits for a full-time Oxford House employee which includes FICA, Medicare, health insurance, vacation, and insurance –FUTA, Workers’ Compensation, etc.
- • Mileage shall be computed at 58¢ per mile. Each outreach worker shall have a car to get to the site, visit providers, attend 12-step meetings, and to find recruits, household furnishings, etc.
- • Contractor’s central office personnel will supplement the promotion of Oxford Houses in the area to resolve any unanticipated problems (includes one roundtrip airfare to provide a site visit).
- • Lodging included under travel shall include overnight lodging at a hotel for the outreach workers prior to finding a house. Once a house is found, the outreach workers live in the house and pay an equal weekly share of household expenses (estimated to be $100.00-$125.00 a week, some of which can come out of personnel expense items).
- • Telephone costs shall include a cellular telephone for the outreach worker and a toll-free number which permits house residents to directly contact Oxford House World Services to resolve procedures and issues affecting the house. Internet services will be provided.
- • Postage and delivery costs of start-up kit and regular mailings.
- • Printing and copying costs shall include preparation of promotional and basic materials and copies made by outreach workers to share forms, articles, etc. with house members to teach the culture and system of operations.
- • Office supplies shall include start-up kits, operational forms, manuals, etc.
- • Computer service shall be provided to help connect local house to www.oxfordhouse.org and for outreach workers to utilize e-mail.
- • Up to ten percent of above costs includes cost of supervisory and service personnel in the central office directly working on the Oklahoma project. OHI also holds harmless any landlord who may incur a problem vis-à-vis zoning or insurance. Funding, not to exceed $10,000.00, has been identified for emergency use.
- • Contractor and any subcontractors shall have at the time the Contract is awarded and maintained the designated insurance coverage during the entire term of the contract:
- • Workers’ Compensation - statutory requirements and benefits;
- • Automobile liability - $500,000.00 - (by outreach workers of Contractor); and
- • Homeowner renting to Oxford House group shall maintain homeowner’s comprehensive coverage as though renting to a single family (See Wai v. Allstate Insurance Company, 75 F. Supp. 2d 1 (DDC 1999) for prohibition against discrimination to Oxford House groups under the ADA and FFHA).
- • Contractor shall provide assistance to Oxford recovery houses established in Oklahoma to apply for state recovery home start-up loans of $4,000.00, repayable in equal monthly installments over a 24-month period at 6% simple interest.
- • Contractor shall be responsible for gathering GPRA data electronically and submit through a predetermined software with access and training provided by ODMHSAS. The Contractor is only responsible for collecting data from current Oxford House residents.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall report activities for the month through brief, written narrative reports that include the status of deliverables specified under the Statement of Work. The report shall be submitted to ODMHSAS at suzanne.williams@odmhsas.org. Other reports may also be requested to meet federal funder obligations. These reports will be due at the requested date.
- • All Oxford House budget information should be obtained from the ODMHSAS Oxford House Liaison.
- • Contractor shall report to the Oxford House Liaison quarterly meetings.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Oxford House Liaison.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Pay For Success – Pivot Preserves
INTRODUCTION:
- • This project will develop and market Pivot Preserves (producing, marketing, and selling fruit preserves) in select markets (in Oklahoma City first and expand as demand increases) and holiday gift boxes to provide first-time jobs for homeless/aging out-of-care youth ages 17-25 to gain experience and income and raise funds. Supportive programming will include Individual Placement and Support (IPS). Youth will learn the necessary skills to be quality employees and explore careers in the business world. At full scale, this project will employ 20 part-time youth and two full-time employees. It is anticipated 50 youth will go through the program to become productive, contributing members of the community.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until Pivot enters into a contract with Oklahoma Impact Investing Collaborative for this Pay For Success project and emails a copy of said fully executed contract to suzanne.williams@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Oklahoma Impact Investing Collaborative and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following Metrix guideline:
- • Employee Placement at Pivot Preserves (temp placement).
- • Retention for 1 month at Pivot Preserves (retention benchmark).
- • Retention for 3 months at Pivot Preserves (retention benchmark).
- • Retention for 6 months at Pivot Preserves (retention benchmark).
- • Completion of a 12-week training Program (workforce development).
- • Utilizing IPS services and supports, full-time job placement outside of Pivot Preserves (perm placement).
- • Utilizing IPS services and supports, retention of outside employment for 3 months (retention benchmark).
- • Utilizing IPS services and supports, retention of outside employment for 6 months (retention benchmark).
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Oklahoma Impact Investing Collaborative per Contractor’s contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
- • Contractor shall launch an IPS team by October 1, 2023 and ongoing project evaluations will support the efficacy of this continued work past year of one of implementation and following fidelity protocols.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments.
Pay For Success – Rural Transitional Living Program
INTRODUCTION:
- • This project will serve Northeastern and Northcentral Oklahoma through an array of trauma-informed services that promote quality of life for consumers. GLMHC has offices in Craig, Delaware, Kay, Mayes, Noble, Nowata, Osage, Ottawa, Pawnee, Payne, Rogers, and Washington Counties. GLMHC to serve up to 100 people over 7 months in their 12-county service area through a scattered-site Supported Transitional Living Program (Supported TLP). The program will serve justice-involved (at any time previous) adults (18 years and older) assessed with moderate to high risk of recidivism and high risk of homelessness, with priority given to individuals released within the previous six months.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until GLMHC enters into a contract with Impact Accelerator/MetaFund for this Pay For Success project and emails a copy of said fully executed contract to suzanne.williams@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Impact Accelerator/MetaFund and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following metrics guideline:
- • Stable housing days:
- • Payment triggered upon achieving positive outcomes, defined as exiting to stable housing (could include permanent supported housing, independent living, or living with family); exiting to shelter or going AWOL will not receive success payments.
- • Success payment (per person) = $11.22/day multiplied by the number of days in Supported TLP at exit.
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Impact Accelerator/MetaFund per Contractors contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments.
Pay For Success – Rural Transitional Living Program - Revised
INTRODUCTION:
- • This project will serve Northeastern and Northcentral Oklahoma through an array of trauma-informed services that promote quality of life for consumers. GLMHC has offices in Craig, Delaware, Kay, Mayes, Noble, Nowata, Osage, Ottawa, Pawnee, Payne, Rogers, and Washington Counties. GLMHC to serve up to 100 people over 7 months in their 12-county service area through a scattered-site Supported Transitional Living Program (Supported TLP). The program will serve justice-involved (at any time previous) adults (18 years and older) assessed with moderate to high risk of recidivism and high risk of homelessness, with priority given to individuals released within the previous six months.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until GLMHC enters into a contract with Impact Accelerator/MetaFund for this Pay For Success project and emails a copy of said fully executed contract to suzanne.williams@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Impact Accelerator/MetaFund and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following metrics guideline:
- • Stable housing days:
- • Payment triggered upon achieving positive outcomes, defined as exiting to stable housing (could include permanent supported housing, independent living, or living with family); exiting to shelter or going AWOL will not receive success payments.
- • Success payment (per person) = $11.22/day multiplied by the number of days the individual is in stable housing up to a maximum of 6 months.
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Impact Accelerator/MetaFund per Contractors contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments.
Pay For Success – Transition Age Youth Supervised Transitional Living Program
INTRODUCTION:
- • This project will serve transition age youth ages 18-25 in the City of Oklahoma City through an array of trauma-informed services that promote quality of life for consumers. Sisu Youth Services will serve up to twelve transition age youth at a time with up to 24 uniquely identified transition age youth in the first twelve months. The program will serve the high-need population of transition age youth with mental health, substance abuse, or co-occurring who have slipped through the safety net system and are currently experiencing homelessness. Referrals will be from Oklahoma Department of Mental Health and Substance Abuse Services, Department of Human Services, Office of Juvenile Affairs, and Department of Corrections, coordinated entry through Continuum of Cares or emergency shelters.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until Sisu Youth Services enters into a contract with Impact Accelerator/MetaFund for this Pay For Success project and emails a copy of said fully executed contract to suzanne.williams@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Impact Accelerator/MetaFund and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following Metrix guideline:
- • Stable housing days:
- • Payment triggered upon a participant exiting to stable housing (e.g., next level of supported housing, independent living, family); an individual exiting to shelter or going AWOL will not qualify for success payments.
- • Success payment (per person) = $67/ day multiplied by the number of days in Supported TLP at exit.
- • Employment placement and retention:
- • Total possible payment: $6,050*
- • Initial job placement: $1,512.50.
- • Participant employed at 30 days post placement (does not have to be the same job): $1,512.50.
- • Participant employed at 60 days post placement (does not have to be the same job): $1,512.50.
- • Participant employed at 90 days post placement (does not have to be the same job): $1,512.50.
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Impact Accelerator/MetaFund per Contractor’s contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
- • Contractor shall become a Medicaid contractor by January 1, 2023 and ongoing project evaluations will support the efficacy of this continue work past year of one of implementation.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments.
PCAP - OK Parent Child Assistance Program Evaluation
INTRODUCTION:
- • University of Oklahoma (OU) in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), The evaluation of the Oklahoma Parent Child Assistance Program (PCAP) will involve a randomized control trial (RCT) of PCAP, an evidence-informed program operating in Washington State from the University of Washington. PCAP serves high-risk mothers who misuse alcohol/drugs during pregnancy and their families using a theory-based model (relational theory, stages of change, and harm reduction).
DEFINITIONS:
- • PCAP - Oklahoma Parent Child Assistance Program
- • RCT - Randomized control trial
- • OU - University of Oklahoma
- • CM - Case Managers
- • FCP - Family Care Plan
- • SAFER - Safely Advocating for Families Engaged in Recovery
- • IDTA - In depth technical assistance
WORK REQUIREMENTS:
- • Contractor shall:
- • Maintain required staffing to coordinate treatment as follows:
- • Case Managers to provide regular home visitation and help clients obtain treatment and stay in recovery.
- • Ensure the following treatment outcomes:
- • Enrollment of up to 50 women in their first year of PCAP in Year 2 of the project.
- • PCAP intervention activities are conducted by trained and supervised CM who each work with 16 families for 3 years, beginning during pregnancy and postpartum.
- • CM connect families with comprehensive services including health, housing, parenting, and vocational services.
- • Ensure pregnant women receive a FCP by:
- • Provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • FCP shall be offered to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Establishing a FCP that will meet the medical, substance use treatment, recover, and social support services needs of the pregnant and postpartum woman, her infant, other children, and family.
- • Increasing care coordination with primary care providers and create linkage with referral sources.
- • Improve connection and availability of supportive services.
- • Update the FCP with women and family as needs evolve.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one- twelfth (1/12) of the contracted amount of $270,000.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org and grant project director.
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, Oklahoma 73106
Pediatric Mental Health Care Access New Area Expansion - American Rescue Plan Act (ARPA)
- Oklahoma State University Center for Health Sciences Department of Psychiatry & Behavioral Sciences
INTRODUCTION:
- • The overarching goal of this project is to create a sustained statewide pediatric mental health teleconsultation program, inclusive of an infant and early childhood emphasis to enhance prevention. Oklahoma State University (OSU) will establish a statewide teleconsultation and mental health care program with regional mental health teams providing consultation and support to pediatric primary care providers. OSU under the oversite of ODMHSAS will ensure all goals, objectives, and activities outlined in the work plan are implemented.
- • Project Objectives
- • Increase access to behavioral healthcare by expanding the capacity of pediatric primary care providers to detect, assess, treat and refer children with behavioral health disorders.
- • Improve access to additional support services for children and their families, including rural and medically underserved populations.
- • Sustained statewide pediatric mental health teleconsultation program, inclusive of an infant and early childhood emphasis to enhance prevention.
WORK REQUIREMENTS:
- • OSU will provide the day-to-day management of project goals and objectives.
- • Conduct a needs assessment regarding behavioral health consultation in pediatric primary care.
- • Develop a web-based hub for clinical guidance and resource management, and
- • Establish an advisory committee.
- • Establish 4 regional CAPMAP teams – one each year for up to 4 regions, pilot year in Tulsa.
- • Develop and implement Teleconsultation services during years 2-5.
- • Develop and implement training, education and support for regional OKCAPMAP teams – starting year 2.
- • Conduct training and provide technical assistance to pediatric primary care providers - Two trainings per team for start-up each year.
- • Host teleconferences or face to face training on MH identification, diagnosis, treatment and referral education and support on a quarterly schedule.
- • Conduct 1-2 specialty pediatric mental health trainings to address race, ethnicity and cultural diversity – twice yearly.
- • Establish peer support and learning collaborative as regional support networks with participating pediatric primary care providers – twice yearly.
- • Provide Screening and diagnostic resources/clinical guidelines for self -directed and real time learning - Ongoing access via internet starting in year 2.
- • Connect and collaborate with partners and providers through provider outreach.
- • Coordinate collaboration with key partners including Medicaid, HRSA, the OK SIM, and other state departments that serve infants, children and adolescents.
- • Project evaluation and result dissemination - quarterly reports as required by HRSA to meet all grant requirements.
- • Ongoing Communication with pediatric primary care, behavioral health providers and stakeholders to ensure project success.
- • Presentations at regional and national conferences on project activities and lessons learned.
- • General public communications about early childhood resources to support early access to needed services.
- • Full participation in HRSA recipient meetings and updates about novel successes and lessons learned.
- • Conduct ongoing assessment of gaps in clinical and geographic coverage.
- • Develop strategies to sustain, enhance and or expand the OKCAPMAP throughout the life of the federal grant to support continuation of project beyond end of federal funds.
Required Staff Positions:
- • Project Management (Key staff position).
- • Physician Advisor and Curriculum Development.
- • OSU will contract with Psychiatric Consultants to provide tele consultation for up to a total of 500 hours per year for each year of the grant.
- • OSU will hire a licensed mental health professional and a care coordinator at .75 FTEs each during Years 1 and 2 and 1 FTE each for the remaining three years to support implementation of the OKCAPMAP program.
Data Management & Evaluation:
- • OSU will provide data management and evaluation services. OSU will design a database for collecting and managing all data essential to the project’s performance, outcome, and impact measures, and demographic data such as age, race and ethnicity of infants, children and adolescents served. Upon receipt of data reports, the data team will conduct data quality checks and data cleaning, and work with partners to resolve any issues with the data before entering it into the database. The data team will ensure that internal deadlines allow time for data quality checks and cleaning before reports are due to HRSA.
PERFORMANCE MONITORING:
- • Contractor will provide quarterly updates to ODMHSAS Project Director regarding grant requirements and progress toward project objectives.
- • Contractor will report on activities as outlined by HRSA to meet all grant obligations.
Problem Gambling Education, Training & Consultation (OAPCG)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to maintain a statewide consumer advocacy office affiliated with the National Council on Problem Gambling and provide needed information to persons with problem gambling issues and their families throughout Oklahoma. Contractor shall provide problem gambling education, training, and consultation to counselors, professionals, and the general public statewide.
DEFINITIONS:
- • IGCCB – International Gambling Counselor Certification Board
- • NCGC – National Certified Gambling Counselor
WORK REQUIREMENTS:
- • Training
- • Contractor shall assist ODMHSAS in developing and coordinating training and education opportunities for counselors and other professionals. Coordination shall include:
- • Dates of conferences, training events, and workshops;
- • Media releases, brochures, or other printed materials prior to production or dissemination;
- • Conference and trainings continuing education credits; and
- • Scholarships that meet ODMHSAS requirements including financial and other support.
- • Contractor shall conduct the following conferences, trainings, and workshops:
- • An annual statewide Gambling Services Conference;
- • A presentation at the Latino Community Action Agency;
- • A presentation targeting Oklahoma’s elder population;
- • A presentation at the ODMHSAS Annual Prevention and Recovery Conference; and
- • Twice per year present 30 hour course on Problem Gambling to meet ODMHSAS required training for providing services to problem gamblers.
- • Contractor shall provide gambling specific clinical consultation and clinical case supervision for those individuals who have completed the minimum requirements to provide gambling treatment services in the State of Oklahoma.
- • Clinical Case Supervision to be provided by an IGCCB, NCGC Certified Trainer.
- • Contractor shall keep a list in a data base of individuals in the state who meet the qualifications of the 30 hours of core training and the 10 hours of additional training to provide gambling treatment services. The contractor will also be the primary contact in the State of Oklahoma for individuals pursuing CEU hours for NCPG National Certification.
- • Advocacy
- • Contractor shall provide referral and advocacy services to persons with gambling-related disorders.
- • Contractor shall provide an Oklahoma office and telephone line with full-time coverage for individuals seeking advocacy-related information for problem gambling issues. General hours of operation will be 9:00am to 6:00pm Monday through Friday.
- • Contractor shall maintain and distribute up-to-date lists via the OAPCG website, information booths, community education and presentations, and the OAPCG resource library. These lists shall include, but not limited to:
- • ODMHSAS-certified and funded gambling treatment programs;
- • Native American behavioral health programs with trained gambling counselors;
- • Licensed Behavioral Health Practitioners in private practice who are Nationally Certified Gambling Counselors, as well as all Nationally Certified Gambling Counselors in Oklahoma, and those that meet the training requirements to provide services to Problem Gamblers in the State of Oklahoma;
- • Other gambling recovery resources, i.e., faith-based organizations, veterans’ services, and out-of-state, inpatient gambling treatment programs, etc.; and
- • Gamblers Anonymous, Gam-Anon, and other community-based self-help support groups, and meeting times and places statewide including contact information.
- • Contractor shall educate communities and advocate for the needs of persons with problem gambling their families, and promote priorities that are pro-recovery.
- • Helpline
- • Contractor shall fund and provide oversight of Oklahoma’s statewide problem gambling helpline, HeartLine, Inc., using the national helpline number (800) 522-4700.
- • Maintain a contract with HeartLine, Inc. to include $48,600.00 for problem gambling helpline services delivered by trained gambling counselors 24 hours a day, 7 days a week.
- • Contractor shall furnish and update HeartLine, Inc. with ODMHSAS- approved Oklahoma Helpline Referral List within 72 hours of written notice. This list will include ODMHSAS-certified and state-funded gambling treatment programs, Native American behavioral health providers with trained gambling counselors, and Licensed Behavioral Health Counselors in private practice who are Nationally Certified Gambling Counselors.
- • Contractor shall ensure all Oklahoma helpline callers shall, at a minimum, receive a documented referral to the nearest ODMHSAS- certified and state-funded gambling treatment program.
- • Contractor shall acquire, develop, assimilate and distribute support materials and information for help line callers who are requesting assistance with problem gambling, as appropriate.
- • Contractor shall assist in transforming the Helpline referral process to a “Warm Line” system that will do direct handoffs of those needing problem gambling services with those who are contracted providers of problem gambling services.
- • Website/Newsletter/Library
- • Contractor shall produce a quarterly newsletter, and maintain a listserv for distribution of quarterly newsletter and distribute, at a minimum to the following locations statewide:
- • ODMHSAS mental health and substance abuse providers;
- • Gaming entities including Oklahoma casinos, racetracks, and Lottery;
- • Drug Court Judges, coordinators, providers, and District Attorney’s Offices;
- • Office of Finance gaming regulatory authority staff;
- • Department of Corrections;
- • Bankruptcy trustees;
- • Credit counseling agencies and banks; and
- • Employee assistance programs.
- • Tradeshows
- • Contractor shall participate in trade shows and awareness activities that include, but are not limited to:
- • Booths at all ODMHSAS-sponsored conferences;
- • Booth at the Annual ODAPCA Conference; and
- • Booths at all conferences sponsored by any Oklahoma state agency and gambling association.
- • Technical Assistance/Outreach
- • Contractor shall participate as feasible in key statewide, regional and national stakeholder boards and commissions, including counselor licensure boards.
- • Contractor shall assist tribes with the facilitation of the statewide casino self-exclusion program.
- • Contractor shall establish a speaker’s bureau.
- • Contractor shall provide recommendations to ODMHSAS regarding gambling treatment services.
- • Contractor will work with ODMHSAS Director of Decision Support Services and Problem Gambling Field Services Coordinator, and Elite Research to compile and potentially disseminate findings of the Oklahoma Problem Gambling Prevalence Study.
- • General Conditions
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Contractor shall state it is funded in part by ODMHSAS in all applicable promotional information.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall provide monthly written reports of detailed activities carried out pursuant to this Statement of Work by the 10th of each month to the ODMHSAS Problem Gambling Field Services Coordinator. Contractor shall provide such additional details as ODMHSAS may require.
- • Report of Statement of Work requirements by type of work, including but not limited to:
- • Training;
- • Advocacy;
- • Helpline;
- • Website/Newsletter/Library
- • Trade-shows;
- • Technical Assistance; and
- • Outreach;
- • Contractor shall submit an annual conference, training, and educational plan with dates for all activities by August 1st of each year.
- • Contractor shall provide Helpline data each quarter and aggregate data at the end of the Fiscal Year.
- • Contractor shall provide a narrative of activity on the boards and commissions either directly or through minutes.
- • ODMHSAS shall provide support of contract activities through the following:
- • Continuing education units;
- • Registration support;
- • Mailing lists and mailing service;
- • Non-financial support or guidance for other identified needs;
- • Activity Report monitoring; and
- • Quarterly Meetings to review progress and plans (arranged between the Contractor and the Department).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor will complete an Annual Budget for review by the Department no later than August 1st. The Budget will be based on the overall organization, showing all funding sources and shall be categorized to correspond with Section 4 Work Requirements.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Problem Gambling Field Services Coordinator.
Recovery-Oriented Cognitive Therapy (CT-R) Training and Consultation (Brinen)
INTRODUCTION:
- • This Contract is to provide the necessary training services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT) with specific focus on Recovery Oriented Cognitive Therapy (CT-R).
WORK REQUIREMENTS:
- • Contractor shall provide a 3-day training focusing on CBT interventions for Serious Mental Illness and psychosis through the framework of the Recovery Oriented Cognitive Therapy (CT-R) model for Oklahoma community-based therapists who have already completed a 3-day foundational CBT training offered through the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS).
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor through training evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • On-site training will be reimbursed at an all-inclusive rate of $4,200.00 per day.
- • Virtual training an all-inclusive rate of $3,000.00 per day.
Residential – Medication/Flex
INTRODUCTION:
- • This contract is to provide funding for certain authorized expenditures pursuant to ODMHSAS approval, to include the purchase and provision of approved medications, appropriate to the level of certification, used in support of direct services in the treatment of consumers; lab work; and related flexible expenses in support of the recovery of consumers.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of appropriate treatment medications and related laboratory costs allowed by the Department for the Contractors level of certification.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the dispensing and or prescribing of medications, to include as needed: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate consumers.
- • Contractor shall not restrict the dispensing and/or prescribing of treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall provide education to all consumers on the medications available, providing opportunities for the consumer’s input into the determination in selecting the medical intervention.
- • Contractor shall allocate funding necessary to meet the needs of individuals that may prevent them from obtaining treatment services. Flexible funds are to be used to support community integration of persons (adults or children) leaving the residential level of care, or who are at risk of entering residential care, and are receiving case management and/or other recovery-oriented services including but not limited to: housing, emergent one-time needs that prevent the person from receiving treatment with a plan to address those needs for the future, and other needs that may be approved by the ODMHSAS.
- • Flexible funds should never be disbursed as cash to clients. Funds must be disbursed as direct reimbursement for goods or services, with receipts documenting the purpose of the expense. Flexible funds shall be used after all other sources of funding have been exhausted.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications, related expenses, and flexible funds for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department.
- • Monthly payments may not exceed a cumulative one-twelfth (1/12th), or relevant number of contracted months, of the contracted amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records and submit as backup documentation with each monthly invoice.
- • The purchase of any medication approved in the treatment of consumers if prescribed by a physician for an ODMHSAS eligible consumer.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in the first three bulleted items in this subsection shall be permitted.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- • List of flexible funds identifying purchases made in support of community integration of consumers.
Residential SUD – VBP
INTRODUCTION:
- • This contract is to compensate qualifying residential level of care substance use disorder (SUD) facilities to earn a performance-based payment in the amount of 10% of qualifying per diem payments, established in accordance with the Oklahoma Medicaid State Plan, the Oklahoma Health Care Authority (OHCA), and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS). ODMHSAS is the oversight agency for the performance-based payment.
WORK REQUIREMENTS:
- • Contractor must meet or exceed all state-defined benchmarks for the following metrics during the quarterly reporting period:
- • ASAM Level 3.1, 3.3, and 3.5 Providers:
- • Measure Benchmark Percent of members admitted to/engaged in a lower level of care behavioral health service within seven (7) days of discharge; 60% minimum.
- • Percent of members who complete treatment; 60% minimum.
- • Percent of members who experience a reduction in drug use for all drugs of choice; 85% minimum.
- • Percent of members who are readmitted to the same or higher level of care behavioral health service within ninety (90) days of discharge; 10% maximum.
- • ASAM Level 3.7 Providers Measure Benchmark.
- • Percent of members admitted to/engaged in a lower level of care behavioral health service within seven (7) days of discharge; 60% minimum.
- • Percent of members who complete treatment; 60% minimum.
- • Percent of members who are readmitted to the same or higher level of behavioral health care service within ninety (90) days of discharge; 10% maximum.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor and determine the appropriate payment amount based on the results of the outcome measures using the following measure definitions and data sources:
- • Planned discharge: Percent of members discharged from facility with a planned discharge, based on reported discharge type. At discharge, facilities are required to submit a prior authorization request with a completed Client Data Core (CDC) to indicate the member has left the facility or that level of treatment.
- • Readmission within 90 days: Percent of members readmitted to the same or higher level of substance use disorder treatment within 90 days of discharge. The CDC is used to identify discharge date and any subsequent admission to identify if the member was readmitted to the same or higher level of treatment within 90 days of discharge.
- • Follow up after discharge within 7 days: Percent of members who receive behavioral health treatment at a lower level of care within 7 days of discharge. Using the Medicaid claims, DMH claims, and the CDC data, after a member has been discharged, the data is reviewed to identify if a member enrolled in or received a behavioral health service in a lower level of care within 7 days of discharge.
- • Reduction in drug use: Percent of members discharged from facility who reported a reduction in drug use in the past 30 days, based on CDC data. Within the CDC, members may report up to three drugs of choice at admission into treatment. At discharge, facilities are required to submit a CDC to indicate the member has left the agency or that level of treatment. To meet the measure, members must report reduced frequency of use for all drugs of choice on the CDC at discharge.
COMPENSATION:
- • ODMHSAS will initiate the performance-based payment process to determine the payment amount based on data results of the outcome measures.
- • Each quarter, data from Medicaid claims, DMH claims, and prior authorization requests will be analyzed to identify each facility's performance compared to the benchmarks. If Contractor meets the minimum benchmark for all measures during the measurement period, all paid per diem Medicaid and DMH claims for residential treatment during the measurement period will be identified. To calculate the bonus amount, the amount paid for each claim is multiplied by .1 to provide a 10% performance-based payment. Each quarter, previous payments will be reviewed to identify if any claims which received a performance-based payment were recouped or overpaid. Any recoupment/overpayment will be reduced from current and/or future performance-based payments.
- • Invoices shall be electronically submitted via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
School-Based Prevention Services
INTRODUCTION:
- • Contractor shall provide necessary resources to develop and deliver school-based prevention services to school districts and school sites, including planning, data collection, service reporting and evaluations, and workforce development. School-based prevention services shall be provided in accordance with the ODMHSAS Prevention Strategic Plan, vision, mission and guiding principles. School-based prevention services may include an array of evidence-based programs, policies, and/or practices planned and implemented across the Contractor’s school district(s) to prevent identified risk factors contributing to substance use and related mental, emotional, and behavioral problems, herein referred to as MEB to represent a range of negative youth outcomes related to known or shared risk factors for substance use.
- • 1.2 Contractor’s main goal of this project is to develop, enhance, and finalize a MTSS plan and implement Tier 1 primary prevention strategies as outlined in the Contractor’s ODMHSAS-approved MTSS plan. The MTSS plan may include, but is not limited to: professional development for school staff and educators on recognizing risk factors and warning signs of developing behavioral health problems and how to respond to behavioral health crises; strategies to decrease stigmatizing attitudes and behaviors related to mental health, and; evidence-based prevention services and strategies with outcomes in targeted MEB problem areas. Tier 1 refers to universal, primary prevention strategies for the entire population to reduce risk and increase protective factors that maximizes and protects student mental wellness (and to prevent the onset of MEB problems before they start or before early warning signs become present) and address school culture and climate to create supporting environments for students, families, staff and educators.
WORK REQUIREMENTS:
- • The following outcomes key contract requirements and deadlines for Fiscal Year 2023 (July 1, 2022 – June 30, 2023). Contractor shall comply with this timeline and, if any, subsequence revisions made by the Department. A list of monthly performance benchmarks will also be provided by the Department for the Contractor to complete during the contract period.
- • Contractor shall participate in all planned activities and project tasks as established and coordinated by the Department and the training and technical assistance provider, Oklahoma State University Center of Family Resilience (OSU CFR).
- • 2.3 The Contractor shall provide the resources necessary to execute the work requirements detailed in this section and complete all components of their work plan and shall use the Strategic Planning Framework (SPF), MTSS and Interconnected Systems Framework (ISF) to guide all prevention activities throughout the project year and coordinate and/or leverage all prevention resources whether funded though the ODMHSAS or other sources. Contractor must have a complete and approved plan prior to commencement of implementation of any approved primary prevention services. Contractor shall create a work plan in a format as prescribed by the Department and submit into a designated prevention reporting system no later than July 31, 2022.
- • The annual work plan template for FY 2023 shall adhere to the steps of the Strategic Planning Framework (SPF) and must include a logic model, needs assessment, target problem area(s), and measureable objectives and process measures for the CSAP six (6) strategies: Community/Sector-Based Processes, Information Dissemination and Prevention Education. Contractor’s annual work plan shall also include equity and communication components for each strategy.
- • 2.4 Contractor shall collaborate with the Department and OSU CFR staff regularly to ensure contract requirements are met at the district-level in a timely and effective manner.
- • 2.5 Contractor is expected to adhere to the ODMHSAS Prevention Service Standards as stated in the ODMHSAS Prevention Strategic Plan.
- • Project Management:
- • Contractor shall recruit, hire or identify and maintain a minimum of one full-time equivalency (1 FTE) staff member to serve as a qualified LEA Prevention Coordinator. The LEA Prevention Coordinator shall be the primary contact of this contract and shall be responsible for coordinating and completing contracted work requirements.
- • Contractor may recruit or identify additional personnel to assist the primary contact of this contract in coordinating and completing contracted work requirements.
- • All staff funded under this contract shall have the knowledge and experience necessary to coordinate school-based projects and may be required to obtain Certified Prevention Specialist (CPS) for Bachelor level staff or Associate Prevention Specialist (APS) for non-degree staff through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start date, whichever is longer. Staff shall complete the Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor shall ensure all staff funded under this contract participates in all orientations, trainings, prevention workforce development and/or conferences as required by the Department (e.g. Prevention Academy, Substance Abuse Prevention Skills Training, Prevention & Recovery Conference, etc.). Future education and training opportunities may arise throughout the timeframe of the project and may be required by the Department for all staff under this contract to participate in future education/training opportunities.
- • Assessment:
- • Contractor shall participate in an annual needs assessment and shall develop an ongoing process to gather and analyze available data (e.g. Oklahoma Prevention Needs Assessment), which includes identifying and prioritizing student MEB health problems, along with risk and protective factors that are present in the LEA’s school environment. Contractor shall complete an annual needs assessment and submit to the Department for approval no later than September 30, 2022.
- • Contractor shall ensure their school district(s) participates in the biennial Oklahoma Prevention Needs Assessment (OPNA) Survey each administration cycle throughout this project, 2021-2022 and 2023-2024, and shall assist school sites in completing the OPNA. The school district(s) must attempt to have at least 60% participation rate in each of the following grades: 6, 8, 10, and 12. Contractor may act as the District Survey Coordinator or may designate another staff member to work with the school sites, the ODMHSAS, and the ODMHSAS contracted OPNA state administrator.
- • Contractor shall conduct a readiness and capacity assessment for the following target populations: 1) District Planning Team/Leadership Team (a.k.a. Multi-Disciplinary Team); 2) district and school site-level leadership, staff and educators; 3) parents/guardians, and/or; 4) students. Readiness and capacity assessment may include but are not limited to surveys or interviews. Contractor shall be responsible for administering the readiness and capacity assessments and shall complete the administration no later than October 31, 2022.
- • Contractor shall utilize their needs assessments and results from their readiness and capacity assessments to inform planning and improvement of their district’s readiness and capacity needs and to inform training that supports their MTSS plan and implementation of school-based prevention services.
- • Building Capacity:
- • Contractor shall participate in regularly scheduled technical assistance, group trainings, and any one-on-one meetings with the Department and OSU CFR. Trainings and technical assistance may consist of ongoing planning and availability for capacity building, needs and readiness/capacity assessments, development and implementation of MTSS plans, and other relevant prevention workforce development as required by the Department.
- • Contractor shall be responsible for establishing and/or enhancing their district planning team (a.k.a. multi-disciplinary Team) and organize regular, scheduled team meeting(s) with designated key stakeholders. Contractor shall submit an updated list of team members and scheduled meeting dates in a prescribed format by the Department no later than September 30, 2022. District planning teams may consist of district and site-level leadership, teachers, school counselors/social workers, student discipline/conduct staff (e.g. in-school suspension coordinators), parents, students, and/or other relevant school or community stakeholders. The district planning team shall assist the LEA Project Coordinator in completing key components of the annual work plan and their school district’s MTSS plan for MEB health.
- • Contractor shall engage with their district planning team in ongoing efforts to develop and strengthen overall district readiness and capacity (leadership, memberships, functions, procedures, roles and responsibilities, etc.). Contractor shall work directly with their district planning team to delegate tasks and coordinate all district and site-level prevention services (e.g. organizing resources, delivering education/training to staff and educators, providing consultation and technical assistance to staff and educators, conduct evaluation activities, and support other district related planning activities for MEB health).
- • Contractor may participate in other state, district, and/or other local workforce(s) with similar goals to strategically advance the priority indicators identified in the Contractor’s MTSS plan and annual work plan.
- • Contractor is expected to coordinate with the ODMHSAS funded prevention and treatment service providers within their coverage areas and with other ODMHSAS funded local educational agency(ies).
- • Contractor shall document relationship development with identified strategic partners/stakeholders and how the relationship advances strategic goals.
- • Prevention Planning:
- • Based on the identified priority indicators from the district’s needs assessment, Contractor shall develop and enhance their MTSS plans. The MTSS plan must include a logic model, needs assessment findings, identified target problem area(s), and measurable objectives and process measures for each selected strategy. Contractor’s district-wide MTSS plan shall include strategies to prevent and reduce priority MEB health problems and associated risk factors. At a minimum, the MTSS plan shall include.
- • Identification of district needs and priority MEB health problems and a tiered logic model with outcomes related to priority indicators and school-based prevention services.
- • Components to address capacity and readiness, policy/procedures, implementation, evaluation, cultural competency and sustainability.
- • A plan that addresses a health disparate population and strategies on how to address this population within the district.
- • A communication plan to ensure communication efforts are conducted regularly and routinely with identified direct and indirect populations.
- • Pre-approved evidence-based strategies and interventions for Tiers 1, 2, and 3 to address district’s priority MEB health problems.
- • A sustainability plan that will ensure focus on sustaining both the outcomes achieved and the infrastructure created under the project.
- • Contractor may request planning resources, consultation, and support from the Department and/or OSU CFR in selecting evidence-based strategies that are scientifically evaluated and shown to produce positive student outcomes. Contractor shall maintain a list of all evidence-based strategies (e.g. practices, programs, policies/procedures) for each tier of the district’s MTSS plan, including a list of primary prevention services that are supported by the Department.
- • Contractor shall not begin implementation of their MTSS plan without prior approval of the Department.
- • Implementation of School-Based Prevention Services:
- • Contractor shall be responsible for coordinating the implementation of their MTSS plan. Coordination may include organizing resources and training necessary to implement school-based prevention services with students. Contractor shall ensure program implementation is aligned with the MTSS plan, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Contractor shall commence the installation and implementation of the approved Tier 1 primary prevention services as outlined in the MTSS plan and as planned in the list of monthly benchmarks or earlier with approval from the ODMHSAS. Commencement of implementation and installation may include acquiring resources or purchase of primary prevention program curriculum, beginning program lesson delivery with students, developing a professional development training plan with school staff and educators, integrating school practices into policy and procedure, etc. Prior approval from the ODMHSAS is required for use of virtual education modalities (e.g. program delivery to students in a virtual learning environment).
- • Contract funds shall be utilized to implement Tier 1, primary prevention strategies as defined in the ODMHSAS-approved MTSS plan. The ODMHSAS will provide technical assistance on resources for secondary/tertiary prevention services, and Tier 2/3 services.
- • Contractor shall carry out the implementation of the evidence-based strategies that address the school district(s) priorities in a culturally competent and sustainable manner while maintaining fidelity.
- • Communication
- • Contractor shall develop a communication plan, incorporating information dissemination and communication strategies that will utilize both universal and targeted media on topics related to MTSS, MEB health, and other relevant school-based prevention strategies with targeted audience(s) including students, families, school staff and educators, and other key stakeholders (e.g. community at large). Communication strategies shall include efforts that will increase delivery of key health, safety and service access messages and ensure messages are delivered regularly and routinely to the population of focus.
- • Contractor shall promote and disseminate education material on school-based prevention services and MEB health to targeted audience(s), including students, families, school staff and educators, and other stakeholders (e.g. community partners). Contractor shall be responsible for tracking the number of media impressions, materials disseminated, and students/families/staff and educators reached.
- • Contractor shall cite the Substance Abuse and Mental Health Services Administration (SAMHSA) and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) as its funding source on all prevention publications, marketing materials, websites and public reports. Contractor shall obtain prior approval from the Department for all purchase requests for materials prior to dissemination and follow the required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana or alcohol industries are used in the delivery of prevention services.
- • Contractor may participate in statewide communication campaigns when requested by the Department.
- • Prevention Evaluation and Reporting:
- • Contractor shall establish an evaluation and reporting system to track and monitor progress of their prioritized MEB health problems and tiered strategies selected in their MTSS plans. Contractor shall be responsible for the collection of all relevant process evaluation data, which includes but is not limited to: sign-in sheet, proof of strategy implementation, assessment surveys, training handouts and education materials, and certificates of participation/completion.
- • Contractor shall monitor the progress, evaluate effectiveness, and sustain effective programs/activities. If the contractor chooses to use any data collection instrument other than those provided by the Department, all project requirements are applicable to that instrument and the Department must first review and approve the instrument prior to utilization.
- • Contractor shall participate in all required data collection activities conducted by the Department and any mandatory evaluation activities, including completing applicable federally required data collection requirements, submission of reports and other information within the designated timeframe in a format prescribed by the Department.
- • Contractor shall enter all information required by the Department (e.g. work plan, monthly reports, benchmark performance, etc.) into a designated prevention reporting system.
- • Contractor shall maintain documentation of all contract related activities including but not limited to planning (assessment or development of the school-based MTSS plan) and delivery of services (e.g. training and technical assistance). These documents are subject to random audits by the Department throughout the fiscal year.
- • If the Contractor choose to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
ROLE OF THE ODMHSAS:
- • The Department will provide direct support to the Contractor in all points of the project (including data for needs assessment, planning, training, implementation, evaluation, and other resources) to fulfill the requirements of the contract, as well as connecting the contractor to prevention/treatment/crisis service providers.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain indicators, including but not limited to an annual site review by the ODMHSAS, with the option to conduct virtually.
- • Contractor shall be responsible for documenting services delivered and report on progress, barriers, deliverables, and an up-to-date plan (if necessary) and submit monthly reports to the Department no later than the 15th of the month following the month of services delivered.
- • The final report shall serve as the End-of-Year report and shall be submitted to the Department no later than July 31, 2023. The End-of-Year report shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcome measures for the project;(3) identify key project challenges and methods to address challenges, (4) updated draft of the district’s MTSS plan.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department-approved project budge.
- • Compensation is on a 1/12th reimbursement basis. Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • Contractor shall invoice the Department. A properly completed invoice must be submitted within thirty (30) days of the end of the month which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoice icon. Contractor shall upload t backup documentation of a completed and signed invoice (e.g. PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation for all expenditures for review during annual site visits and upon request from the Department. Contractor shall maintain required records and such supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request may be submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
Sober Living (OCHA)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide an alcohol and drug-free living community in the Providence Apartments located on Northeast Tenth Street, Oklahoma City, Oklahoma. This program must remain OKARR certified and in good standing at all times.
WORK REQUIREMENTS:
- • Contractor shall make available 48 housing units for persons who have completed residential substance abuse treatment with priority to women with dependent children, men with dependent children, families with dependent children, men/women/families with reunification plans, and pregnant women.
- • Contractor shall provide onsite case management and crisis intervention services available 24 hours per day;
- • Contractor shall provide onsite educational and support groups;
- • Contractor shall encourage continued substance abuse treatment and aftercare as appropriate; and thus, have one Contract staff member be housing plus endorsed.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such details as ODMHSAS may require. Such report shall be submitted to ODMHSAS’s designated Field Services Coordinator no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). These reports need to be emailed to Jason.hall@odmhsas.org.
Specialty Prevention Services – School Evidence-Based Prevention Programs (Dickson Public Schools)
INTRODUCTION:
- • Contractor shall coordinate school-based prevention services with the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Prevention Division to reduce the onset of substance use and related mental, emotional, behavioral problems among youth. The purpose of this project is to increase the number of youth reached by evidence-based programs (EBPs) in school settings. This project will be provided with the necessary training and program materials for the Contractor to implement the EBPs.
WORK REQUIREMENTS:
- • Contractor shall maintain a Point of Contact for this project. The Point of Contact shall:
- • Be the primary point of contact for the project.
- • Be responsible for leading the work under this contract.
- • Oversee and coordinate the primary components of planning, training, implementation, and evaluation of the project.
- • Complete required monthly progress reports and final evaluation report, or end of year report.
- • Other duties as required by the Department.
- • Contractor shall follow their ODMHSAS approved implementation plan to carry out the delivery of their EBPs and collect needed evaluation pieces
- • 2.3. Contractor shall commence the implementation of the approved EBP, Botvin LifeSkills Training, as soon as September 30, 2022 or earlier with approval from the Department. Commencement of implementation may include providing professional development training with school staff and educators and beginning program lesson delivery with students. Contractor shall complete all program implementation with students and submit a final, end-of-year report thirty (30) days after completing the last program lesson with the student or by June 30, 2023, whichever comes first.
ROLE OF THE ODMHSAS:
- • The ODMHSAS will provide all EBP materials, including program materials or curriculum, and provide required training.
- • The ODMHSAS will provide support with strategic planning to successfully implement EBPs. The Department’s support shall consist of technical assistance and consultation for all components of the project, which includes assistance in planning, training, implementation, evaluation, sustainability, and other resources.
PERFORMANCE MONITORING:
- • Contractor shall submit a monthly progress report, in a format prescribed by the Department, on contract activities and submit to the Department no later than the 15th of month. Monthly progress reports shall include: (1) summary of monthly activities/progress/barriers related to the work requirements of the project; (2) reporting of key project measures; and (3) key project challenges and methods to address challenges
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of each completed milestone, according to procedures determined by the Department. Payment for this contract shall not exceed the total of $2,000.00.
- • Work requirements/milestones will be paid according to the following amounts:
- • Completion of EBP implementation and submission of the final, end-of-year report - $2,000.00.
- • Payment shall be approved upon documentation for the completion of each milestone through a method approved by the Department and according to procedures determined by the Department.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the completion of training and work plan and include the following:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Contractor shall provide the Department with backup documentation of completed and signed invoice (e.g. PDF version of a signed invoice).
SQE – Crisis Unit & Urgent Care One Door (Family & Children's)
- Service Quality Enhancement – Crisis Unit & Urgent Care One Door
INTRODUCTION:
- • This contract is to provide funding for necessary crisis unit and urgent care treatment using a one-door approach, and other related ancillary services in support of services provided pursuant to a Department crisis unit and urgent care contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis: monthly one-twelfth (1/12), or relevant number of contracted months.
- • Serve as the front door for Tulsa law enforcement drop-off
- • Serve a minimum of 5,700 consumers.
- • Maintain a minimum of nineteen (19) chairs and maintain them at 78% or more occupancy.
- • Maintain a total of nineteen (19) beds.
- • Maintain staffing as recommended by the ODMHSAS Sr. Director of Crisis and Residential Services.
- • Facilitate staff attendance at training or other professional development opportunities (including travel time).
- • Facilitate staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitate staff attendance at local, regional, or state meetings for the purpose of one door expanded capacity for improving interagency collaboration, service delivery, and meeting the needs of the community.
SQE – Residential
INTRODUCTION:
- • This contract is to provide funding for necessary residential training and support and other related ancillary services in support of services provided pursuant to a Department residential services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below.
- • Service quality enhancement (SQE) include, but are not limited to:
- • Facilitating staff attendance at training or other professional development opportunities (including travel time).
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery.
COMPENSATION:
- • Funding shall be reimbursed on a monthly one-twelfth (1/12) basis, or relevant number of contracted months.
SQE – Residential – Training & Support for Methamphetamine Detox and Treatment
INTRODUCTION:
- • This contract is to provide funding for necessary residential training and support for methamphetamine detox and treatment, and other related ancillary services in support of services provided pursuant to a Department residential services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below.
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Facilitating staff attendance at training or other professional development opportunities (including travel time).
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a monthly one-twelfth (1/12) basis, or relevant number of contracted months.
SQE – Transitional Support Services (Transition House)
INTRODUCTION:
- • This contract is to provide funding for necessary extended transitional support services. Services to assist people with mental illness or co-occurring disorders who request assistance with transition from a transitional housing program into community based permanent housing, and require a longer period of transition support. Other ancillary services in support of services provided pursuant to an ODMHSAS fee-for-service direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Service recipients choose the community and type of housing they live in, and they hold their own lease. The following services shall be offered or arranged for:
- • Assistance with locating housing.
- • Transportation to doctor/treatment and grocery store.
- • Opportunities for socialization including evening and weekend opportunities.
- • Assistance with housing related deposits.
- • Assistance with independent living skills (ex: budgeting, planning of meals, housekeeping skills, etc.).
- • Linkage to community supports will be provided (ex: outpatient mental health services, natural supports, etc.) to ensure long term housing success.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
Statewide Support and Crisis Intervention Infrastructure for First Responders (Warrior Rest Foundation)
INTRODUCTION:
- • The intent of this scope of work is to fulfill the intent of Senate Bill 848, which is to establish a statewide support and crisis intervention infrastructure for law enforcement, firefighters, emergency medical, and correctional officers.
WORK REQUIREMENTS:
- • Warriors Rest will:
- • Provide peer support, crisis intervention, and wellness services for first responders impacted by trauma, cumulative stress, anxiety, addiction, death, and suicide.
- • Establish peer support teams that are competent in crisis intervention and wellness strategies.
- • Outreach and engage first responder workforces to integrate the use of peer support teams.
- • Adopt training curriculum and integrate competencies derived from the International Critical Incident Stress Management crisis intervention process.
- • Wellness strategies employed shall include resilience trainings, emotional survival, substance abuse prevention, suicide prevention, as well as financial and relationship strategies. Wellness content and curriculum for trainings shall be provided in coordination with the ODMHSAS approval.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
SUD – Outpatient – VBP
INTRODUCTION:
- • This contract is to provide funding for necessary services in support of a full array of substance use disorder outpatient services, including treatment for cannabis use. Services will be provided in an engaging and positive environment and achieve positive outcomes for consumers. Contractors will facilitate access to needed services, ensure appropriateness of care, and promote client satisfaction with services. Services will promote consumer empowerment, wellness, recovery, and integration in the community. Services will build on individual strengths, exist in a natural environment, and actively promote the consumer’s human value and dignity. Contractors understand their role as providers in a state-wide system of mental health and substance use disorder treatment services to children and adults and agree to collaborate as necessary with other such providers to promote access to needed services and continuity of care and collaborate with the ODMHSAS in ongoing transformational work, such as the implementation of evidence-based practices as they emerge. In addition, contractors follow requirements in the ODMHSAS Eligibility and Target Population Matrix (www.odmhsas.org/arc.htm).
WORK REQUIREMENTS:
- • Service providers are certified as and provide for all required core services as identified in Title 450, Chapter 17 (Standards and Criteria for Community Mental Health Centers), Chapter 18 (Standards and Criteria for Alcohol and Drug Treatment Programs), or Chapter 24 (Standards and Criteria for Comprehensive Community Addiction Recovery Centers).
- • Providers ensure that consumers reporting marijuana use receive full access to a service array of substance use disorder services and supports.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor and determine the appropriate payment amount based on the results of the outcome measures.
COMPENSATION:
- • ODMHSAS will initiate the value-based payment process to determine the payment amount based on data results of the outcome measures. Data will be collected monthly and compensation will be made on agreed upon dates for payment based on final data run dates and availability of funds.
Therapy - SQE
INTRODUCTION:
- • This contract is to provide funding for necessary therapy services in support of the Medicaid expansion population, pursuant to a Department direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Pursuant to Contractor’s fixed rate contract, therapy services are provided and billed via fixed rate. This is a companion contract to the fixed rate services contract and is necessary to facilitate the provision of therapy services.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a one-twelfth (1/12) basis, or relevant number of contracted months.
Tobacco Enforcement and Education Oklahoma County Sheriff’s Office
INTRODUCTION:
- • Law enforcement prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive tobacco compliance strategies. The purpose of this contract is to prevent underage smoking through the enforcement of youth access to tobacco laws.
- • The goals of the project are to:
- • Decrease lifetime and 30-day tobacco use prevalence among people under age 21 in Oklahoma County. Tobacco products include: cigarettes, small cigars and chewing tobacco/snuff. Tobacco products do not include: e-cigarettes or vapes.
- • Contract is by and between the Board of County Commissioners of Oklahoma County on behalf of the Oklahoma County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on April 15th, 2023, and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2023. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the current fiscal year of County. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30, 2023, nor shall County be deemed to be indebted beyond the indebtedness created by this year's obligation.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as ODMHSAS.
- • Contractor – Oklahoma County Sheriff’s Office.
- • Tobacco Compliance Inspections – reducing youth access to tobacco through tobacco compliance inspections to enact and enforce laws prohibiting the sale or distribution of tobacco products to youth.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to tobacco as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Tobacco Enforcement and Education:
- • Contractor shall provide the resources necessary to complete 50 underage tobacco compliance checks in accordance with the ODMHSAS protocol.
- • Contractor shall ensure age perception testing of youth/young adult inspectors is complete within the first month before the commencement of the compliance inspections. Youth can be used if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and evaluation team.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce tobacco laws.
- • Contractor shall work with the ODMHSAS staff to train the staff and/or inspectors. The trainings shall consist of a review of the protocol and inspection forms to include a discussion regarding youth safety.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor will complete all forms as directed by ODMHSAS, which include:
- • Adult Supervisor Qualification Forms.
- • Youth Application Forms & Parent/Adult Guardian Release Forms.
- • Youth Age Perception Test Forms.
- • Emergency Medical Consent Forms.
- • Tobacco Compliance Inspection Data Collection Forms.
- • Contractor shall document the results of every inspection attempt into a data collection form developed by the ODMHSAS. Paper inspection forms shall be emailed to the ODMHSAS.
- • Background Checks for Tobacco: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
PERFORMANCE MONITORING:
- • The Department, ODMHSAS, shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to site review conducted by the ODMHSAS staff.
- • Contractor shall submit inspection forms and itemized invoice for monthly tobacco compliance checks completed no later than 5:00 p.m. on the 7th of each month.
- • Contractor shall keep the following forms on file for ODMHSAS review:
- • Adult Supervisor Qualification Forms.
- • Youth Application Forms & Parent/Adult Guardian Release Forms.
- • Youth Age Perception Test Forms.
- • Emergency Medical Consent Forms.
- • Tobacco Compliance Inspection Data Collection Forms.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor will be paid $300 per check with 50 tobacco compliance checks total to be completed by June 30, 2023. Twenty-five businesses to be checked will be provided by ODMHSAS and 25 businesses with active tobacco licenses will be selected by contractor.
- • Contractor shall provide list of 25 businesses of their selection to ODMHSAS within 10 days of receiving contract.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for a total of 50 tobacco compliance checks by the Department. Contractor may claim expenses for Tobacco Compliance Checks.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice ODMHSAS. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to Contractor. Within the 45 day period the Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. After Contractor’s receipt of written notice of a disputed invoice(s), Contractor shall have 30 days to provide sufficient documentation to support the disputed invoice(s). If the parties are unable to resolve any disputed invoice(s) within 75 days from Contractor’s initial presentment, the parties shall submit the disputed invoice(s) to mediation to be conducted by Zoom, or as otherwise agreed by the parties.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from ODMHSAS.
- • Funding for this contract period is April 15, 2023 - June 30th, 2023.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
Tobacco Enforcement and Education Tulsa County Sheriff’s Office
INTRODUCTION:
- • Law enforcement prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive tobacco compliance strategies. The purpose of this contract is to prevent underage smoking through the enforcement of youth access to tobacco laws.
- • The goals of the project are to:
- • Decrease lifetime and 30-day tobacco use prevalence among people under age 21 in Tulsa County. Tobacco products include: cigarettes, small cigars and chewing tobacco/snuff. Tobacco products do not include: e-cigarettes or vapes.
- • Contract is by and between the Board of County Commissioners of Tulsa County on behalf of the Tulsa County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on April 15th, 2023, and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2023. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the current fiscal year of County. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30, 2023, nor shall County be deemed to be indebted beyond the indebtedness created by this year's obligation.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as ODMHSAS.
- • Contractor – Tulsa County Sheriff’s Office.
- • Tobacco Compliance Inspections – reducing youth access to tobacco through tobacco compliance inspections to enact and enforce laws prohibiting the sale or distribution of tobacco products to youth.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to tobacco as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Tobacco Enforcement and Education:
- • Contractor shall provide the resources necessary to complete 50 underage tobacco compliance checks in accordance with the ODMHSAS protocol.
- • Contractor shall ensure age perception testing of youth/young adult inspectors is complete within the first month before the commencement of the compliance inspections. Youth can be used if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and evaluation team.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce tobacco laws.
- • Contractor shall work with the ODMHSAS staff to train the staff and/or inspectors. The trainings shall consist of a review of the protocol and inspection forms to include a discussion regarding youth safety.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor will complete all forms as directed by ODMHSAS, which include:
- • Adult Supervisor Qualification Forms.
- • Youth Application Forms & Parent/Adult Guardian Release Forms.
- • Youth Age Perception Test Forms.
- • Emergency Medical Consent Forms.
- • Tobacco Compliance Inspection Data Collection Forms.
- • Contractor shall document the results of every inspection attempt into a data collection form developed by the ODMHSAS. Paper inspection forms shall be emailed to the ODMHSAS.
- • Background Checks for Tobacco: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
PERFORMANCE MONITORING:
- • The Department, ODMHSAS, shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to site review conducted by the ODMHSAS staff.
- • Contractor shall submit inspection forms and itemized invoice for monthly tobacco compliance checks completed no later than 5:00 p.m. on the 7th of each month.
- • Contractor shall keep the following forms on file for ODMHSAS review:
- • Adult Supervisor Qualification Forms.
- • Youth Application Forms & Parent/Adult Guardian Release Forms.
- • Youth Age Perception Test Forms.
- • Emergency Medical Consent Forms.
- • Tobacco Compliance Inspection Data Collection Forms.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor will be paid $300 per check with 50 tobacco compliance checks total to be completed by June 30, 2023. Twenty-five businesses to be checked will be provided by ODMHSAS and 25 businesses with active tobacco licenses will be selected by contractor.
- • Contractor shall provide list of 25 businesses of their selection to ODMHSAS within 10 days of receiving contract.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for a total of 50 tobacco compliance checks by the Department. Contractor may claim expenses for Tobacco Compliance Checks.
- • Contractor may use funds provided by ODMHSAS to reimburse cost of compliance checks including overtime payment to law enforcement officers who will be conducting checks.
- • Contractor shall invoice ODMHSAS. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to Contractor. Within the 45 day period the Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. After Contractor’s receipt of written notice of a disputed invoice(s), Contractor shall have 30 days to provide sufficient documentation to support the disputed invoice(s). If the parties are unable to resolve any disputed invoice(s) within 75 days from Contractor’s initial presentment, the parties shall submit the disputed invoice(s) to mediation to be conducted by Zoom, or as otherwise agreed by the parties.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from ODMHSAS.
- • Funding for this contract period is April 15, 2023 - June 30th, 2023.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
Training – Seeking Safety (Treatment Innovations)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide Seeking Safety training in support of the Department’s efforts to create a trauma informed system of care with trauma specific services for those individuals that are at risk of, or have an opioid substance use disorder. Contractor shall also furnish additional trainings on trauma and substance abuse at the discretion of the ODMHSAS.
DEFINITIONS:
- • Seeking Safety - is a present-focused therapy to help people attain safety from trauma/PTSD and substance abuse. The treatment was designed for flexible use. It has been conducted in group and individual format; it has also been used with people who have a trauma history, but do not meet criteria for PTSD.
WORK REQUIREMENTS:
- • The Contractor shall provide 14 days of training in Seeking Safety during the time frame of July 2022 through June 2023. These training days may include advanced and peer-led versions of the model and other related trainings on trauma and substance abuse based on need identified by the Department. Participants will be selected from sites specified by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to substantiate authorized expenses.
Training & Consultation (Project ECHO)(Opioid) (OSU-CHS)
INTRODUCTION:
- • To support this Substance Use Disorder Project Echo, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) will contract with Oklahoma State University Center for Health Sciences (OSU-CHS) to provide education, training, and consultation to Healthcare Professionals utilizing their successful Project ECHO (Extension for Community Healthcare Outcomes) model.
- • Project ECHO is a collaborative model of medical education and care management that empowers clinicians in rural and underserved communities to provide specialty care to more people right where they live. Project ECHO is a lifelong learning and guided practice model that revolutionizes medical education and exponentially increases workforce capacity to provide best-practice specialty care and reduce health disparities. The heart of the ECHO modelTM is its hub-and-spoke knowledge sharing networks, led by expert teams who use multi-point videoconferencing to conduct virtual clinics with community providers. In this way, primary care doctors, nurses and other clinicians learn to provide excellent specialty care to patients in their own communities. Oklahoma State University Center for Health Sciences Project ECHOTM Addiction Medicine ECHO clinic is tailored to help health care providers expand their knowledge and expertise for treating complex addiction medicine issues.
- • Through OSU-CHS’s Project ECHO, ODMHSAS will greatly increase access to support or supportive services to Medical Health Professionals (frontline workers) and support and improve outcomes for Oklahomans impacted by COVID-19.
WORK REQUIREMENTS:
- • Contractor shall provide education and consultation utilizing their biweekly scheduled A Focus on Resilience: Project ECHO model to identified Medical Health Professionals.
- • Contractor shall staff the specialty hub team at the required experience and qualification level to run the ECHO clinic. Roles may include, but are not limited to the following:
- • Lead Facilitator - shall provide planning, oversight, and direction of adapting the ECHO Model for our A Focus on Resilience ECHO. Duties will include participating in the development, implementation, and maintenance of our ECHO, collaborating with project team to identify project goals and objectives and managing the working relationships between project team, administration, and principal operational stakeholders
- • Hub Team Members - shall provide individual self-care didactics and exercises that participants can engage in; as well as, agency and organizational efforts to support self-care and resilience in the workplace setting. The Hub Team is uniquely suited to provide these didactic presentations with members from psychiatric medicine, counseling services and our health and wellness managers.
- • Program Manager - shall provide the day-to-day operations of a specified area, including coordination of teleECHO clinic initiatives and deliverables. Will direct the planning and oversight of the team’s activities.
- • IT Support - shall provide technical support to both the specialty hub team and spoke participants. This individual will solve IT related problems for the hub team, recommend solutions for hardware and software acquisitions, facilitate the ECHO clinic from an IT perspective, and serve as an IT liaison to spokes.
- • CME Coordinator - shall ensure the processing of CME credits through the American Osteopathic Association.
- • Contractor shall work to determine and ensure that the hub and spoke sites are equipped with equipment necessary to carry out contract objectives. Equipment needs may include televisions, webcams, microphones, computer, speakers and installation of these items and other items necessary for Project ECHOTM participation.
- • Contractor may utilize marketing and outreach strategies to increase awareness, reach, and participation in OSU-CHS’ Project ECHO.
- • Marketing materials may include, but not limited to the following:
- • Hardcopy brochures and flyers.
- • ECHO digital flyers for email.
- • Outreach strategies may include, but not limited to the following:
- • Participation at conferences and events.
- • Onsite presentations with various tribal nations, medical associations, government organizations, and hospitals and clinics in Oklahoma.
PERFORMANCE MONITORING:
- • Contractor shall report monthly monitoring and reporting on usage.
- • Contractor shall provide quarterly teleconference call with ODMHSAS and providers to review status and recommendations for optimization.
Training and Consultation - Assisted Outpatient Treatment II (Center for Urban Community Services)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of Critical Time Intervention (CTI).
DEFINITIONS:
- • Critical Time Intervention (CTI): An evidence-based practice (EBP). CTI prescribes a time-limited approach during which service recipients and case managers together choose a narrow set of areas of focus that promote housing stability, recovery, and self-directed/ self-managed care.
WORK REQUIREMENTS:
- • The Contractor shall provide 2 days of training in Critical Time Intervention (CTI) during the time frame of January 2021 through June 2021. Participants will be selected from sites specified by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
Training and Consultation - Aging
INTRODUCTION:
- • This contract is to provide advocacy and education services related to the aging population of Oklahoma.
WORK REQUIREMENTS:
- • Contractor shall provide education services related to the aging population of Oklahoma. Services shall include:
- • Implement Oklahoma State Plan for Older Adults.
- • Distribution of local, state, and national mental health and substance abuse information to members and networks.
- • The provision of seminars and workshops at conferences.
- • Support strategies to implement the Older Adult Behavioral Health State Plan.
- • Development of behavioral health training for networks that provider services to older adults.
- • Support and/or provision of older adult trainings and/or best practices, as requested for network providers that provide services to older adults.
- • Aging 101
- • Older Adult Peer Recovery Support Specialist
- • PEARLS
- • Aging 201 for Direct Care Staff
- • TBD
PERFORMANCE MONITORING:
- • Contractor shall provide a written monthly report to ODMHSAS that documents provision of services described in Work Requirements.
Training and Consultation - (CAMS-Care)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of the Collaborative Assessment and Management of Suicidality (CAMS).
DEFINITIONS:
- • Collaborative Assessment and Management of Suicidality (CAMS) – an evidenced-based framework for assessment and treatment of suicidality, utilizing the suicide state form (SSF) as a tool for assessment, planning and tracking outcomes. CAMS was developed by Dr. Jobes over a 20 year period of clinical practice and research.
WORK REQUIREMENTS:
- • Contractor shall provide customized training and consultation to all levels of staff in Community Mental Health Centers (CMHCs) and state facilities. Training participants will be selected from sites specified by the ODMHSAS. Specific activities to include:
- • Planning and consultation, including but not limited to:
- • Consultation on modification for URC/ Crisis / Inpatient.
- • Provide 3-hour online video training course, ongoing support and trouble shooting for any challenges that occur with the users successfully completing the online training. Provide assistance for any participant(s) who are unable to complete the 30 day Non CEU version and 7 day CEU version requirement due to unforeseen circumstances or acts of God.
- • The provision of seven (7) Role Play Trainings for up to 50 people each. This will include the provision of materials for the classes in PDF form.
- • The provision of consultation phone calls.
- • Evaluation of the CAMS program, which may include but not limited to:
- • Survey the workforce; and.
- • Produce reports on changes in the workforce.
- • Can provide a CAMS Booster Webinar upon request.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Department will monitor activities for the following:
- • Number of clinicians served;
- • Services provided;
- • Staff performing services; and
- • Any changes in staff participating in the project.
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served.
- • Qualitative report of progress.
Training and Consultation - Family and Natural Supports Program
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide Family and Natural Support focused training and consultation services.
WORK REQUIREMENTS:
- • Contractor shall facilitate the Family and Natural Supports training to ODMHSAS staff and approved community partners at least once per contracted agreement.
- • Contractor shall provide adequate follow up consultation services based on the needs of the ODMHSAS RHY team.
COMPENSATION:
- • Contractor shall submit invoice following the completion of training and consultation services to E-Provider system no later than 90 days from the training or consultation date.
Training and Consultation – Harm Reduction
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide harm reduction focused training and consultation services.
- • The Contractor shall implement safety device distribution services to individuals at risk for opioid overdose or those who have contact with people at risk for opioid overdose.
DEFINITIONS:
- • Harm Reduction – a public health strategy that aims to reduce the health and social harms associated with substance use.
WORK REQUIREMENTS:
- • Contractor shall participate in a minimum of ten prevention response team outreach events with ODMHSAS harm reduction staff.
- • Contractor shall a minimum of 1,000 naloxone rescue kits and 5,000 fentanyl test strips.
- • Contractor shall establish a minimum of one distribution site using a self-service naloxone vending machine.
- • Contractor shall provide a minimum of 10 hours of consultation to ODMHSAS staff.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Department will monitor activities for the following:
- • Services provided;
- • Staff performing services; and
- • Any changes in staff participating in the project.
- • Contractor shall submit a monthly project report. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of naloxone rescue kits and fentanyl test strips distributed;
- • Number of prevention response team outreach events;
- • Number of people served;
- • Qualitative report of progress.
COMPENSATION:
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Consulting: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
Training and Consultation – Integrated Care
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services regarding implementing integrated care in an Oklahoma system-specific manner.
DEFINITIONS:
- • Health Homes - Community Mental Health Centers will be specialty Health Homes (HHs) for adults with serious mental illness and children with serious emotional disturbance. The Health Homes will be responsible for integrating the behavioral health care of people with SMI and SED, with physical health care, and with providing education and programming for holistic wellness.
WORK REQUIREMENTS:
- • Contractor shall provide customized training and consultation to all levels of staff in the Health Homes. Training participants to be selected from sites specified by the ODMHSAS. Specific activities to include:
- • The provision of one consultant to provide two, three-day, on-site visits; 1 day face to face training with Health Home providers, 1 half day with CCBHC providers and 1 and ½ consultation with internal state integrated care team.
- • The provision of sixty (60) hours off-site work, (phone, writing, reviewing, etc.). This time will be spent to consult on, Health Home implementation to include, CCBHC development, development and implementation of care pathways and utilizing data for improved health outcomes.
- • The provision of six, one-hour webinar presentation on the development and implementation of care pathways and utilizing data for improved health outcomes.
- • The provision of three additional days of consultation. Two (2) days will be utilized to assist Health Home providers in Health Home implementation. The final day (1) will be used at your discretion.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall report training activities through a scantron evaluation. They have metrics of the objective questions and all of the comments and written feedback that participants give. Such report shall be submitted to the Department’s Director of Children’s Services no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served.
- • Qualitative report of progress.
Training and Consultation – Tobacco Use Disorder Diagnosis
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide a Diagnosing Tobacco Use Disorder E-Learning in order to equip appropriate personnel throughout the ODMHSAS behavioral health system with the knowledge and skillset to appropriately diagnose Tobacco Use Disorder and implement on a treatment plan with appropriate and effective interventions.
DEFINITIONS:
- • E-learning – Learning conducted via electronic media. Tobacco Use Disorder – A diagnosis assigned to individuals who are dependent on the drug nicotine, due to the use of tobacco products.
WORK REQUIREMENTS:
- • On Demand e-Learning for Diagnosing Tobacco Use Disorder:
- • BHWP will create a 60-minute e-learning training on Diagnosing Tobacco Use Disorder for therapists and prescribers. To meet trainees competing demands, the training will be both provided as one 60-minute training and also presented as up to 4 brief modules allowing for asynchronous, self-paced learning. E-learning videos will be provided in YouTube format. BHWP will build e-Learning marketing materials including a training flyer and e-blast.
- • This will be an enduring state resource provided at no cost to the state’s interdisciplinary providers. The training will be built from evidence-based guidance from federal, peer-reviewed, national experts, and salient grey literature. BHWP is fully versed in the evidence base on this topic. Even so, during training production, BHWP will complete a rapid review of the most recent evidence-based and practice-based information.
- • e-Learning Webpage:
- • BHWP will build a webpage for the e-Learning modules. The webpage will serve multiple purposes. The webpage will house the training video modules which state providers will be able to access at any time to take for self-paced trainings. BHWP will also provide a tab for curated resources which will complement the training.
- • Virtual Kick-Off Webinar:
- • BHWP will provide a live one-hour virtual kick-off for state behavioral health and tobacco control providers and leadership. During this interactive session we will provide training on diagnosing tobacco use, medication assisted treatment, and workflow recommendations. We will introduce the video modules and how these new clinical tools might be most effectively utilized.
- • Office Hours:
- • BHWP will provide three, one-hour office hours sessions, where state providers may call in via Zoom to receive consultation on diagnosing tobacco use and strategies for integrating tobacco use treatment into standard clinical practice.
Training & Technical Assistance (Lighthouse Institute of Chestnut Health Systems)
INTRODUCTION:
- • Under the direction of the State Opioid Stimulant (SOS)/State Opioid Stimulant II (SOSII) Project Manager, Chestnut Health Systems (hereafter referred to as the Contractor), will provide training and technical assistance to designated Oklahoma treatment providers in the Adolescent Community Reinforcement Approach (A-CRA), Community Reinforcement Approach (CRA), and the Recovery Management Check-up Supports (RMCS).
- • Chestnut Health Systems is the sole developer of both of the Evidence-based programs and instrument, the A-CRA, CRA treatment intervention, and the RMCS. Funding for this training and technical assistance shall be provided under the SOS/SOSII Initiatives.
DEFINITIONS:
- • SOS: State Opioid Stimulant
- • SOSII: State Opioid Stimulant II
- • A-CRA: Adolescent Community Reinforcement Approach
- • CRA: Community Reinforcement Approach
- • RMCS: Recovery Management Check-up Supports
WORK REQUIREMENTS:
- • Contractor is responsible for providing A-CRA/CRA training and ongoing technical assistance for ODMHSAS designated sites and previously trained A-CRA/CRA sites:
- • Contractor will travel to Oklahoma to provide a 2.5 day A- CRA/or CRA Initial Training Workshop and Intro/ Supervisor Distance Learning Modules (Date TBD).
- • Attendees will include up 1 Supervisor and 1 Clinician from designated sites agreed upon in the approved project budget.
- • Training costs will include: 1) onsite trainers, 2) Manuals and Materials, including CD with all A- CRA/CRA therapy forms and digital recorders, 3) Supervisor Rating Manual, 4) Auditors, 5) Certification and Fidelity Costs, 6) Coaching Calls, 7) Technical Support. Travel costs for 2 trainers are included in total contract;
- • Mixed model training costs will include: 1) Prerequisite coursework/kick-off call, 2) workshop materials, and Recorders 3) EBTx site access for clinicians/supervisors working toward A-CRA/CRA certification and 4) ongoing technical assistance throughout certification processes.
- • Contractor will be responsible for the following activities for the RMCS:
- • Train 100 Recovery Support Specialists in RMCS – 2 trainers will travel conduct a total of 4 RMCS training workshops with 25 trainees per workshop. For these trainings we request that laptops/desktop computers with internet access be provided in order to give trainees practice uploading an audio-recording to sessiontracker.org
- • Maintain a secure internet portal (sessiontracker.org) to upload RMCS audio-recordings. Costs of the online portal include secure storage of digital audio-recordings.
- • Provide scored and narrative feedback to trained staff on recorded recovery support sessions for certification and/or fidelity feedback. Chestnut expert raters will review uploaded RMCS audio-recordings, score them, and provide narrative comments. If trainees are working toward certification than both scored and narrative feedback will be posted to sessiontracker.org under their unique login. If they are only receiving fidelity feedback, then we will post narrative (qualitative) feedback to sessiontracker.org.
- • Provide monthly coaching calls for staff providing RMCS – Chestnut provides a toll-free line and will staff 3-4 coaching calls each month with an RMCS expert who will discuss cases, answer questions, etc.
- • Provide individual technical assistance as requested. A Chestnut RMCS coordinator will guide trainees as needed with assistance in how to use the website and answer specific questions concerns about RMCS procedures and reaching clients.
- • Monthly report of certification progress and/or fidelity feedback will be provided to project stakeholders so that they may track progress of trainees.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall provide monthly written reports of the activities carried out pursuant to the Statement of Work and the timelines stated within work requirements. Contractor shall provide such detail as the ODMHSAS may require.
COMPENSATION:
- • Funding shall be reimbursed on a monthly basis upon receipt, and ODMHSAS approval, of an invoice and monthly written report of activities referenced in 4.2 above. Funding shall be pursuant to an ODMHSAS approved project budget.
- • Invoices are due within 30 days from the end of the billing quarter.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
Transitional Housing and Outreach (OCARTA)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide community outreach and connections to transitional housing program for women and/or women with children that have or are at risk for Medications for Opioid Use Disorders (MOUD) or stimulant use disorder. Contractor shall provide street outreach to pregnant women at risk of becoming homeless or homeless and their children and the infrastructure to support and maintain the housing program and conduct all routine administrative tasks associated to be in compliance with standards and guidelines.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide infrastructure for the transitional housing program for women and/or women with children that have or are at risk for MOUD or stimulant use disorder.
- • Equip the program with necessary resources to initiate programming such as personnel, training, supplies, and operating expenses.
- • Maintain recovery housing best practices criteria for program participation, length, transition plan, and permanent housing connection. One Contractor staff member must be housing plus endorsed.
- • Develop and coordinate referral partnerships with treatment providers as well as community support resources. This includes but not limited to being an active member of the City of OKC Continuum of Care.
- • Two street outreach workers will provide active outreach and engagement in OKC to pregnant women or women and their children who may need access to supports, resources, pre-and post-natal care, and housing for those at risk of homelessness or homeless. Outreach shall take place where these unhoused women congregate, Homeless Alliance, CoC partner locations and emergency rooms.
- • Provide an annual report as determined by the ODMHSAS to jason.hall@odmhsas.org.
Transitional Housing and Outreach (OCARTA) - Revised
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide community outreach and connections to transitional housing program for women and/or women with children that have or are at risk for Medications for Opioid Use Disorders (MOUD) or stimulant use disorder. Contractor shall provide street outreach to pregnant women at risk of becoming homeless or homeless and their children and the infrastructure to support and maintain the housing program and conduct all routine administrative tasks associated to be in compliance with standards and guidelines.
- • To increase support for pregnant and parenting persons with substance use or misuse and their infants and/or children that have been exposed to substances, the Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will incorporate the number of Family Care Plan Coordinators (FCP Coordinator) within their agency agreed to by the Contractor and ODMHSAS.
- • Each FCP Coordinator hired or appointed by the Contractor will work to strengthen the continuum of care, improve access to services, build community support, and destigmatize treatment through multidisciplinary, cross-systems collaborations at the state and local level.
- • The FCP Coordinator(s), in cooperation with ODMHSAS and coaching and consultation partners (C&C partners), will assist Contractor with implementing Family Care Plans (FCP) for pregnant and parenting individuals experiencing substance use, misuse, or abuse at their agency.
- • Contractor shall provide outreach and engagement activities related to the Substance use Treatment and Access to Resources and Supports (STARS) Project as part of the Oklahoma Regional Partnership Grant (RPG).
DEFINITIONS:
- • Children: individuals between 0 and 21 years of age.
- • Family Care Plan (FCP): a document developed by a pre-pregnancy, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative. The FCP should be completed with all individuals, regardless of gender, who: want to become pregnant or become a parent within one (1) year; are currently pregnant; and/or are up to 36 months past the end of their pregnancy, regardless of the outcome (i.e., delivery, miscarriage, etc.).
- • Prenatal: the 40-week gestation period prior to the birth event.
- • Pre-pregnancy: the one (1) year period prior to when an individual wants to become pregnant, also known as the preconception period.
- • Postpartum: the period following the birth event, also known as the postnatal or neonatal period. For the purpose of Family Care Plans this will include up to 36 months after the end of the pregnancy.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
- • PRSS - Peer Recovery Support Specialist.
- • STAR Prenatal Clinic - Substance Use Treatment and Recovery.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide infrastructure for the transitional housing program for women and/or women with children that have or are at risk for MOUD or stimulant use disorder.
- • Equip the program with necessary resources to initiate programming such as personnel, training, supplies, and operating expenses.
- • Maintain recovery housing best practices criteria for program participation, length, transition plan, and permanent housing connection. One Contractor staff member must be housing plus endorsed.
- • Develop and coordinate referral partnerships with treatment providers as well as community support resources. This includes but not limited to being an active member of the City of OKC Continuum of Care.
- • Two street outreach workers will provide active outreach and engagement in OKC to pregnant women or women and their children who may need access to supports, resources, pre-and post-natal care, and housing for those at risk of homelessness or homeless. Outreach shall take place where these unhoused women congregate, Homeless Alliance, CoC partner locations and emergency rooms.
- • Hire or designate the number of agreed-upon full time employee(s) (FTE) to act as Family Care Plan Coordinator(s) (FCP Coordinator) for their agency.
- • The FCP Coordinator(s) must be hired or appointed within six (6) weeks of the contract’s effective date unless express written consent granting an extension is obtained from the ODMHSAS at GetHelpFCP@odmhsas.org.
- • Contractor shall provide the name, e-mail address, mailing address, and telephone number(s) of the FCP Coordinator to ODMHSAS at GetHelpFCP@odmhsas.org. If agency names a new FCP Coordinator, the ODMHSAS should be notified within one (1) weeks of start date at GetHelpFCP@odmhsas.org, and a date will be set for the newly appointed coordinator to complete virtual orientation to the contract and their role.
- • Ensure the FCP Coordinator and staff designated to completed FCPs with pregnant and parenting people complete the following trainings related to the understanding, development, administration, and/or monitoring of FCPs. Contractor shall maintain records of training sign-in sheets and/or staff certificates of training completion. Training content shall include, but not be limited to:
- • The following four (4) modules of the ODMHSAS FCP online training shall be completed by the FCP Coordinator within sixty (60) business days of being hired or assigned:
- • FCP Foundations: establishes the need for FCP and shares the values and beliefs that drive the FCP.
- • Initial Walkthrough: explains how to complete the initial FCP screening form and describes how the form facilitates discussion.
- • Practical Application: demonstrates what an initial FCP session might look like and illustrates how to facilitate sessions.
- • Organizational Integration: provides guidance on infusing FCP values throughout your organization and shares lessons from FCP champions.
- • All parts of the Family Care Plans 101 training series, including but not limited to:
- • Family Care Plans 101: Let’s Give Them Something to Talk About (1 CEU).
- • Family Care Plans 101: This Is How We Do It (1 CEU).
- • Family Care Plans 101: Be the Change (1 CEU).
- • Coaching and consultation related to FCP development and implementation topics by participating in monthly virtual meetings.
- • All six (6) modules of the National Center on Substance Abuse and Child Welfare (NCSACW) free online training Tutorial for Substance Use Disorder Treatment Professionals.
- • Employee must complete training within sixty (60) business days of being hired or assigned as FCP coordinator.
- • A copy of the Certificate of Completion (4.5 CEUs) shall be kept in the employee file.
- • Additional Training as outlined in the Family Care Plan Provider Toolkit.
- • Any other additional training to be determined by ODMHSAS or the contractor.
- • Identify and/or assemble a team of local and state-level cross-system partners to establish a multidisciplinary FCP collaborative team structure that follows the guidance provided in the FCP Provider Toolkit.
- • Ensure the FCP coordinator(s) and agency staff have the resources, supplies, and materials needed to develop and monitor the FCPs completed by the agency.
- • Participate in activities related to the evaluation of Family Care Plans and FCP implementation, including but not limited to data collection and reporting.
- • Contractor shall ensure the FCP Coordinator(s) fulfills the following duties related to the SAFER Initiative and FCPs:
- • Develop an FCP implementation plan for the agency in cooperation with agency leadership, or with staff designated by the agency and approved by agency leadership.
- • The FCP implementation plan should include, at a minimum:
- • (a) an implementation readiness evaluation.
- • (b) an FCP implementation guide.
- • (c) FCP workflow, including time-specific guidelines for processing FCP referrals and conducting the Initial Screen.
- • (d) FCP implementation timeline for the agency.
- • Build and maintain collaborative relationships with identified local and state-level cross-system partners needed to provide the additional services and support to pregnant/parenting persons and their infants, children, and designated family members incorporated into FCPs.
- • Act as the point of contact for local and state agencies and organizations inquiring about FCPs.
- • Document regular communication from local organizations and referral partners to maintain the flow of communication and ensure coordination of FCPs, including in-person and/or virtual meetings when necessary.
- • Act as the point of contact and information for internal agency referrals for and inquiries about FCPs.
- • Contractor shall provide a PRSS designated to STAR Clinic Patients. PRSS responsibilities include, but are not limited to:
- • Outreach to current and future STAR clinic patients.
- • Engagement into treatment.
- • Contractor shall provide other treatment supports to STAR Clinic patients such as, but not limited do:
- • Utility assistance.
- • Transportation.
- • Rental assistance/Housing.
- • Supplies for parenting person and baby.
MONITORING:
- • ODMHSAS will monitor the performance of Contractor to ensure that all outcomes are achieved.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to the Statement of Work. This report should be submitted by the 10th of the month. The information to be included shall be:
- • Number of clients contacted/outreach.
- • Number of clients engaged in services.
- • Number of treatment supports provided.
- • Additional reports as requested.
CONTRACTOR PAYMENT:
- • Contractor shall submit an invoice monthly to be reimbursed for expenses outlined in the budget provided to the Contractor.
- • Invoices shall be submitted in the following ways: Electronically at ODMHSAS eProvider Invoice.
Zero Suicide - Pathway to Hope
INTRODUCTION:
- • Contractor will implement the Pathway to Hope (PTH) project, including seven essential element of Zero Suicide model. PTH’s goal is to reduce suicide deaths and hospital admissions for suicide related reasons among people 25+ years receiving care in the communities served.
WORK REQUIREMENTS:
- • Contractors shall provide the following deliverables:
- • Contractor shall furnish the necessary personnel to implement PTH:
- • One Full-Time Equivalent (FTE) Care Coordinator, or a combination of staff to equal 1 FTE.
- • One FTE Peer Recovery Support Specialist, or a combination of staff to equal 1 FTE.
- • Contractor shall establish a PTH workgroup that includes at minimum one survivor per 15 members. These workgroups shall guide implementation within the organization and local community.
- • PTH workgroup shall utilize best practices including but not limited to Zero Suicide Organizational Self-Study.
- • PTH workgroup shall include PTH project manager from ODMHSAS.
- • PTH workgroup shall be primary contact for local stakeholders such as law enforcement and hospitals.
- • Contractor shall ensure necessary numbers of staff are trained in identified evidence-based practices (EBPs) to implement PTH.
- • Contractor shall implement systems that effectively screen, engage, treat and transition individuals at risk for suicide across all levels of care.
- • Contractor shall identify pathways of care for individuals at risk for suicide and electronic health records will be modified to incorporate these.
- • Contractor shall purchase technology necessary and as funding is available through PTH for the completion of PTH goals and objectives. Examples may include but is not limited to tablets for consumers.
PERFORMANCE MONITORING:
- • Monthly reports shall be submitted to the PTH Project Manager in a timely manner .
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Contractor shall include documentation of all training and submit quarterly record to PTH Project Manager.
- • Contractors shall maintain a log to identify all outreach efforts, attempts, and outcomes reported to PTH Project Manager.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
Oklahoma Partnership Initiative
- Oklahoma Partnership Initiative Government/Professional/Sole Source Services
- Oklahoma Partnership Initiative – Phase 3 Implementation of Attachment Biobehavioral Catch-Up (ABC)
The contractor for the implementation of Attachment Biobehavioral Catch-Up (ABC) agrees to implement the ABC intervention. Contractor shall:
- • Contractor shall maintain the clinicians and staff necessary for the continuous implementation of
the ABC intervention.
- • Ensure clinicians participate in weekly clinical supervision during duration of contract to advance clinicians
knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill,
case experience monitoring; and shall be conducted via video conferencing, telephone, or email.
• Participate in all required local and national-cross site data collection efforts coordinated by ODMHSAS,
University of Kansas School of Social Welfare evaluation team, University of Delaware, and the national cross-site
evaluation team to measure the effectiveness of the ABC intervention.- • Participate in the Oklahoma Partnership Initiative Grant Steering Committee Meetings via
conference call or onsite, and participate in annual ODMHSAS site visit.
- • Submit a monthly narrative summary report of all Oklahoma Partnership Initiative Grant activities.
- • Obtain written consent from a parent or legal guardian prior to transporting minor children for activities
conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor
children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of
parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks.
At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations.
All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma
State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related
offenses.
- • Provide monthly project update reports to the Department by the 15th of each month.
- Oklahoma Partnership Initiative – Phase 3 Local Evaluation
Provide local evaluation and national cross-site data collection coordination to determine the extent to which
the Oklahoma Partnership Initiative (OPI-3), has achieved its stated objectives and the extent to which the accomplishment of
objectives can be attributed to the project. Contractor shall:
- • Provide consultation and oversee OPI-3 local and national cross-site evaluation; and advise on data
collection procedures for both outcome and implementation monitoring.
- • Obtain data from state child welfare information system to be used to track child
welfare outcomes.
- • Obtain electronic data from participating treatment agencies for pre - post,
and follow-up observation periods.
- • Construct longitudinal data files for tracking of participants, and shall link various data files as
needed for analyses.
- • Process and link child welfare data and treatment outcome data for participants and upload data on behalf of
ODMHSAS to the Administration of Children and Families.
- • Conduct outcome data analyses for Attachment Bio-behavioral Catch-Up to include descriptive statistics, pre-post,
and group comparisons, event history analyses, and statistical tests of significance.
- • Attend grantee meetings and participate on project calls/webinars as required by the Administration of
Children and families and provide ongoing feedback to project staff regarding findings of the evaluation.
- • Disseminate ABC findings via journal publications and conferences.
- • Submit semi-annual project evaluation reports and provide support to ODMHSAS regarding Human Subjects Approval
through the ODMHSAS institutional Review Board and the Human Subjects Committee, Lawrence.
- • If Contractor provides treatment services, ensure background checks on all staff and volunteers are conducted and
shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State
Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory
requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral turpitude,
or alcohol or drug-related offenses.
- • Provide two semi-annual written reports, in a format prescribed by the Department, of activities carried out
pursuant to the Statement of Work.
Recovery Support Services
- Definitions
Clubhouse International – Accreditation body for programs following International Standards for
Clubhouse Programs.
PATH – Projects for Assistance in Transition from Homelessness
- Recovery Support Fixed Rate Services
- Recovery Support – Clubhouse
This Contract is to provide the necessary services to assist individuals with mental illness or co-occurring
mental illness and addiction disorders with long term recovery and maximization of self-sufficiency, role functioning and
independence. Contractor shall:
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a psychiatric
rehabilitation program founded on Clubhouse International’s International Standards for Clubhouse
Programs.
- • Provide a program with core services in the following areas that are organized around the needs of the members,
their preferences and their stated goals:
- • Provide a work ordered day which engages staff and members together in the running
of the clubhouse;
- • Enable members to return to paid work through Transitional Employment and
Independent Employment;
- • Assist members in securing a range of safe, decent and affordable housing. At least one staff will receive their housing plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Provide educational opportunities which focus on, at minimum, basic tools such as literacy and
computer skills;
- • Provide recreational and social programs during evenings and weekends; and
- • Provide an effective outreach system to members who are not attending.
- • Implement a plan to objectively evaluate the effectiveness of the Clubhouse.
Pursue a written financial plan for developing additional and continual multiple funding sources.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Community Living - Supervised Transitional Living
This Contract is to provide the necessary services to assist individuals with mental illness or co-occurring mental illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall include a Supervised Transitional Living Program, and a Permanent Supported Housing Program. Programs shall adhere to the standards for Community Living Programs documented in Title 450, Chapter 17, Standards and Criteria for Community Mental Health Centers and adhere to Housing First principles.
To assist with transition to permanent housing, it is required that program staff attend the ODMHSAS Housing First 101, and Individual Placement Support (IPS) model of supported employment trainings. All housing residents must have access to IPS services. Staff may also find it helpful to complete SSI/SSDI Outreach, Access & Recovery (SOAR) online training @ Soarworks to better assist with successful application for benefits and to have at least one staff receive their housing plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org and tvail@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Community Living - Supported Transitional Housing
This Contract is to provide the necessary services to assist consumers with mental illness or co-occurring mental illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall include a Supported Transitional Housing Program and a Permanent Supported Housing Program. Programs shall adhere to the standards for Community Living Programs documented in Title 450, Chapter 17, Standards and Criteria for Community Mental Health Centers and adhere to Housing First principles.
To assist with transition to permanent housing, it is required that program staff attend the ODMHSAS Housing First 101, and Individual Placement Support (IPS) model of supported employment trainings. All housing residents must have access to IPS services. Staff may also find it helpful to complete SSI/SSDI Outreach, Access & Recovery (SOAR) online training @ Soarworks to better assist with successful application for benefits and to have at least one staff receive their housing plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org and tvail@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Employment Support & Vocational Services
This contract is to provide the necessary services to assist individuals with mental illness or co-occurring mental
illness and addiction disorders with obtaining and maintaining gainful, competitive employment in the community.
Contractor shall provide Employment Support Services which include, but are not be limited to: prevocational training, job
development, job placement, on-the-job training and support. The services provided will be based on individual consumer need
and choice.
- Recovery Support – Homeless Case Management
The Contractor shall furnish the necessary resources to provide case management services at the Day Center for
individuals with a Serious Mental Illness. Contractor shall:
- • Maintain (establish where appropriate) relationships with health, law enforcement, social services, mental health, volunteer agencies and facilities, government/non governmental agencies involved with homeless persons toward facilitation and improvement of services to homeless persons.
- • Make referrals to treatment,support services, and housing for individuals in need of these services. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Negotiate written Memoranda of Understanding with local mental health centers, the Mental Health Association in Tulsa (Safe Haven), and any other related Department-funded local service providers.
- • It is required that the case manager(s) performing these duties receive the housing + certificate offered through ODMHSAS and one must attend AWH4T meetings.
- • Contractor will ensure direct care staff complete any required or encouraged training and professional developments provided by ODMHSAS as defined by the Project Manager.
- • Provide an annual activity report to Lahcen.dallaly@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Projects for Assistance in Transition from Homelessness (PATH)
This Contract is to provide the necessary services, as outlined in the annual Oklahoma PATH grant application, to assist individuals with mental illness or co-occurring mental illness and addiction disorders with transitioning from homelessness and accessing behavioral health services. Contractor shall:
- • Provide outreach, engagement, and case management to persons who have a serious mental illness, who are homeless, and who are not currently receiving services in the mental health system. Services shall be targeted to those individuals who are homeless, with secondary focus on those at imminent risk of becoming homeless.
- • Provide outreach and engagement services to individuals living on the street or in places not meant for human habitation, and to individuals in area homeless shelters.
- • Collaborate with psychiatric inpatient and stabilization units, area shelters and other existing resources to identify persons who have a mental illness, and who are homeless or at imminent risk of homelessness, who are not currently receiving services in the community mental health system.
- • Educate and assist individuals who are outreached with regards to existing and available community mental health services, housing options, income benefits (including entitlement programs), and employment supports. At least one staff must have their housing plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs. All PATH participants must have access to IPS services.
- • Provide intensive case management services, for those individuals enrolled in the PATH program, targeted toward assisting with access to services, supports, and resources needed to transition from homelessness. Including, but not limited to, behavioral health services, benefits, income and housing assistance.
- • All PATH Case Managers/Outreach Workers will complete the SSI/SSDI Outreach, Access and Recovery (SOAR) training to optimally assist PATH enrolled individual’s with successful and timely access to benefits.
- • Not exceed a length of stay in the PATH program of 9 months.
- • Not exceed a caseload of 35 PATH enrolled individuals per staff.
- • Maintain a formal, regular process for involving current/former PATH enrolled individuals in PATH program development. This process shall minimally include a PATH specific focus group conducted annually with current/former PATH enrolled individuals to collect feedback/input regarding the PATH program.
- • Meet state match, data collection, and other requirements of the PATH Federal Grant.
- • Follow all PATH program requirements outlined in the ODMHSAS PATH Protocol provided in the Appendix section of this document.
- • Provide requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- Recovery Support – Safe Haven Housing & Support
Contractor shall furnish the necessary resources to provide services in accordance with applicable program requirements described in Subchapter 5, Part 11. Community Living Programs OAC 450:17 and Client Rights as described in OAC 450:15 and adhere to Housing First principles. Contractor shall:
- • Accommodate consumers with a mental illness who are homeless and coming from streets, shelters,
or emergency rooms.
- • Abide by staffing requirements to include:
- • 24-hour staff coverage with professional supervision. A minimum of one paid staff-member shall be on in
the Safe Haven area at all times consumers are present.
- • Staff of the Safe Haven shall reflect the ethnic, cultural and language background of
consumers served.
- • Staff must be familiar with community resources for the treatment of physical and mental illnesses and
for housing and social supports.
- • Staff shall build a sense of empowerment and a supportive sense of community and shall encourage (but not require) consumers to participate in the operations of the facility.
- • Provide places of permanent residence for homeless persons with mental illness needing on-site support twenty-four (24) hours a day, to enable persons to live as independently as possible. Includes:
- • 24-hour staff coverage will be provided on-site.
- • Services shall assist program participants with accessing additional community resources, services and supports needed to promote self-sufficiency.
- • Program participants shall be the lessee of the residence, or have a similar form of occupancy agreement, and there shall be no limits on their length of tenancy as long as they abide by the conditions of the lease/agreement.
- • Ensure all staff employed in above programs shall be trained in a Department approved non-violent crisis intervention program.
- • Negotiate written Memoranda of Understanding with local community mental health centers, Tulsa Day Center for the Homeless, and any other relevant Department-funded provider.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at The annual report template will be provided to you.
- Recovery Support – Transitional Housing
This Contract is to provide the necessary services to assist consumers with mental illness or co-occurring mental
illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall:
- • Provide services in accordance with applicable program requirements described Subchapter 5, Part 11.
Community Living Programs OAC 450:17 and Client Rights as described in OAC 450:15.
- • Give preference to referrals ODMHSAS designated facilities. Other referrals may be accepted
dependent on space availability.
- • Ensure consumers admitted to the program shall meet the Department's current definition of persons with
a Serious Mental Illness, as determined by a Licensed Behavioral Health Professional.
- • Provide, or arrange for, training to consumers in areas of personal grooming, personal hygiene, and
daily living skills- including housekeeping, shopping, money management, and meal preparation, based on resident
need and choice.
- • Schedule, as requested by consumers and with their input, weekend and after
5:00 p.m. activities.
- • As needed, participate in the formulation and monitoring of the consumer’s individual Recovery Plan. All residents with a history of addiction must have a recovery housing plan.
- • Provide or arrange transportation for health related and mental health examinations and treatment
for mental health consumers when necessary.
- • Attend required ODMHSAS Housing First 101, and Individual Placement Support (IPS) model of
supported employment trainings.
- • One staff member should have their housing plus endorsement. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
Contractor's staff shall attend in-service training and updates in fire and safety; cardiopulmonary resuscitation;
AIDS/HIV precautions; infection Control; and ODMHSAS approved non-violent crisis intervention training.
- • Orientation of new employees and volunteers shall include Client Rights as described in OAC 450:15;
facility policy and procedures, confidentiality of all information regarding the consumer, including verbal confidentiality for
consumers both inside and outside of facility. Orientation and in-service trainings shall be documented in staff personnel
files and include dates attended and subject matter.
- • Contractor shall allow the ODMHSAS or employees of a designated Community Mental Health Center into its
facility for the purpose of providing services to consumers who are in need of mental health services and who desire services
from the Community Mental Health Center.
- • Contractor shall provide unhindered access to and shall fully cooperate with all ODMHSAS personnel in the
conduct of their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct
of its oversight responsibilities of this Contract and the Contractor's compliance with the terms of this Contract as well as
the ODMHSAS's Standards and Criteria governing community mental health programs.
- • Contractor shall negotiate written Memoranda of Understanding with ODMHSAS designated facilities defining
respective roles.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Transitional Housing (Sangha)
- • Contractor shall furnish the necessary resources to provide an alcohol and drug-free living community in two sober living programs with 12 total beds in Tulsa, Oklahoma. This program must remain in good standing with OKARR at all times as a level III certified program.
- • Contractor shall provide onsite case management (CMI or CMII) and certified peer recovery support services. Crisis intervention services shall be available 24 hours per day.
- • Contractor shall provide onsite educational and support groups.
- • Contractor shall help connect residents to competitive integrated employment within 30 days of entry. If the resident is not already connected to an IPS team in the community and wants such assistance, the Contractor shall provide IPS services. At least one program staff must be trained and credentialed as an IPS employment specialist. It is highly encouraged that one staff is trained and credentialed as an IPS Supervisor.
- • Contractor shall encourage continued substance abuse treatment and aftercare as appropriate; and thus, is encouraged to have MOUs with ODMHSAS partners in the Tulsa metro area.
- • Contractor is required to have one staff member be housing plus endorsed to ensure transition plans with continuity of care. Transition plans must be in place at time of graduation from this transitional recovery housing program and adher to housing best practices. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs.
- • Contractor must receive prior approval from ODMHSAS for residential stays beyond six months.
- • Contractor shall target give priority to men have completed residential substance abuse treatment, who are residents of Oklahoma, and those on an MAT/MAR program.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such details as ODMHSAS may require. Such report shall be submitted no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). These reports need to be emailed to Jason.Hall@odmhsas.org.
- Recovery Support Government/Professional/Sole Source Services
- Recovery Support – Discharge Planning Housing Subsidy
- This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the ODMHSAS Protocol for Use of Discharge Planning Housing Subsidy Funds located in the Appendix section of this document. Discharge Planning Housing Subsidy Funds are to be used to assist very low-income individuals (age 18 and older) with mental illness or co-occurring mental illness and substance use disorders who are discharging from psychiatric care, Department of Corrections, or aging out of the foster care system, with accessing and maintaining decent, safe, sanitary, and affordable housing in ODMHSAS designated location
-
- Contractor shall submit monthly billing documentation and activity reports as outlined in the ODMHSAS Protocol for Use of Discharge Planning Housing Subsidy Funds located in the Appendix section of this document. It is required that the administrator or point of contact for this funding stream be housing plus endorsed.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org.
- Recovery Support – Employment and Housing Best Practices
Contractor shall provide the following best practices for employment and housing services: Individual Placement Services (IPS) model of supported employment, and the Housing First (HF) philosophy. Contractor shall:
- • Require that the administrator or point of contact for this SOW be housing plus endorsed and have attended IPS 101. IPS fidelity training is highly recommended. The administrator of this shall not be the IPS Supervisor.
- • Provide the resources necessary for implementation of both the IPS model of supported employment and the housing first philosophy through housing supports.
- • Submit a budget with justifications outlining how they plan to use this contract funding to provide these two best practices. This funding may not be used to pay for IPS employment specialist salaries and must be equally distributed between employment and housing best practices. This Implementation Plan must be received and approved by the ODMHSAS prior to submitting for reimbursement under this contract.
- Recovery Support – Housing Flexible Funds
This Contract is to provide flexible funding for certain authorized expenditures in support of direct services provided by the Contractor. The expenditures are pursuant to the ODMHSAS Protocol for Use of Housing Flexible Funds located in the Appendix section of this document. Flexible Funds are to be used to support community integration of persons receiving Clubhouse services; with emphasis on assisting with accessing and maintaining safe and affordable permanent housing in the community. The Contractor must have one staff member who has obtained their housing plus endorsement. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
Contractor shall submit monthly billing documentation as outlined in the ODMHSAS Protocol for Use of Housing Flexible Funds located in the Appendix section of this document.
Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org.
- Recovery Support – Housing is Recovery
This Contractor shall provide the project management functions necessary to provide housing supports across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Supports team providing expeditious funding supports to vulnerable Oklahomans and other initiatives across the state.
- • Provide an annual progress report to Lahcen.dallaly@odmhsas.org.
- Recovery Support – Housing is Recovery Opioid Stimulants
This Contractor shall provide the project management functions necessary to provide housing supports across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Supports team providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports as approved by the ODMHSAS.
- • Provide an annual progress report to suzanne.williams@odmhsas.org.
- Recovery Support – Intensive Outreach and Navigation Program
The Intensive Outreach and Navigation Program shall assist individuals discharging as homeless to ODMHSAS designated area from ODMHSAS designated facilities. The goal of this Program is to provide these specific individuals with immediate independent housing, engage them with intensive recovery support services, connect them with community mental health treatment and obtain permanent independent housing. Contractor shall:
- • Embed two Case Managers, two Peer Recovery Support Specialists and one Team Supervisor
at designated facilities.
- • Equip Program staff with applicable training and credentials including, but not limited to, Individual Placement Support (IPS), Housing First, SSI/SSDI Outreach, Access & Recovery (SOAR) training, Case Management and/or Peer Recovery Support Specialist Certifications. One individual on the program team shall be housing plus endorsed.
- • Work with clinical agency staff to coordinate discharging persons served directly into independent housing from treatment centers initially supported 100 percent by the Program.
- • Secure benefits and affordable housing so that persons served continually move from full-paid rent to subsidized or partially supported housing.
- • Provide recovery support and other ancillary support services necessary to achieve Program goal, including the identification, navigation and obtaining resources in order to meet basic independent living needs.
- • Connect persons served with outpatient community mental health services and assist with the
coordination and transition of their clinical care.
- • Contractor shall submit a quarterly data report as determined by the ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Oklahoma Alliance for Recovery Residences (OKARR) Project Management & Consultation
Contractor shall:
- • OKARR will continue to collaborate regionally with Recovery People to increase OKARR sustainability. Development and implementation of LMS (online training for recovery residences) will provide additional revenue streams for OKARR.
- • Ensure close collaborative efforts between Oklahoma Alliance for Recovery Residences (OKARR), the OKARR Board, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the National Alliance for Recovery Residences Board to achieve the following objectives.
- • Maintain collaborative relationships with stakeholder organizations in support of OKARR’s sustainability.
- • Implementation of OKARR’s sustainability plan to meet self-sustaining metrix by June 30, 2024.
- • Increase the number of specialty recovery homes certified with priority given to recovery residence that accept those on Medication Assisted Treatment/Medication Assisted Recovery, sex offenderspregnant woman, OKARR level III and in rural counties without recovery housing access.). To assist with this, OKARR will have a temporary staff member for up to two years focusing on training operators on becoming MAT friendly.
- • Provide training, technical assistance and networking events across Oklahoma to maintain solid OKARR certified programs.
- • Develop a vacancy tool on OKARR website to better assist those looking for recovery.
- • Develop an easy to use tab on OKARR website that describes the levels in layman’s terms and which OKARR certified operators are those levels and a link directly to contact that operator and/or their recovery residence application process.
- • Develop an easy reference spreadsheet that is updated at all times to include at minimum OKARR certified residence name, primary contact email address, city and county location, # of beds, target population, MAT friendly designation, and OKARR level.
- • Submit reports to meet ODMHSAS grant obligations as requested and submit quarterly reports to suzanne.williams@odmhsas.org.
- Recovery Support – Oklahoma City Basic Center Program Drop-In Center
The Contractor shall provide ongoing drop-in center services to all youth served through the Oklahoma City Basic Center Program (OKCBCP). The OKCBCP is funded through a Runaway and Homeless Youth (RHY) grant for the purpose of providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere to the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual,
group and family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Act as the drop in center for RHY youth and as such will provide access to showers, hot meals, laundry,
email, phone and case management services.
- • Follow RHY data standards and enter all required data in to the RHY-Homeless Management
Information System (HMIS).
- • Engage in ongoing technical assistance and trainings to all OKCBCP providers and will send two
representatives to all OKCBCP required meetings and trainings.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus
on four core outcome areas: safe and stable housing, employment/education, social and emotional well-being, and permanent
connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned
to this project; pursuant to statute/regulations,
- • Contractor shall allow the ODMHSAS project staff to provide onsite technical assistance at a frequency
and duration to be determined by the ODMHSAS.
- • Contractor shall allow the ODMHSAS youth specialist to have a work space on site.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to meet
grant requirements.
- • Submit the annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Oklahoma City Basic Center Program Emergency Shelter & Host Homes
The Contractor shall provide ongoing emergency shelter and host homes to all youth served through the Oklahoma
City Basic Center Program (OKCBCP). The OKCBCP is funded through a Runaway and Homeless Youth (RHY) grant for the purpose of
providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a
single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere to
the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual, group and
family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Provide emergency shelter and host homes and link youth to an array of wraparound support services from
case management to life skills training while working in tandem with law enforcement, department of human services, the
juvenile justice system, and the school system.
- • Provide aftercare planning and will perform outreach and follow up services for 90 days after the
youth exits the program.
- • Follow RHY data standards and enter all required data in to the RHY-Homeless Management
Information System (HMIS).
- • Engage in ongoing technical assistance and trainings to all OKCBCP providers and will send two representatives
to all OKCBCP required meetings and trainings.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus on
four core outcome areas: safe and stable housing, employment/education, social and emotional well-being, and
permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to
this project; pursuant to statute/regulations,
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be
determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to
meet grant requirements.
- • Submit the annual data report shall be submitted to Suzanne Williams at suzanne.williams@odmhsas.org and Lahcen.Dallal@odmhsas.org. The annual report template will be provided to you..
- Recovery Support – Oklahoma City Basic Center Program Outreach & Employment
The Contractor shall provide ongoing outreach and employment services to all youth served through the Oklahoma City
Basic Center Program (OKCBCP). The OKCBCP is funded through a Runaway and Homeless Youth (RHY) grant for the purpose
of providing:
- • Youth under age of 18 with emergency shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a
single structure in a congregate care facility. Host Family Homes serve at least one youth, but are not required to adhere to
the 4 to 20 bed requirement of a shelter.
- • Services to include food, clothing, medical care, trauma-informed individual, group and
family counseling.
- • Parental/guardian notification within 72 hours of entry
- • Follow-Up and Aftercare/Exit Plans.
Contractor shall:
- • Provide outreach activities targeting raising awareness on homeless and runaway youth issues in the community
through trainings, networking and strategic planning with schools, libraries and community centers.
- • Link RHY youth to the OKCBCP program through the Contractor’s street outreach and will offer
gateway services to the RHY youth.
- • Follow RHY data standards and enter all required data in to the RHY-Homeless Management
Information System (HMIS).
- • Engage in ongoing technical assistance and trainings to all OKCBCP providers and will send two representatives
to all OKCBCP required meetings and trainings.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus on
four core outcome areas: safe and stable housing, employment/education, social and emotional well-being,
and permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to this
project; pursuant to statute/regulations,
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be
determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to meet
grant requirements.
- • Submit an annual report to Lahcen.dallaly@odmhsas.org. The requested information will be provided to you within three months of the new state fiscal year.
- Recovery Support – Permanent Supportive Housing Project (HUD)
This Contract is to assist adult individuals with serious mental illness and/or substance use disorders who express interest in participating in the program, and who either meet requirements for chronic homelessness or are a veteran who meets requirements for Category 1: literally homeless, with rental assistance for permanent housing, and with supportive services. Contractor shall:
- • Ensure a minimum of 2 individuals shall be served in the project.
- • Ensure individuals participating in the project shall meet HUD eligibility requirements
for this project.
- • Ensure all rental assistance shall be tenant-based, which permits participants to choose housing of an
appropriate size in which to reside. Participants retain the rental assistance if they move and, where necessary, facilitate
the coordination of supportive services, Contractor may require participants to live in a
specific area.
- • Offer supportive services to individuals receiving rental assistance.
- • It is required that Program staff attend the ODMHSAS Individual Placement Support (IPS) 101 training. For individuals/residents who would like assistance with employment, they shall be referred to the IPS team for supported employment and education supports.
- • Ensure all rental assistance shall be provided following a Housing First Model. The program is not expected to be Housing First credentialed but will undergo a housing first review every two years to see where improvements may be made.
- • Additional preconditions or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed
on persons entering the program (ex: Sobriety shall not be required).
- • Program participants shall not be required to participate in supportive services as a condition of housing
assistance. The program may offer and encourage program participants to participate in services.
- • Attend the ODMHSAS Housing First 101 training. One individual on the program team shall be housing plus endorsed.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing
Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Permanent Supportive Housing.
- • Submit monthly billing reports as determined by the ODMHSAS.
- • Enter all data required by HUD in to their local Homeless Management
Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR),
in a timely fashion.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to
substantiate authorized expenses according to procedures determined by the Department, and based on grant
approved budget lines.
- Recovery Support – RISE Above Project Voucher Program
This Contractor shall provide the project management functions necessary to provide housing vouchers across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Support-Employment and Housing team in providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports for victims of human trafficking approved by the.
- • Provide an annual progress report to Lahcen.Dallaly@odmhsas.org.
- Recovery Support – Recovery Housing Voucher Program – HUD
This Contractor shall provide the project management functions necessary to provide housing vouchers across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Support-Employment and Housing team in providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports as approved by the ODMHSAS.
- • Provide an annual progress report to Jason.Hall@odmhsas.org.
- Recovery Support – Shelter Plus Care
This Contract is to assist homeless persons with serious mental illness or co-occurring mental illness and substance
abuse disorders, and their families, with rental assistance for permanent housing, and with supportive services.
Contractor shall:
- • Provide number of units of rental assistance identified by ODMHSAS.
- • Ensure individuals receiving rental assistance shall meet the HUD definition of
homeless and disabled.
- • Ensure all rental assistance is tenant-based, which permits participants to choose housing of an appropriate size
in which to reside. Participants retain the rental assistance if they move and where necessary to facilitate the coordination
of supportive services, Contractor may require participants to live in a specific area.
- • Offer supportive services to individuals receiving rental assistance. For individuals/residents who would like assistance with employment, they shall be referred to an IPS team for supported employment and education supports.
- • Ensure all rental assistance shall be provided following a Housing First philosophy. Additional preconditions or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed on persons entering the program (ex: Sobriety shall not be required). Program participants shall not be required to participate in supportive services as a condition of housing assistance. The program may offer and encourage program participants to participate in services.
- • Use their best efforts, through outreach activities, to ensure that eligible hard-to-reach persons are served by
Shelter Plus Care.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing
Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Shelter Plus Care,
including Part 582 – Shelter Plus Care.
- • Submit monthly billing reports as determined by the department.
- • Enter all data required by HUD in to their local Homeless Management
Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR),
in a timely fashion.
- • Program staff attend required ODMHSAS Housing First 101 and IPS 101 training. The point of contact for this program shall be housing plus endorsed.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation
to substantiate authorized expenses according to procedures determined by the ODMHSAS, and based on grant approved
budget lines.
- Recovery Support – SQE Projects for Assistance in Transition from Homelessness (PATH)
This contract is to provide funding for necessary ancillary services, supports and resources to assist individuals
with mental illness or co-occurring mental illness and addiction disorders with transitioning from homelessness and
accessing behavioral health services through the PATH program. Contractor shall:
- • Provide the services, supports, and resources needed in conjunction with PATH fixed rate services to enhance the
quality of the PATH program and achieve program outcomes. Activities under this contract addendum shall not include any services
that can be billed under the PATH fixed rate contract.
- • Provide non Fee for Service reimbursable supports to PATH service recipients.
- • Provide training, education and coordination to individuals who are working in shelters, mental health clinics,
and other sites, with the goal of helping to overcome system barriers for PATH service recipients.
- • Participate in annual training relevant to the provision of services to PATH recipients. Some examples of relevant training areas are: Homelessness, Housing, Community Resources, Community Collaboration, Cultural Competency, Using Peer Supports, Mental Health, and Co-Occurring Mental Health and Substance Use.
- • All PATH staff must attend required Housing First 101 and IPS 101 training offered by ODMHSAS. The PATH team lead must be have their housing plus endorsement.
- • Participate in state level PATH program planning meetings as determined by the designated
ODMHSAS PATH State Contact.
- • Create and coordinate a formal process for regular PATH program planning, development and evaluation that
includes involvement of current and/or past PATH participants.
- • Create and coordinate a process for involving current and/or past PATH participants
in peer support.
- • Participate in required data collection and reporting including participating in their local Homeless Management
Information System (HMIS) for PATH data reporting. Contractor shall work with their local HMIS and with the ODMHSAS State PATH
Contract to ensure accurate data entry.
- • Provide housing services for PATH enrolled individuals, including:
- • Provision of funds for security deposits, for those individuals who are in the process of acquiring rental
housing but who do not have the assets to pay the first and last month’s rent or other security deposits required
to move in.
- • Provision of one-time rental payments to prevent eviction for those individuals who cannot afford to make the
payments themselves, who are at risk of eviction without assistance and who qualify for this service on the basis of
income or need.
- • Assistance with the costs associated with establishing a household. These may include items such as rental
application fees, furniture and furnishings, moving expenses, and costs related to obtaining a birth certificate and/or
identification. These may also include reasonable expenditures to satisfy outstanding consumer debts identified in rental application
credit checks that otherwise preclude successfully securing immediately available housing.
- • Assistance with the costs necessary to make essential repairs to a housing unit in order to provide or improve access
to the unit and/or eliminate health or safety hazards.
- • Contractor shall follow all PATH program requirements outlined in the ODMHSAS PATH Protocol, and all Federal
guidelines for the PATH program.
- • Provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will
provide such detail as the Department may require.
- • Provide additional requested information and reports per federal grant requirements,
and as requested by ODMHSAS.
- • PATH Training funding may only be used for technical assistance and training activities that focus on homelessness best practices.
- • Technical assistance and training activities have to be preapproved by Tammie Vail.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
COMPENSATION:
- • Per Federal PATH grant requirements funds may not be expended.
- • To support emergency shelters.
- • For inpatient psychiatric treatment.
- • For inpatient substance abuse treatment.
- • To make cash payments to intended recipients of mental health or substance
abuse services.
- • To pay for the purchase or construction of any building or structure to house any part
of the grant program.
- • To fund lease arrangements in association with the project beyond the project period nor may the portion of the
space leased with PATH funds be used for purposed not supported by the grant.
- • In addition, the total amount spent on the housing services listed above shall not exceed 20% of total federal PATH
allocation. Total federal PATH allocation includes both the allocation amount for this statement of work, and the allocation amount
for the PATH fixed rate statement of work.
- • Contract funds shall be used for purposes supported by the PATH program only.
- Recovery Support – Training and Technical Assistance
INTRODUCTION:
- • Contractor shall furnish the necessary resources to promote and support the Recovery Supports-Housing and Employment team through the OKC Youth Action Board. Contractor shall provide ongoing support in the establishment of enterprising opportunities for youth with lived experience in homelessness, juvenile justice, child welfare or trafficking survival to operate on the OKC Youth Action Board contracted to work with the ODMHSAS and City of OKC on initiatives related to youth homelessness.
WORK REQUIREMENTS:
- • Contractor shall ensure continuing growth and support of the Local Systems of Care State through providing support and necessary resources for the growth and sustainability of the Youth Action Board.
- • Contractor shall provide, support, and facilitate the following:
- • Collaboration with other stake holders.
- • Access to information on policy changes and other state and national information on children’s mental health.
- • Youth voice at local community level and state level.
- • Leadership opportunities for youth/young adults.
- • Reduction of stigma.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Manager of Housing and Runaway and Homeless Youth Services no later than the 10th day of the month. The Contractor shall report the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining youth involvement in established funded communities including number and types of activities.
- • Monthly budget updates with itemized expense reports.
- Recovery Support – Training and Technical Assistance - Revised
- Recovery Support – Transition Age Youth Project (HHYP)
This Contractor shall provide a housing and supports services program for transition age youth ages 18-25 in the metro Oklahoma City area t that have one or more instances of system involvement in their lifetime, or have been directly impacted by parental incarceration. Involvement includes ;OKDHS Child Welfare programs such as - Foster Care, Family Centered Services, Tribal Welfare Programs, Family Permanency, and Basic Center programs in Oklahoma. Criminal Justice involvement can include but not limited to – Arrests, convictions, and/or exiting incarceration in the juvenile or adult prison systems. Specific limitations based on nature of charges shall be at discretion of the contractor. Contractor Shall:
- • Connect youth participants to mental health and substance use services as needed within 30 days of move in.
- • Ensure close collaborative efforts between the Oklahoma Department of Mental Health and Substance Abuse
Services (ODMHSAS), the MHAO and other community partners as identified through this infrastructure
building process.
- • Provide youth monthly opportunities for life skill development through group or individual instruction or implemented by third party services.
- • Support youth in developing individual service plans within 14 days of move in that can include but not be limited to goals and objectives related to employment, education, mental health, and long-term housing planning.
- • Provide youth weekly care coordination/case management meetings to ensure service plan implementation and progress.
- • Partner with ODMHSAS and Oklahoma City Continuum of Care to provide adequate aftercare planning for youth that graduate or discharge early.
- • Contractor will utilize evidenced based assessment tools to monitor and record progress in transition life domains.
- • Contractor will ensure direct care staff complete any required or encouraged training and professional developments provided by ODMHSAS as defined by the Project Manager.
- • Provide a monthly progress report to Lahcen.Dallaly@odmhsas.org.
- • Provide an annual comprehensive report to Lahcen.Dallaly@odmhsas.org.
- Recovery Support – Transition Youth Housing Subsidy
This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the Department’s Protocol for use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document:
WORK REQUIREMENTS:
- • Transition Youth Housing Subsidy Funds are to be used to assist very low-income individuals (ages 16 - 30) and/or runaway and homeless youth (15-30 years of age) who have a mental illness or co-occurring mental illness and substance use disorders OR meet qualifying criteria for Host Home* Placement with accessing and maintaining decent, safe, sanitary and affordable housing and host home placements. Consumers aged 25-30 who are actively enrolled in a Navigate program through Family and Children’s Services or Red Rock Behavioral Health are eligible for subsidy assistance as long as they intend to be actively in the program for the duration of the lease.
PERFORMANCE MONITORING:
- • Contractor shall submit monthly billing documentation and monthly activity reports as outlined in the Department’s Protocol for Use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
- Recovery Support – Youth Transitional Living Program for Victims of Human Trafficking – RISE Above Project
- • Contractor shall furnish a safe living environment to youth girls under age 18 who are victims of sex-tracking and/or commercial sexual exploitation.
WORK REQUIREMENTS:
- • Contractor shall make available a long-term residence where girls receive comprehensive and individualized services and mentoring/advocacy to permanently escape the world of the sex trade and become strong, independent, responsible adults.
- • Contractor shall work with ODMHSAS RISE Above Project team to determine if girls are eligible for their transitional living program funded by the OVC.
- • Contractor will offer comprehensive and individualized trauma-informed, client centered services or access to these services to restore victims to survivors. These services include but are not limited to: Medical, Dental, Vision, Mental Health Counseling, Substance Abuse Services, Education, Life Skills, Job Skills, Therapeutic activities, and Fitness, Mentoring/Advocacy.
- • Contractor shall remain licensed with the Oklahoma Department of Human Services (DHS).
- • Contractor shall remain registered as a resource with the National Human Trafficking Hotline.
- • Contractor shall continue a cooperative relationship with the Oklahoma Attorney General’s office and local service providers.
- • Contractor shall provide services that are culturally responsive to the individuals’ needs.
- • Contractor shall work with RISE Above Project project coordinator to ensure aftercare plans are completed in accordance with grant objectives.
- • Contractor shall be an active participant on the RISE Above Project advisory council.
- • Contractor staff shall attend all required grant trainings.
- • Contractor shall provide match documentation monthly to Lahcen.Dallaly@odmhsas.org.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a monthly report of the activities carried out pursuant to this Statement of Work and project objectives. Such report shall be submitted no later than the 10th day of the month following the end of each month (i.e., the 10th of October for September reporting.) These reports need to be emailed to Lahcen.Dallaly@odmhsas.org.
COMPENSATION:
- • This contract cannot bill daily reimbursement rates for DHS and/or OJA custody minors.
- • Contractor will bill the agreed upon daily rate of $100/day/RISE Above Project approved client and transportation costs for family engagement for all of RISE residents.
- Recovery Support – Youth Emergency Shelter (Sisu)
- • The Contractor shall provide ongoing emergency overnight shelter and Host Home stipends to youth and young adults experiencing homelessness in Oklahoma metropolitan area.
- • Youth 15-21 years of age with emergency overnight shelter.
- • Host Home stipends no more than $350.00/month.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a single structure in a congregate care facility. Host Family Homes serve at least one youth but are not required to adhere to the 4 to 20 bed requirements of a shelter.
- • Services to include shelter space, food, clothing, medical care, critical time intervention-based case management, housing first for youth modeled care coordination.
- • Parental/guardian notification within 72 hours of entry for those under the age of 18.
- • Follow-Up and Aftercare/Exit Plans.
- • Provide emergency shelter and host homes and link youth to an array of wraparound support services from case management to life skills training while working in tandem with law enforcement, department of human services, the juvenile justice system, and the school system.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus on four core outcome areas: safe and stable housing, employment/education, social and emotional well-being, and permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to this project; pursuant to statute/regulations.
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to meet grant requirements.
- • Submit the annual data report shall be submitted to Suzanne Williams at suzanne.williams@odmhsas.org and Lahcen.Dallal@odmhsas.org. The annual report template will be provided to you.
Appendix
- ODMHSAS PATH Protocol
A. PATH Application
- Each PATH site will submit a PATH Application per Center for Mental Health Services (CMHS) requirements and due dates.
The application consists of the intended use plan, progress report, proposed budget and budget narrative. This process will be
facilitated by the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS)
PATH Contact.
B. HMIS
- Each PATH site will enter all PATH data from ODMHSAS PATH Face Sheets, into their local Homeless Management
Information System (HMIS).
C. Quarterly Report
- Each PATH site will submit a completed Oklahoma PATH Quarterly Report utilizing HMIS system report(s). Each PATH
site will submit any additional information requested by ODMHSAS. Quarters and due dates will be as
follows:
| First Quarter: July, August, September |
Due Date: October |
| 10th Second Quarter: October, November, December |
Due Date: January |
| 10th Third Quarter: January, February, March |
April 10th |
| Fourth Quarter: April, May, June |
July 10th |
D. Technical Assistance Meetings
- Technical Assistance will be offered on an as needed basis. Technical Assistance can be requested by the PATH
provider if a need is determined. In addition, Quarterly Reports will be reviewed each quarter by the ODMHSAS PATH Contact and
Technical Assistance may be scheduled to help address any identified challenges. Technical Assistance may also be provided in
response to challenges identified during the annual site visit. Technical Assistance can be provided for an individual site or
combined with another site if the same need exists.
E. Annual Report
- Each PATH site will submit a complete Annual Report per (CMHS) guidelines. This process will be facilitated by the
ODMHSAS PATH Contact (Annual Report will be completed with data collected in the Quarterly Reports, program financial information
and staffing).
F. Annual Site Visit
- The ODMHSAS PATH Contact will conduct a one-day site visit for all PATH sites. A site visit will
consist of the following:
- • Interview with all PATH funded staff, their supervisor and the PATH Director;
- • Interview with two (2) individuals receiving PATH services;
- • Review three (3) path case records;
- • Review documentation for any PATH cases open more than 12 months;
- • Review process for collecting PATH data that populates quarterly/annual reports; and
- • Review financial records/process for billing PATH services, and for tracking and supporting
state match requirements.
G. PATH GPRA Measures
- The Government Performance and Results Act (GRPA), enacted in 1993, requires federal agencies to establish standards
measuring their performance and effectiveness. Below are the PATH GRPA Measures. It is recommended that each PATH site strive to
achieve the Oklahoma PATH Targets listed for each measure.
- • Increase the number of homeless persons contacted
- This measure captures the number of homeless persons contacted by PATH providers. Persistent and consistent outreach
and the introduction of services at the client’s pace are important steps to engaging homeless persons with serious
mental illness (SMI) and to beginning the process of linking them to housing, mental health, substance abuse, case management
and other supportive services.
- Calculation: Persons served by federal PATH funds
- Federal PATH Target: 160,000 (nationally)
- Oklahoma PATH Target – 600 (Each PATH provider should target to achieve or exceed the # of persons
projected in their Intended Use Plan.)
- • Increase the percentage of homeless persons with SMI who become enrolled in
services (annual and long-term)
- This measure is an indicator of the rate of enrollment for PATH-eligible individuals.
PATH enrollment is defined as:
- • The individual is determined to be “PATH-eligible,” (i.e., experiencing Severe Mental Illness and homelessness
or imminent risk of homelessness)
- • The PATH worker established engagement with the individual (the individual has agreed to work towards a
goal with the PATH worker),
- • The PATH worker opened an individual file that contains:
- • Demographic information,
- • Documentation of PATH eligibility,
- • Mutual agreement for the provision of services, and
- • Services provided.
- Calculation: Number of outreach contacts who become enrolled in PATH divided by Persons served by federal PATH
funds outreach minus Number of outreach client not enrolled because ineligible
- Federal PATH Target – 55%
- Oklahoma PATH Target– 55%
- • Increase the percentage of enrolled homeless persons who receive community
mental health services
- Calculation: Number of persons enrolled in community mental health services divided by Persons served by
federal PATH funds – enrolled clients.
- Federal PATH Target – 47%
- Oklahoma PATH Target- 75%
- • Maintain average Federal cost of enrolling a homeless person with SMI
in services
- Calculation: Federal PATH appropriation divided by persons served by PATH
funds – enrolled PATH clients.
- Federal PATH Target - $668
- Oklahoma PATH Target - $668 (Each PATH provider should strive to increase the number of individuals enrolled
in PATH beyond the number projected in their Intended Use Plan to work toward this target.)
H. Annual PATH Meeting
- All PATH funded staff will attend one yearly PATH Meeting. The location of this meeting will be rotated among each
PATH site. The purpose of the meeting will be to share information, provide updates and review of the implementation of PATH
services, and to provide a networking opportunity for Oklahoma PATH providers.
I. Prior Authorization/Billing
- The Procedure Code Group (DH520) is to be used by agencies with an ODMHSAS contract for PATH, for the provision
of designated services for all individuals served under the Federal PATH grant. It is a one-time 6-month authorization that
is requested in addition to a standard outpatient authorization, to accommodate the more intensive service need during the
first 6 months of the transitional 9-month PATH program. This is an instant authorization that will be created upon
completion of a 23, 40, or 42 CDC with a service focus of 25 (PATH) and outpatient level of care. This request is totally
separate from the standard outpatient PA request, and has a separate dollar cap. Valid CAR Scores are required, but they do
not need to support a particular level to access the PATH PA.
- When billing for services eligible under the PATH specific PA (DH520), you will use the PATH specific billing codes
that are located in the ODMHSAS Services Manual. When billing for PATH under the standard outpatient PA you will just bill the
regular outpatient codes (not the PATH specific codes). For a list of the services that can be billed under the PATH specific PA,
go to www.odmhsas.org/arc.htm click on Billing Information and then PA Group Spreadsheet.
On the summary tab, you will find the DH520 at the bottom of the page - just click on the word PATH.
- ODMHSAS Protocol for Use of Discharge Planning Housing Subsidy Funds
The goal of Discharge Planning Housing Subsidy Funds is to assist very low-income individuals (age 18 and older)
with mental illness or co-occurring mental illness and substance abuse disorders who are discharging from psychiatric inpatient care,
Department of Corrections, or aging out of the foster care system, with accessing and maintaining decent, safe, sanitary, and
affordable housing. To facilitate access to such housing, Program funds will be used to assist eligible applicants with housing
costs such as rent, utility costs, rent deposits and utility deposits. The amount and type of assistance will be determined based
on individual income level, and identified need. The housing subsidy will be tenant based, as it will be provided based on the
housing selected by the program participant.
- Eligible Applicants - Individuals (age 18 and older) with mental illness or co-occurring mental illness and substance
abuse disorders who are discharging from psychiatric inpatient care, Department of Corrections, or aging out of the foster care
system. Individuals must be either homeless or at risk of becoming homeless if rental assistance is not received. Individuals
should meet requirements for very low income and have a gross annual income at or below $16,500, however, incomes above $16,500
can be considered on a case by case basis.
- Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay
for rent and utilities is $574 per month, which is based on the Fair Market Rent amount for a 1-bedroom. Assistance is not
restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $574, however,
it is recommended that referring agencies assist participants in locating housing for which costs do not exceed the $574 maximum
(and all bills paid units when possible) to help assure affordability and success for all program participants.
- Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income
will be calculated as follows:
- First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- The goal of the Housing Subsidy Funds is to assist participants with transition to self-sufficiency between 9 to 12
months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case
by case basis.
- It is expected that the all participants and outpatient services agencies will work actively together toward employment
or SSI/SSDI income, as well as on other recovery focused goals/objectives, as this is a time limited program.
- Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to program
participants but may not exceed a total of $574.
- Referring Agencies - Referring agencies will need to complete and submit (with all required information)
the Discharge Planning Housing Subsidy Referral Form (Part 1 & Part 2) to the contracted Gatekeeping agency.
- Part 1 of the Referral form must be completed by the discharging psychiatric hospital, discharging Department of
Corrections facility, or the Department of Human Services for children aging out of the foster care system, and must be
completed and submitted prior to discharge. The Gatekeeping agency will contact the referring agency and notify if applicant
is approved to move forward with arranging for housing. Part 2 of the Referral form can either be complete by the discharging
agency and the applicant, or the discharging agency may arrange for the outpatient services agency and the applicant to
complete Part 2 of the referral. Part 2 of the referral must be received by the Gatekeeping agency within 30 days of the
Projected Discharge Date listed on Part 1 of the referral. If Part 2 of the referral is not received during that period,
Part 1 of the referral will be determined null and void, and the participant will no longer be eligible to participate in the
subsidy program. If discharge date is going to be different than what is listed on Part 1, it is the responsibility of the
referring agency to notify the Gatekeeping agency.
GATEKEEPING AGENCY REPSPONSIBILITIES
- Project Referral Review and Approval
- • Will review all Referral forms for completeness, and if not complete will return to referral
agencies to be completed.
- • Will review all Referral forms to ensure that persons referred meet
criteria for assistance:
- • The information on the referral form reflects that applicant is age 18 or older.
- • The information on the referral form reflects that applicant has a mental illness or co-occurring mental
illness and substance abuse disorder.
- • The information on the referral form reflects that applicant has either been discharged from psychiatric inpatient
care, Department of Corrections, or has aged out of foster care (as indicated by the check boxes on the form and the referral
agency name and signature on Part 1 of the form- the agency name and signature must be from a correctional facility, a psychiatric
inpatient care facility, or from DHS for persons aging out of foster care).
- • The information on the referral form reflects that applicant is either homeless or at
risk of becoming homeless.
- • The information on the referral form reflects that applicant meet requirements for very low income as evidenced
by a gross annual income at or below $16,500. (or approval has been acquired by ODMHSAS for
an income above $16,500.).
- • If information provided on the referral form reflects that applicant does not meet criteria for assistance, will
notify both the applicant and the referring agency.
- • If information provided on the referral form reflects that applicant meets the criteria for assistance, will notify
the applicant of approval and will make the needed one-time payments for rent and utility deposits (not to exceed a total of $574.
for all deposits) and the first month of rent (not to exceed $574). For the first six months of assistance, subsidy recipients will
pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental
assistance (up to the $574 maximum), and for the last six months of assistance recipients will pay 30% of their gross monthly income
toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance
(up to the $574 maximum).
Additional Months of Rental Assistance
- • Will ensure that a copy of the signed lease agreement between tenant and landlord, for the property identified
in the Referral form, is received prior to making any additional rental or utility payments.
- • If lease agreement has not been received, will follow-up with the applicant to
acquire the lease.
- • Will review utility bills that are faxed and mailed in by the subsidy recipient and will pay up to the
total amount allowed for utility assistance ($574 – Rent subsidy amount).
- • For subsidy recipients who have an amount allowed for utility assistance, will send out a monthly statement
to the recipient reflecting the type and amount of utilities paid during the previous month.
- • Will process any verbal or written requests by subsidy recipients to
terminate assistance.
- • Will make follow-up contact with subsidy recipients at 5 months (since first receiving subsidy) to confirm
continued residence at the location for which subsidy is being received, to confirm phone/contact number, to assess current
income and recalculate subsidy accordingly (to begin the 7th month). If recipient cannot be reached, will make a follow-up
contact with the designated service provider for which a release has been obtained. If unable to confirm continued residence
at the location for which subsidy is being received, the subsidy recipient will be notified that unless confirmation is
received subsidy payments will be terminated after a period of 30 days.
Activity Reports
- A report reflecting project activity should be submitted twice a year to ODMHSAS 2000 North Classen Blvd, Suite E600
Attn: Tammie Vail – STARS Division. The report should be submitted by the 15th of the month following the months of December
and June and must include a year to date account of the following information for the contract year: 1.) Information on approvals
and denials including the referring agency, their referral category (corrections, psychiatric hospital, aging out of foster care),
the number of referrals that were both approved and denied, if denied- the reason for denial, and for approvals- the average
processing time; 2.) Information on the people served including the referring agency, city placed, # or people served.
Monthly Billing / Documentation
- Documentation shall be sent to: contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Discharge Planning Housing Subsidy Invoice
and a Discharge Planning Housing Subsidy Categories of Expenditure spreadsheet.
- Up to 4% of total contract allocation can be billed for administration costs. These monthly costs are to be billed
as 1/12th of the total administrative amount and should be reflected as such on the Invoice.
- ODMHSAS Protocol for Use of Housing Flexible Funds
Flexible funds should never be disbursed as cash to consumers. Funds must be disbursed as direct reimbursement
for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources
of funding have been exhausted. This document outlines allowable expenses for Housing Flexible Funds.
- Housing Flexible Funds are to be used to support community integration of persons receiving direct services;
with emphasis on assisting with accessing and maintaining safe and affordable permanent housing
in the community.
- Allowable Services
- • Rent Deposits – Deposits paid to the landlord/leasing company required
before/upon moving.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas; electric. May not be used for
phone, cable/satellite TV or similar deposits.
- • Rent – Monthly rental expenses. Designed to be temporary in nature. Case manager should assist the
consumer in finding alternative financial resources such as work, disability payments, etc.
as soon as possible.
- • Utilities – Monthly utility payments such as: water/sewer/garbage; gas, electric. May not be used
for phone, cable/satellite TV or similar payments. Designed to be temporary in nature. Case manager should assist the consumer
in finding alternative financial resources such as work, disability payments, etc., as
soon as possible.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by
lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door
locks, and insect fumigation are also permitted.
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to
be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the consumer until such time as
other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products
are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other
Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex
funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months
unless there is documentation that the appliance is no longer working.)
- • Moving Expenses – Expenses related to moving a consumer’s belongings
to permanent housing.
Monthly Billing / Documentation
- Documentation shall be sent to: Suzanne.williams@odmhsas.org and contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Housing Flex Funds Invoice and a
Categories of Expenditure spreadsheet.
- ODMHSAS Transition Youth Housing Subsidy Protocol
- ODMHSAS Emergency Youth Shelter Subsidy Protocol
Eligible Applicants - Individuals (ages 15 - 25) who have a mental illness or co- occurring mental illness and
substance use for who need immediate emergency placement for shelter. Priority placement is given to youth who meet the RHY
definition under the Family and Youth Services Bureau Administration for Children and Families and be 17 years and younger.
Please contact ODMHSAS staff when requesting eligibility for youth 14 and under.
- Emergency Shelter - The maximum reimbursement per transition youth or RHY is 31 consecutive days at a rate of $35/day.
For duplicated youth stays or extensions, please request a waiver through ODMHSAS staff.
- Host Home Stipend Provision - The stipend reimbursement rate is $250/month per placement per host home family.
Host Home is to assist recipients temporarily with transition to self-sufficiency between 3 to 6 months. Based on individual needs,
the provision of subsidy beyond 6 months will be considered on a case by case basis. It is expected that the all subsidy recipients,
Contract staff, and ODMHSAS staff will work actively together toward long term housing solutions, employment or SSI/SSDI income,
toward obtaining Section 8 stipends or any other objective that results in the youth no longer
experiencing homelessness.
- Host Homes must be complete: Host Family Application, background check and supporting documentation; Signed proof of
Host Family’s successful completion of Host Family Credentialing Training; Signed Mutual Subsidy Recipient Agreement
(If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign), and A release of information
authorizing communication between Contractor, Host Family, and the ODMHSAS, regarding the Host’s receipt of subsidy funds and
work towards goals of self-sufficiency .
- The goal of the emergency youth housing subsidy is to provide emergency placement for runaway and homeless youth
while assisting with accessing and maintaining decent, safe, sanitary and affordable housing. The Contractor must submit an
approved monthly report with invoice to ODMHSAS staff.
- For purposes of this program, ODMHSAS staff is the ODMHSAS Project Manager for Runaway and
Homeless Youth Programs.
- ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing Programs
Residential Care
- Residential Care Fixed Rate Services
- Residential Care
This Contractor shall furnish the necessary resources to provide services in accordance with applicable
program requirements described in OAC 450:16. Contractor shall:
- • Only be reimbursed for residents who:
- • Have a serious mental illness as defined by ODMHSAS; and
- • Are in need of supportive assistance (to be defined in measurable terms based on
Department of Health definition).
- • Abide by requirements that evaluations are the responsibility of the referring entity or the
individual’s outpatient treatment provider. All evaluations to determine if an individual has a serious mental illness
and is in need of supportive assistance shall be conducted by:
- • A state hospital social worker;
- • A community mental health center (CMHC) Department-certified case manager; or
- • A "Licensed Mental Health Professional" as defined by Title 43A.
- • Provide supportive assistance services, available on a 24-hour basis, to all such qualifying
residents on a group or individual basis as necessary.
- • Provide to ODMHSAS clients, in addition to any services rendered by
other providers:
- • Physical exercise at least three days per week, twenty (20) minutes per day,
for each mental health resident;
- • Daily living skills training including, but not limited to, housekeeping, hygiene, shopping, money management,
meal planning and preparation -- at least five days per week, thirty (30) minutes per day, for each mental
health resident;
- • Recreation/socialization activities a minimum of three (3) times per week, excluding exercise and
activities of daily living, on separate days, totaling three (3) hours or more per week;
- • Regular feedback to the resident's assigned case manager;
- • Information, referral, and guidance;
- • Promotion of family contacts;
- • Assistance in securing Social Security or other benefits;
- • Assistance with the mental health resident's personal emergencies; and
- • Linkage with community resources.
- • Ensure the medical needs of clients are met and maintained in accordance with the appropriate mental health and
other standards of care and treatment. This shall include, but is not limited to documenting reasonable steps to ensure client
medications are not allowed to become depleted or be discontinued without a physician’s written order in the client’s file prior to
the depletion or discontinuation. Clients who refuse three (3) doses of medication in a two (2) day time period shall be immediately
referred to the prescribing physician for intervention. Contractor shall document, in the client’s medication administration record,
the date of refusal, the reasons given for refusal, intervention steps taken by facility to insure compliance with medication
administration, and in what manner the client was fully informed of the consequences for refusing medication. Refusal to attend
scheduled appointments with his or her physician, or for mental health treatment, shall be handled in the same manner (monitoring
and documentation requirements) for refusing medication. Contractor shall document, in the client's records, all steps taken when
seeking medical treatment for client illnesses and medical emergencies. Contractor shall make every effort, and document in the
client's files all steps taken to ensure the client is in the facility at the time medications are distributed or that the client
was provided the medication prior to leaving the facility.
- • Not, and any of its employees shall not, administer the funds of a client without the written, voluntary,
and informed consent of the client. Contractor shall maintain accurate accounting records regarding the client's funds and
such funds shall be maintained separately from those of contractor and shall not be commingled with any other funds.
The accounting system utilized for the maintenance of client funds shall be one generally accepted in accounting practice.
Contractor shall surrender all such records available to the ODMHSAS or its representatives upon
written request.
- • Not employ any ODMHSAS client, with or without compensation, in any business owned or operated by the Contractor,
unless said employment is part of, and documented in, the resident's treatment plan, completed by the CMHC or other mental health
treatment provider from which the resident receives services.
- • Publish, post, and provide clients with a schedule of rental rates charged by the residential care facility prior to
the execution of a rental agreement. Upon expiration of the client's initial rental agreement, the client's rent shall not be
increased without a thirty (30) day written notice to the client. Inasmuch there is no conflict with 63 O.S. §1-1921, and with
respect to clients certified for residential care reimbursement, Contractor shall comply with the provisions of the Oklahoma
Landlord-Tenant Act set forth in 41 O.S. §101 et seq. The rent paid by a client shall not be automatically increased based on
an increase in client's income. In no event shall rent exceed the fair market value of said services. Further, rental contracts
may not be executed by the Contractor administrator, agent, or employee thereof on behalf
of the resident.
- • Make every reasonable effort to know the whereabouts of each ODMHSAS client at any given time during the day or night.
Written documentation of these efforts shall be maintained by Contractor.
- • Develop an individual record for each ODMHSAS client in residence at Contractor's facility.
In addition to requirements of OAC 450: 16-19-1, this record shall include, but not be limited to, referral form, and any
other documentation received concerning the mental health resident.
- • Conspicuously post a monthly calendar of scheduled activities within the first five (5) days of each month.
The calendar(s) shall be filed at the end of each month and the record of calendars shall be maintained for a minimum of the
term of this contract.
- • Participate in development of residents' CMHC individual treatment plan as
requested by the CMHC.
- • Designate a service activities director who shall be responsible for providing, arranging,
and supervising the services which shall be provided in accordance with this contract.
- • Transfer or discharge of Department clients from Contractor’s facility(s) to another facility shall
conform to the following guidelines:
- • Contractor shall obtain the approval of the client or client’s legal guardian, if applicable, prior to
transfer/discharge from the facility; no movement or relocation of any mental health client shall be conducted without the
approval of the client or client’s legal guardian;
- • Contractor shall notify the client’s family prior to transfer/discharge if the family is involved in the
client’s care;
- • Contractor shall consult with the client’s current outpatient treatment provider prior to
transfer/discharge;
- • Contractor shall provide or arrange referral to a Department contracted or operated CMHC in the area where
the client will be residing, or to an alternate treatment provider if the client so directs;
- • Documentation of proper procedure and consultation (as required above) shall be recorded on a form to be
prescribed by the Department; and
- • Failure to follow procedures as outlined above shall be deemed a violation of this contract and may constitute
grounds for immediate action by the Department, up to and including termination of said contract.
- • Timely notify, by telephonic means and in writing, the designated staff member of the ODMHSAS,
the Oklahoma State Department of Health, the client's case manager, and the applicable state hospital if any mental health
client is AWOL for twenty-four (24) hours or more from a residential program operated by Contractor.
- • Allow ODMHSAS or employees of a designated CMHC into its facility for the purpose of providing services to
clients who are in need of mental health services and who desire services from the CMHC.
- • Provide unhindered access to, and shall fully cooperate with, the assigned CMHC in the conduct of any on
site visits to Contractor's facilities. Contractor shall receive copies of all reports made as a result of on site visits by
CMHC staff.
- • Make available to all health and mental health providers any and all benefit cards and documentation thereof for
third party payers (such as private insurers, Medicare, VA, and monthly Medicaid cards) for all
mental health residents.
- Residential Care - Enhanced
This Contractor shall furnish the necessary resources to provide services in accordance with applicable
program requirements described in OAC 450:16. Contractor shall
- • Define mental health residents as only those full time residents of Contractor’s facility who are authorized by
the designated community mental health center (CMHC) or state hospital as persons in need of Enhanced Residential Care.
Authorization of need for Enhanced Residential Care shall require demonstration of a Serious Mental Illness and a documented
need (by a CMHC and/or State Hospital) for supportive assistance.
- • Abide by the ODMHSAS selection of clients to be served and direct the length of
their stay.
- • Provide transportation for clients to programs within the area to include, but not be limited to: client court
hearings; client activities as requested by the CMHC; other activities, events and/or services as needed.
Transportation shall be defined as a vehicle, or a vehicle and a driver.
- • Provide cable TV for televisions in the lounge areas.
- • Provide miscellaneous sundry supplies for housekeeping, social services, laundry,
and minor medical needs.
- • Pay the retainer for a physician and dietician to provide services for clients. Physicians shall be
reimbursed for services by the client, Medicaid, or other third-party payor. Physician services shall not be reimbursed by
the ODMHSAS.
- • Provide supportive assistance services, available on a 24-hour basis, to all mental health residents on a
group or individual basis as necessary.
- • Provide enhanced residential care and supervision to clients in need of the increased structure and supervision
offered by this facility in order to maintain themselves in the community during periods of exacerbation of their illness, or
unexpected disruption of existing living arrangements.
- • Provide physical exercise three (3) days per week for at least twenty (20) minutes for
each mental health resident;
- • Provide daily living skills training - including housekeeping, shopping, money management, five days per week for
at least thirty (30) minutes for each mental health resident;
- • Provide regular feedback to the resident's assigned case manager;
- • Provide information, referral, and guidance;
- • Provide promotion of family contacts;
- • Assist in securing Social Service benefits; and
- • Assist with the mental health resident's personal emergencies; and linkage with
community resources.
- • Ensure the medical needs of clients are met and maintained in accordance with the appropriate mental health and
other standards of care and treatment. This shall include, but is not limited to documenting reasonable steps to ensure client
medications are not allowed to become depleted or be discontinued without a physician's written order in client's file prior to the
depletion or discontinuation. Clients who refuse three (3) doses of medication in a two (2) day time period shall be immediately
referred to the prescribing physician for intervention. Contractor shall document, in the client's medication administration record,
the date of refusal, the reasons given for refusal, intervention steps taken by facility to insure compliance with medication
administration and in what manner the client was fully informed of the consequences for refusing medication. Refusal to attend
scheduled appointments with his or her physician, or for mental health treatment, shall be handled in the same manner (monitoring
and documentation requirements) for refusing medication. Contractor shall document, in the client's records, all steps taken when
seeking medical treatment for client illnesses and medical emergencies. Contractor shall make every effort, and document in the
client's files all steps taken to ensure the client is in the facility at the time medications are distributed or that client was
provided the medication prior to leaving the facility.
- • Shall not, and any of its employees shall not, administer the funds of a client without the written, voluntary,
and informed consent of the client. The Contractor shall maintain accurate accounting records regarding the client's funds and
such funds shall be maintained separately from those of contractor and shall not be commingled with any other funds. The
accounting system utilized for the maintenance of client funds shall be one generally accepted in accounting practice.
Contractor shall surrender all such records available to the Department or its representatives upon
written request.
- • Not employ any mental health resident, with or without compensation, in any business owned or operated by the
Contractor, unless said employment is part of, and documented in, the resident's treatment plan, completed by the CMHC or other
mental health treatment provider from which the resident receives services.
- • Publish, post, and provide clients with a schedule of rental rates charged by the residential care facility prior to
the execution of a rental agreement. Upon expiration of the client's initial rental agreement, the client's rent shall not be
increased without a thirty (30) day written notice to the client. Inasmuch there is no conflict with 63 O.S., §1-1921, and with
respect to clients certified for residential care reimbursement, Contractor shall comply with the provisions of the Oklahoma
Landlord-Tenant Act set forth in 41 O.S. §101 et seq. The rent paid by a client shall not be automatically increased based upon
an increase in client's income. In no event shall rent exceed the fair market value of said services. Further, rental contracts
may not be executed by the administrator, agent or employee thereof on behalf of the resident.
- • Make every reasonable effort to know the whereabouts of each certified client at any given time during the day
or night. Written documentation of these efforts shall be maintained by Contractor.
- • Develop an individual record for each mental health client in residence at Contractor's facility. The individual
record shall include, but not be limited to: the client's activities participation, documentation of supportive services,
information services reporting sheets, state hospital referral form, and any other documentation received concerning the mental
health resident.
- • Conspicuously post a monthly calendar of scheduled activities within the first five (5) days of each month.
The calendar(s) shall be filed at the end of each month and the record of calendars shall be maintained for a minimum of the
term of this contract.
- • Ensure operator/manager or his/her designee attend ODMHSAS information service training on a yearly basis and
other training as required by ODMHSAS.
- • The following definition of training shall apply:
- • 503 Training - defined as a structured, formal process by which information is delivered to or received by
staff for orientation purposes, enhancement of long term care procedures, ongoing in-service or accreditation for
professional/contractual requirements.
- • Ensure staff participate in development of residents' CMHC Individual Treatment Plan as
requested by the CMHC.
- • Provide at minimum the following staff positions:
- • A service activities director who shall be responsible for providing, arranging, and supervising the
services which shall be provided in accordance with this contract;
- • A salaried administrator;
- • A salaried registered nurse to monitor medication, accept physician’s orders, and assist the residential
care facility's staff and the local CMHC;
- • Four (4) attendants on the 8:00 a.m. to 4:00 p.m. shift, one of which shall be a certified
medication attendant;
- • Three (3) attendants on the 4:00 p.m. to midnight shift, one of which shall be a
certified medication attendant;
- • Two (2) attendants on the midnight to 8:00 a.m. shift, one of which shall be a
certified medication attendant; and
- • Security and transport officer on call to provide security services and transportation for non-violent
Emergency Detentions and voluntary hospitalizations.
- • Ensure that no movement or relocation of any mental health client shall be conducted without prior consultation
and approval by the CMHC. If a client is moved or relocated without prior consultation and approval, it shall be deemed a
violation of this contract and grounds for immediate suspension, reduction, or termination.
- • Timely notify, by telephonic means and in writing, the Department's Patient Advocate General, the Oklahoma State
Department of Health, the client's case manager, and the applicable state hospital if any mental health client is AWOL for
twenty-four (24) hours or more from a residential program operated by Contractor.
- • Provide unhindered access to, and shall fully cooperate with, the assigned CMHC in the conduct of any onsite
visits or provision of services in Contractor's facilities. Contractor shall receive copies of all reports made as a result of
on site visits by CMHC staff.
- • Provide unhindered access to, and shall fully cooperate with, all ODMHSAS personnel in the conduct of
their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct of its
oversight responsibilities of this contract and the Contractor's compliance with the terms of this contract as well as the
Standards and Criteria governing residential care facilities.
- • Make available to all health and mental health providers any and all benefit cards and documentation thereof for
third party payers (such as private insurers, Medicare, VA, and monthly Medicaid cards) for
all mental health residents.
- Residential Care - Extended Transition
- This contract is to provide the necessary services to assist residents with mental illness and co-occurring mental illness and substance use disorders with successfully transitioning from Residential Care to permanent housing in the community. Contractor shall assist residents interested in permanent housing in the community with exploring and arranging for the resources and supports necessary for long term success. Services shall include Residential Care Transition Services.
- Services to assist people with mental illness or co-occurring disorders who request assistance with transition from a residential care home into community based permanent housing and require a longer period of transition support. The term of transition assistance for each program participant is 120 days. If necessary, for consumer success, an extended period of assistance may be requested from ODMHSAS. Service recipients choose the community and type of housing they live in, and they hold their own lease. The following services shall be offered or arranged for: assistance with locating housing; transportation to Doctor/treatment and grocery store; opportunities for socialization including evening and weekend opportunities; assistance with housing related deposits; and assistance with independent living skills (ex: budgeting, planning of meals, 63 housekeeping skills, etc.). In addition, 24-hour access to support will be provided, with at least 1 face to face contact provided per week. And linkage to community supports will be provided (ex: outpatient mental health services, natural supports, etc.) to ensure long term housing success. Up to 10 of the 120 transition days can be billed while the service recipient is residing in a Residential Care home (to allow time to find and arrange for permanent housing). Service recipients cannot be charged for this service.
- Residential Care - Recovery Home
This Contractor shall furnish the necessary resources to provide services in accordance with applicable program
requirements described in OAC 450:16, and shall meet ODMHSAS requirements for Recovery Home Designation. Contractor shall:
- • Only be reimbursed for residents who:
- • Have a serious mental illness as defined by ODMHSAS; and
- • Are in need of supportive assistance (to be defined in measurable terms based on
Department of Health definition).
- • Abide by requirements that evaluations are the responsibility of the referring entity or the individual’s
outpatient treatment provider. All evaluations to determine if an individual has a serious mental illness and is in need of
supportive assistance shall be conducted by:
- • A state hospital social worker;
- • A community mental health center (CMHC) Department-certified case manager; or
- • A "Licensed Mental Health Professional" as defined by Title 43A.
- • Provide supportive assistance services, available on a 24-hour basis, to all such qualifying residents on a
group or individual basis as necessary.
- • Provide to ODMHSAS clients, in addition to any services rendered by other providers:
- • Physical exercise at least three days per week, twenty (20) minutes per day, for each
mental health resident;
- • Daily living skills training including, but not limited to, housekeeping, hygiene, shopping, money management,
meal planning and preparation -- at least five days per week, thirty (30) minutes per day, for each
mental health resident;
- • Recreation/socialization activities a minimum of three (3) times per week, excluding exercise and activities of
daily living, on separate days, totaling three (3) hours or more per week;
- • Regular feedback to the resident's assigned case manager;
- • Information, referral, and guidance;
- • Promotion of family contacts;
- • Assistance in securing Social Security or other benefits;
- • Assistance with the mental health resident's personal emergencies; and
- • Linkage with community resources.
- • Ensure the medical needs of clients are met and maintained in accordance with the appropriate mental health
and other standards of care and treatment. This shall include, but is not limited to documenting reasonable steps to ensure
client medications are not allowed to become depleted or be discontinued without a physician’s written order in the client’s
file prior to the depletion or discontinuation. Clients who refuse three (3) doses of medication in a two (2) day time period shall
be immediately referred to the prescribing physician for intervention. Contractor shall document, in the client’s medication
administration record, the date of refusal, the reasons given for refusal, intervention steps taken by facility to insure
compliance with medication administration, and in what manner the client was fully informed of the consequences for refusing
medication. Refusal to attend scheduled appointments with his or her physician, or for mental health treatment, shall be handled
in the same manner (monitoring and documentation requirements) for refusing medication. Contractor shall document, in the
client's records, all steps taken when seeking medical treatment for client illnesses and medical emergencies. Contractor shall
make every effort, and document in the client's files all steps taken to ensure the client is in the facility at the time
medications are distributed or that the client was provided the medication prior to
leaving the facility.
- • Not, and any of its employees shall not, administer the funds of a client without the written, voluntary,
and informed consent of the client. Contractor shall maintain accurate accounting records regarding the client's funds and
such funds shall be maintained separately from those of contractor and shall not be commingled with any other funds.
The accounting system utilized for the maintenance of client funds shall be one generally accepted in accounting practice.
Contractor shall surrender all such records available to the ODMHSAS or its representatives upon
written request.
- • Not employ any ODMHSAS client, with or without compensation, in any business owned or operated by the Contractor,
unless said employment is part of, and documented in, the resident's treatment plan, completed by the CMHC or other mental
health treatment provider from which the resident receives services.
- • Publish, post, and provide clients with a schedule of rental rates charged by the residential care facility prior
to the execution of a rental agreement. Upon expiration of the client's initial rental agreement, the client's rent shall not be
increased without a thirty (30) day written notice to the client. Inasmuch there is no conflict with 63 O.S. §1-1921, and with
respect to clients certified for residential care reimbursement, Contractor shall comply with the provisions of the Oklahoma
Landlord-Tenant Act set forth in 41 O.S. §101 et seq. The rent paid by a client shall not be automatically increased based on
an increase in client's income. In no event shall rent exceed the fair market value of said services. Further, rental contracts
may not be executed by the Contractor administrator, agent, or employee thereof on behalf
of the resident.
- • Make every reasonable effort to know the whereabouts of each ODMHSAS client at any given time during the day or night.
Written documentation of these efforts shall be maintained by Contractor.
- • Develop an individual record for each ODMHSAS client in residence at Contractor's facility. In addition to
requirements of OAC 450: 16-19-1, this record shall include, but not be limited to, referral form, and any other documentation
received concerning the mental health resident.
- • Conspicuously post a monthly calendar of scheduled activities within the first five (5) days of each month.
The calendar(s) shall be filed at the end of each month and the record of calendars shall be maintained for a minimum of the
term of this contract.
- • Participate in development of residents' CMHC individual treatment plan as requested
by the CMHC.
- • Designate a service activities director who shall be responsible for providing, arranging, and supervising
the services which shall be provided in accordance with this contract.
- • Transfer or discharge of Department clients from Contractor’s facility(s) to another facility shall
conform to the following guidelines:
- • Contractor shall obtain the approval of the client or client’s legal guardian, if applicable, prior to
transfer/discharge from the facility; no movement or relocation of any mental health client shall be conducted without the
approval of the client or client’s legal guardian;
- • Contractor shall notify the client’s family prior to transfer/discharge if the family is involved in
the client’s care;
- • Contractor shall consult with the client’s current outpatient treatment provider prior to
transfer/discharge;
- • Contractor shall provide or arrange referral to a Department contracted or operated CMHC in the area where the
client will be residing, or to an alternate treatment provider if the client so directs;
- • Documentation of proper procedure and consultation (as required above) shall be recorded on a form to be
prescribed by the Department; and
- • Failure to follow procedures as outlined above shall be deemed a violation of this contract and may constitute
grounds for immediate action by the Department, up to and including termination of said contract.
- • Timely notify, by telephonic means and in writing, the designated staff member of the ODMHSAS, the Oklahoma
State Department of Health, the client's case manager, and the applicable state hospital if any mental health client is AWOL
for twenty-four (24) hours or more from a residential program operated by Contractor.
- • Allow ODMHSAS or employees of a designated CMHC into its facility for the purpose of providing services to
clients who are in need of mental health services and who desire services from the CMHC.
- • Provide unhindered access to, and shall fully cooperate with, the assigned CMHC in the conduct of any on site
visits to Contractor's facilities. Contractor shall receive copies of all reports made as a result of on-site visits
by CMHC staff.
- • Make available to all health and mental health providers any and all benefit cards and documentation thereof for
third party payers (such as private insurers, Medicare, VA, and monthly Medicaid cards) for all
mental health residents.
- Residential Care - Transition
- This contract is to provide the necessary services to assist residents with mental illness or co-occurring mental illness and substance use disorders with successfully transitioning from Residential Care to permanent housing in the community. Contractor shall assist residents interested in permanent housing in the community with exploring and arranging for the resources and supports necessary for long term success. Services shall include Residential Care Transition Services.
- Services to assist people with mental illness or co-occurring disorders who request assistance with transition from a residential care home into community based permanent housing. Service recipients choose the community and type of housing they live in, and they hold their own lease. The landlord may be a Residential Care facility. The following services shall be offered or arranged for: assistance with locating housing; transportation to Doctor/treatment and grocery store; opportunities for socialization including evening and weekend opportunities; assistance with housing related deposits; and assistance with independent living skills (ex: budgeting, planning of meals, housekeeping skills, etc.). In addition, 24-hour access to support will be provided, with at least 1 face to face contact provided per week. And linkage to community supports will be provided (ex: outpatient mental health services, natural supports, etc.) to ensure long term housing success. This service can be provided a maximum of 90 days per person. Up to 10 of those days can be billed while the service recipient is residing in a Residential Care home (to allow time to find and arrange for permanent housing). Service recipients cannot be charged for this service.
Suicide Prevention Services
- Suicide Prevention Government/Professional/Sole Source Services
- Suicide Prevention – 24/7 Telephonic and/or Online Crisis Intervention & Follow Up Services
Contractor shall:
- • Be a National Suicide Prevention Lifeline Network member center in good standing, meeting all requirements for technology, practices, protocol and certification/accreditation.
- • Maintain the capacity to provide 24/7 crisis intervention services to Oklahomans within their service area via telephone,
text and/or online chat.
- • Maintain the capacity to answer at least 90 percent of all calls within 90 seconds.
- • Train and maintain dedicated call center staff to identify, receive and respond to calls, text and online chat 24/7.
- • Provide follow-up services for individuals referred and/or being treated for suicidality in behavioral
health and hospital settings, making the first contact within 24 hours of referral.
- • Provide monthly reports and NSPL data to ODMHSAS utilizing the Prevention Reporting System.
- • Participate in ODMHSAS Crisis Call Center quality assurance evaluation activities.
- • Participate in 988 grant planning and support development of 988 reports and data collection requirements.
- • Attend 988 Implementation Coalition Meetings and participate in technical assistance webinars.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- Suicide Prevention – 24/7 Telephonic and/or Online Crisis Intervention & Follow Up Services - Revised
Contractor shall:
- • Be a National Suicide Prevention Lifeline Network member center in good standing, meeting all requirements for technology, practices, protocol and certification/accreditation.
- • Maintain the capacity to provide 24/7 crisis intervention services to Oklahomans within their service area via telephone,
text and/or online chat.
- • Maintain the capacity to answer at least 90 percent of all calls within 90 seconds.
- • Train and maintain dedicated call center staff to identify, receive and respond to calls, text and online chat 24/7.
- • Provide follow-up services for individuals referred and/or being treated for suicidality in behavioral
health and hospital settings, making the first contact within 24 hours of referral.
- • Provide monthly reports and NSPL data to ODMHSAS utilizing the Prevention Reporting System.
- • Participate in ODMHSAS Crisis Call Center quality assurance evaluation activities.
- • Participate in 988 grant planning and support development of 988 reports and data collection requirements.
- • Attend 988 Implementation Coalition Meetings and participate in technical assistance webinars.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- • Work with 988 Mental Health Lifeline to develop a process by which callers are transferred to receive warmline services.
- • Provide adequate staffing appropriately trained to operate a warmline, providing early intervention and emotional support to those transferred by the 988 Mental Health Lifeline.
- • Heartline must have a working knowledge of Oklahoma’s crisis continuum including but not limited to Mental Health Urgent Recovery Centers and Certified Community Behavioral Health Clinics and Mobile Crisis teams.
- • Heartline will ensure every caller is informed about the closest Urgent Recovery Center and Certified Community Behavioral Health Clinic in the caller’s area. Heartline will have the phone number and physical addresses of the services to give to the caller.
- • Heartline representative will attend monthly ODMHSAS crisis meeting either in person or virtually.
- • Heartline will warm transfer back to 988 ANY calls in which dangerousness presents during the call including but not limited to: suicidal gestures, homicidal statements, self- harm statements.
- Suicide Prevention – Education & Awareness
Contractor shall:
- • Provide evidence based and or emerging best practice suicide prevention curricula, strategies and initiatives to schools, communities, nonprofit organizations and businesses.
- • Demonstrate active collaboration with local community resources by seeking input on services from: tribal communities, universities, schools, not for profit organizations, faith communities, armed forces, mental health and substance abuse treatment professionals, and other youth-serving agencies.
- • Participate in the promotion of the National Suicide Prevention Lifeline through the disbursement of flyers, brochures, posters, at youth academic and athletic events, as well as, on billboards, athletic equipment, bus stop shelters and benches or other formats approved by the ODMHSAS.
- • Post the National Suicide Prevention Lifeline on organizations website, emails, and other media avenues utilized for this project.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses.
- Suicide Prevention – Online Interactive Evidence-based Training
Provide implementation and fidelity assurance services, technical assistance, enhanced data collection, and implementation strategies regarding the following simulations for statewide use for public schools in Oklahoma, in addition to professional services pertaining customization of set up and implementation – “At-Risk for High School Educators", “At-Risk for Middle School Educators", “At-Risk for Elementary School Educators", “Resilient Together: Coping with Loss at School”; , “Together Strong”, “Friend2Friend” and "Veterans on Campus for Faculty & Staff". Contractor shall:
- • Offer reasonable levels of continuing support to assist ODMHSAS and End Users in use of the Kognito Service.
Contractor will make its personnel available by email or phone during regular business hours, Monday through Friday, 9am-5pm EST
for assistance.
- • Use reasonable efforts to provide continuous service seven (7) days a week with an average of 98% uptime per month.
The 2% down-time does not include periodic unavailability due to maintenance of the server(s), the installation or testing of software,
the loading of additional Kognito Services as they become available, and downtime related to the failure of equipment or services
outside the control of Contractor, including but not limited to public or private telecommunications services or internet nodes or
facilities. Scheduled downtime will be performed at a time to minimize inconvenience to ODMHSAS.
- • Provide ODMHSAS with a copy of its implementation manual and support statewide promotional activities/events. This manual includes best practices for promoting the courses to end users.
- • Provide ODMHSAS with the Courseware’s package of several marketing tools such as PowerPoint slides about the courses,
electronic copies of flyers that can be printed or emailed to potential users about the courses, and suggested language for
announcing the courses’ availability via email or by listserv or newsletter to stakeholder groups, such as principals,
superintendents, school boards, professional associations and PTAs.
- • Provide consultation and technical support for assistance with stakeholder identification and analysis,
communications planning, customization of outreach materials, marketing support.
- • Provide client with enhanced reports: 1) automated monthly usage reports for clients, and if desired,
school-based implementers; 2) quarterly usage and survey summary reports; and 3) quarterly reports formatted to meet the requirements
of SAMHSA’s State and Tribal Youth Suicide Prevention cross-site evaluation team.
- Suicide Prevention – Workplace Suicide Prevention Training & Consultation
Provide consultation and coordination of training opportunities that provide participants the knowledge and skills needed to incorporate suicide prevention best and promising practices into their organizations and processes to improve care and safety for individuals at risk for suicide. Contractor shall:
- • Be the creator or recognized facilitator/trainer for a nationally recognized evidence-based or promising practice for the prevention, screening, intervention and/or treatment of suicidality.
- • Provide planning and consultation to ODMHSAS staff for the duration of coordination of the training event.
- • The Department may record training events for ODMHSAS internal purposes only. Recordings will remain active up to 90 days after each event.
- • Be responsible for travel to Oklahoma, provide all participant materials, advertising assistance, application processing support, and faculty/staff required to conduct the specified evidence-based or promising practice for the prevention, screening, intervention and/or treatment of suicidality.
- • Conduct event evaluation and provide a report to ODMHSAS within 45 days of the training.
- • Report on the ODMHSAS’ information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer.
System of Care (SOC)
- Definitions
ABC – Attachment and Biobehavioral Catch-up
ABCC – A Better Chance Clinic
A-CRA – Adolescent Community Reinforcement Approach
Active Participant – a participant active in Family Drug Court at any point during the month of interest and whose information has been updated in DC Webs in the past 60 days including participants who may have graduated or have been terminated from the court during the month of interest. This also includes any participant that is absent without leave for less than 30 days.
ASI - Addiction Severity Index
Behavioral Health Crisis - Refers to an immediate significant disturbance of emotional, behavioral, or psychiatric functioning that is best served by an immediate response with the child and their caregivers.
BHA - Behavioral Health Aide as defined in Administrative Rule 450:1-1-1.1.
BISSS – Behavioral Intervention Services in School Setting
CADC - Certified Alcohol and Drug Counselor
Call - Refers to land line or mobile telephone calls into the Call Center from any family, youth, school, police, or other source requesting CMRS-Children’s Mobile Response and Stabilization Services for one or more children under 25 experiencing a behavioral health crisis. Available 24 hours a day, 7 days a week, 365 days a year.
CARE Project – Comprehensive Approaches to Recovery Enhancement Grant
CC — Care Coordinator
CCFF – Center for Children and Family Futures
CF – Celebrating Families – evidence-based program that is an intergenerational, family skills building curriculum designed to support and maintain recovery from substance use and addiction; improve the health and well-being of children and family members; and increase family reunification. The program strengthens family life and is comprehensive, developmentally appropriate, and relevant for diverse cultures and includes all family members.
Children - any individuals between 0 and 21 years of age
CLAS – Cultural and Linguistically Appropriate Standards; national guidelines for providing culturally
and linguistically appropriate services
Components for Enhancing Clinician Experience and Reducing Trauma (CE-CERT) - is to address the impact of secondary exposure produced by professional helping role with person who have experienced trauma. It combines theoretical basis with operational skills to assist clinicians and supervisors in addressing the issue in the day to day working milieu.
COS - Circle of Security
CPP - Child Parent Psychotherapy
CPS - Certified Prevention Specialist
CRA - Community Reinforcement Approach
Deferred Call – A call in which the family requests that an MRT respond face to face to the emergency at a later time.
Early Childhood Mental Health Consultation (ECMHC) – A capacity building and problem solving intervention implemented in early childhood settings. A professional consultant with infant/early childhood mental health (ECMH) expertise develops a collaborative and reflective relationship with a consultee(s) within a program in order to enhance the quality of young children’s social and emotional affective environments. Consultation aims to strengthen the capacity of staff, families, programs, and systems to promote positive social and emotional development as well as prevent, identify, and reduce the impact of mental health problems among young children and their families.
ECMHC Advisory Committee – Committee comprised of representatives from Oklahoma State Department of Health Child Guidance Service (Warmline), OKDHS Child Care Services, and the ODMHSAS, including the Early Childhood Mental Health Consultant/Mentor and the Infant and Early Childhood Services Manager. This committee leads the activities of the ECMHC Network including training, support, review of consultant applicants and evaluation. The committee is tasked with the strategic plan for ECMHC and is aligned within the Oklahoma Infant and Early Childhood Mental Health State Strategic Plan.
ECMHC Network – Network of consultants across participating agencies as well as private practitioners who meet qualifications to provide ECMHC.
Early Childhood Mental Health Consultant/Trainer (ECMHC/T) - A licensed mental health provider with expertise in infant and early childhood mental health and experience providing consultation and support to providers in group care. The ECMHC/T co-facilitates the ECMHC orientation and provides training, technical assistance and mentoring to consultants within the ECMHC network to assure fidelity toward a best practice ECMHC model.
Embedded Care Coordinator - provides service coordination to youth identified in the child welfare system. The Care Coordinator is responsible for comprehensive and intense coordination of behavioral health services for children in custody who have complex psychosocial needs. Responsible for serving 8 to 10 youth at any given time. Provides, facilitates, coordinates and follows up on behavioral health care that is based on the strengths, needs and cultural of the youth and shall include family involvement.
Family Treatment Court Treatment Provider – service provider contracted by ODMHSAS to perform assessment and treatment services to Family Treatment Court participants.
FEP – When people are early in their experience with symptoms of psychosis as defined in the DSM V (excluding psychotic symptoms related to substance use or medical conditions) and early in their experience with treatment.
FSP — Family Support Provider as defined in Administrative Rule 450:1-1-1.1.
GAIN - Global Appraisal of Individual Needs
GAIN SS - Global Assessment of Individual Need Short Screener
GPRA – the Government Performance and Results Act
Hours of Mobility - Refers to the hours for which CMRS-Children’s Mobile Response and Stabilization Services providers are expected to provide the capacity for a mobile response in the community when necessary: 24 hours a day, 7 days a week, 365 days a year.
Infant and Early Childhood Mental Health Co-leads (also referred to as IECMH Co-leads) - ODMHSAS and OSDH personnel responsible for providing leadership to support infant and early childhood mental health efforts through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
LBHP — Licensed Behavioral Health Professional as defined in Administrative Rule 450:1-1-1.1.
LMHP — Licensed Mental Health Professional as defined in Title 43A 1-103(11)
through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan and Project LAUNCH
Manager of Infant and Early Childhood Services — one of the two Infant and Early Childhood Mental Health Co-leads who also serves as the Project Director for the SOC² Grant and will serve as the primary point of contact between the Contractor and the ODMHSAS.
MAT - Medication Assisted Treatment
National Wraparound Initiative (NWI) - The National Collaborative tasked with the development of nationally recognized and accepted wraparound tools, training materials and standards.
OKDHS - Oklahoma Department of Human Services
OKFDC – Oklahoma Family Drug Court
Oklahoma Child Care Warmline – Statewide program that provides telephone support and consultation to child care providers. Serves as the access point to request consultation services and maintains all data and information regarding referrals to the network. The Warmline Coordinator oversees assignment of referrals to consultants in the network and assures that referrals meet contract eligibility criteria.
ONIT – Oklahoma Now is the Time Initiative
O-YAY - Oklahoma Young Adults and Youth Initiative
PCIT - Parent Child Interaction Therapy
PFS – Pay For Success
Project LAUNCH (Linking Action for Unmet Needs in Child Health) – A grant program of the federal Substance Abuse and Mental Health Administration, seeks to promote the wellness of young children birth to age eight. Project LAUNCH focuses on improving the systems that serve young children with the goal of helping all children reach physical, social, emotional, behavior and cognitive milestones. This grant was awarded to the Oklahoma State Department of Health (OSDH) with ODMHSAS as the Early Childhood State Wellness Partner.
PRSS — Peer Recovery Support Specialist as defined in Administrative Rule 450:53.
QIC-CCCT – Quality Improvement Center for Collaborative Community Court Teams.
RA1SE NAVIGATE Early Treatment Program – Promising practice, coordinated specialty care approach created by Dr. John Kane funded by the National Institutes for Mental Health. Recommended by SAMHSA for implementation by states. This program was designed to treat people who are experiencing psychosis related to mental illness, specifically schizophrenia and schizoaffective disorder.
SED - Serious Emotional Disturbance
SF – Strengthening Families / Strengthening Families Birth to 3 (SFP/SFP B23) – evidence-based family skills training program found to significantly reduce problem behaviors, delinquency, and alcohol and drug abuse in children, and to improve social competencies and school performance. Child maltreatment also decreases as parents strengthen bonds with their children and learn more effective parenting skills.
SMI and SED (State and Federal Block Grant Definition) - Children with SED refers to persons from birth to age 18 and adults with SMI refers to persons age 18 and over; (1) who currently meets or at any time during the past year has met criteria for a mental disorder – including within developmental and cultural contexts – as specified within a recognized diagnostic classification system (e.g., most recent editions of DSM, ICD, etc.), and (2) who displays functional impairment, as determined by a standardized measure, which impedes progress towards recovery and substantially interferes with or limits the person’s role or functioning in family, school, employment, relationships, or community activities.
System of Care (SOC) Best Practice Model - (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health) is a comprehensive spectrum of mental health and other support services which are organized into a coordinated network to meet the multiple and changing needs of children and adolescents with serious emotional disturbance and their families. It is youth guided, family driven, community based, needs driven and culturally competent. A local community team, with significant parent representation and involvement, serves as the primary coordinating body regarding the needs of children and families to be served.
System of Care: Strengthening Our CareNet (SOC²) — Grant awarded to the Department by the Substance Abuse and Mental Health Services Administration (SAMHSA). A large focus of this grant is to improve access to and the quality of mental health services for infants, young children, and their caregivers statewide.
T-ASI - Teen Addiction Severity Index
TFCBT – Trauma Focused Cognitive Behavioral Therapy
The ASAM Criteria - American Society of Addiction Medicine Patient Placement Criteria
Transition to Independence Process (TIP) - A best practice process developed by the National Network on Youth Transition for Behavioral Health. It is a practice model for youth and young adults with emotional/behavioral difficulties to: a) engage them in the planning process of their own future; b) provide them with developmentally-appropriate, non-stigmatizing, culturally-competent, and appealing services and supports; and c) involve them and their families and other informal key players in a process that prepares and facilitates them in their movement toward greater self-sufficiency and successful achievement of their goals related to the relevant transition domains of employment/career, educational opportunities, living situation, personal effectiveness and wellbeing, and community-life functioning.
Trauma-Focused Cognitive Behavioral Therapy - An empirically supported treatment for traumatized children. The goal of Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) is to help address the unique biopsychosocial needs of children who have significant behavioral or emotional problems that are related to traumatic life events, and their parents or primary caregivers. It combines trauma-sensitive interventions with cognitive behavioral therapy.
Triage of calls - Refers to the process of collecting information from callers to determine if an emergency response is required and facilitating the proper response.
Warmline Transfer - Refers to the act of establishing a three-way conference call including the caller, the crisis call specialist, and the CMRS-Children’s Mobile Response and Stabilization Services provider followed by the crisis call specialist dropping out of the call after having made introductions and transferring relevant information to the caller and the CMRS-Children’s Mobile Response and Stabilization Services provider.
Wraparound - The high fidelity Wraparound process is a way to help families with complex needs stay connected as a family and to help the child stay in the community. It empowers the child and family to learn how to utilize natural and formal supports successfully. The Wraparound process is driven by the family and their team of natural and formal supports.
YAT - Young Adults in Transition that are between the ages of 18-25
Young Adults - any individuals between the ages of 16-25.
Young Children – Children age 0-5 and/or their caregivers.
Youth - any individuals between the ages of 13-17
- System of Care Fixed Rate Services
- SOC – Behavioral Intervention Services in Schools (BISS)
This contract shall provide funding for behavioral health intervention services for children or youth (up to age 21) within a school setting, who have been identified by the school as having a behavioral health issue that is interfering with academic success. The goal of this program is to assist schools with improving academic and behavioral outcomes for these students. Contractor shall:
- • Employ a full-time Behavioral Health Aide (BHA) to provide the following services and supports for
individuals admitted into the program:
- • Life skills remedial training in the home, school or community setting;
- • Training and remediation of children and the families on behavioral, interpersonal, communication, self-help,
safety, substance use decisions, and daily living skills;
- • Support, and reinforcement of skills learned throughout the treatment process;
- • The acquisition of knowledge and skills necessary to understand and address specific needs relation to the
mental illness and treatment;
- • Development and enhancement of specific problem-solving skills, coping mechanisms, and strategies for
symptom/behavior management;
- • Assistance in understanding crisis plans and plan of care;
- • Training on medications or diagnoses;
- • Interpreting choice offered by service providers; and
- • Assisting with understanding policies, procedures, and regulations that impact those with mental illness
while living in the community.
- • Provide services and supports at a level necessary for students to successfully maintain in a classroom setting,
and services shall be provided in a timely fashion.
- SOC – Mobile Response and Stabilization
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide Care Coordination using the ODMHSAS Wraparound or Service Coordination model for services to children, youth and families of young persons, up to age 21 with mental health, substance abuse, or co-occurring issues. These services will be youth guided, family driven, community based, culturally & linguistically competent and address the unique needs of the persons served. Services must following the program guidelines outlined by the Department; based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative. The contractor will follow all mandatory guidelines of Oklahoma Systems of Care.
- • Contractor is to provide 24 hour, 7 day per week face to face mobile crisis stabilization for children and adolescents with behavioral health and complex psychosocial needs.
- • Contractor shall serve the following counties: Creek, Okfuskee, Okmulgee, Pawnee, Wagoner, Pittsburg, Haskell, Latimer, Hughes, Atoka, Coal, Sequoyah, Adair, Cherokee.
WORK REQUIREMENTS:
- • Contractor shall provide Systems of Care/Care Coordination (Wraparound /Service Coordination) services.
- • Care Coordination - provides coordination of care, using the Wraparound and Service Coordination models identified by ODMHSAS, and to youth who meet the ODMHSAS, SOC Medical Necessity for services. The Care Coordinator is responsible for comprehensive and intense coordination of physical and behavioral health services to children who have complex psychosocial needs.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Contractor will ensure that families receive: 1) easy access to mental health services and supports; 2) evaluation, assessment and treatment; 3) coordination with other providers to include physical health; 4) intensive coordination of services and supports; and 5) family support and training.
- • This task shall be accomplished through facilitation and coordination or services by a care coordinator and the support of a family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Individuals fulfilling the terms of this contract shall attend Wrap101 training and follow ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Contractor shall provide Enhanced Mobile Crisis services.
- • Mobile Crisis - provide 24-hour, 7 day per week services that consist of assistance for crisis stabilization through face-to-face assessments. Provide services that are designed to deescalate the crisis situation and placement disruption, prevent possible inpatient hospitalization, detention, homelessness, and restore youth to a pre-crisis level of stabilization.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • For SOC will include performance indicators as identified by the program guidelines outlined by the OSOC.
- • Contractor records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under Contract Source Code 39AA.
- SOC – Wraparound
Contractor shall furnish the necessary resources to provide Wraparound services to children, youth and families of young persons, up to age 21 with mental health, substance use, or co-occurring issues. Services shall be based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative.
WORK REQUIREMENTS:
- • The contractor will follow all mandatory guidelines of Oklahoma Systems of Care. Contractor shall:
- • Ensure a monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services. Contractor’s caseload will not fall below 75% capacity for longer than three consecutive months.
- • Ensure individual services shall be provided under the direction of a child and family team, made up of both formal and natura supports. These services include but are not limited to crisis planning; functional assessment; strengths, needs, and cultural discovery; Wraparound Plan, Transition Plan, and the development of a family driven interagency treatment plan.
- • Ensure that families receive easy access to mental health services and supports; evaluation, assessment and treatment; intensive coordination of services and supports; and family support and training.
- • This task shall be accomplished through facilitation and coordination of services by a care coordinator and/or family support provider in collaboration with natural and formal supports, with guidance and assistance from the local Project Director.
- • Contractor shall ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state-wide initiative. Individuals fulfilling the terms of this contract including, but not limited to, Project Director, Assistant Project Director, Care Coordinator, Family Support Providers, Behavioral Health Aides, Youth Peer Recovery Support Specialists, and Wraparound therapist, shall:
- • Attend role specific training including Pre-requisites, Wraparound 101, Family Support Provider, State Children’s Behavioral Health Conference, and Monthly support calls, and
- • Follow ODMHSAS ongoing coaching requirements to complete the credentialing process and maintain yearly credentialing requirements.
- • Attend and participate in any applicable meetings, coaching, site calls, and/or trainings as determined necessary by the Department.
- • Report on the ODMHSAS information system, in accordance with ODMHSAS policy, all required assessments and all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in the COMPENSATION section of the Contract.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Quarterly chart / document reviews to be completed by SOC state staff in collaboration with Project Directors and agency SOC staff using published skills sets to measure fidelity to the Wraparound model.
- • Review of monthly evaluation reports and fidelity reports in the ODMHSAS Youth Information System by SOC state staff in collaboration with Project Directors and agency SOC staff. Measures below 80% will be addressed with specific strategic action steps in a site based coaching plan developed by the SOC state staff in collaboration with the Project Director and agency SOC staff.
- • Caseload per care coordinator no more than 15-20 for High Fidelity Wraparound.
- SOC – Wraparound AWARE
Contractor shall furnish the necessary resources to provide wraparound services for school-age children and youth with mental health, substance use, or co-occurring issues through the AWARE program. Referrals for this program shall come directly from the ODMHSAS designated public school. Services shall be based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative. The contractor will follow all mandatory guidelines of Oklahoma Systems of Care. Contractor shall:
- • Serve school-age children and youth shall be served.
- • Ensure individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Work with ODMHSAS designated school(s) in accepting and processing referrals and collaboration with schools on implementation of treatment.
Ensure that child/youth/families receive: 1) easy access to mental health services and supports; 2) evaluation, assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training. This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Ensure individuals fulfilling the terms of this contract shall attend Wrap101 training and follow the ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the ODMHSAS.
- • Report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- SOC – Wraparound AWARE in School - AWARE South Grant
Contractor shall furnish the necessary resources to provide wraparound services for school-age children and youth with mental health, substance use, or co-occurring issues through the AWARE program. Referrals for this program shall come directly from the ODMHSAS designated public school. Services shall be based on the core components and philosophy of the Wraparound Best Practice Model and National Wraparound Initiative. The contractor will follow all mandatory guidelines of Oklahoma Systems of Care. Contractor shall:
- • Serve school-age children and youth shall be served.
- • Ensure individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Work with ODMHSAS designated school(s) in accepting and processing referrals and collaboration with schools on implementation of treatment.
Ensure that child/youth/families receive: 1) easy access to mental health services and supports; 2) evaluation, assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training. This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Ensure individuals fulfilling the terms of this contract shall attend Wrap101 training and follow the ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the ODMHSAS.
- • Report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- System of Care Government/Professional/Sole Source Services
- SOC – Behavioral Intervention Services in Schools (BISS)
This contract is to provide funding for necessary services, resources and supports needed to implement Behavioral Intervention Services and Supports (BISSS) in a school setting and to the support of a Multi-Disciplinary Team. The goal is to assist schools with improving students’ academic and behavioral outcomes. Contractor shall:
- • Provide training/education, and collaborative services, including:
- • Train and education school personnel to increase the knowledge and understanding of mental health and substance use among youth and young adults.
- • Provide reimbursement for travel, mileage, per diem and lodging for school personnel who attend the 2/2 day trainings on implementation.
- • Develop and implement a School Multi-Disciplinary Team, including:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child and family; and
- • Review and evaluate goals, outcomes and progress of students.
- • Ensure that Behavioral Health Aide shall provide Behavioral Health Intervention Services that are not reimbursed through the BISSS Fixed Rate contract, including but not limited to:
- • Supporting teacher and school staff to learn new behavioral management skills;
- • Sitting in a classroom with a youth to model positive behaviors;
- • Working with team to implement behavioral reward plan for youth;
- • Completing a functional assessment of a problem behavior;
- • Participate in child and family team meetings; and
- • Facilitation of peer social support groups.
- • Provide clinical supervision to all BHA’s and client case reviews.
COMPENSATION:
- • The training/education, and collaborative services listed under Work Requirements shall be reimbursed at 100.00 per hour, and the Behavioral Health Intervention Services listed under Work Requirements shall be reimbursed at $9.75 per 15 minutes.
- • Contract funds shall be used for purposes supported by BISSS initiative only.
- SOC – Behavioral Intervention Services in Schools (BISS) Evaluation
Under the direction of the Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the OKSOC Behavioral Health Aide evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OKSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing. Contractor shall
- • Ensure the BISS evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for BISS staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at each of the OKSOC sites that provide Behavioral Health Aides as a part of the partnership with OSDE to coordinate and provide training for site (and school staff, if requested) on BISS evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the school year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement BHS evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the BISS sites to monitor service provision.
- • Perform analyses of the BISS evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the BISS project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
- • Provide an annual report of activities carried out pursuant to the Statement of Work.
- SOC – Behavioral Intervention Services in Schools (BISS) - Therapeutic Classroom
This contract is to provide funding for necessary services, resources and supports needed to implement the Therapeutic Classroom model for Behavioral Intervention Services and Supports (BISS) in designated schools. The goal is to assist schools with improving students’ academic and behavioral outcomes. Contractor shall:
- • Ensure services shall be provided in schools identified by ODMHSAS.
- • Maintain sufficient staffing including:
- • Two (2) Full-Time Employees (FTE) who are Behavioral Health Case Managers certified
by the ODMHSAS;
- • One (1) FTE that meets the ODMHSAS requirements as a Licensed Behavioral Health
Professional (LBHP); and
- • One-third (1/3) FTE for a Supervisor/Clinical Director.
- • Provide training/education, and collaborative services, including train and educate school personnel to increase the knowledge and understanding of mental health and substance use among youth and young adults.
- • Provide reimbursement for travel, mileage, per diem and lodging for school personnel who attend the 2/2 day trainings on implementation.
- • Develop and implement a School Multi-Disciplinary Team, including:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child and family; and
- • Review and evaluate goals, outcomes and progress of students.
- • Ensure that Behavioral Health Aide shall provide Behavioral Health Intervention Services that are not reimbursed
through the BISSS Fixed Rate contract, including but not limited to:
- • Supporting teacher and school staff to learn new behavioral management skills;
- • Sitting in a classroom with a youth to model positive behaviors;
- • Working with team to implement behavioral reward plan for youth;
- • Completing a functional assessment of a problem behavior;
- • Participate in child and family team meetings; and
- • Facilitation of peer social support groups.
- • Participate in monthly calls with the ODMHSAS Senior Director of Oklahoma Systems
of Care (OKSOC).
- • Report on the Department’s information system, in accordance with Department policy. Services provided shall be
reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Report other information, as determined by Department, to support an ongoing evaluation of the program and services
provided.
- • Use funds for purposes supported by BISS initiative only.
- SOC – Behavioral Interventionist Program
INTRODUCTION:
- • Behavioral Interventionist program is a partnership with the Oklahoma Department of Mental Health and Substance Abuse Services and the Oklahoma Department of Human Services to improve partnerships and services for children, youth and young adults who are identified as the most in needs within the child welfare system.
- • Contractor shall provide intensive one-on-one services within the family home to children who struggle with behavioral and emotional management to the degree that the behaviors threaten the stability of their current placement.
The Behavioral Interventionists work in the home, providing relief and support to the Caregivers, while working one-on-one with the youth. Services include working on neuro-developmental activities to assist in re-wiring the neuropathways in the brain to break the cycle of children continually living in the flight, fight, or freeze mode. Direct care staff use role-modeling, redirection, de-escalation techniques, and coaching to help children increase their ability to self-regulate and develop independence in their daily living activities.
- • The Three Overarching Program Goals:
- • Prevent hospital or institutional placements for children in the community.
- • Support kinship, foster and adoptive families at risk of disruption.
- • Support children and families post discharge from high level treatment settings.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor performance to ensure processes and concrete outcomes that establish holistic health—both physical and behavioral health—services and supports.
- • ODMHSAS will review monthly BI evaluation, data, and assessments.
- • Ensure compliance with all required data and evaluation instruments, monitor change over time, outcomes, impairments, for individual clients.
- • Provider must implement components, program forms, assessments, surveys identified within this the program model.
- • Measure progress:
- • Decrease in placement changes.
- • Decrease in institutional care & hospitalizations.
- • Improved child social, emotional, and life skills assessment scores.
- • Improved Caregiver Assessment scores.
WORK REQUIREMENTS:
- • The Behavioral Interventionist program is implemented by a team of 3; 1 Program Manager, 1 BI Coordinator, and 1 Family Coordinator.
- • Staffing Qualifications: Program Manager: It is preferred that the Program Manager has a Master’s degree in social work or related field, three (3) years’ experience working with marginalized populations, and must have a minimum of two (2) years supervisory experience in the field. BI Coordinator: Bachelor’s degree required in social work or related field, two (2) years’ experience working with marginalized populations, and must have at least one (1) year supervisory experience. Family Coordinator: Bachelor’s degree required in social work or related field, two (2) years’ experience working with marginalized populations, and supervisory preferred but not required. Behavioral Interventionist: A minimum of a High School diploma is required with at least one (1) year of experience working with marginalized populations.
- • Ratios: caseload sizes for both BI and Family Coordinators to a maximum of 20. Each BI would be assigned to at least one or up to a maximum of two clients.
- • Time to Deliver Intervention: According to the model, the caregiver needs to agree to a minimum of fifteen (15) hours of service delivery weekly. On average the length of service will be around 30-40 weeks total.
- • Critical to the success of this model is that each child gets what they need, and that is different for all kids. Some will be able to complete the program more quickly, and some will require extended service to meet the needs of the youth and the family.
- • To ensure coordination, general communication and functioning of this program project personnel staff/leadership will attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS that can include the following:
- • Web-based supervision and coaching.
- • Monthly case reviews.
- • Ongoing leadership check-ins for fidelity.
- • Quarterly on-site program review meetings.
- • Ongoing adjustment of monitoring and coaching levels as needed.
- • Ensure a monthly average number of youth and young adults, as identified by the Program requirements.
COMPENSATION:
- • Contract funds should be used for purposes of this program only.
- SOC – Building Early Relationships Training & Consultation
This contract is to address the mental health needs of Oklahoma’s children and families in the 0-5 age range.
The ODMHSAS and OSU’s Institute for Building Early Relationships (IBEaR) will partner to provide training and workforce development
for Oklahoma-based mental health clinicians in Infant and Early Childhood Mental Health.
The Director of IBEaR at OSU will act as the primary point of contact with the Project Director of the SOC² Grant
through ODMHSAS. Contractor shall:
- • Complete a needs assessment and then develop and offer up to 132 field hours of infant mental health workforce
development.
- • Continue to coordinate reflective supervision for each of the clinicians who have been enrolled in HDFS 5343 previous
semesters. This reflective consultation will be with an IMH specialist and count towards their needed hours of reflective
consultation for infant mental health endorsement through OKAIMH (Oklahoma Association of
Infant Mental Health).
- • Contractor shall hire and pay the reflective consultants. The reflective consultants will be IMH endorsed at
levels 3 or 4 (or the equivalent) so it will count toward IMH endorsement.
- • Reflective consultation will continue for the contract period with up to 50 hours under the current contract as
funding permits.
- • The clinicians participating will be linked to OKAIMH to help with pursuing IMH
endorsement.
- • Coordinate and execute an evaluation of the workforce development program. The goal of the evaluation will be to assess the impact of the workforce development on the participating clinicians and agencies as it relates to their knowledge, understanding, and comfort level with infant mental health. It will additionally provide information for areas of needed adaptation as the workforce development program continues into additional contract years. OKDMH and IBEaR will collaborate on papers and presentations sharing findings of the evaluation within academic, professional, and other channels.
- • Provide a bi-annual report of activities carried out pursuant to this SOW.
- SOC – Child Abuse and Trauma Advocacy and Referral
INTRODUCTION:
- • ODMHSAS will support Contractor in continuing their work as Oklahoma County’s only child advocacy center that is committed to advocating for children experiencing abuse and traumatic experiences. The Care Center Inc. works with a multidisciplinary team of law enforcement investigators, child protective services, district attorney’s office, medical and mental health professionals, advocates, and many partners on the investigation, treatment, and management of child abuse cases.
WORK REQUIREMENTS:
- • Contractor shall add additional clinical staff to support work with children and their family members.
- • Contractor will increase number of clients and family members referred to behavioral health services.
- • Contractor will increase number of clients and family members with establishing behavioral health services.
PERFORMANCE MONITORING:
- • Quarterly and Annual Reporting to ODMHSAS designee, reports will include:
- • Total number of referrals to CARE Center each quarter.
- • Total number of referrals of client and family members that were referred from CARE Center Inc. to behavioral health services.
- • Total number of referrals of clients and family members that were referred from CARE Center Inc. that established behavioral health services.
- • Contractor shall provide additional requested information by ODMHSAS.
- SOC – Children’s Crisis Call Center
The Call Center is the entry point for access to the CMRS-Children’s Mobile Response and Stabilization Services for children and youth in the State of Oklahoma. The Call Center receives calls, collects relevant information from the caller, determines the initial response that is needed, and links the caller to the information or service required. This will include, at times, callers who may be suicidal, or calls regarding individuals who are at risk for suicide. In addition to these primary functions, the Call Center also collects data regarding calls received, triage responses and referrals to CMRS-Children’s Mobile Response and Stabilization Service providers and provides data as needed.
WORK REQUIREMENTS:
- • The Contractor shall administer, operate and monitor a Children’s Mobile Response and Stabilization System – Call Center. The call center will operate 24 hours per day, 365 days per year. Contractor shall:
- • Maintain the capacity to respond to multiple simultaneous calls at all times. Calls may be received from multiple sources including but not limited to children, caregivers, hospital emergency rooms, police, school personnel, and care providers.
- • Maintain multilingual crisis call specialists and Telephone Device for the Deaf (TDD) access available to callers. When a multilingual crisis call specialist is not available, a translation service is used to handle the call. To ensure continuity of the call, calls transferred to CMRS-Children’s Mobile Response and Stabilization Service provider sites with a translator will maintain use of the accessed translator through the conclusion of the call.
- • Ensure that calls are handled in the following manner:
- • Crisis calls will be answered in three (3) rings or less, or within 35-45 seconds with call report sent to ODMHSAS monthly.
- • The abandonment rate for crisis calls (measured daily and then averaged over the course of a month) with a target of less than 5%, with call report sent to ODMHSAS monthly.
- • A follow-up call will be made within 72 hours, with a report sent to ODMHSAS monthly.
- • Up to 3 attempts will be made to reach a caller for follow up. Of the callers reached, 80% will rate their experience as positive/helpful as demonstrated by client satisfaction questionnaires randomly distributed and collected by the Contractor.
- • Ensure that all Call Center staff participate in ongoing training provided through regular refresher trainings, in-services and case discussions. The ODMHSAS, or a designee, will provide specialized crisis training as needed. All staff handling CMRS calls shall be professionals trained to respond to crisis calls appropriately and document the necessary information during the call.
- • Retain clinical supervision to oversee the clinical components of Call Center operations 24 hours per day. Supervising Clinicians must be licensed mental health practitioners (Licensed Clinical Social Worker, Licensed Professional Counselor, Licensed Marriage and Family Therapist, Licensed Psychologist, or Advanced Practice Registered Nurse) unless otherwise approved by ODMHSAS.
- • Supervising Clinicians are responsible for monitoring and supervising the performance of Call Center staff as well as providing consultation and training to staff and clinical oversight of Call Center activities.
- • Supervising Clinicians shall be available either on site or by phone at all times to answer questions and to assist with difficult circumstances.
- • Maintain the capacity to continue Call Center operations in the event of an emergency or unforeseen circumstance that prevents the use of their existing Call Center site. The contractor will have the capacity to manage such emergency situations for up to 72 hours. If the situation preventing use of it’s existing site persists beyond 72 hours, ODMHSAS will be notified.
- • Ensure that all Call Center operations are guided by the following ODMHSAS approved protocols. All calls will be managed according to the triage protocols and the parameters of call response described above. Call Center staff must make every effort to collect sufficient information to determine which of the following responses is required:
- • Uninsured;
- • Enrolled in SoonerCare/Medicaid;
- • Involved with OKDHS Child Welfare Services;
- • Involved with OJA Juvenile Justice Services;
- • Receiving behavioral health services from a community provider;
- • In a foster or adoptive home or group home;
- • Children or youth who’s needs of the situation exceeds the parent’s, guardian’s or caregiver’s strengths and capacity to maintain the present living environment and external supports are required;
- • Presenting in psychiatric crisis in a hospital emergency department and in need of continued stabilization and follow-up care upon discharge;
- • Experiencing a psychiatric, behavioral, or emotional crisis in a school, after school program or other community setting;
- • Any child or youth in the community experiencing a psychiatric, behavioral, or emotional crisis regardless of their insurance or citizenship status; or
- • Any child or youth in the community experiencing escalating behavior(s) and, without immediate stabilization, he or she is likely to be at risk for placement disruption or out of home/community placement.
- • Children residing in a psychiatric inpatient unit, sub-acute unit or residential treatment facility, or a Psychiatric Residential Treatment Facilities (PRTF) are not eligible for to CMRS-Children’s Mobile Response and Stabilization Services.
- • Contractor shall work closely with the ODMHSAS contract manager and staff for maintaining an annual statewide marketing campaign. With ODMHSAS approval, the Call Center will design, produce, and distribute CMRS-Children’s Mobile Response and Stabilization Services marketing materials including customizable brochures magnets, posters and other materials, annually. All materials will be developed as a state-wide generic CMRS-Children’s Mobile Response and Stabilization Services. Additionally, the contractor will utilize their existing website, e-newsletters, and other readily available, low cost methods of expanding public awareness of CMRS-Children’s Mobile Response and Stabilization Services. These statewide marketing activities must be coordinated with the local outreach and education activities performed by each of the local CMRS-Children’s Mobile Response and Stabilization Services providers and ODMHSAS contract manager. The number of materials and costs associated with printing and distribution will be discussed annually and approved by the ODMHSAS contract manager.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Quarterly chart / document reviews to be completed by SOC state staff.
- • Rent, utilities and maintenanceReview of monthly data entry on calls and satisfaction surveys, reports and fidelity measures in the ODMHSAS Youth Information system by SOC state staff.
- SOC – Curriculum-Based Community Programs for Youth
Contractor shall furnish the necessary resources to provide Passport to Manhood curriculum program to boys ages 8-17 and Smart Girls curriculum program to girls ages 8-17. Contractor shall:
- • Provide Passport for Manhood curriculum program at a minimum of five (5) Boys and Girls Club locations.
Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Provide Smart Girls curriculum program at a minimum of five (5) Boys and Girls Club locations.
Program locations and numbers of youth served shall be approved by the ODMHSAS.
- • Ensure that the target population served in the programs is youth who meet low income criteria,
include minority populations and who are at risk for mental health and substance use disorders.
- • Provide an annual Club orientation and walk through for youth and their families. This orientation shall be
scheduled in coordination with the local Systems of Care provider.
Communicate with local Systems of Care (SOC) provider regarding Program participants who are also receiving SOC
services, to ensure collaborative care and optimal client success. Ensure that a release of information is signed and in place
to allow for this communication.
- • Refer youth with behavioral health needs, and their families, to the local Systems of Care
if not already connected.
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work. Contractor
shall provide such detail as the Department may require. All data elements will be agreed upon by ODMHSAS
and Boys and Girls Club.
COMPENSATION:
- • The funds will be distributed by Contractor equally among all five (5) partner facilities.
- SOC – Early Childhood Mental Health Consultation: Child Care & Wraparound
The Contractor will provide consultation services on children’s behavioral health to the following:
Approved licensed child care providers, Head Start/Early Head Start Programs, and Pre-K/Kindergarten programs (serving children up until their 6th birthday) as requested through the Oklahoma Child Care Warmline Coordinator. Each center will be allotted up to 16 hours of consultation and if additional time is needed, the consultant can apply for an extension.
Wraparound providers supporting families of children age 0-5. Wraparound providers will need to get approval from their supervisors prior to requesting early childhood mental health consultation. Contractor shall:
- • Ensure consultant qualifications require professional licensure or under supervision for licensure in one of the following fields Child Psychiatry; Clinical Psychology; Clinical Social Work; Marriage and Family Therapy; or Professional Counselor (LPC).
- • Provide consultation services which may include:
- • Classroom assistance to model guidance techniques with challenging behavior exhibited
by young children.
- • Support with applying trainings on behavior and guidance models into daily practice.
- • Classroom observation with feedback to the director and staff to
develop goals for change.
- • Suggestions about classroom layout and structure that promote social and emotional development
and minimize challenging behavior.
- • Help in locating materials for use in the classroom and with families.
- • Assistance with parent meetings and help linking families with outside
services when needed.
- • Assistance with management issues including staff relationships and team building.
- • In-service training for staff on children’s social and emotional development when the need for such
training is identified through the consultation process.
- • Provide specified consultation services which support best practices with infants and young children age 0-5
for Wraparound providers working in counties being served by their host agency.
- • Consultant qualifications require professional licensure or under supervision for licensure in one of
the following fields:
- • Child Psychiatry;
- • Clinical Psychology;
- • Clinical Social Work;
- • Marriage and Family Therapy; or
- • Professional Counselor (LPC)
- • Consultation services may include:
- • Assistance to model guidance techniques with challenging behavior exhibited
by young children.
- • Support with applying trainings on behavior and guidance models into daily practice.
- • Observation with feedback to the Wraparound staff and caregivers to
develop goals for change.
- • Suggestions about routines and supports that promote social and emotional development and minimize
challenging behavior.
- • Help in locating materials for use with Wraparound providers and with families.
- • Assistance with parent meetings and help linking families with outside
services when needed.
- • In-service training for staff on children’s social and emotional development when the need for
such training is identified through the consultation process.
- • Ensure professionals who meet requirements to be a consultant shall participate in the seven (7) hour orientation training provided by members of the ECMHC Training Centers. Training shall be provided at no cost.
- • Ensure consultants who have an active ECMHC case(s) shall participate in monthly consultation calls facilitated by the ECMHC Training Centers.
- • Make available to staff additional opportunities for support from the ECMHC Training Centers or experienced ECMHC mentor through telephone, email, virtual meeting, and on-site consultation to assist in the provision of mental health consultation services.
- • Assure that at least one member of the clinical supervisory staff participates in the seven (7) hour orientation
training so that best practice can be supported locally and contract dollars are used appropriately.
- • Professionals who meet requirements to be a consultant shall be mentored by the ECMHC Training Centers or ECMHC Mentor through a minimum of the first referral and as needed to assure implementation of the best practice ECMHC model.
- • Provide community support services including, but not limited to:
- • Facilitating identified staff and relevant administrative staff/supervisor(s) in attending orientation and
other training which supports the provision of ECMHC services
- • Facilitating staff participation in mentoring and technical assistance activities with the ECMHC Training Centers as indicated/needed.
- • Facilitating staff participation on monthly technical assistance calls of the ECMHC Network to enhance the
quality of services delivered to early childhood programs as required by the evidence based practices identified
by ODMHSAS.
- • Facilitating staff participation in monthly reflective
supervision/consultation groups.
- • Facilitating staff attendance at local, regional or state meetings for the purpose of improving
interagency collaboration and service delivery.
- • Facilitating preparation and travel time for staff related to the provision of ECMHC.
- • Submit monthly reports of consultant activities by the 15th of the following month. Reports
shall be submitted to:
- • Child Care Consultation: The Oklahoma Child Care Warmline & Senior Manager for Infant & Early Childhood Mental Health
- • Wraparound: Senior Manager for Infant & Early Childhood Mental Health
- • Participate in all evaluation activities as required by ODMHSAS, the Oklahoma Child Care Warmline, and the ECMHC Advisory Committee.
- • Participate in site visits with the ODMHSAS point of contact and the ECMHC Advisory Team twice annually and
include identified consultants and supervisory staff.
- SOC – Embedded Care/Mobile Crisis
This contract is to provide 24 hour, 7 day per week assistance by telephone or face to face mobile response and
stabilization and embedded intense care coordination for children and adolescents in the child welfare system with behavioral health
and complex psychosocial needs. This contract is to provide 24 hour, 7 day per week assistance by telephone or face to face mobile
response and stabilization and embedded intense care coordination for children and adolescents in the child welfare system with
behavioral health and complex psychosocial needs.
WORK REQUIREMENTS:
- • Contractor shall provide a Mobile Response and Stabilization System for children, youth and young adults up to the
age of 25. These children, youth and young adults shall be eligible regardless of payer source or ability to pay. Exclusions
include youth in Residential Treatment Facilities, Inpatient Hospitals.
- • Contractor shall maintain capacity to respond to emergency calls from the target population within their geographic
service area 24 hours a day, 7 days a week, 365 days a year.
- • The Contractor shall have a published telephone number accessible on a 24 hour basis, seven days
a week.
- • The Contractor must have the ability to handle and respond to multiple calls at
one time.
- • The Contractor must respond to calls within 1 hour of the call, unless the call is identified as a
deferred call.
- • The Contractor must respond to deferred calls within 24 hours of call.
- • Contractor shall maintain capacity to staff a Mobile Response Team (MRT) 24 hours a day, 7 days a week, 365 days a
year to provide on-site, face-to- face emergency response to assist with behavioral health emergencies through the provision of
face to face mobile intervention services designed to deescalate the emergent situation, prevent placement disruption, inpatient
hospitalization, detention and homelessness. The overall goal is restore the youth and family to a pre-emergency level
of stabilization.
- • Contractor shall ensure that the following staffing requirements are met:
- • Face-to-face emergency response shall be provided by a Care Coordinator, Family Support Provider, Peer Recovery
Support Specialist, Behavioral Health Aide or other qualified staff, with immediate access to a Licensed Mental Health
Professional (LMHP).
- • Immediate access to a LMHP is defined as face to face access or access through an on-call system
(e.g. telehealth).
- • Face-to-Face emergency interventions that take place in a hospital emergency room are to be
provided by a LMHP.
- • Mobile Response and Stabilization teams of two or more staff is preferred, but an exception can be made by
a LMHP according to the policy of the Contractor.
- • At a minimum, staff should have training in crisis theory, risk assessment, and trauma informed interventions
for the developmental levels being served (this includes any core training required by the ODMHSAS), and the ability to
provide trauma informed, systems-based and strengths- based approaches for the assessment of children and
adolescents in crisis.
- • Training requirements include: Cultural Linguistic Competency; Traumatic Stress and Trauma Informed Care;
Functional Assessment; Crisis and Safety Planning; Motivational Interviewing; NIMH, Columbia, Crisis Assessment, Planning
and Intervention for LBHP; and Adolescent Screening, Brief Intervention, and Referral
to Treatment (A-SIBIRT).
- • Contractor shall ensure that children, youth and families accessing mobile response and stabilization teams are
able to access referral and linkage assistance for evaluation and assessment for mental health and substance use disorder
services; and have access to a comprehensive array of behavioral health treatment and support services.
- • MRTs shall provide crisis diversion, resource support, stabilization and care coordination for emergency
situations that are not a mental health or substance use crisis.
- • When emergencies rise to a level needing a clinical intervention, MRTs shall access an LBHP via telehealth
or face to face.
- • MRTs shall respond to emergent situations and attempt to work with the family to de-escalate and connect
with follow up services, while linkages for community based services and/or the Wraparound process are established. This can
include, but is not limited to:
- • Functional assessment to help the family to determine immediate challenges and the resources needed to
overcome those challenges, including communication and coping skills to help prevent
future emergencies.
- • Developing a plan for emergencies to aid in preserving the stabilization.
- • Follow-up appointments and planning, completing releases for engaging informal
supports (Schools, OJA, DHS, etc.)
- • If the emergency is not a mental health or substance use crisis, and the MRT is not successful in deescalating
the situation, the MRT will attempt to locate a respite provider for the child or youth. Flex funding will be available
for assistance with brief respite. For children in state custody, a protocol will be followed, notifying the OKDHS caseworker
who will utilize mental health consultation to determine the next best placement option immediately.
- • When an emergency is determined to be a clinical crisis, the MRT will Link with an LBHP and the LBHP will conduct
an assessment in order to determine if there is a mental health or substance use crisis that is of immediate danger to self
or others. If so, prior authorization will be issued by OHCA at that time and the MRT will work locally to get the child and
family to the closest children’s crisis center or inpatient facility bed available. The family or law enforcement will then
transport the child or youth to the inpatient facility. The MRT will at that time make a referral to link the family with a
local HH/Wraparound agency to begin preparing the family for reunification, and begin working with the inpatient facility on
discharge planning. This will enable return to the community as seamlessly and quickly as possible.
- • If the LBHP has difficulty making a final determination, an inpatient LBHP at the OHCA will be accessible to
make the final assessment of whether an acute level of inpatient mental health care is
immediately necessary.
- • The MRT shall make contact with inpatient facility within 48 hours after inpatient admission to discuss
discharge planning of those who go inpatient or a residential setting.
- • Follow-up care and coordination of services by the MRT after the emergency intervention will last up to 72 hours,
to promote continued stabilization. There is also an option to continue to follow-up for 8 weeks, as needed. All follow-up
must be under close supervision of an LBHP.
- • Contractor shall create an organized system to deliver post emergency services to
child and family.
- • These services shall be designed to promote continued stabilization of the family system and minimize the movement
of children from one living arrangement to another, including within foster homes; prevent inappropriate hospitalization or
re-hospitalization; improve the functioning of children in all life domains, including social, behavioral, emotional and
educational; respond to the individual needs of families and children, focusing on the importance of their participation in
treatment; provide timely, on-site access to assessment and evaluation in a wide array of settings; and manage appropriate
levels of risk and disruption in the home and community.
- • Service Coordination – Provides high intense youth and family planning facilitated by a care coordinator. The Care Coordinator engages the child welfare staff, identified youth and their families in planning. The Plan of Care will address, but not limited to treatment planning, plan for community stabilization/crisis, and permanency, and must include natural supports. The Care Coordinator will carry an assigned caseload and will deliver services singly or as part of a team and maintain accurate and timely clinical service records, prepare and provide accurate reports; and submit data in an accurate and timely manner. The Care Coordinator works in a professional team environment and strong organizational skills are essential. The position requires variable schedules including evening and weekend hours.
- • Contractor shall provide a full time Embedded Care Coordinator for each county assigned or a combination of
two counties, who at the very least, shall have a Bachelor’s degree with experience in the human service field, case management
certification, Behavioral Rehabilitative Specialist training, Wrap 101 and a proven ability in self-direction and initiative.
The Care Coordinator:
- • Must be available to staff cases with Child Welfare staff regularly.
- • Assists the child and his/her family to access mental health, substance use and other needed social services,
educational services and other services, and supports the child and his/her family in meeting the needs and objectives of the
Plan of Care.
- • Provides services to include: assessment/ evaluation of service needs; identifying team members involved with the
child, planning meetings, developing a plan of care based on strengths and needs with the team.
- • Obtains and arranges for formal services from agencies and informal services in
the community.
- • Monitors the Plan and revises as needed, ensuring that services from providers are being provided as called for
in the Plan of Care by agencies that have agreed to participate in the plan, advocating for the client, and providing
emergency interventions.
- • Provides access to mobile crisis services (i.e. Mobile Crisis Stabilization).
- • Provides services through face-to-face contact and telephone contact with the child, family, informal
and formal supports, and service providers and may be provided anywhere in the community.
- • Duties and Responsibilities:
- • Identify and engage youth and families (when there is no identified family one
should be created).
- • Conduct a functional assessment crisis/safety plan on the problematic behaviors. The plan should be developed
and updated to often to assure placement stabilization.
- • Work with the child welfare staff to identify permanency planning for that youth.
- • Work with the youth, family and child welfare staff to identify needs and desires.
- • Refer and link the youth to the appropriate behavioral health service and other needed services.
- • Conduct thorough and ongoing child/family strengths and needs assessments, utilizing the program
specific protocol.
- • Develop and implement successful behavior management techniques specific to the youth
and family’s needs.
- • Conduct educational activities that promote client understanding of treatment issues.
- • Interfaces with Child Welfare staff, the courts and other partners regarding child well-being, stability,
safety and case planning.
- • Plan for transition by making sure the child and family have reached a level of stability and is engaged
with ongoing treatment provider in their community:
- • Plan for client discharge/termination, including helping the family plan and prepare.
- • Link and make sure proper engagement of families to community resources.
- • Maintain clinical records in a timely manner following agency standards.
- • Is available to work after hours, weekends and on-call on a rotating basis.
- • Perform other duties as assigned which are consistent with the general responsibilities
of the position.
- • Maintain timely progress notes that reflect movement towards client goals.
- • Provide or arranges for transportation of youth and family to appointments as necessary.
- • The Embedded Care Coordinator shall work with local providers to engage and provide individualized services.
These services include, but are not limited to, mentoring, physical health care, therapy, individual and group rehabilitation,
medication management, psychiatry and other resources and supports as needed.
- • Contractor shall ensure that youth and their families receive the following:
- • Easy access to mental health services and supports.
- • Evaluation, assessment and treatment.
- • Intensive coordination of resources, services and supports.
- • Education, support and training.
- • Contractor shall ensure that individuals fulfilling the terms of this contract attend Wrap101 training, follow
ODMHSAS wraparound coaching requirements to complete the credentialing process, and also attend and participate in any applicable
meetings or trainings as determined necessary by the Department.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the contractor in conjunction with systems partners, will be accountable
for concrete outcomes that reflect the commitment to maintaining ties among children, families, and communities while delivering
effective clinical care and support services for children with emotional and behavioral challenges.
Desired outcomes include:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Reduced re-admissions to acute psychiatric hospitals.
- • Improved crisis management and stability in living environments for
families and caregivers.
- • Improved educational performance and overall social functioning for children.
- • Reduction in delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in
all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by
families and children.
- SOC – Expansion
The System of Care (SOC) Best Practice Model (as established by SAMHSA through the National Technical Assistance Center
for Children’s Mental Health) is youth guided, family driven, community based, needs driven and culturally competent. ODMHSAS
has chosen this best practice model as the model for Oklahoma Systems of Care. The ODMHSAS contractor shall furnish the
necessary resources to develop a local system of care with wraparound services for American Indian youth at greatest risk of
out-of-home placement. Contractor shall:
- • Shall serve as the SOC contractor for the greater Tulsa area, serving the American Indian population. Contractor
will incorporate appropriate cultural interventions as necessary to serve the American Indian community.
- • Establish and maintain an internal project team consisting of the Medical Director, Director of Behavioral Health,
Project Director and Director of Planning and Development
- • Employ or contract with a local Project Director, who will establish and regularly convene an American Indian
advisory team to guide the project, with support and assistance from the state Project Director, state SOC staff, and State
Advisory Team.
- • This position shall:
- • Develop and implement a plan for significant family involvement on all levels
of the project.
- • Oversee the development of a Community Based SOC Team. This community team shall be comprised of tribal leaders,
elders, parents of children with serious emotional disturbance, community service providers as outlined in the core standards,
and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • In collaboration with the community team, shall develop a strategic plan for the implementation of the project
utilizing the best practice model. The plan shall include an organizational structure such as committees, identify the steps
necessary to implement the SOC project, and include strategies for ongoing community development, project sustainability,
and the continuous evaluation of family and community needs.
- • In collaboration with the community team, will follow the established program eligibility guidelines. These include
American Indian children and youth ages 0-21 with serious emotional disturbance or co-occurring issues who are at-risk of out of
home placement, who are having difficulties in two or more life domains, and who are receiving services from multiple social service
providers.
- • Ensure direct Wraparound services shall be provided using the SOC best practices model to an average standard
caseload of 15 children for each Care Coordinator during the contract period.
- • Ensure individual services shall be provided under the direction of a child and family team, and made up of both
formal and informal supports. These services include but are not limited to crisis planning, functional assessment, respite care,
use of flexible funds, and the development of a family driven interagency treatment plan.
- • Ensure recommendations for the utilization of flexible funds shall be determined by the child and family team for
each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund
expenditures of $500.00 or more must receive the prior approval of the State SOC Project Director or the Director of Children,
Youth and Family Services.
- • Ensure that required local and national evaluation instruments are administered to youth and their families receiving
services. In addition, the contractor shall ensure that data is reported to the SOC Lead Evaluator each month following established
timelines and methods.
- • Provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th.
This proposal and any subsequent revisions shall be developed through consensus of the community team
and contractor.
- • Submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts.
Contractor will also follow SOC invoicing instructions.
- • Submit monthly written reports as required by ODMHSAS.
- • Provide a work space for up to 16 hours per week for the Systems of Care Tribal/Custody Liaison who will provide
technical assistance to interested tribal and American Indian Communities across the state to plan, implement and evaluate
systems of care.
COMPENSATION:
- • Invoices may be held until the current reporting month’s data report shows an eighty percent (80%) completion rate
for all baseline and follow up assessments due for the month. This applies to all SOC ODMHSAS contracted communities once data
collection has begun. Consideration will be given for special circumstances.
- SOC – Family and Peer Support (Oklahoma Family Network)
Contractor shall focus efforts on the best ways and value to increase access to and outcomes for the mental health system as a whole. Contractor shall ensure continuing growth of individual and family involvement and family voice in communities statewide, as well as, in policy development at the state level.
WORK REQUIREMENTS:
- • Contractor shall ensure continuing growth and support of the Local Systems of Care State through providing support, technical assistance and meeting coordination.
- • Contractor shall support ongoing family advocacy and policy development at the state level through providing training and the coordination of special events for families.
- • Contractor shall provide adequate phone, liability insurance, and other material resources to support the implementation of the Contract.
- • Contractor shall deliver intensive technical assistance to established Systems of Care communities’ development, support and implementation as part of the ongoing mission of OKSOC.
- • Contractor shall work with the Children’s Behavioral Health Network to identify support parents in System of Care communities.
- • Contractor shall provide, support, and facilitate the following:
- • Referral and linkages to community resources.
- • Ongoing support and technical assistance.
- • Continued education, training and workshop availability.
- • Dependable support and access to local and state level activities.
- • Collaboration with other stake holders..
- • Access to information on policy changes and other state and national information on children’s mental health.
- • Youth and family voice at local community level and state level.
- • Leadership opportunities for youth/young adults and families.
- • Awareness of children’s mental health issues.
- • Reduction of stigma.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working closely with NAMI, OK.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. The Contractor shall report the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in established funded System of Care communities including number and types of activities.
- • Technical assistance activities provided to local family support groups for Children’s Mental Health.
- • Referral, linkage, education, and support activities provided to parents and caregivers.
- • Technical assistance provided to local community teams and local systems of care staff as well as state level involvement, as listed:
- • Dates, hours, and locations of all TA services.
- • Summary of each service.
- • Number of parents/caregivers participating in coalition meetings.
- • Update on work conducted in communities.
- • Update on participation in state level meetings and activities and the person providing the service.
- SOC – Family and Youth Outreach (NAMI-OK)
Contractor shall furnish the necessary resources to provide outreach Activities for young adults, advocacy, education, support and public awareness so that all individuals and families affected by mental illness can build better lives.
WORK REQUIREMENTS:
- • Contractor shall maintain staff and volunteers who can provide a variety of outreach and educational programs, including but not limited to It’s Okay to Talk; Parents and Teachers as Allies; NAMI on Campus; and In our Own Voice.
- • Contractor shall provide outreach and educational programs in schools, on campuses, and in other venues.
- • Contractor shall participate in awareness activities, including outreach/awareness events, community activities, educational literature.
- • Contractor shall provide support to college students though outreach, events, events and literature to fight stigma.
- • Contractor shall host at least one (1) family friendly event/activity during Children’s Awareness month and (1) youth/young adult event/activity. These activities may include a rally and walk/run event, education event, or special celebration.
- • Contractor shall collaborate with the Children’s Behavioral Health Network (CBHN) to identify support parents in regional System of Care communities and to organize family and youth friendly outreach / awareness events and leadership opportunities.
- • Contractor shall provide referral and linkage to community resources and peer to peer support groups and networks.
- • Contractor shall provide opportunities to develop self-advocacy and leadership skills to families and youth/young adults.
- • Contractor shall participate in trade shows and awareness activities including the Children’s Conference, the Prevention and Recovery Conference, and other events hosted by family and peer-run organizations.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. Reports shall include at a minimum:
- • The number of individuals contacted through community outreach during the month.
- • The number of individuals contacted who were linked to the resources/services in in the community.
- • The number of students contacted through outreach or events.
- • The number of events or activities offered in the community.
- SOC – Generic Host Agency
Contractor is responsible for coordinating and sustaining a local system of care utilizing the System of Care (SOC) Best Practice Model (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health), defined below.
Contractor shall serve as lead coordinator, facilitator, and fiscal agent for SOC projects located in counties designated by the ODMHSAS. Contractor will ensure the development and ongoing operation of a culturally competent SOC project using SAMHSA’s Best Practice Model. This task shall be accomplished through facilitation and coordination by a local Project Director in collaboration with the community team, with guidance and assistance from the Director of Children, Youth, and Family Services, state SOC staff, and State Advisory Team.
WORK REQUIREMENTS:
- • Contractors shall ensure direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services. The Contractor’s contract dollar amount could be affected if the average caseload falls below 75% capacity for longer than three consecutive months.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and natural supports. These services include, but are not limited to, crisis planning; functional assessment; strengths, need, and cultural discovery, respite care; use of flexible funds; and the development of a family driven interagency treatment plan.
- • Contractor shall ensure that families receive easy access to mental health services and supports; evaluation, assessment and treatment; intensive coordination of services and supports; and family support and training.
- • This task shall be accomplished through facilitation and coordination of services by a care coordinator and/or family support provider in collaboration with natural and formal supports, with guidance and assistance from the local Project Director.
- • Contractor shall ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state-wide initiative. Individuals fulfilling the terms of this contract including, but not limited to, Project Director, Assistant Project Director, Care Coordinator, Family Support Providers, Behavioral Health Aides, Youth Peer Recovery Support Specialists, and Wraparound therapist, shall:
- • Attend role specific training including Pre-requisites, Wraparound 101, Family Support Provider, State Children’s Behavioral Health Conference, and Monthly support calls, and
- • Follow ODMHSAS ongoing coaching requirements to complete the credentialing process and maintain yearly credentialing requirements.
- • Attend and participate in any applicable meetings, coaching, site calls, and/or trainings as determined necessary by the Department.
- • Contractor shall follow the Oklahoma Systems of Care guidelines, policies, procedures and practices provided in the Oklahoma Systems of Care Toolkit.
- • Contractor shall support families of children and youth with emotional disturbance or co-occurring disorders to establish family and youth support groups.
- • Contractor shall employ a part time (20 hrs/50%), or full time (40 hrs/100%) local Project Director per site, who will be responsible for and have the authority to carry out the supervision of persons providing services for the project and the day to day operations of the project.
- • Contractor shall ensure that the local Project Director shall initiate and ensure the development of a community based SOC Team. This community team shall be comprised of parents of children with emotional disturbance, community service providers as outlined in the core standards, and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • The local Project Director, in collaboration with the community team, shall develop a strategic plan for the implementation of the project utilizing the best practice model. The plan shall include an organizational structure, identify the steps necessary to implement the SOC project, and include strategies for ongoing community development, youth guided family driven, cultural and linguistic competence, project sustainability, and the continuous evaluation of youth, family and community needs that will address disparities and access to services. The plan shall also include significant family involvement on all levels of the project.
- • The local Project Director, in collaboration with the community team, shall follow the established program eligibility guidelines. These include children and youth ages 0-21 with emotional disturbance or co-occurring issues who are at risk of out of home placement, who are having difficulties in two and more life domains, and who are receiving services from multiple social service providers.
- • Contractors shall ensure that SOC staff carry an appropriate caseload as follows:
- • SOC staff shall not have more than 15 additional clients enrolled in basic outpatient services.
- • A monthly average of 15 children for each Care Coordinator will be enrolled and receiving services.
- • Care Coordinators and Family Support Providers may carry a ratio of 1:3 Wraparound to Service Coordination cases, not exceeding 30 cases.
- • Behavioral Health Aides may carry a caseload of up to 20 children enrolled in Wraparound, Service Coordination, and/or BISS.
- • Contractor shall ensure that recommendations for the utilization of flexible funds are determined by the child and family team for each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund expenditures of $500.00 or more must receive the prior approval one of the State SOC Project Directors or the Director of Children, Youth and Family Services.
- • Contractor shall ensure that required evaluation instruments are administered to youth and their families receiving services. In addition, the contractor shall ensure that data is reported to the SOC Lead Evaluator each month following established timelines and methods.
- • Contractor shall report all services provided to a youth and family in the project through the Department’s approved data collection system. Contractor’s records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Contractor shall provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th. This proposal and any subsequent revisions shall be developed through consensus of the community team and contractor.
- • Contractor shall submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts. Contractor will also follow SOC invoicing instructions.
- • Contractor shall ensure that the local Project Director or designee submits monthly written reports to the State Project Directors or their designee to ensure coordination and communication.
- • Contractor shall take all steps necessary to maximize 3rd party reimbursement including utilizing ODMHSAS fee for service dollars, Medicaid and 3rd party insurance.
- • Contractor shall report all Revenue on their monthly financial statement.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Quarterly chart / document reviews to be completed by SOC state staff in collaboration with Project Directors and agency SOC staff using published skills sets to measure fidelity to the Wraparound model.
- • Review of monthly evaluation reports and fidelity reports in the ODMHSAS Youth Information System by SOC state staff in collaboration with Project Directors and agency SOC staff. Measures below 80% will be addressed with specific strategic action steps in a site based coaching plan developed by the SOC state staff in collaboration with the Project Director and agency SOC staff.
- • Caseload per care coordinator no more than 15-20 for High Fidelity Wraparound.
COMPENSATION:
- • Invoices may be held until the current reporting month’s data report shows an 80% completion rate for all baseline and follow up assessments due for the month. This applies to all SOC ODMHSAS contracted communities once data collection has begun. Consideration will be given for special circumstances.
- SOC – Healthy Transitions Initiative - 2 Evaluation (OU E-TEAM)
- • Under the direction of the Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the evaluation in conformance to guidance given by the OKSOC management.
- • The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OHTI-2 Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
WORK REQUIREMENTS:
- • Ensure the OHTI-2 evaluation adheres closely to the expectations of EOKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for OHTI-2 staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at OHTI-2 sites to coordinate and provide training for site on evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the fiscal year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the sites to monitor service provision.
- • Perform analyses of the OHTI-2 evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the SOC project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OHTI-2 community.
- • Use evaluation findings to update stakeholders about OHTI-2 project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
- • Support the Technical Assistance and Training efforts of ODMHSAS by developing on-line, web-based, learning modules and webinars for use by staff at providers contracting with ODMHSAS, including Wraparound 101 and targeted webinars on identified subjects. Modules addressing other topics will be implemented as the need is identified by ODMHSAS.
- SOC – Infant & Early Childhood Training & Consultation in Children’s SOC Programs
Contractor shall provide training and consultation to Children’s System of Care Providers across the state related to infant and early childhood mental health (IECMH) as a component professional development to help develop an early childhood system of care statewide which focuses on supporting the needs of families with infants and young children receiving services through Oklahoma’s System of Care providers. This training and consultation also supports the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall provide lectures, workshops, and webinars (regionally and statewide) related to topics such as an overview of infant mental health, parental mental illness, psychotropics in young children, feeding disorders, sleep problems in young children, etc.,
- • Contractor shall provide case consultation to providers serving infants, young children, and their families. This can be done in person, via Zoom or other virtual format, via e-mail, or phone (with de-identified case information).
- • Contractor shall provide ongoing technical assistance to the IECMH Co-Leads regarding best practice related to serving infants, young children, and their families.
COMPENSATION:
- • Contractor shall be reimbursed at a rate of up to $250/hour.
- SOC – Infant Massage Training & Consultation
Contractor shall provide training and consultation to Children’s System of Care Providers across the state related to infant and early childhood mental Health (IECMH) as a component professional development to help develop an early childhood system of care statewide which focuses on supporting the needs of families with infants and young children. This training also supports the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall provide up to two 4-day Certified Educator of Infant Massage (CEIM) Trainings and up to two 2-day Nurturing Caregivers Trainings.
- • Contractor shall work with the Infant and Early Childhood Mental Health Co-leads to explore a needs assessment to specify site needs, training needs of participants and administrative support to aid in determining training goals and content.
- • Contractor shall provide the International Manual, Handbook, Student CD and Study Guide, and any other required materials to conduct the Certification Training, as well as the Nurturing Caregivers Workshop.
- • Contractor shall award Continuing Education contact hours for nurses and massage therapists, award attendance certificate to each participant who attends the 4-day trainings as well as the 2-day trainings, and submit participant names to Infant Massage USA® following the trainings for further organization support.
- • Contractor shall review exams/practicums for completing of certification requirements, award an International Certificate and an Infant Massage USA® certificate upon successful completing of the certification requirements and notify Infant Massage USA® of their change in status from student to CEIM.
- • Contractor shall work with the IECMH Co-leads to coordinate and approve all consulting and training activities.
- • The Department shall provide space, AV equipment, white board or flip chart, copies of materials and copies of printed parent handouts for each parent who attends the demonstration classes.
- • The IECMH Co-leads shall identify and recruit appropriate individuals who work directly with parents and caregivers to participate in the training and facilitate registration according to guidelines provided by the Trainer.
- • The Department and the IECMH Co-leads shall invite 4-10 parents or caregivers with infants for three infant massage demonstration classes to be held on the second, third and fourth days of each 4-day trainings offered.
- SOC – Mobile Response and Stabilization
Contractor shall provide the resources necessary to operate a Mobile Response and Stabilization System for children, youth and young adults and their families, up to the age of 25. The Mobile Response and Stabilization System is a mobile intervention service for children, youth, and young adults experiencing behavioral health emergencies. Mobile invention services shall include, but not be limited to: community-based rapid emergency crisis stabilization for individuals with immediate, overwhelming behavioral problems that severely impair their ability to function in the community; community-based emergency intervention for other behavioral health emergencies; collaboration with community stakeholders to help ensure client success; outreach and engagement for crisis intervention service recipients who are not existing clients; follow-up care to promote continued stabilization; coordination of care; and other community-based activities to enhance access, service quality, child and family outcomes, and stakeholder satisfaction.
WORK REQUIREMENTS:
- • Contractor shall provide a Mobile Response and Stabilization System for children, youth and young adults up to the age of 25. These children, youth and young adults shall be eligible regardless of payer source or ability to pay. Exclusions include youth in Residential Treatment Facilities or Inpatient Hospitals.
- • Contractor shall maintain capacity to respond to emergency calls from the target population within their geographic service area 24 hours a day, 7 days a week, 365 days a year.
- • The Contractor shall have a published telephone number accessible on a 24 hour basis, seven days a week.
- • The Contractor must have the ability to handle and respond to multiple calls at one time.
- • The Contractor must respond to calls within 1 hour of the call, unless the call is identified as a deferred call.
- • The Contractor must respond to deferred calls within 24 hours of call.
- • Contractor shall maintain capacity to staff a Mobile Response Team (MRT) 24 hours a day, 7 days a week, 365 days a year to provide on-site, face-to-face emergency response to assist with behavioral health emergencies through the provision of face to face mobile intervention services designed to deescalate the emergent situation, prevent placement disruption, inpatient hospitalization, detention and homelessness. The overall goal is restore the youth and family to a pre-emergency level of stabilization.
Contractor shall ensure that the following staffing requirements are met:
- • Face-to-face in person emergency response shall be provided by a Care Coordinator, Family Support Provider, Peer Recovery Support Specialist, Behavioral Health Aide or other qualified staff, with immediate access to a Licensed Mental Health Professional (LMHP).
- • Immediate access to a LMHP is defined as face to face in person access or access through an on-call system (e.g. telehealth).
- • Face-to-Face emergency interventions that take place in a hospital emergency room are to be provided by a LMHP.
- • Mobile Response and Stabilization teams of two or more staff is preferred, but an exception can be made by a LMHP according to the policy of the Contractor.
- • Mobile Response Teams should have training in crisis theory, risk assessment, and trauma informed interventions for the developmental levels being served (this includes any core training required by the ODMHSAS).
- • Teams are expected to have the ability to provide trauma informed, systems-based and strengths- based approaches for the assessment of children and adolescents in crisis.
- • Required trainings – Cultural Competency/Humility, Trauma Informed Care, Functional Assessment and Crisis/Safety planning, Columbia Suicide Screening Severity Rating Scale (C-SSSRS).
- • Recommended trainings – Adolescent Screening, Brief Intervention and Referral to Treatment (A-SBIRT), Motivational Interviewing.
- • Contractor shall ensure that children, youth and families accessing mobile response and stabilization teams are able to access referral and linkage assistance for evaluation and assessment for mental health and substance use disorder services; and have access to a comprehensive array of behavioral health treatment and support services.
- • MRTs shall provide crisis diversion, resource support, stabilization and care coordination for emergency situations that are not a mental health or substance use crisis.
- • When emergencies rise to a level needing a clinical intervention, MRTs shall access an LBHP via telehealth or face to face.
- • MRTs shall respond to emergent situations and attempt to work with the family to de-escalate and connect with follow up services, while linkages for community based services and/or the Wraparound process are established. This can include, but is not limited to:
- • Functional assessment to help the family to determine immediate challenges and the resources needed to overcome those challenges, including communication and coping skills to help prevent future emergencies.
- • Developing a plan for emergencies to aid in preserving the stabilization.
- • Follow-up appointments and planning and completing releases for engaging informal supports (Schools, OJA, DHS, etc.).
- • If the emergency is not a mental health or substance use crisis, and the MRT is not successful in deescalating the situation, the MRT will attempt to locate a respite provider for the child or youth. Flex funding will be available for assistance with brief respite. For children in state custody, a protocol will be followed, notifying the OKDHS caseworker who will utilize mental health consultation to determine the next best placement option immediately.
- • When an emergency is determined to be a clinical crisis, the MRT will Link with an LBHP and the LBHP will conduct an assessment in order to determine if there is a mental health or substance use crisis that is of immediate danger to self or others. If so, prior authorization will be issued by OHCA at that time and the MRT will work locally to get the child and family to the closest children’s crisis center or inpatient facility bed available. The family or law enforcement will then transport the child or youth to the inpatient facility. The MRT will at that time make a referral to link the family with a local HH/Wraparound agency to begin preparing the family for reunification, and begin working with the inpatient facility on discharge planning. This will enable return to the community as seamlessly and quickly as possible.
- • The MRT shall make contact with inpatient facility within 48 hours after inpatient admission to discuss discharge planning of those who go inpatient or a residential setting.
- • Follow-up care and coordination of services by the MRT after the emergency intervention will last up to 72 hours, to promote continued stabilization. There is also an option to continue to follow-up for 8 weeks, as needed. All follow- up must be under close supervision of an LBHP.
- • Contractor shall create an organized system to deliver post emergency services to child and family.
- • These services shall be designed to promote continued stabilization of the family system and minimize the movement of children from one living arrangement to another, including within foster homes; prevent inappropriate hospitalization or re-hospitalization; improve the functioning of children in all life domains, including social, behavioral, emotional and educational; respond to the individual needs of families and children, focusing on the importance of their participation in treatment; provide timely, on-site access to assessment and follow up with provider if child/youth is currently receiving mental health services from another agency to ensure that child/youth is connected with another appointment.
- • Evaluation in a wide array of settings; and manage appropriate levels of risk and disruption in the home and community.
PERFORMANCE MONITORING:
- Department will monitor the performance of the contractor in conjunction with systems partners, will be accountable for concrete outcomes that reflect the commitment to maintaining ties among children, families, and communities while delivering effective clinical care and support services for children with emotional and behavioral challenges. Desired outcomes include:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Reduced re-admissions to acute psychiatric hospitals.
- • Improved crisis management and stability in living environments for families and caregivers.
- • Improved educational performance and overall social functioning for children.
- • Reduction in delinquent behavior among youth involved with services.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by families and children. An annual formal site review and report conducted by state SOC staff; Review of monthly data and evaluation reports by state SOC staff; Monthly review and approval of invoices.
Documentation YIS Requirements:
- • Contractor can request a waiver for an incomplete entry through the Helpdesk for undocumented children/youth, a repeat person who won't give their information, etc. Helpdesk can work with OU E-Team designated staff to approve the waiver. Outliers will go to Sr. Program Manager for approval.
- • Invoices may be held until the current reporting month’s data report shows an 90% completion rate for all Mobile Response data entry forms due for the month. Consideration may be given for special circumstances.
- • Contractor will complete YIS entry with documentation of outcome and follow-up of mobile response.
- SOC – Outreach, Engagement and Consultation (Amayesing Skills Counseling Services)
Contractor shall provide outreach, engagement and consultation for the community of North Tulsa. The goal will be to identify and engage minority children, and youth from birth up to age 25 who are experiencing behavioral health related challenges, and their caregivers, and to assist community service and resource providers with understanding how to successfully engage and serve this population.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary for successful outreach and engagement of the target population, including the following:
- • Conduct both community and Individual outreach and engagement. Contacts can include face-to-face and telephone;
- • Distribute information/materials on mental health and substance use, as approved by ODMHSAS;
- • Help facilitate connection between the target population and local behavioral health providers.
- • Contractor shall consult with the ODMHSAS, Tulsa community behavioral health providers and other community resource agencies, about how to successfully reach out and engage the target population in mental health and substance use services.
- • Contractor shall participate in related planning and meetings as determined by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such detail as the Department may require. Such report shall be submitted to the Senior Project Director of Oklahoma Systems of Care no later than the 10th day of each month, and shall include:
- • The number of children, youth, and caregiver contacts made during the quarter.
- • Brief description of the type of behavioral health outreach, education and consultation contacts made to children, youth, and caregivers.(ex: individual, group, community). If a specific group or community organization, please include the name.
- • The number of children and youth contacted in above who were connected with community services/resources.
- • The type of services/resources they were connected with.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- SOC – Outreach, Engagement and Consultation (Brighter Heights Oklahoma)
- Contractor is responsible for coordinating and sustaining a local system of care utilizing the System of Care (SOC) Best Practice Model (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health), defined below.
- Contractor shall serve as lead coordinator, facilitator, and fiscal agent for SOC projects located in counties designated by the ODMHSAS. Contractor will ensure the development and ongoing operation of a culturally competent SOC project using SAMHSA’s Best Practice Model. This task shall be accomplished through facilitation and coordination by a local Project Director in collaboration with the community team, with guidance and assistance from the Director of Children, Youth, and Family Services, state SOC staff, and State Advisory Team.
WORK REQUIREMENTS:
- • Contractors shall ensure direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services. The Contractor’s contract dollar amount could be affected if the average caseload falls below 75% capacity for longer than three consecutive months:
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and natural supports. These services include, but are not limited to, crisis planning; functional assessment; strengths, need, and cultural discovery, respite care; use of flexible funds; and the development of a family driven interagency treatment plan.
- • Contractor shall ensure that families receive easy access to mental health services and supports; evaluation, assessment and treatment; intensive coordination of services and supports; and family support and training.
- • This task shall be accomplished through facilitation and coordination of services by a care coordinator and/or family support provider in collaboration with natural and formal supports, with guidance and assistance from the local Project Director.
- • Contractor shall ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state-wide initiative. Individuals fulfilling the terms of this contract including, but not limited to, Project Director, Assistant Project Director, Care Coordinator, Family Support Providers, Behavioral Health Aides, Youth Peer Recovery Support Specialists, and Wraparound therapist, shall:
- • Attend role specific training including Pre-requisites, Wraparound 101, Family Support Provider, State Children’s Behavioral Health Conference, and Monthly support calls, and:
- • Follow ODMHSAS ongoing coaching requirements to complete the credentialing process and maintain yearly credentialing requirements.
- • Attend and participate in any applicable meetings, coaching, site calls, and/or trainings as determined necessary by the Department.
- • Contractor shall follow the Oklahoma Systems of Care guidelines, policies, procedures and practices provided in the Oklahoma Systems of Care Toolkit.
- • Contractor shall support families of children and youth with emotional disturbance or co-occurring disorders to establish family and youth support groups.
- • Contractor shall employ a part time (20 hrs/50%), or full time (40 hrs/100%) local Project Director per site, who will be responsible for and have the authority to carry out the supervision of persons providing services for the project and the day to day operations of the project.
- • Contractor shall ensure that the local Project Director shall initiate and ensure the development of a community based SOC Team. This community team shall be comprised of parents of children with emotional disturbance, community service providers as outlined in the core standards, and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • The local Project Director, in collaboration with the community team, shall develop a strategic plan for the implementation of the project utilizing the best practice model. The plan shall include an organizational structure, identify the steps necessary to implement the SOC project, and include strategies for ongoing community development, youth guided family driven, cultural and linguistic competence, project sustainability, and the continuous evaluation of youth, family and community needs that will address disparities and access to services. The plan shall also include significant family involvement on all levels of the project.
- • The local Project Director, in collaboration with the community team, shall follow the established program eligibility guidelines. These include children and youth ages 0-21 with emotional disturbance or co-occurring issues who are at risk of out of home placement, who are having difficulties in two and more life domains, and who are receiving services from multiple social service providers.
- • Contractors shall ensure that SOC staff carry an appropriate caseload as follows:
- • SOC staff shall not have more than 15 additional clients enrolled in basic outpatient services.
- • A monthly average of 15 children for each Care Coordinator will be enrolled and receiving services.
- • Care Coordinators and Family Support Providers may carry a ratio of 1:3 Wraparound to Service Coordination cases, not exceeding 30 cases.
- • Behavioral Health Aides may carry a caseload of up to 20 children enrolled in Wraparound, Service Coordination, and/or BISS.
- • Contractor shall ensure that recommendations for the utilization of flexible funds are determined by the child and family team for each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund expenditures of $500.00 or more must receive the prior approval one of the State SOC Project Directors or the Director of Children, Youth and Family Services.
- • Contractor shall ensure that required evaluation instruments are administered to youth and their families receiving services. In addition, the contractor shall ensure that data is reported to the SOC Lead Evaluator each month following established timelines and methods.
- • Contractor shall report all services provided to a youth and family in the project through the Department’s approved data collection system. Contractor’s records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Contractor shall provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th. This proposal and any subsequent revisions shall be developed through consensus of the community team and contractor.
- • Contractor shall submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts. Contractor will also follow SOC invoicing instructions.
- • Contractor shall ensure that the local Project Director or designee submits monthly written reports to the State Project Directors or their designee to ensure coordination and communication.
- • Contractor shall take all steps necessary to maximize 3rd party reimbursement including utilizing ODMHSAS fee for service dollars, Medicaid and 3rd party insurance.
- • Contractor shall report all Revenue on their monthly financial statement.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Quarterly chart / document reviews to be completed by SOC state staff in collaboration with Project Directors and agency SOC staff using published skills sets to measure fidelity to the Wraparound model.
- • Review of monthly evaluation reports and fidelity reports in the ODMHSAS Youth Information System by SOC state staff in collaboration with Project Directors and agency SOC staff. Measures below 80% will be addressed with specific strategic action steps in a site based coaching plan developed by the SOC state staff in collaboration with the Project Director and agency SOC staff.
- • Caseload per care coordinator no more than 15-20 for High Fidelity Wraparound.
COMPENSATION:
- • Invoices may be held until the current reporting month’s data report shows an 80% completion rate for all baseline and follow up assessments due for the month. This applies to all SOC ODMHSAS contracted communities once data collection has begun. Consideration will be given for special circumstances.
- SOC – Outreach, Engagement and Consultation (Healing Hearts Counseling Services)
Contractor shall provide outreach, engagement and consultation for the community of Ardmore. The goal will be to identify and engage minority children, and youth from birth up to age 25 who are experiencing behavioral health related challenges, and their caregivers, and to assist community service and resource providers with understanding how to successfully engage and serve this population.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary for successful outreach and engagement of the target population, including the following:
- • Conduct both community and Individual outreach and engagement. Contacts can include face-to-face and telephone;
- • Distribute information/materials on mental health and substance use, as approved by ODMHSAS;
- • Help facilitate connection between the target population and local behavioral health providers.
- • Contractor shall consult with the ODMHSAS, Ardmore community behavioral health providers and other community resource agencies, about how to successfully reach out and engage the target population in mental health and substance use services.
- • Contractor shall participate in related planning and meetings as determined by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such detail as the Department may require. Such report shall be submitted to the Senior Project Director of Oklahoma Systems of Care no later than the 10th day of each month, and shall include:
- • The number of children, youth, and caregiver contacts made during the quarter.
- • Brief description of the type of behavioral health outreach, education and consultation contacts made to children, youth, and caregivers.(ex: individual, group, community). If a specific group or community organization, please include the name.
- • The number of children and youth contacted in above who were connected with community services/resources.
- • The type of services/resources they were connected with.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- SOC – Respite
- SOC – SQE Wraparound AWARE
This contract is to provide funding for the services and resources needed to support the Fixed Rate AWARE contract and ensure optimal program outcomes. The goal of these enhanced services is to actively assist schools with improving students’ academic and behavioral outcomes.
WORK REQUIREMENTS:
- • The Contractor agrees to perform the necessary services and activities as outlined below to enhance the quality of the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • • Contractor agrees to provide clinical supervision for all program staff and client case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of identified students.
- • Contractor agrees to attend all trainings, meetings and consultation required by the ODMHSAS.
- • Contractor will collect and report data identified as needed by ODMHSAS in order to track grant objectives.
- SOC – SQE Wraparound AWARE - Woodward
This contract is to provide funding for the services and resources needed to support the Fixed Rate AWARE contract and ensure optimal program outcomes. The goal of these enhanced services is to actively assist schools with improving students’ academic and behavioral outcomes.
WORK REQUIREMENTS:
- • The Contractor agrees to provide a .50 FTE to provide enhanced services for the AWARE program.
- • The Contractor agrees perform the necessary services and activities as outlined below to enhance the quality of the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance
use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • Contractor agrees to provide clinical supervision for all program staff and client case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of identified students.
- • Contractor agrees to attend all trainings, meetings and consultation required by the ODMHSAS.
- • Contractor will collect and report data identified as needed by ODMHSAS in order to track grant objectives.
- SOC – Wraparound AWARE in School - AWARE South Grant
This contract is to provide funding for the services and resources needed to support the Fixed Rate AWARE contract and ensure optimal program outcomes. The goal of these enhanced services is to actively assist schools with improving students’ academic and behavioral outcomes.
WORK REQUIREMENTS:
- • The Contractor agrees to provide a .50 FTE to provide enhanced services for the AWARE program.
- • The Contractor agrees to perform the necessary services and activities as outlined below to enhance the quality of the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services;
- • Works to address in school behavioral issues;
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • Contractor agrees to provide clinical supervision for all program staff and client case reviews.
- • Contractor agrees to provide timely screening, assessment and treatment of identified students.
- • Contractor agrees to attend all trainings, meetings and consultation required by the ODMHSAS.
- • Contractor will collect and report data identified as needed by ODMHSAS in order to track grant objectives.
- SOC – State Evaluation
Under the direction of the Agency’s Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the OKSOC evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
WORK REQUIREMENTS:
- • Evaluator shall:
- • Ensure the OKSOC evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for OKSOC staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at OKSOC sites to coordinate and provide training for site on evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the fiscal year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the sites to monitor service provision.
- • Perform analyses of the OKSOC evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the SOC project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
- • Support the Technical Assistance and Training efforts of ODMHSAS by developing on-line, web-based, learning modules and webinars for use by staff at providers contracting with ODMHSAS, including Wraparound 101 and targeted webinars on identified subjects. Modules addressing other topics will be implemented as the need is identified by ODMHSAS.
- SOC – Structured Psychotherapy for Adolescents Responding to Chronic Stress (SPARCS) Training and Consultation
Contractor shall provide Structured Psychotherapy for Adolescents Responding to Chronic Stress (SPARCS) training and consultation to ODMHSAS designated providers to support professional development within System of Care.
SPARCS is specifically designed to improve the emotional, social, academic, and behavioral functioning of adolescents exposed to chronic interpersonal trauma (such as ongoing physical abuse) and/or separate types of trauma (e.g., community violence, sexual assault). The curriculum was designed to address the needs of adolescents who may still be living with ongoing stress and may be experiencing problems in several areas of functioning. This can include difficulties with affect regulation and impulsivity, self-perception, relationships, somatization, dissociation, numbing and avoidance, and struggles with their own purpose and meaning in life, as well as worldviews that make it difficult for them to see a future for themselves.
WORK REQUIREMENTS:
- • Contractor shall work with designated ODMHSAS staff on planning for SPARCS training and consultation.
- • Contractor shall provide two 2-day in person trainings (or two virtual trainings of 3 half days each); a total of four (4) days of SPARCS in person training or six (6) half-days of virtual training.
- • Training shall be provided to a total of eighteen (18) participants designated by the ODMHSAS.
- • Contractor shall provide eight (8) one-hour consultation calls for training participants.
WORK REQUIREMENTS (Oct-May):
- • Contractor shall work with designated ODMHSAS staff on planning for SPARCS training and consultation from Oct 1 2021 to May 30 2022.
- • Contractor shall provide two 2-day trainings; a total of four (4) days of SPARCS training.
- • Training shall be provided to a total of nine (9) participants designated by the ODMHSAS.
- • Contractor shall provide eight (8) one-hour consultation calls for training participants.
- SOC – TA & Training (Evolution Foundation)
Contractor shall furnish the necessary resources to promote and support the state and local System of Care for children and youth with emotional disturbance, and their families. Contractor shall provide technical assistance and training to local and state level systems of care to ensure continuing growth of youth, family and professional involvement and the family voice in established communities, as well as in policy development at the state level.
WORK REQUIREMENTS:
- • Contractor shall ensure continuing growth and support of the Local Systems of Care State through providing support, technical assistance and meeting coordination.
- • Contractor shall support ongoing family advocacy and policy development at the state level through providing training and the coordination of special events for families.
- • Contractor shall provide adequate phone, liability insurance, and other material resources to support the implementation of the Contract.
- • Contractor shall deliver intensive technical assistance to established Systems of Care communities’ development, support and implementation as part of the ongoing mission of OKSOC.
- • Contractor shall work with the Children’s Behavioral Health Network to identify support parents in System of Care communities.
- • Contractor shall provide, support, and facilitate the following:
- • Referral and linkages to community resources.
- • Ongoing support and technical assistance.
- • Continued education, training and workshop availability.
- • Dependable support and access to local and state level activities.
- • Collaboration with other stake holders.
- • Access to information on policy changes and other state and national information on children’s mental health.
- • Youth and family voice at local community level and state level.
- • Leadership opportunities for youth/young adults and families.
- • Awareness of children’s mental health issues.
- • Reduction of stigma.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working closely with NAMI-OK and OFN.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. The Contractor shall report the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in established funded System of Care communities including number and types of activities.
- • Technical assistance activities provided to local family support groups for Children’s Mental Health.
- • Referral, linkage, education, and support activities provided to parents and caregivers.
- • Technical assistance provided to local community teams and local systems of care staff as well as state level involvement, as listed:
- • Dates, hours, and locations of all TA services
- • Summary of each service
- • Number of parents/caregivers participating in coalition meetings
- • Update on work conducted in communities
- • Update on participation in state level meetings and activities and the person providing the service.
- SOC – TFCBT Training & Support
The Contractor shall furnish training, support, data, resource materials and consultation as related to developing a trauma informed system of care for young children and their caregivers in Oklahoma.
WORK REQUIREMENTS:
- • Contractor shall develop and provide Advanced TF-CBT training(s), including all necessary and supporting resources, for therapists utilizing the TF-CBT model and working with young children and their caregivers. Training participants to be selected from sites specified by the Department. Topics to be approved by the Department in advance.
- • Contractor shall develop and provide an Advanced Early Childhood consultation system, including all necessary and supporting resources, for ongoing clinical support to therapists utilizing the TF-CBT model and working with young children and their caregivers.
- • Contractor shall develop and provide a clinical supervision track in support of clinicians and supervisors providing TF-CBT services. This includes the Contractor’s participation in and completion of all components of the CE-CERT model, including all necessary and supporting resources, training, and consultation.
- • Contractor shall develop and maintain the infrastructure necessary to support the program, including but not limited to: website development, webinar capacity, updates and expanded capacity to current systems, and resource development. In this last year of the grant, contractor shall utilize funds allocated the first 3 years for additionally identified therapists from lab sites to attend trainings, to work towards sustainability of the program.
- SOC – Wraparound AWARE in School
This contract is to provide funding for the services and resources needed to support the AWARE contract and ensure optimal program outcomes. The goal of these services is to actively assist schools with improving students’ academic and behavioral outcomes..
WORK REQUIREMENTS:
- • The Contractor agrees to perform the necessary services and activities as outlined below for the AWARE program.
- • Training/education, and collaborative services, including:
- • Train and educate school personnel to increase the knowledge and understanding of mental health and substance use among school-age children and youth.
- • Actively participate in collaborative meetings with school system:
- • Identify and assess students for services.
- • Works to address in school behavioral issues.
- • Determine additional intervention needed to support child/youth and family; and
- • Review and evaluate goals, outcomes and progress of student and overall AWARE initiative.
- • Facilitate SPARCS groups with school staff.
- • Utilize technology to meet needs to child/youth and family, if needed.
- • Contractor agrees to provide clinical supervision for all program staff and client case reviews.
- • Contractor agrees to travel too and from locations to perform required Project AWARE efforts and activities.
- • Contractor agrees to provide timely screening, assessment and treatment of identified students.
- • Contractor agrees to collect and share data identified as needed by ODMHSAS in order to track grant objectives.
- • Contractor agrees to attend all trainings, meetings and consultation required by the ODMHSAS.
- SOC – Wraparound Training & Consultation
Contractor shall provide training and consultation to help improve fidelity for Oklahoma Wraparound.
WORK REQUIREMENTS:
- • Contractor shall provide Wraparound implementation coaching and technical assistance to the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) Systems of Care (SOC) State Coach and Trainer to help strengthen their training and technical assistance skills related to the implementation of Wraparound. Types of coaching and technical assistance shall include, but not be limited to the following:
- • Wraparound Coaching Session
- • Individual Wraparound Supervision
- • Group Wraparound Implementation Supervision
- • Wraparound Case Consultation
- • Wraparound Community Readiness
- • Contractor shall provide a Wraparound Coaches Academy for ODMHSAS designated staff and providers.
- • The Academy shall include 2days of training:
- • The course shall be designed for proficient Wraparound leaders whose role is to teach, train and support the development of staff as a supervisor, coach or manager in the Wraparound process. Course objectives shall include, but not be limited to the following:
- • Participants will practice implementing tools and processes for developing high fidelity Wraparound staff;
- • Participants will describe and demonstrate the Wraparound coaching process;
- • Participants will analyze skills and processes of case scenarios, identifying strengths and areas of growth;
- • Participants will understand the complexities of adult learning and apply those principles to working situations that promote their abilities to develop Wraparound staff.
- SOC – Wraparound Training & Consultation - Transition to Independence Program (TIP)
Contractor shall provide training and consulting in the Transition to Independence Process (TIP) model, to provide a framework for effectively serving youth adults in transition.
WORK REQUIREMENTS:
- • Contractor shall provide TA and Training in the Transition to Independence Program (TIP) model, to include the following:
- • Provision of training on the basic model.
- • Provision of advanced training and technical assistance as requested by ODMHSAS, to include themed teleconference sessions.
- • On-site provider training, technical assistance and case reviews.
- • Recommends participants to become a Certified TIP Mode® Site or a Certified TIP-Informed Site.
- • Overall logistics, coordination, and scheduling of training and teleconference TA will be the responsibility of Contractor, and the designated ODMHSAS Project Director.
- • All coaching, training, and other consulting activities shall be coordinated and approved by ODMHSAS.
- • All technical assistance (TA) shall be approved by the ODMHSAS prior to being scheduled.
- • Local staff participants in training shall be working with youth and young adults (14-29 years old) experiencing transition to adulthood difficulties due to mental health, substance abuse, and/or mild developmental disabilities; and/or involvement with agencies such as children’s protective services, juvenile justice, or public assistance, and/or youth who are runaway, homeless, or otherwise at risk of transition to adulthood difficulties, including youth and young adults between the ages of 16 and 30, who have experienced their first episode of psychosis within the last two years and meet the Federal Block Grant definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED). Training participants shall be approved to attend the training by designated ODMHSAS Project Director.
- • Includes material (coaching tools and manual) that can be shared in similar coaching for other providers. All teleconference TA sessions shall be tied specifically back to the statement of work.
PERFORMANCE MONITORING:
- • Contractor shall report quarterly progress on trainings, technical assistance, and consultation.
- SOC – Young Adult Transition Services-Oklahoma Healthy Transitions Initiative - 2 (OHTI-2)
INTRODUCTION:
- • Under the direction of the ODMHSAS Director of Children, Youth and Family Services, Community Mental Health Centers (CMHC), hereafter referred to as CMHC, will furnish the necessary resources to provide treatment, crisis, and support services young adults in transition with mental health, substance use, or co-occurring issues. Services and supports shall be based on the core components and philosophy of Oklahoma Systems of Care and evidence-based practices for young adults in transition.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the CMHC to ensure processes and concrete outcomes that establish holistic health—both physical and behavioral health—services and supports.
- • Quarterly chart / document reviews to be completed by state staff in collaboration with Project Directors and agency SOC staff.
- • Review of monthly evaluation reports in ODMHSAS’ Youth Information System by state staff in collaboration with Project Directors and agency staff. Measures below 80% will be addressed with specific strategic action steps in a site based coaching plan developed by the state staff in collaboration with the Project Director and agency staff. Measures include:
- • NOMS completion rate.
- • OKSOC Assessment baseline completion rate.
- • OKSOC Assessment follow-up completion rate.
- • Rate of improvement at follow-up on NOMs and OKSOC Assessment.
WORK REQUIREMENTS:
- • Develop and implement a specialized team to coordinate care for young adults in transition to include recovery support, peer to peer support and case management services, therapy, medication management, housing, education, employment, and connection to physical wellness services as needed.
- • Conduct outreach and referral for young adults in transition to increase access to services and supports .
- • Conduct screening and assessments for young adults in transition to identify individual needs.
- • Provide direct treatment services through Oklahoma Systems of Care in Wraparound and/or Transition to Independence, Housing First, Individual Placement and Support (IPS), and appropriate evidenced-based practices.
- • Plan and implement outreach (to include street outreach), referral, and engagement efforts to educational institutions, healthcare, child welfare, juvenile justice/correctional institutions, homeless shelters, drop-in centers, to identify young adults in transition with untreated SED/SMI, as well as those at risk for developing SED/SMI and substance use/co-occurring disorders.
- • Implement public awareness and cross-system provider training for other systems serving young adults in transition, including marketing strategies, training for community members, and collaborating agencies.
- • Establish relationships with community stakeholders and collaborating agencies to broaden and link all community resources available to young adults in transition.
- • Participate fully and completely in the project evaluation at both the national and state levels. Expected outcomes include improvements in functioning and reductions in problem behaviors; continued education; safe and stable living environment; steady employment; reliable transportation; family and social connectedness; and reductions in contacts with law enforcement.
- • Data Requirements include service provision, staffing, assessment, etc. as detailed in the Youth Information System—the ODMHSAS state level evaluation system for children’s behavioral health.
- • Support through training and facilitation OKSOC sites Youth/Young Adult Support Groups. Contractor shall furnish the necessary resources to develop and facilitate (and/or support existing) Youth/Young Adults Support Groups. This will include responsibility for the following:
- • Community outreach to identify youth/young adults interested in participating in OKSOC sites’ youth led and youth directed Youth/Young Adult Groups.
- • Facilitation of site Youth/Young Adult Support Groups at least once per month OR support in facilitating each group in the community at least once per month if they each already exist. These support groups are non-curriculum based.
- • Linkage to any additional services and supports needed for individuals participating in either the Youth/Young Groups.
- • Act as conduits to discover new YAT leaders for the YSAB, SAT, and other community and state level coalitions to increase youth and family voice at all levels.
- SOC – Youth and Young Adult Diversion Initiative
INTRODUCTION:
- • Contractor shall provide culturally relevant services and supports to communities in overcoming generational and historical trauma. Contractor shall furnish the necessary resources to provide treatment, crisis, and support services to youth and young adults in transition aged 16-25 with mental health, substance use, or co-occurring issues. Services and supports shall be based on the core components and philosophy of Oklahoma Systems of Care and evidence-based practices for young adults in transition.
PERFORMANCE MONITORING:
- • Department will monitor performance to ensure processes and concrete outcomes that establish holistic health—both physical and behavioral health—services and supports.
- • Quarterly chart / document reviews will be completed by state staff in collaboration with Project Directors and agency staff.
- • Review of monthly evaluation reports in ODMHSAS Evaluation Portal—EON--by state staff in collaboration with Directors and agency staff. Measures include:
- • OKSOC Assessment baseline completion rate.
- • OKSOC Assessment follow-up completion rate.
- • Rate of improvement at follow-up on NOMs and OKSOC Assessment.
WORK REQUIREMENTS:
- • Provide direct treatment services through Oklahoma Systems of Care in Wraparound and/or Transition to Independence, and appropriate evidenced-based practices.
- • Ensure project staff (Case Manger II and Peer Recovery Support Specialist) are fully trained in the Wraparound and Transition to Independence Models and have the capacity to implement these models with transition age young adults.
- • Develop and implement a specialized team to coordinate care for young adults in transition to include recovery support, peer to peer support, case management services, and therapy.
- • Plan and implement screening and assessment services for transition age young adults.
- • Plan and implement outreach (to include street outreach), referral, and engagement efforts to educational institutions, healthcare, child welfare, juvenile justice/correctional institutions, homeless shelters, drop-in centers, local faith communities, to identify young adults in transition with untreated SED/SMI, as well as those at risk for developing SED/SMI and substance use/co-occurring disorders.
- • Implement public awareness and cross-system provider training for other systems serving young adults in transition, including marketing strategies, training for community members, and collaborating agencies.
- • Establish relationships with community stakeholders and collaborating agencies to broaden and link all community resources available to young adults in transition.
- • Implement a community needs assessment to determine what services are needed, accessibility of existing services, effectiveness of these services and, gaps identified that could be filled.
- • Ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state staff and general communication and functioning of the state-wide initiative.
- • A monthly average of 8-10 Youth and Young Adults ages 16-25 will be enrolled and receiving services.
- • Ensure a monthly average number of youth and young adults, as identified by ODMHSAS, will be enrolled, and receiving services. Contractor’s caseload will not fall below 75% capacity for longer than three consecutive months.
- • Report in the OKSOC Evaluation Portal (EON) with all required evaluation instruments. Monitor compliance with data requirements and impairments and change over time for individual clients and for agency as a whole.
- • Contractor shall report all services provided to a youth or young adult in the initiative through EON. Contractor’s records pertaining to initiative (both clinical and financial) will be subject to review by ODMHSAS.
COMPENSATION
- • Invoices may be held until the current reporting month’s data report shows an 80% completion rate for all baseline and follow up assessments due for the moth. This applies to all ODMHSAS contracted communities once data collection has begun. Consideration will be given for special circumstances.
- • Contract funds should be used for purposes of the initiative only.
- Appendix
- ODMHSAS Transition Youth Housing Subsidy Protocol
Eligible Applicants - Individuals (ages 16 - 25) who have a mental illness or co-occurring mental illness and substance use for assistance with accessing and maintaining decent, safe, sanitary and affordable housing. Individuals should meet requirements for very low income and have a gross annual income at or below $16,500; however, incomes above $16,500 can be considered on a case by case basis. Individuals who are under the age of 18 must either be legally emancipated or have a Guardian willing to sign a lease agreement on their behalf. If the individual has children in their legal custody at time of application, they are allowed to live with applicant in the residence paid for by subsidy funds. If an applicant requests a roommate or significant other reside with them in subsidy funded apartments, they are eligible for youth subsidy funds at 50% of the approved amount, whereas said roommate must provide the remaining balances of rent/utilities and be a signed and approved leaseholder along with applicant or otherwise meet the same qualifications to become a subsidy recipient themselves and become a leaseholder in the same residence.
Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay for rent and utilities is $601 per month, which is based on the higher range of Fair Market Rent for a 1-bedroom. Assistance is not restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $601, however, it is recommended that referring projects assist subsidy recipients in locating housing for which costs do not exceed the $601 maximum (and all bills paid units when possible) to help assure affordability and success. This amount can be amended to $762 if the applicant has a child in their custody and is needing a unit of up to 2 bedrooms or more. If unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income will be calculated as follows:
First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $601 maximum).
Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the $601 maximum).
The goal of the Housing Subsidy Funds is to assist recipients with transition to self-sufficiency between 9 to 12 months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case-by-case basis.
It is expected that the all-subsidy recipients and Program staff will work actively together toward employment or SSI/SSDI income, toward obtaining Section 8 rental assistance, and on other recovery focused goals/objectives, as this is a time limited program.
Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to subsidy recipients but may not exceed a total of $601 or $762 in approved units of parenting youth.
Making A Referral – Subsidy Rental Assistance:
All referrals must come from one of the existing Oklahoma Department of Mental Health Substance Abuse Services Contractor unless approved by the ODMHSAS Program Manager. Part 1 of the referral form must be submitted, and initial approval received from HOPE Community Services prior to moving forward to assist a person with housing. This is to ensure that people referred meet initial eligibility requirements and that the program has enough money to serve them. Once initial approval is received from HOPE, housing can be arranged and Part 2 of the referral should be submitted. If Part 2, and related documentation, is not received by HOPE within 30 days of approval of Part 1, the referral will be null and void, and an entirely new referral (Part 1 & 2) will need to be submitted.
Both parts of the referral form submitted must be complete, including all of the documentation requested:
- • Proof of income or signed statement from applicant if no income (Certification of Zero Income form);
- • Signed Subsidy Recipient Agreement (If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign unless they have been provided a certificate of Unaccompanied Status via ODMHSAS or DHS).
- • A release of information authorizing communication between HOPE Community Services and the designated Landlord, and utility companies (when utility assistance, including deposit assistance, is requested), regarding payment of bills; and
- • A release of information authorizing communication between HOPE Community Services and the designated Program Agency, regarding the tenant’s receipt of subsidy funds.
Completed referrals should be submitted to:
- HOPE Community Services, Inc.
- Attn: Transition Youth Subsidy Program
- 6100 South Walker Ave.
- Oklahoma City, OK 73129
- (405) 634-4400
- Fax: (405) 632-1976
Please note that referral information that is not complete will be returned to the agency who submitted it for completion. If you have any questions regarding the completion of the referral, or regarding the Transition Youth Housing Subsidy program in general, please contact HOPE or Andru Dallaly at ODMHSAS.
Things To Remember:
- • A copy of the signed lease agreement between tenant and landlord must be mailed or faxed to Hope Community Services by the second month for which rental assistance is needed (subsidy cannot be continued past the first month until a signed lease agreement is received).
- • If the landlord does not have a lease agreement, please use the Lease Agreement form included in the referral packet.
- • If rental unit is not all bills paid, it is recommended that referring projects assist subsidy recipients in getting on the utility averaging plans to further help assure affordability.
- • If utility assistance is requested, utility bills must be submitted monthly by mail or fax to HOPE Community Services for payment (up to the total amount allowed for utility assistance).
- • Part 1 of the referral is submitted, and approval from HOPE is required to proceed with housing assistance and the completion of Part 2 of the referral.
- • Part 2 of the referral must be received by HOPE within 30 days after HOPE has approved Part 1. If not received within that timeframe, the referral will be null and void and a new referral will need to be submitted and approval from HOPE obtained.
- ODMHSAS Child Trauma & Resilience Guidelines/Protocol
According to the Big Statement of Work for CMHCs, section 6.10 “Trauma-informed and trauma specific services will be offered according to the ODMHSAS Child Trauma and Resilience Guidelines. Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy.” Please refer to the guidelines/protocol; as follows:
- Trauma Informed:
- All staff employed by the agency, regardless of role or position, shall complete the online "Trauma is Just the Beginning" training http://www.ok.gov/odmhsas/SHARE.html within 90 days of hire or completion of their probation, whichever is sooner. A copy of the certificate of completion should be kept in the employees personnel file.:
- Trauma Screening and Assessment:
- Agencies shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure portion of the CATS.
- • The CATS is to only be administered by clinical level staff unless prior authorization is received by the Department. At minimum staff should complete the CATS administration eLearning, and attend the live Assessment and Support training as available.
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child, youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment, then the child and family should be offered trauma-specific services.
- • The CATS should be administered at a minimum of each treatment plan update, and at termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout the course of treatment.
- • Initial screen (positive or negative), including scoring for positive exposure screens, and additional screenings as indicated at treatment plan update and discharge, shall be reported on the CDC as per protocol.
- These are the minimal requirements. For agencies with advanced training and experience, this does not limit use of other evidence based and validated measures.
- Trauma Specific Services – Licensed:
- As the primary evidenced based trauma specific intervention, Oklahoma has implemented Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) statewide.
- • Every LBHP/LMHP (including those under supervision) working with children, youth, and families in the agency, shall complete the online TF-CBT training https://tfcbt2.musc.edu/ within 90 days of hire or completion of their probation. A copy of the certificate of completion should be kept in the employee’s personnel file
- • Core staff identified to complete the full TF-CBT training and consultation process, to meet the SOW requirement “Contractor will maintain staff trained in trauma-focused cognitive behavioral therapy” shall be expected to:
- • Attend the live 1 day assessment and support training and 2 day “Introduction to TFCBT” training
- • Participate in consultation calls following training. Staff will be expected to complete 2 calls a month for a minimum of 6 months and through completion of a case, however long that may take. After that time, consultation calls will still be available to and highly recommended for staff to use at their discretion.
- • Staff are expected to keep developing their skills through attendance of the Advanced TFCBT trainings, participation in webinars, and other learning opportunities.
- • It is highly recommended that the person providing clinical supervision also go through the training and consultation process to help with both implementation and sustainability.
- • Supervisors will be expected to participate in a semiannual supervisor’s call.
- While TFCBT is to be provided by every agency, this does not preclude the agency from utilizing other trauma specific evidenced based practices, such as Seeking Safety.
FY24 SOWs
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·
Big SOW
- ·
Eligibility and Target Population Matrix
- ·
General SUD Services
- Advocacy Services
- Advocacy Fixed Rate Services
- Advocacy – Consumer and Family Advocacy Services
Contractor shall furnish the necessary resources to provide consumer and family advocacy services. Contractor shall:
- • Provide an Oklahoma City-based office and telephone line, with live full-time coverage during business hours for individuals seeking information, referrals, support, and advocacy-related substance use services, and routine administrative tasks associated with operations.
- • Provide easily accessible resource library with cost-free information on substance abuse disorders and issues,
family support resources, and other relevant information.
Library content may include brochures, books, periodicals, audio/visual media, and online content.
- • Distribute information and materials to support and educate families and significant others of individuals with
substance abuse issues, parents who have a child with a substance use issue, and consumers of substance use series through:
- • Promoting healing strategies within the family and community through
outreach and awareness activities;
- • Partnering with existing institutions to intervene and promote community healing; and
- • Conducting family and community educational workshops about addiction and recovery.
- • Develop and distribute a quarterly newsletter to consumers and families;
include online and web-based mediums.
- • Participate in educational conferences providing advocacy participation information,
addiction and recovery educational materials, resources, and recovery support services available.
- • Maintain and promote an active speaker’s bureau of both consumers with lived experience,
as well as family members.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings,
co-sponsoring events, and cross promoting peer programming, recovery, and wellness activities as a way to ensure consumer
voice across the state.
- Advocacy – Consumer-To-Consumer Outreach
Contractor shall furnish all necessary resources to provide Consumer to Consumer Outreach services. Contractor shall:
- • Provide visitation by consumers, relationship development by consumers, and invitations to participate in
special programs designed for consumers in the area(s) specified by ODMHSAS.
- • Establish program standards and criteria through engagement of professional staff and
people who have accessed or are currently accessing Contractor’s services.
- • Employ program specific staff members who are consumers of services.
- • Conduct consumer interest and needs surveys regarding available events, programs, and activities.
- • Increase the awareness of activities available to consumers living alone or in relative isolation,
including outreach home visits, telephone contacts, and social media outlets.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings,
co-sponsoring events, and cross-promoting peer programming, recovery, and wellness activities as a way to
ensure consumer voice across the state.
- • Utilize social marketing to distribute quarterly newsletters.
- Advocacy – Veteran Consumer and Family Advocacy
Contractor shall furnish the necessary resources to maintain statewide consumer advocacy activities to support the
well-being of veterans who are in recovery from substance use and/or co-occurring disorders. Contractor shall:
- • Provide an office, located in area identified by ODMHSAS, and telephone, with a line for individuals seeking
up to date information, referrals, peer support, advocacy related to services, and conducting all routine administrative
tasks associated with operations.
- • Provide education and peer support groups for veteran consumers and their family members.
- • Conduct prevention, advocacy, and outreach activities to individuals and family members
experiencing substance abuse, or co-occurring substance use and mental health disorders.
- • Participate in community awareness activities.
- • Maintain working relationships with referral and service organizations to help veterans and their
family members with filing benefits claims, medication evaluation, mental health and/or substance abuse services
and counseling needs.
- • Connect and link veterans and their family members to services that will provide individualized support
such as educational, training, housing, and employment opportunities.
- • Develop a recovery or wellness plan with all individuals who connect with Contractor to
identify individual services, supports and lists other resources.
- • Conduct 6-month follow-up; and
- • Provide aftercare services, social and information gatherings,
and peer-to-peer support opportunities for veterans and their family members.
- • Promote healing strategies within the family and community.
- • Participate in educational conferences to increase awareness of the unique needs of this
population through education material and resources.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the
Oklahoma Recovery Alliance (OKRA) including, but not limited to representation at monthly meetings, co-sponsoring events,
and cross-promoting peer programming, recovery, and wellness activities as a way to ensure consumer voice across
the state.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work.
Contractor will provide such detail as the Department may require. Such report shall be submitted to the appropriate program staff
no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
At least ¼ of service provisions each month shall be peer recovery support or wellness services, or a combination
thereof.
- Advocacy – Woman's Advocacy and Support
Contractor shall furnish the necessary resources to provide consumer and family recovery support services
for women involved with or at risk for involvement with the criminal justice system. Contractor shall:
- • Provide an office, located in area identified by ODMHSAS, and telephone line, with live full-time coverage
during business hours for individuals seeking information, referrals, support, advocacy-related substance abuse services,
and conducting all routine administrative tasks associated with operations.
- • Provide a peer warm line to support the Oklahoma County Innovation Project
(crisis system initiative for Oklahoma County).
The line is to be active 24/7/365 and shall provide peer coaching and referrals. This includes maintaining a memoranda of
understanding with OCCIC/OCRU/URC and the Community Response Team specifying collaboration relationship.
- • Provide training and support to the customer to assist with their recovery process.
This may involve assisting the customer in the acquisition of knowledge and skills necessary to understand and address
specific needs in relation to enhancement of problem-solving skills, coping mechanisms, and strategies for relapse prevention
assistance in understanding crisis plans and community re-entry planning.
- • Promoting healthy lifestyle strategies with customer and the family through trainings and classes
that focus on nutrition, exercise, and tobacco cessation. Activities may include support groups, exercise groups,
and individual physical wellness plan development, implementation assistance and support.
- • Partnering with existing institutions and programs to intervene and promote access to supportive programs
which provide assistance, supports, supplements, and/or links the customer with the appropriate service components.
This can include medical, dental, financial, employment, legal, and housing assistance.
- • Conducting family and community educational workshops about addiction, recovery and wellness.
- • Utilize social marketing techniques to distribute quarterly newsletters,
and have a presence via social media outlets to better reach consumers and family members,
as well as community stakeholders.
- • Participate in educational conferences providing advocacy participation information,
addiction and recovery educational materials, resources, wellness/healthy living and recovery support
services available.
- • Host at least one (1) drug-free, alcohol and tobacco free social activity during National Recovery Month.
This activity can include a rally and walk/run event, educational event, or special celebration.
- Advocacy Government/Professional/Sole Source Services
- Advocacy – Advocacy and Support Services (DBSA)
Contractor shall furnish the necessary resources to provide advocacy and support services. Contractor shall:
- • Increase peer support services to include the addition of a paid position of a part time or full time Peer Recovery Support Specialist.
- • Develop strategies to enhance consumer voice and community engagement through leadership role in Oklahoma Recovery Alliance (OKRA) and other avenues.
- • Publish and distribute four (4) organizational newsletters including web and internet based mediums.
- • Establish peer-to-peer support groups and maintain a record of them across Oklahoma including contact information.
Maintain a listserv for distribution of the quarterly newsletter.
- • Conduct facilitator training workshops for Depression Bi-Polar Support Alliance (DBSA) support groups with a focus on rural and smaller community engagement across Oklahoma.
- • Provide ongoing technical assistance to established and newly initiated DBSA support groups.
- • Collect and update the list of group meeting locations, number of those in attendance, and the frequency of the group meetings.
- • Provide contacts to the community either face-to-face, virtually, or via the telephone to provide Outreach and Advocacy.
- • Provide 1 annual training/presentation through ODMHSAS Training Institute pertaining to Depression, Bipolar, and Lived Experience.
- • Provide DBSA support groups within Crisis and Inpatient facilities to help build a support system for consumers following discharge.
- • Collaborate with other consumer, youth and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross-promoting peer programming, recovery, and
wellness activities to ensure consumer voice across the state.
- • Utilize social marketing techniques to distribute information and have a presence via social media platforms to better
reach consumers and other stakeholders. Include real time updates to websites and social media platforms to assist with locating resources,
supports and services provided by the contractor.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work.
Contractor will provide such detail as the Department may require. Such report shall be submitted to the no later than the 10th day of the
month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Aging
PURPOSE:
- • Contractor shall engage in multi-level advocacy that promotes the opportunity for older adults to experience behavioral health.
REQUIRED ACTIVITES:
- • Contractor shall continue to engage in advocacy for older Oklahomans to have the opportunity to experience behavioral health, including:
- • Continued membership and active participation, and as term permits, leadership, with the National Coalition on Mental Health and Aging.
- • Continued bilateral dissemination of best practices that support national priorities and their implementation in Oklahoma and brings Oklahoma-led promising and best practices to the national level.
- • Continued leadership, and advocacy for and with older Oklahomans, as the Founding Director, of the Oklahoma Mental Health and Aging Coalition (OMHAC).
- • Continued meeting planning, facilitation, follow-up.
- • Continued support for the implementation of state and Coalition priorities.
- • Continued management of all clearinghouse activities related to the OMHAC, including distribution of local, state, and national mental health and substance use information.
- • Continued OMHAC website management.
REQUIRED DELIVERABLES:
- • Contractor shall provide a monthly report to ODMHSAS that documents required activities.
COMPENSATION:
- • 1/12 Reimbursement: Contractor sends monthly report on progress.
- Advocacy – Black Culture Advocacy and Education Peer Support Services - Training
This contract is to provide advocacy and education services related to the African American population of Oklahoma in order to improve access and reduce disparities.
- Contractor shall:
- • Provide education services related to the African American population of Oklahoma.
- • Services include:
- • Support on the continued implementation of the ODMHSAS Black Culture and Community training by facilitating the training two times per year in partnership with the ODMHSAS Peer Program.
- Advocacy – Chronic Recovery Flex
This contract is to provide funding to support the implementation and sustainability of programming associated with
Diabetes Self-Management Education (DSME).
- • Contractor shall:
- • Submit a plan to ODMHSAS for the use of funds to be spent on costs associated with the implementation
and sustainability of DSME programming specific to the Contractor’s needs.
- • Submit outcomes of the approved plan to ODMHSAS.
- Advocacy – Community Technical Assistance & Training
PURPOSE:
- Contractor shall continue to provide appropriate resources to promote and support the holistic and integrated approach of Systems of Care at both the state and local levels. Contractor shall continue to support children, youth, young adults, and their families in services. Contractor will continue to provide technical assistance, training, and active participation in statewide coalition networks. Contract will focus on supporting and fostering family voice in every phase of treatment, as well as advocating and creating policy change on the local, state, and national level.
REQUIRED ACTIVITES:
- • Contractor will monitor and ensure growth and support of the local and state Systems of Care in all seventy-seven Counties of Oklahoma.
- • Contractor will continue to provide support, technical assistance, and meeting coordination with local and state stakeholders.
- • Contractor shall support ongoing family advocacy and collaborate on policy development at the state and local level through providing training and the coordination of special events for families.
- • Contractor shall work with the Children’s Behavioral Health Network to identify and support parents in System of Care communities.
- • Contractor shall provide, support, and facilitate the following:
- • Referral and linkages to community resources.
- • Ongoing support and technical assistance.
- • Continued education, training, and workshop availability.
- • Dependable support and access to local and state level activities.
- • Collaboration with other stake holders.
- • Access to information on policy changes and other state and national information on children’s mental health.
- • Youth and family voice at local community level and state level.
- • Leadership opportunities for youth, young adults, and families.
- • Awareness of children’s mental health services and supports.
- • Reduction of stigma.
- • Contractor shall provide insight to outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the consumers, family members, providers, Oklahoma Tribal Nations, and other key stakeholders, working closely with NAMI-OK, Parents Helping Parent, Mental Health Association Oklahoma, Peaceful Family Oklahoma, and OFN.
- • Contractor will promote ODMHSAS initiatives such as harm reduction and 988 Crisis Continuum of Care implementations and provide feedback from key stakeholders at the local and state level.
- • Contractor will support and continue to network with Oklahoma institutions of higher education to assist with network development for Transitional Age Youth and their families.
- • Contractor shall continue to create and develop innovative trainings that meet the needs of children, transitional age youth, families, and community coalitions.
- • Development and implementation of a community mentorship program targeted for children and Transitional Age Youth across Oklahoma.
- • Contractor will continue to establish and engage strategic relationships across child service systems including Oklahoma Department of Human Services and other institutions of intersectionality with children, transitional age youth, and their families.
REQUIRED DELIVERABLES:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. The Contractor shall report the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in established funded System of Care communities including number and types of activities and participants.
- • Technical assistance activities provided to local family support groups for Children’s Mental Health.
- • Referral, linkage, education, and support activities provided to parents and caregivers.
- • Technical assistance provided to local community teams and local systems of care staff as well as state level involvement, as listed:
- • Dates, hours, and locations of all TA services.
- • Summary of each service.
- • Number of parents/caregivers participating in coalition meetings.
- • Update on work conducted in communities.
- • Update on participation in state level meetings and activities and the person providing the service.
COMPENSATION:
- • Cost reimbursement based on documentation of expenditures. 1/12th.
- • Any required back up documentation for invoicing must be submitted in electronic invoicing system with invoice
- Advocacy – Consumer Advocacy and Support (OBHA)
Contractor shall furnish the necessary resources to provide consumer advocacy and support to state treatment
providers to facilitate behavioral health treatment system initiatives that promote promising practice within the health and wellness field.
Contractor shall:
- • Provide a telephone line, with full-time coverage during business hours, for individuals seeking information,
referrals support, and advocacy related to services for persons with behavioral health issues.
- • Furnish a cost-free library on behavioral health disorders and issues, family support resources, and other relevant information to
support behavioral health treatment providers. Information may include brochures, books, periodicals,
and audio/visual media.
- • Provide a representative to meet quarterly with the ODMHSAS liaison to
review contract activities and assist with matters of mutual concern.
- • Participate in key statewide stakeholder boards, commissions, workgroups, and task forces.
- • Work with ODMHSAS legislative liaison to educate lawmakers regarding the social
and economic costs of untreated behavioral health.
- • Advocate and educate providers about public policy, to include trainings and monthly CEU opportunities.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery,
and wellness activities as a way to ensure consumer voice statewide.
- • Provide a quarterly written report of activities pursuant to the Statement of Work.
Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to the ODMHSAS no later than the 10th day of the
following the end of each quarter (e.g., the 10th of April and July).
- Advocacy – Consumer Conference and Training
For purposes of this agreement the scope of work will include supporting the attendance of parents, youth,
and other family members at conferences, trainings, and approved meetings, subject to prior approval of the ODMHSAS,
with the express intent to strengthen members’ skills in the development of consumer/family/youth networks and leadership skills
throughout Oklahoma.
- Expectations regarding reporting of conference participation, and format for reporting conference offerings and potential
impact on strengthening members’ skills in the development of consumer/family/youth networks and leadership skills throughout
Oklahoma shall be made prior to entering travel status.
- Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to
substantiate authorized expenses, approved by the ODMHSAS Director of Advocacy and Wellness.
All in-state and out-of-state travel reimbursement rates will be applied and sufficient documentation will be maintained by Contractor to
confirm detailed compliance with travel policies related to mileage, per diem, and lodging.
- Advocacy – Consumer and Family Advocacy (NAMI-OK)
- Advocacy – Family Support and Parent Coaching (PHP)
Contractor shall help develop chapters, recruit and support parent coaches for families impacted by substance abuse disorder/issues (SUD).
WORK REQUIREMENTS
- • Contractor shall identify and support communities interested in starting PHP chapters.
- • Contractor shall provide a minimum of 4 new PHP chapters.
- • Contractor shall work with the Children’s Behavioral Health Network to identify support parents in regional System of Care communities.
- • Contractor shall provide trainings on relevant family topics, such as self-care and co-dependency.
- • Contractor shall develop educational and informative tip sheets/resources for caregivers, frontline staff, and youth/young adults.
- • Contractor shall work with DMH contracted adolescent substance abuse agencies and contracted SOC agencies to support services provided to youth with SUD
- • Contractor shall furnish the necessary resources, toolkits to DMH state staff and provide consultation and training to DMH contracted adolescent substance abuse agencies and contracted SOC agencies regarding the impact of substance use on children and families to promote and support the systems of care movement through local and state level activities
- • Contractor shall provide training and technical assistance with the development of online educational opportunities and social media marketing on topics related to the impact of substance use on children, youth and families, evidenced-based treatments and/or promising practices
PERFORMANCE MONITORING
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. The Contractor shall report the following:
- • Number of active chapters and participants.
- • Number of people touched by social media.
- • Number of participants identified with child with SUD served under the age of 25.
- • Number of outreach events and people reached during event.
- • Number of parent support groups, topics, and number of parents who attended.
- Advocacy – Family Support and Parent Leaders (PHP)
- Advocacy – Family Support, Education and Advocacy (NAMI-Tulsa)
The Department separately contracts with the state chapter of the National Alliance on Mental Illness (NAMI – Oklahoma).
In that regard, NAMI –Tulsa agrees to work with NAMI – Oklahoma and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS)
to pursue mutual missions of support, education, and advocacy. Contractor shall furnish the necessary resources to provide these services.
- • Contractor shall:
- • Distribute information and materials to support and educate families and significant others of individuals who suffer
from a mental illness, parents who have a child with a serious emotional disorder, and consumers of mental health
services.
- • Furnish a cost-free, easily accessible resource library with information on severe mental illnesses, serious emotional disorders,
and other relevant information. Library content may include brochures, books, periodicals, and audio/visual media.
he Contractor may, however, recoup costs for materials that are not returned, in accordance with the Contractor’s
library policy.
- • Provide a representative to meet with the appropriate ODMHSAS program staff member to review
contract activities and assist with matters of mutual concern.
- • Collaborate with other consumer, youth, and family serving advocacy organizations through the Oklahoma Recovery Alliance (OKRA)
including, but not limited to representation at monthly meetings, co-sponsoring events, and cross promoting peer programming, recovery,
and wellness activities as a way to ensure consumer voice across the state.
- • Provide a quarterly written report of the activities carried out pursuant to the Statement of Work.
Contractor shall provide such detail as the Department may require. Such report shall be submitted to the Coordinator of Community Advocacy
and Wellness no later than the 10th day of the month following the end of each quarter
(i.e., the 10th of October, January, April, and July).
- Advocacy – Family Support, Education, Prevention and Advocacy Outreach (NAMI-Tulsa)
The Department separately contracts with the state chapter of the National Alliance on Mental Illness (NAMI - Oklahoma). In that regard, NAMI –Tulsa agrees to work with NAMI - Oklahoma and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) to pursue mutual missions of support, education, and advocacy. Contractor shall furnish the necessary resources to provide these services.
- Contractor shall:
- • Provide a Tulsa-based office and telephone line for individuals seeking information, referrals, support, and advocacy related to services for persons with mental illnesses.
- • Facilitate Family to Family Support groups.
- • Facilitate NAMI Basics groups.
- • Facilitate NAMI Connection Support Groups.
- • Facilitate Parents of Children Groups.
- • Conduct Prevention, Advocacy and Outreach activities to individuals and family members experiencing mental health, substance use and co-occurring disorders.
- • Provide quarterly written reports of the activities carried out pursuant to the Statement of Work. Contractor will provide such detail as the Department may require. Such report shall be submitted to the no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- Advocacy – Gang & Forensic - Prevention, Intervention and Post Release
INTRODUCTION:
- • ODMHSAS will support Contractor in continuing their work as one of the only organizations that is directly focused on advocacy and outreach to former and current gang members incarcerated or in the community. TASK is a peer run organization that specifically works with schools, Oklahoma County jails, and Oklahoma Department of Corrections, and community partners to assist in intervention in the community, during incarceration, and re-entry into the community. TASK also focuses on reunification of children and families.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services also referred to as ODMHSAS.
- • Contractor - TASK.
WORK REQUIREMENT:
- • Community: Contractor will work within the community with providing after school intervention and mentoring for at-risk youth in their service area.
- • Oklahoma County Jail Outreach: Contractor staff/coaches will provider peer support/ crisis prevention/crisis intervention within Oklahoma County Detention Center using tablets. TASK will have staff respond to one-way calls from inmates needing support and de-escalation to prevent violence, self-harm, and escalation.
- • Jail/ Prison Outreach: Contractor staff/coaches will continue to conduct outreach through Pre-Release TASK Programs inside Oklahoma County Jails and Oklahoma Department of Corrections.
- • Community Re-Entry: Contractor staff/coaches will coordinate pick-up of those individuals’ seeking entry into TASK Community Re-Entry program. TASK staff/coaches will monitor those transitioning to OKARR Certified Residence, Oxford House, or an ODMHSAS approved housing program upon discharge from incarceration. Contractor will continue to offer peer support, support groups including “Another Chance Recovery Support Group”, and teaching life skills courses.
- • Contractor shall add additional support staff to support work within the community, jail and prison outreach, and re-entry services.
- • Contractor shall have one staff that is housing plus endorsed.
PERFORMANCE MONITORING:
- • Quarterly and Annual Reporting to ODMHSAS designee, reports will include:
- • Community: Total number of individuals that attend after school intervention, mentoring, and total number of services provided.
- • Oklahoma County Jail Outreach: Total number of peer support/crisis prevention/crisis intervention other interactions through tablet, and number of one-way calls.
- • Community Re-Entry: Total number of individuals picked-up from jails and prisons.
- • Total number of those participants connected to housing (OKARR Certified Residence, Oxford House, or ODMHSAS approved).
- • Total Number of Support Groups Attended by participants.
- • Total Number of those that graduate the program and results (employment/housing).
- • Total Number of families reunified through program.
CONTRACT STIPULATIONS:
- • Contract will be used to build infrastructure of contractor through administrative and programmatic development. Contractor cannot use contract to subsidize Another Chance housing programs including but not limited to rent, utilities, and or insurance.
- Advocacy - Harm Reduction & Delivery
- Advocacy – Holistic Community Health - Training & Technical Assistance
This contract is to provide advocacy and education services related to the African American population of Oklahoma, to improve access, promote cultural competence, and reduce disparities.
- • Contractor shall:
- • Provide education and related services to the ODMHSAS Contracted providers on Holistic Health and cultural competence.
- • Services shall include:
- • Development/presentations of Holistic Health Community Specialty Training.
- • Production of Curriculum that goes in conjunction with the developed training.
- • Support on the continued implementation of the Holistic Health Community Specialty training by facilitating the training quarterly.
- • Technical assistance relating to cultural competency to communities of color and client issues/barriers to ODMHSAS and contracted Substance Use and Behavioral Health agencies.
- Advocacy – Latinx Advocacy and Education Peer Support Services
This contract is to provide advocacy and education services related to the Latinx population of Oklahoma in order to improve access and reduce disparities.
- • Contractor shall:
- • Provide education services related to the Latinx population of Oklahoma. Services shall include:
- • Support on the continued implementation of the ODMHSAS Latinx Specialty training by facilitating the training quarterly in partnership with the ODMHSAS Peer Program.
- Advocacy – Latinx Outreach, Recruitment and Technical Assistance
- This contract is to provide advocacy, recruitment, and education services related to the Latinx population of Oklahoma, in order to improve access and reduce disparities.
- Contractor shall:
- • Provide education services related to the Latinx population of Oklahoma. Services shall include:
- • Support on the continued implementation of the ODMHSAS Latinx Specialty training by facilitating the training quarterly in partnership with the ODMHSAS Peer Program.
- • Provide technical assistance relating to Latinx Culture and client issues/barriers to ODMHSAS and contracted Substance Use and Behavioral Health agencies.
- • Provide Latinx Workforce Expansion to ODMHSAS Substance Use and Behavioral Health facilities and contracted agencies. Services shall include:
- • Outreach and Recruitment.
- • Screening and Support of PRSS Candidates during the application process.
- • Placement of Certified Hispanic, Bilingual PRSSs.
- • Continuing support, development, and education of certified Hispanic, bilingual PRSSs.
- • Deliverables:
|
Objective
|
Deliverable
|
Report
|
|
1. Raise awareness of PRSS careers available to Hispanic/bilingual
people
|
Provide information about PRSS careers to an average of 50 new
Hispanic/Latin people every month.
|
Quarterly
|
|
2. Reduce barriers to entry into the PRSS occupation
|
Screen 1-20 monthly candidates for the PRSS Certification
|
Quarterly
|
|
3. Increase the number of Hispanic, bilingual PRSSs
|
Place 5 certified PRSSs in State substance use and behavioral health
treatment agencies every month.
|
Quarterly
|
|
4. Increase retention of PRSS in the substance use and behavioral
health field.
|
Host monthly educational and support groups (12 total) for Hispanic
and/or bilingual certified PRSSs.
|
Quarterly
|
|
5. Support cultural competency among substance use and behavioral
health treatment agencies serving Hispanics.
|
Provide up to 5 hours (total) of monthly technical assistance to substance
use and behavioral health treatment agencies. Present a 1-2 hour webinar on Latinx culture and best practices in providing behavioral
health care to the Latinx community to ODMHSAS
providers.
|
Quarterly
|
- Advocacy – Nicotine Replacement Therapy Project
Contractor shall provide the resources necessary for development and implementation of consumer cessation assistance
procedures for consumers identified as tobacco users, during the period of admission up to 2 weeks into the Contractor’s Residential Treatment Program.
Contractor shall:
- • Assess for tobacco use at screening and intake, and use the “5A’s” model.
For individuals identified as tobacco users, a tobacco dependency diagnosis (in accordance with the DSM–5) shall be included in the
intake assessment summary.
- • Offer each consumer who uses tobacco, cessation assistance upon admission to residential treatment, and will ensure that every consumer who receives Nicotine Replacement Therapy (NRT) enrolls with the Oklahoma Tobacco Helpline (OTH) for services and supports using the web portal.
- • Consultation between the consumer and the treatment professional shall determine to the appropriate level of nicotine
replacement product to be provided, and the duration of its use. Contractor shall purchase NRT for the period of admission up to two weeks
into the Contractor’s Residential Treatment Program.
- • Contractor will work with ODMHSAS Central Office staff to establish an appropriate workflow and process that enables
consumers the ability to access the OTH coaching sessions via phone.
- • Offer cessation informational materials and support groups for consumers wishing to engage in tobacco cessation
efforts during their stay in the Contractor’s Residential Treatment Program.
- • Submit a monthly report, including the following:
- • Number of people admitted into the Residential Treatment Program who identified as a tobacco user;
- • Number of people who received NRT;
- • Number of people who enrolled with the OTH for services and supports; and
- • Number of support groups offered for consumers wishing to engage in tobacco cessation efforts.
- • Acknowledge the receipt of the quarterly OTH fax referral report, and utilize this report information to ensure that the
Contractor’s list of individuals referred/enrolled in OTH matches.
- • Submit a properly completed invoice, no later than 30 days after the end of each month, and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided (ex: the dollars expended on NRT) and in accordance with the terms and conditions of this agreement.
- • Contractor shall not utilize funds for any activity not directly related to the
coordination of the Nicotine Replacement Therapy Project (NRTP).
- Advocacy – Peer Run Drop In Center
The ODMHSAS implements Peer Run Drop-In Centers (PRDIC) as part of their larger effort to create community based services
and supports that empower and promote holistic wellness and recovery for Oklahomans with mental illness, substance abuse, or co-occurring disorders.
Treatment services shall not be provided or housed at the PRDIC. Contractor shall:
- • Sustain and operate a PRDIC, in the area specified by ODMHSAS, for persons to engage with, in addition to (or rather than)
seeking treatment from clinical programs as a way for consumers to visit and seek support from peers, participate in social activities,
or simply relax and have fun.
- • Offer services on evenings, weekends, and holidays, when clinical mental health services might be unavailable.
- • Provide opportunities for connection, mutuality, and empowerment by planning and directing the drop-in center’s activities.
Participants may learn practical lessons about planning, budgeting, and working. More importantly, allow the participants the ability to develop a
sense of responsibility, self-worth, and ownership of their recovery. Rather than focusing on treatment of an illness, create space for the PRDIC to
stress personal values of recovery and self-determination.
- • Target adults ages 18 and above with serious mental illness (SMI), substance use, or co-occurring disorders, who need and want community based, peer supports to assist with living a satisfying, hopeful, contributing life in the community of their choice. Participants are individuals who may still have symptoms but wish to seek services outside of, or in conjunction with, the traditional mental health and substance abuse service system. The services provided at the PRDIC are to be provided by people who have lived experience with their own mental health, substance use, or co-occurring diagnosis and have experience in providing peer support and/or advocacy services. Participants may join the PRDIC regardless of their service area.
- • Submit monthly reports to the Director of Recovery Support Services in a format determined by ODMHSAS.
- Advocacy – Special Population Outreach
Under the direction of the Director for Peer Programming and Integration,
Contractor shall provide outreach, support and consultation for youth and young adults in the Oklahoma City metro area, ages 13-26,
who may need services and assist them with accessing those services and developing community supports.
- • Contractor shall provide at least one full-time staff member and the resources needed to accomplish the following activities:
- • Conduct outreach activities, including street outreach to youth and young adults who may need but are not receiving services and support.
- • Refer and link youth and young adults to services available at the Contractor’s agency or other appropriate
community-based and health-related services.
- • Provide technical assistance, training, and consultation to interested community partners on topics such issues faced by
youth and young adults who identify as LGBTQ and ways to support them using curriculum provided by SAMHSA’s Addiction Technology Transfer
Network LGBT, or other approved by the ODMHSAS.
- • Provide a safe space, resources, and other needed materials necessary for the facilitation of education and support groups.
Topics include, but are not limited to: wellness, tobacco cessation, seeking safety, sexuality, substance use, self-esteem,
leadership skills, etc.
- • Conduct periodic surveys with youth and young adults participating in the program to measure interests and needs regarding services,
supports, events, programs, and activities available to them.
- • Provide supportive and consistent supervision of staff member(s) to ensure program success and that the needs of the
youth and young adults are being addressed appropriately and consistently.
- • Attend training, approved by ODMHSAS, specific to youth and young adult mental health and substance abuse population
to enhance knowledge and ability to provide outreach and education for this population.
- • The Contractor will provide quarterly reports that will include:
- • Outreach Activities: The number of youth and young adults contacted, number contacted who received referrals/linkages
and the locations they were referred/linked with;
- • Education and Support Groups: The number and type of groups held during the month, and the number of
participants who attended each group;
- • Training and Consultation Activities: The number of trainings/consults provided during the month, the name of the agencies who
received the training/consultation and a general description of training/consultation content;
- • Staff Development: The number of trainings referenced above that were attended by Contractor staff during the month; and
- • Survey Data: The aggregate information provided by the responses to the interest survey to be developed collaboratively with youth,
young adults, Contractor and the ODMHSAS.
AFC-STARS
- Definitions
ABC – Attachment and Biobehavioral Catch-up: The Attachment and Biobehavioral Catch-up (ABC) is an evidenced-based home-visiting parenting program developed by Dr. Mary Dozier to help parents nurture and respond sensitively to their infants and toddlers to foster their development and form strong and healthy relationships.
ABCC – A Better Chance Clinic: a program for infants and children who were exposed to drugs and/or alcohol before birth.
A-CRA – Adolescent Community Reinforcement Approach: is a behavioral intervention that aims to support adolescents and young adults with substance use disorders.
Active Participant – a participant active in Family Treatment Court at any point during the month of interest and whose information has been updated in DC Webs in the past 60 days including participants who may have graduated or have been terminated from the court during the month of interest. This also includes any participant that is absent without leave for less than 30 days.
ASI - Addiction Severity Index: is an assessment tool used to assess an adult’s condition in 7 key problem areas that are typically affected by substance abuse.
ASAM - American Society of Addiction Medicine.
CARE Project – Comprehensive Approaches to Recovery Enhancement Grant: This is a federal grant awarded by the Substance Abuse & Mental Health Services Administration (SAMHSA) to ODMHSAS and supporting efforts in the Oklahoma County Family Treatment Court.
CF – Celebrating Families – evidence-based program that is an intergenerational, family skills building curriculum designed to support and maintain recovery from substance use and addiction; improve the health and well-being of children and family members; and increase family reunification. The program strengthens family life and is comprehensive, developmentally appropriate, and relevant for diverse cultures and includes all family members.
Children - any individuals between 0 and 21 years of age
CoSP - Circle of Security Parenting is a program that helps parents understand and build on their relationships with their children based on attachment research. It uses a map to show how parents can support their child's emotional needs, manage emotions, and foster self-esteem. It covers issues such as reactive attachment disorder, complex trauma, disrupted relationships, maltreatment and attachment problems. It does not tell parents what to do, but honors their innate wisdom and desire for their child to be secure.
CPP - Child Parent Psychotherapy: An intervention model for children aged 0-5 who have experienced at least one traumatic event (e.g. maltreatment, the sudden or traumatic death of someone close, a serious accident, sexual abuse, exposure to domestic violence) and/or are experiencing mental health, attachment, and/or behavioral problems, including posttraumatic stress disorder (PTSD). The type of trauma experienced and the child's age or developmental stage determine the structure of CPP sessions.
CRA - Community Reinforcement Approach: The Community Reinforcement Approach (CRA) is a behavioral treatment for adults with substance use disorders. This Evidenced based program seeks to increase the family, social, and educational/vocational reinforces to support recovery.
Early Childhood Mental Health Consultant/Trainer (ECMHC/T) - A licensed mental health provider with expertise
in infant and early childhood mental health and experience providing consultation and support to providers in group care.
The ECMHC/T co-facilitates the ECMHC orientation and provides training, technical assistance and mentoring to consultants
within the ECMHC network to assure fidelity toward a best practice ECMHC model.
EBP - Evidence Based Program.
FAN - Facilitating Attuned Interactions - The FAN approach serves as a framework for parent engagement and reflective practice in work with young children and families. FAN addresses urgent concerns of the parent or caregiver and trains practitioners to tailor their responses to match the needs of the moment.
Family Treatment Court Treatment Provider – The term “family treatment court” (FTC) is defined as a juvenile or family court docket for cases of child abuse or neglect in which parental substance use and often co-occurring mental health disorders are contributing factors. Judges, court personnel, attorneys, child protective services, treatment professionals, and other community partners collaborate on and coordinate services with the goal of ensuring that children have safe, nurturing, and permanent homes; family members receive the needed supports and services; and parents achieve stable recovery within mandatory time frames. The Family Treatment Courts in Oklahoma follow the Family Treatment Court Best Practice Standards developed by Children and Family Futures and National Association of Drug Court Professionals.
Family Treatment Court (FTC) Treatment Provider - a behavioral health treatment agency that is certified by and/or contracted with the ODMHSAS for mental health and/or substance use treatment to perform assessment and treatment services.
Family Treatment Court Operational Team - Any member of the Operational Family Treatment Court. The operational team consists of staff who have direct contact with and/or provide direct services for the children, parents, and families in the FTC.
Family Treatment Court Steering Committee - steering committee comprises supervisory-level staff.
Family Treatment Court Executive/Oversight committee - meet oversight functions of other initiatives or newly formed, comprises partner organization executive-level staff. This can be a newly developed committee or a committee that is already in existence.
FCP — Family Care Plan.
GAIN SS - Global Assessment of Individual Need Short Screener
GPRA – the Government Performance and Results Act. Federal agencies are required to set long-term goals and objectives and as a part of this federal mandate, all SAMHSA grantees are required to collect and report performance data using approved measurement tools
Infant and Early Childhood — The developing capacity from birth to age six.
KCFTC — Kay County Family Treatment Court
MAT - Medication Assisted Treatment: The use of medications, in combination with counseling and behavioral therapies, to provide a “whole-patient” approach to the treatment of substance use disorders.
MOU - memoranda of understanding: an agreement between two or more parties outlined in a formal document. It is not legally binding but signals the willingness of the parties to move forward with a contract. The FTC is encouraged to develop MOUs to formalize partnerships. MOUs should be created with each partner agency of the multidisciplinary team describing the team member’s roles and responsibilities as well as expectations regarding confidentiality and adherence to federal and state confidentiality laws, including those related to redisclosure. The FTC reviews its MOUs annually to develop new or update existing MOUs.
OJJDP - Office of Juvenile Justice and Delinquency Prevention.
OKDHS - Oklahoma Department of Human Services
OKFTC – Oklahoma Family Treatment Court
OKMSS Project - Oklahoma Multi-Site Family Treatment Court Model Standards - Those activities taking place as part of the Oklahoma Multi-Site Family Treatment Court Model Standards (OKMSS) Evaluation Grant which are Activities centered on developing and assessing participating deprived dockets (five Family Treatment Courts (FTC) and up to twelve comparison courts) annually using the Model Standards Implementation Scale (MSIS). Clients in counties with participating dockets will be interviewed within 60 days of adjudication to determine Substance Use Disorder (SUD) severity and risk, need, and responsivity factors known to influence child welfare and substance use outcomes. Propensity score matching will generate the most rigorous comparison group to-date. MSIS Scores will be linked with FTC and matched comparison participants to track effect of various FTC practices
OFFP - Oklahoma Families First Project
PCIT - Parent Child Interaction Therapy: is an evidence-based treatment program designed for caregivers and their young children (2 to 7 years old) who are experiencing social, behavioral, and/or emotional difficulties
PRSS — Peer Recovery Support Specialist as defined in Administrative Rule 450:53.
SAMHSA — Substance Abuse and Mental Health Services Administration
SF – Strengthening Families / Strengthening Families Birth to 3 (SFP/SFP B23) – evidence-based family skills training program found to significantly reduce problem behaviors, delinquency, and alcohol and drug use in children, and to improve social competencies and school performance. Child maltreatment also decreases as parents strengthen bonds with their children and learn more effective parenting skills.
SPARS - SAMHSA’s Performance Accountability and Reporting System
SUD/OUD - Substance Use Disorder/Opioid Use Disorder
TF-CBT – Trauma-Focused Cognitive Behavioral Therapy is an empirically supported treatment for traumatized children. The goal of TF-CBT is to help address the unique biopsychosocial needs of children who have significant behavioral or emotional problems that are related to traumatic life events, and their parents or primary caregivers. It combines trauma-sensitive interventions with cognitive behavioral therapy.
Treatment Court Personnel - means any staff or contractor who performs any portion of the responsibilities and who receives compensation funded all or in part through the ODMHSAS Family Treatment Court Administrative Contract
Wraparound - The high fidelity Wraparound process is a way to help families with complex needs stay connected as a family and to help the child stay in the community. It empowers the child and family to learn how to utilize natural and formal supports successfully. The Wraparound process is driven by the family and their team of natural and formal supports.
Youth - any individuals between the ages of 13-17
- AFC-STARS Fixed Rate Services
- AFC-STARS – Family Treatment Court Treatment Services
PURPOSE:
- Contractor shall provide therapeutic services to assist individuals and families involved in Family Treatment Court (FTC) in developing skills to cope with substance use/misuse, and co-occurring issues.
- • The FTC establishes information-sharing protocols to ensure communication is effective, continuous, accurate, and in compliance with all FTC partners’ confidentiality requirements and ethical rules, requirements of the Health Insurance Portability and Accountability Act (HIPAA), the federal confidentiality regulations listed in 42 Code of Federal Regulations (CFR) Part 2 (§§ 2.35, 2.52–2.53, and 2.61–2.67), all confidentiality laws applicable to FTC partners, and any state law that includes more or additional restrictions or requirements. The team uses a secure and confidential email protocol to communicate case information.
WORK REQUIREMENTS:
- • Contractor shall provide treatment and support services as outlined in the most recent version of the FTC Best Practice Standards to ensure fidelity to the FTC approach. Specific Treatment standards and provisions include:
- • Standard 4 - Early Identification, Screening and Assessment with the following provisions:
- • Provision C - Use of Valid and Reliable Screening and Assessment for Parents and Families.
- • Standard 5 - Timely, High-Quality, and Appropriate Substance Use Disorder Treatment with the following provisions:
- • Provision A. Timely Access to Appropriate Treatment.
- • Provision B. Treatment Matches Assessed Needs.
- • Provision C. Comprehensive Continuum of Care.
- • Provision D. Integrated Treatment of Co-Occurring Substance Use and Mental Health Disorders.
- • Provision E. Family-Centered Treatment.
- • Provision F. Gender-Responsive Treatment.
- • Provision G. Treatment for Pregnant Women.
- • Provision H. Culturally Responsive Treatment.
- • Provision I. Evidence-Based Manualized Treatment.
- • Provision J. Medication-Assisted Treatment.
- • Provision K. Alcohol and Other Drug Testing Protocols.
- • Provision L. Treatment Provider Qualifications.
- • Standard 6 - Comprehensive Case Management, Services, and Supports for Families with the following provisions:
- • Provision C - Recovery Supports.
- • Provision E. Parenting and Family-Strengthening Programs.
- • Provision G. Trauma-Specific Services for Children and Parents.
- • Standard 7 - Therapeutic Responses to Behavior with the following provisions:
- • Provision B - Treatment Adjustments.
- • Contractor shall participate in ODMHSAS site visits in order to measure the effectiveness of the FTC treatment services on the population of focus and ensure fidelity to the FTC approach.
- • Contractor shall work collaboratively with multiple systems impacting participants and families in order to provide an array of services that address the complex challenges impeding healthy family functioning. These collaborative systems include, but are not limited to, family, OKDHS, criminal justice, mental health, domestic violence, parenting, medical, legal, educational, housing, and employment etc.
- • Contractor shall ensure that the parent, child, and family treatment plan is based on individualized and assessed needs and strengths and includes concurrent treatment of mental health and physical health.
- • All direct care staff involved with the FTC shall complete training focused on family centered care, substance use, and Family Treatment Court specific trainings and trainings specific to the needs of children ages 0-5. Trainings may include the following:
- • Evidence-based treatment approaches; to include CRA/A-CRA, SF, CF, TF-CBT.
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Trauma-informed services;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries;
- • Self-care;
- • Confidentiality and ethics.
- • Infant and Early Childhood – Keeping Babies in Mind, DC-0-5, Child Parent Psychotherapy (CPP), Looking at Diversity Through the Lens of Trauma and Resilience While Supporting Parents and Babies, Attachment Biobehavioral Catch-up (ABC), Circle of Security Parenting (CoSP), and Facilitating Attuned Interactions (FAN).
- • Gender Responsive, Culturally-informed and inclusive services.
- • Family Centered Care.
- • When available, the OKDHS Individual Service Plan (ISP) or the OKDHS Family Service Agreement (FSA) shall be considered in development of the consumer’s individual treatment plan.
- • Contractor shall work with their ODMHSAS representative to determine appropriate numbers to serve per month and for the fiscal year based on the jurisdiction’s removal rates where substance use was a contributing factor. This number will be included and tracked in the ODMHSAS FTC system and shall be determined within 30 days of the contract award, and re-evaluated at the 6-month mark. Contracted amount may be affected if the number served falls below the minimum agreed upon number for more than a ninety (90) day period.
- • ODMHSAS discourages the Contractor from being a party to scheduling, administering, and otherwise being involved with drug testing practices. Contractor shall obtain written approval from the ODMHSAS-identified representative for Family Treatment Courts by requesting permission, within 30 days of contract award, to schedule and administer tests. This request shall include:
- • Justification of need to provide service to FTC program.
- • Contractor and staff’s role in scheduling and administering drug testing.
- • A list of staff scheduling and administering drug tests. (Staff shall not include clinician-rendering services to the identified participant.).
- • Policy and procedure on chain of custody of specimen.
- • Costs to agency associated with drug testing.
- • Policy and practice of collection of fees. This information shall include collection breakdown of all fees, how the fees were collected, and which party paid fees (participant, insurance, etc.).
- • Contractor shall assist ODMHSAS in any program evaluations requested to ensure adherence to the FTC approach and the FTC Best Practice Standards.
- • Contractor shall offer assistance to all consumers not enrolled in Medicaid/SoonerCare to determine eligible and assist with enrollment if eligible.
PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
COMPENSATIONB:
- • Services will be reimbursed through fee-for-service claims submitted to MMIS.
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- AFC-STARS Government/Professional/Sole Source Services
- AFC-STARS – A Better Chance Family Treatment Court (OUHSC)
- AFC-STARS - Celebrating Families (CF) Training National Association for Children of Alcoholics (NACoA)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide virtual and/or in person trainings on the Celebrating Families (CF) program including the CF additional training specific to the 0-3 age group and train the trainer training for those who meet criteria to train staff at their agency.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as “ODMHSAS”.
- • Contractor - National Association for Children of Alcoholics (NACoA).
- • Celebrating Families (CF) - curriculum is an evidence based cognitive behavioral, support group model written for families in which one or both parents have a serious problem with alcohol or other drugs and in which there is a high risk for domestic violence, child abuse, or neglect. Celebrating Families! works with every member of the family, from ages birth through adult, to strengthen recovery from alcohol and/or other drugs, break the cycle of addiction and increase successful family reunification.
WORK REQUIREMENTS:
- • Contractor shall provide a specified number of CF facilitator trainings as determined by ODMHSAS for up to twenty-five (25) participants each. Trainings provided will include a minimum of 2 CF group leader trainings with CF ages 0-3 supplement, one CF train the trainer training for staff that have met criteria to become trainers for their facility, and others as requested by the department.
- • Contractor shall provide CF Zoom links, training checklist, agenda, PowerPoint presentations, related handouts, and evaluation forms to ODMHSAS at least two weeks prior to the training.
- • Contractor shall provide training materials from materials supplied electronically, as well as worksheets, designated by trainers, for activity practice sessions for the training to ODMHSAS at least six weeks prior to the training.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • ODMHSAS will provide a report regarding training outcomes including, but not limited to, number of participants, and evaluation outcomes.
COMPENSATION:
- • Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS.
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- AFC-STARS - COMPASS Grant Project Site Training & Consultation - COMPASS - RPG 7 Grant (Green Country)
- AFC-STARS – Evaluation – Oklahoma Multi-Site Family Treatment Court Model Standards (OKMSS)(UConn)
- AFC-STARS – Evaluation Services – CARE Grant (UConn)
- AFC-STARS – Evaluation Services - COMPASS - RPG 7 - OUHSC-BBMC
INTRODUCTION:
- • Contractor shall provide evaluation services related to the Collaborative Oklahoma Maternal Pathway to Access Substance Use Treatment Services (COMPASS) Initiative as part of the Oklahoma Regional Partnership Grant (RPG).
DEFINITIONS:
- • Evaluation - Activities centered on developing and assessing the effectiveness of the Parent Child Assistance Program (PCAP), TeamBirth and AIM bundle ability to improve permanency, enhance safety, and improve treatment women with substance abuse issues and their prenatally exposed infant. These services will be paired with already existing services in the surrounding community, like MI, CRA, SS, CPT, and MAT, as deemed appropriate for each individual case.
- • Project - Those activities taking place as part of the Collaborative Oklahoma Maternal Pathway to Access Substance Use Treatment Services (COMPASS) Initiative.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the COMPASS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) measure the effectiveness of PCAP, TeamBirth, and AIM bundle to improve permanency, enhance safety, and improve treatment for pregnant women with substance use issues and their prenatally exposed infant (2) Evaluate common facilitators and barriers to access and utilization of these interventions, and (3) evaluate the fidelity of implementation of each intervention component.
- • Manage the evaluation process for this project and serve as the Principal Investigator (PI).
- • Travel as needed to convene stakeholders for their review and feedback on the initial draft.
- • Collaborate in the preparation of oral and written grant reports.
- • Prepare written reports of finding and recommendations.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Submit an initial IRB application and develop the research design and methods of the project.
- • Provide information to ODMHSAS as needed to satisfy requirements of the federal grantor agency’s periodic progress reports.
- • Develop REDCap project so that data collection can begin immediately following IRB approval and revise as needed to meet any requirements of IRB review.
- • Provide project support and oversight for the project design, data collection, data management, analysis of data, and dissemination of project findings.
- • Perform, operationalization, design, and execute a research project, including program evaluation, outcome measurement development, measure implementation, data collection, data analysis and outcome reporting.
- • Expected deliverables are (a) practice-friendly measurement tools evaluating PCAP fidelity, (b) practice-friendly measurement tools evaluating the fidelity of the PCAP model, (c) empirical evidence of the effectiveness of the PCAP’s ability to reach the target population, (d) empirical evidence of the effectiveness of the PCAP model’s ability to reach the target population, and (e) annual and final report summarizing project findings to the ODMHSAS.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 45 days from the end of the billing month.
- AFC-STARS – Evaluation Services - Oklahoma Family Care Plan Implementation
INTRODUCTION:
- • Contractor shall provide evaluation planning and consultation related to the implementation of Family Care Plans (FCP) in Certified Community Behavioral Health Clinics (CCBHCs) and Comprehensive Community Addiction and Recovery Centers (CCARCs) contracted by the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) as part of the Oklahoma Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
DEFINITIONS:
- • Comprehensive Community Addiction and Recovery Center (CCARC): a facility offering a comprehensive array of community-based substance use disorder treatment services including, but not limited to, outpatient services, intensive outpatient services, ambulatory withdrawal management services, emergency care, consultation and education, and certain services at the option of the center, including but not limited to, prescreening, rehabilitative services, aftercare, training programs, research and evaluation. [Oklahoma Administrative Code §450: 24-1-2].
- • Certified Community Behavioral Health Clinic (CCBHC): a specially designated clinic that provides a comprehensive range of mental health and substance use services to vulnerable adults by providing a comprehensive array evidence-based practices and services including, but not limited to, 24-hour crisis services, care coordination with local primary care and hospital partners, integration with physical health care, targeted case management, outpatient mental health and substance use treatment services, peer and family support services, housing and employment services, and psychiatric rehabilitation.
- • Family Care Plan (FCP): a document developed by a pre-pregnancy, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
- • The FCP should be completed with all individuals, regardless of gender, who:
- • would like to become pregnant or become a parent within one year.
- • are currently pregnant; and/or
- • are up to 36 months past the birth event.
- • Pre-natal: the gestation period prior to the birth event, typically an average of 40 weeks.
- • Pre-pregnancy: the one (1) year period prior to when an individual wants to become pregnant.
- • Postpartum: the period following the birth event, also known as the postnatal or neonatal period. For purposes of the SAFER Project this will include up to 36 months after the birth event.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent or employee of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall provide evaluation planning, development, and consultation services to and in collaboration with the ODMHSAS:
- • Work shall be provided by a principal investigator (PI), a co-investigator or research assistant, and a health economist.
- • Planning, development, and consultation services will include but are not limited to:
- • Research and literature reviews for the Family Care Plan (FCP).
- • Data collection systems, tools, and data evaluation methods.
- • Resources needed to carry out evaluation planning.
- • A proposal for implementation of an FCP pilot and a full evaluation study.
- • Additional services deemed necessary by the PI, co-investigator or research assistant, and/or health economist.
- • The Contractor shall provide the following planning deliverables to the ODMHSAS:
- • A draft of an FCP Process Study Plan.
- • A draft of an FCP Outcome Study Plan.
- • A draft of an FCP Cost Study Plan.
- • The Contractor shall assist the ODMHSAS in submitting any required IRB application(s) and develop the research design and methods for the pilot and evaluation study.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 45 days from the end of the billing month.
- • Invoices shall be submitted:
- • Electronically at eProviderInvoice application in Access Control.
- AFC-STARS – Evaluation Services – STARS (OUHSC-BBMC)
INTRODUCTION:
- • Contractor shall provide evaluation services related to the Substance use Treatment and Access to Resources and Supports (STARS) Project as part of the Oklahoma Regional Partnership Grant (RPG).
DEFINITIONS:
- • Evaluation – Activities centered on developing and assessing the effectiveness of the STAR substance use disorders (SUD) clinic at Children’s Hospital of OU Medicine (CHOUM) and the mABC home visiting model’s ability to improve permanency, enhance safety, and improve treatment women with substance abuse issues and their prenatally exposed infant. These services will be paired with already existing services in the surrounding community, like MI, CRA, SS, CPT, and MAT, as deemed appropriate for each individual case
- • Project - Those activities taking place as part of the Substance use Treatment and Access to Resources and Supports (STARS) Project
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • The Contractor shall:
- • Design, develop, and implement the STARS evaluation plan, in collaboration with ODMHSAS. The goals of this evaluation is (1) measure the effectiveness of the STAR clinic and mABC home visiting model in to improve permanency, enhance safety, and improve treatment for pregnant women with substance use issue and their prenatally exposed infant (2) Evaluate the fidelity of the mABC model through program tracking data, periodic monitoring of video- recorded sessions by national model consultants, and onsite supervision by the local ABC consultant, and (3) Evaluate the fidelity of the STAR clinic by tracking clinical quality measures which include number of intake assessments with a case manager, number of prenatal/behavioral health/group education/MAT visits scheduled and attended, assessment of individual medical and psychosocial needs at the 1st prenatal visit, and monitored documentation of records in electronic health and study data systems.
- • Manage the evaluation process for this project and serve as the Principle Investigator (PI).
- • Travel as needed to convene stakeholders for their review and feedback on the initial draft.
- • Collaborate in the preparation of oral and written grant reports.
- • Prepare written reports of finding and recommendations.
- • Attend any meetings or conferences identified by ODMHSAS and PI as necessary for the project.
- • Submit an initial IRB application and develop the research design and methods of the project.
- • Provide information to ODMHSAS as needed to satisfy requirements of the federal grantor agency’s periodic progress reports.
- • Develop REDCap project so that data collection can begin immediately following IRB approval, and revise as needed to meet any requirements of IRB review.
- • Perform, operationalization, design, and execute a research project, including program evaluation, outcome measurement development, measure implementation, data collection, data analysis and outcome reporting.
- • Expected deliverables are (a) practice-friendly measurement tools evaluating the STAR Clinic fidelity, (b) practice-friendly measurement tools evaluating the fidelity of the mABC home visiting model, (c) empirical evidence of the effectiveness of the STAR clinic’s ability to reach the target population, (d) empirical evidence of the effectiveness of the mABC home visiting model’s ability to reach the target population, and (e) annual and final report summarizing project findings to the ODMHSAS.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 45 days from the end of the billing month. Final billing for end of year close out is due on August 15, 2024.
- AFC-STARS – Family Care Plan Coaching and Consultation
INTRODUCTION:
- • As part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) Initiative, Contractor, in collaboration with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will assist in the development and editing of a FCP Provider Toolkit for dissemination to substance abuse and co-occurring treatment providers (treatment providers), healthcare providers, and other support or community service providers to assist systems with implementing Family Care Plans (FCP) for pregnant and parenting individuals experiencing substance use disorders (aka, Provider Toolkit).
- • Contractor, in collaboration with the ODMHSAS, will develop and implement a coaching and consultation plan based on identified topic areas and the provider toolkit to provide education and peer support for treatment providers implementing Family Care Plans.
- • Contractor, in collaboration with the ODMHSAS, will provide coaching and consultation to treatment providers per their developed and approved plan.
DEFINITIONS:
- • Family Care Plan (FCP): a document developed by a preconception, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
- • The FCP should be completed with individuals who want to become pregnant within one (1) year, are currently pregnant, and/or up to 36 months after the end of the pregnancy, regardless of outcome.
- • For purposes of the FCP, preconception is the one (1) year period prior to when an individual plans to have a child.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
WORK REQUIREMENTS:
- • Contractor shall collaborate with other designated C&C sites and ODMHSAS staff to assist with the development of a Family Care Plan Provider Toolkit (Toolkit) to be disseminated to and used by substance abuse and co-occurring treatment providers (treatment) and other providers in the development and implementation of FCPs.
- • Contractor shall provide feedback on the toolkit and recommend edits and changes to the toolkit, including adding or removing elements as the contractor deems as supported by their knowledge of and experience with implementing and developing similar programs.
- • Contractor shall collaborate with the other designated C&C sites to develop a coaching and consultation plan (C&C plan) to be used in tandem with the toolkit to guide and support treatment and other providers in implementing, developing, and maintaining FCPs. The C&C plan should include the topic area of each monthly C&C call along with which C&C site will take the lead of the call.
- • Contractor, in collaboration with the ODMHSAS, shall provide monthly coaching and consultation to treatment and providers per their developed and approved plan.
PAYMENT FOR SERVICES:
- • Contractor shall submit invoices monthly.
- • Invoices shall be submitted one (1) of the following ways:
- • Electronically at eProviderInvoice application in Access Control.
- • By email FCP Project Director.
- AFC-STARS – Family Care Plan Coaching and Consultation (OUHSC)
INTRODUCTION:
- • As part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) Initiative, Contractor, in collaboration with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will assist in the development and editing of a FCP Provider Toolkit for dissemination to substance abuse and co-occurring treatment providers (treatment providers), healthcare providers, and other support or community service providers to assist systems with implementing Family Care Plans (FCP) for pregnant and parenting individuals experiencing substance use disorders (aka, Provider Toolkit).
- • Contractor, in collaboration with the ODMHSAS, will develop and implement a coaching and consultation plan based on identified topic areas and the provider toolkit to provide education and peer support for treatment providers implementing Family Care Plans.
- • Contractor, in collaboration with the ODMHSAS, will provide coaching and consultation to treatment providers per their developed and approved plan.
DEFINITIONS:
- • Family Care Plan (FCP): a document developed by a preconception, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
- • The FCP should be completed with individuals who want to become pregnant within one (1) year, are currently pregnant, and/or up to 36 months after the end of the pregnancy, regardless of outcome.
- • For purposes of the FCP, preconception is the one (1) year period prior to when an individual plans to have a child.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
WORK REQUIREMENTS:
- • Contractor shall collaborate with other designated C&C sites and ODMHSAS staff to assist with the development of a Family Care Plan Provider Toolkit (Toolkit) to be disseminated to and used by substance abuse and co-occurring treatment providers (treatment) and other providers in the development and implementation of FCPs.
- • Contractor shall provide feedback on the toolkit and recommend edits and changes to the toolkit, including adding or removing elements as the contractor deems as supported by their knowledge of and experience with implementing and developing similar programs.
- • Contractor shall collaborate with the other designated C&C sites to develop a coaching and consultation plan (C&C plan) to be used in tandem with the toolkit to guide and support treatment and other providers in implementing, developing, and maintaining FCPs. The C&C plan should include the topic area of each monthly C&C call along with which C&C site will take the lead of the call.
- • Contractor, in collaboration with the ODMHSAS, shall provide monthly coaching and consultation to treatment and providers per their developed and approved plan.
PAYMENT FOR SERVICES:
- • Contractor shall submit invoices monthly.
- • Invoices shall be submitted one (1) of the following ways:
- • Electronically at eProviderInvoice application in Access Control.
- • By email FCP Project Director.
- AFC-STARS – Family Treatment Court Administration
- AFC-STARS – Family Treatment Court Technical Assistance, Consultation, and Strategic planning
- Contractor shall provide technical assistance, training and support to assist in the development of a Family Treatment Court strategic plan to include establishment of a statewide Oklahoma Treatment Court leadership team to coordinate and implement: development of criteria for selection and application to plan and implement an FTC, creation of a sustainable, in-state training plan to include identification of in-state resources and out-of-state consultants, and alignment of treatment court (adult criminal, mental health, Veterans, juvenile delinquency, and FTC) and infant-toddler court initiatives within the state.
REQUIRED ACTIVITIES:
- Phase 1 Development of Work Plan: July 1 – August 31, 2023
- Goals
- • Conduct an initial assessment of the needs and resources of the Oklahoma FTC state leadership structure.
- • Generate a list of state goals for FTCs in Oklahoma and harmonize these efforts with court improvement program and Safe Babies/0-3 Court interventions.
- • Develop a detailed scope of work.
- Activities
- • Participate in twice-monthly meeting with Oklahoma leadership.
- • Participate in other meetings as deemed appropriate and necessary to meet goals of this work.
- • Conduct interviews with key stakeholders and potentially develop, deploy, and review findings from a stakeholder survey to determine needs, resources, and priorities.
- • Complete a detailed work plan.
- • CFF staff, working in Oklahoma, will participate in a monthly cross-project meeting (minimum) to coordinate and support efforts across projects.
- Phase 2 Refinement and Expansion of Leadership Structure: September 1 – October 31, 2023
- Goals
- • Develop a more complete understanding of the needs and resources related to the growth and sustainability of FTCs in Oklahoma.
- • Establish an expanded statewide treatment court governance structure to intentionally connect and mutually reinforce treatment court operations in Oklahoma.
- • Provide immediate TA to support expansion of FTC in Oklahoma.
- Activities
- • Participate in twice-monthly meeting with Oklahoma leadership.
- • Participate in other meetings as deemed appropriate and necessary to meet goals of this work.
- • Deploy TA tools (FTC Planning Guide, Collaborative Values Inventory, Sustainability Toolkit, among others) to understand needs and resources and to provide immediate TA.
- • Establish and support bi-monthly (6x/annually) State Treatment Court Oversight Committee meetings.
- • Plan for CFF staff participation in the 2023 Oklahoma Momentum Conference (December 5-7 in the Oklahoma City metro area).
- • CFF staff, working in Oklahoma, will participate in a monthly cross-project meeting (minimum) to coordinate and support efforts across projects.
- • Draw upon additional expertise to support TTA as needed.
- Phase 3 Develop/Enhance Treatment Court Sustainability Plan: November 1, 2023 – March 31, 2024
- Goals
- • Develop and obtain stakeholder consensus on a sustainability plan for Oklahoma FTCs to include:
- • Strong state oversight structure.
- • Plan for expansion of FTC and other child welfare, treatment, and court interventions to improve the health and well-being of children, parents, and family members affected by substance use or co-occurring substance use and mental health disorders.
- • Creation of a training plan (that spans treatment court types).
- • Revisions to FTC state legislation to better meet the needs of families involved with child welfare and affected by substance use.
- • Review of available data to effectively engage in continuous quality improvement and demonstration of efficacy of FTCs.
- Activities
- • Participate in twice-monthly meeting with Oklahoma leadership.
- • Participate in other meetings as deemed appropriate and necessary to meet goals of this work.
- • Support and attend State Treatment Court Oversight Committee meetings.
- • CFF staff participate in the Momentum conference.
- • Focus on data collection and analysis to understand effect of changes in policy on the target objectives.
- • Plan for any statutory and funding requests to be made to the Legislature.
- • CFF staff working in Oklahoma participates in a monthly cross-project meeting (minimum) to coordinate and support efforts across projects.
- • Draw upon additional expertise to support TTA as needed.
- Phase 4 Implement Sustainability Plan: March 31 – June 30, 2024
- Goals
- • Finalize and implement sustainability plan for Oklahoma FTCs.
- Activities
- • Participate in twice-monthly meeting with Oklahoma leadership.
- • Participate in other meetings as deemed appropriate and necessary to meet goals of this work.
- • Support and attend State Treatment Court Oversight Committee meetings.
- • Provide TA support to respond to requests made by the Legislature.
- • CFF staff working in Oklahoma participates in a monthly cross-project meeting (minimum) to coordinate and support efforts across projects.
- • Draw upon additional expertise to support TTA as needed.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- • Compensation for this contract shall be cost reimbursement. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12) of the total contract amount each month.
- AFC-STARS – Family Treatment Court Training & Consultation
INTRODUCTION:
- • Contractor shall provide training and consultation to ODMHSAS identified Providers across the state related to Family Treatment Court (FTC) and juvenile deprived court process as a component of professional development and FTC team cross-training and interdisciplinary education.
DEFINITIONS:
- • Family Treatment Court - The term “family treatment court” (FTC) is defined as a juvenile or family court docket for cases of child abuse or neglect in which parental substance use and often co-occurring mental health disorders are contributing factors. Judges, court personnel, attorneys, child protective services, treatment professionals, and other community partners collaborate on and coordinate services with the goal of ensuring that children have safe, nurturing, and permanent homes; family members receive the needed supports and services; and parents achieve stable recovery within mandatory time frames.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • Training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly. A minimum of one (1) training and or consultation will be offered in the contract period at location(s) decided upon between ODMHSAS and the Contractor. This could include in person and virtual options.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- • Contractor shall be reimbursed for services upon submission of an invoice and documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2024.
- AFC-STARS – Family Treatment Court Treatment Services - Peer Support
- AFC-STARS – Family Treatment Court Treatment Support Services
- AFC-STARS – Increasing Leadership and Team Performance - Adaptive Leadership for Systems Change Training
INTRODUCTION:
- • Under the direction of the State Opioid Stimulant (SOS)/State Opioid Stimulant II (SOSII) Project Manager, Ellen B. Kagen, Assistant Professor, Georgetown University (identified as the Contractor) will provide her services to increase leadership and team performance, leaders would have the opportunity for a dive into the foundations of adaptive leadership (to create a common language, framework and mindset) culminating in the ability to have leadership conversations that address real leadership challenges and create transformational change within the agency and in the delivery system we seek to strengthen.
- • Contractor will provide adaptive leadership for Systems Change Training and Facilitated Session with a focus on team development includes the following topics. Funding for this training and technical assistance shall be provided under the SOS/SOSII Initiatives.
WORK REQUIREMENTS:
- • Contractor is responsible for providing Adaptive Leadership for Systems Change Training for ODMHSAS designated staff. Contractor is responsible for marketing and engagement materials.
- • Contractor will hold the training over 2 days and will focus on:
- • What is leadership and how is it different from other work we do.
- • Who we are in the work of leadership: Vision, Values, Culture, Mental Models?
- • Increasing our capacity to work as a team: Managing our Mental Models with a focus on listening to understand, seeing the reverse view, and increasing Inquiry and Dialogue.
- • Reset and Identifying shifts in habits, attitudes and values.
- • Personal Identification of New Habits for Transformational Leadership.
- • Understanding our Adaptive Leadership.
- • Application through Case Consultations to address our Leadership Challenges.
- • Training costs will include: 1) contractor, experiential team training, planning, preparation, travel and implementation of the two days of team training and debrief.
- • Contractor will be responsible for the following activities for the Adaptive Leadership for Systems Change Training:
- • Outcomes for Adaptive Leadership for Systems Change Sessions will:
- • Learn the distinction between leadership and authority with a focus on how to lead with both formal and informal authority and be ready to unleash their capacity to lead regardless of their designated position.
- • Increase their knowledge and skills to serve as agents of change and innovation in their sectors and cross sectors.
- • Be able to shift their leadership behaviors based on the situation and needs of the individuals across various points in time.
- • Be able to frame the context for challenges from a values based perspective with an increased opportunity to create reset within themselves and in others.
- • Make a commitment to the leadership role in change and innovation despite the challenges.
- • Contractor will work with a small planning committee to ensure framing and context. ODMHSAS will print the training materials and be responsible for the evaluation.
COMPENSATION:
- • Funding shall be reimbursed upon receipt, and ODMHSAS approval, of an invoice and written report of training costs to include: 1) contractor, experiential team training, planning, preparation, travel and implementation of the two days of team training and debrief. It is a Cost Reimbursement. Funding shall be pursuant to an ODMHSAS approved project budget.
- AFC-STARS – Infant & Early Childhood Training & Consultation
INTRODUCTION:
- • Contractor shall provide training and consultation to ODMHSAS identified Providers across the state related to infant and early childhood mental health (IECMH) as a component of professional development to help develop an early childhood system of care statewide which focuses on supporting the needs of families with infants and young children receiving services through ODMHSAS and community partners.
WORK REQUIREMENTS:
- • The Contractor, as an independent Contractor and not as an agent of ODMHSAS, will provide the services as indicated and incorporated herein.
- • Training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly. A minimum of four(4) IECHMH trainings will be offered in the contract period, starting in August 2023 and ending in June 2024, at locations decided upon between ODMHSAS and the Contractor, to include virtually.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year close out is due on July 31, 2024.
- AFC-STARS - mABC Implementation – STARS (OUHSC)
- A Better Chance to Change Clinic Implementation of Modified Attachment Biobehavioral Catch-Up (mABC) Model
INTRODUCTION:
- • The contractor for the implementation of the modified Attachment Biobehavioral Catch-Up (mABC) intervention, agrees to recruit participants and implement the ABC intervention.
DEFINITIONS:
- • MABC – Modified Attachment Biobehavioral Catch-Up
- • RPG - Regional Partnership Grant
- • ABCC – A Better Chance to Change Clinic
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • The contractor shall maintain the clinicians and staff necessary for the continuous implementation of the mABC intervention.
- • Contractor shall ensure clinicians participate in weekly clinical supervision during duration of contract to advance clinicians’ knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill, case experience monitoring; and shall be conducted via video conferencing, telephone, or email.
- • Contractor shall have primary oversight of mABC implementation.
- • Contractor shall participate in all required local and national-cross site data collection efforts coordinated by ODMHSAS, University of Delaware, and the national cross-site evaluation team to measure the effectiveness of the mABC intervention.
- • Contractor shall participate in the RPG Steering Committee Meetings via conference call or onsite, and participate in annual ODMHSAS site visit.
- • Contractor shall submit a monthly narrative summary report of all RPG activities.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a monthly report of activities carried out pursuant to the Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - Medical Legal Partnership
INTRODUCTION:
- • The Legal Aid Services of Oklahoma (LASO) will provide STAR program families legal aid. Families who utilize services at the STAR clinic will have access to this medical legal partnership. These services would include developing a referral process for the legal team to screen and refer STAR program participant caregivers. The medical legal partnership seeks to stabilize housing, families, employment, access to benefits, increase income and alleviate debt to reduce health care costs and improve health care outcomes.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide legal advice and/or legal services to current and past (up to 24 months) STAR clinic families throughout the next 2 years:
- • Designate a full-time attorney to the OU STAR clinic to provide legal advice only services to 100 families and open 200 cases, or number approved by ODMHSAS staff.
- • Provide to the clinic staff: training on referral process and legal screening form.
- • Collaborate, develop, and initiate an embedded process for clinic staff to screen and refer STAR clinic infants and families for legal aid services.
- • Collect and maintain data of legal services provided to STAR families.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a quarterly report inclusive of monthly activities carried out pursuant to this Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - Medication for Treatment of Opioid Use Prison Pilot
- AFC-STARS – Oklahoma Families First Project (OFFP) - Enhanced Service In Outpatient Treatment
INTRODUCTION:
- • Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will work to expand comprehensive treatment, prevention and recovery support services for women, their children, and other involved family members through the Oklahoma Families First Project (OFFP) for enhanced services in outpatient treatment. ODMHSAS OFFP staff will work with the Contractor and local partners to achieve the following goals: (1) develop and expand outpatient services designed to provide a continuum of care and meet the needs of pregnant and postpartum women with substance issues, their infant and other children, and families; (2) implement family focused treatment approach to support family strengthening, reunification, and a reduction in the impact of substance use on infants and children (3) utilize a family-centered recovery support approach with effective case management (4) develop a state level continuum of care that includes a process of early identification, referral, individualized assessment, and care coordination across systems.
DEFINITIONS:
- • Family Treatment Court - The term “family treatment court” (FTC) is defined as a juvenile or family court docket for cases of child abuse or neglect in which parental substance use and often co-occurring mental health disorders are contributing factors. Judges, court personnel, attorneys, child protective services, treatment professionals, and other community partners collaborate on and coordinate services with the goal of ensuring that children have safe, nurturing, and permanent homes; family members receive the needed supports and services; and parents achieve stable recovery within mandatory time frames.
WORK REQUIREMENTS:
- • Contractor shall:
- • Maintain grant required staffing to coordinate treatment enhancements as follows:
- • 1.0 FTE Women’s and Children’s Services Coordinator to coordinate daily activities of the OFFP, collaborate with team members, oversee the delivery of the EBP enhancements and program components specific to women and their children, and collaborate with local-level referral sources.
- • Ensure that grant designated staff complete the trainings within grant required timeframes (any additional training will be determined between the ODMHSAS and Contractor):
- • SPARS and GPRA training.
- • Community Reinforcement Approach (CRA).
- • Celebrating Families Program (CFP).
- • Circle of Security (COS).
- • Seeking Safety (SS).
- • Contractors shall maintain records of training sign-in sheets and staff certificates of training completion.
- • Ensure that the following screening and assessments instruments are administered:
- • The Edinburgh Postnatal Depression Scale (EPDS) for mothers at six weeks post-partum and as clinically indicated.
- • The ASAM Patient Placement Criteria.
- • GAINS-SS.
- • Ensure the following treatment outcomes:
- • A minimum of 120 women and their children are served in the first year and increase by 15% each subsequent year of the grant period.
- • A Celebrating Families Program! (CF!) is conducted for 20 families in year 1 and increased by 10% each year; to increase parenting skills and family inclusion.
- • Circle of Security groups are provided for pregnant and postpartum women to strengthen and support the parent-child relationship.
- • Incorporate MAT into services offered to pregnant/postpartum women with a primary diagnosis of SUD/OUD.
- • Community Reinforcement Approach (CRA) is utilized in treatment services to maintain recovery and strengthen bond to sustain the family.
- • Decrease rates of depression and anxiety in women during pregnancy and postpartum.
- • Utilize Seeking Safety to reduce the impact of trauma and maintain recovery.
- • Increase the coordination and integration of services and systems of care for mothers and families served by:
- • Increasing the number of partnerships with traditional and non-traditional referral sources.
- • Increasing the number of fathers and/or other family supports participating in family services by 10% in year 1 and by 25% by the end of grant period.
- • Establishing and increasing partnerships with local organizations to address community and population specific barriers.
- • Establish partnerships with at least 1 prenatal/postpartum primary care providers in year 1 and additional 5 providers in year 2-3.
- • WCSC train and educate the primary care providers on GAIN-SS implementation and develop a local referral process via CHESS application.
- • Initiate one policy change each year that promotes enhanced retention rates.
- • Successfully collect and report GPRA measurements in increments of intake, discharge, and 6 month follow up within three (3) business days of admission and/or reassessment.
- • Establish a GPRA plan that details steps taken from intake to 6 month follow up and send to project director.
- • Utilize GPRA tracking log and locator form and place in client’s file.
- • Participate in all meetings, calls, trainings, and webinars as required by ODMHSAS and SAMHSA.
- • Contractor shall ensure direct care and clinical staff providing support or counseling services to pregnant and parenting individuals receive 3-6 hours training annually of a combination of the following topics in family-centered care:
- • Trauma-Informed Care;
- • Trauma-Informed Care;
- • Child Growth and Development;
- • Fatherhood and Caregiver Engagement;
- • Prenatal Substance Use Disorder;
- • Family Dynamics;
- • Healthy Boundaries;
- • Ethics; and
- • Self-Care.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a relationship engagement report that documents all training, coaching events, technical assistance, and any formalized outreach and engagement procedures to be sent to ODMHSAS staff.
- • Contractor shall maintain minutes of interagency meetings, memorandum of agreements with partners, and a log of policy and statutory changes to be submitted to ODMHSAS staff.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to this Statement of Work. This report should be submitted electronically utilizing online report by the 15th of the month. The information to be included, and the format of the report, shall be determined by the ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Any one-time expenditure over $500 must be pre-approved by the ODMHSAS prior to the expenditure.
- • Contractor may move up to 10% of the budget without prior approval from the ODMHSAS.
- AFC-STARS - Oklahoma Pregnant and Postpartum Women (OPPW) – Enhanced Service In Residential Treatment
INTRODUCTION:
- • Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will work to expand comprehensive treatment, prevention and recovery support services for women, their children, and other involved family members through the Oklahoma Program for Pregnant and Postpartum Women (OPPW) project for enhanced services in residential treatment. ODMHSAS OPPW project staff will work with the Contractor and local partners to achieve the following goals: (1) expand the available evidenced based practices and services available to the women, children, and involved caregivers through a comprehensive, trauma-informed approach that is both individualized and family centered; (2) implement family focused programming to reduce the impact of substance use on infants and children and improve parenting skills, family functioning and the overall quality of life, and (3) utilize a coordinated wraparound recovery support approach to best identify and meet the presenting mental and physical health needs of pregnant and postpartum women, their children, and involved family members.
DEFINITIONS:
- • ASAM – American Society of Addiction Medicine
- • SAMHSA - Substance Abuse and Mental Health Services Administration
- • PRSS – Peer Recovery Support Specialist
- • GPRA – the Government Performance and Results Act
- • OPPW - Oklahoma Pregnant and Postpartum Women Project
- • SHARE – Sharing Hope and Resilience Everyday
- • SPARS - SAMHSA’s Performance Accountability and Reporting System
WORK REQUIREMENTS:
- • Contractor shall:
- • Maintain grant required staffing to coordinate treatment enhancements as follows:
- • 1.0 FTE Children’s Coordinator to coordinate daily activities of the Children’s program; collaborates with team members; develops training plan for children’s staff to receive necessary training; plays active role in Celebrating Families Program.
- • 1.0 FTE Women’s Coordinator to coordinate daily activities of the women’s program; collaborates with team members; oversees the delivery of the WBP enhancements and program components specific to women and supportive adults.
- • 1.0 FTE Peer Support Specialist to provide the peer supports proven to enhance treatment outcomes.
- • Ensure that grant designated staff complete the following trainings, within grant required timeframes. Contractors shall maintain records of training sign-in sheets and staff certificates of training completion. Training content shall include, but not be limited to (any additional training will be determined between the ODMHSAS and Contractor):
- • SPARS and GPRA training
- • Cognitive Processing Therapy (CPT)
- • SHARE trauma trainings
- • Community Reinforcement Approach (CRA)
- • Celebrating Families Program (CFP)
- • Circle of Security (COS)
- • Seeking Safety (SS)
- • Ensure that the following screening and assessments instruments are administered at intake:
- • The Child and Adolescent Trauma Screener (CATS) for children ages 3-17;
- • The Post Traumatic Stress Disorder Checklist for the DSM-5 (PLC-5) for adults age eighteen and older;
- • The Edinburgh Postnatal Depression Scale (EPDS) for mothers at six weeks post-partum and as clinically indicated;
- • The ASAM Patient Placement Criteria;
- • Addiction Severity Index (ASI);
- • The Clinical Institute Withdrawal Assessment; and
- • Fetal Alcohol Screening.
- • Ensure the following treatment outcomes:
- • A minimum (determined by ODMHSAS) of women and their children are served;
- • A Celebrating Families Program (CFP) is conducted for families to increase parenting skills and family inclusion. The minimum of families participating annually will be determined by ODMHSAS;
- • Circle of Security groups are provided for pregnant and postpartum women to strengthen and support the parent- child relationship;
- • Seeking Safety groups are conducted for women with a history of trauma;
- • Improved family functioning and wellbeing utilizing measurement determined by the ODMHSAS; and
- • Improved mother-child relationship/attachment utilizing measurement determined by the ODMHSAS.
- • Community Reinforcement Approach (CRA) is utilized in treatment services to maintain recovery and strengthen bond to sustain the family.
- • Increase the coordination and integration of services and systems of care for mothers and families served
- • Increase utilization of the Wraparound model;
- • Increase the number of fathers or other family supports participating in family services by 10%;
- • Increase access to family team meetings through technology; and
- • Partner with other grant initiatives focused on infant/early childhood.
- • Increase number of PRSS on staff.
- • Successfully collect and report GPRA measurements in increments of intake, discharge, and 6 month follow up.
- • Establish a GPRA plan that details steps taken from intake to 6 month follow up and send to project director.
- • Utilize GPRA tracking log and locator form and place in client’s file.
- • Participate in all meetings, calls, trainings, and webinars as required by ODMHSAS and SAMHSA.
- • Accomplish all goals, objectives and milestones set forth in the federally awarded grant application supplied to them by the ODMHSAS.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to this Statement of Work. This report should be submitted electronically utilizing online report by the 15th of the month. The information to be included, and the format of the report, shall be determined by the ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Any one-time expenditure over $500 must be pre-approved by the ODMHSAS prior to the expenditure.
- • Contractor may move up to 10% of the budget without prior approval from the ODMHSAS.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one-twelfth (1/12) of the contracted amount.
- AFC-STARS – OUHSC - Board of Regents (A Better Chance) Infant and Early Childhood Mental Health Clinic
INTRODUCTION:
- • Contractor shall furnish the resources to provide assessment and treatment of infants and young children.
DEFINITIONS:
- • Infant and Early Childhood Mental Health Program.
- • Children-ages birth to age five.
WORK REQUIREMENTS:
- • Contractor shall:
- Clinical
- • Recruit participants and provide outreach to enhance referral sources.
- • Maintain the clinicians and staff necessary for the continuous implementation of the program.
- • Perform an evaluation, i.e., intake, attachment, developmental assessment/screener, for each family. Providers will prepare treatment recommendations and referrals for each family based on the interpretation of the evaluation.
- • Implement treatment services, i.e., Attachment Biobehavioral Catch-Up intervention, Circle of Security, Child Adult Relationship Enhancement Therapy, and Parent Child Interaction Therapy.
- • Ensure clinicians participate in weekly clinical supervision during duration of contract to advance clinicians knowledge and skills related to the intervention. The case consultation will include video review, assessment of provider skill, case experience monitoring; and shall be conducted via video conferencing, telephone, or email.
- • Obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- Local Evaluation
- Provide local evaluation to examine the effectiveness of assessment and treatment within this program and impact on the families served. Contractor shall.
- • Create and maintain an electronic database (Redcap) to track and record program client data.
- • Collect and oversee data collection procedures.
- Training
- Provide regional supervision for Attachment Biobehavioral Catchup. Contractor shall:
- • Provide supervision to regional trainees in Attachment Biobehavioral Catchup (ABC).
- • Attend Delaware training calls on training the trainer in ABC model.
- • Conduct weekly consultation calls to the regional trainees.
- • Code trainees’ tapes in the model in order to provide supervision.
PERFORMANCE MONITORING:
- • ODMHSAS’s will monitor the performance of the Contractor.
- • Contractor shall provide a quarterly written report for the activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as ODMHSAS may require.
- • When requested, submit reports to ODMHSAS on the descriptive or statistical findings from the evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - Postnatal Pediatric Follow-Up Clinic
INTRODUCTION:
- • The University of Oklahoma Health Sciences Center (OUHSC) will provide STAR clinic families the Postnatal Pediatric Follow-Up Clinic (PPFC). Families who have delivered their infants with the STAR clinic will have access to this enhanced extended postnatal medical and behavioral follow-up care. These services would include developing an embedded process for the medical team to screen and refer STAR program NAS infants and progressing to all infants impacted by substance use in our hospital, regardless of STAR participation. This new service would include developing an identification and referral process for providers, provider support, family information and materials, at least 1 follow up care appointment either face/face or virtual for parent and baby and psychosocial support and referrals. These services will not be a replacement for a primary care provider but needed supplemental care, psychosocial care, coordination & education for this population.
DEFINITIONS:
- • OUHSC - University of Oklahoma Health Sciences Center
- • PPFC - Postnatal Pediatric Follow-Up Clinic
- • STAR - Substance Use Treatment & Access to Resources
WORK REQUIREMENTS:
- • Contractor shall:
- • Serve a minimum of 50 infants and families a year throughout the next 5 years:.
- • Examine and assess either face/face or virtual visit infant for medical and developmental needs.
- • Provide learning tools and make referral/orders for additional medical and treatment needs for STAR infants.
- • Provide psychosocial and treatment assessment, coordination, and brief intervention therapy for STAR individuals or caregivers as needed.
- • Provide community referrals and resource coordination and collaborate with community partners .
- • Collaborate, develop and initiate an embedded process for medical providers to screen and refer STAR clinic infants and families to PPFC.
- • Collect and maintain data of follow up care for STAR infants and families.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a quarterly report inclusive of monthly activities carried out pursuant to this Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - Prenatal Clinic (OU Health Partners, Inc)
- Prenatal Clinic for Women with Opioid and Other Substance Use Disorders
INTRODUCTION:
- • Contractor shall provide patient-centered, comprehensive pregnancy care for women with opioid and other substance use disorders, in a collaborative setting which also addresses their psychosocial needs.
DEFINITIONS:
- • MFM - Maternal-Fetal Medicine
- • APRN - Advanced Practice Registered Nurse
- • OUD - Opioid Use Disorder
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Coordinated team of clinicians led by a Maternal-Fetal Medicine (MFM) specialist (i.e. a physician who specializes in high-risk pregnancies) and including an Advanced Practice Registered Nurse (APRN), behavioral health providers, and social services providers, will work closely to care for patients with substance use disorders.
- • Patients will see a Licensed Clinical Social Worker and/or Case Manager during their initial clinic visit and periodically thereafter for coordination of resources as well as counseling.
- • Utilize peer counselors and group education sessions to provide support and information regarding the unique challenges of a pregnancy affected by substance use disorder, including MAT, pain management during and after labor, and neonatal abstinence syndrome.
- • Establish positive reinforcement by offering incentives such as baby supplies for patients who consistently attend their prenatal visits and ultrasound appointments.
- • Patients will have at least one postpartum visit; at which time we will establish a contraceptive method if desired.
- • Communicate with outside providers regarding the care plan for those patients receiving MAT from another provider.
- • Collect data for outcome monitoring and research purposes. We will prospectively collect information regarding maternal demographic characteristics; complications during pregnancy, labor, and postpartum; and neonatal outcomes.
- • Create a research database with the help of a data management specialist, and a statistician will provide expertise in statistical analysis.
- • Participate in the Substance Use Treatment and Access to Resources and Supports Regional Partnership Grant (STARS RPG), including:
- • Refer to and coordinate care with behavioral health providers outside of the prenatal clinic
- • Facilitate communication and collaboration with Social Work, Case Management, and Pediatrics teams regarding pregnant patients with substance use disorders and their neonates
- • Assist with data collection regarding maternal outcomes in women cared for in the prenatal clinic
- • Assist with recruitment of women from the prenatal clinic for a research study examining the Modified Attachment and Biobehavioral Catchup (mABC) model
PERFORMANCE MONITORING:
- • ODMHSAS’s Substance Abuse Division will monitor the performance of the Contractor.
- • Contractor shall provide a monthly report of activities carried out pursuant to the Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS - SAFER Initiative - Family Care Plan Coordinator
INTRODUCTION:
- • To increase support for pregnant and parenting persons with substance use or misuse and their infants and/or children that have been exposed to substances, the Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will incorporate the number of Family Care Plan Coordinators (FCP Coordinator) within their agency agreed to by the Contractor and ODMHSAS.
- • Each FCP Coordinator hired or appointed by the Contractor will work to strengthen the continuum of care, improve access to services, build community support, and destigmatize treatment through multidisciplinary, cross-systems collaborations at the state and local level.
- • The FCP Coordinator(s), in cooperation with ODMHSAS and coaching and consultation partners (C&C partners), will assist Contractor with implementing Family Care Plans (FCP) for pregnant and parenting individuals experiencing substance use, misuse, or abuse at their agency.
DEFINITIONS:
- • Children: individuals between 0 and 21 years of age.
- • Family Care Plan (FCP): a document developed by a pre-pregnancy, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative.
- • The FCP should be completed with all individuals, regardless of gender, who:
- • want to become pregnant or become a parent within one (1) year;
- • are currently pregnant; and/or
- • are up to 36 months past the end of their pregnancy, regardless of the outcome (i.e., delivery, miscarriage, etc.).
- • Prenatal: the 40-week gestation period prior to the birth event.
- • Pre-pregnancy: the one (1) year period prior to when an individual wants to become pregnant, also known as the preconception period.
- • Postpartum: the period following the birth event, also known as the postnatal or neonatal period. For the purpose of Family Care Plans this will include up to 36 months after the end of the pregnancy.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
WORK REQUIREMENTS:
- • Contractor shall:
- • Hire or designate the number of agreed-upon full time employee(s) (FTE) to act as Family Care Plan Coordinator(s) (FCP Coordinator) for their agency.
- • Contractor shall provide the name, e-mail address, mailing address, and telephone number(s) of the FCP Coordinator to ODMHSAS at GetHelpFCP@odmhsas.org.
- • If agency names a new FCP Coordinator, the ODMHSAS should be notified within one (1) weeks of start date at GetHelpFCP@odmhsas.org, and a date will be set for the newly appointed coordinator to complete virtual orientation to the contract and their role.
- • Ensure the FCP Coordinator and staff designated to completed FCPs with pregnant and parenting people complete the following trainings related to the understanding, development, administration, and/or monitoring of FCPs. Contractor shall maintain records of training sign-in sheets and/or staff certificates of training completion. Training content shall include, but not be limited to:
- • The following four (4) modules of the ODMHSAS FCP online training shall be completed by the FCP Coordinator within sixty (60) business days of being hired or assigned:
- • Coaching and consultation related to FCP development and implementation topics by participating in monthly virtual meetings.
- • All six (6) modules of the National Center on Substance Abuse and Child Welfare (NCSACW) free online training Tutorial for Substance Use Disorder Treatment Professionals.
- • Employee must complete training within sixty (60) business days of being hired or assigned as FCP coordinator.
- • A copy of the Certificate of Completion (4.5 CEUs) shall be kept in the employee file.
- • Any other additional training to be determined by ODMHSAS or the contractor.
- • Ensure the FCP coordinator(s) and agency staff have the resources, supplies, and materials needed to develop and monitor the FCPs completed by the agency.
- • Participate in activities related to the evaluation of Family Care Plans and FCP implementation, including but not limited to data collection and reporting.
- • Contractor shall ensure the FCP Coordinator(s) fulfills the following duties related to the SAFER Initiative and FCPs:
- • Develop an FCP implementation plan for the agency in cooperation with agency leadership, or with staff designated by the agency and approved by agency leadership.
- • The FCP implementation plan should include, at a minimum:
- • an implementation readiness evaluation
- • an FCP implementation guide
- • FCP workflow, including time-specific guidelines for processing FCP referrals and conducting the Initial Screen
- • FCP implementation timeline for the agency
- • Build and maintain collaborative relationships with identified local and state-level cross-system partners needed to provide the additional services and support to pregnant/parenting persons and their infants, children, and designated family members incorporated into FCPs.
- • Act as the point of contact for local and state agencies and organizations inquiring about FCPs.
- • Document regular communication from local organizations and referral partners to maintain the flow of communication and ensure coordination of FCPs, including in-person and/or virtual meetings when necessary.
- • Act as the point of contact and information for internal agency referrals for and inquiries about FCPs.
CONTRACTOR PAYMENT:
- • Contractor shall submit an invoice monthly to be reimbursed for expenses outlined in the budget provided to the Contractor, not to exceed the contracted amount of $69,063.00 per FCP coordinator.
- • Invoices shall be submitted in the following ways:
- • Electronically at eProviderInvoice application in Access Control.
- • By email to contracts@odmhsas.org and the FCP Project Director at gethelpfcp@odmhsas.org.
- AFC-STARS - SFP/CFP
- AFC-STARS – Strengthening Families and Celebrating Families Program Evaluation
INTRODUCTION:
- • In collaboration with the Oklahoma Department of Mental Health and Substance Abuse Services (OKDMHSAS) Strengthening Families (SF) and Celebrating Families (CF) Program Staff, The Educational Training, Evaluation, Assessment and Measurement (E-TEAM) Department at the University of Oklahoma will develop an evaluation plan and online data management system for the CF/SF programs.
- • The ETEAM will appoint a lead evaluator as the single Point of Contact (POC) who will assume full accountability for the project and will respond in a timely manner to the needs of the CF/SF Program Managers. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities, including data management, data analysis, and basic quantitative and qualitative evaluation methods.
WORK REQUIREMENTS:
- • The CF/SF staff will provide the ETEAM with:
- • CF/SF program site information, including site name, location, and site staff information.
- • ETEAM will:
- • Work with ODMHSAS staff to develop an administrative survey to capture participant demographics and output information including, but not limited to, number of individuals served, program enrollment and completion rates, program staff information (i.e., number of staff involved in each session, staff training information, staff certifications), and staff insights on program successes and areas of needed improvement.
- • Work with ODMHSAS staff to develop a participant feedback survey to capture both quantitative and qualitative data on referral information, pre- and-post information on living situation, child welfare involvement, and perceived level of success in a variety of areas, including parenting skills, communication, coping strategies, and family relationships. Additional information captured in the participant feedback survey would include narratives on ways the program has impacted participants’ family life and what they found most useful about the program.
- • Work with ODMHSAS staff to develop a data management system where all administrative data and participant feedback surveys can be entered.
- • Work with ODMHSAS staff to address all issues related to data entry into the new data system and report creation. This includes providing in-person or teleconference trainings explaining how to use the web-based data management system.
- • Provide all technical support and fixes needed to resolve technical issues. Provide technical support to CF/SF program staff using the database.
- • Provide findings and recommendations based on analysis of CF/SF data, including recommendations for appropriate evaluation measures and future evaluation studies to document outcomes and recommendations on database enhancements that could further show the positive impact of the CF/SF programs.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS – Strengthening Families Program Fidelity, Evaluation, and Training - Ahearn Greene & Associates
PURPOSE:
- • Contractor shall provide technical assistance, fidelity monitoring, quality assurance, and training for implementation of the Strengthening Families Program (SFP) for ODMHSAS identified treatment providers, including providers working in counties with a Family Treatment Court (FTC).
REQUIRED ACTIVITIES:
- • Contractor shall provide implementation technical assistance, including bi-monthly calls as needed, supervision and quality assurance calls, and on-line fidelity supervision via email to provider agencies as agreed upon with ODMHSAS and Contractor.
- • Contractor shall conduct SFP group leader training, either virtually or in person, as agreed upon between ODMHSAS and Contractor. In person trainings will take place on dates and in locations agreed upon between ODMHSAS and the Contractor.
- • Conduct a minimum of one (1) SFP fidelity monitoring and quality assurance site visits per calendar year to provider agencies agreed upon with ODMHSAS and Contractor.
- • Visits shall include a pre-visit telephone or virtual consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Submit a follow-up report to ODMHSAS within 30 days of site visit detailing program strengths, challenges and recommendations for improvement.
- • Provide data analysis and program quality on implementation fidelity to the SFP model.
- • Generate Fidelity Evaluation Report to include all cycles conducted during reporting period with comparisons to previous reports, as available. Fidelity and quality measures include five established domains of environmental context, population, program quality, staffing and curriculum fidelity. Additional measures include client characteristics, capacity achievement, retention and completion rates. One Site Information Survey to be submitted for each SFP cycle conducted during the reporting period to be submitted electronically on or before June 30 annually. Findings from fidelity evaluation to be included in Year-End Evaluation Report.
- • Year-end report to include project findings for funding year, comparisons to prior years as available, interpretation of findings and recommendations for future efforts.
As a part of the Tulsa RISE Grant, contractor shall:
- • Conduct one (1) SFP fidelity monitoring and quality assurance site visits per calendar year, and submit a Fidelity Benchmarks Report.
- • Visits shall include a pre-visit telephone consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Submit a follow-up report to ODMHSAS within 30 days of site visit detailing program strengths, challenges and recommendations for improvement.
- • Conduct SFP group leader training. Training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly. A minimum of one (1) group leader trainings will be offered at locations decided upon between ODMHSAS and the Contractor.
- • Provide data analysis and program quality on implementation fidelity to the SFP model.
- • Submit Tulsa RISE annual evaluation report to include to-date SFP fidelity evaluation. Year-end report to include project findings for funding year, comparisons to prior years as available, interpretation of findings and recommendations for future efforts.
As a part of the Oklahoma CARE Grant, contractor shall:
- • Conduct at minimum, one SFP fidelity monitoring and quality assurance site visit, and submit a Fidelity Benchmarks Report, to be included in the CARE Grant federal closeout report.
- • Visits shall include a pre-visit telephone consultation, and a site visit including either observations of a Family Skills Training session with staff debriefing immediately following session, or on-site program staff interviews and focus group.
- • Conduct SFP group leader training. Training will be offered as agreed upon between Contractor and the ODMHSAS; compensation will be negotiated and adjusted accordingly. A minimum of one (1) group leader trainings will be offered at locations decided upon between ODMHSAS and the Contractor. This training must be completed before October 1, 2023.
- • Provide data analysis and program quality on implementation fidelity to the SFP model.
- • Submit Oklahoma CARE Grant annual/closeout evaluation report to include to-date SFP fidelity evaluation. Year-end report to include project findings for funding year, comparisons to prior years as available, interpretation of findings and recommendations for future efforts. This report is due no later than October 30, 2023.
- • Submit all invoices pertaining to the CARE Grant no later than October 30, 2023 as the grant no cost extension period ends September 30, 2023.
COMPENSATION:
- • All honorariums, travel, and other expenses incurred by the Contractor for the design, development, and presentation of the workshop and/or training identified herein shall be the sole responsibility of the Contractor unless otherwise agreed, in writing, by the parties.
- • Compensation for this contract shall be cost reimbursement. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12) of the total contract amount each month.
- AFC-STARS – Technical Assistance & Liaison Oklahoma Perinatal Quality Improvement Collaborative COMPASS Initiative
INTRODUCTION:
- • The Oklahoma Perinatal Quality Improvement Collaborative (OPQIC) will provide the COMPASS Initiative with technical assistance to the birthing hospitals in the project. OPQIC will also assist the initiative as the liaison between the department and Ariadne Labs for the implementation of TeamBirth.
DEFINITIONS:
- • OPQIC – Oklahoma Perinatal Quality Improvement Collaborative
- • COMPASS – Collaborative Oklahoma Maternal Pathway to Access Substance Use Treatment Services
WORK REQUIREMENTS:
- • Contractor shall:
- • Hire an OPQIC staff member for the following:
- • Serve as primary liaison between OPQIC and SAFER team and Oklahoma hospitals, clinicians and other organizations that serve pregnant and/or postpartum individuals and their families.
- • Serve as primary Liaison between OPQIC and Ariadne Labs on integration of FCP into TeamBirth.
- • With SAFER partners, develop and provide training on use of FCP to professionals who will utilize FCP. Facilitate integration of TeamBirth into curriculum.
- • Ensure bidirectional integration of TeamBirth and Family Care Plans.
- • Utilize quality improvement science to adjust plan and activities, as needed.
- • Collaborate, develop, and initiate an embedded process for clinic staff to request TA for implementation of TeamBirth.
- • Collect and maintain data of TA provided to hospital staff on behalf of the COMPASS initiative.
- • Perform additional duties as directed.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor to ensure that all grant outcomes are achieved.
- • Contractor shall provide a quarterly report inclusive of monthly activities carried out pursuant to this Statement of Work.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- AFC-STARS – Training & Consultation - OPPW (Circle of Sercurity International)
INTRODUCTION:
- • Contractor shall provide Circle of Security® Parenting© Facilitator Training for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the agencies that participate in the Oklahoma Pregnant & Postpartum Women (OPPW) grant and to focus on supporting the relationship needs of families with infants and young children.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS
- • Contractor – Cooper, Hoffman, and Powell LLC dba Circle of Security International
- • Oklahoma Pregnant & Postpartum Women (OPPW) Grant awarded to the Department by the Substance Abuse and Mental Health Services Administration (SAMHSA). A large focus of this grant is to improve access to and the quality of services for women in residential substance use facilities with their infants and young children
- • Manager of TANF/CW & Women’s Treatment Service — serves as the Project Director for the OPPW Grant and will serve as the primary point of contact between the Contractor and the ODMHSAS
WORK REQUIREMENTS:
- • Contractor shall provide Parenting Facilitator Training.
- • Contractor shall provide a registration code for ODMHSAS to register their attendees on the COSI web page.
- • Contractor shall organize delivery of DVDs, facilitators’ manuals, parent handout templates, workshop handouts, certificates of completion and information for CEUs.
- • Contractor shall reimburse the Department for costs incurred. The items for reimbursement to the agency are; administrative costs, postage and associated operating expenses.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department. Documentation shall include a brief narrative of activities performed.
- • Contractor shall submit an invoice to the Department, subject to approval.
- • Invoices shall be sent to:
- Contracts
- Oklahoma Dept. of Mental Health and Substance Abuse Services
- Contracts@odmhsas.org
- AFC-STARS – Training & Consultation - STARS - Circle of Security International
INTRODUCTION:
- • Contractor shall provide Circle of Security® Parenting© Facilitator Training for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the workforce that participate in the focus on supporting the relationship needs of families with infants and young children.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS
- • Contractor – Cooper, Hoffman, and Powell LLC dba Circle of Security International
- • Project director & Women’s Treatment Service(PD) — serves as the as the primary point of contact between the Contractor and the ODMHSAS
WORK REQUIREMENTS:
- • Contractor shall provide Parenting Facilitator Training.
- • Contractor shall provide a registration code for ODMHSAS to register their attendees on the COSI web page or complete the registration process for each attendee and provide Zoom link if training is virtual.
- • Contractor shall provide the PD with progress, attendance, and updates on the participants that register for the training via the Department.
- • Contractor shall organize delivery of DVDs, facilitators’ manuals, parent handout templates, workshop handouts, certificates of completion and information for CEUs.
- • Contractor shall reimburse the Department for costs incurred. The items for reimbursement to the agency are; administrative costs, postage and associated operating expenses.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit an invoice to the Department, subject to approval by the Department.
- AFC-STARS – Training & Consultation - University of Washington Parent Child Assistance Program (PCAP)
INTRODUCTION:
- • Contractor shall provide Parent Child Assistance Program Training and Consultation for mental health and other professionals working with and on behalf of families with infants and young children. This training will support professional development throughout the workforce that participate in the focus on supporting recovery and the needs of families with infants and young children.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services, also referred to as ODMHSAS
- • Contractor – University of Washington
- • PCAP - Parent Child Assistance Program
WORK REQUIREMENTS:
- • Contractor shall provide the number of PCAP trainings as set by the Department.
- • Contractor shall provide the PD with progress, attendance, and updates on the participants that register for the training.
- • Contractor shall organize the delivery of PCAP program and evaluation forms and protocols, in addition to the PowerPoint training handout. Contractor will provide PCAP case managers and supervisors with a set of the Difference Game cards. Contractor shall provide Certificates of Completion upon request.
- • The Department shall provide CEUs for mental health professionals and verification of participation for all others.
- • Contractor shall provide technical assistance and consultation regarding the development of the PCAP model and fidelity of implementation to the Department at a frequency set by the Department.
- • The Department shall utilize PCAP and REDCap forms, protocols and training information for ODMHSAS and PCAP site purposes only and the information will not be shared outside of the Department or identified PCAP sites.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- AFC-STARS – Training and Technical Assistance Contingency Management
INTRODUCTION:
- • Under the direction of the State Opioid Stimulant (SOS)/State Opioid Stimulant II (SOSII) Project Manager, Roosa Consulting LLC (hereafter referred to as the Contractor), will provide training and technical assistance to designated Oklahoma treatment providers in the Contingency Management, (CM).
- • Roosa Consulting is the developer the Evidence-based programs and instrument, the Contingency Management model he will be utilizing. Funding for this training and technical assistance shall be provided under the SOS/SOSII Initiatives.
WORK REQUIREMENTS:
- • Contractor is responsible for providing Contingency Management training and ongoing technical assistance for ODMHSAS designated sites and previously trained CM sites. Contractor is responsible for marketing and engagement materials.
- • Contractor will hold a 60 minute webinar to introduce plan and explain the phase process to organization’s leadership. (Date TBD). Contractor will initiate the set-up phase. Contractor will host two recruitment engagement activities for organizations.
- • Contractor will meet with existing 45 organizations, activate with new project and recruit additional participants.
- • Training costs will include: 1) contractor, 2) Manuals and Materials, 5) Certification and Fidelity Costs, 6) Coaching Calls, 7) Technical Support.
- • Mixed model training costs will include: 1) Prerequisite coursework/kick-off call, recruitment of participants for the CM training model, 2) workshop materials, 3) ongoing technical assistance throughout certification processes.
- • Contractor will be responsible for the following activities for the CM:
- • Phase 1 Training will include individual consulting with each implantation site’s team – may include multiple meetings for multi-site organizations designed to address site specific facilitators and needs. Monthly group coaching calls 36 sites 6 sites per group, 6 groups; 2 staff per site (max 12 attendees).
- • Phase 2 will include monthly group calls as detailed, individual site consultation; brief zoom calls, emails, guidance as needed. All sites meeting detailing reports from sites, celebration of successes and efforts, review of lessons learned, data review, adjustment of activities and recalibration of project compass.
- • Phase 3 will include a continuation of the monthly group coaching calls, brief zoom meetings, emails and further guidance as needed. All sites meeting detailing reports from sites, celebration of successes and efforts, review of lessons learned, data review, adjustment of activities and sustainment guidance.
- • Contractor will host individual and group coaching, ODMHSAS will host the big events, provide support – ie sending out mass emails.
- • Contractor will report of certification progress and/or fidelity feedback will be provided to project stakeholders so that they may track progress of trainees.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall provide monthly written reports of the activities carried out pursuant to the Statement of Work and the timelines stated within work requirements. Contractor shall provide such detail as the ODMHSAS may require.
COMPENSATION:
- • Funding shall be reimbursed on a monthly basis upon receipt, and ODMHSAS approval, of an invoice and monthly written report of activities referenced in performance monitoring above. Funding shall be pursuant to an ODMHSAS approved project budget. Per the Contractor’s proposal for approximately 391 hours and $150 per hour, all inclusive, plus or minus the individual site consults.
- AFC-STARS – Women with Children Residential - SFP/CFP
- AFC-STARS - Women with Children Training (OUHSC – A Better Chance)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide consultation and training for staff who are working with women and/or caregiver and children at substance use treatment centers and other programs regarding the impact of substance use on children and families.
- • Contractor shall also provide training for university students working with the A Better Chance Clinic conducting developmental evaluations for children.
DEFINITIONS:
- • ABC – A Better Chance Clinic
- • Children – ages birth to 7 years
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the following services:
- • Consultation to staff working with women and/or caregivers and children at substance use treatment centers.
- • Training for substance use treatment center staff on the impact of substance use on children and families.
- • Trainings and other professional presentations on topics related to the impact of substance use on children and families including trainings related to evidenced-based treatments.
- • Training in the ABC program to professionals of various disciplines (medicine, psychology, social work, occupational therapy, physical therapy, and speech pathology) on the impact of substance abuse on child development.
- • Comprehensive developmental evaluations by university students working with the ABC Clinic for children with prenatal substance exposure or children whose mothers are in substance abuse treatment.
- • Developmental screening services by university students working with the ABC Clinic for children accompanying their mothers into substance use treatment centers funded by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS’s Adult and Family Centered Substance Use Treatment and Recovery Services Division will monitor the performance of the Contractor.
- • Contractor shall provide a quarterly written report for the training and consultation activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
Child, Youth, Young Adults, & Families
- Child, Youth, Young Adults & Families Fixed Rate Services
- Child, Youth, Young Adults & Families – Child Therapeutic Academic Services
The State of Oklahoma appropriates funding to the Oklahoma Department of Mental Health and Substance Abuse Services for the purpose of assisting this alternative school in providing therapeutic, accredited academic services. This program provides accredited academic services in a therapeutic environment Monday through Friday. Staff is trained on the impact of substance use on children and families. The overall goal of the program includes establishing therapeutic accredited academic services within the alternative education system to reduce academic drop-out rates related to substance use. The objectives include increased school attendance; increased graduation; and decreased suspension or expulsion from school.
WORK REQUIREMENTS:
- • Contractor shall provide therapeutic, accredited academic services daily, Monday through Friday, throughout the school calendar year.
- • Contractor shall provide and document community referral information for recommended services for children served by the program.
- • Contractor shall provide documentation that staff rendering services have received training annually within the calendar year specific to children as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Child growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments; and
- • The impact of substance use on children and families.
- • Contractor shall provide services that are culturally-responsive to the children’s needs and their family environments.
- • Access to services:
- • In determining a consumer’s initial and ongoing eligibility for any service, Contractor may not exclude an individual based on the following factors;
- • The consumer’s past or present mental health issues, including use of prescribed medications for such, substance use issues, or co-occurring disorder issues;
- • The presumption of the consumer’s inability to benefit from treatment;
- • The specific substance used by the consumer;
- • The consumer’s continued substance use; and
- • The consumer’s level of success in prior treatment episodes.
- • Integrated Services:
- • Contractor shall document the provision of formal integrated screening, assessment, and treatment for persons who have co-occurring mental health and substance use disorders according to ODMHSAS requirements;
- • Contractor shall document the ability to recognize and report the prevalence of co-occurring disorders by reporting as identified by ODMHSAS; and
- • Contractor shall document the means to refer or link individuals to appropriate services.
- • Persons served:
- • Services eligible for payment pursuant to this Statement of Work listed and defined in this document shall be delivered to persons presenting with substance use or co-occurring related problems, including family members and significant others of consumers, when appropriate, to support the primary consumer’s recovery;
- • Incarcerated persons (those in penal or correctional institutions) shall not be served, unless they are specifically identified in the Compensation Section of this Contract as a population to be served; and
- • Contractor shall give preference in admissions to the following target groups during the course of this Contract and in the following priority order:
- • Pregnant women that inject drugs;
- • Pregnant women with substance use issue;
- • Individuals that injecting drugs;
- • Women with dependent children; and
- • Persons with HIV/AIDS or Hepatitis C.
- • Tuberculosis services:
- • Contractor shall develop policies and procedures for the implementation of TB services and documentation of services or referrals for each consumer;
- • Contractor shall directly or through arrangements with other public or non-profit private entities routinely make available TB services to each individual receiving treatment for substance use. TB services means:
- • Counseling the individual with respect to TB;
- • Testing to determine whether an individual has contracted such disease;
- • Testing to determine the appropriate form of treatment for the infected individual; and
- • Referring or providing such treatment to the infected individual.
- • Contractor shall implement infection control procedures established by the Centers for Disease Control, which are designed to prevent the transmission of TB, including the following:
- • Screening of the consumers;
- • Identification of those individuals who are at high risk of becoming infected;
- • Meeting all state reporting requirements while adhering to federal and state confidentiality requirements; and
- • Providing case management services to ensure that individuals receive such TB services.
- • Treatment services:
- • Contractor shall ensure that all services are assessment driven and individualized to meet the needs of the person served;
- • Contractor shall use the current edition of the Addiction Severity Index (ASI), or a Teen Addiction Severity Index (TASI) and shall be administered at admission, six month review and at discharge (unless discharge occurs within 7 days of admission or is unplanned). All staff administering the ASI and the TASI must be a Licensed Behavioral Health Professional (LBHP) as defined in Oklahoma Administrative Code Title 450 Chapter 1. Starting July 1, 2014, all staff administering ASI must maintain documentation demonstrating successful completion of ASI training provided by an ODMHSAS-certified trainer no less than every five (5) years; and
- • Contractor shall use the current edition of the American Society of Addiction Medicine Patient Placement Criteria (ASAM PPC) to determine the level of care for consumers. These criteria shall be used upon admission, continued care, and discharge. All staff administering ASAM must be a Licensed Behavioral Health Professional (LBHP) as defined in Oklahoma Administrative Code Title 450 Chapter 1. Starting July 1, 2014, all staff involved in level of care determinations must maintain documentation demonstrating successful completion of ASAM training provided by an ODMHSAS-certified trainer no less than every five (5) years.
PERFORMANCE MONITORING:
- • Contractor shall report the aggregate outcomes for all students served annually to ODMHSAS’s designated Field Services Coordinator by June 25th for the preceding contract period.
- • The total number of students who were assessed for services;
- • The total number of students who received services under this Contract;
- • The number of these students returning to school or who graduated;
- • The number of these students who did not complete their current grade or graduation because they dropped out
- • The number of students referred to the school’s student assistance program for additional referrals.
- • The number of students who left school prematurely due to substance use-related issue and other causes; and
- • The age, race, gender, and grade level of each student served.
- • Contractor shall document compliance with all Contract requirements in a way that allows ODMHSAS to monitor such compliance. Contractor shall only destroy such documentation upon permission received from ODMHSAS.
- • Contractor shall maintain national accreditation throughout the term of this Statement of Work.
- • ODMHSAS will monitor service quality utilizing National Outcome Measures indicators and domain ratings from the ODMHSAS Customer Survey. Contractor shall be evaluated according to the Substance Abuse and Mental Health Services Administration’s (SAMHSA) National Outcome Measures, as follows:
- • Reduced morbidity (for substance use - abstinence from drug and alcohol use, including decreased use of substance of abuse, nonuser stability, increasing perceived risk, increasing disapproval, and increasing age of first use; and for co-occurring disorders - decreased mental illness symptomatology);;
- • Employment/education (getting and keeping a job; workplace drug and alcohol policy; reduction in alcohol, tobacco, and other drug suspensions and expulsions from school; or enrolling in, staying in school, or completion of education);
- • Crime and criminal justice (decreased criminality, incarcerations, and alcohol-related car crashes and injuries);
- • Stability in housing (increased stability in housing);
- • Social connectedness (family communication about drug use, increasing social supports and social connectedness);
- • Access and capacity (increased access to services and increased service capacity);
- • Retention (for substance use - increased retention in treatment, access to prevention messages, evidence-based programs and strategies; for co-occurring disorders - reduced utilization of psychiatric inpatient beds);
- • Perception of care (consumer satisfaction; stakeholder input);
- • Cost effectiveness; and Use of evidence-based practices; and
- • Use of evidence-based practices.
- • Contractor shall report on the ODMHSAS’s information system, in accordance with ODMHSAS policy, all services provided by Contractor to each consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
COMPENSATION:
- • Services shall be billed in 6-hour increments only after the identified consumer has received 6 hours of therapeutic, accredited service.
- Child, Youth, Young Adults & Families – Child Outpatient Substance Use Treatment Services
- Child, Youth, Young Adults & Families – Child Residential Treatment
- Child, Youth, Young Adults & Families – Child Trauma
Contractor shall furnish the necessary resources to provide trauma informed and trauma specific services to children who have experienced trauma.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide the following:
- • Services to promote the early identification of mental health and substance use needs and treatment for children (under the age of 18) who have experienced trauma. Criteria for services must include both the identification of the traumatic event and associated symptomology; or in cases of early intervention, the identification of the recent traumatic event and reason for services. Any therapies utilized must be research-based or promising practices. Specific interventions utilized shall be noted in the client’s clinical record. Trauma specific clinical services must be provided by a Licensed Mental Health Professional or Licensed-Eligible Mental Health Professional without prior approval by the Department. Additional support services to the child and family may be provided by any level of appropriate staff when applicable.
- • Children with a serious behavioral disturbance shall be referred to the local Systems of Care, if one exists.
- • If needed, referrals to other services in the community will be made throughout the process from intake to termination.
- • Groups may not be billed under Child Trauma, without prior approval by the Department.
- • Any clinical staff providing direct services, shall complete the online Trauma Focused – Cognitive Behavioral Therapy (TF-CBT) training within 90 days of hire or completion of their probation and a copy of the certificate of completion should be kept in the employees file. Then within a reasonable time core staff should attend the live Introduction to TF-CBT training provided by the Department through the University of Oklahoma Health Science Center.
- • After completion of the live TF-CBT training, clinical staff must participate in consultation calls a minimum of twice a month for 6 months. During this time they must staff a case through to completion, or continue the bimonthly calls until able to do so.
- • It is then expected that therapists utilizing the TF-CBT model shall continue developing their skills by attendance of TF-CBT webinars, trainings on assessment, advanced TF-CBT, and special topics in child trauma treatment that are also provided.
- • Clinicians who have completed the requirements are expected to apply for national certification.
- • Supervisors will be expected to participate in a semiannual supervisors call.
- • All staff, regardless of role, licensure, or certification participating in this program, shall complete trauma-informed training(s) as identified by the Department. This is to include at a minimum the free 3-hour e-learning “Trauma is Just the Beginning”.
- • The Contractor shall accept referrals from at least one other child-serving organization in the community. This shall include the local child advocacy center, family justice center or child abuse and neglect response team, if one exists.
- • The Contractor must secure affiliate agreements with appropriate community partners. Such agreements shall indicate a willingness by the community partners to complete any community satisfaction surveys conducted by the Contractor or the Department regarding the services to be provided.
- • The Contractor is encouraged, as resources allow, to screen adult family members of the children with mental health needs being served and refer them to local mental health or substance use services providers, as applicable.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department.
- • Client data and services reported to the Department shall include identifying information about the children and their parent(s) and information to link the child and parent.
- • Contractor shall be trained in and utilize the child trauma measures identified by the Department for screening and assessment, at a minimum at intake, treatment plan updates, and discharge.
- • Contractor shall use the Child and Adolescent Trauma Screen (CATS) measure.
- • Agencies shall screen children and youth, ages 3-17 years old, using the traumatic stress exposure portion of the CATS.
- • The CATS is to only be administered by clinical level staff without prior approval by the Department. At minimum staff should complete the CATS administration eLearning, and attend the live Assessment and Support training as available
- • If the screen for exposure is positive, the remainder of the CATS should be completed with the child, youth, and caregiver for traumatic stress symptoms.
- • If the assessment indicates clinical level of symptoms for treatment , then the child and family should be offered trauma-specific services.
- • The CATS should be administered at a minimum of each treatment plan update and at termination of trauma treatment or discharge.
- • Use of the short screener and other available CATS tools are encouraged throughout the course of treatment.
- • Initial screen (positive or negative), including scoring for positive exposure screens, and additional screenings as indicated at treatment plan update and discharge, shall be reported on the CDC as per protocol.
- • The Contractor shall report to the Department specific data outcomes identified by the Department.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, and employee records showing appropriate training, credentials, and participation in consultation calls.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • The Department may conduct eligibility and service verification reviews on a random basis. Subsequent payments may be decreased according to the applicable Department rate schedule if ineligible individuals are reported and provided services based on ODMHSAS funding or if service delivery cannot be verified in the client’s clinical record. A verification rate of less than eighty-five percent (85%) is ground for contract termination.
- Child, Youth, Young Adults & Families – Children's Regional Crisis
- Child, Youth, Young Adults & Families – Family Self-Sufficiency Program
This Contract is to assist families with creating a stable home environment in an effort to reduce out-of-home placement, increase school attendance, and reduce or mitigate contacts with law enforcement for the SED child(ren) within the family.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to administer the Family Self Sufficiency Program.
- • The program is a time limited (12 months or less) housing program for families of children with SED. The program is for:
- • Homeless families;
- • Families at risk of losing housing; or
- • Families in crisis.
- • The program shall assist families to create a stable home environment, and with establishing residential stability and increased economic self- sufficiency.
- • The program shall incorporate elements of a system of care for SED families including:
- • Blended funding;
- • Wraparound services;
- • Collaboration with other service providers; and
- • Strengths-based, family-directed plans and services.
- • The service must be reported for the child with SED.
- Child, Youth, Young Adults and Families Government/Professional/Sole Source Services
- Child, Youth, Young Adults & Families – Equine Assisted Therapy
- Child, Youth, Young Adults and Families – Infant and Early Childhood MH Leadership
This contract is to support the development of an infrastructure to support infant and early childhood behavioral health services within Oklahoma. The Oklahoma State Department of Health (OSDH) will work collaboratively with the Department of Mental Health and Substance Abuse Services to provide co-leadership to accomplish this goal by maintaining an FTE to develop the Infant and Early Childhood service system.
The service system development will follow the guidelines as set forth by the National Standards for Culturally and Linguistically Appropriate Services in Health Care (CLAS), issued by the U.S. Department of Health and Human Services, Office of Minority Health to ensure all people entering the health care system receive equitable and effective treatment in a culturally and linguistically appropriate manner.
WORK REQUIREMENTS:
- • This contract is to provide partial funding (15% of salary and fringe benefits) for the continuation of an FTE located at the State Department of Health Child Guidance Service department to provide early childhood mental health co-leadership. This FTE will support and promote the development of a comprehensive and integrated service delivery system for young children’s mental health needs.
- • Contractor shall collaborate with the Oklahoma Department of Mental Health and Substance Abuse Services to effectively develop a system for young children and their families to receive evidence based/evidence informed services and supports.
- • Furnish the necessary resources to provide training and co-facilitation of meetings and training to support infant and early childhood mental health.
- • Work in coordination with stakeholders to implement the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
- • Provide and advocate for individualized therapeutic services, supports and outcomes for families with and caregivers of infants and young children.
- • Provide support to OSDH Child Guidance staff related to initiatives, including, but not limited to best practices, early intervention, prevention strategies and other evolving practices related to the needs of young children and their families.
- • Develop a mutually agreed upon schedule and method for collaboration between the ODMHSAS Infant and Early Childhood Senior Manager, Children’s program staff and the Child Guidance Services staff.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. Reports shall be requested as needed and submitted to the ODMHSAS Senior Manager for Infant & Early Childhood Mental Health.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of effort as described above. Monthly invoicing should not total more than 1/12th of the approved budget.
- Child, Youth, Young Adults and Families – Infant Mental Health Endorsement Program and Workforce Development
Contractor shall furnish the necessary resources to maintain and act on the strategic plan and develop the infrastructure for implementing Oklahoma's Infant Mental Health Endorsement Program.
Contractor will support the workforce development goal of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the Oklahoma Infant and Early Childhood Mental Health Strategic Plan through identification and dissemination of best practice competencies at multiple levels and across multiple disciplines, coordination of the IECMH Endorsement Program, provision of the reflective consultation and coordination of IECMH training as determined with the IECMH Senior Manager.
WORK REQUIREMENTS:
- • Contractor agrees to oversee and ensure the following actions:
- • Coordination of an oversight workgroup composed of stakeholders with whom to coordinate the development of the plan and the infrastructure to support IECMH endorsement.
- • Coordination and collaboration with Oklahoma state and other agencies and organizations to include infant mental health competencies in their professional development programs and professional performance standards.
- • Consultation and collaboration with the Alliance for the Advancement of Infant Mental Health which holds licensing for the infant & Early Childhood Mental Health Endorsement processes.
- • Coordinate and organize a Reflective Supervision/Consultation Project – funding for up to 15 individuals identified in partnership with Senior Manager for Infant & Early Childhood Mental Health, project participants will be matched with an approved RS/C provider to receive up to 50 hours of RS/C in support of IMH Endorsement over the course of two years, a request to extend participation beyond 50 hours of consultation should be submitted in writing by the consultee to be considered by the Senior Manager for Infant & Early Childhood Mental Health. This project also supports the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan. RS/C providers will be reimbursed at a rate of $80/hr for consultation provided.
- • Child Parent Psychotherapy - Contractor shall provide Child Parent Psychotherapy Training to licensed clinicians and supervisors from around the state.
- • Contractor shall provide ongoing consultation calls to training attendees.
- • Contractor shall provide suggestions regarding sequencing of the training with consideration of the training goals.
- • Contractor shall provide appropriate materials relevant to the training.
- • Contractor shall provide evaluation of the trainings.
- • Contractor shall provide written follow-up to the Department to provide feedback and improvement of the services provided including information on those who do not complete training and list of all participants who complete requirements to be included on the CPP registry.
- • Contractor and the Department shall advertise and recruit participants who are qualified to attend all of the trainings.
- • Participants will be selected from qualified applicants through a joint selection process with ODMHSAS.
- • Contractor and the Department shall collaborate to provide space, AV equipment and copies of materials to support training.
- • Contractor shall provide CEUs for licensed mental health professionals and verification of participation for all others.
- • DC:0-5 Training and Consultation: Contractor shall provide trainings and consultation to support professional development throughout the state to focus on supporting the relationship needs of families with infants and young children. This training will also support the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan. Contractor shall:
- • Provide at least two (2) separate offerings of the approved Zero to Three DC: 0-5 trainings for mental health professionals working with and on behalf of families with infants and young children
- • Provide qualified trainer to carry out the trainings
- • Provide suggestions regarding sequencing of the trainings with consideration of the training goals
- • Provide appropriate materials relevant to the trainings
- • Provide evaluation of the trainings
- • Provide written follow-up to the Department to provide feedback and improvement of the services provided.
- • Contractor shall provide CEUs for licensed mental health professionals and verification of participation for all others
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS.
- Child, Youth, Young Adults and Families – Infant Toddler Court – Court Administration
The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) has received federal grant funding for the purpose of assisting local jurisdictions in establishing and enhancing Infant Toddler Court (ITC), also known as Safe Babies Court Team (SBCT), programs. These programs require a separate judicial processing system differing in practice and design from traditional deprived trial systems. The overall goals of the program include establishing a well-coordinated systems approach to supporting families of infants and toddlers (prenatal – 36 months) who are at risk of or are involved with the child welfare system. This approach emphasizes the unique developmental needs of young children and works to expedite permanency and support repair of the parent-child relationship utilizing specialized infant mental health treatment services. Specific goals include reducing time to permanency for children thirty-six months or younger by surrounding at-risk families with support services, reducing incidences of repeat maltreatment among children thirty-six months of age or younger, and promoting effective interaction and the use of resources among both public and private, state and local, child and family services agencies; state and local mental health agencies; and other community agencies as described in the most recent version of Title 10A O.S. § 1-9-124.
The Infant Toddler Court (ITC) also known as Safe Babies Court Team (SBCT) has agreed-upon structural and organizational principles that are supported by research and based on evidence-informed policies, programs, and practices. The ITC/SBCT will develop capacity to implement an approach that addresses five strategic areas as described by Zero to Three:
- Area 1: Interdisciplinary, Collaborative, and Proactive Teamwork
- Area 2: Enhanced Oversight and Collaborative Problem-Solving
- Area 3: Expedited, Appropriate, and Effective Services
- Area 4: Trauma-Responsive Support
- Area 5: Continuous Quality Improvement
WORK REQUIREMENTS:
- • Contractor shall implement and operate an ITC/SBCT (referred to in Oklahoma statute as Zero to Three Court Program) that maintains compliance with the most recent version of Title 10A O.S. § 1-9-124 and that is aligned with the most recent description of the Core components and Key activities as described by Zero to Three. Current Core Components of the Infant Toddler Court include:
- • Judicial & Child Welfare Leadership
- • Local Community Coordinator
- • Active Community Team
- • Pre-removal & post-removal conferences and Family Team Meetings
- • Continuum of services for children & families
- • Meeting parents where they are
- • Nurturing parents’ relationships and building social supports in the community
- • Frequent, Quality Family Time (visitation)
- • Concurrent planning
- • System commitment to continuous learning and improvement
- • Contractor shall notify ODMHSAS of all current ITC/SBC Team members and keep the agency informed of any changes in personnel by providing a list with name, title, business address, business telephone number, and e-mail address.
- • Contractor shall develop and maintain a policy and procedure manual which shall:
- • Be submitted electronically to the Senior Project Manager or designee no later than 45 days from execution of Contract.
- • Be revised at least annually with revised versions submitted electronically to ODMHSAS within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the standards and provisions outlined in the Core Components & Key Activities for Safe Babies Court Teams as published by Zero to Three.
- • Contractor shall work to ensure a continuum of services be available for children and families participating in the ITC/SBCT including:
- • support to meet families’ concrete needs
- • timely screenings and assessments by appropriate service providers to identify needs accurately and fully
- • linkages to pediatric preventive health care and developmental supports
- • priority referrals to evidence-based services including parenting interventions that build the parent’s capacity for protective, nurturing care
- • Medication-assisted treatment for substance use disorders (SUD’s).
- • Contractor shall develop and maintain a participant handbook with clear statements reflecting the definition, criteria, and general expectations of the ITC/SBCT. The participant handbook shall:
- • Be revised at least annually with revised versions submitted electronically to the ODMHSAS within 7 days upon implementation of said revisions and/or no later than 45 days from execution of Contract, whichever is later.
- • Adhere to the core competencies outlined in the Core Competencies & Key Activities document.
- • Be received by each ITC/SBCT participant upon entry, with signed acknowledgment of receipt available in ITC/SBCT records.
- • Contractor shall collaborate with the ITC/SBCT treatment providers to ensure trauma-responsive support to ITC/SBCT participants by utilizing the following core components:
- • Meeting parents where they are – let parents know they are valued and making sure parents are heard and respected.
- • Nurturing parents’ relationships and building social supports in the community – creating formal and informal opportunities for building mentoring relationships and social supports for parents through utilization of peer networks and peer navigators.
- • Frequent, quality family time (visitation) – “family time” which supports the child’s attachment needs is put in place as quickly as possible, family time is not “earned”, but recognized as essential for maintaining a secure attachment between parent and child.
- • Concurrent planning – this is a highly individualized plan emphasizing relationship support for young children through every stage of planning for permanency.
- • Contractor shall uphold legal and ethical standards among the members of the ITC/SBC Team.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments and adhere to the standards and provisions as described in the Core Competencies & Key Activities from Zero to Three.
- • Contractor shall ensure fidelity to the ITC/SBCT approach by adhering to the prescribed policies, procedures, practices, and methods outlined in the Core Competencies and Key Activities document from Zero to Three.
- • Contractor shall support system efforts to improve services and supports available for young children (prenatal –36 months) and their families by engaging with the state Infant Toddler Court team through:
- • Attending mandatory training and meetings provided by or required by ODMHSAS.
- • Attending local Site Coordinator technical assistance calls provided through Zero to Three.
- • Contractor shall participate in ODMHSAS ITC/SBCT Evaluations. Completing any evaluation forms required by ODMHSAS shall:
- • Be the ultimate responsibility of the local ITC/SBCT Coordinator.
- • Include gathering any necessary information needed to complete any evaluation forms, to include those required by a grant, from each ITC/SBC team member.
- • Contractor shall hire and maintain a full-time ITC/SBCT Coordinator.
- • ITC/SBCT Coordinator shall:
- • Participate as an ITC/SBC team member, working as a full partner, committing him/herself to the mission and goals and conducting his/her duties in a manner that ensures fidelity to the SBCT approach by adhering to the prescribed policies, procedures, practices, and methods outlined in the Core Competencies & Key Activities.
- • Support the development of policies and procedures to implement the local Infant Toddler Court/Safe Baby Court Team (ITC/SBCT).
- • Create connections with community partners to recruit for and develop an Active Community Team (ACT).
- • Support Judicial Leadership in the convening and facilitation of the monthly ACT meetings to promote collective impact for systems change.
- • Engage families early in the SBCT process and ensures that their input is valued throughout their child welfare/court journey.
- • Develop, compile, create, and distributes ITC/SBCT communications and promotional literature in collaboration with ITC/SBCT partners.
- • Support and participate in regular Family Team Meetings designed to bring together a multi-disciplinary team with the family to ensure family has access to appropriate services and supports.
- • Act as a liaison for identifying community-based resources and supports and disseminate the information to other agencies and families.
- • Seek creative solutions that address barriers families face in accessing formal and informal supports to complement case management services.
- • Develop relationships with community providers to explore referral processes and problem solve methods to expedite access including the development of Memoranda of Understanding when appropriate.
- • Model practice that enhances a highlighted focus on the unique developmental needs of infants and toddlers.
- • Actively participate in community-based initiatives that correlate with the ITC/SBCT mission and promote the wellbeing of young children and their families.
- • Assess the community’s training and technical assistance needs and serve as a liaison with the ODMHSAS and local content matter experts for the provision of educational opportunities to meet those needs.
- • Work with the local judiciary, Child Welfare staff and leadership, mental health and substance use treatment providers, and ITC/SBCT to implement the SBCT Core Components and adhere to best practice policies.
- • Remain current on latest research/best practice recommendations/policies and distribute or disseminate information to the ITC/SBCT and community.
- • Support the ACT to engage in continuous quality improvement to evaluate the ITC/SBCTs effectiveness by collecting and interpreting data and on-going reflection of practice through data exploration and strategic planning.
- • Network and communicate with Community Coordinators in other ITC/SBCT communities across the state.
- • If applicable, coordinate with your county’s Family Treatment Court (FTC) and/or FTC Coordinator to ensure that individuals, who are involved in the child welfare system and have alcohol or substance use allegations with a child under 36 months, have the opportunity to engage in the specialty court and other services that best fit the needs of the family.
- • Complete an annual report to submit to the ODMHSAS as necessary to meet federal grant requirements. This report shall include, but is not limited to, information related to staff, activities, performance, outcomes, and other information as requested by the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor to include, at minimum:
- • Observing staffing and court proceedings, auditing financial information, or reviewing participant files during regularly scheduled site visits by ODMHSAS staff.
- • Reviewing Contractor’s data.
- • Reviewing Contractor’s submissions of the policy and procedure manual and the participant handbook on a yearly basis.
- • Reviewing any and all current Memoranda of Understanding (MOU) with partner agencies (e.g., deprived court, DHS, other social services providers).
- • Reviewing any and all continuing education/training certificates or record of other training attendance obtained by providers who serve DHS deprived court-involved clients during the past calendar year.
- • Reviewing any and all required ITC/SBCT Evaltion, forms, and data collection.
COMPENSATION:
- Contractor shall submit a monthly invoice for services rendered in support of ITC/SBCT court administration duties in compliance with budget as approved by ODMHSAS by the 15th day of each month.
- • Invoicing should include detailed documentation of Community Coordinator activities.
- Child, Youth, Young Adults and Families – Psychological Services for Trauma – Exposed Children
The Contractor shall furnish the necessary resources to provide both training and consultation in Trauma Focused Cognitive Behavioral Therapy to staff specified by the ODMHSAS in the treatment of trauma-exposed children.
WORK REQUIREMENTS:
- • Provide training, including all necessary and supporting resources, to therapists in the treatment of trauma-exposed children and their families. Training participants to be selected from sites specified by the ODMHSAS. Training topics to include:
- • Screening, assessment and treatment planning;
- • CE-CERT model for addressing secondary traumatic stress for clinicians and/or supervisors; and
- • Trauma-Focused Cognitive Behavioral Therapy (introductory, advanced, tune-ups, webinars, expanded/special topics);
- • TF-CBT Supervisory Track.
- • Provide consultation, including all necessary and supporting resources, to therapists and their supervisors in the treatment of trauma exposed children and their families, who are utilizing the TF-CBT model, and have been selected by sites specified by the ODMHSAS. Providing an adequate number of consultation opportunities per month to meet the purpose of both certification and ongoing clinical support.
- • Provide semi-annual calls to clinical directors/program managers of the sites specified by the ODMHSAS to support the ongoing progress and fidelity of the program.
- • Maintain the TF-CBT website and necessary databases in support of the program.
PERFORMANCE MONITORING:
- • Monthly invoices shall include:
- • Trainings conducted;
- • Number of participants trained;
- • Number of consult calls and participants; and
- • Any program updates or changes, including staff changes.
- • Additional reports for program or funding requirements may be requested by the Department, and should be submitted to the Department’s Trauma-Informed Service System Manager or designee.
- Child, Youth, Young Adults and Families – RA1SE NAVIGATE
The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Substance Abuse and Mental Health Services Administration (SAMHSA) to implement the RA1SE NAVIGATE Early Treatment Program. The ODMHSAS will support Contractor in developing and implementing an integrated array of services and supports for persons ages 16-30, who have experienced their first episode of psychosis within the last two years and meet the Federal Block Grant definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED), as they transition to adulthood.
Persons served through the RA1SE NAVIGATE ETP will experience an increase in: (1) stable housing; (2) a job with a living wage; (3) continued education and meeting educational goals; (4) dependable transportation; (5) linkages to community resources; (6) number of days sober and drug free; (7) improved relationships with family and others; and (8) wellness and recovery as measured by decreases in symptoms and increases in activities that support mental and physical well-being. Those with a history of engagement with law enforcement will experience a decrease in number of arrests.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to develop and implement the RA1SE NAVIGATE Early Treatment Program, to include the following:
- • Provide a Team Leader devoted at a minimum of .5 FTE who will also serve as the Family Therapist devoted at a minimum of .5 FTE.
- • Maintain a minimum of 1 FTE Individual Placement and Support (IPS) Supported Employment and/or Education Specialist with average caseload of 20-25.
- • Employment Support Services shall include, but not be limited to: prevocational training, job development, job placement, on-the-job training and support. The services provided will be based on individual consumer need and choice. Staff can receive IPS training through ODMHSAS.
- • Maintain a minimum of .5 FTE Case Manager with an average caseload of 20-25.
- • Provide Individual Resiliency Treatment (IRT) services utilizing evidence-based and promising psychological interventions, with a minimum of 1 FTE.
- • Provide recovery support specialist services, with a minimum of .5 FTE.
- • Provide psychiatric services with a minimum of .03 FTE.
- • Provide I-Pads to program participants to increase service access through tele-health.
- • Provide transportation assistance for participants with the purchase of 30-day bus passes and/or $10.00 gas cards. No more than $1,500.00 shall be expended for these purposes.
- • Participate in Department data collecting and reporting for performance assessment.
- • Maintain linkage with ONIT staff and advisory team, and linkage with the outreach and engagement team for Navigate.
- • Utilize outcomes reports generated by the ODMHSAS for continuous quality improvement.
- • Maintain a budget for the RA1SE NAVIGATE ETP and submit any changes beyond 10% for any line item for approval by ODMHSAS staff.
COMPENSATION:
- Contractor will be reimbursed at 1/12 reimbursement with backup documentation. The back documentation, to be submitted for payment must contain the provider name, contact information, PO number, FEI number, a stipulation that the funds are federal funds, the billing period for services, the amount due and the contractor approval signature and date. There must also be a monthly breakdown of the funds, using the following categories: salary/fringe, supplies/equipment, travel/transportation, technology, staff education/training, outreach/engagement, flex funds, 17.5% indirect services, as well as the current month expenditures and year to date expenditures.
- Child, Youth, Young Adults & Families – SQE – MH Children (Trauma)
This contract is to provide funding for necessary ancillary services in support of implementing and providing direct trauma informed and trauma specific services for children exposed to trauma.
WORK REQUIREMENTS:
- • The Contractor agrees to perform other necessary services and activities as outlined below. Such performances shall be reimbursed on a “per month” basis, unless otherwise noted in an attachment to this addendum.
- • Service quality enhancement (SQE) and community response, including:
- • Purchasing the appropriate kits, instruments, measures, and materials necessary to support the trauma informed and specific therapy models identified by the ODMHSAS. These purchases should be itemized and submitted with the monthly invoice.
- • Facilitating staff attendance at training(s) or other professional development opportunities (including travel time) in the trauma informed and trauma specific models identified by the ODMHSAS. The Contractor shall keep a record of each staff’s attendance and completion of training(s). This includes the mandatory completion of the on-line TF-CBT training.
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of trauma services provided. Consultation will be conducted at the frequency identified by the ODMHSAS, and each staff member should keep a record of their individual participation.
- • Facilitating National TF-CBT certification for staff who have completed training, consultation, and service requirements. The Contractor shall notify the Department when a staff passes and receives national certification.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery to provide trauma informed and trauma specific services to children and families.
- • Services provided pursuant to Department funding shall be reported through the Department’s approved data collection system.
- Child, Youth, Young Adults & Families – Substance Abuse Wraparound
Contractor shall provide wraparound and trauma-informed therapeutic services to assist children, youth, and young adults (0-25) in developing skills to cope with substance use/dependency and co-occurring issues. These services will assist in increasing the global assessment of functioning score; improving the educational skill level; improving family relationships; and improving the cooperation among peers/ adults, and life/social skills.
Contractor will participate and collaborate with the local Systems of Care Best Practice Model (as established by SAMHSA through the National Technical Assistance Center for Children’s Mental Health), as defined below.
WORK REQUIREMENTS:
- • Conduct Teen Addiction Severity Index assessments and the Adolescent American Society of Addiction Medicine Patient Placement Criteria 2R.
- • Provide documentation that staff rendering services have received training annually within the calendar year specific to children, as evidenced by training certificates, college transcripts, in-service training, etc., in the following:
- • Evidence-based treatment approaches;
- • Family dynamics and family therapy;
- • Sexual and physical abuse;
- • Children’s growth and development;
- • Trauma-informed services for children;
- • Psychopharmacology;
- • Cognitive impairments;
- • Healthy boundaries; and
- • Self-care.
- • Direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average number of children, as identified by ODMHSAS, will be enrolled and receiving services. The Contractor’s contract dollar amount could be affected if the average caseload falls below 75% capacity for longer than three consecutive months.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, and the development of a family driven interagency treatment plan.
- • Contractor will ensure that families receive: 1) easy access to substance use or co-occurring services and supports; 2) evaluation, assessment and treatment; 3) intensive coordination of services and supports; and 4) family support and training.
- • This task shall be accomplished through facilitation and coordination or services by a care coordinator and/or family support provider in collaboration with informal and formal supports, with guidance and assistance from the local Project Director.
- • Individuals fulfilling the terms of this contract shall attend Wrap101 training and follow ODMHSAS wraparound coaching requirements to complete the credentialing process. Contractor shall also attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Contractor will follow the Oklahoma Systems of Care guidelines, policies, procedures and practices provided in the Oklahoma Systems of Care Toolkit.
- • Contractor shall employ a part time (20 hrs/50%), or full time (40 hrs/100%) local Project Director, who will be responsible for, and have the authority to carry out the supervision of persons providing services for the project and the day to day operations of the project.
- • Contractor, through the local Project Director and community team will develop and implement a plan for significant family involvement on all levels of the project.
- • Contractor will ensure that the local Project Director shall initiate and ensure the development of a Community Based SOC Team. This community team shall be comprised of parents of children with substance use or co-occurring disorders, community service providers as outlined in the core standards, and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • Contractor will support families of children and youth with substance use or co-occurring disorders to establish and support local family and youth group.
- • The local Project Director, in collaboration with the community team, shall develop a strategic plan for the implementation of the project utilizing the best practice model. The plan shall include an organizational structure, identify the steps necessary to implement the substance use/wraparound project, and include strategies for ongoing community development, youth guided family driven, cultural and linguistic competence, project sustainability, and the continuous evaluation of youth, family and community needs that will address disparities and access to services.
- • The local Project Director, in collaboration with the community team, will follow the established program eligibility guidelines. These include children and youth ages 0-21 with substance use or co-occurring issues who are at risk of out of home placement, who are having difficulties in two or more life domains, and who are receiving services from multiple social service providers.
- • Direct Wraparound services shall be provided using high fidelity Wraparound. A monthly average of 15 children for each Care Coordinator will be enrolled and receiving services.
- • Individual services shall be provided under the direction of a child and family team, and made up of both formal and informal supports. These services include but are not limited to crisis planning, functional assessment, respite care, use of flexible funds, and the development of a family driven interagency treatment plan.
- • Recommendations for the utilization of flexible funds shall be determined by the child and family team for each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund expenditures of $500.00 or more must receive the prior approval one of the State SOC Project Directors or the Director of Children, Youth and Family Services.
- • Contractor shall ensure that required data is collected as required by ODMHSAS.
- • Contractor’s records pertaining to SOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Contractor shall provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th. This proposal and any subsequent revisions shall be developed through consensus of the community team and contractor.
- • Contractor shall submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts. Contractor will also follow SOC invoicing instructions.
- • Contractor will ensure that the local Project Director or designee will submit monthly written reports to the State Project Directors or their designee to ensure coordination and communication.
- • Contractor will ensure that Project personnel will attend and participate in meetings and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state wide initiative.
- • Contractor will take all steps necessary to maximize 3rd party reimbursement including utilizing ODMHSAS fee for service dollars, Medicaid and 3rd party insurance.
- • Contractor will report all Revenue on their monthly financial statement.
- • Contractor shall utilize the wraparound event form for all wraparound events that take place with each family receiving service.
PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • An annual formal site review and report conducted by the ODMHSAS staff;
- • Review of monthly data by the ODMHSAS staff;
- • Monthly review and approval of invoices; and
- • Review of monthly Project Director’s Report.
- Child, Youth, Young Adults and Families – TF-CBT Expansion Pilot
- Child, Youth, Young Adults and Families – Training and Consultation - Navigate (Dr. Piper Meyer-Kalos)
INTRODUCTION:
- • Contractor will provide NAVIGATE training and consultation. This is to prepare for the provision of the Recovery After an Initial Schizophrenia Episode (RA1SE) NAVIGATE Early Treatment Program and serve individuals experiencing First Episode Psychosis (FEP).
WORK REQUIREMENTS:
- • Contractor shall furnish consultation and training to assist with development and implementation of the RA1SE NAVIGATE Early Treatment Program, to include the following.
- • Consultation provided, for the RA1SE NAVIGATE team or individual team members, as needed.
- • Two (2) 1-day Understanding Psychosis and Its Treatment trainings, to be conducted virtually.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon backup documentation of expenditures, according to procedures determined by the Department. Backup documentation submitted, for payment, must include contractor’s name, contact information, contain either the name of training or specify that the event was consultation, date(s) of training or consultation and amount billed.
- • Consultation calls, at the rate of $250.00, per call.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,000.00 per day. This training will be delivered with an additional trainer, Susan Gingerich, who will be paid separately, according to her separate SOW.
- Child, Youth, Young Adults and Families – Training and Consultation - Navigate (Susan Gingerich)
INTRODUCTION:
- • Contractor will provide NAVIGATE training and consultation. This is to prepare for the provision of the Recovery After an Initial Schizophrenia Episode (RA1SE) NAVIGATE Early Treatment Program and serve individuals experiencing First Episode Psychosis (FEP).
WORK REQUIREMENTS:
- • Contractor shall furnish consultation and training to assist with development and implementation of the RA1SE NAVIGATE Early Treatment Program, to include the following.
- • Consultation provided, for the RA1SE NAVIGATE team or individual team members, as needed.
- • Two (2) 1-day Understanding Psychosis and Its Treatment trainings, to be conducted virtually.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon backup documentation of expenditures, according to procedures determined by the Department. Backup documentation submitted, for payment, must include contractor’s name, contact information, contain either the name of training or specify that the event was consultation, date(s) of training or consultation and amount billed.
- • Consultation calls, at the rate of $250.00, per call.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,000.00 per day. This training will be delivered with an additional trainer, Dr. Meyer-Kalos, who will be paid separately, according to her separate SOW.
- Child, Youth, Young Adults & Families – Youth Community Programs Alliance for Boys and Girls Club of Oklahoma
Criminal Justice Services
- Criminal Justice Manual
- Criminal Justice Fixed Rate Services
- Criminal Justice – Jail Diversion Treatment - Midwest City
- Criminal Justice – Offender Screenings
- Criminal Justice – Reentry Intensive Care Coordination Team (RICCT)
- Criminal Justice – ReMerge
- Criminal Justice Government/Professional/Sole Source Services
- Criminal Justice – Drug Court Misdemeanor Treatment Expansion - Adult - Oklahoma County - Housing and Incentives
This contract is to provide supportive services to participants of the Misdemeanor Treatment Expansion (MTE) project.
- • Contractor shall:
- • Provide housing support to participants consistent with current ODMHSAS Guidelines for Use of Flexible Funds and limited to amount described in the Compensation section below.
- • Provide incentives to participants in the MTE project through the following guidelines and limited to the amount described in the Compensation section below.
- • At no time, through any incentive process, shall cash be given to participants of the MTE project.
- • GPRA completion shall be incentivized with a $30 gift card per MTE participant per GPRA completed.
- • Incentives shall be given for MTE project participation through the Prize Incentive Contingency Management Model; a drawing based reward system model. Non-cash incentives will range in value from $1 to $15 with the maximum award of $75 per participant within a fiscal year. A mixed value of non-cash incentives such as gift cards, bus passes, and hygiene products to include 150-$1 incentives; 150-$5 incentives; 95-$10 incentives; 50-$15 incentives will be distributed by provider.
COMPENSATION:
- • Housing flex funds will be reimbursed following the ODMHSAS Guidelines for Use of Flexible Funds under a cost reimbursement structure. Compensation for housing flex funds under this contract shall average $250 per person and not exceed $5,000.
- Criminal Justice – Drug Court Rural Access Technology
This contract is to provide funding to enhance access to participants in Third Judicial District Drug Court and Beckman/Roger Mills County Drug Court implementing telehealth and tele-supervision strategies. This contract is funded through the Bureau of Justice Assistance grant #2019 DC-BX-0007.
- Contractor shall:
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with federal project plans.
- • Follow project specific guidance provided by the ODMHSAS.
- • Contractor shall submit all required documentation of performance to ODMHSAS and provide the Drug Court Coordinator with all information necessary to complete program evaluations requested by ODMHSAS.
- Criminal Justice – Drug Court Rural Access Transportation
WORK REQUIREMENTS:
- Contractor will:
- • Arrange for transportation support for participants in conjunction with their treatment service and drug court requirements of the project targeted jurisdictions participating in the rural access pilot program.
- • Submit annual budget for approval prior to purchases. Submitted budget must be in line with federal project plans
COMPENSATION:
- • Transportation services eligible for payment pursuant to this contract shall not average more than $13.75 per 15-minute increments.
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- Criminal Justice – Drug Court Treatment Supports - Adult
PURPOSE:
- This contract is to provide funding for treatment support services to the participants of the Oklahoma Drug Court program.
REQUIRED ACTIVITIES:
- All services pursuant to this contract shall be in compliance with most recent version of the Oklahoma Criminal Justice Programs Manual published by the Oklahoma Department of Mental Health, located HERE, and Substance Abuse Services and the most recent version of the Oklahoma Drug Court Act.
COMPENSATION:
- • Compensation for this contract shall be cost reimbursement. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12) of the total contract amount each month.
- • Contractor shall submit a monthly invoice to the ODMHSAS, subject to approval by the ODMHSAS.
- • Invoices are due within 30 days from the end of the billing month. Final billing for end of year and any grant close out is due no later than 45 days past the end of the fiscal year or grant period.
- Criminal Justice – Early Diversion - Justice Navigator - Adult
This contract is to provide a single point of contact for participants of the Early Diversion Program to assist with linking participants to community resources while managing court requirements.
- Contractor will:
- • Agree to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Ensure participant orientation and program completion processes are developed and followed;
- • Assist a client with orientation into the Early Diversion Program;
- • Assist participants with guidance on court ordered conditions and connection with local treatment providers and resources;
- • Participate fully as an Early Diversion team member, attending any staffing’s and dockets;
- • Maintain and email address and internet access;
- • Ensure communication with providers, resources and the Court of essential participant information and compliance;
- • Ensure the collection of data for evaluation purposes including, but not limited to, updates in ODMHSAS WEBS prior to the first of each month;
- • Act as liaison between ODMHSAS and Early Diversion program;
- • Establish and coordinate networking within the community, local agencies, outreach programs, and state agencies to assist with resources and referrals for participants;
COMPENSATION:
- • Contract shall be paid in equal, monthly payments. The contractor shall invoice for 1/12 of the total contract amount each month.
- Criminal Justice – Jail Diversion Administration - Midwest City
This contract is to provide funding for the administration operation of the Midwest City Jail Diversion program
consistent with the MOU in place to support the program.
- Contractor will:
- • Provide a full-time staff for the administration of the Midwest City Jail Diversion Program.
Full-time staff shall:
- • Complete all data reporting as required by ODMHSAS.
- • Be accessible to Midwest City jail staff, prosecutor, court staff, and police department with regard to questions
and status updates on potential participants and current participants.
- • Develop and oversee screening processes in collaboration with the Midwest City jail and ODMHSAS, in order to
efficiently identify those in need of behavioral health treatment services.
- • Develop and oversee assessment processes in collaboration with the Midwest City jail and ODMHSAS, in order to
identify treatment services clinically appropriate for each eligible participant.
- • Develop and oversee reporting processes in collaboration with the Midwest City jail, prosecutor, court staff,
and police department to ensure effective communication on the treatment compliance and abstinence status
of each program participant.
- • Develop and oversee drug testing processes in collaboration with the Midwest City jail, prosecutor, court staff,
and police department to ensure consistent substance testing of program participants
- • Attend Midwest City court hearings, meetings with Midwest City jail staff
on a weekly basis.
- • Develop and oversee program policy manual with input from Midwest City jail staff, prosecutor, court staff,
and police department which includes: eligibility criteria, participant orientation, screening and assessment processes,
drug testing processes, and status reporting processes.
- • Submit quarterly expenditure reports to ODMHSAS which identify collection of fees and program expenditures,
within 45 days of the close of each quarter.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments. The contractor shall invoice for 1/12 of the total contract amount each month.
- Criminal Justice – Navigation
This contract is to provide Criminal Justice System Navigation to designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- • Contractor will:
- • Provide at least quarterly, free trainings to the county and municipal court, jail, and law enforcement stakeholders to including information on local treatment resources and how individuals can access care.
- • Designate, and provide contact information to the court, for a criminal justice navigator (PRSS to CM-II level) for immediate access to case management and appointment information.
- • Maintain regular, weekly times at the courthouses for immediate connection to treatment outreach services.
- • Contractor will separately bill for reimbursable treatment services provided to justice-involved individuals following ODMHSAS eligibility for service requirements.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments. The contractor shall invoice for 1/12 of the total contract amount each month.
- Criminal Justice – Reentry Intensive Care Coordination Team (RICCT)
This contract is to provide a Reentry Intensive Care Coordination Team (RICCT). The RICCT team targets individuals with severe mental illness and co-occurring substance use disorders. RICCT is part of a larger effort to enhance the availability of mental health services for offenders who are being transitioned from the Department of Corrections (DOC) into the community
- Contractor shall:
- • Screen, admit, assess, and initiate services as prescribed by ODMHSAS rules and
regulations. Including:
- • Initiate and conduct in-reach screening interviews with RICCT candidates in correctional facilities to build
relationships, initiate relevant assessments and case planning, and determine acceptance or denial
to the program.
- • Screen offenders within two (2) weeks of receiving referral. Telemedicine screenings are encouraged by ODMHSAS.
If contractor utilizing on-site screenings, no more than one (1) visit to a correctional facility will be conducted to
make final determination regarding acceptance or denial into the program.
- • Contact the referral source within one (1) week of screening with an acceptance or denial into the program.
Contractor shall keep record of all referrals to include name, referral date, whether accepted or denied, reason for denial if
applicable, and date referral source informed of eligibility decision.
- • Contractor agrees to maintain staffing and supervision for the RICCT team as prescribed by Department.
It is the expectation of the Department that the Contractor implement recruitment and retention practices designed to maintain
a stable and consistent staffing level. RICCT programs’ service delivery and case load capacity expectations will not be
affected by changes in contractor’s staffing.
- • Contractor shall ensure that RICCT personnel attend the necessary training, utilize technical assistance through
ODMHSAS, and refer RICCT clients to other agency providers if necessary in order to integrate the following evidence based
practices and collaborations when serving RICCT clients:
- • Opioid Overdose Prevention Services
- • Risk Need Responsivity
- • Motivational Interviewing
- • Communication with Probation and Parole or other entities for care coordination
and success of community supervision
- • Connecting clients to resources to address emergent case management and community integration needs
such as housing, employment, education, family, and issues unique to reentry and their involvement in the
criminal justice system.
- • Use evidence based practices validated on the justice involved populations. Examples may include, but
do not require: Cognitive Behavioral Therapy, CBT-based Interactive Journaling, The Matrix Model, and evidence-based
programs that address specific criminogenic risk domains such as Moral Reconation Therapy or Thinking
for a Change.
- • Peer Recovery Support services.
- • Report on the Department’s information system, in accordance with Department policy, all services
provided by Contractor to each RICCT consumer, regardless of the funding source. Services provided shall be reported
under the appropriate contract source code, based on the payer for the specific service delivered. Any service not
billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in
section IV (COMPENSATION) of the Contract.
- • Ensure that RICCT program participants and services are reported using the correct contract source and
service focus code. Contractor shall have processes in place to identify data and coding errors and make corrections
in a timely manner.
COMPENSATION:
- • ODMHSAS shall be the payer of last resort, with any reimbursement received from third party or other sources for RICCT services being deducted from program expenditures, prior to determining the amount due from Department.
- Criminal Justice – SQE – MH Adult (BP Jail – Day Reporting)
This contract is to provide funding for necessary medications and other support services in conjunction with the services provided pursuant to a ODMHSAS Community Mental Health Centers direct services contract held by Contractor. Contractor shall perform other necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work:
- • Service quality enhancement (SQE), court services, and community response services include,
but are not limited to:
- • Facilitating staff, client, board, and volunteer attendance at training or other professional development
opportunities (including travel time)— code 97537 HE;
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the
quality of services delivered to a client or group of clients—code 99368 HE, TG;
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving
interagency collaboration and service delivery—code 99368 HE, TF;
- • Provision of community awareness such as facilitating community-wide substance abuse and mental health awareness,
prevention, and recovery events. Contractor shall conduct or participate in at least three (3) public awareness events
each year; - code 97537 HE, TF; and
- • Disaster response preparedness such as crisis counseling in the event of a disaster.
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a
Day Reporting Program for Oklahoma County.
- • Establish a system of care and services which will assist persons with mental illness and co-occurring
disorders who are charged with appropriate offenses in remaining outside of the traditional jail setting and to have
the opportunity to participate in treatment services in the community.
- • Ensure services provided pursuant to Department funding shall be reported using service codes as noted above
or in applicable attachments, and reported under the Contract Source Code(s) identified in section IV
(COMPENSATION) of the Contract.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments with back-up documentation. The contractor shall invoice for 1/12 of the total contract amount each month.
- Criminal Justice – SQE – Mental Health
This contract shall support time for treatment/diversion court supports which are not reimbursable under the fee for service treatment contract.
- • Mental Health Court Contractors shall:
- • Attend and participate in all specialty/diversion court dockets for which individuals receiving behavioral health services from contractor are scheduled to appear.
- • Attend and participate in all specialty/diversion court staffing’s for which individuals receiving behavioral health services from contractor are scheduled to be reviewed.
- • Provide status reports to the specialty/diversion court team as identified in the most recent version of the ODMHSAS Treatment Court Manual.
- • Pretrial Contractors shall:
- • Build direct referral mechanism with pretrial services/bail bondsman/DA/court/etc. for defendants on pretrial release as evidenced by letters of support and referral instructions provided.
- • Report as needed to the court on pretrial client treatment attendance.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments. The contractor shall invoice for 1/12 of the total contract amount each month.
- Criminal Justice – SQE – Mental Health Adult (ReMerge)
This Contract is to provide funding for necessary support services in conjunction with treatment services provided
pursuant to the ReMerge direct services contract held by the Contractor.
- Contractor shall:
- • Maintain one (1) half-time Treatment Coordinator dedicated to the operations
of the ReMerge program;
- • Facilitate staff-to-staff consultation (on an intra-agency as well as interagency basis) to
enhance quality of services delivered to offenders. – Code 99368 HE, TG;
- • Attend local, regional, or state meetings for the purpose of improving interagency collaboration
and service delivery. – Code 99368 HE, TF;
- • Provide community education and awareness. – Code 97537 HE, TF;
- • Facilitate staff attendance at training or other professional development opportunities
(including travel time). Code 97537 HE;
- • Provide non Fee for Service (FFS) reimbursable supports to offenders; and
- • Participate in ODMHSAS required data collecting and reporting.
- • Report on the Department’s information system, in accordance with Department policy, all eligible
services provided by the Contractor as well as any other services otherwise eligible under the terms of this contract
but for which funding is not available from any payer. Services provided pursuant to this contract addendum shall be
reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of
the Contract.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments. The contractor shall invoice for 1/12 of the total contract amount each month.
- Criminal Justice – SQE – Navigation
This contract is to provide Criminal Justice System Navigation to designated municipal and county criminal justice systems to bridge the gap between individuals involved in the criminal justice system and the behavioral health system.
- • Contractor will:
- • Provide at least quarterly, free trainings to the county and municipal court, jail, and law enforcement stakeholders to including information on local treatment resources and how individuals can access care.
- • Designate, and provide contact information to the court, for a criminal justice navigator (CM-II level) for immediate access to case management and appointment information.
- • Maintain weekly, regular office hours at the courthouses for immediate connection to treatment outreach services.
- • Contractor will separately bill for reimbursable treatment services provided to justice-involved individuals following ODMHSAS eligibility for service requirements.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments. The contractor shall invoice for 1/12 of the total contract amount each month.
- Criminal Justice – SQE – Substance Abuse (Includes Drug Court, Early Diversion, Community Courts and Juvenile Diversion)
This contract shall support time for treatment/diversion court supports which are not reimbursable under the fee for service treatment contract.
- • Drug Court, Early Diversion and Juvenile Diversion Contractors shall:
- • Attend and participate in all specialty/diversion court dockets for which individuals receiving behavioral health services from contractor are scheduled to appear.
- • Attend and participate in all specialty/diversion court staffing’s for which individuals receiving behavioral health services from contractor are scheduled to be reviewed.
- • Provide status reports to the specialty/diversion court team as identified in the most recent version of the ODMHSAS Treatment Court Manual.
- • Community Court Contractors shall:
- • Participate in community court planning and policy development.
- • Participate in community court dockets to provide direct access to services to participants.
- • Provide appropriate updates and attendance reports for community court participants.
COMPENSATION:
- • Contract shall be paid in equal, monthly payments. The contractor shall invoice for 1/12 of the total contract amount each month.
- Criminal Justice – Supportive Housing for Reentry - RSAT
This Contract is an enhancement to existing contracts with ODMHSAS for providers serving the prison reentry population including but not limited to the Collaborative Coalition for Offender Reentry (CCOR) program, Reentry Intensive Care Coordination Team (RICCT), State Opioid Response (SOR), Program of Assertive Community Action Team (PACT), and Residential Care Centers and provide funding for supportive housing for program participants in support of direct services provided by the Contractor. The goal of the Contract is to assist each reentry participant with obtaining safe and affordable supportive housing upon release from a secure correctional setting. Supportive housing can include transitional or permanent housing options, and should be provided based on the Housing First Model.
Contractor shall:
- • Use supportive housing funds to support community integration of persons released from a secure correctional setting and enrolled to participate in community based behavioral health services. Funding assistance is to be used to assist with access to, or maintenance of, transitional or permanent housing in the community. These funds can also include assistance with housing costs such as housing application fee, housing deposit, first month’s rental assistance and 1-month rental assistance to assist with avoiding eviction.
COMPENSATION:
- • Contract funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department. Funds shall provide participants utilizing transitional communal housing with an average of 60 days of housing. Contractor shall establish a means for determining an equitable distribution of these funds based on the budgeted participant ratio and the needs of individual participants.
Non-Categorical SOW
- Fixed Rate
- Adult Crisis Stabilization Unit
- COMMUNITY MENTAL HEALTH CENTERS
- Adult Crisis Stabilization Unit
INTRODUCTION:
- • This contract is for the operation of an adult crisis stabilization unit, otherwise referred to as a Community-Based Structured Crisis Center.
- • Community-Based Structured Crisis Center means a program of non-hospital emergency services for mental health and substance abuse crisis stabilization as authorized by O.S. 43A 3-317, including, but not limited to, observation, evaluation, emergency treatment and referral, when necessary, for inpatient psychiatric or substance abuse services.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to operate an adult crisis stabilization unit and provide community based structured emergency care and related services at a specified site.
- Competency Evaluations for OFC
- Competency Evaluations for the Oklahoma Forensic Center
INTRODUCTION:
- • This contract is to provide competency evaluations and testimony as a result of the competency evaluations, if required, within Contractor’s service area, except murder charges, intent to kill charges, and kidnaping charges, for the Oklahoma Forensic Center.
WORK REQUIREMENTS:
- • Contractor shall be responsible for all competency evaluations within their service area, except murder charges, intent to kill charges, and kidnaping charges.
- • Evaluations will be completed and reports written within 14 days of the judge’s order.
- • Evaluator shall testify as a result of the competency evaluation if required.
- • The Oklahoma Forensic Center (OFC) will provide ongoing training of evaluators, however, it is the Contractor’s responsibility to recruit LMHP’s for the Contractor’s service area. If turnover occurs, OFC will assist in training new evaluators, however, the CMHC will need to recruit replacements as soon as possible.
- • Evaluations can be performed at the CMHC or the county jail. Such arrangements will be negotiated between the CMHC and the local court and/or sheriff’s office – with the exception of Oklahoma County and Tulsa County, where the evaluations are to be done in the jails.
- Competency Restoration
- Competency Restoration - Revised
- Competency Restoration - (Tulsa County – Family&Children)
- Crisis Unit & Urgent Care (URC)
INTRODUCTION:
- • Crisis Stabilization: Provider shall furnish the necessary resources to operate an adult crisis stabilization and/or inpatient psychiatric unit(s) and related services.
- • Urgent Recovery Center (URC): Provider shall furnish the necessary resources to operate 24-hours, 7 days per week crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Crisis Stabilization:
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral, and linkage to community based services, or when necessary, for inpatient psychiatric or substance abuse services. Linkage activities include ensuring that the consumer is connected to the next level of care and back to his/her community, up to and including transportation when necessary and appropriate.
- • Provider shall furnish necessary medications upon discharge, up to a two-week supply if the consumer has no other means of obtaining.
- • Urgent Recovery Center:
- • Maintain ability to accept consumers at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary bio-psychosocial, trauma-informed, assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Have a Licensed Practicing Nurse (LPN) or Registered Nurse (RN) available for health screenings and detox assessments.
- • When necessary, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour, 59-minute service period.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to Community Based Services to include percent engaged in community services after URC care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by the Department. All crisis stabilization services provided to eligible individuals are to be reported under a designated contract source. All 23-hour, 59-minute crisis observation, evaluation, holding, and stabilization services will be reported under a designated contract source.
- eSMI Crisis Care
INTRODUCTION:
- • This contract is to compensate the agency for crisis care provided for individuals experiencing the onset of a serious mental illness. The ODMHSAS will support Contractor in implementing services and supports for persons ages 16-30, who have experienced their first episode of mental illness, which may include first episode of psychosis, within the last two years and meet the Federal Block Grant and State definition of Serious Mental Illness (SMI) or Serious Emotional Disturbance (SED), as they transition to adulthood.
WORK REQUIREMENT:
- • Contractor shall provide services and supports for the specific population state above.
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral and linkage to community based services, or when necessary, for inpatient psychiatric or substance abuse services. Linkage activities include ensuring that the consumer is connected to the next level of care and back to his/her community, up to and including transportation when necessary and appropriate.
- • Maintain ability to accept admissions at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary, trauma-informed, emergency assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Perform a health screening conducted by a nurse.
- • When admitted to the crisis unit, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to first episode programs where available.
- • Provider shall furnish necessary medications upon discharge from crisis unit, up to a two-week supply if the consumer has no other means of obtaining.
PERFORMANCE MONITORING:
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by Contractor as well as any other services otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the contract source code(s) identified in section IV (COMPENSATION) of the contract.
- Gambling
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide problem gambling treatment services to adults and adolescents with gambling-related disorders and problems. Services eligible for payment pursuant to this Statement of Work shall be delivered to persons with gambling-related disorders and co-occurring related problems.
WORK REQUIREMENTS:
- • Persons Served:
- • Gambling disorders means an individual with:
- • Persistent and recurrent problematic gambling behavior leading to clinically significant impairment or distress, as indicated by the individual exhibiting four (or more) of the criteria in a 12-month period as outlined in the Diagnostic and Statistical Manual of Mental Disorders, 5th Edition (section 312.31).
- • Problem Gambling Severity– Gambling and betting (problems related to lifestyle)
- • Mild: 4–5 criteria met
- • Moderate: 6–7 criteria met
- • Severe: 8–9 criteria met
- • Problem Gambling Frequency
- • Episodic: Meeting diagnostic criteria at more than one time point, with symptoms subsiding between periods of gambling disorder for at least several months
- • Persistent: Experiencing continuous symptoms, to meet diagnostic criteria for multiple years.
- • Access to services:
- • Contractor shall ensure 80% of consumers requesting problem gambling treatment services shall receive their first appointment for service within 48 hours or less from initial request for services.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Financial eligibility criteria may be waived depending on the consumer’s ability to pay.
- • Treatment services:
- • The evaluation and verification of treatment services includes, but are not limited to: gambling treatment services and shall provide services that minimally include screening, counseling, financial planning, and treatment of problem gambling.
- • Contractor shall complete the Addiction Severity Index (ASI)/Teen Addiction Severity Index (T-ASI) with the South Oaks Gambling Screen (SOGS) for consumers with substance abuse disorders OR the Client Assessment Record (CAR) and the SOGS for consumers with mental health disorders OR the CAR and the SOGS for consumers with gambling disorders only. These shall be completed within the first five visits and only the ASI or CAR need to be repeated at discharge (unless discharge occurs within 7 days of admission or is unplanned).
- • Educational groups shall include, but not be limited to:
- • Living skills development with focus on financial recovery;
- • Family dynamics;
- • Relapse prevention;
- • Establishing and/or strengthening support systems; and
- • Introduction to community support groups.
- • Gambling professional treatment staff:
- • The evaluation and verification of professional qualifications includes, but are not limited to, the review and verification of:
- • Valid certification as a Nationally Certified Gambling Counselor (NCGC) at a Level I or II; and
- • Documented completion of 10 hours of gambling-specific continuing education hours every 12 months; or
- • Documented completion of 30 hours of ODMHSAS-approved gambling-specific core counselor training; and
- • Documented completion of 10 hours of gambling-specific continuing education hours every 12 months; and
- • Documented verification of being under gambling-specific clinical supervision.
- • Staff who fall under the gambling-specific clinical supervision must test for the national gambling counselor certification within 3 years from the approval date of the gambling-specific clinical supervision.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract but for which funding is not available from any payer. Services provided pursuant to this statement of work shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- Outreach Services for Injection Drug Users
- Programs of Assertive Community Treatment (PACT)
- Residential - Women with Children
- Residential - Women with Children and Halfway House
- Women with Children Residential
PURPOSE:
- • Contractor shall furnish the necessary resources to provide appropriate twenty-four (24) hour supervised living arrangements in a residential substance use disorder treatment setting to pregnant and parenting women and their children ages birth through the age of 12. Services shall include culturally responsive, gender-specific, substance use disorder treatment. Therapeutic, educational, and childcare services shall be provided to women and children. These services facilitate the application of recovery skills, relapse prevention, and emotional coping strategies.
WORK REQUIREMENTS:
- • Contractor shall admit pregnant and parenting women with their children ages birth through 12.
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124)
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or link to MOUD induction and/or maintenance for pregnant and parenting individuals.
- • A comprehensive range of services to women and their children either directly or through linkages with community-based organizations should be provided. These services include:
- • Case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training using the evidence-based model of Individual Placement and Supports (IPS).
- • Education and special education programs;
- • Drug-free housing for women and their children;
- • Prenatal care and other healthcare services;
- • For children, develop an individualized treatment plan that may include, but not limited to:
- • development needs,
- • issues of abuse and neglect,
- • medical supports,
- • prevention,
- • daily living skills,
- • link to therapeutic daycare; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Contractor shall provide opportunities for clients to reintegrate into activities within the community and family, develop and practice interpersonal and group living skills, strengthen recovery skills, volunteer services, begin or resume employment or academic pursuits.
- • Clients shall participate per week, in at least six (6) treatment hours of evidence-based substance use disorder treatment services for adults, including peer recovery support services to stabilize and maintain stability and to develop and apply recovery skills.
- • All non-clinical and clinical staff providing services to pregnant or parenting individuals receive the foundational training in Infant and Early Childhood Mental Health (IECMH) within 12 months of hire. Approved trainings are:
- • o Keeping Babies in Mind While Working with Parents.
- • o Looking at Diversity through the Lens of Trauma and Resilience with Supporting Parents and Babies.
- • A licensed or under-supervision clinician Infant and Early Childhood Mental Health (IECMH) liaison shall be identified. The IECMH liaison is tasked with developing a lens for the critical variables influencing infant and toddler mental health, healthy pregnancy, and parent-child relationships. By attending the training and calls listed below, the IECMH liaison will receive training in assessment and diagnosis of the unique needs of infants, toddlers, and their families. These trainings lay the foundation for pursuing future endorsement opportunities.
- • Foundations of Infant Mental Health.
- • Infant Mental Health Assessment Training Series.
- • Attend local IECMH learning communities (OSU Echo).
- • DC 0-5.
- • Contractor shall provide evidence-based treatment modalities and other IECMH approved practices from the list provided by ODMHSAS.
- • Contractor shall provide services that treat women, and significant others as appropriate, and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
- • Contractor shall provide opportunities for in-person family visitation.
- • Contractor shall regularly monitor the patient’s medication adherence (ASAM, pg 226).
REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted to MMIS.
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Women with Children Residential/Halfway House
PURPOSE:
- Contractor shall furnish the necessary resources to provide appropriate twenty-four (24) hour supportive care in a residential substance use disorder treatment setting to pregnant and parenting women and their children ages birth through the age of 12. Services shall include culturally responsive, gender-specific, substance use disorder treatment. Therapeutic, educational, and childcare services shall be provided to women and children. These services facilitate the application of recovery skills, relapse prevention, and emotional coping strategies.
REQUIRED ACTIVITIES:
- • Contractor shall admit pregnant and parenting women with their children ages birth through 12.
- • Contractor shall admit women without children who are attempting to regain custody of their children (Substance Abuse Prevention and Treatment Block Grant (SAPT BG) 45 CFR 96.124).
- • Contractor shall assist women in obtaining or maintaining eligibility for Temporary Assistance to Needy Families (TANF) services.
- • Contractor shall apply gender-specific substance use disorder treatment and other therapeutic interventions for women that may address issues of relationships, sexual and physical abuse, and parenting (SAPT BG 45 CFR 96.124).
- • Contractor shall coordinate service delivery and work closely with referring agencies when a resident has a mental health diagnosis to ensure the best treatment options (SAPT BG 45 CFR 96.132).
- • Contractor shall provide or arrange for primary medical care for women, including referral or provision of prenatal care, for pregnant women (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or arrange for primary pediatric care, including immunizations, for women’s children (SAPT BG 45 CFR 96.124).
- • Contractor shall provide or link to MOUD induction and/or maintenance for pregnant and parenting individuals.
- • A comprehensive range of services to women and their children either directly or through linkages with community-based organizations should be provided. These services include:
- • Case management to assist in establishing eligibility for public assistance programs provided by federal, state, or local governments; employment and training using the evidence-based model of Individual Placement and Supports (IPS).
- • Education and special education programs;
- • Drug-free housing for women and their children;
- • Prenatal care and other healthcare services;
- • For children, develop an individualized treatment plan that may include, but not limited to:
- • development needs,
- • issues of abuse and neglect,
- • medical supports,
- • prevention,
- • daily living skills,
- • link to therapeutic daycare; Head Start; and other early childhood programs (SAPT BG 45 CFR 96.124).
- • Adult clients shall participate in at least twenty-four (24) treatment hours weekly of evidence-based substance use disorder treatment, parenting, and child development services. Exception: TANF recipients with Oklahoma Department of Human Services approved documentation shall participate in least 21 hours of treatment; documentation should be reflected in consumer record].
- • A minimum of one (1) hour of therapy and seven (7) hours of rehabilitation services per week shall be provided. A maximum of seven (7) hours of peer recovery support services may count toward the required weekly treatment hours.
- • All non-clinical and clinical staff providing services to pregnant or parenting individuals receive the foundational training in Infant and Early Childhood Mental Health (IECMH) within 12 months of hire. Approved trainings are:
- • o Keeping Babies in Mind While Working with Parents.
- • o Looking at Diversity through the Lens of Trauma and Resilience with Supporting Parents and Babies.
- • A licensed or under-supervision clinician Infant and Early Childhood Mental Health (IECMH) liaison. The IECMH liaison is tasked with developing a lens for the critical variables influencing infant and toddler mental health, healthy pregnancy, and parent-child relationships. By attending the training and calls listed below, the IECMH liaison will receive training in assessment and diagnosis of the unique needs of infants, toddlers, and their families. These trainings lay the foundation for pursuing future endorsement opportunities. The IECMH liaison staff member must complete the following three (3) required trainings.
- • Foundations of Infant Mental Health.
- • Infant Mental Health Assessment Training Series.
- • DC 0-5.
- • Contractor shall provide evidence-based treatment modalities and other IECMH approved practices from the list provided by ODMHSAS.
- • Contractor shall provide services that treat women, and significant others as appropriate, and their children as a family unit (SAPT BG 45 CFR 96.124).
- • Contractor shall provide opportunities for in-person family visitation.
- • Contractor shall provide transportation throughout the duration of treatment to ensure that women and their children have access to needed services (SAPT BG 45 CFR 96.124).
REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted to MMIS.
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Urgent Care
INTRODUCTION:
- • Urgent Recovery Center (URC): Provider shall furnish the necessary resources to operate 24-hours, 7 days per week crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Urgent Recovery Center:
- • Maintain ability to accept consumers at any time, 24 hours a day, 7 days per week.
- • Perform multidisciplinary bio-psychosocial, trauma-informed, assessment conducted by a licensed mental health professional (LMHP).
- • Perform a substance abuse screening. If screening reveals a need, perform a substance abuse assessment by an LMHP.
- • Have a Licensed Practicing Nurse (LPN) or Registered Nurse (RN) available for health screenings and detox assessments.
- • When necessary, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour, 59-minute service period
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to Community Based Services to include percent engaged in community services after URC care.
COMPENSATION:
- • All 23-hour, 59-minute crisis observation, evaluation, holding, and stabilization services will be reported under a designated contract source.
- Urgent Care - Child and Adolescent Urgent Recovery
PURPOSE:
- Urgent Recovery Clinic (URC): Provider shall furnish the necessary resources to operate 24-hours, 7 days per week aimed at the assessment and immediate stabilization of acute symptoms of mental illness, alcohol and other drug abuse and emotional distress. A family-style model of crisis intervention, diversion and de-escalation will be utilized using Systems of Care Values. Caregivers will receive appropriate support to help them regulate emotion as well as be given steps so they can help the child or adolescent regulate emotion outside of the URC. Services also will include facilitation and coordination of transfer to crisis center, acute center or residential care for those who are assessed as needing a higher level of care for their safety.
WORK REQUIREMENTS:
- • Maintain ability to accept children and youth age 5 through 17 at any time, 24 hours a day, 7 days per week. All children, regardless of age, must be accompanied by a caregiver during their stay in the URC.
- • Perform a trauma-informed emergency mental health screening/assessment to include screening for co-occurring disorders.
- • Provide or otherwise ensure the capacity for a practitioner with prescriptive authority at all times for consumers in need of emergency medication services.
- • URC staff shall be trained to recognize and respond to the needs of a great diversity of youth including but not limited to youth experiencing homelessness and youth with co-occurring intellectual or developmental disabilities, co-occurring autism and other important service populations.
- • URC will have protocols and resources in place to quickly access translation services and TTY for those who are deaf or hard of hearing.
- • URC will have the staff necessary to support children and adolescents who may be showing aggression during their crisis.
- • Be staffed at all times with a multidisciplinary team with expertise in meeting the needs of youth including a licensed behavioral health professional and a family peer support staff to provide care needed for consumer twenty-five (25) hour a day seven (7) days per week.
- • Provide crisis intervention services by co-occurring disorder capable team of social services, clinical and administrative and other staff adequate to meet the clinical needs.
- • Link the person to services and supports needed at the end of the URC service period. Schedule next day follow up appointments for behavioral health services and provide coordination of services and supports for discharge as well as transition to a higher level of care if needed.
- • Contactor shall accept 90% of referrals with 100% acceptance of referrals from first responders.
- • Contractor shall provide spaces that are trauma –informed in their design and that promote dignity as well as safety.
- • Contractor shall provide spaces that are calming and welcoming and that offer developmentally suitable supports for youth and their families.
- • Shall be rooted in the System of Care framework.
- • Shall adopt the core principles outlined in the National Guidelines for Behavioral Health Crisis Care – Best Practice Toolkit.
- Have access to an Infant and early childhood specialist to provide crisis stabilization/regulation support for children age 5-9 within the context of a caregiving relationship. All services must be provided within the context of relationship, which has been demonstrated to be most effective and necessary for young children. Focus of efforts are to provide supports to help with regulation and repair within the caregiving relationship that presents at the Urgent Recovery Clinic. A developmentally appropriate space should be provided where staff can support the child and caregiver in returning to an attuned state and reconnecting through repair.
- URC will gather data on number of clients referred, referral source, number denied admission with reason for denial, number served and family satisfaction. URC will also gather data on length of stay, follow up appointments within 24 hours and rates of youth referred to a higher level of care.
- Staff will receive training on trauma informed crisis care, working with ID/DD populations, crisis de-escalation techniques, motivational interviewing, assessing violence risk using suicide assessment tools, youth substance use, child abuse and reporting laws and safety planning.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services to include rates of denials;
- • Rates of next day follow up appointments ;
- • Rates of caregiver participation during URC stay;
- • Rates of persons going from URC into higher levels of care;
- • Linkage to Community Based Services to include percent engaged in community services after URC care;
- • Provide Documentation of staff training and credentials upon request by ODMHSAS;
- • Provide policies, procedures, and other requested documents to ODMHSAS.
COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted to MMIS.
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Government/Professional/Sole Source
- Acute behavioral health treatment incentive for children and youth
INTRODUCTION:
- • Contractor shall furnish the necessary resources for facility-based care to serve the most in need children with acute behavioral health needs in Oklahoma on a case-by-case basis. Contractor will provide access to facility-based care and treatment for acute behavioral health needs and monitor improvements, with the goal to discharge the child or adolescent to a stable environment.
WORK REQUIREMENTS:
- • Contractor shall maintain certification for facility-based care including residential treatment, acute treatment or crisis stabilizationand in good standing with the Oklahoma Health Care Authority (OHCA) as a Medicaid provider.
- • The OHCA will provide authorization for a single child to be treated. The authorization includes the entire episode of care. Additional funds may be added to this contract on a case-by-case basis.
- • Upon admission, contractor will receive $20,000 per child, as authorized by OHCA and ODMHSAS.
- • Contractor will review the child’s improvements not sooner than 30-days after admission.
- • When the child has improved, an assessment will be done to review the child’s improvement. If so, Contractor will receive a $10,000 payment up to three (3) times at improvement, but no closer than 30- day intervals per improvement review.
- • After completion of the three (3) 30-day status reviews, if the child is not yet recommended for discharge to a stable environment, a re-review of eligibility for the program will need to take place to determine if the child is still eligible.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as assessment reviews.
COMPENSATION:
- • Contractor shall receive $20,000 compensation upon admitting a a child or adolescent with acute behavioral health needs.
- • Contractor shall receive $10,000 payment up to 3 times per child at improvement, but no closer than 30-day intervals per improvement review.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
- Adult Basic Services – Oklahoma Forensic Center (Grand Lake)
INTRODUCTION:
- • This contract is to provide an array of Adult Basic Services to the Oklahoma Forensic Center population.
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to provide the array of Adult Basic Services to the Oklahoma Forensic Center population.
- Adult Mobile Crisis (Crisis Diversion Team)
INTRODUCTION:
- • This contract is to provide mobile crisis services for adults.
DEFINITIONS:
- • Adult – defined as 18 years of age and older.
- • Telephone Interventions – must include and are not limited to 24-hour triage, evaluation, and stabilization; access to face-to-face counseling; access to inpatient treatment; diagnosis and evaluation in external settings, i.e. jails and general hospitals; and referral services.
- • Face-to-Face Interventions – must include and is not limited to 24-hour triage, evaluation, and stabilization; access to inpatient treatment; diagnosis and evaluation in external settings, i.e. jails and general hospitals; and referral services.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide mobile crisis services for adults.
- • Publish a telephone number accessible and answered on a 24-hour basis, seven (7) days a week.
- • Perform Triage/Evaluation/Stabilization:
- • Telephone Intervention: if the situation allows, response team may resolve crisis by telephone.
- • Face-to-Face Intervention: availability of a response team on a 24-hour basis, seven (7) days a week; and, when needed, will provide a face-to-face intervention for crisis resolution and/or evaluation.
- • Use strengths of the consumer to link with in-home supports, based on consumer’s needs, to support the consumer following initial acute crisis and develop an ongoing safety plan.
- • Hold non-emergency appointments within 24-48 hours after intervention for quick support and linkage to service. If an appointment is set, it shall be at a location most helpful to the consumer (clinic, family home, other location).
- Alcohol Enforcement and Education (Oklahoma County Sheriff’s Office)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol compliance strategies. The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons’ law.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Oklahoma County.
- • Decrease youth access to alcohol in Oklahoma County.
- • Decrease adult service to intoxication at on-sale locations in Oklahoma County.
- • Contract is by and between the Board of County Commissioners of Oklahoma County on behalf of the Oklahoma County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on July 1, 2023 and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2024. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the then current fiscal year of County. In order for the contract to be continued the contract must be renewed on July 1 or thereafter of each succeeding fiscal year by an affirmative action of the Board of County Commissioners. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30 of every year, nor shall County be deemed to be indebted beyond the indebtedness created by each fiscal year's obligation.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – Oklahoma County Sheriff’s Office.
- • 2Much2Lose – To Much Too Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall provide the resources necessary to complete underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 586 alcohol compliance checks with youth. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and OCSO. This law is Title 37A 6-101 A1.
- • Contractor shall provide the resources necessary to complete adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 586 adult bar checks shall be conducted. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and OCSO. This law is Title 37A 6-101 A2.
- • Contractor shall generate a minimum of twelve (12) earned media outputs related to the enforcement operations in Oklahoma County by June 30, 2024. Media should be branded as the 2Much2Lose (2M2L) Task Force and shall increase visibility of enforcement.
- • Contractor shall support the State’s goal of developing collaborative community partnerships/coalitions through participation in community coalitions within the contractor's coverage area, Oklahoma County that address underage drinking and over-service and initiate improvement in community conditions that drive underage drinking and over-service.
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending either monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce alcohol laws.
- • Contractor shall be encouraged to use officers trained in the enforcement of alcohol laws through programs such as the 2Much2Lose (2M2L) law enforcement training.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e., use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall conduct age perception tests on all underage inspectors and attach results and a picture to the inspection forms that are submitted every month.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor shall identify, develop, and enhance policies specific to incorporating sustainable compliance check practices within their law enforcement agency.
- • Contractor shall enter required information into designated prevention reporting system monthly. The format will be prescribed by the ODMHSAS.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities (including inspection forms/ itemized invoice) in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 7th of each month.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2023.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $81 per check to complete 586 underage alcohol compliance check with a minimum of 10% being onsite related checks and 586 adult over-service compliance check and shall not exceed over 1,172 compliance checks. Overall total shall not exceed $95,000 for project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e., time spent completing paperwork and/or court appearances related to issued citations).
- • Each earned media output can be reimbursed for $250.00 per output. Not to exceed more than $5,000 or 20 earned media with FY24.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: ACC’s, Bar Checks and Media every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education (Tulsa County Sheriff’s Office)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol compliance strategies. The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons’ law.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Tulsa County.
- • Decrease youth access to alcohol in Tulsa County.
- • Decrease adult service to intoxication at on-sale locations in Tulsa County.
- • Contract is by and between the Board of County Commissioners of Tulsa County on behalf of the Tulsa County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on July 1st, 2023, and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2024. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the then current fiscal year of County. In order for the contract to be continued the contract must be renewed on July 1 or thereafter of each succeeding fiscal year by an affirmative action of the Board of County Commissioners. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30 of every year, nor shall County be deemed to be indebted beyond the indebtedness created by each fiscal year's obligation.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – Tulsa County Sheriff’s Office.
- • 2Much2Lose – To Much To Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall provide the resources necessary to complete underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 400 alcohol compliance checks with youth. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and TCSO. This law is Title 37A 6-101 A1.
- • Contractor shall provide the resources necessary to complete adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 400 adult bar checks shall be conducted. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and TCSO. This law is Title 37A 6-101 A2.
- • Contractor shall generate a maximum of twelve (12) earned media outputs related to the enforcement operations in Tulsa County by June 30, 2024. Media should be branded as the 2Much2Lose (2M2L) Task Force and shall increase visibility of enforcement.
- • Contractor shall support the State’s goal of developing collaborative community partnerships/coalitions through participation in community coalitions within the contractor's coverage area, Tulsa County that address underage drinking and over-service and initiate improvement in community conditions that drive underage drinking and over-service.
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce alcohol laws.
- • Contractor shall be encouraged to use officers trained in the enforcement of alcohol laws through programs such as the 2Much2Lose (2M2L) law enforcement training.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e., use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall conduct age perception tests on all underage inspectors and attach results and a picture to the inspection forms that are submitted every month.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor shall identify, develop, and enhance policies specific to incorporating sustainable check practices within their agency.
- • Contractor shall enter required information into designated prevention reporting system monthly. The format will be prescribed by the ODMHSAS.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department, ODMHSAS, shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities (including inspection forms/ itemized invoice) in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 7th of each month.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2024.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $38 per check to complete 400 underage alcohol compliance check with a minimum of 10% onsite related checks and 400 adult over-service compliance check and shall not exceed over 800 compliance checks. Overall total shall not exceed $33,500 for project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e., time spent completing paperwork and/or court appearances related to issued citations)..
- • Each earned media output can be reimbursed for $250.00 per output. Not to exceed more than $3,000.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: ACC’s, Bar Checks and Media every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice ODMHSAS. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to Contractor. Within the 45 day period the Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. After Contractor’s receipt of written notice of a disputed invoice(s), Contractor shall have 30 days to provide sufficient documentation to support the disputed invoice(s). If the parties are unable to resolve any disputed invoice(s) within 75 days from Contractor’s initial presentment, the parties shall submit the disputed invoice(s) to mediation to be conducted by Zoom, or as otherwise agreed by the parties.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from ODMHSAS.
- • Funding for this contract period is July 1st, 2023-June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education (Tulsa County Sheriff’s Office) - Revised
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol compliance strategies. The purpose of this contract is to prevent underage drinking through the enforcement of youth access to alcohol laws and to prevent over-service through enforcement of serving intoxicated persons’ law.
- • The goals of the project are to:
- • Decrease 30-day underage drinking prevalence among youth in Tulsa County.
- • Decrease youth access to alcohol in Tulsa County.
- • Decrease adult service to intoxication at on-sale locations in Tulsa County.
- • Contract is by and between the Board of County Commissioners of Tulsa County on behalf of the Tulsa County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on July 1st, 2023, and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2024. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the then current fiscal year of County. In order for the contract to be continued the contract must be renewed on July 1 or thereafter of each succeeding fiscal year by an affirmative action of the Board of County Commissioners. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30 of every year, nor shall County be deemed to be indebted beyond the indebtedness created by each fiscal year's obligation.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as the ODMHSAS
- • Contractor – Tulsa County Sheriff’s Office.
- • 2Much2Lose – To Much To Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Alcohol Enforcement and Education:
- • Contractor shall provide the resources necessary to complete underage alcohol compliance checks or adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 400 alcohol compliance checks with youth. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and TCSO. This law is Title 37A 6-101 A1.
- • Contractor shall provide the resources necessary to complete adult over-service compliance checks (bar checks) in accordance with the ODMHSAS protocol. The 400 adult bar checks shall be conducted. A list of alcohol selling establishments will be agreed upon by both ODMHSAS and TCSO. This law is Title 37A 6-101 A2.
- • Contractor shall generate a maximum of twelve (12) earned media outputs related to the enforcement operations in Tulsa County by June 30, 2024. Media should be branded as the 2Much2Lose (2M2L) Task Force and shall increase visibility of enforcement.
- • Contractor shall support the State’s goal of developing collaborative community partnerships/coalitions through participation in community coalitions within the contractor's coverage area, Tulsa County that address underage drinking and over-service and initiate improvement in community conditions that drive underage drinking and over-service.
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce alcohol laws.
- • Contractor shall be encouraged to use officers trained in the enforcement of alcohol laws through programs such as the 2Much2Lose (2M2L) law enforcement training.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e., use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall conduct age perception tests on all underage inspectors and attach results and a picture to the inspection forms that are submitted every month.
- • Background Checks: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor shall identify, develop, and enhance policies specific to incorporating sustainable check practices within their agency.
- • Contractor shall enter required information into designated prevention reporting system monthly. The format will be prescribed by the ODMHSAS.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department, ODMHSAS, shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff.
- • Contractor shall submit a monthly progress report on contract activities (including inspection forms/ itemized invoice) in a report format prescribed by the ODMHSAS no later than 5:00 p.m. on the 7th of each month.
- • 3.53.6 Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2024.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Local Alcohol Enforcement Checks shall not exceed $38 per check to complete 200 underage alcohol compliance check with a minimum of 10% onsite related checks and 200 adult over-service compliance check and shall not exceed over 400 compliance checks. Overall total shall not exceed $15,200 for project. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e., time spent completing paperwork and/or court appearances related to issued citations)..
- • Each earned media output can be reimbursed for $250.00 per output. Not to exceed more than $3,000.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: ACC’s, Bar Checks and Media every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice ODMHSAS. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to Contractor. Within the 45 day period the Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. After Contractor’s receipt of written notice of a disputed invoice(s), Contractor shall have 30 days to provide sufficient documentation to support the disputed invoice(s). If the parties are unable to resolve any disputed invoice(s) within 75 days from Contractor’s initial presentment, the parties shall submit the disputed invoice(s) to mediation to be conducted by Zoom, or as otherwise agreed by the parties.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from ODMHSAS.
- • Funding for this contract period is July 1st, 2023-June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education, Synar Education, Alcohol Purchase Survey (ABLE)
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol and tobacco compliance strategies. The aims of the program are to prevent youth and adult alcohol and tobacco use problems by addressing priority risk factors: community access to alcohol and tobacco by young people; early initiation of alcohol and tobacco use; youth intention to use; excessive and dangerous use among adults age 21 and older. The ODMHSAS and the ABLE Commission will partner to plan and implement Too Much Too Lose (2M2L), Synar tobacco inspections, the Alcohol Purchase Survey, and other related projects.
DEFINITIONS:
- • 2Much2Lose – To Much Too Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
- • Synar – The Synar program is responsible for implementing the requirements of the Synar Amendment aimed at reducing youth access to tobacco by requiring states to enact and enforce laws prohibiting the sale or distribution of tobacco products to youth.
- • APS – Alcohol Purchase Survey - determines the rate of illegal alcohol sales to underage buyers in the state of Oklahoma.
WORK REQUIREMENTS:
- • Alcohol Compliance:
- • Contractor shall identify an ABLE point of contact/supervisor to liaison with ODMHSAS Prevention Department and assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Contractor shall provide the resources necessary to complete a minimum of 700 alcohol compliance checks with the expectation at least 1,000 checks will be conducted to compare to the previous year. One-half of checks will be paid at a rate of $120/check by the ODMHSAS up to 350 checks with a match of 1:1 by ABLE for each check completed/paid by the ODMHSAS. A minimum of 10% of the 350 checks to be paid by the ODMHSAS shall be directed toward curbside sales, and a minimum of 5% of the 350 checks to be paid by the ODMHSAS shall be directed toward home delivery sales. Sites of focus for this program shall utilize, to the extent possible, a data-driven and risk-based approach in collaboration with the ODMHSAS and shall require a communications plan to increase visibility of enforcement.
- • Alcohol Purchase Survey:
- • Contractor shall provide the resources necessary to complete inspections for the Alcohol Purchase Survey (APS) planned to begin as soon as September 30, 2022 through November 30, 2022 with an estimated 850 inspections. Survey administration may vary minimally in collaboration with the ODMHSAS.
- • Contractor shall recruit and hire the ABLE Commission agents and at minimum four (4) persons under 21 years of age to conduct the survey.
- • Contractor will develop recruitment materials to recruit youth inspectors.
- • The survey protocol will be developed/maintained by the ODMHSAS and the ABLE Commission. Contractor shall work with designated ODMHSAS survey coordinator to train the agents and youth inspectors in the survey protocol and how to conduct the survey. The training shall consist of a review of the Alcohol Purchase Survey inspection forms, requirements to assure statistical validity, and discussions regarding the ABLE Commission’s procedures and youth safety.
- • Contractor shall complete youth alcohol sale compliance inspections as defined by the survey sample provided by the ODMHSAS survey coordinator. Survey inspections shall be conducted in accordance with the Alcohol Purchase Survey procedures developed by ODMHSAS survey coordinator.
- • 2M2L:
- • Contractor shall assist the ODMHSAS 2M2L State Coordinator in planning, promoting, and delivering 2M2L law enforcement training to increase local law enforcement capacity to conduct best practice enforcement approaches. Contractor shall partner with the ODMHSAS in recruiting, promoting, and serving as an instructor with a minimum of two, two-day law enforcement/community training events and two, one-day condensed 2M2L law enforcement trainings.
- • Tobacco Compliance:
- • Contractor shall provide the resources necessary to complete inspections for the annual Synar study no later than September 30 each year in accordance with the federally approved protocol provided by the ODMHSAS.
- • Contractor shall work with the ODMHSAS staff and contract evaluation team to train the agents and/or inspectors. The training shall consist of a review of the Synar inspections forms, requirements to assure statistical validity, and discussions regarding the Contractor’s procedures and youth safety.
- • Contractor shall complete youth tobacco sale compliance inspections as defined by the Synar study sample provided by the ODMHSAS and contract evaluation team. The number of inspections and timeframe for completion will be determined by ODMHSAS and evaluation team, but is generally beginning June 1 each year and must be completed by September 30 each year.
- • Synar study inspections and Covid-19 safety standards for youth and young adult inspectors shall be conducted in accordance with the Synar procedures/protocol agreed upon by all parties.
- • An equal number of male and female youth/young adult inspectors shall be utilized for inspections with a recommendation of five (5) or more youth/young adult inspectors between the ages of 16- 20 years old. Each youth/young adult inspector shall conduct 20% of the Synar inspection sample. Contractor may coordinate the recruitment of youth/young adults using the ODMHSAS and evaluation team approved protocol. Contractor shall complete Synar study inspections with 50 percent female youth inspectors/youth adult inspectors and 50 percent male youth inspectors/ youth adult inspectors. Contractor shall ensure age perception testing of youth/young adult inspectors is complete within the first month before the commencement of the compliance inspections. Youth can be used for Synar inspections if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and evaluation team.
- • Contractor shall document the results of every inspection attempt on the inspection form prescribed by the ODMHSAS and shall provide a complete dataset to the ODMHSAS and evaluation team each week and a final dataset no later than the deadline established by the ODMHSAS.
- • Contractor shall notify the Oklahoma Tax Commission of all tobacco inspection violations.
- • Contractor shall assist the ODMHSAS in coordinating efforts to reduce youth access to tobacco by conducting follow-up visits to tobacco retailers who have failed their Synar inspections twice within the two (2) year period of their first violation.
- • Contractor shall maintain a tracking system for administrative penalties for illegal tobacco sales to enhance efforts to monitor and target repeat violators. The tracking system shall be updated monthly and the ODMHSAS and evaluation team shall have access to the system either through monthly delivery or remote access.
- • Contractor agrees to refer minors to an ODMHSAS recommended evidence-based tobacco prevention program as an intervention strategy for youth tobacco violations/ sanctions. Evidence based programming will be agreed upon by both agencies and a tracking system will be developed/utilized to verify program completion.
- • General Requirements:
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children under age 18 for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children under age 18 in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e. use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending either monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Employees under this contract shall dually identify themselves as 2Much2Lose (2M2L) Coordinator(s), and identify the project as that of ODMHSAS, in all presentations and correspondence when business is conducted under this contract and agree to be part of the Oklahoma Prevention Network and upon request attend any Prevention Academy or RBSS Advisory Board Meetings as requested by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff. Contractor shall participate in all required evaluation activities.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check (bar check) and shall not exceed over 350 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide 2M2L Law Enforcement Training (one-day and two- day trainings) Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to four (4) trainings from ABLE. Payments shall be made upon satisfactory completion of training and use of ODMHSAS 2M2L protocol. Contract funds shall not be used to pay for law enforcement time outside of the training.
- • Synar Inspections shall not exceed $130.00 per completed underage tobacco compliance check and shall not to exceed over 700 compliance checks. Payments shall be made upon satisfactory completion of tobacco inspections and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Synar inspection (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Alcohol Purchase Survey inspections shall not exceed $90.00 per completed compliance check and shall not to exceed over 850 compliance checks. Payments shall be made upon satisfactory completion of compliance operations and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Alcohol Purchase Survey inspections (i.e. time spent completing paperwork.).
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Alcohol Enforcement and Education, Synar Education, Alcohol Purchase Survey (ABLE) - Revised
INTRODUCTION:
- • Community based prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive alcohol and tobacco compliance strategies. The aims of the program are to prevent youth and adult alcohol and tobacco use problems by addressing priority risk factors: community access to alcohol and tobacco by young people; early initiation of alcohol and tobacco use; youth intention to use; excessive and dangerous use among adults age 21 and older. The ODMHSAS and the ABLE Commission will partner to plan and implement Too Much Too Lose (2M2L), Synar tobacco inspections, the Alcohol Purchase Survey, and other related projects.
DEFINITIONS:
- • 2Much2Lose – To Much Too Lose, also referred to as 2M2L, including all Alcohol Enforcement and Education.
- • Synar – The Synar program is responsible for implementing the requirements of the Synar Amendment aimed at reducing youth access to tobacco by requiring states to enact and enforce laws prohibiting the sale or distribution of tobacco products to youth.
- • APS – Alcohol Purchase Survey - determines the rate of illegal alcohol sales to underage buyers in the state of Oklahoma.
WORK REQUIREMENTS:
- • Alcohol Compliance:
- • Contractor shall identify an ABLE point of contact/supervisor to liaison with ODMHSAS Prevention Department and assist in the coordination of efforts to reduce youth access to alcohol and adult over-service as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Contractor shall provide the resources necessary to complete a minimum of 700 alcohol compliance checks with the expectation at least 1,000 checks will be conducted to compare to the previous year. One-half of checks will be paid at a rate of $120/check by the ODMHSAS up to 350 checks with a match of 1:1 by ABLE for each check completed/paid by the ODMHSAS. A minimum of 10% of the 350 checks to be paid by the ODMHSAS shall be directed toward curbside sales, and a minimum of 5% of the 350 checks to be paid by the ODMHSAS shall be directed toward home delivery sales. Sites of focus for this program shall utilize, to the extent possible, a data-driven and risk-based approach in collaboration with the ODMHSAS and shall require a communications plan to increase visibility of enforcement.
- • Alcohol Purchase Survey:
- • Contractor shall provide the resources necessary to complete inspections for the Alcohol Purchase Survey (APS) planned to begin as soon as September 30, 2022 through November 30, 2022 with an estimated 850 inspections. Survey administration may vary minimally in collaboration with the ODMHSAS.
- • Contractor shall recruit and hire the ABLE Commission agents and at minimum four (4) persons under 21 years of age to conduct the survey.
- • Contractor will develop recruitment materials to recruit youth inspectors.
- • The survey protocol will be developed/maintained by the ODMHSAS and the ABLE Commission. Contractor shall work with designated ODMHSAS survey coordinator to train the agents and youth inspectors in the survey protocol and how to conduct the survey. The training shall consist of a review of the Alcohol Purchase Survey inspection forms, requirements to assure statistical validity, and discussions regarding the ABLE Commission’s procedures and youth safety.
- • Contractor shall complete youth alcohol sale compliance inspections as defined by the survey sample provided by the ODMHSAS survey coordinator. Survey inspections shall be conducted in accordance with the Alcohol Purchase Survey procedures developed by ODMHSAS survey coordinator.
- • 2M2L:
- • Contractor shall assist the ODMHSAS 2M2L State Coordinator in planning, promoting, and delivering 2M2L law enforcement training to increase local law enforcement capacity to conduct best practice enforcement approaches. Contractor shall partner with the ODMHSAS in recruiting, promoting, and serving as an instructor with a minimum of two, two-day law enforcement/community training events and two, one-day condensed 2M2L law enforcement trainings.
- • Tobacco Compliance:
- • Contractor shall provide the resources necessary to complete inspections for the annual Synar study no later than September 30 each year in accordance with the federally approved protocol provided by the ODMHSAS.
- • Contractor shall work with the ODMHSAS staff and contract evaluation team to train the agents and/or inspectors. The training shall consist of a review of the Synar inspections forms, requirements to assure statistical validity, and discussions regarding the Contractor’s procedures and youth safety.
- • Contractor shall complete youth tobacco sale compliance inspections as defined by the Synar study sample provided by the ODMHSAS and contract evaluation team. The number of inspections and timeframe for completion will be determined by ODMHSAS and evaluation team, but is generally beginning June 1 each year and must be completed by September 30 each year.
- • Synar study inspections and Covid-19 safety standards for youth and young adult inspectors shall be conducted in accordance with the Synar procedures/protocol agreed upon by all parties.
- • An equal number of male and female youth/young adult inspectors shall be utilized for inspections with a recommendation of five (5) or more youth/young adult inspectors between the ages of 16- 20 years old. Each youth/young adult inspector shall conduct 20% of the Synar inspection sample. Contractor may coordinate the recruitment of youth/young adults using the ODMHSAS and evaluation team approved protocol. Contractor shall complete Synar study inspections with 50 percent female youth inspectors/youth adult inspectors and 50 percent male youth inspectors/ youth adult inspectors. Contractor shall ensure age perception testing of youth/young adult inspectors is complete within the first month before the commencement of the compliance inspections. Youth can be used for Synar inspections if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and evaluation team.
- • Contractor shall document the results of every inspection attempt on the inspection form prescribed by the ODMHSAS and shall provide a complete dataset to the ODMHSAS and evaluation team each week and a final dataset no later than the deadline established by the ODMHSAS.
- • Contractor shall notify the Oklahoma Tax Commission of all tobacco inspection violations.
- • Contractor shall assist the ODMHSAS in coordinating efforts to reduce youth access to tobacco by conducting follow-up visits to tobacco retailers who have failed their Synar inspections twice within the two (2) year period of their first violation.
- • Contractor shall maintain a tracking system for administrative penalties for illegal tobacco sales to enhance efforts to monitor and target repeat violators. The tracking system shall be updated monthly and the ODMHSAS and evaluation team shall have access to the system either through monthly delivery or remote access.
- • Contractor agrees to refer minors to an ODMHSAS recommended evidence-based tobacco prevention program as an intervention strategy for youth tobacco violations/ sanctions. Evidence based programming will be agreed upon by both agencies and a tracking system will be developed/utilized to verify program completion.
- • General Requirements:
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children under age 18 for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children under age 18 in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by the ODMHSAS. Contractor shall follow all applicable state, local and organizational policies regarding infection control (i.e. use of appropriate face covering, immunization, social distancing, hygiene, etc.).
- • Contractor shall be responsible for creating and maintaining a tracking document for the enforcement operations required within contract and sending either monthly updates/enforcement activity reports along with invoices to the ODMHSAS.
- • Employees under this contract shall dually identify themselves as 2Much2Lose (2M2L) Coordinator(s), and identify the project as that of ODMHSAS, in all presentations and correspondence when business is conducted under this contract and agree to be part of the Oklahoma Prevention Network and upon request attend any Prevention Academy or RBSS Advisory Board Meetings as requested by ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to a site review conducted by the ODMHSAS staff. Contractor shall participate in all required evaluation activities.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 10th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult over-service compliance check (bar check) and shall not exceed over 350 compliance checks. Payments shall be made upon satisfactory completion of compliance checks and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the compliance checks (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Statewide 2M2L Law Enforcement Training (one-day and two- day trainings) Delivery shall not exceed $180.00 per completed training. The ODMHSAS will compensate up to four (4) trainings from ABLE. Payments shall be made upon satisfactory completion of training and use of ODMHSAS 2M2L protocol. Contract funds shall not be used to pay for law enforcement time outside of the training.
- • Synar Inspections shall not exceed $130.00 per completed underage tobacco compliance check and shall not to exceed over 1,000 compliance checks. Payments shall be made upon satisfactory completion of tobacco inspections and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Synar inspection (i.e. time spent completing paperwork and/or court appearances related to issued citations).
- • Alcohol Purchase Survey inspections shall not exceed $90.00 per completed compliance check and shall not to exceed over 850 compliance checks. Payments shall be made upon satisfactory completion of compliance operations and proper report submission as defined in the Work Requirements. Contract funds shall not be used to pay for law enforcement time outside of the Alcohol Purchase Survey inspections (i.e. time spent completing paperwork.).
- • Contractor shall be compensated for service documentation of expenditures pursuant to a Department approved project budget and according to procedures determined by the Department. Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Assisted Outpatient Treatment II - Pathway to Recovery Federal Grant
INTRODUCTION:
- • Contractor will operate an Assisted Outpatient Treatment (AOT) program that partners together Mental Health and Substance Abuse Treatment, Law Enforcement, Courts and appropriate Community Partners for the benefit of those referred and in the local AOT program.
DEFINITIONS:
- • Assisted Outpatient Treatment - Court-Supervised treatment within the community.
- • Intensive Outreach - Engagement with individuals who are at risk with the purpose of establishing trust and rapport, educating individual on services available, and reducing resistance to services for the potential consumer.
WORK REQUIREMENTS:
- • Contractors shall provide the following deliverables:
- • Contractor shall furnish the necessary personnel to implement AOT teams.
- • Hire Full-Time Equivalent (FTE) Regional Coordinator to be a liaison between Law Enforcement, Courts, Community Partners, CMHC (CCBHC) and ODMHSAS.
- • Contractors shall establish agreements with Law Enforcement agencies for dedicated Law Enforcement Officer(s) to participate as AOT- trained team member(s). Law Enforcement will also support AOT team intensive outreach efforts to engage individuals in need of treatment and potential AOT participants.
- • Contractors shall build a team of local stakeholders to create a Community Outreach Team (COT). Community Outreach team will be comprised of key stakeholders in the community identified by Contractor.
- • COT will write and adopt protocols and procedures to strengthen the AOT County Program.
- • The COT will meet on a regular basis and/or minimally once a year, and is tasked with all the following:
- • Establishing relationships with Community Partners and identifying resources, attend appropriate trainings to better understand Serous Mental Illness (SMI) and how it impairs functionality. COT will learn best practices in intervention skills to engage participants in the lease coercive and punitive approach. COT will also provide outreach services to those that could benefit from AOT program and those ordered to AOT.
- • The Regional Coordinator will be responsible for coordination with Law Enforcement, Court Representatives, and or Community Partners. Regional Coordinator will maintain regular communications to update treatment team, Law Enforcement, about transportation, Law Enforcement transportation, and or any other additional services/ resources deemed appropriate.
- • Contractors will be required to conduct intensive outreach in their community to build and foster relationships to identify those that could benefit from AOT Treatment.
- • Contractors fulfilling the terms of this contract shall also attend:
- • Virtual Kickoff, Monthly Meetings (Phone, Virtual, In-Person).
- • Trainings as determined necessary by the Department.
- • Contractor’s Intensive Outreach staff shall be:
- • Trained in best practices identified by ODMHSAS that provide education and guidance on engagement practices beneficial to community outreach.
PERFORMANCE MONITORING:
- • Monthly reports shall be submitted to the AOT Project Manager in a timely manner.
- • Contractor shall include documentation of all training and submit quarterly record to AOT Project Manager.
- • Contractors shall maintain a log to identify all outreach efforts, attempts, and outcomes reported to AOT Project Manager.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- Assessment, Recommendations, and Technical Assistance - Oklahoma Housing and Residential Services
- At-Risk in Primary Care Online Simulation - SBIRT
INTRODUCTION:
- • Provide implementation and fidelity assurance services, technical assistance for implementation strategies for the Screening Brief Intervention Referral to Treatment Grant - “At-Risk in Primary Care” statewide use for primary care professionals in Oklahoma.
WORK REQUIREMENTS:
- • Contractor shall offer continuous support to assist the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and End Users in use of the Kognito “At-Risk in Primary Care”. Kognito will make its personnel available by email or phone during regular business hours, Monday through Friday, 9am-5pm EST for assistance.
- • Contractor shall use reasonable efforts to provide continuous service seven (7) days a week with an average of 98% uptime per month. The 2% down-time does not include periodic unavailability due to maintenance of the server(s), the installation or testing of software, the loading of additional Kognito Services as they become available, and downtime related to the failure of equipment or services outside the control of Contractor, including but not limited to public or private telecommunications services or internet nodes or facilities. Scheduled downtime will be performed at a time to minimize inconvenience to the ODMHSAS.
- • Contractor shall provide the ODMHSAS with a copy of its implementation manual. This manual includes best practices for promoting the courses to end users.
- • Contractor shall provide the ODMHSAS with the Courseware’s package of several marketing tools such as PowerPoint slides about the courses, electronic copies of flyers that can be printed or emailed to potential users about the courses, and suggested language for announcing the courses’ availability via email or by listserv or newsletter to stakeholder groups, such as primary care professionals, hospitals, emergency room departments, and professional associations.
- • Contractor shall provide consultation and technical support for assistance with stakeholder identification and analysis, communications planning, customization of outreach materials, marketing support.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
- • Contractor shall provide written reports, in a format prescribed by the Department, of activities carried out pursuant to the Statement of Work.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance based payment.
COMPENSATION:
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Consulting: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable expenses:
- • Any activity that is not directly related to the coordination of the project.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- ATLAS Implementation - ARPA SABG - Federal
INTRODUCTION:
- For purposes of this agreement, the scope of work will include a partnership between the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), working with Shatterproof to reverse the addiction crisis in Oklahoma. Shatterproof has developed Treatment Atlas (“Atlas®”), a ground-breaking quality measurement system for addiction treatment providers. Atlas is the first resource to triangulate data on the use of evidence-based best practices for treating addiction from multiple validated sources and democratize access to this information for use by the public in selecting care, by providers to benchmark and improve quality of care, and by the state to better inform the allocation of critical treatment resources.
WORK REQUIREMENTS:
- Sustaining Atlas in 2023 - 2024 will encompass the following scope of work:
- • State Engagement. Shatterproof staff will continue partnering with providers in Oklahoma. For new providers, we will conduct provider roundtables to provide context around Atlas and encourage treatment providers to complete the Atlas Treatment Facility Survey (TFS). We will continue engaging Oklahoma treatment providers to educate and support their understanding of the Atlas quality measures, correctly reporting on them, and actioning the Atlas data to support their quality improvement efforts. We will work with the treatment providers in Oklahoma to engage them in the continuous quality improvement webinars sponsored by Shatterproof. We also will work with the treatment providers to understand their perspectives to inform enhancements to Shatterproof’s password-protected provider portals and survey process. Shatterproof will work with the current providers to raise awareness of the Atlas Patient Experience Surveys (PES) and discuss ways that this feature may be able to support current providers in Oklahoma. If interested, the ODMHSAS may participate in the Atlas Claims Measures Work Group, which establishes a core set of claims-based measures to further differentiate the quality of care among addiction treatment providers. ODMHSAS may also choose to participate in the claims measures calculation process - the resulting data would be made available to assist the state and the constituents of Oklahoma. If interested, we welcome a discussion about implementation. Participation is voluntary.
- • Platform Management & Data Collection. Shatterproof will maintain the Atlas platform, TreatmentAtlas.org. The Atlas platform displays data from the most recent Atlas TFS submissions and PES, which are collected and updated in real-time via the platform and undergo human review before publication. 2023-2024 funding will support data collection via these sources. In addition, during 2023/ 2024, the platform will continue to be enhanced based on feedback from our stakeholders. Enhancements slated for 2023 – 2024 include the ability to review data longitudinally and improvements to the Atlas TFS, which will allow for near real-time data submissions and updates to Atlas (to replace Open Enrolment periods).
- • Password Protected Portals. The platform also includes password-protected portals available by ODMHAS, participating addiction treatment facilities, and health insurers. Within the password-protected portals, authorized users can access customized dashboards of the Atlas data to design and implement quality improvement initiatives. The Atlas measures were previously piloted by Shatterproof and were found to be reliable and valid indicators of addiction treatment quality. Throughout 2023/2024, we will receive feedback on the password-protected portals to understand how Atlas may best support treatment providers and the state with the portals.
- • Marketing and Promotion. The Atlas 2023-2024 State Budget also includes allocations for Atlas marketing and promotion in Oklahoma. This work is critical to achieving the shared objective of reducing the stigma of addiction and improving access to evidence-based care for those in the state who need it. The state director team will conduct boots-on-the-ground outreach to areas of the state with limited Atlas utilization based on Google analytics. This will include engagement with many recovery organizations to raise awareness of Atlas and the consumer voice on Atlas made available through the completion of the Patient Experience Surveys.
- • 2023-2024 Atlas Budget
| Tasks |
Estimated Cost |
- Provider Education- Staffing
- • Assigned State Director to facilitate Atlas engagement activities in conjunction with state partner. (e.g., Provider Roundtables)
- • Direct outreach to increase awareness of PES and the potential benefit for providers
- • Raising awareness of password-protected portals for providers and providing technical support
- • Engagement with current treatment providers to provide ongoing support and invitation to the Continuous Quality Improvement (CQI) series offered by Shatterproof free of charge to providers
- • Development and management of Atlas State Engagement Committee and maintenance of relationships with state-based stakeholders on the continued development of the system, including relevant agencies, provider groups, and other stakeholders
- • Provider and consumer outreach and education conducted in partnership with state partner organizations
- o Including attending/presenting at in-person conferences, recovery-oriented events, and conducting Atlas training
- Technical Assistance and Quality Improvement Activities
- • Convening of experts and stakeholders to discuss measures updates
- • Gap analyses by state, for example, county completion rates of TFS, traffic reports, and PES reports
- • Creation and facilitation of the CQI Learning Series
- • Identification of additional technical assistance (TA) needs (connection to TA vendors for coaching and other needs)
- Data and Quality
- • Staff designated to support the development and collection of TFS
- • Staff to support the validation of facility surveys
- • Staff to support the PES process
- • Oversight of maintenance and enhancements to the password-protected portals, including management of user accounts for the portals
- • Human review and natural language processing of patient experience feedback
- • Technical support for states
|
$115,766 |
- Data Collection and Analysis
- • TFS data collection
- • Enhancements to TFS include exploring, identifying, and implementing methodologies to reduce the provider burden of data collection further
- • Enhancement to allow for longitudinal review of data within the password-protected portals
- • PES data collection
- Platform Maintenance
- • Platform maintenance
- • Data updates on the different Atlas environments
- • Gathering provider and state feedback on portals and completing enhancements in response to feedback
- • Conducting ongoing user testing and improving the Atlas public-facing website user experience
- • Technical support for states and providers on the use of the platform
|
$81,800 |
- Engagement and Outreach
- • Provider and consumer outreach and education conducted in partnership with state partner organizations
- o Attending/presenting at in-person conferences to ensure Atlas is a recognized and used resource throughout the state
- o Engaging with and presenting Atlas to all relative organizations throughout the state, including but not limited to peer recovery organizations, criminal justice entities including drug courts, pre-arrest diversion programs, emergency personnel, public safety officers, recovery housing, recovery cafes, hospital emergency rooms, DEA licensed prescribers, universities, and colleges wellness centers, collegiate recovery programs, shelters, faith-based organizations, etc
- • Utilize data analytics to identify those areas which could benefit from additional outreach and engage with recovery and community-based organizations in those areas
- • Engage with consumer groups, providers, and recovery organizations to promote the completion of PES
- • TFS Outreach to providers
- • PES Outreach to treatment providers
|
$15,414 |
- Marketing and Communication
- • Paid promotion of Atlas in conjunction with state and community partners
|
$58,250 |
| Total Variable Costs |
$212,980 |
| Indirect Costs (10%) |
$21,298 |
| Total Expenses |
$234,278 |
- • Timeline & Deliverables
- • The approximate timeline is proposed below:
- • Milestone one: July – October 2023:
- Stakeholder Engagement & Website Promotion
- • Milestone two: July – December 2023:
- Patient Evaluation Survey Outreach
- • Milestone three: October – December 2023:
- Atlas Platform Website Maintenance/Enhancements
- • Milestone four: November – December 2023:
- 2024 Treatment Facility Data Collection Planning
- • Milestone five: January – March 2024:
- Atlas Platform Website Maintenance & Promotion
- • Milestone six: January – June 2024:
- Continual (asynchronous) Data Collection
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Payment Schedule:
- • Payments shall be made upon receipt and acceptance of properly executed milestones listed above, and associated Progress Reports, in accordance with the following Schedule of Deliverables:
| Deliverable |
Due Date |
Payment Amount |
| 1st quarterly report |
10/15/23 |
$58,569.50 |
| 2nd quarterly report |
01/15/24 |
$58,569.50 |
| 3rd quarterly report |
04/15/24 |
$58,569.50 |
| Final report |
07/30/24 |
$58,569.50 |
| Total contract cost not to exceed: $234,278 |
- Behavioral Risk Factor Surveillance Survey
INTRODUCTION:
- • Services required by this contract are for the addition of ten sets of questions to the Oklahoma State Department of Health administered annual Behavioral Risk Factor Surveillance System (BRFSS) survey.
DEFINITIONS:
- • Behavioral Risk Factor Surveillance System (BRFSS).
WORK REQUIREMENTS:
- • Contractor shall add the following to the BRFSS survey:
- • July 2023 –December 2023: Marijuana Module – 7 questions (1 Track), marijuana state-added – 1 question (1 Track), ASBI state-added – 2 questions (1 Track), drug use at checkup state-added – 2 questions (1 Track), and depressed at checkup – 2 questions (1 Track)).
- • Contractor shall analyze and make the results easily accessible for ODMHSAS.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department-approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS. Contractor shall submit specified deliverables and meet reporting requirements as defined by the ODMHSAS.
- • A properly completed invoice must be submitted within (30 days) of the end of each month which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractors.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoices icon. Contractor shall upload backup documentation of a completed and signed invoice (e.g., PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or 405-248-9054.
- • The State of Oklahoma has forty-five 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses.
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
- Budget Analysis and Consultation (GowerGroup)
INTRODUCTION:
- • For purposes of this agreement the scope of work will include specific assistance requested by ODMHSAS related to budget analysis and consultation.
WORK REQUIREMENTS:
- • Contractor will assist the ODMHSAS in high level fiscal and budgetary calculations and analysis pertaining to Medicaid and other revenue sources including, but not limited to, the interpretation and development of policy, cost analysis, and programmatic budgetary advisement.
- • Contractor may attend a national meeting related to this contract.
PERFORMANCE MONITORING:
- • ODMHSAS shall at all times be the sole owner of the following, without limitation: all data, analysis, reports or technical assistance documents, or materials prepared by Contractor.
COMPENSATION:
- • Contractor shall submit invoices monthly based on the rate of $100.00 per hour.
- • Invoices shall be submitted electronically via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
- Call Center Response Protocol
- Care Coordination Flex Funds
- CCARC Severe Opioid Use Disorders Meds
INTRODUCTION:
- • This contract is to provide funding to purchase and provide those medications approved and appropriate to the level of certification, as medications used in support of direct services in the treatment of significant opioid use disorders (OUDs). These drugs are to be used to support a full service array utilizing medication assisted treatment (MAT) for consumers with significant OUDs including maintenance and long term withdrawal management.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of appropriate opioid treatment medications and related laboratory costs allowed by the Department for the Contractors level of certification.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the dispensing and or prescribing of medications, to include as needed: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate consumers.
- • Contractor shall not restrict the dispensing and/or prescribing of opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall submit a list of each consumer ID along with the medication administered to each respective consumer.
- • Contractor shall provide all consumers education on the medications available, providing opportunities for the consumer input into the determination in selecting the medical intervention.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative one-twelfth (1/12) of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication approved as an adjunct in the treatment of OUDs if prescribed by a physician for an ODMHSAS eligible consumer.
- • Laboratory costs specifically related to the use of medications provided pursuant to this SOW.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in 5.1.1 through 5.1.3 above shall be permitted.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- Chemical Dependency Workforce Development Fellowship (OUHSC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to operate a comprehensive chemical dependency workforce development education program and become a regional resource for clinical substance abuse programs and providers.
WORK REQUIREMENTS:
- • Contractor shall:
- • Contractor shall provide continuing education training through seminars, clinical consultation, and on-site clinical in-service programs for substance abuse treatment professionals at Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) funded settings and at the various levels of care (e.g., detoxification, residential treatment, halfway house services, and outpatient treatment);
- • Contractor shall form health and mental health policy as it pertains to substance abuse issues; and
- • Contractor shall increase the knowledge level of substance use disorders among community-based providers in a variety of sub-disciplines in medicine, including University of Oklahoma Health Sciences Center psychiatry residents, primary care physicians, and other medical providers.
- • Training:
- • Contractor shall offer a weekly (a minimum of 30) 1-hour seminar on clinical issues reflecting the latest knowledge of alcohol and drug use and treatment. A variety of substance abuse professionals from various disciplines (e.g., Social Work, Licensed Alcohol and Drug Counselors, Certified Alcohol and Drug Counselors, and Psychologists) should be able to meet the continuing education requirements for their licensure boards through attending this seminar;
- • Contractor shall provide one presentations at ODMHSAS’s annual conference; and
- • Contractor shall ensure equal access to training and services will be given regardless of age, sex, ethnicity, disability, race, color, ancestry, political affiliation, religion, or national origin.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work which shall include:
- • Documentation of continuing education training;
- • Documentation of in-service trainings;
- • Copies of training announcements;
- • Copies of distribution lists used for announcements;
- • Copies of sign-in sheets; and
- • Summary of attendee evaluations for each training.
- • Contractor shall provide such other detail as ODMHSAS may require. Contractor shall assess the progress and effectiveness of the workforce development education program and submit written reports of the findings to designated ODMHSAS contract monitor no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor represents all billings will be based on actual costs incurred. All costs billed will be supported by documentation maintained on file and available for review, including copies of paid invoices, payroll records, time reports, and approved methods for application of indirect costs. Travel will be reimbursed based on actual and reasonable expenses.
- • Eligible program expense categories include allocations for faculty compensation, staff support, associated fringe benefits for all personnel program development, accreditation fees, necessary equipment and supplies such as materials needed for on-site presentations, operational costs, and applicable faculty travel.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- Cognitive Behavioral Therapy Initiative-Cognitive Behavioral Therapy for Psychosis (CBTp) Training and Consultation
INTRODUCTION:
- • This Contract is to provide the necessary training services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT) with specific focus on Cognitive Behavioral Therapy for Psychosis (CBTp).
WORK REQUIREMENTS:
- • Contractor shall provide a 3-day training focusing on CBT interventions for Serious Mental Illness and psychosis through the framework of the Cognitive Behavioral Therapy for Psychosis (CBTp) model for Oklahoma community-based therapists who have already completed a 3-day foundational CBT training offered through the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS).
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor through training evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department. Backup documentation submitted, for payment, must include contractor’s name, contact information, name of training, date(s) of training and amount billed.
- • On-site training will be reimbursed at an all-inclusive rate of $4,200.00 per day.
- • Virtual training will be reimbursed at an all-inclusive rate of 3,000.00 per day.
- Cognitive Behavioral Therapy (CBT) Training (Dr. Reinecke)
INTRODUCTION:
- • This Contract is to provide the necessary training to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide one (1) 1-day training on Cognitive Behavioral Therapy (CBT) for Children and Adolescents regarding Depression.
- • Contractor shall provide one (1) 1-day training on Cognitive Behavioral Therapy (CBT) for Children and Adolescents regarding Anger & Oppositional and Externalizing Behavioral Problems.
- • Contractor shall provide one (2) 1-day trainings on Cognitive Behavioral Therapy (CBT) for Children regarding Anxiety.
- • Contractor shall provide two (2) ½-day trainings on Cognitive Behavioral Therapy (CBT) for use in Family therapy.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor through training evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department. Backup documentation submitted, for payment, must include contractor’s name, contact information, name of training, date(s) of training and amount billed.
- • Virtual full-day training (or two ½-day trainings) will be reimbursed at an all-inclusive rate of $3,000.00 per day.
- Cognitive Behavioral Therapy (CBT) Training (Dr. Sokol)
INTRODUCTION:
- • This Contract is to provide the necessary training to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide four (4) 3-day Foundational CBT training, one per quarter:
- • This intensive 3-day training will provide the foundational knowledge for providing CBT for core behavioral health issues- including Depression, Anxiety, Anger & Substance Use Disorder Treatment, along with considerations for co-occurring treatment.
- • Contractor shall provide two 90-minute CBT Skills Development sessions for therapists who have already completed a minimum of 3-Days Foundational CBT Training and who are currently practicing CBT with clients. This opportunity shall focus on further developing proficiency in utilizing CBT in practice.
- • Contractor shall provide full day specialty trainings to include:
- • A 1-day training on CBT for Groups and Couples; and
- • Two (2) 1-day training on CBT for Personality and Bi-polar Disorders.
- • Contractor shall provide A Closer Look training series with six (6) ½-day trainings in the areas mentioned below.
- • Two (2) ½ day trainings on Urge Control.
- • Two (2) ½ day trainings on CBT for PTSD.
- • One (1) ½ day training on CBT Agenda Setting and Working with Agendas.
- • One (1) ½ day training on Utilizing Summaries and Homework.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor through training evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department. Backup documentation submitted, for payment, must include contractor’s name, contact information, name of training, date(s) of training and amount billed.
- • On-site full-day training will be reimbursed at an all-inclusive rate of $4,200.00 per day; not to exceed 6 days.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,125.00 per day; not to exceed 7 days.
- • Ninety minute Skills Development sessions to be billed at $500.00 each.
- Cognitive Behavioral Therapy (CBT) Training (Dr. Sudak)
INTRODUCTION:
- • This Contract is to provide the necessary training to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT).
WORK REQUIREMENTS:
- • Contractor shall provide three (3) 1-day Cognitive Behavioral Therapy for Suicide Prevention (CBT-SP) training for Oklahoma therapists identified by the ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor through training evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department. Backup documentation submitted, for payment, must include contractor’s name, contact information, name of training, date(s) of training and amount billed.
- • Virtual full-day training will be reimbursed at an all-inclusive rate of $3,000.00 per day.
- Cohen Veteran's Center
INTRODUCTION:
- • Contractor shall furnish the necessary resources to support the operations of evidenced-based behavioral health treatment services to service members, veterans, and their families through the Cohen Military Family Clinic.
WORK REQUIREMENTS:
- • Contractor shall provide access to appropriate levels of care and services to service members, veterans, and their families, regardless of discharge status or role in service.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as performance outcomes and monthly documentation submitted.
- • Contractor shall submit monthly reports as backup documentation with invoices reflecting status of the build and estimated opening date.
- • Contractor will provide monthly reports of services by location as backup documentation with invoices to include the number of service members served, number of veterans served, number of family members served, and services and activities provided.
COMPENSATION:
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- • Contractor shall be reimbursed on a monthly one-eleventh (1/11) basis. Backup documentation shall be submitted with each invoice based on the requirements in the Performance Monitoring section above.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
- Cohen Veteran's Center - Revised
INTRODUCTION:
- • Contractor shall furnish the necessary resources to support the operations of evidenced-based behavioral health treatment services to service members, veterans, and their families through the Cohen Military Family Clinic.
WORK REQUIREMENTS:
- • Contractor shall provide access to appropriate levels of care and services to service members, veterans, and their families, regardless of discharge status or role in service.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as performance outcomes and monthly documentation submitted.
- • Contractor shall submit monthly reports as backup documentation with invoices reflecting status of the build and estimated opening date.
- • Contractor will provide monthly reports of services by location as backup documentation with invoices to include the number of service members served, number of veterans served, number of family members served, and services and activities provided.
COMPENSATION:
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- • Contractor shall be reimbursed on a monthly basis in equal increments based on the number of months remaining in the state fiscal year. . Backup documentation shall be submitted with each invoice based on the requirements in the Performance Monitoring section above.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
- Collaboration, Organizational Peer Support, and Learning (Alliance of MH Providers of OK)
INTRODUCTION:
- • The intent of this scope of work is to further the mission of the ODMHSAS by establishing a strong foundation of organizational peer support and peer learning among the members of the Alliance of Mental Health Providers of Oklahoma through a formal peer review process, as well as encompassing the strategic use of co-branding with all alliance members and the ODMHSAS for programs funded or associated with this mission.
WORK REQUIREMENTS:
- • The Alliance will:
- • Establish a formal peer review program that will focus on creating, implementing, and executing a robust, quarterly peer review system to include:
- • How to best serve those consumers on the “Most in Need” list.
- • Reduce rates of substance use and addiction.
- • Prevent suicide.
- • Reach, engage, and serve disparate populations.
- • Provide quarterly reports to the ODMHSAS on shared learning and progress of formal peer review processes. Reports should include examples of innovative engagement strategies and treatment practices learned and adopted from one another.
- • In conjunction with the ODMHSAS, develop a co-branding strategy to maximize exposure and enhance brand recognition of both The Alliance members and the ODMHSAS. Co-branding strategy shall include print, digital, social, and broadcast forms of media.
- • Launch a co-branded marketing campaign with the goal of capturing additional audiences in a call to action. The co-branded messages shall be designed to inspire and engage targeted groups, helping them to better understand the continuum of treatment services and supports that are part of the ODMHSAS system. Example outcomes of a successful co-branded marketing campaign include, but are not limited to:
- • The Alliance members providing and facilitating suicide prevention training to all schools in Oklahoma.
- • The Alliance members built into the Oklahoma Prevention Needs Assessment (OPNA) plans as core partners across all school districts in Oklahoma.
- • The Alliance members celebrated by local law enforcement agencies for successful iPad/Tablet partnerships.
- • The Alliance members viewed by diverse communities as providing a supportive and welcoming environment.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
- Community Based Prevention Services (CARECG)
- Oklahoma Department of Mental Health and Substance Abuse Services Prevention Services
- and
- Community Advocacy Research and Evaluation Consulting Group, Inc. dba C.A.R.E. Consulting Group (CARECG)
INTRODUCTION:
- Community based prevention services (CBPS) include an array of evidence-based programs, policies, and/or practices planned and implemented at the local level by representative community coalitions to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems (Attachment A). CBPS delivery plans will be coordinated with ODMHSAS field staff and other sector-based prevention services as appropriate. The ODMHSAS seeks community coalitions to provide CBPS beginning July 1, 2021, renewable each fiscal year for a maximum of four years (June 30, 2025) based on performance and availability of funds.
- The purpose of this Statement of Work (SOW) is to solicit proposal from the Community Advocacy Research and Evaluation Consulting Group, Inc. dba C.A.R.E. Consulting Group (CARECG) the delivery of comprehensive CBPS by community coalition(s) in the high need communities of Adair County for Stimulant Misuse, Oklahoma County for Marijuana Misuse and Alcohol Misuse, and Wagoner County for Opioid Misuse in addressing these priority substance use problems and associated risk factors. The ODMHSAS will provide community coalitions with funding, training, and technical assistance needed in their communities. The aims of the program are to: identify and fund community coalitions ready to act in high need communities on data-driven priorities; develop local prevention plans based on the Strategic Prevention Framework (SPF); and deliver high-quality, evidence-informed primary prevention services. Strategic priorities identified for this SOW must align with the ODMHSAS strategic plan (Attachment A) https://oklahoma.gov/content/dam/ok/en/odmhsas/documents/prevention/ODMHSAS-Prevention-Plan-2021.pdf and include: prevention of stimulant, opioid, marijuana, and alcohol use problems.
- Communities (including Adair County, Oklahoma County, and Wagoner County) listed in Attachment B were identified using community-level risk data available statewide describing high need for opioid, stimulant, alcohol, and marijuana prevention services. Post award, the ODMHSAS will aid coalitions with local data to further define population of focus and modifiable risk factors/ problems of focus for prevention intervention. Based on the contractor’s needs assessment, additional substances/communities may be justified by contractor.
FUNDING:
- • Funding for this SOW/contract is for an estimated $450,000 and is contingent upon availability of state and/or federal funding.
- • Preferred areas of service coverage for each contract is the entire geographic county, but the contractor may submit a justification for an area with not less than 150,000 persons, as priority coverage area.
FUNDING AMOUNTS:
- • The ODMHSAS reserves the right to amend contract funding amounts and/or the number of awards.
- • Funding for this contract is contingent upon availability of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, CBPS to the community of focus. Must seek and receive ODMHSAS approval prior to refusing any CBPS services to any person or entity meeting eligibility criteria.
WORK REQUIREMENTS:
- • Contracts for CBPS are intended to support established community coalitions capable of effecting community-level change within the project period. For the purposes of this contract, a coalition is defined as a community-based formal arrangement for cooperation and collaboration among groups or sectors of a community in which each group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug-free community.
- • In some cases, the contractor and the coalition will be the same entity. In other cases, the Contractors will serve as fiscal agent/applicant on behalf of the coalition. It is expected in all cases that the coalition conducts the day-to-day operations of the CBPS program. Contractors/coalitions are not permitted to pass through funds and shall obtain prior approval from the ODMHSAS for subcontracting strategy implementation. Coalitions funded under this contract are encouraged to partner with existing community coalitions serving the community addressing other issues and risk factors such as Drug Free Community (DFC) coalitions and health/tobacco control coalitions funded by the Oklahoma Tobacco Settlement Endowment Trust (TSET). Coalitions are expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Coalitions receiving these funds are expected to implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Attachment C; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate community-based projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan (Attachment A).
SCOPE OF WORK:
- The ODMHSAS will provide direct support to the awardee to fulfill the requirements of this contract. However, the contractor is viewed as the primary deliverer of guidance and expertise to the community.
- Needs Assessment
- • Contractor shall utilize a needs assessment provided by the ODMHSAS and assist in supplementing as needed. Contractor shall participate in an annual Needs and Resource Assessment report.
- • All local and state data utilized must be reported regularly and justified to ODMHSAS, the data sources must be eligible for evaluation purposes to ensure overall prevention outcomes can be collected per the awarded contract.
- • Contractor shall assist the ODMHSAS in recruiting and securing necessary agreements with the Local Education Agency (LEA) within the identified community for the Oklahoma Prevention Needs Assessment (OPNA) as requested.
- • Contractor shall assist ODMHSAS and the ODMHSAS program evaluator in recruiting and securing participants within the identified community to complete the Adult Prevention Needs Assessment (APNA).
- • Contractor shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators.
- Building Capacity and Communication Development
- • Contractor shall be an established community coalition already serving the identified community addressing health, substance abuse prevention efforts, safety, or any other appropriate fit to meet the following contract requirements.
- • Contractor shall continue current timeline for coalition meetings with WRAP Project, Inc. in Adair and Wagoner Counties and Oklahoma County Coalitions.
- • Contractor shall hold a minimum of nine (9) monthly coalition meetings annually.
- • Contractor shall participate in contract and program orientation provided by ODMHSAS within first 90 days of being awarded funding.
- • A coalition readiness assessment shall be conducted annually, and coalition training/recruitment conducted to build capacity and readiness levels to achieve work plan objectives.
- • Contractor shall develop partnerships in each of the community sectors relevant to the priority issue and selected evidence-based strategy.
- • Contractor shall provide prevention training and outreach efforts to the community and document all efforts.
- • Contractor shall respond to public requests for information related to substance use prevention and referrals in the identified community with priority given to those requests directly related to the community-based work plan.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Contractor shall continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Contractor shall participate on other state and community-level coalition(s) to strategically advance the priority indicators identified in the community work plan.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local community level in a timely and effective manner.
- Planning
- • Based on the identified priority indicator and community of focus submitted in the bid, Contractor shall develop a community-based, data-driven work plan to prevent and reduce the priority substance use problem and associated risk factors.
- • The work plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, community/ coalition readiness and sustainability.
- • A health disparity impact statement/ plan that identifies a health disparate population and strategies on how to address this population within your identified community.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • A sustainability plan to that will ensure focus on sustaining both the outcomes achieved, and the infrastructure created under the project.
- • Signatures of all coalition leaders, including the chairperson, verifying active coalition involvement in the creation of the work plan and all other relevant documents (i.e. Program Budget, Evaluation Reports).
- • Contractor shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/priority of the community-based work plan.
- • Implementation of prevention services shall not commence until the ODMHSAS approves the community-based work plan.
- Implementation
- • Contractor shall adhere to and implement the ODMHSAS approved community-based work plan and utilize funds to implement only approved strategies within the community.
- • Contractor shall be responsible for coordinating the implementation of the community-based work plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the community-based work plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as referred to in Attachment C; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evidence based strategies will be implemented for the defined community of focus..
- • Program implementation must be in alignment with the community-based work plan and program budget, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Contractor shall participate in statewide communication campaigns when requested by the ODMHSAS.
- • Evaluation and Reporting Requirements
- • Contractor shall enter required information into designated prevention reporting system within 30 days of workplan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS designated evaluator. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Contractor shall submit the quarterly report on the 7th of the following month.
- • Contractor shall participate in trainings and meetings required by the ODMHSAS, including peer sharing forums among other prevention providers.
- • Contractor shall participate in required data collection activities conducted by the ODMHSAS.
- • Contractor shall complete applicable federally required data collection requirements.
- • Contractor shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS. Contractor shall maintain documentation related to the planning (assessment or development of the community-based work plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
TIMELINES:
- • Contractor will continue prevention work and current timeline with Oklahoma County Coalitions. ODMHSAS shall provide timeline.
- • Contractor will continue prevention work and current timeline with the WRAP Project, Inc. in Adair County.
- • Contractor will continue prevention work and current timeline with WRAP Project, Inc. in Wagoner County.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment. Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders)
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
PROJECT BUDGET:
- • Contractor shall complete and submit a budget summary for Fiscal Year 2022 (July 1, 2023 – June 30, 2024) using the form in Attachment E. The proposed costs shall be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs. The proposed costs shall be reasonable and include a brief justification for each item. Contractor shall include personnel expenses for all staff to include the minimum part-time CBPS staff. Contractor shall include budget for one (1) required meeting in the Oklahoma City metro area with budget amounts for two overnight stays, if needed. Indirect costs are limited to 12% of total direct costs.
- Community Based Prevention Services (SWODA)
- Community Based Prevention Services (CBPS) State of Work (SOW)
- Oklahoma Department of Mental Health and Substance Abuse Services Prevention Services
- and
- Southwestern Oklahoma Development Authority - SWODA
Community based prevention services (CBPS) include an array of evidence-based programs, policies, and/or practices planned and implemented at the local level by representative community coalitions to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems (Attachment A). CBPS delivery plans will be coordinated with ODMHSAS field staff and other sector-based prevention services as appropriate. The ODMHSAS seeks community coalitions to provide CBPS beginning July 1, 2021, renewable each fiscal year for a maximum of four years (June 30, 2025) based on performance and availability of funds.
The purpose of this Statement of Work (SOW) is to solicit proposal from SWODA for the delivery of comprehensive CBPS by community coalitions in high need communities of Harmon County for Marijuana Misuse; Kiowa County for Alcohol Misuse, Beckham County for Opioids Misuse, Beckham County for Marijuana Misuse, and Washita County for Opioids Misuse, Caddo County for Alcohol Misuse, Kingfisher County for Alcohol Misuse, Grant County for Alcohol Misuse, Blaine County for Alcohol Misuse, Canadian County for Marijuana Misuse, Texas County for Marijuana Misuse, Woodward County for Marijuana Misuse, Grady County for Opioids Misuse, and Jackson County for Stimulants Misuse in addressing these priority substance use problems and associated risk factors. The ODMHSAS will provide community coalitions with funding, training, and technical assistance needed in their communities. The aims of the program are to: identify and fund community coalitions ready to act in high need communities on data-driven priorities; develop local prevention plans based on the Strategic Prevention Framework (SPF); and deliver high-quality, evidence-informed primary prevention services. Strategic priorities identified for this SOW must align with the ODMHSAS strategic plan (Attachment A) and include: prevention of stimulant, opioid, marijuana, and alcohol use problems.
Communities (Harmon, Kiowa Beckham, and Washita) listed in Attachment B were identified using community-level risk data available statewide describing high need for opioid, stimulant, alcohol, and marijuana prevention services. Post award, the ODMHSAS will aid coalitions with local data to further define population of focus and modifiable risk factors/ problems of focus for prevention intervention. Based on the contractor’s needs assessment, additional substances/communities were justified by ODMHSAS which included: Caddo County, Kingfisher County, Grant County, Blaine County, Canadian County, Texas County, Woodward County, Grady County, and Jackson County.
Funding
- • Funding for this SOW/contract is for an estimated $700,000 and is contingent upon availability of state and/or federal funding.
- • Preferred areas of service coverage for each contract are the entire geographic county.
Funding Amounts
- • The ODMHSAS reserves the right to amend contract funding amounts and/or the number of awards.
- • Funding for this contract is contingent upon availability of state and/or federal funding.
- • Supplier shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure supplier is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Supplier agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, CBPS to the community of focus. Must seek and receive ODMHSAS approval prior to refusing any CBPS services to any person or entity meeting eligibility criteria.
Expectations/Requirements
- • Contracts for CBPS are intended to support established community coalitions capable of effecting community-level change within the project period. For the purposes of this contract with ODMHSAS, a coalition is defined as a community-based formal arrangement for cooperation and collaboration among groups or sectors of a community in which each group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug-free community.
- • In some cases, the Supplier and the coalition will be the same entity. In other cases, the Supplier will serve as fiscal agent/applicant on behalf of the coalition. It is expected in all cases that the coalition conducts the day-to-day operations of the CBPS program. Suppliers/coalitions are not permitted to pass through funds and shall obtain prior approval from the ODMHSAS for subcontracting strategy implementation. Coalitions funded under this contract are encouraged to partner with existing community coalitions serving the community addressing other issues and risk factors such as Drug Free Community (DFC) coalitions and health/tobacco control coalitions funded by the Oklahoma Tobacco Settlement Endowment Trust (TSET). Coalitions are expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Coalitions receiving these funds are expected to implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Attachment C; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Supplier shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Staff shall have the knowledge and experience necessary to coordinate community-based projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Supplier is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan (Attachment A).
Scope of Work
- • The ODMHSAS will provide direct support to the awardee to fulfill the requirements of this contract. However, the awardee is viewed as the primary deliverer of guidance and expertise to the community.
- • Needs Assessment
- • Supplier shall utilize a needs assessment provided by the ODMHSAS and assist in supplementing as needed. Supplier shall participate in an annual Needs and Resource Assessment report.
- • All local and state data utilized must be reported regularly and justified to ODMHSAS, the data sources must be eligible for evaluation purposes to ensure overall prevention outcomes can be collected per the awarded contract.
- • Supplier shall assist the ODMHSAS in recruiting and securing necessary agreements with the Local Education Agency (LEA) within the identified community for the Oklahoma Prevention Needs Assessment (OPNA) as requested.
- • Supplier shall assist ODMHSAS and the ODMHSAS program evaluator in recruiting and securing participants within the identified community to complete the Adult Prevention Needs Assessment (APNA).
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators.
- • Building Capacity and Communication Development
- • Supplier shall be an established community coalition already serving the identified community addressing health, substance abuse prevention efforts, safety, or any other appropriate fit to meet the following contract requirements.
- • Supplier shall hold a minimum of nine (9) monthly coalition meetings annually.
- • Supplier shall participate in contract and program orientation provided by ODMHSAS within first 90 days of being awarded funding.
- • A coalition readiness assessment shall be conducted annually and coalition training/recruitment conducted to build capacity and readiness levels to achieve work plan objectives.
- • Supplier shall develop partnerships in each of the community sectors relevant to the priority issue and selected evidence-based strategy.
- • Supplier shall provide prevention training and outreach efforts to the community and document all efforts.
- • Supplier shall respond to public requests for information related to substance use prevention and referrals in the identified community with priority given to those requests directly related to the community-based work plan.
- • Supplier shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Supplier shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Supplier shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Supplier shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Supplier shall continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Supplier shall participate on other state and community-level coalition(s) to strategically advance the priority indicators identified in the community work plan.
- • Supplier shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Supplier shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local community level in a timely and effective manner.
- • Planning
- • Based on the identified priority indicator and community of focus submitted in the bid, Supplier shall develop a community-based, data-driven work plan to prevent and reduce the priority substance use problem and associated risk factors.
- • The work plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, community/ coalition readiness and sustainability.
- • A health disparity impact statement/ plan that identifies a health disparate population and strategies on how to address this population within your identified community.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • A sustainability plan to that will ensure focus on sustaining both the outcomes achieved, and the infrastructure created under the project.
- • Signatures of all coalition leaders, including the chairperson, verifying active coalition involvement in the creation of the work plan and all other relevant documents (i.e. Program Budget, Evaluation Reports).
- • Supplier shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/priority of the community-based work plan.
- • Implementation of prevention services shall not commence until the ODMHSAS approves the community-based work plan.
- • Implementation
- • Supplier shall adhere to, and implement the ODMHSAS approved community based work plan and utilize funds to implement only approved strategies within the community.
- • Supplier shall be responsible for coordinating the implementation of the community-based work plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the community-based work plan.
- • Supplier shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as referred to in Attachment C; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Supplier shall carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evidence based strategies will be implemented for the defined community of focus.
- • Program implementation must be in alignment with the community-based work plan and program budget, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Supplier shall participate in statewide communication campaigns when requested by the ODMHSAS.
- • Evaluation and Reporting Requirements
- • Supplier shall enter required information into designated prevention reporting system within 30 days of workplan approval. The format will be prescribed by the ODMHSAS.
- • Supplier shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Supplier shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS designated evaluator. Supplier shall complete monthly program reporting/evaluation reports by the 10th of the month following the month of services and submit as directed.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Supplier shall submit the quarterly report on the 10th of the following month.
- • Supplier shall participate in trainings and meetings required by the ODMHSAS, including peer sharing forums among other prevention providers.
- • Supplier shall participate in required data collection activities conducted by the ODMHSAS.
- • Suppliers shall complete applicable federally required data collection requirements.
- • Supplier shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS. Supplier shall maintain documentation related to the planning (assessment or development of the community-based work plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Supplier shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Supplier chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Supplier shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
Performance Monitoring
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
Compensation
- • Contractor may claim expenses for: personnel costs (i.e., training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 24% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
Contract Period
- • The contract period is July 1, 2023 through June 30, 2024 with the option to renew annually through June 30, 2025. Renewal is optional and will be dependent upon the effectiveness of the following: project implementation, successful evaluation participation, meeting contract requirements, the ODMHSAS need, and the availability of state and/or federal funding.
Timeline
- • Provide a timeline for the first year of the grant that includes tasks to ensure project requirements and strategies will be completed. For each element include the individual(s) who will be responsible for ensuring the task is completed. Please include information on the following:
- • Staff identification/hiring.
- • Scheduled coalition meetings.
- • Coalition member recruitment (if necessary).
- • Workplan submission.
- • Project implementation.
Letters of Commitment
- • Include letters of commitment from coalition members representing at least 5 of the following sectors: schools, faith communities, law enforcement, higher education, municipalities, tribes, businesses, health, youth, parents, elected officials, persons in recovery from substance abuse, disparate population, etc. See Attachment D for examples of letters of commitment adapted from the DFC program.
Project Budget
- • Applicant shall complete and submit a budget summary for Fiscal Year 2022 (July 1, 2022 – June 30, 2023) using the form in Attachment E. The proposed costs shall be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs. The proposed costs shall be reasonable and include a brief justification for each item. Supplier shall include personnel expenses for all staff to include the minimum part-time CBPS staff. Supplier shall include budget for one (1) required meeting in the Oklahoma City metro area with budget amounts for two overnight stays, if needed. Indirect costs are limited to 24% of total direct costs.
- Community Based Prevention Services (Valliant PS)
- Community Based Prevention Services (CBPS) State of Work (SOW)
- Oklahoma Department of Mental Health and Substance Abuse Services Prevention Services
- and
- Valliant Public Schools
Community based prevention services (CBPS) include an array of evidence-based programs, policies, and/or practices planned and implemented at the local level by representative community coalitions to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems (Attachment A). CBPS delivery plans will be coordinated with ODMHSAS field staff and other sector-based prevention services as appropriate. The ODMHSAS seeks community coalitions to provide CBPS beginning July 1, 2021, renewable each fiscal year for a maximum of four years (June 30, 2025) based on performance and availability of funds.
The purpose of this Statement of Work (SOW) is to solicit proposal from the Valliant Public Schools the delivery of comprehensive CBPS by community coalition(s) in the high need communities of McCurtain County for Marijuana Misuse and Alcohol Misuse, LeFlore County for Marijuana Misuse, and Choctaw County for Opioids Misuse in addressing this priority substance use problems and associated risk factors. The ODMHSAS will provide community coalitions with funding, training, and technical assistance needed in their communities. The aims of the program are to: identify and fund community coalitions ready to act in high need communities on data-driven priorities; develop local prevention plans based on the Strategic Prevention Framework (SPF); and deliver high-quality, evidence-informed primary prevention services. Strategic priorities identified for this SOW must align with the ODMHSAS strategic plan (Attachment A) and include: prevention of stimulant, opioid, marijuana, and alcohol use problems.
Communities (including McCurtain County, LeFlore County, and Choctaw County) listed in Attachment B were identified using community-level risk data available statewide describing high need for opioid, stimulant, alcohol, and marijuana prevention services. Post award, the ODMHSAS will aid coalitions with local data to further define population of focus and modifiable risk factors/ problems of focus for prevention intervention. Based on the contractor’s needs assessment, additional substances/communities may be justified by contractor.
Funding
- • Funding for this SOW/contract is for an estimated $450,000 and is contingent upon availability of state and/or federal funding.
- • Preferred areas of service coverage for each contract is the entire geographic county, but the contractor may submit a justification for an area with not less than 150,000 persons, as priority coverage area.
Funding Amounts
- • The ODMHSAS reserves the right to amend contract funding amounts and/or the number of awards.
- • Funding for this contract is contingent upon availability of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, CBPS to the community of focus. Must seek and receive ODMHSAS approval prior to refusing any CBPS services to any person or entity meeting eligibility criteria.
Work Requirements
- • Contracts for CBPS are intended to support established community coalitions capable of effecting community-level change within the project period. For the purposes of this contract, a coalition is defined as a community-based formal arrangement for cooperation and collaboration among groups or sectors of a community in which each group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug-free community.
- • In some cases, the contractor and the coalition will be the same entity. In other cases, the Contractors will serve as fiscal agent/applicant on behalf of the coalition. It is expected in all cases that the coalition conducts the day-to-day operations of the CBPS program. Contractors/coalitions are not permitted to pass through funds and shall obtain prior approval from the ODMHSAS for subcontracting strategy implementation. Coalitions funded under this contract are encouraged to partner with existing community coalitions serving the community addressing other issues and risk factors such as Drug Free Community (DFC) coalitions and health/tobacco control coalitions funded by the Oklahoma Tobacco Settlement Endowment Trust (TSET). Coalitions are expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Coalitions receiving these funds are expected to implement all three of the following CSAP six primary prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as in Attachment C; and one or more of the other three strategies: Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral.
- • Contractor shall hire or identify a minimum of one part-time (.5 FTE) staff member to serve as qualified coordinator. All personnel are expected to provide direct services under the contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate community-based projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan (Attachment A).
Scope of Work
- • The ODMHSAS will provide direct support to the awardee to fulfill the requirements of this contract. However, the contractor is viewed as the primary deliverer of guidance and expertise to the community.
- • Needs Assessment
- • Contractor shall utilize a needs assessment provided by the ODMHSAS and assist in supplementing as needed. Contractor shall participate in an annual Needs and Resource Assessment report.
- • All local and state data utilized must be reported regularly and justified to ODMHSAS, the data sources must be eligible for evaluation purposes to ensure overall prevention outcomes can be collected per the awarded contract.
- • Contractor shall assist the ODMHSAS in recruiting and securing necessary agreements with the Local Education Agency (LEA) within the identified community for the Oklahoma Prevention Needs Assessment (OPNA) as requested.
- • Contractor shall assist ODMHSAS and the ODMHSAS program evaluator in recruiting and securing participants within the identified community to complete the Adult Prevention Needs Assessment (APNA).
- • Contractor shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators.
- • Building Capacity and Communication Development
- • Contractor shall be an established community coalition already serving the identified community addressing health, substance abuse prevention efforts, safety, or any other appropriate fit to meet the following contract requirements.
- • Contractor shall continue current timeline for coalition meetings.
- • Contractor shall hold a minimum of nine (9) monthly coalition meetings annually.
- • Contractor shall participate in contract and program orientation provided by ODMHSAS within first 90 days of being awarded funding.
- • A coalition readiness assessment shall be conducted annually, and coalition training/recruitment conducted to build capacity and readiness levels to achieve work plan objectives.
- • Contractor shall develop partnerships in each of the community sectors relevant to the priority issue and selected evidence-based strategy.
- • Contractor shall provide prevention training and outreach efforts to the community and document all efforts.
- • Contractor shall respond to public requests for information related to substance use prevention and referrals in the identified community with priority given to those requests directly related to the community-based work plan.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the community’s work on the priority issue and the specific plans to transfer learned knowledge and skills to the coalition(s).
- • Contractor shall continue to engage the coalition in developing and/or strengthening its capacity (leadership, membership, functions, bylaws, roles and responsibilities, etc.).
- • Contractor shall participate on other state and community-level coalition(s) to strategically advance the priority indicators identified in the community work plan.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances strategic goals.
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local community level in a timely and effective manner.
- • Planning
- • Based on the identified priority indicator and community of focus submitted in the bid, Contractor shall develop a community-based, data-driven work plan to prevent and reduce the priority substance use problem and associated risk factors.
- • The work plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Components to address capacity, policy, enforcement, media, evaluation, cultural competency, community/ coalition readiness and sustainability.
- • A health disparity impact statement/ plan that identifies a health disparate population and strategies on how to address this population within your identified community.
- • A communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • A sustainability plan to that will ensure focus on sustaining both the outcomes achieved, and the infrastructure created under the project.
- • Signatures of all coalition leaders, including the chairperson, verifying active coalition involvement in the creation of the work plan and all other relevant documents (i.e. Program Budget, Evaluation Reports).
- • Contractor shall produce a minimum of one unduplicated earned media output per month (12 total outputs for the contract year) that appear in broadcast or print media per contract year in the region. Media outputs shall directly relate to advancing the goals/priority of the community-based work plan.
- • Implementation of prevention services shall not commence until the ODMHSAS approves the community-based work plan.
- • Implementation
- • Contractor shall adhere to and implement the ODMHSAS approved community-based work plan and utilize funds to implement only approved strategies within the community.
- • Contractor shall be responsible for coordinating the implementation of the community-based work plan. Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the community-based work plan.
- • Contractor shall implement all three (3) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental Strategy, and Information Dissemination/Communication Strategy as referred to in Attachment C; and one or more of the other three strategies (Prevention Education, Alternative Drug Free Activities, Problem Identification and Referral) that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the local priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evidence based strategies will be implemented for the defined community of focus.
- • Program implementation must be in alignment with the community-based work plan and program budget, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Contractor shall participate in statewide communication campaigns when requested by the ODMHSAS.
- • Evaluation and Reporting Requirements
- • Contractor shall enter required information into designated prevention reporting system within 30 days of workplan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS designated evaluator. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Progress on each prioritized indicator/measure shall be reported quarterly in a format prescribed by the ODMHSAS. Contractor shall submit the quarterly report on the 7th of the following month.
- • Contractor shall participate in trainings and meetings required by the ODMHSAS, including peer sharing forums among other prevention providers.
- • Contractor shall participate in required data collection activities conducted by the ODMHSAS.
- • Contractor shall complete applicable federally required data collection requirements.
- • Contractor shall maintain documentation of all contract related activities. These documents are subject to review by the ODMHSAS. Contractor shall maintain documentation related to the planning (assessment or development of the community-based work plan) and delivery of services (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the ODMHSAS throughout the fiscal year.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
Performance Monitoring
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed.
Compensation
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs is limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
Project Budget
- • Contractor shall complete and submit a budget summary for Fiscal Year 2023 (July 1, 2023 – June 30, 2024) using the form in Attachment E. The proposed costs shall be in accordance with Section 34 CFR Subtitle A §80.22 Allowable costs. The proposed costs shall be reasonable and include a brief justification for each item. Contractor shall include personnel expenses for all staff to include the minimum part-time CBPS staff. Contractor shall include budget for one (1) required meeting in the Oklahoma City metro area with budget amounts for two overnight stays, if needed. Indirect costs are limited to 12% of total direct costs.
- Community Programs for Outreach and Intervention with Youth and Young Adults at Clinical high Risk for Psychosis (CHR-P)
- Consultation – Conference and Training Development
INTRODUCTION:
- • The contractor shall furnish the necessary resources to develop content for a two-hour Motivational Interviewing eLearning and the development of mental health focused sessions for the ODMHSAS conferences.
WORK REQUIREMENTS:
- • The contractor shall develop the content of a Motivational Interviewing eLearning.
- • The contractor shall provide services for the planning and development of mental health focused conference sessions including session topics recommendations, speaker recommendations, and outreach to identified speakers on availability and costs.
COMPENSATION:
- • ODMHSAS agrees to compensate the consultant $75.00 an hour.
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to substantiate authorized expenses.
- CO-OP Engagement - TEEM
- CO-OP Navigation - Diversion Hub
- Crisis Continuum of Care - Crisis Unit
INTRODUCTION:
- • Contractor shall furnish the necessary resources to implement and operate an adult Crisis Stabilization Unit (CSU).
WORK REQUIREMENTS:
- • Contractor shall:
- • Begin full capacity operations, as defined in this statement of work, of a CSU in location(s) approved by ODMHSAS. Full capacity shall be the ability to simultaneously serve no fewer than 12 clients.
- • Ensure CSU services are consistent with applicable ODMHSAS certification and Medicaid billing requirements.
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral, and linkage to community-based services, or when necessary, for inpatient psychiatric or substance abuse services.
- • Link the person to services and supports needed upon discharge, including but not limited to, transportation when necessary and appropriate.
- • Provider shall furnish necessary medications upon discharge, up to a 30-day supply if the consumer has no other means of obtaining.
- • For CSUs without an adjacent Urgent Recovery Center – If no other evaluation sites are available within 30 miles of a law enforcement officer needing transportation for an individual in mental health crisis, the CSU will serve as an evaluation site for law enforcement drop off.
- • Participate in performance improvement processes in collaboration with ODMHSAS to achieve desired outcomes as part of the Oklahoma Crisis Continuum of Care, including but not limited to, outcomes identified in the Performance Monitoring section.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from Crisis Stabilization beds to higher levels of care; and
- • Linkage to community based services to include percent engaged in community services after CSU care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with the below:
- • Invoice of one-third (1/3) of total contract due at ODMHSAS approval of secured CSU site. Invoice shall be submitted with statement of lease, rent, or purchase documentation.
- • Invoice of one-third (1/3) of total contract due upon 50% of completion of construction needs. Invoice shall be submitted with documentation from construction vendor indicating status of work and anticipated completion date.
- • Final invoice of one-third (1/3) of total contract due upon CSU accepting clients and beginning operation within the parameters of this contract..
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- Crisis Continuum of Care - Crisis Unit (Norman)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to implement and operate an adult Crisis Stabilization Unit (CSU).
WORK REQUIREMENTS:
- • Contractor shall:
- • Begin full capacity operations, as defined in this statement of work, of a CSU in location(s) approved by ODMHSAS. Full capacity shall be the ability to simultaneously serve no fewer than 32 clients.
- • Ensure CSU services are consistent with applicable ODMHSAS certification and Medicaid billing requirements.
- • Services to be provided include, but are not limited to, observation, evaluation, emergency treatment, referral, and linkage to community-based services, or when necessary, for inpatient psychiatric or substance abuse services.
- • Link the person to services and supports needed upon discharge, including but not limited to, transportation when necessary and appropriate.
- • Provider shall furnish necessary medications upon discharge, up to a 30-day supply if the consumer has no other means of obtaining.
- • For CSUs without an adjacent Urgent Recovery Center – If no other evaluation sites are available within 30 miles of a law enforcement officer needing transportation for an individual in mental health crisis, the CSU will serve as an evaluation site for law enforcement drop off.
- • Participate in performance improvement processes in collaboration with ODMHSAS to achieve desired outcomes as part of the Oklahoma Crisis Continuum of Care, including but not limited to, outcomes identified in the Performance Monitoring section.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from Crisis Stabilization beds to higher levels of care; and
- • Linkage to community based services to include percent engaged in community services after CSU care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with the below:
- • Invoice of one-half (1/2) of total contract due at ODMHSAS approval of secured CSU site. Invoice shall be submitted with statement of lease, rent, or purchase documentation.
- • Invoice of one-half (1/2) of total contract due upon 50% of completion of construction needs. Invoice shall be submitted with documentation from construction vendor indicating status of work and anticipated completion date.
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- Crisis Continuum of Care - Urgent Care
INTRODUCTION:
- • Contractor shall furnish the necessary resources to implement and operate an Urgent Recovery Center (URC) which provides 24-hours, 7 days per week, no wrong door, crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Contractor shall:
- • Begin full capacity operations, as defined in this statement of work, of an Urgency Recovery Center (URC) in location(s) approved by ODMHSAS. Full capacity shall be the ability to simultaneously serve no fewer than 12 clients.
- • Ensure URC services are consistent with applicable ODMHSAS certification and Medicaid billing requirements.
- • Maintain an ability to accept consumers at any time, 24 hours a day, 7 days per week. Includes, but is not limited to, walk-in, hospital referrals, and direct law enforcement drop offs for individuals in behavioral health crisis. Be structured in a manner that offers capacity to accept all referrals of adult consumers with mental health or substance abuse treatment needs.
- • Not require medical clearance or labs prior to acceptance, instead, evaluate medical conditions during the evaluation process.
- • Perform assessments as required to meet the individual consumer needs. This may consist of, but is not limited to: medical screening, initial screening examination, suicide screening, substance abuse/dependence screening, trauma screening, and evaluation for crisis or inpatient treatment.
- • Have a Licensed Practicing Nurse (LPN) or Registered Nurse (RN) available in person 24/7 for health screenings and detox screening. Includes, but is not limited to, delivering care for most minor physical health challenges with an identified pathway in order to transfer the individual to more medically staffed services if needed.
- • Have a Licensed Mental Health Practitioner (LMHP) available on site or through tele-medicine 24/7. Includes but is not limited to, performing evaluations and making discharge decisions.
- • When necessary, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour, 59-minute service period. A consumer is able to return to URC services as needed with no restrictions based on length of time from last discharge.
- • Participate in performance improvement processes in collaboration with ODMHSAS to achieve desired outcomes as part of the Oklahoma Crisis Continuum of Care, including, but not limited to, outcomes identified in the Performance Monitoring section.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to community based services to include percent engaged in community services after URC care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with the below:
- • Invoice of one-third (1/3) of total contract due at ODMHSAS approval of secured URC site. Invoice shall be submitted with statement of lease, rent, or purchase documentation.
- • Invoice of one-third (1/3) of total contract due upon 50% of completion of construction needs. Invoice shall be submitted with documentation from construction vendor indicating status of work and anticipated completion date.
- • Final invoice of one-third (1/3) of total contract due upon URC accepting clients and beginning operation within the parameters of this contract..
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- Crisis Continuum of Care - Urgent Care (Norman)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to implement and operate an Urgent Recovery Center (URC) which provides 24-hours, 7 days per week, no wrong door, crisis, observation, evaluation, holding, and stabilization services.
WORK REQUIREMENTS:
- • Contractor shall:
- • Begin full capacity operations, as defined in this statement of work, of an Urgency Recovery Center (URC) in location(s) approved by ODMHSAS. Full capacity shall be the ability to simultaneously serve no fewer than 16 clients.
- • Ensure URC services are consistent with applicable ODMHSAS certification and Medicaid billing requirements.
- • Maintain an ability to accept consumers at any time, 24 hours a day, 7 days per week. Includes, but is not limited to, walk-in, hospital referrals, and direct law enforcement drop offs for individuals in behavioral health crisis. Be structured in a manner that offers capacity to accept all referrals of adult consumers with mental health or substance abuse treatment needs.
- • Not require medical clearance or labs prior to acceptance, instead, evaluate medical conditions during the evaluation process.
- • Perform assessments as required to meet the individual consumer needs. This may consist of, but is not limited to: medical screening, initial screening examination, suicide screening, substance abuse/dependence screening, trauma screening, and evaluation for crisis or inpatient treatment.
- • Have a Licensed Practicing Nurse (LPN) or Registered Nurse (RN) available in person 24/7 for health screenings and detox screening. Includes, but is not limited to, delivering care for most minor physical health challenges with an identified pathway in order to transfer the individual to more medically staffed services if needed.
- • Have a Licensed Mental Health Practitioner (LMHP) available on site or through tele-medicine 24/7. Includes but is not limited to, performing evaluations and making discharge decisions.
- • When necessary, perform medication evaluation and management conducted by a Licensed Independent Practitioner (medical physician, physician of osteopathy, advanced practice registered nurse, or physician’s assistant) according to standards in Chapter 23.
- • Provide counseling, peer support, and other services necessary to stabilize the crisis.
- • Link the person to services and supports needed at the end of the 23-hour, 59-minute service period. A consumer is able to return to URC services as needed with no restrictions based on length of time from last discharge.
- • Participate in performance improvement processes in collaboration with ODMHSAS to achieve desired outcomes as part of the Oklahoma Crisis Continuum of Care, including, but not limited to, outcomes identified in the Performance monitoring section.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Access to Services;
- • Capacity;
- • Decrease in Symptomology;
- • Rates of persons going from URC into Crisis Stabilization beds; and
- • Linkage to community based services to include percent engaged in community services after URC care.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with the below:
- • Invoice one-half (1/2) of total contract due upon ODMHSAS approval of secured URC site. Invoice shall be submitted with statement of lease, rent, or purchase documentation.
- • Invoice of one-half (1/2) of total contract due upon 50% of completion of construction needs. Invoice shall be submitted with documentation from construction vendor indicating status of work and anticipated completion date.
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
- Crisis Counseling Assistance and Training Regular Services Program (CCP)
INTRODUCTION:
- • The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Federal Emergency Management Agency (FEMA) to implement the Crisis Counseling Assistance and Training Regular Services Program (CCP). The ODMHSAS will support Contractor in developing services to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • Persons served through the CCP will experience a decrease in disaster-related traumatic reactions as evidenced by better understanding of how disasters affect their behavior, more positive outlook and satisfaction with the program as evidenced by positive program satisfaction reported by 60 percent of person’s returning the CCP Participant Feedback Survey.
- • The mission of the Crisis Counseling Assistance and Training Program (CCP) is to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • The CCP is:
- • Strengths Based: CCP services promote resilience, empowerment, and recovery;
- • Anonymous: Crisis counselors do not classify, label, or diagnose people; no records or case files are kept;
- • Outreach Oriented: Crisis counselors deliver services in the communities rather than wait for survivors to seek their assistance;
- • Conducted in Nontraditional Settings: Crisis counselors make contact in homes and communities, not in clinical or office settings; and
- • Designed To Strengthen Existing Community Support Systems: The CCP supplements, but does not supplant or replace, existing community systems.
- • The CCP strives to:
- • Reach large numbers of people affected by disasters through virtual and telephone outreach to shelters, homes, and other locations;
- • Assess the emotional needs of survivors and make referrals to traditional behavioral health services when necessary;
- • Identify tangible needs and link survivors to community resources and disaster relief services;
- • Provide emotional support, education, basic crisis counseling, and connection to familial and community support systems;
- • Train and educate CCP staff and other community partners about disaster reactions, appropriate interventions, and CCP services;
- • Develop partnerships with local disaster and other organizations;
- • Work with local stakeholders to promote community resilience and recovery;
- • Collect and evaluate data to ensure quality services and justify program efforts; and
- • Leave behind a permanent legacy of improved coping skills, educational and resource materials, and enhanced community linkages.
WORK REQUIREMENTS:
- • The Contractor shall meet the goals of the CCP through provision of the following menu of services, as appropriate:
- • Individual Crisis Counseling: Help survivors understand their reactions, improve coping strategies, review their options, and connect with other individuals and agencies that may assist them;
- • Basic Supportive or Educational Contact: General support and information on resources and services available to disaster survivors;
- • Group Crisis Counseling: Group sessions led by trained crisis counselors who offer skills to help group members cope with their situations and reactions;
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available disaster related resources;
- • Community Networking and Support: Relationship building with community resource organizations, faith-based groups, and local agencies;
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional disaster relief services or mental health or substance abuse treatment;
- • Development and Distribution of Educational Materials: Flyers, brochures, tip sheets, educational materials, and Web site information developed and distributed by CCP staff; and
- • Media and Public Service Announcements: Media activities and public messaging in partnership with local media outlets, State and local governments, charitable organizations, or other community brokers of information;
- • Contractor shall report contracted services through the CCP Online Data Collection and Evaluation System:
- • Data on service delivery must be collected in accordance with the FEMA Crisis Counseling Assistance and Training Program data toolkit as approved by the U.S. Office of Management and Budget (OMB No. 0930-0270) with an expiration date of 08/31/2015. The Contractor must use the Individual Crisis Counseling Services Encounter Log, Group Encounter Log, Weekly Tally Sheet, Participant Feedback Survey, Adult Assessment and Referral Tool, Child/Youth Assessment and Referral Tool, and Service Provider Feedback Survey as appropriate. All forms are included in the data toolkit and are required in the CCP.
- • Contractor shall identify an individual to serve as the lead contact for management of all data collection activities. All staff involved in outreach and service delivery must be specifically trained in the data collection requirements using the FEMA Crisis Counseling Assistance and Training Program data toolkit and data must be entered via the CCP Online Data Collection and Evaluation System http://www.ccpdata.org. For technical assistance regarding CCP data forms or data entry via the online system, the Contractor shall contact the SAMHSA Disaster Technical Assistance Center (DTAC) at 1-800-308-3515 or DTAC@samhsa.hhs.gov.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. This will include monitoring of outcomes reports for achievement of desired objectives as outlined in Section 1.0 of this document, and successful completion of activities listed in 3.0 of this document.
- • The Contractor shall meet all grant reporting requirements, which shall include the following:
|
Report
(Program/Fiscal/Data)
|
Reporting Period
|
Due Date
|
|
First Quarter
|
11/14/22 to 2/12/23
|
3/14/23
|
|
Second Quarter
|
2/13/23 to 5/13/23
|
6/12/23
|
|
Final
Report
|
11/14/22 to 8/14/23
|
12/12/23
|
- • The quarterly report must include an interim budget expenditure report showing (1) an approved budget, (2) costs incurred and obligated expenditures, (3) approved budget modifications, and (4) an unspent balance. The report should be consistent with the cost categories and budget line items listed in the approved budget.
- • Documentation of financial expenditures and service delivery is part of the Quarterly Report. The Quarterly and Final Report Format, Template for Quarterly Financial Reporting, Template for Budget Adjustment Request, and Data Collection can be downloaded at https://www.samhsa.gov/dtac/ccp-toolkit/ccp-reporting.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved budget.
- • Contractor shall submit a monthly invoice to the Department for reimbursement containing the billing categories detailed in the approved CCP budget, along with detailed documentation of expenditures, subject to approval by the Department.
- Crisis Services TTI - Autism Foundation of Oklahoma
INTRODUCTION:
- • Autism Foundation of Oklahoma will support ODMHSAS by provide sensory kits, sensory kit training, and technical assistance.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services also referred to as ODMHSAS.
- • Contractor - Autism Foundation of Oklahoma.
WORK REQUIREMENT:
- • Contractor will create and provide sensory kits for adults and youth mobile crisis teams.
- • Contractor will provide training to ODMHSAS staff and contractors on proper use of sensory kits.
- • Contractor will provide technical assistance as needed.
PERFORMANCE MONITORING:
- • Quarterly and Annual Reporting to ODMHSAS designee, reports will include:
- • Total number of sensory kits created.
- • Total number of attendees trained.
- • Contractor shall provide additional requested information by ODMHSAS.
- Early Childhood Mental Health Consultation Training Center - Cleveland County First Five
- Early Childhood Service Intensity Instrument (ECSII) - Cleveland County First Five
WORK REQUIREMENTS:
- • Contractor will utilize the Early Childhood Service Intensity Instrument (ECSII) as part of a comprehensive assessment process for children under 5 years of age in Cleveland County.
- • Contractor will have anyone utilizing the ECSII to complete the online training modules available from AACAP.
PERSONNEL REQUIREMENTS:
- • Master’s level clinician, including home visitors, trained in utilization of specialty assessment tool, ECSII.
PERFORMANCE MONITORING:
- • Contractor will provide quarterly reports to ODMHSAS Senior Project Manager for IECMH and Lead Evaluator with OU-ETEAM on assessment, referral, and treatment activities to include number of children screened/assessed, referrals made, and number of children participating in treatment services.
COMPENSATION:
- • Contractor will provide services as described in the statement of work and bill $500/ per child assessed using the identified tool, ECSII.
- • Documentation will include information required for reporting of grant supported activities to SAMHSA.
- Enhanced Tier Payment System (ETPS)
INTRODUCTION:
- • This contract is to compensate the agency for the enhanced payment plan for CMHCs, established in accordance with attachment 4.19-B, page 24 of the Oklahoma Medicaid State Plan, as approved by the Center for Medicare and Medicaid Services (CMS) and the Oklahoma Health Care Authority (OHCA). The Oklahoma Department of Mental Health and Substance Abuse Services is the oversight agency for the enhanced payment.
WORK REQUIREMENT:
- • Measures selected for the enhanced payment outcomes:
- • Outpatient crisis service follow-up in 8 days.
- • Inpatient/crisis unit follow-up within 7 days.
- • Reduction in drug use.
- • Engagement: four services within 45 days of admission.
- • Medication visit within 14 days of admission.
- • Access to treatment for adults.
- • Improvement in Interpersonal Domain (CAR score).
- • Improvement in Medical/Physical Domain (CAR score).
- • Improvement in Self Care/Basic Needs Domain (CAR score).
- • Inpatient/Crisis unit community tenure of 180 days.
- • Peer support.
- • Access to treatment for children.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor and determine the appropriate payment amount based on the results of the outcome measures.
- • Benchmarks were established for ten of the twelve measures based on previous data collected from the Department’s data collection system. The two access measures are determined through phone calls made to the Community Mental Health Centers. Funding is allocated based on the number of clients served and agencies performance in relation to the benchmarks on each measure.
COMPENSATION:
- • ODMHSAS will initiate the enhanced payment process to determine the payment amount based on data results of the outcome measures. Data will be collected monthly and compensation will be made on agreed upon dates for payment based on final data run dates and ETPS funds collections.
- • Invoices shall be electronically submitted via the eProviderInvoice system or emailed to: contracts@odmhsas.org.
- Enhancing Compliance and Improving Outcomes for Justice-Involved Adults
INTRODUCTION:
- • Because substance use and mental health treatment are often a condition of court ordered compliance, ODMHSAS and Contractor are partnering to address and overcome individual roadblocks. For purposes of this agreement the scope of work will include enhancing compliance and improving outcomes for justice-involved adults.
WORK REQUIREMENTS:
- • Contractor will employ four (4) Peer Recovery Support Specialists (PRSSs) to work alongside TEEM participants who are assigned mental health support as part of their court-ordered requirements.
- • The PRSS employees will provide encouragement and support in recovery, assist with transports of participants to inpatient and outpatient treatment services, administer urinary analysis drug tests in compliance with court requirements, transport participants directly from the Oklahoma county jail to assessments and intake services, and provide wellness checks for participants who may be non-compliant with their treatment requirements.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Contractor shall submit invoices monthly based on documentation of expenditures, according to procedures determined by the Department.
- • Invoices shall be submitted electronically via the eProviderInvoice system.
- eSMI Outreach
- Mental Health Block Grant - eSMI Outreach
INTRODUCTION:
- • Contractor shall provide the resources necessary to conduct designated early Service Mental Illness (eSMI) Outreach activities.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to conduct higher education and hospital outreach within their service area(s) to connect with the age range that is most at risk for early Serious Mental Illness (eSMI), so to intervene at the earliest juncture (prior to significant consequences of mental illness like homelessness, multiple hospitalizations, etc.).
- • Contractor shall build collaborative relationships with counselor(s) and counseling centers within higher education such as universities, community colleges and technology center.
- • Contractor shall build collaborative relationships with staff of area hospitals.
- • Contractor shall provide training and technical assistance to higher education and area hospital staff as needed.
- • Contractor shall coordinate linkage to outpatient clinical assessment through CMHC to determine SMI designation, and if determined SMI to available EBP treatment services.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators.
- • Contractor shall be required to submit a monthly report of activities conducted; format to be determined by the ODMHSAS.
COMPENSATION:
- • Contractor will be reimbursed at 1/12 reimbursement with backup documentation. The back documentation, to be submitted for payment must contain the provider name, contact information, PO number, FEI number, a stipulation that the funds are federal funds, the billing period for services, the amount due and the contractor approval signature and date.
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Pivot)
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Red Rock)
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Restore OKC)
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Spring Eternal)
- Engaging Adversity, Surviving Trauma in OKC (EAST OKC)(Sunbeam)
- Evaluation - Cleveland County First Five
- The University of Oklahoma ETEAM will perform administrative, educational, and analytical services for the Oklahoma Department of Mental Health and Substance Abuse Prevention (ODMHSAS) CCFF to develop, implement, and manage the evaluation.
Performance Monitoring:
- • ODMHSAS will monitor the performance of the ETEAMy.
- • The ETEAM will provide an annual report of activities carried out pursuant to the Statement of Work.
ETEAM Evaluation Portal Services:
- • Implement ongoing development to enable evaluation portal to collect data on referrals, enrollment, services, and staffing and to run canned reports on process, progress, and outcomes at individual client, host provider agency, county, and state levels.
- • Develop and deploy surveys to collect data and provide additional information on partnerships and collaborations for CCFF.
ETEAM Evaluation for CCFF:
- • Assess implementation approach and strategies, including partnerships and collaborations and family involvement.
- • Determine/develop process and outcome indicators.
- • Determine/develop data collection instruments and processes at individual client, agency, and college levels.
- • Evaluate the efficacy and impact of the project in terms of outreach, access to services, implementation outcomes, and stakeholder perceptions, including what services had the most impact and how well the needs of children and families are being met.
- • Perform data analyses and identify quality assurance issues and concerning trends.
- • Provide training to provider staff via in-person and/or virtual formats on ODMHSAS children’s division evaluation, use of data on both individual and aggregate levels, program impact, and sustainability.
- • Staff Help Desk to provide tech support on evaluation, including data collection and outcomes, and address user issues and questions on evaluation portal.
- • Develop reports for individual child outcomes.
- • Develop reports to monitor progress and document outcomes.
- • Report evaluation findings to the stakeholders, including provider staff, partnering college staff, state staff, and members of the State Legislature.
COMPENSATION:
- • Reimbursement would be 1/12 methodology. Documentation would be standard documentation of expenses as allowed by their approved budget for the project. Deliverables are reports and necessary data to meet SAMHSA grant requirements.
- Evaluation, Data Collection, Reporting, and Strategic Support (OSU-CHS)
INTRODUCTION:
- • Oklahoma State University Center for Health Science (OSU-CHS) will provide prevention support services during Fiscal Year 2024 to the Oklahoma State Department of Mental Health and Substance Abuse Services (ODMHSAS) as outlined below. While providing these services OSU-CHS will follow ODMHSAS’ strategic plan, vision, mission, and guiding principles (Strategic Plan Website). Throughout the length of the contract between OSU-CHS and ODMHSAS, OSU-CHS will utilize the state’s prevention strategic plan and state and federal prevention funding to build an evaluation system known as Prevention Reporting System (PRS) and provide the training and technical resources necessary for subrecipients to utilize PRS. OSU-CHS will also provide services in the areas of support, planning, data collection, service reporting, workforce development, and evaluation as well as project management.
DEFINITIONS:
- • Community Based Prevention Services (CBPS) includes services provided by community coalitions, faith-based entities, and higher education campuses (otherwise known as Higher Education Prevention Services or HEPS).
- • Department – Oklahoma Department of Mental Health and Substance Abuse
Services; also referred to as the ODMHSAS
.
- • Contractor – OSU-CHS.
WORK REQUIREMENTS:
- • Contractor will be required to maintain up-to-date knowledge throughout the length of the contract in the following areas:
- • Prevention of alcohol, tobacco, and licit and illicit drug misuse.
- • Prevention of mental health problems and suicide.
- • Risk and protective factors for above.
- • Project Management:
- • Contractor shall facilitate regular communication and meetings with the ODMHSAS, including:
- • Weekly update emails from project manager to the ODMHSAS prevention managements team and to other OSU-CHS evaluation team personnel.
- • Monthly meetings for OSU-CHS team and senior prevention program managers, Sr. Director of Prevention Services, and Director of Decision Support Services (DSS).
- • Individual or group meetings as needed for evaluation, planning, TA, or reporting purposes.
- • Contractor shall develop an evaluation service plan by March 1, 2024.
- • Contractor shall maintain and provide ODMHSAS staff access to a collaborative a project management tool such as Asana and provide training on how to use the tool as needed.
- • On the occasion that there is a previously unanticipated need, the contractor requires, at minimum, a 5-workday lead time for urgent requests; during the course of typical/anticipated work outlined herein, the contractor anticipates a 10-workday lead time for requests.
- • Data Collection:
- • Contractor shall maintain the Prevention Reporting System (PRS), which is a system for entering, storing, and processing data for ODMHSAS Prevention employees and subcontractors.
- • The PRS will include the workplan, benchmarks, and monthly reporting for ODMHSAS subrecipients at varying levels depending on sector
- • Contractor shall maintain the following data collection forms within the PRS:
- • Botvin form.
- • Hub form.
- • State lockbox/disposal bag demographic form.
- • Naloxone/lockbox form for healthcare sector (may be combined with other forms).
- • Training and TA evaluation forms.
- • The PRS will have the following functionalities:
- • Secure sign on.
- • Provider profiles recorded within the system.
- • Document upload and storage by providers.
- • Collection of standardized service information related to the subcontractor’s workplan.
- • Tracking of defined measures for the program.
- • Reporting functionality.
- • Contractor shall work with the ODMHSAS to ensure prevention services are recorded in PRS following state and federal requirements and programmatic needs.
- • The data housed in the PRS as well as other ODMHSAS data housed in OSU-CHS’s REDCap system are the property of the ODMHSAS. Contractor shall not disseminate raw or aggregated data to any other person or entity without permission from the ODMHSAS. Contractor shall provide back-end access to the PRS and other REDCap reporting tools to the DSS and Prevention staff as needed.
- • Contractor shall make revisions to PRS as needed to ensure full functionality of the system.
- • Critical revisions will be made as soon as possible.
- • Non-critical requests will be fulfilled on a quarterly basis.
- • Contractor shall develop a PRS manual and quick reference guide videos for subrecipients on how to use and enter data into the PRS.
- • Prevention Evaluation Services:
- • Contractor shall provide the following evaluation services for CBPS coalitions, HEPS, and the opioid and stimulant scopes of service of the faith-network contract:
- • Continue to work with ODMHSAS designated staff/entities to orient to ODMHSAS’ needs and develop evaluation measures that meet state and federal requirements as well as OSU and ODMHSAS standards.
- • Plan and coordinate with SPF RX sub-recipients and ODMHSAS to collect and submit data annually to SAMHSA using the Annual Reporting Tool (ART).
- • Track all SMART objectives, process measures, and long-term outcome measures for all contracted prevention service providers.
- • Develop and execute state and local evaluation plans for coalitions, HEPS, and faith-based in collaboration with stakeholders. Provide tools for local evaluation, including a standardized template for specific types of interventions.
- • Participate in SAMHSA/PEP-C evaluation trainings, TA calls, and GPO calls
- • Develop written protocols for categorizing interventions and counting data for various process measures, taking into account differing federal grant reporting requirements.
- • Contractor shall work with ODMHSAS staff to develop and implement evaluation plans for the Harm Reduction, Business, K-12 School-based, and Healthcare sectors.
- • Work with trend data to set project goals and targets.
- • Contractor shall create reports or provide data for the reports listed in the Appendix. The content, format, and due dates may change as agreed upon by the ODMHSAS and the Contractor.
- • Content, format and due date changes will be submitted to contractor no less than two weeks prior to the due date.
- • Contractor shall ensure the following activities are incorporated into evaluation planning and implementation:
- • Engaging ODMHSAS and other relevant stakeholders to determine 1) what components of the programs need to be evaluated, 2) appropriate evaluation questions, 3) data collection and analysis procedures, and 4) how evaluation results should be reported and disseminated.
- • Collecting and analyzing relevant quantitative and/or qualitative data, including gathering qualitative data/success stories through discussions with subrecipients.
- • Summarizing and reporting data in format(s) as determined by meetings with the ODMHSAS and other relevant stakeholders.
- • Making recommendations on program improvements based on results.
- • Working with the ODMHSAS to ensure evaluation results are used appropriately.
- • Training/Technical Assistance and Capacity Building:
- • Contractor shall monitor providers’ PRS entries for errors, missing data, etc. and contact them directly to provide TA as needed.
- • Contractor shall provide biannual TA calls for each coalition and HEPS provider/agency to include the following:
- • Accuracy and understanding in PRS reporting of each process measure included in their individual reports.
- • Accurately counting the number of people planned and actually served/reached.
- • Discussing successes, challenges, sustainability.
- • SMART objectives and how to continue measuring those.
- • Ensuring providers are continuing to collect and track outcome/evaluation data and the frequency it is available.
- • Developing and implementing local evaluation plans.
- • Contractor shall assist and provide content for TA and trainings at quarterly coalition and HEPS trainings as needed as is relates to the evaluation of the program (PRS updates, benchmarks, evaluation reporting needs, etc.).
- • Contractor shall provide other trainings/TA upon request such as trainings/TA to ODMHSAS staff, agency partners/funders.
- • Contractor shall assist with proposals for state/national conferences and co-present with the ODMHSAS at in-state and out-of-state conferences and trainings as needed to showcase and highlight Oklahoma’s prevention outcomes.
- • Contractor shall assist in providing a minimum of one speaker for Prevention Grand Rounds. Contractor will be responsible for recruiting speaker, vetting with ODMHSAS, collecting information needed (e.g., bios, headshots, objectives, etc.), and paying any associated fees (e.g., speaker fee).
- • Contractor shall participate in the following workgroups:
- • State/Tribal Epidemiological Outcomes Workgroup (STEOW): Regularly attend meetings.
- • Evidence Based Practice Workgroup (EPBW): Assist in developing and establishing the EBPW organizational structure. Maintain a Leadership role on the EBPW Leadership Council, assist with agenda topics and the facilitation of the general EBPW meetings. Assist in the development of new resources and tools, such as the development of new matrices for each substance and other criteria needed for EBP reviews.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of OSU-CHS.
- • Contractor shall be responsible for documenting services delivered.
- • Progress, barriers, deliverables.
- • Weekly updates on OSU-CHS activities.
- • Contractor reporting to ODMHSAS shall include prompt notification of any barriers to meeting service goal targets.
- • The final report due July 31, 2024 will serve as the end of year report and will.
- • Summarize activities, progress and barriers related to the Work Requirements.
- • Report process and outcomes measures for the contracted projects.
- • Identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly invoices as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS. Contractor shall submit specified deliverables and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • A properly completed invoice must be submitted within 30 days of the end of each month which services were delivered and include the following items:
- • Name, address and FEI number of the Contractors.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoices icon. Contractor shall upload backup documentation of a completed and signed invoice (e.g., PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or 405-248-9054.
- • The State of Oklahoma has forty-five 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to ODMHSAS for six years from the ending date of the contract.
- Appendix
| Month |
Program |
Tasks |
Date Due |
| July |
CBPS |
Big Rocks Report |
7-Jul |
|
All |
Annual Evaluation |
30-Jul |
|
SPF-RX 2 |
Quarterly Report (April-June) |
25-Jul |
|
School Based Prevention Services |
Botvin LST Annual Report |
30-Jul |
| August |
CBPS |
Big Rocks Report |
7-Aug |
| September |
CBPS |
Big Rocks Report |
8-Sep |
|
CBPS - SPF-PFS II |
Quarterly Report (June 1-August 30) |
25-Sep |
|
CBPS - SPF-PFS II |
Biannual Disparate Population Report (March – August) |
25-Sep |
|
SPF-PFS II |
Annual Outcome Data Report |
25-Sep |
| October |
CBPS |
Big Rocks Report |
8-Oct |
|
Block Grant |
Block Grant Measures (July-June) |
1-Oct |
|
Block Grant |
Block Grant SAMHSA Tables |
15-Oct |
|
SOS |
Annual Report |
12-Oct |
|
SOS |
SOS Quarterly Program Instrument |
15-Oct |
|
School Based Prevention Services |
Botvin LST Quarterly Report |
15-Oct |
|
SPF-RX 2 |
Biannual Disparate Population Report (April-September) |
25-Oct |
|
SPF-RX 2 |
Quarterly Report (July-September) |
25-Oct |
| November |
CBPS |
Big Rocks Report |
8-Nov |
|
SPF-PFS II |
Annual Programmatic Report |
15-Nov |
|
SPF-RX2 |
Submit ART data to SAMHSA |
30-Nov |
| December |
CBPS |
Big Rocks Report |
8-Dec |
|
SPF-PFS II |
Quarterly Report (Sept-Nov) |
20-Dec |
|
|
RBSS/2M2L Report |
15-Dec |
|
SPF-RX2 |
Annual Report (Sept-Sept) |
15-Dec |
| January |
CBPS |
Big Rocks Report |
8-Jan |
|
SOS |
SOS Quarterly Program Instrument |
15-Jan |
|
School Based Prevention Services |
Botvin LST Quarterly Report |
15-Jan |
|
SPF-RX 2 |
Quarterly Report (October-December) |
25-Jan |
| February |
CBPS |
Big Rocks Report |
8-Feb |
|
Block Grant |
Block Grant Measures (July-Dec) |
1-Feb |
|
CBPS, RBSS, Harm Reduction |
Prevention Measures Report |
15-Feb |
| March |
CBPS |
Big Rocks Report |
8-Mar |
|
|
Evaluation Service Plan |
1-Mar |
|
SPF-PFS II |
Quarterly Report (Dec-Feb) |
25-Mar |
| April |
CBPS |
Big Rocks Report |
8-Apr |
|
SOS |
Mid-Year Report (Oct-March) |
15-Apr |
|
School Based Prevention Services |
Botvin LST Quarterly Report |
15-Apr |
|
SOS |
SOS Quarterly Reporting Instrument |
15-Apr |
|
SOS |
SOS Progress Report |
10-Apr |
|
SPF-RX 2 |
Quarterly Progress Report (January-March) |
25-Apr |
| May |
CBPS |
Big Rocks Report |
8-May |
| June |
CBPS |
Big Rocks Report |
8-Jun |
|
CBPS - SOS |
Quarterly SOS Program Instrument |
15-Jun |
|
SPF-PFS II |
Quarterly Report (March 1-May 31) |
25-Jun |
|
All |
Training/TA Evaluation Reports |
30 days after training/TA event |
| TBD |
Selected data in PRS (TBD) |
Quarterly Prevention Data Pull |
TBD |
| TBD |
|
Quarterly CBPS Provider (coalitions, HEPS, faith network, law enforcement) Data Pull |
TBD |
| TBD |
|
Annual CBPS Provider (coalitions, HEPS, faith network by scope of work) Data pull and summary for each individual provider/scope of work) |
TBD |
| TBD |
|
Annual LE Data Pull |
TBD |
| TBD |
|
Other data/reports as needed upon request by the ODMHSAS (including requests by schools and youth service agencies) |
TBD |
| TBD |
|
Annual HEPS Evaluation Report |
TBD |
- Faith Based Communities - Suicide Prevention - SOS
- Faith Based Training and Consultation - SOS Grant - Federal
This Statement of Work (“SOW”), effective as of July 1, 2023 (the “SOW Effective Date”) is entered into between Faith Partners (“Contractor”) and the Oklahoma Department of Mental Health and Substance Abuse Services (“ODMHSAS”) pursuant to the Contract for Training and Consultation or Other Integrated Services (the “Agreement”), to the extent applicable to the products and services set forth herein. The purpose of this SOW is to provide a general description of the project and an overall structure and schedule for deliverables as it relates to the implementation, training, evaluation, technical assistance and consultation of the project. All terms of the Agreement are hereby incorporated by reference.
INTRODUCTION:
- • The purpose of this project is to provide state and local faith-based stakeholders training, consultation, evaluation, technical assistance and educational materials to educate clergy and develop prevention/recovery congregational team ministries of all interested faith traditions throughout the state of Oklahoma.
- • The goal of this project is to develop a Statewide Coordination Team to train faith-based stakeholders to address substance use and mental health disorders through a network of congregational team ministries utilizing best practices of faith and science.
- • This SOW shall commence on July 1, 2023, and will end on June 30, 2024.
WORK REQUIREMENTS:
- • Contractor shall designate staff to oversee project planning, coordination and implementation.
- • Contractor shall recruit faith-based stakeholders and convene a Statewide Coordination Team.
- • Contractor shall facilitate engagement with ten (10) congregations to initiate, develop, and sustain substance use and mental health disorder prevention and recovery support ministries through coordination of training and ministry development process.
- • Contractor shall provide support services such as training, technical assistance, consultation, and follow-up to all participating faith-based stakeholders.
- • Contractor shall provide all necessary program materials and resources for project implementation.
- • Contractor shall provide additional Faith Partners readiness tools to interested faith-based stakeholders across the state and support faith-based sector on identifying needs.
- • Contractor shall partner with ODMHSAS funded service providers and coalitions (i.e., prevention, treatment, and recovery) across the state of Oklahoma to promote and initiate prevention services in the faith-based sector.
- • Contractor shall provide all required information and data reports to the Department for the purpose of monitoring the progress of program implementation.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the contractor. At a minimum, this shall include ongoing reviews of certain key process measures and project milestones as identified by the Department and Contractor.
- • The contractor shall submit a monthly report for all project deliverables to the Department by the 7th of each month for the preceding month in which services were delivered. The monthly report shall include: (1) a summary of activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identified key project challenges and methods to address challenges.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance, and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided by the Department and satisfactory completion of benchmarks will be verified prior to invoice approval to ensure the contractor is on pace for meeting contract requirements.
COMPENSATION:
- • Contractor may claim expenses for: Personnel costs (i.e., training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the end of each quarter, in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • The State of Oklahoma has forty-five (45) days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five (5) years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose of program administration shall not exceed 6% of the total contract amount.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property, or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for (6) six years from the ending date of the contract.
- Faith Based Training and Consultation - SOS Grant - Federal - Revised
This Statement of Work (“SOW”), effective as of July 1, 2023 (the “SOW Effective Date”) is entered into between Faith Partners (“Contractor”) and the Oklahoma Department of Mental Health and Substance Abuse Services (“ODMHSAS”) pursuant to the Contract for Training and Consultation or Other Integrated Services (the “Agreement”), to the extent applicable to the products and services set forth herein. The purpose of this SOW is to provide a general description of the project and an overall structure and schedule for deliverables as it relates to the implementation, training, evaluation, technical assistance and consultation of the project. All terms of the Agreement are hereby incorporated by reference.
INTRODUCTION:
- • The purpose of this project is to provide state and local faith-based stakeholders training, consultation, evaluation, technical assistance and educational materials to educate clergy and develop prevention/recovery congregational team ministries of all interested faith traditions throughout the state of Oklahoma.
- • The goal of this project is to develop a Statewide Coordination Team to train faith-based stakeholders to address substance use and mental health disorders through a network of congregational team ministries utilizing best practices of faith and science.
- • This SOW shall commence on July 1, 2023, and will end on June 30, 2024.
WORK REQUIREMENTS:
- • Contractor shall designate staff to oversee project planning, coordination and implementation.
- • Contractor shall recruit faith-based stakeholders and convene a Statewide Coordination Team.
- • Contractor shall facilitate engagement with ten (10) congregations to initiate, develop, and sustain substance use and mental health disorder prevention and recovery support ministries through coordination of training and ministry development process.
- • Contractor shall provide support services such as training, technical assistance, consultation, and follow-up to all participating faith-based stakeholders.
- • Contractor shall provide all necessary program materials and resources for project implementation.
- • Contractor shall provide additional Faith Partners readiness tools to interested faith-based stakeholders across the state and support faith-based sector on identifying needs.
- • Contractor shall partner with ODMHSAS funded service providers and coalitions (i.e., prevention, treatment, and recovery) across the state of Oklahoma to promote and initiate prevention services in the faith-based sector.
- • Contractor shall provide all required information and data reports to the Department for the purpose of monitoring the progress of program implementation.
- • Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the contractor. At a minimum, this shall include ongoing reviews of certain key process measures and project milestones as identified by the Department and Contractor.
- • The contractor shall submit a monthly report for all project deliverables to the Department by the 7th of each month for the preceding month in which services were delivered. The monthly report shall include: (1) a summary of activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identified key project challenges and methods to address challenges.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance, and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided by the Department and satisfactory completion of benchmarks will be verified prior to invoice approval to ensure the contractor is on pace for meeting contract requirements.
COMPENSATION:
- • Contractor may claim expenses for: Personnel costs (i.e., training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • A properly completed invoice shall be electronically submitted using the e-Provider Invoice application in Access Control within fifteen (15) days of the end of each quarter, in which services were delivered and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • The State of Oklahoma has forty-five (45) days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five (5) years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with invoices but shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose of program administration shall not exceed 6% of the total contract amount.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be reimbursed to the contractor at rates up to the allowable amounts defined within the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property, or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for (6) six years from the ending date of the contract.
- Families in Transition (FIT) Program (Tulsa County District Court)
INTRODUCTION:
- • Funding provided pursuant to this contract addendum is to support the delivery of services to achieve the following objectives:
- • Stabilizing families and fostering co-parenting relationships to reduce the impact on children.
- • Linking families and children to needed services and resources.
- • Assisting judges with data tracking, case coordination, follow-up on compliance with court orders and timely case processing.
- • Creating an environment that supports judges, court staff, and attorneys so they can respond effectively to help divorcing families.
WORK REQUIREMENTS:
- • The Contractor shall furnish the necessary resources to provide the following services, including but not limited to:
- • Educate parents on the needs of their children during this potentially adversarial time.
- • Manage judicial dockets for the divorcing parents’ accessibility to both legal and social services offered through Tulsa.
- • Family court staff members will help parents and their children through an often overwhelming and seemingly complicated process of divorce.
- • Staffing for this program will include at least one Family Resource Coordinator (1.0 FTE) who will see over 8,646 divorcing couples, provide over 360 mediations to pro se cases, and will attend over 600 hours of court hearings. In addition, this staff person(s) will:
- • Help self-represented families navigate the legal system.
- • Connect families with needed social services, child support, and financial resources.
- • Help self-represented cases at the Parenting Planning Conference docket work out temporary orders, resulting in financial and visitation agreements.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall provide an annual written report of the activities carried out pursuant to the Statement of Work. Contractor shall provide such detail as the Department may require.
- Family and Youth Support Substance Use and Disorder Education and Advocacy
- FEMA CCP Grant Crisis Counseling Assistance and Training Regular Services Program (CCP)
INTRODUCTION:
- • The Department of Mental Health and Substance Abuse Services (ODMHSAS) has been funded by the Federal Emergency Management Agency (FEMA) to implement the Crisis Counseling Assistance and Training Regular Services Program (CCP). The ODMHSAS will support Contractor in developing services to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • Persons served through the CCP will experience a decrease in disaster-related traumatic reactions as evidenced by better understanding of how disasters affect their behavior, more positive outlook and satisfaction with the program as evidenced by positive program satisfaction reported by 60 percent of person’s returning the CCP Participant Feedback Survey.
- • The mission of the Crisis Counseling Assistance and Training Program (CCP) is to assist individuals and communities in recovering from the challenging effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services.
- • The CCP is:
- • Strengths Based: CCP services promote resilience, empowerment, and recovery;
- • Anonymous: Crisis counselors do not classify, label, or diagnose people; no records or case files are kept;
- • Outreach Oriented: Crisis counselors deliver services in the communities rather than wait for survivors to seek their assistance;
- • Conducted in Nontraditional Settings: Crisis counselors make contact in homes and communities, not in clinical or office settings; and
- • Designed To Strengthen Existing Community Support Systems: The CCP supplements, but does not supplant or replace, existing community systems.
- • The CCP strives to:
- • Reach large numbers of people affected by disasters through virtual and telephone outreach to shelters, homes, and other locations;
- • Assess the emotional needs of survivors and make referrals to traditional behavioral health services when necessary;
- • Identify tangible needs and link survivors to community resources and disaster relief services;
- • Provide emotional support, education, basic crisis counseling, and connection to familial and community support systems;
- • Train and educate CCP staff and other community partners about disaster reactions, appropriate interventions, and CCP services;
- • Develop partnerships with local disaster and other organizations;
- • Work with local stakeholders to promote community resilience and recovery;
- • Collect and evaluate data to ensure quality services and justify program efforts; and
- • Leave behind a permanent legacy of improved coping skills, educational and resource materials, and enhanced community linkages.
WORK REQUIREMENTS:
- • The Contractor shall meet the goals of the CCP through provision of the following menu of services, as appropriate.
- • Individual Crisis Counseling: Help survivors understand their reactions, improve coping strategies, review their options, and connect with other individuals and agencies that may assist them;
- • Basic Supportive or Educational Contact: General support and information on resources and services available to disaster survivors;
- • Group Crisis Counseling: Group sessions led by trained crisis counselors who offer skills to help group members cope with their situations and reactions;
- • Public Education: Information and education about typical reactions, helpful coping strategies, and available disaster related resources;
- • Community Networking and Support: Relationship building with community resource organizations, faith-based groups, and local agencies;
- • Assessment, Referral, and Resource Linkage: Adult and child needs assessment and referral to additional disaster relief services or mental health or substance abuse treatment;
- • Development and Distribution of Educational Materials: Flyers, brochures, tip sheets, educational materials, and Web site information developed and distributed by CCP staff; and
- • Media and Public Service Announcements: Media activities and public messaging in partnership with local media outlets, State and local governments, charitable organizations, or other community brokers of information;
- • Contractor shall report contracted services through the CCP Online Data Collection and Evaluation System.
- • Data on service delivery must be collected in accordance with the FEMA Crisis Counseling Assistance and Training Program data toolkit as approved by the U.S. Office of Management and Budget (OMB No. 0930-0270) with an expiration date of 08/31/2015. The Contractor must use the Individual Crisis Counseling Services Encounter Log, Group Encounter Log, Weekly Tally Sheet, Participant Feedback Survey, Adult Assessment and Referral Tool, Child/Youth Assessment and Referral Tool, and Service Provider Feedback Survey as appropriate. All forms are included in the data toolkit and are required in the CCP.
- • Contractor shall identify an individual to serve as the lead contact for management of all data collection activities. All staff involved in outreach and service delivery must be specifically trained in the data collection requirements using the FEMA Crisis Counseling Assistance and Training Program data toolkit and data must be entered via the CCP Online Data Collection and Evaluation System http://www.ccpdata.org. For technical assistance regarding CCP data forms or data entry via the online system, the Contractor shall contact the SAMHSA Disaster Technical Assistance Center (DTAC) at 1-800-308-3515 or DTAC@samhsa.hhs.gov.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of Contractor. This will include monitoring of outcomes reports for achievement of desired objectives as outlined in Section 1.0 of this document, and successful completion of activities listed in 3.0 of this document.
- • The Contractor shall meet all grant reporting requirements, which shall include the following:
| Report (Program/Fiscal/Data) |
Reporting Period |
Due Date |
| First Quarter |
9/11/23 – 12/11/23 |
1/10/24 |
| Second Quarter |
12/12/23 – 3/12/24 |
4/11/24 |
| Final Report |
9/11/23 – 6/10/24 |
10/8/24 |
- • The quarterly report must include an interim budget expenditure report showing (1) an approved budget, (2) costs incurred and obligated expenditures, (3) approved budget modifications, and (4) an unspent balance. The report should be consistent with the cost categories and budget line items listed in the approved budget.
- • Documentation of financial expenditures and service delivery is part of the Quarterly Report. The Quarterly and Final Report Format, Template for Quarterly Financial Reporting, Template for Budget Adjustment Request, and Data Collection can be downloaded at https://www.samhsa.gov/dtac/ccp-toolkit/ccp-reporting.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved budget.
- • Contractor shall submit a monthly invoice to the Department for reimbursement containing the billing categories detailed in the approved CCP budget, along with detailed documentation of expenditures, subject to approval by the Department.
- Flex Funds
Flexible funds should never be disbursed as cash to clients. Funds must be disbursed as direct reimbursement for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources of funding have been exhausted.
FLEX FUNDS:
Flex Funds are also designed to secure adequate shelter for consumers who meet DMHSAS Eligibility Criteria (and their families), as well as to access community-based activities and goods to support independence and positive treatment outcomes. Contractors must assure Flex Funds primarily benefit consumers who are also receiving Case Management services, Home-based services, or approved Wraparound and Systems of Care services.
Allowable Services:
- • Rent and Deposits – Documented rental deposits and first month’s rent to assist in initial placement, or a single month’s rent to avoid eviction. This may also include apartment rent and deposits for adolescent consumers living independently. Monthly rental expenses are allowed on a limited basis. These are designed to be temporary in nature. Case manager should assist the client in finding alternative financial resources such as work, disability payments, etc., as soon as possible.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas, electric. May not be used for phone, cable/satellite TV or similar payments. Monthly utility payments are allowed on a temporary basis, to include water/sewer/garbage; gas; electric. May not be used for cable/satellite TV or similar payments.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door locks, and insect fumigation are also permitted
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the client until such time as other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months unless there is documentation that the appliance is no longer working.)
- • Medication – Medication necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Medical/Dental Expenses – Medical/Dental expenses necessary to prevent physical/psychiatric hospitalization or out-of-home placement.
- • Other Services – Purchased services designed to meet the consumers’ and families’ needs as part of the treatment plan. Examples include tutoring, mentoring, group and family counseling, job placement, therapeutic or recreational services, and educational or vocational advocacy.
- • Additional Allowance for children in DMHSAS approved Homebased, Wraparound, or Systems of Care Services – Expenses for recreational activities. Miscellaneous expenses as necessary to assist in normalizing a child’s life. Examples include: karate, dance or music lessons, equipment for sports, uniforms for boy or girl scouts, membership at a boys or girls club or YMCA, swimming lessons, expenses for a field trip, uniforms for employment, pet food, etc.
Note: Any purchases of $500 or more on behalf of a child or family in the Wraparound and Systems of Care Services must have prior approval by the ODMHSAS Director of Children’s Services or the ODMHSAS Systems of Care Specialist.
- Flex Funds - Housing
- Flex Funds - Housing (HOPE)
- Harm Reduction Vending Machine Refills
- Higher Education Prevention Services (ECU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at East Central University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15th, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- • Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- • Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- • Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- • Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (LU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Langston University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (NEOA&M)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Northeastern Oklahoma A&M by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (NSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Northeastern State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (NWOSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Northwestern Oklahoma State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OCCC)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Oklahoma City Community College, by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OPSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Oklahoma Panhandle State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Oklahoma State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (OU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at University of Oklahoma by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (Rose State)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Rose State College by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (RSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Rogers State College by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 2 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by May 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e., training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (SOSU)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at Southeastern Oklahoma State University by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Higher Education Prevention Services (UCO)
INTRODUCTION:
- • Contractor shall provide Higher Education Prevention Services (HEPS) for Opioids, and/or stimulant misuse, and access to suicide prevention education at University of Central Oklahoma by faculty/staff and students, for faculty/staff and students. Based on a campus needs assessment other substances may be justified by contractor.
- • Contractor acknowledges to utilize ODMHSAS processes/guidance on conducting HEPS; which aligns with ODMHSAS Strategic Plan (attached).
- • Funding for this contract is for 3 years, renewable each year contingent on performance and availability of funding of state and/or federal funding.
- • Contractor shall be reimbursed on a 1/12th basis, based on meeting defined performance and reporting benchmarks for the 12-month contract period. Benchmark measures will be provided upon award and must be submitted with monthly invoice. Satisfactory completion of benchmarks will be verified prior to invoice approval to ensure Contractor is on pace for meeting contract requirements.
- • Funds shall be used to support program expenses, including personnel for planning and coordination, service delivery, reporting, and evaluation.
- • Contractor agrees to provide, as a condition of contract award and irrespective of the availability of funding pursuant to the contract, HEPS to the campus/campuses of focus, and must seek and receive ODMHSAS approval prior to refusing any HEPS services to any person or entity meeting eligibility criteria.
- • Contractor is expected to coordinate services with ODMHSAS funded prevention and treatment service providers, and local educational agency(ies) (LEA) within their coverage areas.
- • Contractor shall implement five of the following CSAP-6 primary prevention strategies: Community Based Processes, Environmental Strategy, Information Dissemination/Communication Strategy, Prevention Education, Problem Identification and Referral.
- • Contractor shall hire or identify an or minimum of one part-time (.5 FTE) staff members to serve as qualified coordinator. This position can be filled by a university employee or a hired contractor that meets the faculty/staff/ student requirement. All personnel are expected to provide direct services under the contract. Project staff shall be hired by August 15, 2023, or within 45 days of the receipt of the signed contract. Any staff changes shall be submitted to ODMHSAS. Staff shall have the knowledge and experience necessary to coordinate HEPS projects and shall obtain Certified Prevention Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist (APS) for non-degreed staff certification, through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start, whichever is longer. Staff shall complete Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards in the ODMHSAS Strategic Plan.
- • Funding for this contract period is July 1st, 2023 - June 30th, 2024, renewable each year contingent on performance and availability of funding of state and/or federal funding.
WORK REQUIREMENTS:
- • Contractor shall:
- Needs Assessment:
- • Utilize a campus needs assessment and identify any substance abuse and misuse priorities (i.e., opioids, stimulants and suicide prevention) needs to be addressed. Contractor shall submit annual needs and resource assessment reports as recommended by ODMHSAS.
- • Contractor shall identify it’s disparate population, and incorporate plans to address same in each of the steps of the SPF process Strategic Prevention Framework (SPF).
- • Contractor shall recruit and secure students within the identified campus community to complete the recommended National College Health Assessment (NCHA) or other recommended campus survey(s) to collect data for the student population. Contractor shall also recruit and secure participants for the recommended survey(s) of campus faculty and staff. Data relevant to the program from the student and faculty/staff surveys shall be included in the needs assessment submitted by the Contractor and shared with ODMHSAS for evaluation purposes. If aggregate data cannot be provided, Contractor shall provide the ODMHSAS with raw data files from the student and faculty/staff campus surveys.
- • Supplier shall participate and assist with periodic community readiness assessments/ community surveys throughout the project period conducted with ODMHSAS evaluators to include the Tri-Ethnic Readiness Community Assessment or other identified key-informant interviews.
- • Conduct a coalition readiness assessment annually, specifically the Diagnosing the Health of your Coalition assessment tool and facilitate campus coalition training/recruitment shall be conducted to build capacity and readiness levels to achieve outreach objectives.
- Building Capacity and Communication Development:
- • Develop or collaborate with an established campus coalition that will target the identified substance abuse issues (opioids, stimulants and suicide prevention) for prevention. Should hold a minimum of nine coalition meetings annually. (Sign-in sheets and meeting minutes should be submitted monthly to ODMHSAS in the Prevention Reporting System (PRS)).
- • Collaborate with ODMHSAS and the other ODMHSAS contracted Higher Education Prevention Service Providers in the creation and development of a State Coordinated HEPS Collaborative Action Group.
- • Participate and contribute representation from your campus to engage in the State Higher Education Prevention Services Collaborative Action Group.
- • Contractor shall develop partnerships relevant to the priority issue (opioids and stimulants) and selected CSAP/ prevention evidence-based strategy.
- • Contractor shall participate in all HEPS provider trainings provided by ODMHSAS throughout the contract year and participate/attend any other Prevention Workrooms/ Prevention Grand Rounds throughout the contract year.
- • Contractor shall document relationship development with identified strategic partners/constituents and how the relationship advances action plan goals.
- • Ensure that campus outreach will mobilize to deliver training, disseminate communication material, increase mental health resources, drive service referrals, and increase campus action on identified substances, opioids, stimulants and suicide prevention.
- • Utilize the ODMHSAS, Ok I’m Ready campaign at https://okimready.org/ or other ODMHSAS streamlined materials (print, web, video, etc.) to communicate to the public about opioid and stimulant services.
- • Contractor shall cite SAMHSA (Substance Abuse and Mental Health Services Administration), and the ODMHSAS (Oklahoma Department of Mental Health and Substance Abuse Services) as its funding source on all prevention publications, marketing materials, websites, and public reports.
- • Contractor shall obtain prior approval from the ODMHSAS for all purchase requests for marketing materials before dissemination within the identified community and follow required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana, or alcohol industries are used in the delivery of prevention services.
- • Any out of state travel supported by this contract shall require prior written approval from the ODMHSAS. Contractor shall submit proper written justification in an ODMHSAS prescribed format for the out of state travel that states how the training will advance the campus work on the priority issue and the specific plans to transfer learned knowledge and skills to the campus taskforce/ HEPS coalition(s).
- • Contractor shall collaborate with ODMHSAS staff/ field representative regularly to ensure contract requirements are met at the local campus level in a timely and effective manner.
- Planning/Implementation:
- • Implement an ODMHSAS streamlined Higher Education Prevention Services (HEPS) action plan that will utilize both universal and targeted media and information dissemination strategies on opioid and/or stimulant use, prescription opioid storage and disposal, suicide prevention and reducing access to lethal means. This operative approach will increase delivery of key health, safety and service access messages that will provide an intentional focus on the general student/faculty/staff population and students/faculty/staff at risk for opioid misuse, opioid use disorder, and opioid overdose, stimulant use and suicide. The action plan shall be in the format prescribed by the ODMHSAS and shall include:
- • A logic model with assessment summary, goals, measurable objectives, key tasks, timelines related to priority indicators and community services.
- • Track the number of media impressions, students/faculty/staff reached, referrals, materials disseminated.
- • Promote Higher Education Prevention Services (HEPS), Overdose Education and Naloxone Distribution (OEND) services, and treatment services available to those at risk and those who can reach others at risk, including faculty, staff, student organizations and athletic departments.
- • Disseminate education material on prevention of opioid and stimulants misuse/abuse, overdose prevention, naloxone administration, suicide prevention, access to SUD treatment services, and other related issues identified through the needs assessment.
- • Contractor shall adhere to/and implement the ODMHSAS approved HEPS based action plan and utilize funds to implement only approved strategies within the college campuses.
- • Contractor shall be responsible for coordinating the implementation of the HEPS based action plan, specifically around primary prevention interventions for Perception of Harm, Social Availability, Medical Availability (optional), Campus/Peer Norms Messaging and secondary prevention interventions for Problem Identification and Referral.
- • Coordination shall include providing and organizing the resources, expertise, and training necessary to implement the HEPS based action plan. Other Prevention Strategies to implement on campus include Media Campaigns, Peer Norms Messaging, Information Dissemination, Policy of Safe Use, Safe Storage, and Safe Disposal, Substance-Free Events/Housing Policies, Naloxone Kits, Suicide Prevention Training, and Opioid prescribing in College Health.
- • Contractor will develop a communication plan to ensure advocacy efforts are conducted regularly and routinely within the community of focus. Direct and Indirect populations should be identified.
- • Contractor shall implement all five (5) of the CSAP six (6) primary substance use prevention strategies: Community Based Processes, Environmental strategy, and Information Dissemination/Communication Strategy; Prevention Education, Problem Identification and Referral that addresses the intervening variables/risk factors for the problem area(s) as in the state logic model.
- • Contractor shall carry out the implementation of evidence-based or effective strategies that address the campus priority in a culturally competent and sustainable manner while maintaining fidelity.
- • Contractor shall produce a minimum of one unduplicated earned media output bi-monthly (6 total outputs for the contract year) that appear in social, broadcast or print media per contract year in the campus. Media outputs shall directly relate to advancing the goals/priority of the HEPS-based action plan.
- • Funds shall be used to support program costs including staff for program planning, training, implementation, reporting and evaluation.
- Evaluation and Reporting Requirements:
- • Contractor shall enter required information into designated Prevention Reporting System (PRS) within 30 days of action plan approval. The format will be prescribed by the ODMHSAS.
- • Contractor shall collect all relevant process evaluation data as prescribed by the ODMHSAS. Process data includes, but is not limited, to sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, and certificates of participation.
- • Contractor shall participate in the development of a local evaluation plan in collaboration with the ODMHSAS. Contractor shall complete monthly program reporting/evaluation reports by the 7th of the month following the month of services and submit as directed.
- • Contractor shall complete the set monthly benchmarks by the 7th of the month following the month of services and submit as directed and submit to the Prevention Reporting System.
- • Contractors shall complete applicable federally required data collection requirements.
- • Submit a one-year plan budget detail worksheet by July 10th, 2023.
- • Contractor shall participate in ongoing reviews of certain performance indicators including but not limited to an annual site review by the ODMHSAS.
- • If the Contractor chooses to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
- • Contractor shall participate in all mandatory evaluation activities including the submission of reports and other information within the designated timeframe and in a format prescribed by the ODMHSAS.
PERFORMANCE MONITORING:
- • Oklahoma Department of Mental Health and Substance Abuse Services will monitor the performance of the Contractor.
- • Contractor shall report on progress toward contract activities and submit to the Department by the 7th of every month. Reports shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcomes measures for the project; and (3) identify key project challenges and methods to address challenges.
- • Contractor shall submit monthly billing documentation as outlined in the Compensation section.
COMPENSATION:
- • Contractor may claim expenses for: personnel costs (i.e. training, technical assistance, evaluation, research, program coordination), supplies, travel, and indirect fees every 30 days.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices and any allowable performance-based payment.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from the Department.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs are limited to 12% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
- Housing and Support Services - Second Chance Reentry (GRAND)
INTRODUCTION:
- • This is an outcomes-based reentry project that will provide reentry services to those coming out of correctional facilities. This project will serve Northeastern and Northcentral Oklahoma through an array of trauma-informed services that promote quality of life for consumers. GRAND has offices in Craig, Delaware, Kay, Mayes, Noble, Nowata, Osage, Ottawa, Pawnee, Payne, Rogers, and Washington Counties. GRAND will provide supported transitional living through a scattered site model for these reentry individuals while connecting them to an array of support and treatment services to include but not limited to case management, Individual Placement and Support (supported employment and education), seeking safety groups, outpatient SUD, SOAR, MAT, AOT, CWIC, social activities, nursing/medical services, and individual/group therapy.
WORK REQUIREMENTS:
- • Contractor shall have a third-party evaluator approved by ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following metrics:
- • On-time Start Date
- • Completed ORAS Assessment
- • Outreach with participant at least 30 days prior to reentry
- • Outreach with client at least 60 days prior to reentry
- • Warm handoff day of reentry
- • Timeliness and Completeness of Data each month
- • Meeting targeted monthly goals for project success
- • Housing Attainment and Stabilization within 4 months
- • Housing Attainment and Stabilization within 6 months
- • Stably housed at 6 months after safe, affordable, and appropriate housing has been secured
- • Stably housed at 12 months after safe, affordable, and appropriate housing has been secured
- • Benefits Started
- • Job start at livable wage
- • Education status improvement from entry to project exit
- • CWIC review for self-sufficiency plan
- • Substance use relapse prevention (participant does not have to enter residential treatment)
- • Recidivism reduction at 6 moths (no rearrest, reconviction, reincarceration, and revocation that led to DOC reincarceration)
- • Recidivism reduction at 12 moths (no rearrest, reconviction, reincarceration, and revocation that led to DOC reincarceration).
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments. Invoices will be submitted through the E-Provider Invoice system by the 15th of each month.
- Identification and Early Treatment Support – OK County District Attorney’s Office
INTRODUCTION:
- • This contract is provided to support the Oklahoma County District Attorney’s office in staffing a program to identify and divert individuals who have been arrested for a criminal offense and are being booked into the Oklahoma County Detention Center (OCDC) with behavioral health treatment needs.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide at least two (2) full time attorneys dedicated to daily review of behavioral health assessments and recommendations from the Oklahoma County Public Defender’s Office or by jail administrator request to divert individuals from and out of OCDC into appropriate treatment and/or diversion programs.
- • Establish criteria and processes for individuals being booked into OCDC for a criminal offense to be considered for OR, or conditional bonds, medical release, or civil commitment to allow for direct admission into treatment services. Shall minimally include:
- • Being available to review daily mental health assessments for individuals assessed with serious mental health or behavioral health needs at the jail, prior to booking for placement other than OCDC;
- • Being available for daily consideration of OR, or conditional bonds, and medical release, or civil commitment to psychiatric treatment services for individuals in OCDC who are assessed as meeting criteria for emergency detention; and
- • A point of contact for ODMHSAS and ODMHSAS-contracted treatment providers to collaborate with on these requests.
- • Participate in all Oklahoma County Treatment Programs, including ODMHSAS funded diversion programs, within the county criminal justice system, including establishing criteria and a process for individuals to be considered for diversion program participation which prioritizes timely access to treatment services.
- • Publicly display ODMHSAS information for 988 and free Naloxone mailout program.
- • Notify ODMHSAS Advocate General of any barriers in any individuals accessing treatment services.
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to this contract.
COMPENSATION:
- • Contractor shall submit a monthly invoice based on expenditures. Documentation for Contractor expenditures is required prior to payment.
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- Identification and Early Treatment Support – OK County Public Defender’s Office
INTRODUCTION:
- • This contract is provided to support the Oklahoma County Public Defender’s office in staffing of treatment and diversion support for individuals with behavioral health treatment needs involved in the Oklahoma County criminal justice system, and to expedite those individuals into needed treatment.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide at least the equivalent of one (1) full time staff attorney dedicated to supporting treatment and diversion opportunities, including being on-call and available 24-7 to divert individuals from and out of the jail. Public Defender will also provide staff attorney stipends for attorneys to be present in jail on Saturdays from 8:00 a.m. to 12:00 p.m. and one to two evenings a week from 5:00 p.m. to 8:00 p.m. or as needed on other evenings to immediately identify and talk to individuals in jail with behavioral health concerns so they can be diverted from jail.
- • Establish criteria and process for individuals to be considered for OR bonds and/or case dismissals to allow for direct admission into treatment services. Shall minimally include:
- • The 24/7 on-call diversion of individuals assessed with serious mental health needs at the jail, prior to booking;
- • The 24/7 on-call consideration of OR bonds or case dismissals for civil commitment to psychiatric treatment services for individuals in the jail who are assessed as meeting criteria for emergency detention; and
- • A point of contact for ODMHSAS and ODMHSAS-contracted treatment providers to collaborate with on requests.
- • Participate in ODMHSAS funded diversion programs within the county criminal justice system, including establishing criteria and a process for individuals to be considered for diversion program participation which prioritizes timely access to treatment services.
- • Publicly display ODMHSAS information for 988 and free Naloxone mailout program.
- • Notify ODMHSAS Advocate General of any barriers in any individuals accessing treatment services.
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to this contract.
COMPENSATION:
- • Contractor shall submit a monthly invoice based on expenditures. Documentation for Contractor expenditures is required prior to payment.
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- Identification and Early Treatment Support – OK County Public Defender’s Office - Revised
INTRODUCTION:
- • This contract is provided to support the Oklahoma County Public Defender’s office in staffing of treatment and diversion support for individuals with behavioral health treatment needs involved in the Oklahoma County criminal justice system, and to expedite those individuals into needed treatment.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide at least the equivalent of one (1) full time staff attorney dedicated to supporting treatment and diversion opportunities, including being on-call and available 24-7 to divert individuals from and out of the jail, and any necessary preparation, screening, and general support of the goals of this contract. Public Defender will provide staff attorney stipends for attorneys to screen and prepare a list of individuals to be seen and to be present in jail on weekends and evenings during times identified as most beneficial for the goals of the contract, to immediately identify and talk to individuals in jail with behavioral health concerns so they can be diverted from jail.
- • Establish criteria and process for individuals to be considered for OR bonds and/or case dismissals to allow for direct admission into treatment services. Shall minimally include:
- • The 24/7 on-call diversion of individuals assessed with serious mental health needs at the jail, prior to booking;
- • The 24/7 on-call consideration of OR bonds or case dismissals for civil commitment to psychiatric treatment services for individuals in the jail who are assessed as meeting criteria for emergency detention; and
- • A point of contact for ODMHSAS and ODMHSAS-contracted treatment providers to collaborate with on requests.
- • Participate in ODMHSAS funded diversion programs within the county criminal justice system, including establishing criteria and a process for individuals to be considered for diversion program participation which prioritizes timely access to treatment services.
- • Publicly display ODMHSAS information for 988 and free Naloxone mailout program.
- • Notify ODMHSAS Advocate General of any barriers in any individuals accessing treatment services.
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to this contract.
COMPENSATION:
- • Contractor shall submit a monthly invoice for 1/12 of the contract. No backup documentation is needed.
- Infant Toddler Court - Evaluation (KU)
- Infectious Diseases Training and Education (OUHSC)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide information about Human Immunodeficiency Virus (HIV), Hepatitis C, and Mycobacterium Tuberculosis (TB) to substance abuse treatment professionals at ODMHSAS operated and funded facilities. This information is designed to allow the substance abuse treatment professionals to feel confident and ‘up-to-date’ with regard to disseminating this information to consumers in educational groups and individual counseling sessions.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide continuing education training through on-demand web- based seminars for substance abuse treatment professionals at ODMHSAS operated and funded settings designed to address the following:
- • Educate participants about Human Immunodeficiency Virus (HIV), Hepatitis C, and Mycobacterium Tuberculosis (TB) and how they are acquired. This education would include intravenous drug usage and encompass needle-sharing regulations and practices, as well as, safer-sex practices.
- • Give a list of where participants can be tested for Hepatitis C, HIV, and TB, what the tests entail, and the costs of the test.
- • Educate participants how HIV, Hepatitis C, and TB are treated, including infection control procedures.
- • Disseminate a list of resources for provider care for treatment of HIV, Hepatitis C, and TB.
- • Explain how referrals are to be made for consumers identified as having HIV, Hepatitis C, and TB.
- • Discuss costs associated with prevention and treatment.
- • Offer continuing education units (CEUs) to participants who are licensed/certified.
- • Provide digital and/or physical copies of all information from online seminars to participants.
- • Conduct an assessment of the knowledge gained by participants during each seminar through the use of pre- and post-test assessment.
- • Provide services, training, technical assistance, and consultation under the Oklahoma University Health Sciences Center Infectious Disease Institute program.
- • Workshops and presentations will be provided throughout the year for the annual conference and as arranged with Contractor.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to the Statement of Work and any other details that the ODMHSAS may require. Such report shall be submitted to designated ODMHSAS contract monitor, no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). The report shall include fiscal spending as well as progress toward the responsibilities outlined on the work plan above. Reports will give a summary of work started and/or completed, and a listing of participants with their agencies who participated in online training and workshops/presentations each quarter.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor represents all billings will be based on actual costs incurred. Expenses will be incurred and billed in accordance with the approved budget. All costs billed will be supported by documentation, maintained on file and available for review, including copies of paid invoices, payroll records, time reports, and approved methods for application of indirect costs.
- • Travel will be reimbursed based on actual and reasonable expenses.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Department.
- Inpatient
INTRODUCTION:
- • This contract is to provide funding for certain and necessary inpatient services that may be required in support of outpatient and other services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall provide for necessary psychiatric inpatient services. Necessary psychiatric inpatient services may be provided directly or by purchasing such from general or specialty hospitals, in accordance with the appropriate standard of care.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor.
- • Documentation including, but not limited to, the following sections shall be presented with each monthly invoice:
- • Patient account number;
- • Patient name;
- • Admit date;
- • Discharge date;
- • # of days; and
- • Amount of cost per client.
COMPENSATION:
- • Expenditures for inpatient services shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Expenditure documentation, pursuant to a Department-approved budget, shall separately identify:
- • Actual and direct costs incurred by Contractor in the purchase of necessary inpatient services.
- • Actual and direct costs incurred by Contractor in the direct operation of an inpatient unit, proportionate to the number of patient days to eligible clients served in such unit pursuant to this contract.
- • An additional amount not to exceed three percent to compensate Contractor for the necessary administration of such services.
- • Any funding not needed for such purposes, due to efforts of Contractor to emphasize the delivery of outpatient services and minimize the use of inpatient services, may be made available upon request to reimburse Contractor for any eligible but uncompensated services provided pursuant to Contractor’s direct services contract (fixed rate contract).
- Inpatient (CREOKS)
INTRODUCTION:
- • This contract is to provide funding for certain and necessary inpatient services that may be required in support of outpatient and other services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall provide for necessary psychiatric inpatient services. Necessary psychiatric inpatient services may be provided directly or by purchasing such from general or specialty hospitals, in accordance with the appropriate standard of care.
- • Psychiatric inpatient services for consumers from Service Area 21 (Adair, Cherokee, Sequoyah, and Wagoner Counties) – Contractor may use up to, and including, 851 psychiatric inpatient bed days within the ODMHSAS state operated system at no cost to Contractor.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor.
- • Documentation including, but not limited to, the following sections shall be presented with each monthly invoice:
- • Patient account number;
- • Patient name;
- • Admit date;
- • Discharge date;
- • # of days; and
- • Amount of cost per client.
COMPENSATION:
- • Expenditures for inpatient services shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department.
- • Expenditure documentation, pursuant to a Department-approved budget, shall separately identify:
- • Actual and direct costs incurred by Contractor in the purchase of necessary inpatient services.
- • Actual and direct costs incurred by Contractor in the direct operation of an inpatient unit, proportionate to the number of patient days to eligible clients served in such unit pursuant to this contract.
- • An additional amount not to exceed three percent to compensate Contractor for the necessary administration of such services.
- • Any funding not needed for such purposes, due to efforts of Contractor to emphasize the delivery of outpatient services and minimize the use of inpatient services, may be made available upon request to reimburse Contractor for any eligible but uncompensated services provided pursuant to Contractor’s direct services contract (fixed rate contract).
- Integrated Care Services (CREOKS)
- Integrated Care Services Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP - Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC - Community Mental Health Center
- • BHH - Behavioral Health Home
- • HER - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant.
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source;
- • transportation if required to ensure services are delivered;
- • language line for translation; and
- • SBIRT and Chronic Disease Management.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Integrated Care Services – O-PIP (F&C)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • Psychiatric Consultant .02 FTE;
- • Nurse Care Manager .20 FTE; and
- • Care Manager 1 FTE
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source; and
- • transportation if required to ensure services are delivered.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Integrated Care Services – O-PIP (Green County)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co- located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • .5 FTE Nurse Care Manager;
- • 1.0 FTE Care Coordinator;
- • 1.0 FTE Peer Recovery Support Specialist; and
- • .25 FTE Project Director
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • FQHC for medical services as needed;
- • lab work as needed and required by the grant;
- • medications as needed if no other pay source; and
- • transportation if required to ensure services are delivered.
- • Contractor shall provide online training modules to staff to increase knowledge of serving this population and enhance sustainability.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Integrated Care Services – O-PIP (NorthCare)
INTRODUCTION:
- • Contractor, under the direction of the Oklahoma’s Promoting Integration of Physical and Behavioral Health Care (O-PIP) Project Staff, will co-locate services (if not already co-located) with partner FQHC, so that both are delivering integrated care services in a collaborative manner that best suits the needs of each individual and family.
DEFINITIONS:
- • O-PIP – Oklahoma Promoting Integration of Physical and Behavioral Health Care
- • FQHC - Federally Qualified Health Center
- • CMHC – Community Mental Health Center
- • BHH - Behavioral Health Home
- • EHR - Electronic Health Record
WORK REQUIREMENTS:
- • Contractor, in partnership with identified FQHC, shall provide integrated care services in an outpatient setting to assist individuals across the lifespan, who have or are at risk for having multiple chronic conditions, with no other funding source.
- • Treatment services shall be provided as follows:
- • Contractor shall ensure adequate integrated care staffing is available to persons receiving services within this grant, to include:
- • One (1) FTE Advanced Practice Nurse at FQHC; and
- • One (1) FTE Care Navigator.
- • Contractor shall ensure integrated care services, including health screenings and preventative services, are being provided to the consumer through partnered FQHC, to include:
- • Medications as needed (if no other pay source);
- • Transportation if required to ensure services are delivered; and
- • Medical supplies, as needed for requirements of the grant.
- • Contractor shall maintain, update and enhance EHR systems.
- • Contractor shall ensure data compliance in this grant through the use of a qualified data evaluation service.
- • Contractor will require staff attend all ODMHSAS required trainings and grant specific meetings.
- • Contractor shall abide by all ODMHSAS documentation requirements.
PERFORMANCE MONITORING:
- • The ODMHSAS shall monitor the performance of the Contractor.
- • Contractor shall provide a quarterly report to ODMHSAS Project Manager that includes all SAMHSA identified requirements.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor as well as any other services to individuals otherwise eligible under the terms of this contract attachment shall be reported under the contract source as identified in section IV (COMPENSATION) of the contract.
- • Contractor shall report on any additional outcome measures, as required by the ODMHSAS.
- Laboratory-Assisted Outpatient Treatment II (Coordinated Care Health Solutions)
- Assisted Outpatient Treatment II Pathway to Recovery Federal Grant Coordinated Care Health Solutions, LLC
INTRODUCTION:
- • Contractor will provide toxicology and hematology testing and reporting for the Assisted Outpatient Treatment program.
DEFINITIONS:
- • Department – Oklahoma Department of Mental Health and Substance Abuse Services also referred to as the Department and/or ODMHSAS.
- • Contractor – Coordinated Care Health Solutions, LLC
WORK REQUIREMENTS:
- • Contractor shall furnish the necessary resources to implement Assisted Outpatient Treatment.
- • Provide Toxicology and hematology services to determine medication compliance for clients.
- • Contractor shall be member of team of local stakeholders to create a Community Outreach Team (COT) that will work to create policies and procedures.
- • Individuals fulfilling the terms of this contract shall attend any applicable meetings or trainings as determined necessary by the Department, including monthly team calls.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor. At a minimum, this will include ongoing reviews of certain performance indicators.
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will provide such detail as the Department may require.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- Medication Assisted Treatment (MAT) Clinic – Nurse Practitioner Internship Training Site
- Medication/Flex
- State Opioid Response & State Opioid Stimulant - Opioid Medications Flexible, Training and Technology Funds, Hep C screens/tests, Fentanyl Strips
INTRODUCTION:
- • This contract is to provide funding for certain authorized expenditures pursuant to ODMHSAS approval, to include the following: Medication Assisted Treatment (MAT) FDA-approved medications (naloxone, buprenorphine, and methadone), drug testing and lab work, flexible funding, training funds, and technology cost associated with teletherapy and technology to directly support services for individuals served by this contract and Hep C screens and tests. Funding, for the FDA-approved medications and the Drug testing, will be provided for up to six (6) months from the receipt of the contract. After that, the medications and drug testing will need to be billed as fee-for-service.
WORK REQUIREMENTS:
- • Medications:
- • Contractor shall allocate the funding necessary for the purchase of FDA approved opioid treatment medications and related necessary laboratory costs.
- • Contractor shall maintain documentation on the costs and type of medications supplied to individual in services on a monthly basis until the provider begins to bill FFS for medications through the MMIS system.
- • Contractor shall not restrict the dispensing and/or prescribing of FDA approved opioid treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall have a subcontract or Memorandum of Agreement with an Opioid Treatment Provider that provides Methadone, if not a Certified Methadone clinic or if an OTP that does not provide Buprenorphine or Naltrexone shall have a subcontract with an ODMHSAS contracted MAT provider.
- • Contract shall submit the Memorandum of Agreement or subcontract by the third month from the receipt of this contract if not already in existence or needs to be updated.
- • Drug Testing/Labs:
- • Drug testing should be a part of the treatment program to inform treatment decisions between the individual being served, prescriber and treatment provider.
- • Agencies are highly encouraged to use point of contact drug testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks.
- • Treatment Support Funds:
- • Contractor shall allocate funding necessary to meet the needs of individuals that may prevent them from obtaining treatment services. Treatment support funds are to be used to support community integration of persons (adults or children) receiving case management and/or other recovery-oriented services including but not limited to: emergent one-time needs that prevent the person from receiving treatment with a plan to address those needs for the future, and other needs that may be approved by the Grant Manager at the ODMHSAS. Housing support may be accessed through scholarships on OKARR.org.
- • Training:
- • Training funds may be utilized to provide travel, hotel, per diem, lost time, and support for trainings that are supported by the State Opioid and Stimulant Initiative or with prior approval from the Grant Manager at the ODMHSAS and will support individuals receiving recovery-oriented services.
- • Contractor shall have provider(s) on staff that are trained in the following evidence-based practices: Individual Placement and Support, Community Reinforcement Approach, Adolescent-Community Reinforcement Approach, Recovery Management Check-up Support Services, Contingency Management, Motivational Interviewing, TREM, Seeking Safety, Matrix Model, Celebrating and/or Strengthening Families and any other treatment modality that the ODMHSAS requires. Others EBPs may be used but encourage using EBPs for Opioid and Stimulant Use Disorder, trauma, and suicidal ideation.
- • Telehealth/IT Related Costs:
- • Contractor may utilize funds on mobile devices, mobile applications that are HIPAA and 42CFR compliant, IT services, and data plans.
- • Hep C Screens and Tests:
- • Contractor Shall utilize funding to purchase Hep C screens and confirmation tests for individuals with OUD.
- • Fentanyl Strips:
- • Contractor may utilize funds to purchase fentanyl strips as a part of a do no harm, harm-reduction practice. Contractor is highly encouraged to utilize guidance provided by ODMHSAS and SAMHSA.
- • Contractor shall report to the Government Performance and Results Act (GPRA) measures as required by the Substance Abuse and Mental Health Services Administration (SAMHSA). Contractor shall be responsible for participating in GPRA training as directed by the Department within established timelines. Non-monetary funds of up to thirty ($30.00) may be used for each GPRA completed by consumers.
- • Contractor shall complete and transmit the required assessment tools within three (3) business days of admission and/or reassessment maintaining an 80% completion rate of greater of consumer six-month GPRA reassessments post admission.
- • In an effort to better serve pregnant individuals with a substance use disorder (SUD), Contractor shall provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this, Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • Offer a FCP to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
• Contractor shall identify a Woman Specific Liaison to assist with overseeing the delivery of the EBP program components specific to women and their children, assisting with implementation of the FCP and, if applicable, participating in the SAFER initiative, collaborating with local-level referral sources and acting as a liaison between Women With Children Residential facilities.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices by the program director prior to payment.
- • Department will monitor expenditures for medication and lab costs for each unduplicated individual and will not receive payment if not submitted in an electronic excel format to the program director.
- • Department will review files to validate training in evidence-based practices and any other requested training to attend by the ODMHSAS.
- • Contractor shall submit monthly billing documentation as determined by ODMHSAS.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department.
- • Medications:
- • Funding for medications, that cannot be obtained by any other indigent or reduced drug program, and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed a cumulative of throughout the contracted period of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The agency shall purchase and the waivered prescriber shall only prescribe FDA approved Medications Methadone, Buprenorphine (any form), and Naltrexone to individuals receiving some form of treatment from an ODMHSAS provider.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 10% of the direct costs identified in 4.1 shall be permitted.
- • Funding, for the FDA-approved medications, will be provided for up to six (6) months from the receipt of the contract. After that, the medications will need to be billed as fee-for-service.
- • Drug testing/Labs:
- • Agencies are able to purchase multiple panel tests and are encouraged to use point of contact drug testing throughout treatment. Laboratory testing should be on a case by case basis, legal reasons, and/or occupational risks. Agencies may use Laboratory with laboratory costs being limited to the maximum allowable cost in line with the Medicaid plus ODMHSAS UA rate which equals $78.00. These tests should be specifically related to the use of medications provided pursuant to this addendum.
- • Funding, for the Drug testing, will be provided for up to six (6) months from the receipt of this contract. After that, the Drug testing will need to be billed as fee-for service.
- • HEP C Screening/Tests:
- • Direct expenses for HEP C screen and confirmation test for individuals at risk, due to their OUD or Stimulant Use Disorder, who do not have the means to pay for such screens and tests.
- • Training Related Costs:
- • Training costs will be reimbursed based on cost reimbursement of approved trainings listed in 2.4. All other trainings must be approved by the Program Manager.
- • Telehealth/IT Related Costs
- • Contract may invoice for costs related to telehealth such as mobile devices, mobile telehealth apps that are HIPAA compliant, and IT costs.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org
- or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, Oklahoma 73106
Medication - MAT Program in Jails (Hunter’s Precision Pharmacy)
INTRODUCTION:
- • This contract is to provide funding for necessary medications, labs, and drug testing for medication assisted treatment (MAT) for opiates and alcohol abuse in the Tulsa County Jail.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of clinically appropriate medications, laboratory, and testing costs in the medication assisted treatment for opiates and alcohol abuse.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to the Tulsa County Jail.
- • Contractor shall maintain documentation on the costs for labs and testing of individuals receiving MAT in the Tulsa County Jail.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase or supply of any medication generally accepted as appropriate treatment for addiction disorders if prescribed by a physician for a person in the Tulsa County Jail.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • A medication-processing fee of 17.5% of the total amount billed for medications to the ODMHSAS on a monthly basis, but not to exceed $7,500 per month.
Medications
- Community Mental Health Centers Medications
INTRODUCTION:
- • This contract is to provide funding for necessary medications in support of direct services provided by Contractor.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of clinically appropriate psychiatric medications and related laboratory costs.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate clients.
- • Contractor shall not restrict prescription of psychiatric medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any client in need of such.
- • Contractor may utilize Department funding for non-psychiatric medications required by clients otherwise eligible for services pursuant to Contractor’s direct services contract with Department but who have third party coverage, if doing so in management with other resources available, will reduce the overall cost of medications to Department.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication generally accepted as appropriate treatment for psychiatric disorders if prescribed by a CMHC physician for an ODMHSAS eligible client or for Medicaid clients under the third part coverage conditions described below.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • Purchase of non-psychiatric prescription medications required by clients otherwise eligible for services, but who have third party coverage, if doing so, in management with other resources available, will reduce the overall cost of medications to the Department.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in the first three bulleted items in this subsection shall be permitted.
- • A medication-processing fee of 17.5% of the total amount billed for newer generation medications to the ODMHSAS on a monthly basis, but not to exceed $7,500 per month.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
Medications - Competency Restoration
- Community Mental Health Centers Medications
INTRODUCTION:
- • This contract is to provide funding for necessary medications in support of direct services provided by Contractor for clients receiving competency restoration.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of clinically appropriate psychiatric medications and related laboratory costs.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate clients.
- • Contractor shall not restrict prescription of psychiatric medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any client in need of such.
- • Contractor may utilize Department funding for non-psychiatric medications required by clients otherwise eligible for services pursuant to Contractor’s direct services contract with Department but who have third party coverage, if doing so in management with other resources available, will reduce the overall cost of medications to Department.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of any medication generally accepted as appropriate treatment for psychiatric disorders if prescribed by a CMHC physician for an ODMHSAS eligible client or under the third party coverage conditions described below.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • Purchase of non-psychiatric prescription medications required by clients otherwise eligible for services, but who have third party coverage, if doing so, in management with other resources available, will reduce the overall cost of medications to the Department.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in the first three bulleted items in this subsection shall be permitted.
- • A medication-processing fee of 17.5% of the total amount billed for newer generation medications to the ODMHSAS on a monthly basis, but not to exceed $7,500 per month.
Mental Health Transportation
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as described in 43A O.S. 2011, Section 1-110. Transportation services shall provide 24-hour, 7 day per week assistance by driving individuals in crisis to the level of care needed for treatment, providing any de-escalation to ensure safe transport, and providing occasional facility-to-facility transportation for step down care.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with 43A O.S. 2011, Section 1-110 within 90 minutes of request for transportation. Exceptions of response time requirement due to extenuating circumstances shall be approved by ODMHSAS.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • Collaborate with ODMHSAS to develop a consistent network of mental health crisis transportation services.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract.
- • Client rights.
- • Therapeutic Options, or similar program as approved by ODMHSAS.
- • CPR/First Aid.
- • HIPAA and Confidentiality.
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS based on documentation of expenditures with the invoice.
- • The monthly progress report described above shall be submitted as backup documentation with the monthly invoice.
Mental Health Transportation - Discharge Transportation (Griffin)
Mental Health Transportation - Multi-Region
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as described in Senate Bill 3 (SB3). Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in crisis to the level of care needed for treatment, providing de-escalation to ensure safe transport, and providing occasional facility-to-facility transportation for step down care for all Community Mental Health Center service area regions except service areas 1, 11, 3, 5, 21, and 13.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with Senate Bill 3 (SB3) within 90 minutes, not to exceed 120 minutes. Every effort shall be made to arrive at the facility within 60 minutes of notification for transport. Due to extenuating circumstances, exceptions of response time within 120 minutes shall be approved by an ODMHSAS representative or contracted agency.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • ODMHSAS will supply ten (10) vehicles with partitions.
- • Contractor will provide personnel and associated expenses in order to meet statutory requirements.
- • In the event Contractor exceeds 1 million miles or 13,000 transportations by 10%, additional funding may be requested.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS.
- • The monthly progress report from section 2.1.9 above shall be submitted as documentation each month.
Mental Health Transportation - Non-Emergency Transports
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as requested by COCMHC. Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in need of alternative treatment levels of care whom COCMHC had identified are in need of alternative safe transportation services.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation. Every effort shall be made to arrive at the facility within 60 minutes of scheduled transport. Transports will be scheduled at least 24 hours in advance unless approved by contractor and COCMHC.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • The cost of each transport shall be agreed to in writing prior to each transport. Reasonable costs for transportation shall be approximately $2.25 per mile for ground transportation.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS.
- • The monthly progress report described above shall be submitted as documentation each month.
Mental Health Transportation - Non-Emergency Transports - Revised
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as requested. Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in need of alternative treatment levels of care whom COCMHC, Carl Albert, or Jim Taliaferro have identified are in need of alternative safe transportation services.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation. Every effort shall be made to arrive at the facility within 60 minutes of scheduled transport. Transports will be scheduled at least 24 hours in advance unless approved by contractor and COCMHC, Carl Albert, or Jim Taliaferro.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • The cost of each transport shall be agreed to in writing prior to each transport. Reasonable costs for transportation shall be approximately $2.25 per mile for ground transportation.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS.
- • The monthly progress report described above shall be submitted as documentation each month.
Mental Health Transportation - Non-Emergency Transports - Revised #2
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services for individuals, including adults and children, as requested. Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in need of alternative treatment levels of care whom COCMHC, Carl Albert, Jim Taliaferro, or the Oklahoma Forensic Center (OFC) have identified are in need of alternative safe transportation services.
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation. Every effort shall be made to arrive at the facility within 60 minutes of scheduled transport. Transports will be scheduled at least 24 hours in advance unless approved by contractor and COCMHC, Carl Albert, Jim Taliaferro, or OFC.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • The cost of each transport shall be agreed to in writing prior to each transport. Reasonable costs for transportation shall be approximately $2.25 per mile for ground transportation.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices to ODMHSAS.
- • The monthly progress report described above shall be submitted as documentation each month.
Mental Health Transportation - Short Distances For OCCIC&OCRU
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services, less than 30 miles, for individuals, including adults and children. Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in crisis to the level of care needed for treatment, providing de-escalation to ensure safe transport,providing transportation for medical clearance to the nearest medical facility agreed upon by Contractor and the Oklahoma County Crisis Intervention Center (OCCIC) or the Oklahoma Crisis Recovery Unit (OCRU) when requested, and providing occasional facility-to-facility transportation for step down care for the Oklahoma County Crisis Intervention Center (OCCIC) and the Oklahoma Crisis Recovery Unit (OCRU)..
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with Senate Bill 3 (SB3) within 90 minutes, not to exceed 120 minutes. Every effort shall be made to arrive at the facility within 60 minutes of notification for transport. Due to extenuating circumstances, exceptions of response time within 120 minutes shall be approved by an ODMHSAS representative or contracted agency.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices at the rate of $65.00 per trip to ODMHSAS.
- • The monthly progress report described above shall be submitted as documentation each month.
Mental Health Transportation - Short Distances For OCCIC&OCRU - Revised
INTRODUCTION:
- • The ODMHSAS is contracting for high quality and dependable mental health crisis transportation services, less than 30 miles, for individuals, including adults and children. Transportation services shall provide 24-hour, 7 days per week assistance by driving individuals in crisis to the level of care needed for treatment, providing de-escalation to ensure safe transport,providing transportation for medical clearance to the nearest medical facility agreed upon by Contractor and the Oklahoma County Crisis Intervention Center (OCCIC) or the Oklahoma Crisis Recovery Unit (OCRU) when requested, and providing occasional facility-to-facility transportation for step down care for the Oklahoma County Crisis Intervention Center (OCCIC) and the Oklahoma Crisis Recovery Unit (OCRU)..
WORK REQUIREMENTS:
- • Contractor shall:
- • Furnish all necessary resources to provide mental health transportation in compliance with Senate Bill 3 (SB3) within 90 minutes, not to exceed 120 minutes. Every effort shall be made to arrive at the facility within 60 minutes of notification for transport. Due to extenuating circumstances, exceptions of response time within 120 minutes shall be approved by an ODMHSAS representative or contracted agency.
- • Ensure compliance with Contractor Requirement section of the Oklahoma Uniform Transportation Standards found here.
- • In addition to anything listed in relevant statutes, all staff providing transportation services shall be trained in the following prior to providing services under this contract:
- • Client Rights
- • Therapeutic Options, or similar program as approved by ODMHSAS
- • CPR/First Aid
- • HIPAA and Confidentiality
- • Have a supply of disposable scrub suit tops and bottoms and slippers for adults or children receiving services to wear if needed.
- • Have procedures which protect and document client property.
- • Provide a monthly progress report to ODMHSAS including the number of transports conducted, the outcome of each transport, any incidences that occurred over the period, including but not limited to individuals refusing transportation, and any individuals who run away or go AWOL.
- • When ordered by the court, contractor shall provide mental health transportation to participants of the Oklahoma County Court Ordered Outpatient Program (CO-OP) and deliver them to the Oklahoma County Crisis Intervention Center (OCCIC) or other facility/destination determined by the court. Contractor may also provide mental health transportation to participants of the Oklahoma County Court Ordered Outpatient Program (CO-OP) and any other Mental Health or Drug Court Program to OCCIC or other determined treatment location when requested.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators, such as those included in the monthly report.
COMPENSATION:
- • Contractor shall submit monthly invoices at the rate of $65.00 per trip to ODMHSAS.
- • The monthly progress report described above shall be submitted as documentation each month.
Mobile Crisis Response Teams (HOPE & State Ops)
INTRODUCTION:
- Oklahoma’s crisis continuum of care is being improved and expanded to align with the designation of 9-8-8 as a national three-digit number for mental health crisis response and suicide prevention. Mobile crisis response teams will be a part of the Oklahoma Comprehensive Crisis Response, which is a behavioral health crisis continuum of care, serving individuals in the least restrictive means possible and prioritizing community-based diversion approaches to prevent the need for higher levels of care, and to avoid unnecessary law enforcement and criminal justice involvement for people in a behavioral health crisis.
- As part of the continuum, mobile crisis response teams will collaborate with other components of the crisis continuum, including ODMHSAS-designated call centers, urgent recovery centers, community-based services, crisis centers, tribal authorities, hospitals, and other healthcare entities.
- This contract is for the development and operation of mobile crisis response teams that provide twenty-four (24) hours, 7 days per week, live, face -to-face assessment and de-escalation in the community. Services are designated to help individuals experiencing crisis events to experience relief quickly, increase safety, resolve the crisis whenever possible, prevent hospitalization, when possible, avoid unnecessary law enforcement involvement, connect to clinically appropriate higher levels of care, and support individuals in engaging in outpatient community-based care. Services under this contract are primarily for adult mobile crisis services. ODMHSAS will maintain a primary network of Oklahoma Youth Mobile Crisis Response System (OK YCMRS) contractors and are not included as a part of this contract. Contractors will provide backup coverage to this system and when responding to calls for individuals aged 0-25.
- Mobile crisis services under this contract are physically on-site community based, face to face emergency intervention 24 hours a day, 7 days per week to all requests dispatched by the ODMHSAS 988 call center. Services must meet ODMHSAS and Centers for Medicare and Medicaid Services (CMS) requirements for mobile crisis tams, including but not limited to those requirements established by CMS for the Medicaid enhancement rate. Catchment area is the location where the mobile crisis team is stationed. Location of the dispatches may fall outside of that area based on demand and availability of other mobile crisis teams.
- Contractors much follow ODMHSAS-approved means for receiving dispatches from designated call centers. Services include transportation of persons who are voluntarily receiving high levels of care (such as to urgent recovery centers).
WORK REQUIREMENTS:
- Contractor shall ensure that all services meet ODMHSAS and Centers for Medicaid and Medicaid Services (CMS) requirements for mobile crisis teams, including but not limited to those requirements established by CMS for the Medicaid enhanced rate if proposing a fee for service model. Contractor shall provide equipment, material, and staff.
- Staffing Requirements
- • Ensure physically on-site, community-based, and face-to-face emergency interventions provided by a team that includes two clinical staff. The team may be made up of a combination of Licensed Mental Health Professionals (LMHP), Case Managers, and Peer Recovery Support Specialists; must meet the state Medicaid requirements to be reimbursed for mobile crisis services; and shall include the ability to immediately contact through telehealth (ex. iPad) with a Licensed Mental Health Professional (LMHP) as needed 24 hours per day, 7 days per week if an LMHP is not part of the responding team.
- • Allows for immediate face-to-face (including via telehealth) LMHP emergency detention evaluations as needed.
- • Only allows for individual responses from one staff when responding to a controlled environment involving other mental health or medical professionals, ex. Responding to a hospital setting.
- • All staff working as part of a mobile crisis team must receive training as directed by the ODMHSAS and will minimally include Therapeutic Options, civil rights, confidentiality, civil commitment processes, EMTALA, and ethics.
- • All LMHPs working as part of a mobile crisis team must be competent in applicable state laws and civil commitment processes.
- • Maintain a calm, compassionate, and respectful manner.
- • Have the appropriate current and valid state-issued driver’s licenses.
- • Wear appropriate attire that shall not resemble law enforcement uniforms.
- • Contractor shall have dress code policies which require professional appearance (i.e., no clothing with printed message, slogan, picture or art depicting drugs, alcohol, smoking, sex, weapons, violence, or that is obscene, disrespectful, or otherwise not reflective of the Contractor’s purpose or mission.).
- • Contractor shall encourage safety to the consumer and staff; (i.e., no open toed shoes, slippers, or sandals, clothing, and accessories that present a potential safety hazard).
- • Display identification identifying them and the Contractor.
- • Maintain professional appearance.
- • Be proficient in English.
- • Include Oklahoma Certified Peer Recovery Support Specialist(s) to assist with crisis intervention and provide follow-up phone services to all individuals whose needs were resolved by the mobile crisis team to ensure individuals were connected to care.
- Service Requirements
- • Meet applicable rules and statutes.
- • Are prioritized based on imminent risk assessment, including suicide risk assessment, with all responses taking no more than one hour for urban areas and two hours for rural areas (as designated by the most recent data from the U.S. Census Bureau) from referral to on-site, community-based, face-to-face response. Response time clock will start upon a referral being made to the mobile crisis response team.
- • Collect, at a minimum, identifying information, the chief complaint / presenting problem, acute medical concerns, preliminary diagnosis, mental status exam, chronic health conditions, and current healthcare providers.
- • Are designed to resolve crisis in the least restrictive, most appropriate manner consistent with the individual’s preferences and needs.
- • Occur where an individual is located including home, work, public park, etc. and not restrictive to select locations within the region or to specific days/times.
- • Are designed to deescalate crisis events in a manner which uses evidence-based interventions to assess and address both mental health and addiction needs and risks. Interventions include engagement, collaborative safety planning, and harm reduction, treatment, and discharge planning or referral strategies to ensure continuity of care and adequate support for transitions.
- • Connect individuals to timely and clinically appropriate additional care through warm handoffs and coordinate transportation when needed. This includes detox, residential substance abuse, and urgent recovery centers when mobile crisis de-escalation is not successful at resolving the immediate event and scheduling follow-up appointment in outpatient community-based car, and when mobile crisis de-escalation is successful at resolving the immediate event.
- • Seek to maximize safety and minimize use of or burden law enforcement and emergency services and departments. The ODMHSAS-designated call center will use standardized criteria in determining the potential risk of the situation when dispatching mobile crisis teams (ex. emergent or urgent situations with individuals that are in distress) versus law enforcement (ex. possession of a weapon, high likelihood of homicidal or suicidal attempt, etc.). Mobile Crisis Response Teams may additionally examine the request for dispatch using criteria pre-approved by ODMHSAS in requesting law enforcement support both before and during engagement with a consumer. Criteria established shall not result in the majority of mobile crisis responses to include law enforcement. If, at any point, pre-approved criteria for co-response requests results in at least half of requests involving law enforcement, the Contractor shall collaborate with ODMHSAS to modify criteria.
- • Provide phone-based follow-up within 24 hours, with additional supportive contacts as needed to identify any additional ongoing service connection need, e.g., individuals whose needs were resolved by the mobile crisis team. Follow-up services shall support connection to community-based care.
- • Include transportation of persons who are voluntarily receiving higher levels of care (such as to an urgent recovery center.
- • Assessment of an individual’s emotional state and imminent psychosocial needs. Provide ongoing assessment processes, as clinically indicated, should an individual’s state change. If a risk of harm to self or others is identified, the individual is to be engaged to establish a crisis response plan using an evidence-based safety plan/crisis prevention practice. Contractor shall utilize any assessment protocols and report any data required by ODMHSAS.
- • Include the distribution of Narcan, gun locks, Fentanyl test strips, and other safety items as appropriate as well as brief education about making the environment safe from access to lethal means.
- • Ensure services are available regardless of insurance or ability to pay.
- • Deliver services using trauma-informed, compassionate, culturally competent and equitable care. When demonstrating culturally competent and equitable care, Contractor shall ensure that the population served is a representation of the demographics of the contracted area as a whole (including but not limited to sex, race, and ethnicity.).
- • Collect and report to ODMHSAS on the data identified in this document in a form and manner as prescribed by the Department.
- Technology Requirements
- • Have the capacity to and receive referrals through electronic connections with other entities, to include any ODMHSAS designated call center(s). Information received should include name, date of birth, presenting problem as demonstrated through the individual’s current behaviors, the location of the individual needing services, any history of violence or substance use, and the presence of any weapon or dogs in the house. When law enforcement has requested response, the required rapid response may mean responding to a crisis with limited information.
- • Have real-time access to receive and send electronic health records through methods that meet state and federal laws and regulations, including complying with HIPAA Privacy and Security Rules.
- • Have the capacity to provide real-time status disposition to referring entities, including ODMHSAS designated call centers, on the status of each response to populate call center performance dashboards, through ODMHSAS-approved means.
- • Have the capacity to and implement real-time GPS technology in partnership with ODMHSAS designated call centers, through ODMHSAS-approved means.
- • Collect and report data as required by ODMHSAS to minimally include the performance data in this document.
- Requirements for Any Vehicle Transporting Consumers
- • Ensure compliance with Contract Requirement section of the Oklahoma Uniform Transportation Standards.
- • Have a supply of disposable scrub suit tops and bottoms, and slippers for adults receiving services to wear if needed.
- • Have procedures which protect and document client property.
- Reimbursement and Administrative Requirements
- • Have a quality improvement program, available at ODMHSAS request, designed to monitor, evaluate, and initiate activities to improve quality and effectiveness of administrative and behavioral health services.
- • Participate in any ODMHSAS required crisis continuum meetings as directed by ODMHSAS.
- • Maintain a contract in good standing with the Oklahoma Healthcare Authority (OHCA) to bill Medicaid for applicable services.
- • Have adequate processes in place to determine Medicaid and third-party insurance eligibility for individuals served.
- • Ensure compliance with all federal, state, and local laws, including, but not limited to, the Health Insurance Portability & Accessibility Act (HIPAA), Part 2, and Oklahoma law.
- • Seek Medicaid and other third-party insurance reimbursement for all compensable services. Contractor shall not receive reimbursement from ODMHSAS for services eligible for reimbursement with Medicaid and other third-party insurance.
- • Contractor shall not decline to respond to a request for services.
- • Contractor shall participate in any ODMHSAS program review.
- • Contractor shall not use force or physical restraint in any interaction. If at any point the Mobile Crisis Response Team contractor determines an interaction becomes unsafe, the Contractor may request law enforcement respond consistent with requirements stated.
- Grievance
- • Contractor shall display the number of the ODMHSAS Consumer Advocate.
- • Shall a grievance arise between a consumer and Mobile Crisis Response Team, Contractor and Contractor’s employee(s) will be subject to investigation. As part of the investigation, the Contractor(s) may interact with the Office of Consumer Advocacy or the Office of Inspector General as part of the grievance process. The below descriptions provide the Contractor with the primary function of each office.
- • Office of Consumer Advocacy: ODMHSAS is dedicated to protecting the rights of those who receive its services. To aid in this effort, the Department operates a Consumer Advocacy Division. The Consumer Advocacy Division monitors state-operated, certified, and contracted facilities to ensure they comply with applicable treatment standards, as well as state and federal laws and regulations. Regular monitoring enhances the quality of life for consumers by promoting effective communication between staff members, consumers, and families in resolving challenges in the treatment setting. The Consumer Advocacy Division fosters education and awareness of mental health and addiction issues while advocating for policies and strategies that support effective services and systems.
- • Office of Inspector General: ODMHSAS is committed to comply with all laws, rules, and policies impacting our ability to provide high-quality services to Oklahoman impacted by mental illness and addiction. ODMHSAS strives to create a climate of respect, integrity, fairness, and trust. We strive for an environment where consumers and employees feel safe and respected. We strive for an environment where reports of unethical behavior are encouraged and welcomed. Therefore, ODMHSAS has created the Office of Inspector General to Page 6 of 7 promptly investigate allegations regarding violations of department policies, procedures, rules, and regulations.
- Responding to Calls
- • The Contractor shall be dispatched through an ODMHSAS designated call center. Prior to the launch and full integration of an ODMHSAS designated call center, the Contractor may receive requests for services from a variety of avenues including, but not limited to, self-referrals, 911 PSAPs, and law enforcement.
- • The Contractor shall immediately confirm the request to respond and begin reporting location through GPS tracking with the ODMHSAS designated call center.
- • Once on location, the Contractor shall contact the identified individual in need and introduce themselves and name of Contractor.
- • Provide the services as described in this Contract.
- • Provide regular updates to the ODMHSAS-designated call center on the status of a call, including the final call disposition.
- • The Contractor may choose to contact law enforcement for support should there be concern for the safety of staff, individuals served, or the public which cannot be addressed by the Contractor.
- • If the immediate need is resolved, the mobile crisis team will provide an outpatient appointment for the following business day with an ODMHSAS approved provider. Within 24 hours, the Contractor shall have an ODMHSAS-certified peer recovery support specialist provide follow-up services as described in this proposal.
- • If the immediate need is not resolved and more intensive services are necessary to ensure the safety of the individual served, the Contractor shall:
- • Transport the individual to the nearest ODMHSAS-certified urgent recovery center, crisis center, or other ODMHSAS- approved facility if voluntary admission. Clinical information, as described in this document, shall be provided to the treating agency; or
- • Follow ODMHSAS transportation procedures, which may include contacting the ODMHSAS contracted transportation vendor to request transport to the nearest ODMHSAS-certified urgent recovery center, crisis center, or other ODMHSAS-approved facility if individual will not go voluntarily. The transportation vendor shall determine the appropriate transporting entity (ex. Law enforcement or transportation vendor). The Contractor shall provide entity completing Page 7 of 7 transportation detailed third-party statements and contact information should the treating facility need additional information.
- Collaboration with Oklahoma Youth Mobile Crisis Response System (OK YCMRS)
- • OK YCMRS contracted mobile crisis services will be the primary entity dispatched for calls involving individuals between the age of 0-25 years old. If no OK YCMRS contractor is available, contractor will be dispatched and shall respond to calls for mobile crisis services for individuals between the age of 0-25 years old. Contractor will be expected to work in accordance with the ODMHSAS, Oklahoma Youth Crisis Mobile Response System (OK YCMRS). OK YCMRS is a community-based, rapid, face-to face response for crisis stabilization to children, youth, young adults, and their families and brief follow-up care to promote continued stabilization and linkage with ongoing supports and services within the community. Mobile intervention services are designed to deescalate the emergent situation, prevent placement disruption, inpatient hospitalization, detention, and homelessness. The overall goal is to restore the child, youth, or young adult and family to a pre-emergency level of stabilization. In addition to the direct provision of crisis intervention and stabilization services, Mobile Response Teams engage in outreach, collaboration, coordination of care, promotion of the service, and other community-based activities to enhance access, service quality, child and family outcomes, and stakeholder satisfaction.
- • When responding to crisis calls for children, youth and young adults ages 0-25, within provider geographic service area 24 hours a day, 7 days a week, and 365 days a year. Contractors must have the ability to handle and respond to multiple calls at one time. All services provided under this project must meet current ODMHSAS rules. Contractors must:.
- • collaborate effectively with ODMHSAS contracted YCMR Call Centers, Mobile Response Teams and behavioral health providers across the state, and the evaluation efforts.
- • implement the OK YCMR model with fidelity; and.
- • support promising practices that result in OK YCMR out.
MTSS Training, Evaluation, Technical Assistance for School-Based Prevention Providers (OSU)
Ohio Risk Assessment System
OK GBG Training, Evaluation, Technical Assistance (OSU)
Oklahoma Primary Healthcare Improvement Collaborative (OPHIC)
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Deliverables
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(OPHIC) - Milestone & Task project timeline
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SBIRT OK - Budget
- OUHSC Oklahoma Primary Healthcare Improvement Cooperative - Do No Harm
INTRODUCTION:
- • Oklahoma Primary Healthcare Improvement Cooperative (OPHIC) will provide education and dissemination of Do No Harm (DNH) pain management and safe opioid prescribing practices to 500 medical professionals.
WORK REQUIREMENTS:
- • For the DNH project, Contractor shall.
- • Define best practices and develop project materials based on evidence-based opioid and behavioral health clinical guidelines.
- • Document attendance and report to ODMHSAS any educational events for primary care providers.
- • Widely promote Do No Harm e-Learnings to primary care providers throughout the project period. Document number of individuals reached through efforts and report to ODMHSAS.
- • Contractor is responsible for a total of 500 individuals being trained through education events and Do No Harm eLearning completions during the project period.
- • Coordinate with the ODMHSAS, an annual review and revision, as necessary, of the Do No Harm e-Learnings continuing medical education course and dental course for consistency with current evidence-informed practices in pain and opioid management. Maintain CE certifications for e-Learnings.
PERFORMANCE MONITORING:
- • ODMHSAS shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain key process measures and project milestones as identified by DMH.
- • Contractor shall submit monthly reporting detailing cumulative number of individual medical professionals reached through education and dissemination.
- • Contractor shall submit quarterly billing documentation for any milestones met as outlined in the Compensation section.
- • Project milestones are quantitative performance measures identified by the department, which will be monitored over time and are directly related to the project’s goal and objectives.
- • The Contractor shall include the following project milestones in a format prescribed by ODMHSAS for the Do No Harm Project:
- • Contractor provides DNH education and dissemination to 125 medical professionals through training events and/or e-Learning completions.
- • Contractor provides DNH education and dissemination to 250 medical professionals through training events and/or e-Learning completions.
- • Contractor provides DNH education and dissemination to 375 medical professionals through training events and/or e-Learning completions.
- • Contractor provides DNH education and dissemination to 500 medical professionals through training events and/or e-Learning completions.
COMPENSATION:
- • Contractor shall be reimbursed for services upon the completion and documentation according to procedures determined by ODMHSAS, pursuant to an approved budget. $100,000 for DNH programming and education.
- • Contractor shall invoice ODMHSAS for DNH programming and education upon reaching increments of 125 individuals through training events and/or completed e-Learnings, not to exceed $100,000 for a total of 500 individuals for FY24. A final, properly completed invoice shall be submitted no later than 5:00pm on August 15, 2024.
- • Contractor shall receive one fourth of allocated funds once 125 individuals have been reached through DNH training events and/or e-Learning completions.
- • Contractor shall receive one fourth of allocated funds once 250 individuals have been reached through DNH training events and/or e-Learning completions.
- • Contractor shall receive one fourth of allocated funds once 375 individuals have been reached through DNH training events and/or e-Learning completions.
- • Contractor shall receive one fourth of allocated funds once 500 individuals have been reached through DNH training .
- • Payment shall be approved upon documentation for the completion of work requirements, through a method approved by ODMHSAS and according to procedures determined by ODMHSAS.
- • A properly completed invoice must be submitted within sixty (60) days of the end of the quarter which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoice icon. Contractor shall upload t backup documentation of a completed and signed invoice (e.g. PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with quarterly invoices but shall retain supporting documentation for all expenditures for review during annual site visits and upon request from the Department. Contractor shall maintain required records and such supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 – Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property, or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are currently negotiated at 26%. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request may be submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
- OUHSC Oklahoma Primary Healthcare Improvement Cooperative - Integrated Care
INTRODUCTION:
- • Oklahoma Primary Healthcare Improvement Cooperative (OPHIC) will provide the necessary resources to integrate primary care and behavioral health, develop and coordinate primary care quality improvement methods, and deploy and supervise academic detailers and practice facilitators who will work with select primary care providers. The program is designed to expand/enhance the Oklahoma continuum of care for SUD services, build capacity for statewide implementation, and promote sustainability. The purpose of the services is to create, disseminate and implement evidence-based guidelines and best practices for:
- • Screening, Brief Intervention, and Referral to Treatment (SBIRT OK).
- • Zero Suicide
WORK REQUIREMENTS:
- • Contractor will continue to work with at least 15 Primary Care Practices (12 adult practices and 3 adolescent practices) currently enrolled.
- • Prior to signing up any new practices, contractor will get approval from ODMHSAS.
- • For the SUD prevention, Contractor shall:
- • Implement evidence-based model, SBIRT, to 15 current primary care practices.
- • Develop a plan with each SBIRT practice to establish a minimum target of 75% of the target patient population presenting for primary care services receive (1) universal, annual screening to identify unhealthy alcohol, drug, tobacco use and depression and suicide risk; (2) brief intervention(s); (3) referral to treatment when indicated; and (4) follow-up services as needed. The minimum bi-weekly practice facilitation contacts may decrease to monthly contacts when practice site(s) demonstrate consistent, daily screening where applicable.
- • Deploy academic detailing (annual), practice facilitation (bi-weekly until consistent daily practice is established, then monthly), dashboard monitoring, and other supports to implement guidelines and evaluate process and outcome measures. Provide documentation of activities to the ODMHSAS.
- • Provide Academic Detailing Visit annually to each participating. practice.
- • Provide bi-weekly practice facilitation (training, consultation, and technical assistance) contacts to practice site(s) to verify effective program implementation and to address/overcome barriers. Provide documentation of efforts. Can be monthly when practice is implementing with fidelity.
- • Identify and work with two Electronic Health Records (EHR) Platforms in an efort to integrate SBIRT processes into healthcare practices existing EHR’sDevelop and disseminate a technical assistance document describing how to integrate SBIRT processes into Electronic Health Record (EHR) platforms.
- • Work with ODMHSAS to develop an effective tracking system with each practice to capture and report to ODMHSAS brief interventions, referrals to treatment, and follow-up services.
- • Promptly gather and share project data as requested by the ODMHSAS, including but not limited to characteristics about each practice site, the total number of patients in the target population at each practice, screening rate, and project performance measures.
- • Monitor practice workflows, patient outcomes, resource coordination, and use of best practices. Foster a culture of continuous quality improvement.
- • Participate in regularly scheduled project development and planning meetings with ODMHSAS.
- • Participate in Advisory Group led by ODMHSAS for Integrated Health.
- • Develop sustainability recommendations for statewide implementation.
- • Participate in and promote ODMHSAS arranged and provided trainings, such as Prevention Rounds, Zero Suicide Summit, and Momentum Conference.
- • Identify and onboard two current practices that would be good candidates to test the newly developed screening tool with Chess Health. Provide feedback to Chess Health and ODMHSAS.
- • Develop Best Practices Guide to Implementing SBIRT in Oklahoma, including specifications for rural areas.
- • Develop updated guidelines for billing rates and codes for integrated health in order to promote sustainability.
- • Gather patient feedback and use data to guide SBIRT/Integrated health implementation.
- • For depression and suicide prevention services, Contractor shall:
- • Implement evidence-based suicide prevention practices using Zero Suicide to currently enrolled primary care practices.
- • Follow the guidance from Suicide Prevention in Primary Care: A Toolkit for Primary Care Clinicians and Leaders document on the ZeroSuicide.edu.org site for the essential information on how to develop and implement effective programming within the practices, including, but not limited to:
- • Screening and Assessment.
- • Care Management and Referral Process.
PERFORMANCE MONITORING:
- • ODMHSAS shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain key process measures and project milestones as identified by DMH.
- • Contractor will provide ODMHSAS with necessary trainings in order for ODMHSAS to have greater access to practices and practice data. ODMHSAS will take a greater hands-on roll with integrated care and practices.
- • Contractor shall complete monthly reporting using a data collection tool developed and agreed upon by both parties. It shall be submitted to ODMHSAS no later than the 7th day of the following month. The report shall document the provision of services described in the Work Requirements of Section 2.0. The tool may be updated during the project period to improve the tracking of deliverables and meet reporting needs.
COMPENSATION:
- • Contractor shall be reimbursed for services upon the completion and documentation according to procedures determined by ODMHSAS, pursuant to an approved budget.
- • Contractor shall invoice ODMHSAS monthly.
- • Contractor shall act as conduit for payments to the practice. Practices will receive payments from Contractor as prescribed by ODMHSAS for the SBIRT Project.
- • Practice will receive $2,000 when screening 25% of all eligible patients for 4 consecutive weeks.
- • Practice will receive $2,000 when screening 50% of all eligible patients for 4 consecutive weeks.
- • Practice will receive $2,000 when screening 75% of all eligible patients for 4 consecutive weeks.
- • Payment shall be approved upon documentation for the completion of work requirements, through a method approved by ODMHSAS and according to procedures determined by ODMHSAS.
- • A properly completed invoice must be submitted within sixty (60) days of the end of the quarter which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoice icon. Contractor shall upload t backup documentation of a completed and signed invoice (e.g. PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall invoice the Department. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with quarterly invoices but shall retain supporting documentation for all expenditures for review during annual site visits and upon request from the Department. Contractor shall maintain required records and such supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 – Allowable costs.
- • Allowable expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property, or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are currently negotiated at 26%. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request may be submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
OPNA Printing, Distribution, and Data Collection
Overdose Education and Naloxone Distribution (OEND) – CHIP (AgeLimitof19)
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals age 19 and younger at risk for opioid overdose or those older than age 19 who attest to direct contact with young people at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. OEND services shall only be provided to those ages 19 and under at risk for opioid overdose or those older than age 19 who attest to direct contact with youth under age 19 at risk for opioid overdose. Contractor is responsible for providing OEND services in accordance with Department issued guidelines.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
Overdose Education and Naloxone Distribution (OEND) – PDO
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals age 20 and older at risk for opioid overdose or who attest to direct contact with people at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. OEND services shall only be provided to those ages 20 and older at risk for opioid overdose or who attest to direct contact people at risk for opioid overdose. Contractor is responsible for providing OEND services in accordance with Department issued guidelines. OEND services shall be provided by clinical or medical staff.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall send 2 staff members from each location dispensing naloxone to attend all mandatory ODMHSAS trainings. There will be a minimum of two trainings.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Travel/Per Diem: Travel and per diem expenses for project staff to attend required training during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
Overdose Education and Naloxone Distribution (OEND) – SOS
INTRODUCTION:
- • Contractor shall implement overdose education and naloxone distribution (OEND) services to individuals at risk for opioid overdose.
- • This contract is to provide funding for Narcan nasal spray in support of direct services provided by Contractor.
DEFINITIONS:
- • OEND – Stands for “Overdose Education and Naloxone Distribution.” OEND services include brief education on opioid overdose prevention, risk factors, symptoms, appropriate use of naloxone medication for emergency opioid overdose, and explanation of available treatment services; and distribution of naloxone medication under the orders of an authorizing prescriber.
WORK REQUIREMENTS:
- • Contractor shall provide the resources necessary to coordinate and implement OEND services as directed by the Department. Contractor is responsible for providing OEND services in accordance with Department issued guidelines.
- • Contractor shall provide OEND services on-site and shall not disseminate naloxone medication in a location other than the specified facility without prior approval.
- • Contractor shall complete and submit OEND reporting forms as prescribed by the Department.
- • Contractor shall complete Department required training prior to program implementation.
- • Contractor shall allocate the funding necessary for the purchase of Narcan Nasal Spray for opioid overdose prevention.
- • Contractor shall maintain documentation on the costs and lot numbers of medications supplied to consumers.
- • Contractor shall provide or arrange for the prescribing of medications, to include Narcan Nasal Spray to ensure these medications are available to appropriate clients.
PERFORMANCE MONITORING:
- • The Department shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Contractor shall submit a quarterly project report no later than October 15, January 15, April 15, and July 15. Invoices for reimbursement shall be submitted no later than 30 days after the end of each month. Invoices shall not be approved or paid unless OEND forms and quarterly reports have been submitted and are satisfactory. Each quarterly report shall include the following:
- • Narrative demonstrating program implementation progress, barriers, and how barriers will be addressed.
- • Report of number of people served for the reporting period.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed at $10 per OEND encounter, which shall include both overdose prevention education and naloxone distribution.
- • Funding for medications and related expenses for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department. Monthly payments may not exceed 20% of the contracted medications amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records.
- • The purchase of Narcan Nasal Spray.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address, and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable expenses:
- • Not to exceed $10 per OEND encounter, which shall include face-to- face overdose prevention education, completion of OEND service forms, naloxone medication, and project coordination expenses.
- • Not to exceed $75 per Narcan Nasal Spray kit.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
Oxford House Loan Management
INTRODUCTION:
- • This contract is to provide oversight responsibility for the State Loan Fund for new Oxford Houses in Oklahoma.
DEFINITIONS:
- • State Loan Fund – State funds designated to be used as loans to assist in the establishment of new Oxford Houses.
WORK REQUIREMENTS:
- • Contractor shall provide all resources necessary to manage the State Loan Fund.
- • Management will include, but is not limited to:
- • Management and collections related to existing loans.
- • Processing applications, and issuing funds for new loans.
- • Contractor shall manage collection of all funds that are out in loans. This includes the collection of 6% simple interest which is a requirement for all loans. Interest shall be computed on a monthly compounding basis:
- • Basic formula: SIMPLE INTEREST equals PRINCIPAL times RATE times TIME.
- • To compute actual payments: INTEREST equals PRINCIPAL times RATE times TIME (in years) divided by NUMBER OF PAYMENTS.
- • For Oxford House managed loans, this would mean: INTEREST equals $4,000.00 times 6% times 2 (years) divided by 24 (monthly payments).
- • Principal amounts collected will go back into the State Revolving Loan Fund t0 be used for new loans. The collected interest shall be paid quarterly to the Department.
- • Contractor will follow all guidelines outlines in the Department’s Guidelines for Management of the State Loan Fund.
- • Contractor will return all State Loan Funds to ODMHSAS, along with all State Loan Fund related records and documentation, in the event this contract ends.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall report State Loan Fund activities on a monthly basis. This report should include, but is not limited to, total dollar amount in the State Loan Fund available for new loans; total number of loans out; name of houses that received loans, the loan amount, and loan status (i.e. new loan, payments made in full, partial payment, or missed payment); and total amount collected on existing loans for the month. This report shall be submitted to the Oxford House Liaison at: suzanne.williams@odmhsas.org.
COMPENSATION:
- • Contractor shall be paid a management fee for loan management services according to the following table, payable quarterly to Contractor following the quarterly transfer of interest to the Department collected by Contractor on open loans, and calculated each quarter as 25% of a yearly rate as represented in the following table:
- • If $90,000.00 or more of the fund is out in active loans = $5,400.00 yearly paid as $1,350.00 fee for quarter.
- • If $70,000.00 but less than $90,000.00 of the fund is out in active loans = $4,200.00 yearly fee paid as $1,050.00 fee for quarter.
- • If $50,000.00 but less than $70,000.00 of the fund is out in active loans = $3,000.00 yearly fee paid as $750.00 fee for quarter.
- • If $30,000.00 but less than $50,000.00 of the fund is out in active loans= $1,800.00 yearly fee paid as $450.00 fee for quarter.
- • If $10,000.00 but less than $30,000.00 of the fund is out in active loans=$600.00 yearly fee paid as $150.00 fee for quarter.
- • If less than $10,000.00 of the fund is out in active loans ODMHSAS will not reimburse for the service.
- • For example, if 90% of the fund is out in active loans for the entire year, Contractor will be paid $1,350.00 at the end of each quarter for a total yearly fee of $5,400.00. Calculation of “funds out in active loans” shall be the average of the daily balance of funds out on loan during the quarter for which each calculation is made.
- • The parameters of the management fee compensation table as well as the interest rate charged for loans shall be revisited before renewal of the contract and apply only to work performed during this contract period.
Oxford House TA
INTRODUCTION:
- • Contractor shall provide consultation services to establish, expand, and oversee the effective organization of the network of Oxford Houses located in Oklahoma.
DEFINITIONS:
- • OUD – Opioid Use Disorder as determined utilizing the diagnostic criteria from the DSM 5
- • MAR/MAT/MOUD – Medication Assisted Recovery/Medication Assisted Treatment/Medication for Opioid Use Disorder
WORK REQUIREMENTS:
- • Contractor shall provide ODMHSAS with all necessary services to maintain and strengthen existing Oxford Houses statewide; existing Oxford House chapters; the state association for Oxford House; and establish additional Oxford Houses in Oklahoma, as feasible. This is to be accomplished without compromising standards and quality of existing houses, with the intent of providing safe, affordable housing to consumers who are in recovery from substance use disorders. Contractor acknowledges that its role is “hands- on” and that ODMHSAS is wholly reliant on its knowledge and experience in setting up Oxford Houses. Contractor shall provide the foregoing services in part through outreach persons.
- • Contractor shall create and maintain linkages with ODMHSAS, health care providers, substance use disorder and criminal justice treatment programs, and others in Oklahoma to facilitate referrals for housing requests and to maximize a cooperative approach to services for at-risk populations.
- • Contractor shall maintain a communication link for any individual or group of individuals needing information about the Oklahoma network of Oxford Houses including the availability of a toll-free number for residents residing in Oxford Houses.
- • Contractor shall advise ODMHSAS on compliance with any applicable federal laws and regulations including housing laws that prohibit discrimination against recovery persons or preempt local zoning laws.
- • Contractor shall produce and coordinate technical assistance workshops for Oxford House residents to educate the residents on the Oxford House concept and system of operations.
- • Contractor shall maintain the organization of established Oklahoma Oxford Houses into regional “chapters” and the state association in order to promote house support.
- • Contractor shall provide consultation and technical assistance services on an “as needed” basis to assure compliance with Oxford House guidelines and standards.
- • Contractor shall provide onsite technical assistance to establish new Oxford recovery houses including:
- • Recruiting and selecting appropriate recovery house members;
- • Locating suitable houses for rent;
- • Submitting completed loan applications;
- • Monitoring loan commitments and repayment plans;
- • Establishing and enforcing house rules;
- • Establishing and maintenance of a house budget;
- • Developing methods of networking within the local recovery community groups, including Alcohol Anonymous and Narcotics Anonymous;
- • Developing interconnection with Oxford House Inc. to provide ongoing technical assistance to keep established Oxford Houses on track; and
- • All outreach workers will focus efforts on the development of Oxford Houses throughout Oklahoma.
- • Contractor shall ensure all of the houses statewide are educated to accept residents utilizing MAR/MAT/MOUD as part of their recovery journey.
- • While the focus of these workers will be MAR/MAT/MOUD for OUDs, they shall not be restricted to working only with this population as they shall be responsible to work with all Oxford Houses and Oxford House residents within the areas of their responsibility.
- • The Senior Outreach worker shall coordinate all training and implementation of MAR/MAT/MOUD issues.
- • Contractor shall assess the progress and effectiveness made toward fulfilling the Contract, and provide the findings in an annual report submitted to ODMHSAS no later than July 15, 2021.
- • Contractor shall meet the following timelines for deliverables:
- • A narrative report shall be created and submitted to the Oxford House Liaison by the last day of each month;
- • Regularly-scheduled meetings shall be held with the outreach workers and Oxford HouseLiaison
- • Any significant problems involving Oxford Houses in Oklahoma shall be reported to ODMHSAS personnel within 24 hours of identification. Resolution to the problem shall also be reported;
- • The outreach workers shall obtain a federal employer identification number (FEIN) each new house to enable the house to open a checking account prior to submitting the loan application, unless an FEIN has already been obtained;
- • The outreach workers shall open a checking account for the new house, recruit residents for the house, teach them the Oxford House System of Operations, and assist them in getting utilities operational and furnishings for the house within 10 days of opening the new house;
- • All loan payments are due no later than the 10th of each month; and
- • Nothing in this section shall restrict the establishment of additional Oxford Houses in Oklahoma, if it is feasible, without impairing successful completion of the objectives outlined in this Contract Statement of Work.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Outreach workers, under the oversight of the Contractor, shall:
- • Obtain housing by:
- • Recognizing the characteristics of a suitable house to lease;
- • Assisting with the execution a legal lease between the landlord and the group or entity that is made up of ever-changing residents; and
- • Answering zoning questions – in a general way – backed up by the expertise of the central service office in Silver Springs, MD.
- • Obtain a charter from Oxford House, Inc. (OHI) by:
- • Helping newly-recovering individuals fill out the charter application form and submit it to OHI to get a “conditional” charter that is valid for up to 6 months; and
- • Helping the new group fulfill the requirements of the “conditional” charter so the group can be granted a “permanent” charter.
- • Obtain a FEIN by:
- • Processing the paperwork to obtain a FEIN and help the group to establish a checking account in the name of the individual Oxford House.
- • Recruit initial residents for the new house by:
- • Working with treatment providers, drug courts, and the recovery community to explain the value of Oxford House living to obtain referrals; and
- • Convincing newly-recovering individuals that living in an Oxford House provides the time, peer support, and living environment to gain comfortable sobriety without relapse.
- • Teach new residents of Oxford House the standard system of operations by:
- • Teaching the need for a weekly business meeting and the procedures to follow;
- • Helping elect the five essential officers needed to operate each house and teaching each person the duties of each officeholder;
- • Helping the residents obtain household furnishings needed for the house (“from beds to brooms”); and
- • “Storytelling” to infuse the group with the belief and culture of Oxford House and its role in promoting recovery without relapse.
- • Reach other recovering individuals by:
- • Teaching how to make presentations to providers to get new recruits;
- • Promoting the expansion within an area to meet the needs of newly-recovering individuals and to organize a mutually- supportive chapter; and
- • Instilling the habit of attending 12-step meetings and encouraging frequent contact between residents and Oxford House World Services to resolve house issues, promote expansion, and to become an active participant in ongoing expansion.
- • Costs related to implementation of contract activities shall be provided and covered by Contractor as follows:
- • A full-time outreach supervisor and four full-time outreach workers.
- • Fringe benefits for a full-time Oxford House employee which includes FICA, Medicare, health insurance, vacation, and insurance –FUTA, Workers’ Compensation, etc.
- • Mileage shall be computed at 58¢ per mile. Each outreach worker shall have a car to get to the site, visit providers, attend 12-step meetings, and to find recruits, household furnishings, etc.
- • Contractor’s central office personnel will supplement the promotion of Oxford Houses in the area to resolve any unanticipated problems (includes one roundtrip airfare to provide a site visit).
- • Lodging included under travel shall include overnight lodging at a hotel for the outreach workers prior to finding a house. Once a house is found, the outreach workers live in the house and pay an equal weekly share of household expenses (estimated to be $100.00-$125.00 a week, some of which can come out of personnel expense items).
- • Telephone costs shall include a cellular telephone for the outreach worker and a toll-free number which permits house residents to directly contact Oxford House World Services to resolve procedures and issues affecting the house. Internet services will be provided.
- • Postage and delivery costs of start-up kit and regular mailings.
- • Printing and copying costs shall include preparation of promotional and basic materials and copies made by outreach workers to share forms, articles, etc. with house members to teach the culture and system of operations.
- • Office supplies shall include start-up kits, operational forms, manuals, etc.
- • Computer service shall be provided to help connect local house to www.oxfordhouse.org and for outreach workers to utilize e-mail.
- • Up to ten percent of above costs includes cost of supervisory and service personnel in the central office directly working on the Oklahoma project. OHI also holds harmless any landlord who may incur a problem vis-à-vis zoning or insurance. Funding, not to exceed $10,000.00, has been identified for emergency use.
- • Contractor and any subcontractors shall have at the time the Contract is awarded and maintained the designated insurance coverage during the entire term of the contract:
- • Workers’ Compensation - statutory requirements and benefits;
- • Automobile liability - $500,000.00 - (by outreach workers of Contractor); and
- • Homeowner renting to Oxford House group shall maintain homeowner’s comprehensive coverage as though renting to a single family (See Wai v. Allstate Insurance Company, 75 F. Supp. 2d 1 (DDC 1999) for prohibition against discrimination to Oxford House groups under the ADA and FFHA).
- • Contractor shall provide assistance to Oxford recovery houses established in Oklahoma to apply for state recovery home start-up loans of $4,000.00, repayable in equal monthly installments over a 24-month period at 6% simple interest.
- • Contractor shall be responsible for gathering GPRA data electronically and submit through a predetermined software with access and training provided by ODMHSAS. The Contractor is only responsible for collecting data from current Oxford House residents.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall report activities for the month through brief, written narrative reports that include the status of deliverables specified under the Statement of Work. The report shall be submitted to ODMHSAS at suzanne.williams@odmhsas.org. Other reports may also be requested to meet federal funder obligations. These reports will be due at the requested date.
- • All Oxford House budget information should be obtained from the ODMHSAS Oxford House Liaison.
- • Contractor shall report to the Oxford House Liaison quarterly meetings.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Oxford House Liaison.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org,
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, OK 73106
PACT - State
INTRODUCTION:
- • Contractor shall provide certified Programs of Assertive Community Treatment (PACT). At a minimum, Contractor shall furnish all necessary facilities, materials, resources, and qualified staff to provide PACT services in accordance with rules and regulations (OAC Chapter 55) established by Department and, unless superceded by such rules, in accordance with the basic terms and conditions of any prior award made pursuant to an Invitation to Bid.
DEFINITIONS:
- • PACT – A self-contained clinical program that assures the fixed point of responsibility for providing treatment, rehabilitation and support services to consumers with serious mental illnesses. The PACT team shall use an integrated service approach to merge clinical and rehabilitation staff expertise, such as psychiatric, substance abuse, employment, within one service delivery team, supervised by a qualified program director. Accordingly, there shall be a minimal referral of consumers to other program entities for treatment, rehabilitation, and support services. The PACT staff is responsible to ensure services are continuously available in natural settings for the consumer in a manner that is courteous, helpful and respectful.
WORK REQUIREMENTS:
- • Contractor shall follow the PACT model guidelines provided in the PACT Model of Community-Based Treatment for Persons with Severe and Persistent Mental Illnesses: A Manual for PACT Start-Up.
- • Contractor’s caseload shall not fall below 90% capacity for longer than two consecutive months.
- • Contractor shall screen, admit, and initiate services and discharges as prescribed by Department rules and regulations and, unless superseded by such rules, in accordance with the most current nationally accepted standards for PACT established by the National Alliance on Mental Illness (NAMI).
- • Contractor shall contact the referral source within 10 business days of receipt of a consumer referral for PACT services, and shall document all contacts.
- • Contractor shall provide written notification to the referral source within 15 business days, when a consumer does not meet PACT criteria. The written notification shall include the reason for the denial listed, and an explanation of what to do if they disagree with the decision.
- • Contractor shall schedule an initial screening, for consumers who appear to meet PACT criteria, within 20 business days of receipt of consumer referral for PACT services.
- • A member of the initial treatment team (ITT) within 24 hours of admission and the psychiatrist or advanced practice nurse (APN) shall see the consumer within 72 hours of admission.
- • Contractor shall maintain at least three (3) face-to-face contracts per week for consumers one month post admission. The team shall document any failed attempts.
- • Contractor shall attend and participate in any applicable meetings or trainings as determined necessary by the Department.
- • Contractor shall make contact with the inpatient facility within 48 after being notified of a consumer’s admission.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, ongoing reviews of certain performance indicators.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all services provided by Contractor to each PACT consumer, regardless of the funding source. Services provided shall be reported under the appropriate contract source code, based on the payer for the specific service delivered. Any service not billed to another payer and reported accordingly shall be reported under the Contract Source Code(s) identified in section IV (COMPENSATION) of the Contract.
- • Contractor shall report other information, as determined by Department, to support an ongoing evaluation of the program and services provided.
COMPENSATION:
- • Funds for PACT services shall be reimbursed upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Indirect costs shall not exceed 17.5% of the total budget.
- • Contractor is required to report any revenue (Medicaid and other third party) on the Department approved PACT budget worksheet.
Pay For Success – Pivot Preserves
INTRODUCTION:
- • This project will develop and market Pivot Preserves (producing, marketing, and selling fruit preserves) in select markets (in Oklahoma City first and expand as demand increases) and holiday gift boxes to provide first-time jobs for homeless/aging out-of-care youth ages 17-25 to gain experience and income and raise funds. Supportive programming will include Individual Placement and Support (IPS). Youth will learn the necessary skills to be quality employees and explore careers in the business world. At full scale, this project will employ 20 part-time youth and two full-time employees. It is anticipated 50 youth will go through the program to become productive, contributing members of the community.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until Pivot enters into a contract with Oklahoma Impact Investing Collaborative for this Pay For Success project and emails a copy of said fully executed contract to suzanne.williams@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Oklahoma Impact Investing Collaborative and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following Metrix guideline:
- • Employee Placement at Pivot Preserves (temp placement).
- • Retention for 1 month at Pivot Preserves (retention benchmark).
- • Retention for 3 months at Pivot Preserves (retention benchmark).
- • Retention for 6 months at Pivot Preserves (retention benchmark).
- • Completion of a 12-week training Program (workforce development).
- • Utilizing IPS services and supports, full-time job placement outside of Pivot Preserves (perm placement).
- • Utilizing IPS services and supports, retention of outside employment for 3 months (retention benchmark).
- • Utilizing IPS services and supports, retention of outside employment for 6 months (retention benchmark).
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Oklahoma Impact Investing Collaborative per Contractor’s contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
- • Contractor shall launch an IPS team by October 1, 2023 and ongoing project evaluations will support the efficacy of this continued work past year of one of implementation and following fidelity protocols.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments.
Pay For Success – Rural Transitional Living Program (Grand)
INTRODUCTION:
- • This project will serve Northeastern and Northcentral Oklahoma through an array of trauma-informed services that promote quality of life for consumers. GLMHC has offices in Craig, Delaware, Kay, Mayes, Noble, Nowata, Osage, Ottawa, Pawnee, Payne, Rogers, and Washington Counties. GLMHC to serve up to 100 people over 7 months in their 12-county service area through a scattered-site Supported Transitional Living Program (Supported TLP). The program will serve justice-involved (at any time previous) adults (18 years and older) assessed with moderate to high risk of recidivism and high risk of homelessness, with priority given to individuals released within the previous six months.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until GLMHC enters into a contract with Impact Accelerator/MetaFund for this Pay For Success project and emails a copy of said fully executed contract to suzanne.williams@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Impact Accelerator/MetaFund and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following metrics guideline:
- • Stable housing days:
- • Payment triggered upon achieving positive outcomes, defined as exiting to stable housing (could include permanent supported housing, independent living, or living with family); exiting to shelter or going AWOL will not receive success payments.
- • Success payment (per person) = $11.22/day multiplied by the number of days the individual is in stable housing up to a maximum of 6 months.
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Impact Accelerator/MetaFund per Contractors contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments. Invoices will be submitted by the 15th of each month to Tiajuan.Miller@odmhsas.org.
Pay For Success – Transition Age Youth Supervised Transitional Living Program
INTRODUCTION:
- • This project will serve transition age youth ages 18-25 in the City of Oklahoma City through an array of trauma-informed services that promote quality of life for consumers. Sisu Youth Services will serve up to twelve transition age youth at a time with up to 24 uniquely identified transition age youth in the first twelve months. The program will serve the high-need population of transition age youth with mental health, substance abuse, or co-occurring who have slipped through the safety net system and are currently experiencing homelessness. Referrals will be from Oklahoma Department of Mental Health and Substance Abuse Services, Department of Human Services, Office of Juvenile Affairs, and Department of Corrections, coordinated entry through Continuum of Cares or emergency shelters.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until Sisu Youth Services enters into a contract with Impact Accelerator/MetaFund for this Pay For Success project and emails a copy of said fully executed contract to suzanne.williams@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Impact Accelerator/MetaFund and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following Metrix guideline:
- • Stable housing days:
- • Payment triggered upon a participant exiting to stable housing (e.g., next level of supported housing, independent living, family); an individual exiting to shelter or going AWOL will not qualify for success payments.
- • Success payment (per person) = $67/ day multiplied by the number of days in Supported TLP at exit.
- • Employment placement and retention:
- • Total possible payment: $6,050*
- • Initial job placement: $1,512.50.
- • Participant employed at 30 days post placement (does not have to be the same job): $1,512.50.
- • Participant employed at 60 days post placement (does not have to be the same job): $1,512.50.
- • Participant employed at 90 days post placement (does not have to be the same job): $1,512.50.
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Impact Accelerator/MetaFund per Contractor’s contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
- • Contractor shall become a Medicaid contractor by January 1, 2023 and ongoing project evaluations will support the efficacy of this continue work past year of one of implementation.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments.
Pay For Success – Transition Age Youth Supervised Transitional Living Program - Revised
INTRODUCTION:
- • This project will serve transition age youth ages 18-25 in the City of Oklahoma City through an array of trauma-informed services that promote quality of life for consumers. Sisu Youth Services will serve up to twelve transition age youth at a time with up to 24 uniquely identified transition age youth in the first twelve months. The program will serve the high-need population of transition age youth with mental health, substance abuse, or co-occurring who have slipped through the safety net system and are currently experiencing homelessness. Referrals will be from Oklahoma Department of Mental Health and Substance Abuse Services, Department of Human Services, Office of Juvenile Affairs, and Department of Corrections, coordinated entry through Continuum of Cares or emergency shelters.
WORK REQUIREMENTS:
- • This program and related-funding is not valid and funding not accessible until Sisu Youth Services enters into a contract with Impact Accelerator/MetaFund for this Pay For Success project and emails a copy of said fully executed contract to Lahcen.Dallaly@odmhsas.org .
- • Contractor shall have a third-party evaluator approved by Impact Accelerator/MetaFund and ODMHSAS. Evaluator is responsible for determining if project success metrics are met.
- • A comprehensive report along with invoice must be submitted by the 15th of each month to ODMHSAS. The invoice shall outline the success payments based on the following Metrix guideline:
- • Stable housing days:
- • Payment triggered upon a participant exiting to stable housing (e.g., next level of supported housing, independent living, family); an individual exiting to shelter or going AWOL will not qualify for success payments.
- • Success payment (per person) = $67/ day multiplied by the number of days in Supported TLP at exit.
- • Employment and education placement and retention through the evidence-based model of IPS:
- • Total possible payment: $6,050*.
- • Initial job placement: $1,512.50.
- • Participant employed at 30 days post placement (does not have to be the same job): $1,512.50.
- • Participant employed at 60 days post placement (does not have to be the same job): $1,512.50.
- • Participant employed at 90 days post placement (does not have to be the same job): $1,512.50.
- • High School Graduation from an accredited Oklahoma High School or Academy.
- • Verified through a diploma or transcripts : $575 per person.
- • GED or HiSET test completion through the State of Oklahoma.
- • Verified by a certificate from https://oklahoma.gov/careertech/educators/adult-education-and-family-literacy/students/diplomas-transcripts.html: $335 per person.
- • Educational Certifications.
- • Must be from an accredited training institution. Can include things like CNA, Phlebotomy, ServSafe, PRSS, etc.
- • Verified with a certificate from an accredited training institute : $1,913 per person.
- • The Contractor is responsible for using funds received through this funding mechanism to pay back the Impact Accelerator/MetaFund per Contractor’s contract with Impact Accelerator/MetaFund.
- • Contractor shall not receive reimbursement under this contract for consumers served under other ODMHSAS contracted housing funds.
- • Contractor shall become a Medicaid contractor by January 1, 2023 and ongoing project evaluations will support the efficacy of this continue work past year of one of implementation.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation of success payments.
PCAP - OK Parent Child Assistance Program Evaluation - State
INTRODUCTION:
- • University of Oklahoma (OU) in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), The evaluation of the Oklahoma Parent Child Assistance Program (PCAP) will involve a randomized control trial (RCT) of PCAP, an evidence-informed program operating in Washington State from the University of Washington. PCAP serves high-risk mothers who misuse alcohol/drugs during pregnancy and their families using a theory-based model (relational theory, stages of change, and harm reduction).
DEFINITIONS:
- • PCAP - Oklahoma Parent Child Assistance Program
- • RCT - Randomized control trial
- • OU - University of Oklahoma
- • CM - Case Managers
- • FCP - Family Care Plan
- • SAFER - Safely Advocating for Families Engaged in Recovery
- • IDTA - In depth technical assistance
WORK REQUIREMENTS:
- • Contractor shall:
- • Maintain required staffing to coordinate treatment as follows:
- • Case Managers to provide regular home visitation and help clients obtain treatment and stay in recovery.
- • Ensure the following treatment outcomes:
- • Enrollment of up to 50 women in their first year of PCAP in Year 2 of the project.
- • PCAP intervention activities are conducted by trained and supervised CM who each work with 16 families for 3 years, beginning during pregnancy and postpartum.
- • CM connect families with comprehensive services including health, housing, parenting, and vocational services.
- • Ensure pregnant women receive a FCP by:
- • Provide the services, supports, and resources needed to develop a foundation and assist the rollout of the prenatal Plan of Safe Care (Family Care Plan) as a part of the statewide Safely Advocating for Families Engaged in Recovery (SAFER) In Depth Technical Assistance (IDTA) Initiative. To accomplish this Contractor agrees to:
- • Develop a plan to begin implementing the Family Care Plan (FCP) within 6 months of contract initiation in order to help support the treatment and recovery of the family unit experiencing SUD. This could include:
- • Sending staff to infant and early childhood mental health (IECMH) foundational training approved by ODMHSAS in order to establish basic knowledge in the rapidly growing area of infant mental health.
- • Receiving training to ensure there is an awareness and beginning understanding of the core concepts of IECMH and the effects substance exposure has on newborns and the services that will be needed in developing the Family Care Plan (FCP) when working with families experiencing substance use disorders (SUD).
- • When available, attend the ODMHSAS SAFER FCP online training to prepare for implementation of the FCP.
- • FCP shall be offered to individuals wanting to become pregnant within the year, are pregnant, or who are in the 4th trimester (post-natal period).
- • Establishing a FCP that will meet the medical, substance use treatment, recover, and social support services needs of the pregnant and postpartum woman, her infant, other children, and family.
- • Increasing care coordination with primary care providers and create linkage with referral sources.
- • Improve connection and availability of supportive services.
- • Update the FCP with women and family as needs evolve.
- • Contractor shall submit an invoice monthly, not to exceed a cumulative one-twelfth (1/12) of the contracted amount of $270,000.
- • Invoices shall be electronically submitted or sent to: contracts@odmhsas.org and grant project director.
- Or
- Contracts
- Oklahoma Department of Mental Health and Substance Abuse Services
- 2000 N. Classen Blvd. 2-600
- Oklahoma City, Oklahoma 73106
Pediatric Mental Health Care Access New Area Expansion - American Rescue Plan Act (ARPA)
- Oklahoma State University Center for Health Sciences Department of Psychiatry & Behavioral Sciences
INTRODUCTION:
- • The overarching goal of this project is to create a sustained statewide pediatric mental health teleconsultation program, inclusive of an infant and early childhood emphasis to enhance prevention. Oklahoma State University (OSU) will establish a statewide teleconsultation and mental health care program with regional mental health teams providing consultation and support to pediatric primary care providers. OSU under the oversite of ODMHSAS will ensure all goals, objectives, and activities outlined in the work plan are implemented.
- • Project Objectives
- • Increase access to behavioral healthcare by expanding the capacity of pediatric primary care providers to detect, assess, treat and refer children with behavioral health disorders.
- • Improve access to additional support services for children and their families, including rural and medically underserved populations.
- • Sustained statewide pediatric mental health teleconsultation program, inclusive of an infant and early childhood emphasis to enhance prevention.
WORK REQUIREMENTS:
- • OSU will provide the day-to-day management of project goals and objectives.
- • Conduct a needs assessment regarding behavioral health consultation in pediatric primary care.
- • Develop a web-based hub for clinical guidance and resource management, and
- • Establish an advisory committee.
- • Establish 4 regional CAPMAP teams – one each year for up to 4 regions, pilot year in Tulsa.
- • Develop and implement Teleconsultation services during years 2-5.
- • Develop and implement training, education and support for regional OKCAPMAP teams – starting year 2.
- • Conduct training and provide technical assistance to pediatric primary care providers - Two trainings per team for start-up each year.
- • Host teleconferences or face to face training on MH identification, diagnosis, treatment and referral education and support on a quarterly schedule.
- • Conduct 1-2 specialty pediatric mental health trainings to address race, ethnicity and cultural diversity – twice yearly.
- • Establish peer support and learning collaborative as regional support networks with participating pediatric primary care providers – twice yearly.
- • Provide Screening and diagnostic resources/clinical guidelines for self -directed and real time learning - Ongoing access via internet starting in year 2.
- • Connect and collaborate with partners and providers through provider outreach.
- • Coordinate collaboration with key partners including Medicaid, HRSA, the OK SIM, and other state departments that serve infants, children and adolescents.
- • Project evaluation and result dissemination - quarterly reports as required by HRSA to meet all grant requirements.
- • Ongoing Communication with pediatric primary care, behavioral health providers and stakeholders to ensure project success.
- • Presentations at regional and national conferences on project activities and lessons learned.
- • General public communications about early childhood resources to support early access to needed services.
- • Full participation in HRSA recipient meetings and updates about novel successes and lessons learned.
- • Conduct ongoing assessment of gaps in clinical and geographic coverage.
- • Develop strategies to sustain, enhance and or expand the OKCAPMAP throughout the life of the federal grant to support continuation of project beyond end of federal funds.
Required Staff Positions:
- • Project Management (Key staff position).
- • Physician Advisor and Curriculum Development.
- • OSU will contract with Psychiatric Consultants to provide tele consultation for up to a total of 500 hours per year for each year of the grant.
- • OSU will hire a licensed mental health professional and a care coordinator at .75 FTEs each during Years 1 and 2 and 1 FTE each for the remaining three years to support implementation of the OKCAPMAP program.
Data Management & Evaluation:
- • OSU will provide data management and evaluation services. OSU will design a database for collecting and managing all data essential to the project’s performance, outcome, and impact measures, and demographic data such as age, race and ethnicity of infants, children and adolescents served. Upon receipt of data reports, the data team will conduct data quality checks and data cleaning, and work with partners to resolve any issues with the data before entering it into the database. The data team will ensure that internal deadlines allow time for data quality checks and cleaning before reports are due to HRSA.
PERFORMANCE MONITORING:
- • Contractor will provide quarterly updates to ODMHSAS Project Director regarding grant requirements and progress toward project objectives.
- • Contractor will report on activities as outlined by HRSA to meet all grant obligations.
Problem Gambling Education, Training & Consultation (OAPCG)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to maintain a statewide consumer advocacy office affiliated with the National Council on Problem Gambling and provide needed information to persons with problem gambling issues and their families throughout Oklahoma. Contractor shall provide problem gambling education, training, and consultation to counselors, professionals, and the general public statewide.
DEFINITIONS:
- • IGCCB – International Gambling Counselor Certification Board
- • NCGC – National Certified Gambling Counselor
WORK REQUIREMENTS:
- • Training
- • Contractor shall assist ODMHSAS in developing and coordinating training and education opportunities for counselors and other professionals. Coordination shall include:
- • Dates of conferences, training events, and workshops;
- • Media releases, brochures, or other printed materials prior to production or dissemination;
- • Conference and trainings continuing education credits; and
- • Scholarships that meet ODMHSAS requirements including financial and other support.
- • Contractor shall conduct the following conferences, trainings, and workshops:
- • An annual statewide Gambling Services Conference;
- • A presentation at the Latino Community Action Agency;
- • A presentation targeting Oklahoma’s elder population;
- • A presentation at the ODMHSAS Annual Prevention and Recovery Conference; and
- • Twice per year present 30 hour course on Problem Gambling to meet ODMHSAS required training for providing services to problem gamblers.
- • Contractor shall provide gambling specific clinical consultation and clinical case supervision for those individuals who have completed the minimum requirements to provide gambling treatment services in the State of Oklahoma.
- • Clinical Case Supervision to be provided by an IGCCB, NCGC Certified Trainer.
- • Contractor shall keep a list in a data base of individuals in the state who meet the qualifications of the 30 hours of core training and the 10 hours of additional training to provide gambling treatment services. The contractor will also be the primary contact in the State of Oklahoma for individuals pursuing CEU hours for NCPG National Certification.
- • Advocacy
- • Contractor shall provide referral and advocacy services to persons with gambling-related disorders.
- • Contractor shall provide an Oklahoma office and telephone line with full-time coverage for individuals seeking advocacy-related information for problem gambling issues. General hours of operation will be 9:00am to 6:00pm Monday through Friday.
- • Contractor shall maintain and distribute up-to-date lists via the OAPCG website, information booths, community education and presentations, and the OAPCG resource library. These lists shall include, but not limited to:
- • ODMHSAS-certified and funded gambling treatment programs;
- • Native American behavioral health programs with trained gambling counselors;
- • Licensed Behavioral Health Practitioners in private practice who are Nationally Certified Gambling Counselors, as well as all Nationally Certified Gambling Counselors in Oklahoma, and those that meet the training requirements to provide services to Problem Gamblers in the State of Oklahoma;
- • Other gambling recovery resources, i.e., faith-based organizations, veterans’ services, and out-of-state, inpatient gambling treatment programs, etc.; and
- • Gamblers Anonymous, Gam-Anon, and other community-based self-help support groups, and meeting times and places statewide including contact information.
- • Contractor shall educate communities and advocate for the needs of persons with problem gambling their families, and promote priorities that are pro-recovery.
- • Helpline
- • Contractor shall fund and provide oversight of Oklahoma’s statewide problem gambling helpline, HeartLine, Inc., using the national helpline number (800) 522-4700.
- • Maintain a contract with HeartLine, Inc. to include $48,600.00 for problem gambling helpline services delivered by trained gambling counselors 24 hours a day, 7 days a week.
- • Contractor shall furnish and update HeartLine, Inc. with ODMHSAS- approved Oklahoma Helpline Referral List within 72 hours of written notice. This list will include ODMHSAS-certified and state-funded gambling treatment programs, Native American behavioral health providers with trained gambling counselors, and Licensed Behavioral Health Counselors in private practice who are Nationally Certified Gambling Counselors.
- • Contractor shall ensure all Oklahoma helpline callers shall, at a minimum, receive a documented referral to the nearest ODMHSAS- certified and state-funded gambling treatment program.
- • Contractor shall acquire, develop, assimilate and distribute support materials and information for help line callers who are requesting assistance with problem gambling, as appropriate.
- • Contractor shall assist in transforming the Helpline referral process to a “Warm Line” system that will do direct handoffs of those needing problem gambling services with those who are contracted providers of problem gambling services.
- • Website/Newsletter/Library
- • Contractor shall produce a quarterly newsletter, and maintain a listserv for distribution of quarterly newsletter and distribute, at a minimum to the following locations statewide:
- • ODMHSAS mental health and substance abuse providers;
- • Gaming entities including Oklahoma casinos, racetracks, and Lottery;
- • Drug Court Judges, coordinators, providers, and District Attorney’s Offices;
- • Office of Finance gaming regulatory authority staff;
- • Department of Corrections;
- • Bankruptcy trustees;
- • Credit counseling agencies and banks; and
- • Employee assistance programs.
- • Tradeshows
- • Contractor shall participate in trade shows and awareness activities that include, but are not limited to:
- • Booths at all ODMHSAS-sponsored conferences;
- • Booth at the Annual ODAPCA Conference; and
- • Booths at all conferences sponsored by any Oklahoma state agency and gambling association.
- • Technical Assistance/Outreach
- • Contractor shall participate as feasible in key statewide, regional and national stakeholder boards and commissions, including counselor licensure boards.
- • Contractor shall assist tribes with the facilitation of the statewide casino self-exclusion program.
- • Contractor shall establish a speaker’s bureau.
- • Contractor shall provide recommendations to ODMHSAS regarding gambling treatment services.
- • Contractor will work with ODMHSAS Director of Decision Support Services and Problem Gambling Field Services Coordinator, and Elite Research to compile and potentially disseminate findings of the Oklahoma Problem Gambling Prevalence Study.
- • General Conditions
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- • Contractor shall state it is funded in part by ODMHSAS in all applicable promotional information.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
- • Contractor shall provide monthly written reports of detailed activities carried out pursuant to this Statement of Work by the 10th of each month to the ODMHSAS Problem Gambling Field Services Coordinator. Contractor shall provide such additional details as ODMHSAS may require.
- • Report of Statement of Work requirements by type of work, including but not limited to:
- • Training;
- • Advocacy;
- • Helpline;
- • Website/Newsletter/Library
- • Trade-shows;
- • Technical Assistance; and
- • Outreach;
- • Contractor shall submit an annual conference, training, and educational plan with dates for all activities by August 1st of each year.
- • Contractor shall provide Helpline data each quarter and aggregate data at the end of the Fiscal Year.
- • Contractor shall provide a narrative of activity on the boards and commissions either directly or through minutes.
- • ODMHSAS shall provide support of contract activities through the following:
- • Continuing education units;
- • Registration support;
- • Mailing lists and mailing service;
- • Non-financial support or guidance for other identified needs;
- • Activity Report monitoring; and
- • Quarterly Meetings to review progress and plans (arranged between the Contractor and the Department).
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department approved project budget.
- • Contractor will complete an Annual Budget for review by the Department no later than August 1st. The Budget will be based on the overall organization, showing all funding sources and shall be categorized to correspond with Section 4 Work Requirements.
- • Contractor shall submit a monthly invoice to the Department, subject to approval by the Problem Gambling Field Services Coordinator.
Recovery-Oriented Cognitive Therapy (CT-R) Training and Consultation (Brinen)
INTRODUCTION:
- • This Contract is to provide the necessary training services to help develop Oklahoma provider competencies in the area of Cognitive Behavioral Therapy (CBT) with specific focus on Recovery Oriented Cognitive Therapy (CT-R).
WORK REQUIREMENTS:
- • Contractor shall provide a 3-day training focusing on CBT interventions for Serious Mental Illness and psychosis through the framework of the Recovery Oriented Cognitive Therapy (CT-R) model for Oklahoma community-based therapists who have already completed a 3-day foundational CBT training offered through the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS).
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor through training evaluation.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department. Backup documentation submitted, for payment, must include contractor’s name, contact information, name of training, date(s) of training and amount billed.
- • On-site training will be reimbursed at an all-inclusive rate of $4,200.00 per day.
- • Virtual training an all-inclusive rate of $3,000.00 per day.
Residential – Medication/Flex
INTRODUCTION:
- • This contract is to provide funding for certain authorized expenditures pursuant to ODMHSAS approval, to include the purchase and provision of approved medications, appropriate to the level of certification, used in support of direct services in the treatment of consumers; lab work; and related flexible expenses in support of the recovery of consumers.
WORK REQUIREMENTS:
- • Contractor shall allocate the funding necessary for the purchase of appropriate treatment medications and related laboratory costs allowed by the Department for the Contractors level of certification.
- • Contractor shall maintain documentation on the costs and prescription names of medications supplied to consumers.
- • Contractor shall provide or arrange for the dispensing and or prescribing of medications, to include as needed: arranging for a physician, local laboratory, and local pharmacy to ensure these medications are available to appropriate consumers.
- • Contractor shall not restrict the dispensing and/or prescribing of treatment medications based on cost or availability of Department funding. Contractor shall maximize the use of donated medications and other resources to complement funding available from Department in order to ensure the availability of medications to any consumer in need of such.
- • Contractor shall provide education to all consumers on the medications available, providing opportunities for the consumer’s input into the determination in selecting the medical intervention.
- • Contractor shall allocate funding necessary to meet the needs of individuals that may prevent them from obtaining treatment services. Flexible funds are to be used to support community integration of persons (adults or children) leaving the residential level of care, or who are at risk of entering residential care, and are receiving case management and/or other recovery-oriented services including but not limited to: housing, emergent one-time needs that prevent the person from receiving treatment with a plan to address those needs for the future, and other needs that may be approved by the ODMHSAS.
- • Flexible funds should never be disbursed as cash to clients. Funds must be disbursed as direct reimbursement for goods or services, with receipts documenting the purpose of the expense. Flexible funds shall be used after all other sources of funding have been exhausted.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
COMPENSATION:
- • Funding for medications, related expenses, and flexible funds for which no other reimbursement will be received, but are provided pursuant to this statement of work, shall be reimbursed on a monthly basis upon receipt of documentation of expenditures according to procedures determined by the Department.
- • Monthly payments may not exceed a cumulative one-twelfth (1/12th), or relevant number of contracted months, of the contracted amount. The following are allowable expenditures for which Contractor must maintain generally accepted accounting records and submit as backup documentation with each monthly invoice.
- • The purchase of any medication approved in the treatment of consumers if prescribed by a physician for an ODMHSAS eligible consumer.
- • Laboratory costs specifically related to the use of medications provided pursuant to this addendum.
- • Direct expenses for which no other reimbursement is received to obtain medications on behalf of eligible individuals through indigent or donated drug programs.
- • In the direct operation of a pharmacy, indirect and other direct costs not to exceed 25% of the direct costs identified in the first three bulleted items in this subsection shall be permitted.
- • Expenditures for medications on behalf of Medicaid recipients who exhaust “punches” for the purchase of other medically necessary medications.
- • List of flexible funds identifying purchases made in support of community integration of consumers.
Residential Care – Continuum of Care - Enhanced
Residential SUD – VBP
INTRODUCTION:
- • This contract is to compensate qualifying residential level of care substance use disorder (SUD) facilities to earn a performance-based payment in the amount of 10% of qualifying per diem payments, established in accordance with the Oklahoma Medicaid State Plan, the Oklahoma Health Care Authority (OHCA), and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS). ODMHSAS is the oversight agency for the performance-based payment.
WORK REQUIREMENTS:
- • Contractor must meet or exceed all state-defined benchmarks for the following metrics during the quarterly reporting period:
- • ASAM Level 3.1, 3.3, and 3.5 Providers:
- • Measure Benchmark Percent of members admitted to/engaged in a lower level of care behavioral health service within seven (7) days of discharge; 60% minimum.
- • Percent of members who complete treatment; 60% minimum.
- • Percent of members who experience a reduction in drug use for all drugs of choice; 85% minimum.
- • Percent of members who are readmitted to the same or higher level of care behavioral health service within ninety (90) days of discharge; 10% maximum.
- • ASAM Level 3.7 Providers Measure Benchmark.
- • Percent of members admitted to/engaged in a lower level of care behavioral health service within seven (7) days of discharge; 60% minimum.
- • Percent of members who complete treatment; 60% minimum.
- • Percent of members who are readmitted to the same or higher level of behavioral health care service within ninety (90) days of discharge; 10% maximum.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor and determine the appropriate payment amount based on the results of the outcome measures using the following measure definitions and data sources:
- • Planned discharge: Percent of members discharged from facility with a planned discharge, based on reported discharge type. At discharge, facilities are required to submit a prior authorization request with a completed Client Data Core (CDC) to indicate the member has left the facility or that level of treatment.
- • Readmission within 90 days: Percent of members readmitted to the same or higher level of substance use disorder treatment within 90 days of discharge. The CDC is used to identify discharge date and any subsequent admission to identify if the member was readmitted to the same or higher level of treatment within 90 days of discharge.
- • Follow up after discharge within 7 days: Percent of members who receive behavioral health treatment at a lower level of care within 7 days of discharge. Using the Medicaid claims, DMH claims, and the CDC data, after a member has been discharged, the data is reviewed to identify if a member enrolled in or received a behavioral health service in a lower level of care within 7 days of discharge.
- • Reduction in drug use: Percent of members discharged from facility who reported a reduction in drug use in the past 30 days, based on CDC data. Within the CDC, members may report up to three drugs of choice at admission into treatment. At discharge, facilities are required to submit a CDC to indicate the member has left the agency or that level of treatment. To meet the measure, members must report reduced frequency of use for all drugs of choice on the CDC at discharge.
COMPENSATION:
- • ODMHSAS will initiate the performance-based payment process to determine the payment amount based on data results of the outcome measures.
- • Each quarter, data from Medicaid claims, DMH claims, and prior authorization requests will be analyzed to identify each facility's performance compared to the benchmarks. If Contractor meets the minimum benchmark for all measures during the measurement period, all paid per diem Medicaid and DMH claims for residential treatment during the measurement period will be identified. To calculate the bonus amount, the amount paid for each claim is multiplied by .1 to provide a 10% performance-based payment. Each quarter, previous payments will be reviewed to identify if any claims which received a performance-based payment were recouped or overpaid. Any recoupment/overpayment will be reduced from current and/or future performance-based payments.
- • Invoices shall be electronically submitted via the eProviderInvoice system.
School-Based Prevention Services (MTSS)
INTRODUCTION:
- • Contractor shall provide necessary resources to develop and deliver school-based prevention services to school districts and school sites, including planning, data collection, service reporting and evaluations, and workforce development. School-based prevention services shall be provided in accordance with the ODMHSAS Prevention Strategic Plan, vision, mission and guiding principles. School-based prevention services may include an array of evidence-based programs, policies, and/or practices planned and implemented across the Contractor’s school district(s) to prevent identified risk factors contributing to substance use and related mental, emotional, and behavioral problems, herein referred to as MEB to represent a range of negative youth outcomes related to known or shared risk factors for substance use.
- • Contractor’s main goal of this 3-year project is to develop, enhance, and finalize a MTSS plan and implement Tier 1 primary prevention strategies as outlined in the Contractor’s ODMHSAS-approved MTSS plan. The MTSS plan may include, but is not limited to: professional development for school staff and educators on recognizing risk factors and warning signs of developing behavioral health problems and how to respond to behavioral health crises; strategies to decrease stigmatizing attitudes and behaviors related to mental health, and; evidence-based prevention services and strategies with outcomes in targeted MEB problem areas.
- • Tier 1 refers to universal, primary prevention strategies for the entire population to reduce risk and increase protective factors that maximizes and protects student mental wellness (and to prevent the onset of MEB problems before they start or before early warning signs become present) and address school culture and climate to create supporting environments for students, families, staff and educators.
WORK REQUIREMENTS:
- • The following outcomes key contract requirements and deadlines for Fiscal Year 2024 (July 1, 2023 – June 30, 2024). Contractor shall comply with this timeline and, if any, subsequence revisions made by the Department. A list of monthly performance benchmarks will also be provided by the Department for the Contractor to complete during the contract period.
- • Contractor shall participate in all planned activities and project tasks as established and coordinated by the Department and the training and technical assistance provider, Oklahoma State University Center of Family Resilience (OSU CFR).
- • The Contractor shall provide the resources necessary to execute the work requirements detailed in this section and complete all components of their work plan and shall use the Strategic Planning Framework (SPF), MTSS and Interconnected Systems Framework (ISF) to guide all prevention activities throughout the project year and coordinate and/or leverage all prevention resources whether funded though the ODMHSAS or other sources. Contractor must have a complete and approved plan prior to commencement of implementation of any approved primary prevention services. Contractor shall create a work plan in a format as prescribed by the Department and submit into a designated prevention reporting system no later than July 31, 2023.
- • The annual work plan template for FY 2024 shall adhere to the steps of the Strategic Planning Framework (SPF) and must include a logic model, needs assessment, target problem area(s), and measureable objectives and process measures for the CSAP six (6) strategies: Community/Sector-Based Processes, Information Dissemination and Prevention Education. Contractor’s annual work plan shall also include equity and communication components for each strategy.
- • Contractor shall collaborate with the Department and OSU CFR staff regularly to ensure contract requirements are met at the district-level in a timely and effective manner.
- • Contractor is expected to adhere to the ODMHSAS Prevention Service Standards as stated in the ODMHSAS Prevention Strategic Plan.
- • Project Management:
- • Contractor shall recruit, hire or identify and maintain a minimum of one full-time equivalency (1 FTE) staff member to serve as a qualified LEA Prevention Coordinator. The LEA Prevention Coordinator shall be the primary contact of this contract and shall be responsible for coordinating and completing contracted work requirements.
- • Contractor may recruit or identify additional personnel to assist the primary contact of this contract in coordinating and completing contracted work requirements.
- • All staff funded under this contract shall have the knowledge and experience necessary to coordinate school-based projects and may be required to obtain Certified Prevention Specialist (CPS) for Bachelor level staff or Associate Prevention Specialist (APS) for non-degree staff through the Oklahoma Drug and Alcohol Professional Counselor Association (ODAPCA) within 18 months of employment start date or contract start date, whichever is longer. Staff shall complete the Substance Abuse Prevention Skills Training (SAPST) and other relevant new staff training within 6 months of employment.
- • Contractor shall ensure all staff funded under this contract participates in all orientations, trainings, prevention workforce development and/or conferences as required by the Department (e.g. Prevention Academy, Substance Abuse Prevention Skills Training, Prevention & Recovery Conference, etc.). Future education and training opportunities may arise throughout the timeframe of the project and may be required by the Department for all staff under this contract to participate in future education/training opportunities.
- • Assessment:
- • Contractor shall participate in an annual needs assessment and shall develop an ongoing process to gather and analyze available data (e.g. Oklahoma Prevention Needs Assessment), which includes identifying and prioritizing student MEB health problems, along with risk and protective factors that are present in the LEA’s school environment. Contractor shall complete an annual needs assessment and submit to the Department for approval no later than September 30, 2023.
- • Contractor shall ensure their school district(s) participates in the biennial Oklahoma Prevention Needs Assessment (OPNA) Survey each administration cycle throughout this project, 2021-2022 and 2023-2024, and shall assist school sites in completing the OPNA. The school district(s) must attempt to have at least 60% participation rate in each of the following grades: 6, 8, 10, and 12. Contractor may act as the District Survey Coordinator or may designate another staff member to work with the school sites, the ODMHSAS, and the ODMHSAS contracted OPNA state administrator.
- • Contractor shall conduct a readiness and capacity assessment for the following target populations: 1) District Planning Team/Leadership Team (a.k.a. Multi-Disciplinary Team); 2) district and school site-level leadership, staff and educators; 3) parents/guardians, and/or; 4) students. Readiness and capacity assessment may include but are not limited to surveys or interviews. Contractor shall be responsible for administering the readiness and capacity assessments and shall complete the administration no later than October 31, 2023.
- • Contractor shall utilize their needs assessments and results from their readiness and capacity assessments to inform planning and improvement of their district’s readiness and capacity needs and to inform training that supports their MTSS plan and implementation of school-based prevention services.
- • Building Capacity:
- • Contractor shall participate in regularly scheduled technical assistance, group trainings, and any one-on-one meetings with the Department and OSU CFR. Trainings and technical assistance may consist of ongoing planning and availability for capacity building, needs and readiness/capacity assessments, development and implementation of MTSS plans, and other relevant prevention workforce development as required by the Department.
- • Contractor shall be responsible for establishing and/or enhancing their district planning team (a.k.a. multi-disciplinary Team) and organize regular, scheduled team meeting(s) with designated key stakeholders. Contractor shall submit an updated list of team members and scheduled meeting dates in a prescribed format by the Department no later than September 30, 2023. District planning teams may consist of district and site-level leadership, teachers, school counselors/social workers, student discipline/conduct staff (e.g. in-school suspension coordinators), parents, students, and/or other relevant school or community stakeholders. The district planning team shall assist the LEA Project Coordinator in completing key components of the annual work plan and their school district’s MTSS plan for MEB health.
- • Contractor shall engage with their district planning team in ongoing efforts to develop and strengthen overall district readiness and capacity (leadership, memberships, functions, procedures, roles and responsibilities, etc.). Contractor shall work directly with their district planning team to delegate tasks and coordinate all district and site-level prevention services (e.g. organizing resources, delivering education/training to staff and educators, providing consultation and technical assistance to staff and educators, conduct evaluation activities, and support other district related planning activities for MEB health).
- • Contractor may participate in other state, district, and/or other local workforce(s) with similar goals to strategically advance the priority indicators identified in the Contractor’s MTSS plan and annual work plan.
- • Contractor is expected to coordinate with the ODMHSAS funded prevention and treatment service providers within their coverage areas and with other ODMHSAS funded local educational agency(ies).
- • Contractor shall document relationship development with identified strategic partners/stakeholders and how the relationship advances strategic goals.
- • Prevention Planning:
- • Based on the identified priority indicators from the district’s needs assessment, Contractor shall develop and enhance their MTSS plans. The MTSS plan must include a logic model, needs assessment findings, identified target problem area(s), and measurable objectives and process measures for each selected strategy. Contractor’s district-wide MTSS plan shall include strategies to prevent and reduce priority MEB health problems and associated risk factors. At a minimum, the MTSS plan shall include.
- • Identification of district needs and priority MEB health problems and a tiered logic model with outcomes related to priority indicators and school-based prevention services.
- • Components to address capacity and readiness, policy/procedures, implementation, evaluation, cultural competency and sustainability.
- • A plan that addresses a health disparate population and strategies on how to address this population within the district.
- • A communication plan to ensure communication efforts are conducted regularly and routinely with identified direct and indirect populations.
- • Pre-approved evidence-based strategies and interventions for Tiers 1, 2, and 3 to address district’s priority MEB health problems.
- • A sustainability plan that will ensure focus on sustaining both the outcomes achieved and the infrastructure created under the project.
- • Contractor may request planning resources, consultation, and support from the Department and/or OSU CFR in selecting evidence-based strategies that are scientifically evaluated and shown to produce positive student outcomes. Contractor shall maintain a list of all evidence-based strategies (e.g. practices, programs, policies/procedures) for each tier of the district’s MTSS plan, including a list of primary prevention services that are supported by the Department.
- • Contractor shall not begin implementation of their MTSS plan without prior approval of the Department.
- • Implementation of School-Based Prevention Services:
- • Contractor shall be responsible for coordinating the implementation of their MTSS plan. Coordination may include organizing resources and training necessary to implement school-based prevention services with students. Contractor shall ensure program implementation is aligned with the MTSS plan, including approved program(s) services, dates & timelines, scope of work, dosage, target audience(s), leadership, and responsible parties.
- • Contractor shall commence the installation and implementation of the approved Tier 1 primary prevention services as outlined in the MTSS plan and as planned in the list of monthly benchmarks or earlier with approval from the ODMHSAS. Commencement of implementation and installation may include acquiring resources or purchase of primary prevention program curriculum, beginning program lesson delivery with students, developing a professional development training plan with school staff and educators, integrating school practices into policy and procedure, etc. Prior approval from the ODMHSAS is required for use of virtual education modalities (e.g. program delivery to students in a virtual learning environment).
- • Contract funds shall be utilized to implement Tier 1, primary prevention strategies as defined in the ODMHSAS-approved MTSS plan. The ODMHSAS will provide technical assistance on resources for secondary/tertiary prevention services, and Tier 2/3 services.
- • Contractor shall carry out the implementation of the evidence-based strategies that address the school district(s) priorities in a culturally competent and sustainable manner while maintaining fidelity.
- • Communication
- • Contractor shall develop a communication plan, incorporating information dissemination and communication strategies that will utilize both universal and targeted media on topics related to MTSS, MEB health, and other relevant school-based prevention strategies with targeted audience(s) including students, families, school staff and educators, and other key stakeholders (e.g. community at large). Communication strategies shall include efforts that will increase delivery of key health, safety and service access messages and ensure messages are delivered regularly and routinely to the population of focus.
- • Contractor shall promote and disseminate education material on school-based prevention services and MEB health to targeted audience(s), including students, families, school staff and educators, and other stakeholders (e.g. community partners). Contractor shall be responsible for tracking the number of media impressions, materials disseminated, and students/families/staff and educators reached.
- • Contractor shall cite the Substance Abuse and Mental Health Services Administration (SAMHSA) and the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) as its funding source on all prevention publications, marketing materials, websites and public reports. Contractor shall obtain prior approval from the Department for all purchase requests for materials prior to dissemination and follow the required branding guidelines.
- • Contractor shall ensure that no prevention messages, curricula, programs, strategies, materials, speakers, presentations, sponsorships and/or contracts with entities associated with or receiving funds from tobacco, marijuana or alcohol industries are used in the delivery of prevention services.
- • Contractor may participate in statewide communication campaigns when requested by the Department.
- • Prevention Evaluation and Reporting:
- • Contractor shall establish an evaluation and reporting system to track and monitor progress of their prioritized MEB health problems and tiered strategies selected in their MTSS plans. Contractor shall be responsible for the collection of all relevant process evaluation data, which includes but is not limited to: sign-in sheet, proof of strategy implementation, assessment surveys, training handouts and education materials, and certificates of participation/completion.
- • Contractor shall monitor the progress, evaluate effectiveness, and sustain effective programs/activities. If the contractor chooses to use any data collection instrument other than those provided by the Department, all project requirements are applicable to that instrument and the Department must first review and approve the instrument prior to utilization.
- • Contractor shall participate in all required data collection activities conducted by the Department and any mandatory evaluation activities, including completing applicable federally required data collection requirements, submission of reports and other information within the designated timeframe in a format prescribed by the Department.
- • Contractor shall enter all information required by the Department (e.g. work plan, monthly reports, benchmark performance, etc.) into a designated prevention reporting system.
- • Contractor shall maintain documentation of all contract related activities including but not limited to planning (assessment or development of the school-based MTSS plan) and delivery of services (e.g. training and technical assistance). These documents are subject to random audits by the Department throughout the fiscal year.
- • If the Contractor choose to use any data collection instrument other than those provided by the ODMHSAS, all project requirements are applicable to that survey and the ODMHSAS must first review and approve the instrument.
ROLE OF THE ODMHSAS:
- • The Department will provide direct support to the Contractor in all points of the project (including data for needs assessment, planning, training, implementation, evaluation, and other resources) to fulfill the requirements of the contract, as well as connecting the contractor to prevention/treatment/crisis service providers.
PERFORMANCE MONITORING:
- • The ODMHSAS will monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain indicators, including but not limited to an annual site review by the ODMHSAS, with the option to conduct virtually.
- • Contractor shall be responsible for documenting services delivered and report on progress, barriers, deliverables, and an up-to-date plan (if necessary) and submit monthly reports to the Department no later than the 15th of the month following the month of services delivered.
- • The final report shall serve as the End-of-Year report and shall be submitted to the Department no later than July 31, 2024. The End-of-Year report shall: (1) summarize activities/progress/barriers related to the Work Requirements; (2) report process and outcome measures for the project; (3) identify key project challenges and methods to address challenges, (4) updated draft of the district’s MTSS plan, (5) a sustainability plan to continue implementation of tiered strategies.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department-approved project budge.
- • Compensation is on a 1/12th reimbursement basis. Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS. A list of monthly performance benchmarks will be provided by the ODMHSAS to include key milestones during the contract period. The ODMHSAS will verify submission of required reports and/or deliverables for each monthly performance benchmark to authorize payment of invoices.
- • Contractor shall invoice the Department. A properly completed invoice must be submitted within thirty (30) days of the end of the month which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoice icon. Contractor shall upload t backup documentation of a completed and signed invoice (e.g. PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. If the Contractor is unable to support any part of their claim to the Department and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the Department for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Contractor is not required to submit supporting documentation of claimed expenses with monthly invoices but shall retain supporting documentation for all expenditures for review during annual site visits and upon request from the Department. Contractor shall maintain required records and such supporting documentation, for validation of costs billed to the Department for six (6) years from the ending date of the contract.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved by the Department.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from the Department for subcontracts.
- • Equipment: Equipment, property or other capital purchases with a minimum cost of $500 per item, not to exceed a total of $2,500 per contract period.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs may be defined/negotiated by the ODMHSAS. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request may be submitted by the Contractor during the contract period must be submitted on the detailed budget form and include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract (a scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by the Department. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the Contractor and will not be reimbursed by the Department.
Sober Living (OCHA)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide an alcohol and drug-free living community in the Providence Apartments located on Northeast Tenth Street, Oklahoma City, Oklahoma. This program must remain OKARR certified and in good standing at all times.
WORK REQUIREMENTS:
- • Contractor shall make available 48 housing units for persons who have completed residential substance abuse treatment with priority to women with dependent children, men with dependent children, families with dependent children, men/women/families with reunification plans, and pregnant women.
- • Contractor shall provide onsite case management and crisis intervention services available 24 hours per day;
- • Contractor shall provide onsite educational and support groups;
- • Contractor shall encourage continued substance abuse treatment and aftercare as appropriate; and thus, have one Contract staff member be housing plus endorsed.
- • Contractor shall provide services that are culturally-responsive to the individuals’ needs and their family environments.
- Measuring recovery capital (REC-CAP) is required through the solution platform, GET HELP. This is strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans are comprised of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital). Dashboards demonstrate the actual impact of goal achievement and event participation on longitudinal growth of recovery capital. This will align with our mission is to build a recovery-oriented systems of care to improve outcomes for returning citizens with substance use disorders. Key outcomes include improved coordinated referral system to your certified recovery housing and treatment; reduction of recidivism and relapse rates; and empowering individuals to build their recovery capital to promote long-term recovery. Thus, by the end of FY24 (June 30, 2024), the Provider is required to be using GET HELP for bed availability and measuring REC-CAP and the key outcomes. This is at no additional cost to the Provider.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of Contractor.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such details as ODMHSAS may require. Such report shall be submitted to ODMHSAS’s designated Field Services Coordinator no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). These reports need to be emailed to Tiajuan.Miller@odmhsas.org.
COMPENSATION:
- • Reimbursement is based on 1/12 to be invoiced each month. Back up documentation is required and must be uploaded monthly with the invoice.
Spanish Translation
INTRODUCTION:
- Tulsa Spanish Source will provide Spanish translation services during Fiscal Year 2024 to the Oklahoma State Department of Mental Health and Substance Abuse Services (ODMHSAS) as outlined below.
WORK REQUIREMENTS:
- • Contractor will translate the OPNA questions and parental consent forms provided by the ODMHSAS from English into Spanish.
- • Contractor will translate the CBPS survey provided by the ODMHSAS from English into Spanish.
PERFORMANCE MONITORING:
- • Contractor shall submit monthly invoices after products are delivered as outlined in the Compensation section.
COMPENSATION:
- • Contractor shall be reimbursed for services upon documentation of expenditures, according to procedures determined by the Department, pursuant to a Department-approved project budget.
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of expenditures according to procedures determined by the ODMHSAS.
- • A properly completed invoice must be submitted within (30 days) of the end of each month which services were delivered and include the following items:
- • Name, address, and FEI number of the Contractors.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Invoices shall be electronically submitted through the ODMHSAS Access Control Dashboard using the E-Provider Invoices icon. Contractor shall upload backup documentation of a completed and signed invoice (e.g., PDF version of a signed invoice) for each invoice submission. For technical assistance with E-Provider Invoice, contact Maria Godinez at MGodinez@odmhsas.org or 405-248-9054.
- • The State of Oklahoma has forty-five 45 days from presentation of a proper invoice to issue payment to the contractor. The Department may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable expenses:
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be reimbursed to the contractor at rates up to the allowable amounts defined within the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Contractual: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs: Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form, and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. Contractor shall limit budget revision requests to one (1) during the contract period. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
SQE – Crisis Unit & Urgent Care One Door (Family & Children's)
- Service Quality Enhancement – Crisis Unit & Urgent Care One Door
INTRODUCTION:
- • This contract is to provide funding for necessary crisis unit and urgent care treatment using a one-door approach, and other related ancillary services in support of services provided pursuant to a Department crisis unit and urgent care contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis: monthly one-twelfth (1/12), or relevant number of contracted months.
- • Serve as the front door for Tulsa law enforcement drop-off
- • Serve a minimum of 5,700 consumers.
- • Maintain a minimum of nineteen (19) chairs and maintain them at 78% or more occupancy.
- • Maintain a total of nineteen (19) beds.
- • Maintain staffing as recommended by the ODMHSAS Sr. Director of Crisis and Residential Services.
- • Facilitate staff attendance at training or other professional development opportunities (including travel time).
- • Facilitate staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitate staff attendance at local, regional, or state meetings for the purpose of one door expanded capacity for improving interagency collaboration, service delivery, and meeting the needs of the community.
SQE – Residential – Training & Support for Methamphetamine Detox and Treatment
INTRODUCTION:
- • This contract is to provide funding for necessary residential training and support for methamphetamine detox and treatment, and other related ancillary services in support of services provided pursuant to a Department residential services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below.
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Facilitating staff attendance at training or other professional development opportunities (including travel time).
- • Facilitating staff-to-staff consultation (on an intra-agency as well as interagency basis) to enhance the quality of services delivered to a client or group of clients.
- • Facilitating staff attendance at local, regional, or state meetings for the purpose of improving interagency collaboration and service delivery.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a monthly one-twelfth (1/12) basis, or relevant number of contracted months.
SQE – Transitional Support Services (Transition House)
INTRODUCTION:
- • This contract is to provide funding for necessary extended transitional support services. Services to assist people with mental illness or co-occurring disorders who request assistance with transition from a transitional housing program into community based permanent housing, and require a longer period of transition support. Other ancillary services in support of services provided pursuant to an ODMHSAS fee-for-service direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Contractor agrees to perform the necessary services and activities as outlined below. Such performance shall be reimbursed on a “per month” basis, unless otherwise noted in this statement of work.
- • Service recipients choose the community and type of housing they live in, and they hold their own lease. The following services shall be offered or arranged for:
- • Assistance with locating housing.
- • Transportation to doctor/treatment and grocery store.
- • Opportunities for socialization including evening and weekend opportunities.
- • Assistance with housing related deposits.
- • Assistance with independent living skills (ex: budgeting, planning of meals, housekeeping skills, etc.).
- • Linkage to community supports will be provided (ex: outpatient mental health services, natural supports, etc.) to ensure long term housing success.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
Statewide Support and Crisis Intervention Infrastructure for First Responders (Warrior Rest Foundation)
INTRODUCTION:
- • The intent of this scope of work is to fulfill the intent of Senate Bill 848, which is to establish a statewide support and crisis intervention infrastructure for law enforcement, firefighters, emergency medical, and correctional officers.
WORK REQUIREMENTS:
- • Warriors Rest will:
- • Provide peer support, crisis intervention, and wellness services for first responders impacted by trauma, cumulative stress, anxiety, addiction, death, and suicide.
- • Establish peer support teams that are competent in crisis intervention and wellness strategies.
- • Outreach and engage first responder workforces to integrate the use of peer support teams.
- • Adopt training curriculum and integrate competencies derived from the International Critical Incident Stress Management crisis intervention process.
- • Wellness strategies employed shall include resilience trainings, emotional survival, substance abuse prevention, suicide prevention, as well as financial and relationship strategies. Wellness content and curriculum for trainings shall be provided in coordination with the ODMHSAS approval.
PERFORMANCE MONITORING:
- • Department will monitor the performance of Contractor. At a minimum, this will include the review and analysis of the documentation submitted with monthly invoices.
SUD – Outpatient – VBP
INTRODUCTION:
- • This contract is to provide funding for necessary services in support of a full array of substance use disorder outpatient services, including treatment for cannabis use. Services will be provided in an engaging and positive environment and achieve positive outcomes for consumers. Contractors will facilitate access to needed services, ensure appropriateness of care, and promote client satisfaction with services. Services will promote consumer empowerment, wellness, recovery, and integration in the community. Services will build on individual strengths, exist in a natural environment, and actively promote the consumer’s human value and dignity. Contractors understand their role as providers in a state-wide system of mental health and substance use disorder treatment services to children and adults and agree to collaborate as necessary with other such providers to promote access to needed services and continuity of care and collaborate with the ODMHSAS in ongoing transformational work, such as the implementation of evidence-based practices as they emerge. In addition, contractors follow requirements in the ODMHSAS Eligibility and Target Population Matrix (www.odmhsas.org/arc.htm).
WORK REQUIREMENTS:
- • Service providers are certified as and provide for all required core services as identified in Title 450, Chapter 17 (Standards and Criteria for Community Mental Health Centers), Chapter 18 (Standards and Criteria for Alcohol and Drug Treatment Programs), or Chapter 24 (Standards and Criteria for Comprehensive Community Addiction Recovery Centers).
- • Providers ensure that consumers reporting marijuana use receive full access to a service array of substance use disorder services and supports.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor and determine the appropriate payment amount based on the results of the outcome measures.
COMPENSATION:
- • ODMHSAS will initiate the value-based payment process to determine the payment amount based on data results of the outcome measures. Data will be collected monthly and compensation will be made on agreed upon dates for payment based on final data run dates and availability of funds.
Therapy - SQE
INTRODUCTION:
- • This contract is to provide funding for necessary therapy services in support of the Medicaid expansion population, pursuant to a Department direct services contract held by Contractor.
WORK REQUIREMENTS:
- • Pursuant to Contractor’s fixed rate contract, therapy services are provided and billed via fixed rate. This is a companion contract to the fixed rate services contract and is necessary to facilitate the provision of therapy services.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of Contractor. At a minimum, this will include ongoing reviews of certain performance indicators and other relevant data.
COMPENSATION:
- • Funding shall be reimbursed on a one-twelfth (1/12) basis, or relevant number of contracted months.
Tobacco Enforcement and Education Oklahoma County Sheriff’s Office
INTRODUCTION:
- • Law enforcement prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive tobacco compliance strategies. The purpose of this contract is to prevent underage smoking through the enforcement of youth access to tobacco laws.
- • The goals of the project are to:
- • Decrease lifetime and 30-day tobacco use prevalence among people under age 21 in Oklahoma County. Tobacco products include: cigarettes, small cigars and chewing tobacco/snuff. Tobacco products do not include: e-cigarettes or vapes.
- • Contract is by and between the Board of County Commissioners of Oklahoma County on behalf of the Oklahoma County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on July 1, 2023, and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2024. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the current fiscal year of County. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30, 2024, nor shall County be deemed to be indebted beyond the indebtedness created by this year's obligation.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as ODMHSAS.
- • Contractor – Oklahoma County Sheriff’s Office.
- • Tobacco Compliance Inspections – reducing youth access to tobacco through tobacco compliance inspections to enact and enforce laws prohibiting the sale or distribution of tobacco products to youth.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to tobacco as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Tobacco Enforcement and Education:
- • Contractor shall provide the resources necessary to complete 50 underage tobacco compliance checks in accordance with the ODMHSAS protocol.
- • Contractor shall ensure age perception testing of youth/young adult inspectors is complete within the first month before the commencement of the compliance inspections. Youth can be used if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and evaluation team.
- • Contractor shall generate a maximum of four (4) earned media outputs related to the enforcement operations in Oklahoma County by June 30, 2024. Media should be branded as Tobacco Compliance Check Task Force and shall increase visibility of enforcement.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce tobacco laws.
- • Contractor shall work with the ODMHSAS staff to train the staff and/or inspectors. The trainings shall consist of a review of the protocol and inspection forms to include a discussion regarding youth safety.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor will complete all forms as directed by ODMHSAS, which include:
- • Adult Supervisor Qualification Forms.
- • Youth Application Forms & Parent/Adult Guardian Release Forms.
- • Youth Age Perception Test Forms.
- • Emergency Medical Consent Forms.
- • Tobacco Compliance Inspection Data Collection Forms.
- • Contractor shall document the results of every inspection attempt into a data collection form developed by the ODMHSAS. Paper inspection forms shall be emailed to the ODMHSAS.
- • Background Checks for Tobacco: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
PERFORMANCE MONITORING:
- • The Department, ODMHSAS, shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to site review conducted by the ODMHSAS staff.
- • Contractor shall submit inspection forms and itemized invoice for monthly tobacco compliance checks completed no later than 5:00 p.m. on the 7th of each month.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2024.
- • Contractor shall keep the following forms on file for ODMHSAS review:
- • Adult Supervisor Qualification Forms.
- • Youth Application Forms & Parent/Adult Guardian Release Forms.
- • Youth Age Perception Test Forms.
- • Emergency Medical Consent Forms.
- • Tobacco Compliance Inspection Data Collection Forms.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor will be paid $130 per check to be completed by June 30, 2024. Forty businesses to be checked will be provided by ODMHSAS and 35 businesses with active tobacco licenses will be selected by contractor.
- • Contractor shall provide list of 35 businesses of their selection to ODMHSAS by October 1, 2023.
- • Each earned media output can be reimbursed for $250.00 per output. Not to exceed more than $1,000.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for a total of 75 tobacco compliance checks and up to 4 earned media pieces by the Department. Contractor may claim expenses for Tobacco Compliance Checks and earned media pieces.
- • Contractor may use funds provided by ODMHSAS to reimburse cost of compliance checks including overtime payment to law enforcement officers who will be conducting checks.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice ODMHSAS. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to Contractor. Within the 45 day period the Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. After Contractor’s receipt of written notice of a disputed invoice(s), Contractor shall have 30 days to provide sufficient documentation to support the disputed invoice(s). If the parties are unable to resolve any disputed invoice(s) within 75 days from Contractor’s initial presentment, the parties shall submit the disputed invoice(s) to mediation to be conducted by Zoom, or as otherwise agreed by the parties.
- • Contractor shall invoice ODMHSAS. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to Contractor. Within the 45-day period the Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. After Contractor’s receipt of written notice of a disputed invoice(s), Contractor shall have 30 days to provide sufficient documentation to support the disputed invoice(s). If the parties are unable to resolve any disputed invoice(s) within 75 days from Contractor’s initial presentment, the parties shall submit the disputed invoice(s) to mediation to be conducted by Zoom, or as otherwise agreed by the parties.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from ODMHSAS.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
Tobacco Enforcement and Education Tulsa County Sheriff’s Office
INTRODUCTION:
- • Law enforcement prevention services include an array of evidence-based programs, policies, and/or practices to prevent risk factors contributing to substance use and related consequences. As part of the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) strategic plan to prevent mental, emotional, and behavioral problems the ODMHSAS seeks to support the delivery of comprehensive tobacco compliance strategies. The purpose of this contract is to prevent underage smoking through the enforcement of youth access to tobacco laws.
- • The goals of the project are to:
- • Decrease lifetime and 30-day tobacco use prevalence among people under age 21 in Tulsa County. Tobacco products include: cigarettes, small cigars and chewing tobacco/snuff. Tobacco products do not include: e-cigarettes or vapes.
- • Contract is by and between the Board of County Commissioners of Tulsa County on behalf of the Tulsa County Sheriff’s Office and the Oklahoma Department of Mental Health and Substance Abuse Services.
- • Term of this Contract shall commence on July 1, 2023, and by operation of Article 10 Section 26 of the Oklahoma Constitution, shall terminate at the end of the fiscal year on June 30, 2024. County shall have the right to renew this Contract annually, contingent on performance and availability of funding of state and/or federal funding. Each annual renewal period shall expire on the last day of the current fiscal year of County. Pursuant to 62 O.S. §430.1 in no event shall the County's obligation be deemed to continue past the end of the County's fiscal year ending June 30, 2024, nor shall County be deemed to be indebted beyond the indebtedness created by this year's obligation.
DEFINITIONS:
- • Department - Oklahoma Department of Mental Health and Substance Abuse Services; also referred to as ODMHSAS.
- • Contractor – Tulsa County Sheriff’s Office.
- • Tobacco Compliance Inspections – reducing youth access to tobacco through tobacco compliance inspections to enact and enforce laws prohibiting the sale or distribution of tobacco products to youth.
WORK REQUIREMENTS:
- • Coordination:
- • Contractor shall assist in the coordination of efforts to reduce youth access to tobacco as part of Oklahoma’s comprehensive prevention plan as presented by the ODMHSAS.
- • Tobacco Enforcement and Education:
- • Contractor shall provide the resources necessary to complete 75 underage tobacco compliance checks in accordance with the ODMHSAS protocol.
- • Contractor shall ensure age perception testing of youth/young adult inspectors is complete within the first month before the commencement of the compliance inspections. Youth can be used if the average age perceived is between 14 and 20, but their actual age must be between 16-20. Contractor shall maintain documentation of age perception test results for each youth/young adult inspectors and make available for review as requested by the ODMHSAS and evaluation team.
- • Contractor shall generate a maximum of four (4) earned media outputs related to the enforcement operations in Tulsa County by June 30, 2024. Media should be branded as Tobacco Compliance Check Task Force and shall increase visibility of enforcement.
- • Contractor shall use full time officers/deputies/agents working on an overtime basis to enforce tobacco laws.
- • Contractor shall work with the ODMHSAS staff to train the staff and/or inspectors. The trainings shall consist of a review of the protocol and inspection forms to include a discussion regarding youth safety.
- • Contractor shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Contractor vehicles and/or on Contractor business to use safety belts in accordance with State law.
- • Contractor will complete all forms as directed by ODMHSAS, which include:
- • Adult Supervisor Qualification Forms.
- • Youth Application Forms & Parent/Adult Guardian Release Forms.
- • Youth Age Perception Test Forms.
- • Emergency Medical Consent Forms.
- • Tobacco Compliance Inspection Data Collection Forms.
- • Contractor shall document the results of every inspection attempt into a data collection form developed by the ODMHSAS. Paper inspection forms shall be emailed to the ODMHSAS.
- • Background Checks for Tobacco: Contractor shall ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If Contractor has staff or volunteers with felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses, Contractor shall have a policy that provides for review of the consideration of the possible benefit of the applicant, employee, or volunteer along with the possible risk as evidenced by previous criminal activity.
PERFORMANCE MONITORING:
- • The Department, ODMHSAS, shall monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including but not limited to site review conducted by the ODMHSAS staff.
- • Contractor shall submit inspection forms and itemized invoice for monthly tobacco compliance checks completed no later than 5:00 p.m. on the 7th of each month.
- • As part of the monthly progress report the Contractor shall submit scheduling dairies, correspondence, media archives, reports and other materials that will help to document enforcement efforts of this grant funding.
- • Contractor shall provide a final expenditure report, in a format prescribed by the ODMHSAS, to be included with an end of year report in a report format prescribed by the ODMHSAS due June 30, 2024.
- • Contractor shall keep the following forms on file for ODMHSAS review:
- • Adult Supervisor Qualification Forms.
- • Youth Application Forms & Parent/Adult Guardian Release Forms.
- • Youth Age Perception Test Forms.
- • Emergency Medical Consent Forms.
- • Tobacco Compliance Inspection Data Collection Forms.
COMPENSATION:
- • Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed upon documentation of allowable expenditures pursuant to an ODMHSAS approved project budget, according to procedures determined by the ODMHSAS.
- • Contractor will be paid $130 per check to be completed by June 30, 2024. Forty businesses to be checked will be provided by ODMHSAS and 35 businesses with active tobacco licenses will be selected by contractor.
- • Contractor shall provide list of 35 businesses of their selection to ODMHSAS by October 1, 2023.
- • Each earned media output can be reimbursed for $250.00 per output. Not to exceed more than $1,000.
- • A properly completed invoice must be submitted within 30 days of the end of the month. Invoices shall be electronically submitted through the ODMHSAS Control Access Dashboard using the E-invoicing icon. To request access contact Maria Godinez at MGodinez@odmhsas.org or at 405-248-9054.
- • Contractor shall be compensated for a total of 75 tobacco compliance checks and up to 4 earned media pieces by the Department. Contractor may claim expenses for Tobacco Compliance Checks and earned media pieces.
- • Contractor may use funds provided by ODMHSAS to reimburse cost of compliance checks including overtime payment to law enforcement officers who will be conducting checks.
- • Contractor shall submit specified deliverable(s) and meet reporting requirements as defined by the ODMHSAS.
- • Contractor shall invoice ODMHSAS. The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to Contractor. Within the 45-day period the Department may withhold or delay payment to any Contractor failing to provide required programmatic documentation and/or requested financial documentation. After Contractor’s receipt of written notice of a disputed invoice(s), Contractor shall have 30 days to provide sufficient documentation to support the disputed invoice(s). If the parties are unable to resolve any disputed invoice(s) within 75 days from Contractor’s initial presentment, the parties shall submit the disputed invoice(s) to mediation to be conducted by Zoom, or as otherwise agreed by the parties.
- • Contractor shall retain supporting documentation of all expenditures for review during annual site visits and upon request from ODMHSAS.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs. Personnel costs must not include time for indirect services. Personnel costs for the purpose program administration.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to consultants or conference/workshop leaders).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion, including activities/events provided as program rewards and incentives.
- • Out of state expenses for when comparable events/activities occur within the state.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the Department for six years from the ending date of the contract.
Training – Dialectical Behavior Therapy
Training – FAN Training and Consultation
INTRODUCTION:
- Contractor shall provide a master trainer for observation and feedback with the Infant and Early Childhood Mental Health co-leads learning to provide Facilitating Attuned Interactions (FAN) Training with the goal of developing two in-state FAN trainers for the state of Oklahoma. These trainings will support professional development throughout the state through the Oklahoma Infant Toddler Court Project (OKITCP) grant to focus on supporting the relationship needs of families with infants and young children. These trainings also support the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
DEFINITIONS:
- • Oklahoma Infant Toddler Court Project (OKITCP) grant - A large focus of this grant is to improve access to and the quality of mental health services for infants, young children, and their caregivers statewide.
- • Infant and Early Childhood Mental Health Co-leads also referred to as IECMH Co-leads - ODMHSAS personnel responsible for providing leadership to support infant and early childhood mental health efforts through oversight of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
- • Program Manager of the Oklahoma Infant Toddler Court Project - one of the Infant and Early Childhood Mental Health Co-Leads who also serves as the Program Director for the OKITCP Grant and will serve as the primary point of contact between the Contractor and the ODMHSAS.
WORK REQUIREMENTS:
- • Contractor shall provide one master trainer for three days of curriculum review and practice for each round of training.
- • Contractor shall provide two days of trainer observation and feedback by master trainer for each round of training.
- • Contractor shall provide six months of monthly phone mentoring for trainer candidates to support supervisors for each round of training.
- • Contractor shall provide master trainer to provide feedback for trainer candidates during Integration Day 3 training for each round of training.
- • Contractor will work with the designated Department staff to determine the time for presentations.
- • The Department shall advertise and recruit participants for the trainings.
- • The Department shall provide space, AV equipment and copies of materials to support training with Contractor.
- • The Department shall provide CEUs for licensed mental health professionals and verification of participation for all others.
- • The Department shall assure staff is on site and available to provide administrative support during the training period.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department. Documentation shall include a brief narrative of activities performed.
- • Contractor shall submit an invoice to the Department, subject to approval.
Training – Introduction to Motivational Interviewing
Training – Matrix Model
Training – National Center for START Services
Training – Road to Recovery
Training – Seeking Safety (Treatment Innovations)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide Seeking Safety training in support of the Department’s efforts to create a trauma informed system of care with trauma specific services for those individuals that are at risk of, or have an opioid substance use disorder. Contractor shall also furnish additional trainings on trauma and substance abuse at the discretion of the ODMHSAS.
DEFINITIONS:
- • Seeking Safety - is a present-focused therapy to help people attain safety from trauma/PTSD and substance abuse. The treatment was designed for flexible use. It has been conducted in group and individual format; it has also been used with people who have a trauma history, but do not meet criteria for PTSD.
WORK REQUIREMENTS:
- • The Contractor shall provide 14 days of training in Seeking Safety during the time frame of July 2022 through June 2023. These training days may include advanced and peer-led versions of the model and other related trainings on trauma and substance abuse based on need identified by the Department. Participants will be selected from sites specified by the ODMHSAS.
PERFORMANCE MONITORING:
- • The Department will monitor the performance of the Contractor.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to substantiate authorized expenses.
Training - Therapeutic Options
Training & Consultation (Project ECHO)(Opioid) (OSU-CHS)
INTRODUCTION:
- • To support this Substance Use Disorder Project Echo, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) will contract with Oklahoma State University Center for Health Sciences (OSU-CHS) to provide education, training, and consultation to Healthcare Professionals utilizing their successful Project ECHO (Extension for Community Healthcare Outcomes) model.
- • Project ECHO is a collaborative model of medical education and care management that empowers clinicians in rural and underserved communities to provide specialty care to more people right where they live. Project ECHO is a lifelong learning and guided practice model that revolutionizes medical education and exponentially increases workforce capacity to provide best-practice specialty care and reduce health disparities. The heart of the ECHO modelTM is its hub-and-spoke knowledge sharing networks, led by expert teams who use multi-point videoconferencing to conduct virtual clinics with community providers. In this way, primary care doctors, nurses and other clinicians learn to provide excellent specialty care to patients in their own communities. Oklahoma State University Center for Health Sciences Project ECHOTM Addiction Medicine ECHO clinic is tailored to help health care providers expand their knowledge and expertise for treating complex addiction medicine issues.
- • Through OSU-CHS’s Project ECHO, ODMHSAS will greatly increase access to support or supportive services to Medical Health Professionals (frontline workers) and support and improve outcomes for Oklahomans impacted by COVID-19.
WORK REQUIREMENTS:
- • Contractor shall provide education and consultation utilizing their biweekly scheduled A Focus on Resilience: Project ECHO model to identified Medical Health Professionals.
- • Contractor shall staff the specialty hub team at the required experience and qualification level to run the ECHO clinic. Roles may include, but are not limited to the following:
- • Lead Facilitator - shall provide planning, oversight, and direction of adapting the ECHO Model for our A Focus on Resilience ECHO. Duties will include participating in the development, implementation, and maintenance of our ECHO, collaborating with project team to identify project goals and objectives and managing the working relationships between project team, administration, and principal operational stakeholders
- • Hub Team Members - shall provide individual self-care didactics and exercises that participants can engage in; as well as, agency and organizational efforts to support self-care and resilience in the workplace setting. The Hub Team is uniquely suited to provide these didactic presentations with members from psychiatric medicine, counseling services and our health and wellness managers.
- • Program Manager - shall provide the day-to-day operations of a specified area, including coordination of teleECHO clinic initiatives and deliverables. Will direct the planning and oversight of the team’s activities.
- • IT Support - shall provide technical support to both the specialty hub team and spoke participants. This individual will solve IT related problems for the hub team, recommend solutions for hardware and software acquisitions, facilitate the ECHO clinic from an IT perspective, and serve as an IT liaison to spokes.
- • CME Coordinator - shall ensure the processing of CME credits through the American Osteopathic Association.
- • Contractor shall work to determine and ensure that the hub and spoke sites are equipped with equipment necessary to carry out contract objectives. Equipment needs may include televisions, webcams, microphones, computer, speakers and installation of these items and other items necessary for Project ECHOTM participation.
- • Contractor may utilize marketing and outreach strategies to increase awareness, reach, and participation in OSU-CHS’ Project ECHO.
- • Marketing materials may include, but not limited to the following:
- • Hardcopy brochures and flyers.
- • ECHO digital flyers for email.
- • Outreach strategies may include, but not limited to the following:
- • Participation at conferences and events.
- • Onsite presentations with various tribal nations, medical associations, government organizations, and hospitals and clinics in Oklahoma.
PERFORMANCE MONITORING:
- • Contractor shall report monthly monitoring and reporting on usage.
- • Contractor shall provide quarterly teleconference call with ODMHSAS and providers to review status and recommendations for optimization.
Training & Consultation Enhanced Illness Management and Recovery Training (University of Minnesota)
Training and Consultation - Assisted Outpatient Treatment II (Center for Urban Community Services)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of Critical Time Intervention (CTI).
DEFINITIONS:
- • Critical Time Intervention (CTI): An evidence-based practice (EBP). CTI prescribes a time-limited approach during which service recipients and case managers together choose a narrow set of areas of focus that promote housing stability, recovery, and self-directed/ self-managed care.
WORK REQUIREMENTS:
- • The Contractor shall provide 2 days of training in Critical Time Intervention (CTI) during the time frame of January 2021 through June 2021. Participants will be selected from sites specified by ODMHSAS.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor the performance of the Contractor.
Training and Consultation - Aging - MHBG - Federal
PURPOSE:
- Contractor shall provide training and consultation aimed at enhancing behavioral health outcomes among older Oklahomans through the design and delivery of an array of age-informed professional development opportunities and shall lead the development of the Behavioral Health Forum on Aging.
REQUIRED ACTIVITIES:
- • Contractor shall design, update, and/or deliver an array of age-informed professional development opportunities with CCBHC partners, and other interested parties, including:
- • Aging 101: An Overview for Leadership
- • Aging 201: A Comprehensive Analysis
- • Geriatric Depression Scale Overview
- • 988 Engagements with Older Adults
- • Aging Matters
- • PRSS-Older Adult Specialty
- • Other
- • *150 course completions is the aim
- • Contractor shall submit conference abstracts to present older adult specific behavioral health information at seminars/workshops/panels, and if accepted, present at the following:
- • Zero Suicide Summit
- • Momentum: Prevention, Justice, and Recovery!
- • Other
- • *50 session completions is the aim
- • Contractor shall implement Oklahoma’s Older Adult Behavioral Health State Plan, by:
- • Leading the collaborative development of the newly established* Behavioral Health Forum on Aging to ensure public-private representative stakeholder involvement.
- • Through the Forum, collaboratively develop the foundational infrastructure to create a healthy aging system of care, public health campaign, wide-spread behavioral health screening adoption, and workforce development.
REQUIRED DELIVERABLES:
- • Contractor shall coordinate with ODMHSAS re: training dates and dissemination of training materials for courses provided through the Training Institute for Excellence in Mental Health and Substance Use; or provide course details and participation data for external courses.
- • Contractor shall provide a monthly report to ODMHSAS that documents required activities.
COMPENSATION:
- • Cost Reimbursement: Contractor sends monthly report on progress.
Training and Consultation - (CAMS-Care)
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of the Collaborative Assessment and Management of Suicidality (CAMS).
DEFINITIONS:
- • Collaborative Assessment and Management of Suicidality (CAMS) – an evidenced-based framework for assessment and treatment of suicidality, utilizing the suicide state form (SSF) as a tool for assessment, planning and tracking outcomes. CAMS was developed by Dr. Jobes over a 20 year period of clinical practice and research.
WORK REQUIREMENTS:
- • Contractor shall provide customized training and consultation to all levels of staff in Community Mental Health Centers (CMHCs) and state facilities. Training participants will be selected from sites specified by the ODMHSAS. Specific activities to include:
- • Planning and consultation, including but not limited to:
- • Consultation on modification for URC/ Crisis / Inpatient.
- • Provide 3-hour online video training course, ongoing support and trouble shooting for any challenges that occur with the users successfully completing the online training. Provide assistance for any participant(s) who are unable to complete the 30 day Non CEU version and 7 day CEU version requirement due to unforeseen circumstances or acts of God.
- • The provision of seven (7) Role Play Trainings for up to 50 people each. This will include the provision of materials for the classes in PDF form.
- • The provision of three (3) CAMS four Case Managers Trainings for up to 50 people each, lasting a full day. This will include the provision of materials for the classes in PDF form.
- • The provision of consultation phone calls.
- • Evaluation of the CAMS program, which may include but not limited to:
- • Survey the workforce; and.
- • Produce reports on changes in the workforce.
- • Can provide a CAMS Booster Webinar upon request.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Department will monitor activities for the following:
- • Number of clinicians served;
- • Services provided;
- • Staff performing services; and
- • Any changes in staff participating in the project.
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served.
- • Qualitative report of progress.
Training and Consultation – Harm Reduction
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide harm reduction focused training and consultation services.
- • The Contractor shall implement safety device distribution services to individuals at risk for opioid overdose or those who have contact with people at risk for opioid overdose.
DEFINITIONS:
- • Harm Reduction – a public health strategy that aims to reduce the health and social harms associated with substance use.
WORK REQUIREMENTS:
- • Contractor shall participate in a minimum of four prevention response team outreach events with ODMHSAS harm reduction staff.
- • Contractor shall a minimum of 50 naloxone rescue kits and 250 fentanyl test strips.
- • Contractor shall provide a minimum of 20 hours of consultation to ODMHSAS staff.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor. At a minimum, this shall include ongoing reviews of certain performance indicators including, but not limited to, an annual site review by ODMHSAS staff.
- • Department will monitor activities for the following:
- • Services provided;
- • Staff performing services; and
- • Any changes in staff participating in the project.
- • Contractor shall submit a monthly project report. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of naloxone rescue kits and fentanyl test strips distributed;
- • Number of prevention response team outreach events;
- • Number of people served;
- • Qualitative report of progress.
COMPENSATION:
- • Total compensation pursuant to this statement of work shall not exceed $150,000.00 payments may not exceed a cumulative one-twelfth (1/12) of this amount.
- • Contractor shall submit a properly completed invoice and include the following items:
- • Name, address and FEI number of the contractor.
- • Invoice date.
- • Period covered by invoice.
- • Purchase order number.
- • Other data, reports, information or documentation required by other conditions of the contract.
- • Detail of the services provided and is in accordance with the terms and conditions of this agreement.
- • The State of Oklahoma has 45 days from presentation of a proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to any contractor failing to provide required programmatic documentation and/or requested financial documentation. If the contractor is unable to support any part of their claim to the ODMHSAS and it is determined that such inability is attributed to misrepresentation of fact or fraud on the part of the contractor, the contractor shall be liable to ODMHSAS for an amount equal to such unsupported part of the claim in addition to all costs, including legal, attributable to the reviewing and discovery of said part of claim. Liability under this section shall be determined within five years of the commission of such misrepresentation of fact or fraud.
- • Allowable costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
- • Allowable Expenses:
- • Personnel: Salaries, wages, and actual fringe benefit costs.
- • Travel/Per Diem: Travel and per diem expenses for project staff during the execution of the project. All travel costs shall be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
- • Training: Conference/seminar tuition fees necessary for the project staff and/or volunteers; must be approved.
- • Supplies: Consumable supplies allowable when necessary to conduct the project.
- • Consulting: Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from ODMHSAS for subcontracts.
- • Other Direct Service Expenses: Must be clearly defined in the budget justification. Acquisitions of promotional or incentive items shall comply with the established guidelines and limits established by the ODMHSAS.
- • Indirect costs limited to 15% of total direct costs. Indirect costs are costs incurred for common or joint objectives that cannot be identified specifically with a particular project, program, or organizational activity. Facilities operation and maintenance costs, depreciation, and administrative expenses are examples of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
- • Unallowable Expenses:
- • Any activity that is not directly related to the coordination of the project.
- • Meals (except when paid as per diem to staff).
- • Acquisition costs of real property, as well as construction costs.
- • Entertainment costs for amusement and diversion.
- • Advocacy by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for the purpose of lobbying.
- • Ongoing, non-project related expenses such as telephones, postage, and stationery, etc.
- • Fund raising expenses incurred solely to raise capital or obtain contributions, including staff time for the purpose of fund raising.
- • A budget revision request submitted by the contractor during the contract period shall be submitted on the detailed budget form and must include a narrative explanation of the reasons for the revision request and the benefit to the program resulting from the revision. No budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests to three (3) per fiscal year. Budget revisions may not change the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide for the expenditures necessary to fulfill the contractor’s duties and performance requirements as stated in the entire agreement). Budget revisions must be requested in advance of incurring expenditures and are not effective until approved in writing by ODMHSAS. Expenditures incurred without prior approval of a budget revision shall be the responsibility of the contractor and will not be reimbursed by ODMHSAS.
- • Contractor shall obtain written consent from a parent or legal guardian prior to transporting minor children for activities conducted under the contract. Contractor shall obtain written consent from a parent or legal guardian prior to participation of minor children in activities, including evaluation or research, conducted under the contract. Contractor shall retain documentation of parental/legal guardian consent and make available for review as requested by ODMHSAS.
- • Contractor shall maintain required records and supporting documentation, for validation of costs billed to the ODMHSAS for six years from the ending date of the contract.
Training and Consultation – Integrated Care
INTRODUCTION:
- • The Contractor shall furnish the necessary resources to provide training and consultation services regarding implementing integrated care in an Oklahoma system-specific manner.
DEFINITIONS:
- • Health Homes - Community Mental Health Centers will be specialty Health Homes (HHs) for adults with serious mental illness and children with serious emotional disturbance. The Health Homes will be responsible for integrating the behavioral health care of people with SMI and SED, with physical health care, and with providing education and programming for holistic wellness.
WORK REQUIREMENTS:
- • Contractor shall provide customized training and consultation to all levels of staff in the Health Homes. Training participants to be selected from sites specified by the ODMHSAS. Specific activities to include:
- • The provision of one consultant to provide two, three-day, on-site visits; 1 day face to face training with Health Home providers, 1 half day with CCBHC providers and 1 and ½ consultation with internal state integrated care team.
- • The provision of sixty (60) hours off-site work, (phone, writing, reviewing, etc.). This time will be spent to consult on, Health Home implementation to include, CCBHC development, development and implementation of care pathways and utilizing data for improved health outcomes.
- • The provision of six, one-hour webinar presentation on the development and implementation of care pathways and utilizing data for improved health outcomes.
- • The provision of three additional days of consultation. Two (2) days will be utilized to assist Health Home providers in Health Home implementation. The final day (1) will be used at your discretion.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Contractor shall report training activities through a scantron evaluation. They have metrics of the objective questions and all of the comments and written feedback that participants give. Such report shall be submitted to the Department’s Director of Children’s Services no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July).
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served.
- • Qualitative report of progress.
Transitional Housing and Outreach (OCARTA)
INTRODUCTION:
- • Contractor shall furnish the necessary resources to provide community outreach and connections to transitional housing program for women and/or women with children that have or are at risk for Medications for Opioid Use Disorders (MOUD) or stimulant use disorder. Contractor shall provide street outreach to pregnant women at risk of becoming homeless or homeless and their children and the infrastructure to support and maintain the housing program and conduct all routine administrative tasks associated to be in compliance with standards and guidelines.
- • To increase support for pregnant and parenting persons with substance use or misuse and their infants and/or children that have been exposed to substances, the Contractor, in partnership with The Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS), will incorporate the number of Family Care Plan Coordinators (FCP Coordinator) within their agency agreed to by the Contractor and ODMHSAS.
- • Each FCP Coordinator hired or appointed by the Contractor will work to strengthen the continuum of care, improve access to services, build community support, and destigmatize treatment through multidisciplinary, cross-systems collaborations at the state and local level.
- • The FCP Coordinator(s), in cooperation with ODMHSAS and coaching and consultation partners (C&C partners), will assist Contractor with implementing Family Care Plans (FCP) for pregnant and parenting individuals experiencing substance use, misuse, or abuse at their agency.
- • Contractor shall provide outreach and engagement activities related to the Substance use Treatment and Access to Resources and Supports (STARS) Project as part of the Oklahoma Regional Partnership Grant (RPG).
DEFINITIONS:
- • Children: individuals between 0 and 21 years of age.
- • Family Care Plan (FCP): a document developed by a pre-pregnancy, pregnant or parenting individual experiencing substance use, misuse, or abuse with the assistance of and monitored by a treatment provider and shared with other providers as approved by the individual. The FCP is designed to connect the individual, their infant, child(ren), and designated family members to requested and/or needed services, including substance use treatment and medical care, as part of the Safely Advocating for Families Engaged in Recovery (SAFER) Initiative. The FCP should be completed with all individuals, regardless of gender, who: want to become pregnant or become a parent within one (1) year; are currently pregnant; and/or are up to 36 months past the end of their pregnancy, regardless of the outcome (i.e., delivery, miscarriage, etc.).
- • Prenatal: the 40-week gestation period prior to the birth event.
- • Pre-pregnancy: the one (1) year period prior to when an individual wants to become pregnant, also known as the preconception period.
- • Postpartum: the period following the birth event, also known as the postnatal or neonatal period. For the purpose of Family Care Plans this will include up to 36 months after the end of the pregnancy.
- • Safely Advocating for Families Engaged in Recovery (SAFER) Initiative: A statewide initiative that seeks to support pregnant and parenting individuals experiencing substance use, misuse, or abuse by strengthening the continuum of care, improving access to services, building community support, and destigmatizing treatment through collaborative partnerships and resource coordination at the state and local level.
- • PRSS - Peer Recovery Support Specialist.
- • STAR Prenatal Clinic - Substance Use Treatment and Recovery.
WORK REQUIREMENTS:
- • Contractor shall:
- • Measuring recovery capital (REC-CAP) is required through the solution platform, GET HELP. This is strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans are comprised of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital). Dashboards demonstrate the actual impact of goal achievement and event participation on longitudinal growth of recovery capital. This will align with our mission is to build a recovery-oriented systems of care to improve outcomes for returning citizens with substance use disorders. Key outcomes include improved coordinated referral system to your certified recovery housing and treatment; reduction of recidivism and relapse rates; and empowering individuals to build their recovery capital to promote long-term recovery. Thus, by the end of FY24 (June 30, 2024), the Provider is required to be using GET HELP for bed availability and measuring REC-CAP and the key outcomes. This is at no additional cost to the Provider.
- • Provide infrastructure for the transitional housing program for women and/or women with children that have or are at risk for MOUD or stimulant use disorder.
- • Equip the program with necessary resources to initiate programming such as personnel, training, supplies, and operating expenses.
- • Maintain recovery housing best practices criteria for program participation, length, transition plan, and permanent housing connection. One Contractor staff member must be housing plus endorsed.
- • Develop and coordinate referral partnerships with treatment providers as well as community support resources. This includes but not limited to being an active member of the City of OKC Continuum of Care.
- • Two street outreach workers will provide active outreach and engagement in OKC to pregnant women or women and their children who may need access to supports, resources, pre-and post-natal care, and housing for those at risk of homelessness or homeless. Outreach shall take place where these unhoused women congregate, Homeless Alliance, CoC partner locations and emergency rooms.
- • Hire or designate the number of agreed-upon full time employee(s) (FTE) to act as Family Care Plan Coordinator(s) (FCP Coordinator) for their agency.
- • Contractor shall provide the name, e-mail address, mailing address, and telephone number(s) of the FCP Coordinator to ODMHSAS at GetHelpFCP@odmhsas.org. If agency names a new FCP Coordinator, the ODMHSAS should be notified within one (1) weeks of start date at GetHelpFCP@odmhsas.org, and a date will be set for the newly appointed coordinator to complete virtual orientation to the contract and their role.
- • Ensure the FCP Coordinator and staff designated to completed FCPs with pregnant and parenting people complete the following trainings related to the understanding, development, administration, and/or monitoring of FCPs. Contractor shall maintain records of training sign-in sheets and/or staff certificates of training completion. Training content shall include, but not be limited to:
- • The following four (4) modules of the ODMHSAS FCP online training shall be completed by the FCP Coordinator within sixty (60) business days of being hired or assigned:
- • FCP Foundations: establishes the need for FCP and shares the values and beliefs that drive the FCP.
- • Initial Walkthrough: explains how to complete the initial FCP screening form and describes how the form facilitates discussion.
- • Practical Application: demonstrates what an initial FCP session might look like and illustrates how to facilitate sessions.
- • Organizational Integration: provides guidance on infusing FCP values throughout your organization and shares lessons from FCP champions.
- • Coaching and consultation related to FCP development and implementation topics by participating in monthly virtual meetings.
- • All six (6) modules of the National Center on Substance Abuse and Child Welfare (NCSACW) free online training Tutorial for Substance Use Disorder Treatment Professionals.
- • Employee must complete training within sixty (60) business days of being hired or assigned as FCP coordinator.
- • A copy of the Certificate of Completion (4.5 CEUs) shall be kept in the employee file.
- • Additional Training as outlined in the Family Care Plan Provider Toolkit.
- • Attend any other additional training to be determined by ODMHSAS or the contractor.
- • Ensure the FCP coordinator(s) and agency staff have the resources, supplies, and materials needed to develop and monitor the FCPs completed by the agency.
- • Participate in activities related to the evaluation of Family Care Plans and FCP implementation, including but not limited to data collection and reporting.
- • Contractor shall ensure the FCP Coordinator(s) fulfills the following duties related to the SAFER Initiative and FCPs:
- • Develop an FCP implementation plan for the agency in cooperation with agency leadership, or with staff designated by the agency and approved by agency leadership.
- • The FCP implementation plan should include, at a minimum:
- • (a) an implementation readiness evaluation.
- • (b) an FCP implementation guide.
- • (c) FCP workflow, including time-specific guidelines for processing FCP referrals and conducting the Initial Screen.
- • (d) FCP implementation timeline for the agency.
- • Build and maintain collaborative relationships with identified local and state-level cross-system partners needed to provide the additional services and support to pregnant/parenting persons and their infants, children, and designated family members incorporated into FCPs.
- • Act as the point of contact for local and state agencies and organizations inquiring about FCPs.
- • Document regular communication from local organizations and referral partners to maintain the flow of communication and ensure coordination of FCPs, including in-person and/or virtual meetings when necessary.
- • Act as the point of contact and information for internal agency referrals for and inquiries about FCPs.
- • Contractor shall provide a PRSS designated to STAR Clinic Patients. PRSS responsibilities include, but are not limited to:
- • Outreach to current and future STAR clinic patients.
- • Engagement into treatment.
- • Contractor shall provide other treatment supports to STAR Clinic patients such as, but not limited do:
- • Utility assistance.
- • Transportation.
- • Rental assistance/Housing.
- • Supplies for parenting person and baby.
MONITORING:
- • ODMHSAS will monitor the performance of Contractor to ensure that all outcomes are achieved.
- • Contractor shall provide a monthly report inclusive of monthly activities carried out pursuant to the Statement of Work. This report should be submitted by the 10th of the month. The information to be included shall be:
- • Number of clients contacted/outreach.
- • Number of clients engaged in services.
- • Number of treatment supports provided.
- • Additional reports as requested.
- • Contractor shall provide an annual report as determined by the ODMHSAS to Tiajuan.Miller@odmhsas.org.
CONTRACTOR PAYMENT:
- • Contractor shall submit an invoice monthly to be reimbursed for expenses outlined in the budget provided to the Contractor with back-up document.
- • Invoices shall be submitted in the following ways: Electronically at ODMHSAS eProvider Invoice.
Treatment and Diversion Support Oklahoma County Criminal Justice Authority
INTRODUCTION:
- • This contract is provided to support the Oklahoma County Criminal Justice Authority with diversion support for individuals with behavioral health treatment needs.
WORK REQUIREMENTS:
- • Contractor shall provide at least one (1) full time correctional officer dedicated to supporting the connection to services between ODMHSAS-identified detainees and the detention center- embedded ODMHSAS employee or employees. When not performing activities related to this contract, identified correctional officer will perform any necessary duties as identified by the Oklahoma County Detention Center Jail Administrator or designee to support the daily functions of the detention center. Correctional officer shall:
- • Be CIT certified through ODMHSAS;
- • Provide jail escort services to connect ODMHSAS-identified detainees and the detention center-embedded ODMHSAS employee(s) to support full time behavioral health services with a priority to individuals receiving competency restoration services;
- • Assist in ensuring ODMHSAS information for 988 and free Naloxone mailout program is posted in public areas of the detention center.
- • Notify ODMHSAS Advocate General of any barriers in any individuals accessing treatment services .
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to this contract.
COMPENSATION:
- • Contractor shall submit a monthly invoice for 1/12 of the contract.
- • Invoices shall be electronically submitted .
Treatment and Diversion Support (Oklahoma County DA's Office)
INTRODUCTION:
- • This contract is provided to support the Oklahoma County District Attorney’s office in staffing of treatment and diversion support for individuals with behavioral health treatment needs involved in the Oklahoma County criminal justice system.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide at least one (1) full time attorney dedicated to supporting treatment and diversion opportunities.
- • Establish criteria and process for individuals to be considered for OR bonds and/or case dismissals to allow for direct admission into treatment services. Including a point of contact for ODMHSAS to collaborate with on requests.
- • Participate in ODMHSAS funded diversion programs within the county criminal justice system, including establishing criteria and a process for individuals to be considered for diversion program participation which prioritizes timely access to treatment services.
- • Publicly display ODMHSAS information for 988 and free Naloxone maiout program.
- • Notify ODMHSAS Advocate General of any barriers in any individuals accessing treatment services.
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to this contract.
COMPENSATION:
- • Contractor shall submit a monthly invoice for 1/12 of the contract. No back up document is needed.
Treatment and Diversion Support (Oklahoma County Public Defender's Office)
INTRODUCTION:
- • This contract is provided to support the Oklahoma County Public Defender’s office in staffing of treatment and diversion support for individuals with behavioral health treatment needs involved in the Oklahoma County criminal justice system.
WORK REQUIREMENTS:
- • Contractor shall:
- • Provide at least one (1) full time attorney dedicated to supporting treatment and diversion opportunities.
- • Establish criteria and process for individuals to be considered for OR bonds and/or case dismissals to allow for direct admission into treatment services. Including a point of contact for ODMHSAS to collaborate with on requests.
- • Participate in ODMHSAS funded diversion programs within the county criminal justice system, including establishing criteria and a process for individuals to be considered for diversion program participation which prioritizes timely access to treatment services.
- • Publicly display ODMHSAS information for 988 and free Naloxone maiout program.
- • Notify ODMHSAS Advocate General of any barriers in any individuals accessing treatment services.
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to this contract.
COMPENSATION:
- • Contractor shall submit a monthly invoice for 1/12 of the contract. No back up document is needed.
Treatment and Diversion Support (Oklahoma County Sheriff’s Department)
INTRODUCTION:
- This contract is provided to support the Oklahoma County Sheriff’s Department with diversion support for individuals with behavioral health treatment needs.
WORK REQUIREMENTS:
- • Contractor shall provide at least one (1) full time deputy dedicated to supporting individuals with behavioral health treatment needs who interact with the Oklahoma County Sheriff’s Department connect to available services and resources. Deputy shall:
- • Be CIT certified through ODMHSAS;
- • Utilize ODMHSAS-issued telehealth device to connect with the local behavioral health provider network as needed during interactions with the public;
- • Provide outreach and follow up to individuals who have frequent interactions with area law enforcement or emergency services due to behavioral health treatment needs. Outreach and follow up must be voluntarily agreed to by the person. Outreach and follow up should collaborate with community-based treatment organizations with the goal of joint in-person interactions to engage individuals with the community-based resources.
- • Publicly display ODMHSAS information for 988 and free Naloxone mailout program.
- • Notify ODMHSAS Advocate General of any barriers in any individuals accessing treatment services .
PERFORMANCE MONITORING:
- • Contractor shall provide an annual report of the activities carried out pursuant to this contract.
COMPENSATION:
- • Contractor shall submit a monthly invoice. Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
Zero Suicide - Pathway to Hope
INTRODUCTION:
- • Contractor will implement the Pathway to Hope (PTH) project, including seven essential element of Zero Suicide model. PTH’s goal is to reduce suicide deaths and hospital admissions for suicide related reasons among people 25+ years receiving care in the communities served.
WORK REQUIREMENTS:
- • Contractors shall provide the following deliverables:
- • Contractor shall furnish the necessary personnel to implement PTH:
- • One Full-Time Equivalent (FTE) Care Coordinator, or a combination of staff to equal 1 FTE.
- • One FTE Peer Recovery Support Specialist, or a combination of staff to equal 1 FTE.
- • Contractor shall establish a PTH workgroup that includes at minimum one survivor per 15 members. These workgroups shall guide implementation within the organization and local community.
- • PTH workgroup shall utilize best practices including but not limited to Zero Suicide Organizational Self-Study.
- • PTH workgroup shall include PTH project manager from ODMHSAS.
- • PTH workgroup shall be primary contact for local stakeholders such as law enforcement and hospitals.
- • Contractor shall ensure necessary numbers of staff are trained in identified evidence-based practices (EBPs) to implement PTH.
- • Contractor shall implement systems that effectively screen, engage, treat and transition individuals at risk for suicide across all levels of care.
- • Contractor shall identify pathways of care for individuals at risk for suicide and electronic health records will be modified to incorporate these.
- • Contractor shall purchase technology necessary and as funding is available through PTH for the completion of PTH goals and objectives. Examples may include but is not limited to tablets for consumers.
PERFORMANCE MONITORING:
- • Monthly reports shall be submitted to the PTH Project Manager in a timely manner .
- • Contractor shall provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractors will provide such detail as ODMHSAS may require.
- • Contractor shall include documentation of all training and submit quarterly record to PTH Project Manager.
- • Contractors shall maintain a log to identify all outreach efforts, attempts, and outcomes reported to PTH Project Manager.
- • Contractor shall provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS.
Residential Care
- Residential Care Fixed Rate Services
- Residential Care Services
- Residential Care Services - Enhanced
- Residential Care Services - Extended Transition
- Residential Care Services - Recovery Home
- Residential Care Services - Transition
Recovery Support Services
- Recovery Support Fixed Rate Services
- Recovery Support – Clubhouse Services
- PURPOSE:
- • The purpose of Clubhouse services is to support long-term recovery and maximize individuals’ self-sufficiency, role functioning and independence.
- REQUIRED ACTIVITIES:
- Contractor shall provide the necessary resources and appropriate treatment to individuals with mental illness or co-occurring mental illness and addiction disorders. Contractor shall:
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a psychiatric rehabilitation program founded on Clubhouse International’s International Standards for Clubhouse Programs.
- • Provide a program with core services in the following areas that are organized around the needs of the members, their preferences and their stated goals:
- • Provide a work ordered day which engages staff and members together in the running of the clubhouse;
- • Enable members to return to paid work through Transitional Employment and Independent Employment;
- • Assist members in securing a range of safe, affordable, and appropriate housing. At least one staff must receive the Housing Plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Provide educational opportunities which focus on, at minimum, basic tools such as literacy and computer skills;
- • Provide recreational and social programs during evenings and weekends; and
- • Provide an effective outreach system to members who are not attending.
- • Develop and implement a written plan to objectively evaluate the effectiveness of the Clubhouse.
- • Complete a written financial plan for developing additional and continual multiple funding sources.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor shall provide ODMHSAS an annual evaluative written report of the effectiveness of the Clubhouse pursuant to the standards of Clubhouse International Standards for Clubhouse Programs. This report must include a demonstration of the efficacy of meeting the aims and objectives of supporting Clubhouse members in accessing preferred living, learning, working and socialization roles in the community.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Kurstyn Ciancio at kurstyn.ciancio@odmhsas.org. The required annual report template will be provided by ODMHSAS.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Community Living - Supervised Transitional Living Services
- PURPOSE:
- The purpose of supervised transitional living is to assist residents with obtaining and maintaining housing in the community. Supervised transitional living services are temporary transitional residence with on-site support available 24 hours per day, seven days per week. These programs are intended to assist residents with stabilization and acquisition of skills necessary to transition to a more independent living situation.
- REQUIRED ACTIVITIES:
- Contractor shall provide the necessary resources and appropriate treatment to individuals with mental illness or co-occurring mental illness and addiction disorders. Contractor shall:
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a psychiatric rehabilitation program founded on Clubhouse International’s International Standards for Clubhouse Programs.
- • Provide a program with core services in the following areas that are organized around the needs of the members, their preferences and their stated goals:
- • Provide a work ordered day which engages staff and members together in the running of the clubhouse;
- • Enable members to return to paid work through Transitional Employment and Independent Employment;
- • Assist members in securing a range of safe, affordable, and appropriate housing. At least one staff must receive the Housing Plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Provide educational opportunities which focus on, at minimum, basic tools such as literacy and computer skills;
- • Provide recreational and social programs during evenings and weekends; and
- • Provide an effective outreach system to members who are not attending.
- • Develop and implement a written plan to objectively evaluate the effectiveness of the Clubhouse.
- • Complete a written financial plan for developing additional and continual multiple funding sources.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor will undergo a Housing First/housing best practices review annually by ODMHSAS trained staff.
- • Outcome measures:
- • 100% of residents will enter due to at risk of being homeless or experiencing homelessness.
- • 100% of residents will reside at supported transitional living no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable, and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tiajuan Miller at tiajuan.miller@odmhsas.org. The annual report template will be provided by ODMHSAS.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Community Living - Supported Transitional Housing Services
- PURPOSE:
- • The purpose of supported transitional housing is to assist residents with obtaining and maintaining housing in the community. Supported Transitional Housing are temporary transitional group or apartments or other settings with staff available on site as needed. 24-hour on-site supervision is not required. These programs are intended to assist the residents with acquisition of skills necessary to transition to an independent living situation.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate housing with support services and access to treatment to residents with mental illness or co-occurring mental illness and substance use disorders. Contractor shall:
- • Adhere to Housing First principles.
- • Give preference to referrals from ODMHSAS network and contracted providers. Referrals shall not be required to originate from the Contractor as long as the resident is willing to become a client of the Contractor.
- • Upon entry into the program, each resident will be given the opportunity to participate in a housing strengths assessment to help with transition planning.
- • Housing team must begin working with each resident on transition planning upon entry. The designated team member(s) must attend ODMHSAS Discharge planning Best Practices training and be housing plus endorsed.
- • As needed, participate in the formulation and monitoring of the resident’s individual Recovery Plan. All residents with a history of substance use must have a recovery housing plan.
- • Ensure program staff attend the ODMHSAS Housing First 101 and Individual Placement Support (IPS) 101. All housing residents must have access to IPS services.
- • Ensure at least one staff member receives Housing Plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners.
- • Only make housing referrals to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • Have informal and formal partnerships for care coordination with outpatient providers including but not limited to CCBHCs.
- • The supported transitional housing program, if located within the jurisdiction of a CCBHC, shall report to the same supervisor as the housing team. This meets best practice and shall streamline services for better outcomes.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor will undergo a Housing First/housing best practices review annually by ODMHSAS trained staff.
- • Outcome measures:
- • 100% of residents will enter due to at risk of being homeless or experiencing homelessness.
- • 100% of residents will reside at supported transitional living no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable, and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tiajuan Miller at tiajuan.miller@odmhsas.org. The annual report template will be provided by ODMHSAS.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Homeless Case Management
- PURPOSE:
- • The purpose of these services is to assist participants in working towards appropriate housing stability through the provision of case management and care coordination.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate client-centered, trauma-informed and Housing First focused case management/care coordination to individuals, families, young adults who are not eligible for Medicaid/SoonerCare and who participate in services in the Tulsa Day Center Program only. Services shall include linkage, referral and advocacy to community based services, natural supports and other state agencies. The Contract shall meet the following requirements:
- • All staff providing case management services shall have current certification as a Behavioral Health Case Manager (unless an LBHP, licensure candidate, or CADC) and shall complete DMH-approved trainings in:
- • Motivational Interviewing.
- • Housing plus endorsed courses (five).
- • Types and frequency of services shall be provided in accordance with the service description of each billed service. Additionally, the following support services shall be made available to meet the needs of consumers:
- • Linkage and engagement with physicians as needed to address the health needs of parents, children, and pregnant women.
- • Transportation support to appointments related to housing, healthcare, education, and/or employment needs.
- • All housing referrals shall be made to OKARR certified recovery homes, Oxford House or ODMHSAS approved.
- • Contractor shall offer assistance to all consumers not enrolled in Medicaid/SoonerCare to determine eligibility and assist with enrollment if eligible.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 60% of clients will be connected to benefits and/or income.
- • 50% of clients with mental health or substance use concerns will be connected to a CCBHC.
- • 50% of clients are connected to housing assistance and/or directly to safe, affordable, and appropriate housing of their choosing.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Lahcen Andru Dallaly at Lahcen.Dallaly@odmhsas.org. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Projects for Assistance in Transition from Homelessness (PATH)
- PURPOSE:
- • The purpose of PATH is to identify and engage individuals with mental illness or co-occurring mental illness and substance use disorders in order to provide assistance with transitioning from homelessness and accessing behavioral health services.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources, as outlined in the annual Oklahoma PATH grant application, to provide appropriate support services and access to treatment to individuals with mental illness or co-occurring mental illness and substance use disorders. Contractor shall:
- • Provide outreach, engagement, and case management to persons who have a serious mental illness, who are homeless, and who are not currently receiving services in the mental health system. Services shall be targeted to those individuals who are homeless, with secondary focus on those at imminent risk of becoming homeless.
- • Provide outreach and engagement services to individuals living on the street or in places not meant for human habitation, and to individuals in area homeless shelters.
- • Collaborate with psychiatric inpatient and stabilization units, area shelters, HUD Continuum of Care network, and other existing resources to identify persons who have a mental illness, and who are homeless or at imminent risk of homelessness, who are not currently receiving services in the community mental health system. Collaboration shall be formerly documented through Memorandums of Understanding (MOUs) or other agreements.
- • Educate and assist individuals who are outreached with regards to existing and available community mental health services, housing options, income benefits (including entitlement programs), and employment supports. At least one staff must have their housing plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs. All PATH participants must have access to IPS services.
- • All PATH team members must attend Housing First 101 training.
- • All PATH tam members must attend IPS 101 training.
- • Provide intensive case management services, for those individuals enrolled in the PATH program, targeted toward assisting with access to services, supports, and resources needed to transition from homelessness. Including, but not limited to, behavioral health services, benefits, income and housing assistance.
- • All PATH Case Managers/Outreach Workers will complete the SSI/SSDI Outreach, Access and Recovery (SOAR) training to optimally assist PATH enrolled individual’s with successful and timely access to benefits.
- • Not exceed a length of stay in the PATH program of 9 months.
- • Not exceed a caseload of 35 PATH enrolled individuals per staff.
- • Provide Naloxone training to all PATH team members. All PATH team members must carry Naloxone with them when performing outreach and engagement in the community. All PATH team members shall be trained as trainers in order to demonstrate to homeless individuals how to use Naloxone and provide Naloxone kits to include fentanyl strips to homeless individuals.
- • Maintain a formal, regular process for involving current/former PATH enrolled individuals in PATH program development. This process shall minimally include a PATH specific focus group conducted annually with current/former PATH enrolled individuals to collect feedback/input regarding the PATH program.
- • Meet state match, data collection, and other requirements of the PATH Federal Grant.
- • Follow all PATH program requirements outlined in the ODMHSAS PATH Protocol provided in the Appendix section of this document.
- • Provide requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- • PATH teams should report to the CCBHC housing lead and be fully integrated with the housing team.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 80% of those who receive outreach and engagement and want housing are connected to safe, affordable, and appropriate housing.
- • The average length from asking for housing connection to becoming unhoused is four months.
- • Of those housed, 76% of more are linked to housing assistance/subsidies.
- • 100% are linked or referred to support services of their choosing: primary health care, benefits, IPS, housing, substance abuse treatment, recovery housing, mental health screening and/or treatment, food, or other resources.
- • • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Safe Haven Housing and Support Services
- PURPOSE:
- The purpose of Safe Haven housing and support services is to provide individuals experiencing homelessness with supportive housing while they work towards transitioning to safe, affordable and appropriate housing of their choosing.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate housing with access to treatment and support services in accordance with applicable requirements for Client Rights as described in OAC 450:15 and adhere to Housing First principles. Contractor shall:
- • Accommodate consumers with a mental illness who are homeless and coming from streets, shelters, or emergency rooms.
- • Abide by staffing requirements to include:
- • 24-hour staff coverage with professional supervision. A minimum of one paid staff-member shall be on in the Safe Haven area at all times consumers are present.
- • Staff of the Safe Haven shall reflect the ethnic, cultural and language background of consumers served.
- • Staff must be familiar with community resources for the treatment of physical and mental illnesses and for housing and social supports.
- • Staff shall build a sense of empowerment and a supportive sense of community and shall encourage (but not require) consumers to participate in the operations of the facility.
- • Provide places of permanent residence for homeless persons with mental illness needing on-site support twenty-four (24) hours a day, to enable persons to live as independently as possible. Includes:
- • 24-hour staff coverage will be provided on-site.
- • Services shall assist program participants with accessing additional community resources, services and supports needed to promote self-sufficiency.
- • Program participants shall be the lessee of the residence, or have a similar form of occupancy agreement, and there shall be no limits on their length of tenancy as long as they abide by the conditions of the lease/agreement.
- • Ensure all staff employed in above programs complete a Department-approved non-physical intervention training, IPS 101 and Housing First 101. One staff member shall have Housing Plus endorsement.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • As needed, participate in the formulation and monitoring of the resident’s individual Recovery Plan. All residents with a history of substance use must have a recovery housing plan.
- • Only make housing referrals upon exit to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Have informal and formal partnerships for care coordination with outpatient providers including but not limited to CCBHCs and the Tulsa Day Center. These partnerships shall be documented through Memorandums of Understanding (MOUs) or other agreements.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor will undergo a housing first/housing best practices review annually by ODMHSAS trained staff.
- • Outcome measures:
- • 100% of residents will enter due to experiencing homelessness.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Transitional Housing Services
- PURPOSE:
- The purpose of transitional housing services is to provide individuals experiencing homelessness with supportive housing while they work towards transitioning to safe, affordable and appropriate housing of their choosing.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate transitional housing with access to treatment and support services to residents with mental illness or co-occurring mental illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall:
- • Provide services in accordance with applicable program requirements described in the ODMHSAS Services Manual and Client Rights as described in OAC 450:15.
- • Give preference to referrals from ODMHSAS network and contracted providers.
- • Ensure residents admitted to the program meet the Department's current definition of persons with a Serious Mental Illness, as determined by a Licensed Behavioral Health Professional.
- • Provide, or arrange for, training to residents in areas of personal grooming, personal hygiene, and daily living skills- including housekeeping, shopping, money management, and meal preparation, based on resident need and choice.
- • Schedule, as requested by residents and with their input, weekend and after 5:00 p.m. activities.
- • Upon entry into the program, each individual will be given the opportunity to participate in a housing strengths assessment to help with transition planning.
- • Housing team must begin working with each resident on transition planning upon entry. The designated team member(s) must attend ODMHSAS Discharge planning Best Practices training.
- • As needed, participate in the formulation and monitoring of the resident’s individual Recovery Plan. All residents with a history of substance use must have a recovery housing plan.
- • Provide or arrange transportation for health related and mental health examinations and treatment for mental health residents when necessary.
- • Ensure one staff member has housing plus endorsement.
- • Only make housing referrals upon exit to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Ensure staff shall complete training as required in OAC 450:1-9-5.6(b)(2). Orientation and in-service trainings shall be documented in staff personnel files and include dates attended and subject matter.
- • OAC 450:1-9-5.6(b)(2): In-service training shall be conducted each calendar year and shall be required within thirty (30) days of each employee's hire date and each calendar year thereafter for all employees on the following topics: (A) Fire and safety, including the location and use of all fire extinguishers and first aid supplies and equipment; (B) Universal precautions and infection control; (C) Consumer's rights and the constraints of the Mental Health Patient's Bill of Rights; (D) Confidentiality; (E) Oklahoma Child Abuse Reporting and Prevention Act, 10 O.S. §§ 7101-7115; (F) Facility policy and procedures; (G) Cultural competence (including military culture if active duty or veterans are being served); (H) Co-occurring disorder competency and treatment principles; (I) Trauma informed service provision; (J) Crisis intervention; (K) Suicide risk assessment, prevention, and response; and (L) Age and developmentally appropriate trainings, where applicable.
- • Allow outpatient provider(s) of the resident’s choice into its facility for the purpose of providing services to residents who are in need of mental health services and who desire services from an outpatient provider.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • Provide unhindered access to and shall fully cooperate with all ODMHSAS personnel in the conduct of their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct of its oversight responsibilities of this Contract and the Contractor's compliance with the terms of this Contract as well as the ODMHSAS's Standards and Criteria governing community mental health programs.
- • Have informal and formal partnerships for care coordination with outpatient providers including, but not limited to, CCBHCs. These partnerships shall be documented through Memorandums of Understanding (MOUs) or other agreements.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 100% of residents will enter due to at risk of being homeless or experiencing homelessness.
- • 100% of residents will stay reside at Transition House no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tiajuan Miller at tiajuan.miller@odmhsas.org. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Transitional Housing (Sangha)
- PURPOSE:
- The purpose of transitional recovery housing services is to provide individuals experiencing homelessness with supportive housing while they work towards employment and permanent housing.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide an alcohol and drug-free living community in three sober living programs with 18 total beds in Tulsa, Oklahoma. Contractor shall:
- • Remain in good standing with OKARR at all times as a Level 3 certified program.
- • Provide onsite case management (CMI or CMII) and certified peer recovery support services. These positions must be full-time. Crisis intervention services shall be available 24 hours per day.
- • Provide on-site educational and support groups.
- • Connect residents to competitive integrated employment within 30 days of entry. If the resident is not already connected to an IPS team in the community at another ODMHSAS contracted provider and wants such assistance, the Contractor shall provide IPS services. At least one program staff must be trained and credentialed as an IPS employment specialist. It is highly encouraged that one staff is trained and credentialed as an IPS Supervisor.
- • Encourage continued substance abuse treatment and aftercare as appropriate; and thus, is encouraged to have MOUs with ODMHSAS partners including, but not limited to, GRAND, Counseling and Recovery Services and Family and Children's Services in the Tulsa metro area.
- • Ensure one staff member is housing plus endorsed to ensure transition plans with continuity of care. Transition plans must be in place at time of graduation from this transitional recovery housing program and adhere to housing best practices. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Provide services that are culturally-responsive to the individuals’ needs.
- • Obtain prior approval from ODMHSAS for all residential stays beyond six months.
- • Give priority to men who have completed residential substance abuse treatment, who are current residents of Oklahoma, and those on an MAT/MAR program.
- • By the end of FY24 (June 30, 2024), utilize GET HELP for bed availability and measuring REC-CAP and the key outcomes.
- Measuring recovery capital (REC-CAP) is required through the solution platform, GET HELP. This is strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans are comprised of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital). Dashboards demonstrate the actual impact of goal achievement and event participation on longitudinal growth of recovery capital. This will align with our mission is to build a recovery-oriented systems of care to improve outcomes for returning citizens with substance use disorders. Key outcomes include improved coordinated referral system to your certified recovery housing and treatment; reduction of recidivism and relapse rates; and empowering individuals to build their recovery capital to promote long-term recovery. This is at no additional cost to the Provider.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 100% of residents will enter due to at risk of being homeless or experiencing homelessness.
- • 100% of residents will stay reside at Transition House no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such details as ODMHSAS may require. Such report shall be submitted no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). These reports need to be emailed to Tiajuan.Miller@odmhsas.org.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Youth Supervised Transitional Living Program
- PURPOSE:
- This project will serve youth ages 18-25 with supervised transitional housing. Youth in this program will receive mental health and substance use services through an array of individualized services provided by a local CCBHC. Referrals will be made to the program for youth discharging from Urgent Recovery Centers, Griffin Hospital or classified as most in need by a CCBHC.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate transitional housing with access to treatment and support services to residents with mental illness or co-occurring mental illness and substance use disorders while obtaining and maintaining housing in the community. Contractor shall:
- • Provide transitional housing services in accordance with applicable program requirements described in the ODMHSAS Services Manual and Client Rights as described in OAC 450:15.
- • Preference can be given for youth who have had previous involvement in multiple systems including OJA, OHS Child Welfare or DOC.
- • Ensure residents admitted to the program meet the Department's current definition of persons with a Serious Mental Illness as determined by a Licensed Behavioral Health Professional.
- • Provide or arrange for training for residents in life skills - including housekeeping, grocery shopping, money management, meal preparation, personal grooming, and personal hygiene - based on resident needs and choices. Work with identified mental health provider to also support skills in education and vocation.
- • Schedule, as requested by residents and with their input, activities designed to foster positive youth development.
- • Upon entry into the program, everyone will be given the opportunity to participate in a housing strengths assessment to help with transition planning.
- • The housing team must begin working with each resident on transition planning upon entry. The designated team member(s) must attend ODMHSAS Discharge planning Best Practices training or receive quarterly TA from ODMHSAS housing staff on discharge planning.
- • As needed, participate in the formulation and monitoring of the resident’s individual wellness and service plan.
- • Provide or arrange transportation for health-related and mental health examinations and treatment for mental health residents when necessary.
- • Ensure one staff member has housing plus endorsement.
- • Ensure that staff are referring participants to evidence-based and/or accredited services and programs.
- • Ensure client-facing staff shall complete training as required in OAC 450:1-9-5.6(b)(2) and Housing First for Youth, Family Natural Supports and Motivational Interviewing. Orientation and in-service trainings shall be documented in staff personnel files and include dates attended and subject matter.
- OAC 450:1-9-5.6(b)(2): In-service training shall be conducted each calendar year and shall be required within thirty (30) days of each employee's hire date and each calendar year thereafter for all employees on the following topics: (A) Fire and safety, including the location and use of all fire extinguishers and first aid supplies and equipment; (B) Universal precautions and infection control; (C) Consumer's rights and the constraints of the Mental Health Patient's Bill of Rights; (D) Confidentiality; (E) Oklahoma Child Abuse Reporting and Prevention Act, 10 O.S. §§ 7101-7115; (F) Facility policy and procedures; (G) Cultural competence (including military culture if active duty or veterans are being served); (H) Co-occurring disorder competency and treatment principles; (I) Trauma informed service provision; (J) Crisis intervention; (K) Suicide risk assessment, prevention, and response; and (L) Age and developmentally appropriate trainings, where applicable.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • Allow outpatient provider(s) of the resident’s choice into its facility for the purpose of providing services to residents who need mental health services and who desire services from an outpatient provider.
- • Provide unhindered access to and shall fully cooperate with all ODMHSAS personnel in the conduct of their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct of its oversight responsibilities of this Contract and the Contractor's compliance with the terms of this Contract as well as the ODMHSAS's Standards and Criteria governing community mental health programs.
- • Have informal and formal partnerships for care coordination with outpatient providers, including, but not limited to, CCBHCs and the ODMHSAS Care Coordination team. These partnerships shall be documented through Memorandums of Understanding (MOUs) or other agreements.
- ADMISSION PROCESS:
- • Admission of residents in designated units may be determined via case consultation/staffings with the Sisu staff to determine appropriate fit, level of functioning, and capacity to successfully transition out of the program within 12 months. Staffings shall include members of the referral source and may include ODMHSAS Care Coordination Team, ODMHSAS Housing Team, and any relevant stakeholder or client support. Staffings will be scheduled at a time and date convenient for the potential resident to attend.
- • Clients will be interviewed upon referral and must be determined to be able to independently complete daily living activities and live safely in a shared apartment. Clients must demonstrate an understanding of the program expectations and be willing and able to work toward the Atlas program’s employment and/or education goals.
- • If the client is prescribed medication, the client must have an established relationship with the current prescriber before admission. Clients must have the ability to monitor their own medication intake or be connected to a service provider that provides medication management services if applicable. Atlas is not a medical facility.
- • Acceptance decisions may be based on the program's current capacity and any denials will be staffed with ODMHSAS designated staff as well as the referring facility.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 100% of residents will enter due to being at risk of homelessness or currently experiencing homelessness.
- • 100% of residents will reside at Atlas no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into a higher level of care (inpatient or hospital), incarceration, or homelessness. The goal is for all residents to exit to safe, affordable, and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to ODMHSAS designated staff. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Youth Supervised Transitional Living Program (Sizu)
- PURPOSE:
- This project will serve youth ages 18-25 with supported transitional housing. Youth in this program will receive mental health and substance use services through an array of individualized services provided by a local CCBHC unless otherwise requested by program recipients. Referrals will be made to the program for youth discharging from Urgent Recovery Centers, Griffin Hospital or classified as most in need by a CCBHC or ODMHSAS Care Coordination team.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate transitional housing with access to treatment and support services to residents with mental illness or co-occurring mental illness and substance use disorders while obtaining and maintaining housing in the community. Contractor shall:
- • Provide transitional housing services in accordance with applicable program requirements described in the ODMHSAS Services Manual and Client Rights as described in OAC 450:15.
- • Preference can be given for youth who have had previous involvement in multiple systems including OJA, OHS Child Welfare or DOC.
- • Ensure residents admitted to the program meet the Department's current definition of persons with a Serious Mental Illness as determined by a Licensed Behavioral Health Professional.
- • Provide or arrange for training for residents in life skills - including housekeeping, grocery shopping, money management, meal preparation, personal grooming, and personal hygiene - based on resident needs and choices. Work with identified mental health provider to also support skills in education and vocation.
- • Schedule, as requested by residents and with their input, activities designed to foster positive youth development.
- • Upon entry into the program, everyone will participate in a housing strengths assessment to help with transition planning.
- • The housing team must begin working with each resident on transition planning upon entry. The designated team member(s) must attend ODMHSAS Discharge planning Best Practices training or receive quarterly TA from ODMHSAS housing staff on discharge planning.
- • All participants will participate in the formulation and monitoring of the individual wellness and service plan.
- • Provide or arrange transportation for health-related and mental health examinations and treatment for mental health residents when necessary.
- • Ensure one staff member has housing plus endorsement.
- • Ensure that staff are referring participants to evidence-based and/or accredited services and programs.
- • Ensure client-facing staff shall complete training as required in OAC 450:1-9-5.6(b)(2) and Housing First for Youth, Family Natural Supports and Motivational Interviewing. Orientation and in-service trainings shall be documented in staff personnel files and include dates attended and subject matter.
- OAC 450:1-9-5.6(b)(2): In-service training shall be conducted each calendar year and shall be required within thirty (30) days of each employee's hire date and each calendar year thereafter for all employees on the following topics: (A) Fire and safety, including the location and use of all fire extinguishers and first aid supplies and equipment; (B) Universal precautions and infection control; (C) Consumer's rights and the constraints of the Mental Health Patient's Bill of Rights; (D) Confidentiality; (E) Oklahoma Child Abuse Reporting and Prevention Act, 10 O.S. §§ 7101-7115; (F) Facility policy and procedures; (G) Cultural competence (including military culture if active duty or veterans are being served); (H) Co-occurring disorder competency and treatment principles; (I) Trauma informed service provision; (J) Crisis intervention; (K) Suicide risk assessment, prevention, and response; and (L) Age and developmentally appropriate trainings, where applicable.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • Allow outpatient provider(s) of the resident’s choice into its facility for the purpose of providing services to residents who need mental health services and who desire services from an outpatient provider.
- • Provide unhindered access to and shall fully cooperate with all ODMHSAS personnel in the conduct of their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct of its oversight responsibilities of this Contract and Contractor’s compliance with the terms of this Contract as well as the ODMHSAS’s Standards and Criteria governing community mental health programs.
- • Have informal and formal partnerships for care coordination with outpatient providers, including, but not limited to, CCBHCs and the ODMHSAS Care Coordination team. These partnerships shall be documented through Memorandums of Understanding (MOUs) or other agreements.
- ADMISSION PROCESS:
- • Admission of residents in designated units may be determined via case consultation/staffings with the Sisu staff to determine appropriate fit, level of functioning, and capacity to successfully transition out of the program within 12 months. Staffings shall include members of the referral source and may include ODMHSAS Care Coordination Team, ODMHSAS Housing Team, and any relevant stakeholder or client support. Staffings will be scheduled at a time and date convenient for the potential resident to attend.
- • Clients will be interviewed upon referral and must be determined to be able to independently complete daily living activities and live safely in a shared apartment. Clients must demonstrate an understanding of the program expectations and be willing and able to work toward the Atlas program’s employment and/or education goals.
- • If the client is prescribed medication, the client must have an established relationship with the current prescriber before admission. Clients must have the ability to monitor their own medication intake or be connected to a service provider that provides medication management services if applicable. Atlas is not a medical facility.
- • Acceptance decisions may be based on the program's current capacity and any denials will be staffed with ODMHSAS designated staff as well as the referring facility.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Required Trainings for all direct care staff of this project:
- • Housing First 101.
- • Housing First for Youth.
- • Motivational InterviewingSOAR.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 100% of residents will enter due to being at risk of homelessness or currently experiencing homelessness.
- • 100% of residents will reside at Atlas no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into a higher level of care (inpatient or hospital), incarceration, or homelessness. The goal is for all residents to exit to safe, affordable, and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual report as determined by the ODMHSAS. The annual data report shall be submitted to ODMHSAS designated staff. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support Government/Professional/Sole Source Services
- Recovery Support – Discharge Planning Housing Subsidy
- This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the ODMHSAS Protocol for Use of Discharge Planning Housing Subsidy Funds located in the Appendix section of this document. Discharge Planning Housing Subsidy Funds are to be used to assist very low-income individuals (age 18 and older) with mental illness or co-occurring mental illness and substance use disorders who are discharging from psychiatric care, Department of Corrections, or aging out of the foster care system, with accessing and maintaining decent, safe, sanitary, and affordable housing in ODMHSAS designated location
-
- Contractor shall submit monthly billing documentation and activity reports as outlined in the ODMHSAS Protocol for Use of Discharge Planning Housing Subsidy Funds located in the Appendix section of this document. It is required that the administrator or point of contact for this funding stream be housing plus endorsed.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org.
- Recovery Support – Employment and Housing Best Practices
Contractor shall provide the following best practices for employment and housing services: Individual Placement Services (IPS) model of supported employment, and the Housing First (HF) philosophy. Contractor shall:
- • Require that the administrator or point of contact for this SOW be housing plus endorsed and have attended IPS 101. IPS fidelity training is highly recommended. The administrator of this shall not be the IPS Supervisor.
- • Provide the resources necessary for implementation of both the IPS model of supported employment and the housing first philosophy through housing supports.
- • Submit a budget with justifications outlining how they plan to use this contract funding to provide these two best practices. This funding may not be used to pay for IPS employment specialist salaries and must be equally distributed between employment and housing best practices. This Implementation Plan must be received and approved by the ODMHSAS prior to submitting for reimbursement under this contract.
- Recovery Support – Housing Flexible Funds
This Contract is to provide flexible funding for certain authorized expenditures in support of direct services provided by the Contractor. The expenditures are pursuant to the ODMHSAS Protocol for Use of Housing Flexible Funds located in the Appendix section of this document. Flexible Funds are to be used to support community integration of persons receiving Clubhouse services; with emphasis on assisting with accessing and maintaining safe and affordable permanent housing in the community. The Contractor must have one staff member who has obtained their housing plus endorsement. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
Contractor shall submit monthly billing documentation as outlined in the ODMHSAS Protocol for Use of Housing Flexible Funds located in the Appendix section of this document.
Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org.
- Recovery Support – Housing is Recovery
This Contractor shall provide the project management functions necessary to provide housing and employment supports, professional development and homeless system refinement supports across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Supports team providing expeditious funding supports to vulnerable Oklahomans and other initiatives across the state.
- • Provide an annual progress report to Lahcen.dallaly@odmhsas.org.
- Recovery Support – Housing is Recovery Opioid Stimulants
This Contractor shall provide the project management functions necessary to provide housing supports across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Supports team providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports as approved by the ODMHSAS.
- • Provide an annual progress report to suzanne.williams@odmhsas.org.
- Recovery Support – Intensive Outreach and Navigation Program
The Intensive Outreach and Navigation Program shall assist individuals discharging as homeless to ODMHSAS designated area from ODMHSAS designated facilities. The goal of this Program is to provide these specific individuals with immediate independent housing, engage them with intensive recovery support services, connect them with community mental health treatment and obtain permanent independent housing. Contractor shall:
- • Embed two Case Managers, two Peer Recovery Support Specialists and one Team Supervisor at designated facilities.
- • Equip Program staff with applicable training and credentials including, but not limited to, Individual Placement Support (IPS), Housing First, SSI/SSDI Outreach, Access & Recovery (SOAR) training, Case Management and/or Peer Recovery Support Specialist Certifications. One individual on the program team shall be housing plus endorsed.
- • One member of the team shall be a consistent participant in their local CoC’s Coordinated Entry process and meetings.
- • Work with clinical agency staff or ODMHSAS representatives to coordinate discharging persons served directly into independent housing from treatment centers initially supported 100 percent by the Program.
- • Secure benefits and affordable housing so that persons served continually move from full-paid rent to subsidized or partially supported housing within 6 months of entry into program.
- • Provide recovery support and other ancillary support services necessary to achieve Program goal, including the identification, navigation and obtaining resources in order to meet basic independent living needs.
- • Assertively connect persons served with outpatient community mental health services and assist with the
coordination and transition of their clinical care.
- • Contractor shall submit a quarterly data report as determined by the ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Oklahoma Alliance for Recovery Residences (OKARR) Project Management & Consultation
Contractor shall:
- • OKARR will continue to collaborate regionally with Recovery People to increase OKARR sustainability. Development and implementation of LMS (online training for recovery residences) will provide additional revenue streams for OKARR. A training calendar will be shared monthly. The goal is to have these trainings eligible for CEUs for peers and case managers by June 30, 2024.
- • Ensure close collaborative efforts between Oklahoma Alliance for Recovery Residences (OKARR), the OKARR Board, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the National Alliance for Recovery Residences Board to achieve the following objectives.
- • Maintain collaborative relationships with stakeholder organizations in support of OKARR’s sustainability.
- • Implementation of OKARR’s sustainability plan to meet self-sustaining metrix by June 30, 2024.
- • Increase the number of specialty recovery homes certified with priority given to recovery residence that accept those on Medication Assisted Treatment/Medication Assisted Recovery, sex offenders, pregnant women, transition-aged young adults, married couples, men/women/families with children, and men/women/families on a DHS reunification plan. Additionally, OKARR is tasked with encouraging owner/operators to become OKARR Level 3 hosting advocacy events to increase capacity of recovery housing in rural counties without recovery housing access. To assist with this, OKARR will have a staff member focusing on training operators on becoming MAT friendly.
- • Provide training, technical assistance and networking events across Oklahoma to maintain solid OKARR certified programs. Networking events shall be held at the minimum monthly and in all regions of the state.
- • A bed availability tool will be on OKARR’s website to better assist those looking for recovery no later than October 1, 2023.
- • Capture recovery data through a solution platform called GETHELP to measure recovery capital (REC-CAP). REC-CAP is a strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans are comprised of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital). Dashboards demonstrate the actual impact of goal achievement and event participation on longitudinal growth of recovery capital. This data and outcomes will be used by OKARR for funding opportunities for sustainability and is available to ODMHSAS for collaborative grant applications and reporting purposes. The goal is for OKARR to build a recovery-oriented systems of care to improve outcomes for returning citizens with substance use disorders.
- • Develop an easy reference spreadsheet that is updated at all times to include at minimum OKARR certified residence name, primary contact email address, city and county location, # of beds, target population, MAT friendly designation, and OKARR level.
- • Submit reports to meet ODMHSAS grant obligations as requested and submit quarterly reports to suzanne.williams@odmhsas.org.
- Recovery Support – Oklahoma Alliance for Recovery Residences (OKARR) Project Management & Consultation - Revised
Contractor shall:
- • OKARR will continue to collaborate regionally with Recovery People to increase OKARR sustainability. Development and implementation of LMS (online training for recovery residences) will provide additional revenue streams for OKARR. A training calendar will be shared monthly. The goal is to have these trainings eligible for CEUs for peers and case managers by June 30, 2024.
- • Ensure close collaborative efforts between Oklahoma Alliance for Recovery Residences (OKARR), the OKARR Board, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the National Alliance for Recovery Residences Board to achieve the following objectives.
- • Maintain collaborative relationships with stakeholder organizations in support of OKARR’s sustainability.
- • Implementation of OKARR’s sustainability plan to meet self-sustaining metrix by June 30, 2024.
- • Increase the number of specialty recovery homes certified with priority given to recovery residence that accept those on Medication Assisted Treatment/Medication Assisted Recovery, sex offenders, pregnant women, transition-aged young adults, married couples, men/women/families with children, and men/women/families on a DHS reunification plan. Additionally, OKARR is tasked with encouraging owner/operators to become OKARR Level 3 hosting advocacy events to increase capacity of recovery housing in rural counties without recovery housing access. To assist with this, OKARR will have a staff member focusing on training operators on becoming MAT friendly.
- • Provide training, technical assistance and networking events across Oklahoma to maintain solid OKARR certified programs. Networking events shall be held at the minimum monthly and in all regions of the state.
- • A bed availability tool will be on OKARR’s website to better assist those looking for recovery.
- • Capture recovery data through a solution platform called GETHELP to measure recovery capital (REC-CAP). REC-CAP is a strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans are comprised of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital). Dashboards demonstrate the actual impact of goal achievement and event participation on longitudinal growth of recovery capital. This data and outcomes will be used by OKARR for funding opportunities for sustainability and is available to ODMHSAS for collaborative grant applications and reporting purposes. The goal is for OKARR to build a recovery-oriented systems of care to improve outcomes for returning citizens with substance use disorders.
- • Develop an easy reference spreadsheet that is updated at all times to include at minimum OKARR certified residence name, primary contact email address, city and county location, # of beds, target population, MAT friendly designation, and OKARR level.
- • Submit reports to meet ODMHSAS grant obligations as requested and submit quarterly reports to suzanne.williams@odmhsas.org.
- Recovery Support – Permanent Supportive Housing Project (HUD)
This Contract is to assist adult individuals with serious mental illness and/or substance use disorders who express interest in participating in the program, and who either meet requirements for chronic homelessness or are a veteran who meets requirements for Category 1: literally homeless, with rental assistance for permanent housing, and with supportive services. Contractor shall:
- • Ensure a minimum of 2 individuals shall be served in the project.
- • Ensure individuals participating in the project shall meet HUD eligibility requirements
for this project.
- • Ensure all rental assistance shall be tenant-based, which permits participants to choose housing of an
appropriate size in which to reside. Participants retain the rental assistance if they move and, where necessary, facilitate
the coordination of supportive services, Contractor may require participants to live in a
specific area.
- • Offer supportive services to individuals receiving rental assistance.
- • It is required that Program staff attend the ODMHSAS Individual Placement Support (IPS) 101 training. For individuals/residents who would like assistance with employment, they shall be referred to the IPS team for supported employment and education supports.
- • Ensure all rental assistance shall be provided following a Housing First Model. The program is not expected to be Housing First credentialed but will undergo a housing first review every two years to see where improvements may be made.
- • Additional preconditions or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed
on persons entering the program (ex: Sobriety shall not be required).
- • Program participants shall not be required to participate in supportive services as a condition of housing
assistance. The program may offer and encourage program participants to participate in services.
- • Attend the ODMHSAS Housing First 101 training. One individual on the program team shall be housing plus endorsed.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing
Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Permanent Supportive Housing.
- • Submit monthly billing reports as determined by the ODMHSAS.
- • Enter all data required by HUD in to their local Homeless Management
Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR),
in a timely fashion.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation to
substantiate authorized expenses according to procedures determined by the Department, and based on grant
approved budget lines.
- Recovery Support – Project Management & Consultation
PURPOSE:
- Oklahoma Alliance for Recovery Resources OKARR will continue to collaborate regionally with Give Help to increase OKARR sustainability. Development and implementation of LMS (online training for recovery residences) will provide additional revenue streams for OKARR. Ensure close collaborative efforts between Oklahoma Alliance for Recovery Resources (OKARR), the Give Help Board, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the National Alliance for Recovery Residences Board to achieve the following objectives.
REQUIRED ACTIVITIES:
- • Ensure close collaborative efforts between Oklahoma Alliance for Recovery Resources (OKARR), the Give Help Board, the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) and the National Alliance for Recovery Residences Board to achieve the following objectives.
- • Maintain collaborative relationships with stakeholder organizations in support of OKARR’s sustainability.
- • Implementation of OKARR’s sustainability plan to meet self-sustaining Metrix by June 30, 2024.
- • Increase the number of specialty recovery homes certified with priority given to recovery residence that accept those on Medication Assisted Treatment/Medication Assisted Recovery, sex offenders pregnant woman, OKARR level III and in rural counties without recovery housing access.) specifically or in adjacent counties of Texas, Stephens, Ottawa, and Osage.
- • To assist with this, OKARR will have a temporary staff member for up to two years focusing on training operators on becoming MAT friendly.
- • Provide training, technical assistance and networking events across Oklahoma to maintain solid OKARR certified programs.
- • Develop a vacancy tool on OKARR website to better assist those looking for recovery residence.
- • Develop an easy to use tab on OKARR website that describes the levels in layman’s terms and which OKARR certified operators are those levels and a link directly to contact that operator and/or their recovery residence application process.
- • Develop an easy reference spreadsheet that is updated at all times to include at minimum OKARR certified residence name, primary contact email address, city and county location, # of beds, target population, MAT friendly designation, and OKARR level.
PERFORMANCE MONITORING:
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation.
- Recovery Support – Recovery Housing Voucher Program – HUD
This Contractor shall provide the project management functions necessary to provide housing vouchers across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Support-Employment and Housing team in providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports as approved by the ODMHSAS.
- • Provide an annual progress report to Jason.Hall@odmhsas.org.
- Recovery Support – Reentry Housing Coordination - Recovery Matters - Federal Give Help
PURPOSE:
- Returning citizens from ODOC incarceration with a substance use diagnosis, prioritizing those with stimulant or opioid diagnoses, and focusing on those on or in need of MAT services will be connected to an OKARR certified recovery residence. The target population is individuals exiting to underserved rural communities, Native citizens, young adults (24 and younger), and pregnant women. This grant funded project aims to reduce recidivism, improve access to recovery housing and treatment, and empower individuals for long-term recovery. Collaboration and coordination among partners for successful implementation is key.
REQUIRED ACTIVITIES:
- • Works collaboratively with ODOC, ODMHSAS housing team, ODMHSAS Reentry Team, and Oxford House.
- • Provide outreach to individuals pre-release to share about how certified recovery housing is an option for their transition/recovery housing plan and what the differences are between a Level 2 and a Level 3 so that the individual and the reentry team may choose the best fit.
- • Ensure OKARR certified home will begin providing peer services 60 days pre-release and continue to provide these services upon exit.
- • Participating OKARR certified Operators will utilize the GETHELP platform for REC-CAP. This will provide comprehensive data reports.
- • Work with the evaluator to ensure analytics are in alignment with this grant project's goal, objectives, and deliverables.
- • OKARR will release funds for eligible participants to participating OKARR operators. This funding may include but shall not exceed the individual’s deposit and up to two months’ fees.
- • Ensure recovery housing plan for each participant is completed within 30 days of entry into OKARR certified residences by certified Operator.
- • Provide MAT training to OKARR certified homes and residents on a quarterly basis.
- • Provide comprehensive data reports as requested per the grant and work with the ODMHSAS DSS team if needed to ensure reporting is in alignment with the federal funder's requirements.
- • OKARR anticipates serving 50 reentry residents a year through this project.
PERFORMANCE MONITORING:
- • The contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. The contractor shall provide such details as ODMHSAS may require. Such report shall be submitted no later than the 10th day of the month following the end of each month. These reports need to be emailed to Tiajuan.Miller@odmhsas.org.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation.
- Recovery Support – Reentry Housing Coordination - Recovery Matters Grant (OKARR)
PURPOSE:
- Returning citizens from ODOC incarceration with a substance use diagnosis, prioritizing those with stimulant or opioid diagnoses, and focusing on those on or in need of MAT services will be connected to an OKARR certified recovery residence. The target population is individuals exiting to underserved rural communities, Native citizens, young adults (24 and younger), and pregnant women. This grant funded project aims to reduce recidivism, improve access to recovery housing and treatment, and empower individuals for long-term recovery. Collaboration and coordination among partners for successful implementation is key.
REQUIRED ACTIVITIES:
- • Works collaboratively with ODOC, ODMHSAS housing team, ODMHSAS Reentry Team, and Oxford House.
- • Provide outreach to individuals pre-release to share about how certified recovery housing is an option for their transition/recovery housing plan and what the differences are between a Level 2 and a Level 3 so that the individual and the reentry team may choose the best fit.
- • Ensure OKARR certified home will begin providing peer services 60 days pre-release and continue to provide these services upon exit.
- • Participating OKARR certified Operators will utilize the GETHELP platform for REC-CAP. This will provide comprehensive data reports.
- • Work with the evaluator to ensure analytics are in alignment with this grant project's goal, objectives, and deliverables.
- • OKARR will release funds for eligible participants to participating OKARR operators. This funding may include but shall not exceed the individual’s deposit and up to two months’ fees.
- • Ensure recovery housing plan for each participant is completed within 30 days of entry into OKARR certified residences by certified Operator.
- • Provide MAT training to OKARR certified homes and residents on a quarterly basis.
- • Provide comprehensive data reports as requested per the grant and work with the ODMHSAS DSS team if needed to ensure reporting is in alignment with the federal funder's requirements.
- • OKARR anticipates serving 50 reentry residents a year through this project.
PERFORMANCE MONITORING:
- • The contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. The contractor shall provide such details as ODMHSAS may require. Such report shall be submitted no later than the 10th day of the month following the end of each month. These reports need to be emailed to Tiajuan.Miller@odmhsas.org.
COMPENSATION:
- • Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation.
- Recovery Support – RISE Above Project Voucher Program
This Contractor shall provide the project implementation functions necessary to provide housing vouchers across the state. Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Support-Employment and Housing team in providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports for victims of human trafficking approved by the ODMHSAS Rise Above Project Director.
- • Provide monthly financial general ledgers to Project Director for review.
- • Provide annual report of expenditures as requested by Project Director by the 30th of June, 2023 to Project Director.
- • Ensure all recipient records and identifiable information are stored and maintained in secure location and refrain of sharing information without written consent from recipient.
- Recovery Support – Runaway and Homeless Youth Street Outreach Project
The Youth Street Outreach Program shall assist youth and young adults 21 years of age and under identified as homeless or at imminent risk of homelessness to all appropriate and requested services including mental health, substance use, emergency shelter, housing. The goal of this Program is to provide targeted community and street based outreach and engagement services to this population. Contractor shall:
- • Embed at least one staff to serve as a dedicated youth outreach specialist into the ODMHSAS RHY Outreach team (Peer level preferred, case manager accepted) no less than 3 pre-determined days per week consistently for 8 working hours per day.
- • Equip or permit program staff with applicable and required training and credentials including, but not limited to, Motivational Interviewing, Housing First, Access & Recovery (SOAR) training, Case Management and/or Peer Recovery Support Specialist Certifications.
- • One member of the team shall be a consistent participant in their local CoC’s Coordinated Entry process and dedicated ODMHSAS RHY team meetings.
- • Provide recovery support and other ancillary support services necessary to achieve Program goal, including the identification, navigation and obtaining resources in order to meet basic independent living needs.
- • Assertively connect persons served with outpatient community mental health services and assist with the coordination and transition of their clinical care.
- • Contractor shall submit a quarterly invoices and reports as determined by the ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Shelter Plus Care
This Contract is to assist homeless persons with serious mental illness or co-occurring mental illness and substance
abuse disorders, and their families, with rental assistance for permanent housing, and with supportive services.
Contractor shall:
- • Provide number of units of rental assistance identified by ODMHSAS.
- • Ensure individuals receiving rental assistance shall meet the HUD definition of
homeless and disabled.
- • Ensure all rental assistance is tenant-based, which permits participants to choose housing of an appropriate size
in which to reside. Participants retain the rental assistance if they move and where necessary to facilitate the coordination
of supportive services, Contractor may require participants to live in a specific area.
- • Offer supportive services to individuals receiving rental assistance. For individuals/residents who would like assistance with employment, they shall be referred to an IPS team for supported employment and education supports.
- • Ensure all rental assistance shall be provided following a Housing First philosophy. Additional preconditions or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed on persons entering the program (ex: Sobriety shall not be required). Program participants shall not be required to participate in supportive services as a condition of housing assistance. The program may offer and encourage program participants to participate in services.
- • Use their best efforts, through outreach activities, to ensure that eligible hard-to-reach persons are served by
Shelter Plus Care.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing
Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Shelter Plus Care,
including Part 582 – Shelter Plus Care.
- • Submit monthly billing reports as determined by the department.
- • Enter all data required by HUD in to their local Homeless Management
Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR),
in a timely fashion.
- • Program staff attend required ODMHSAS Housing First 101 and IPS 101 training. The point of contact for this program shall be housing plus endorsed.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
COMPENSATION:
- • Compensation will be provided on a cost-reimbursement basis upon receipt of the satisfactory documentation
to substantiate authorized expenses according to procedures determined by the ODMHSAS, and based on grant approved
budget lines.
- Recovery Support – SQE Projects for Assistance in Transition from Homelessness (PATH)
This contract is to provide funding for necessary ancillary services, supports and resources to assist individuals
with mental illness or co-occurring mental illness and addiction disorders with transitioning from homelessness and
accessing behavioral health services through the PATH program. Contractor shall:
- • Provide the services, supports, and resources needed in conjunction with PATH fixed rate services to enhance the
quality of the PATH program and achieve program outcomes. Activities under this contract addendum shall not include any services
that can be billed under the PATH fixed rate contract.
- • Provide non Fee for Service reimbursable supports to PATH service recipients.
- • Provide training, education and coordination to individuals who are working in shelters, mental health clinics,
and other sites, with the goal of helping to overcome system barriers for PATH service recipients.
- • Participate in annual training relevant to the provision of services to PATH recipients. Some examples of relevant training areas are: Homelessness, Housing, Community Resources, Community Collaboration, Cultural Competency, Using Peer Supports, Mental Health, and Co-Occurring Mental Health and Substance Use.
- • All PATH staff must attend required Housing First 101 and IPS 101 training offered by ODMHSAS. The PATH team lead must be have their housing plus endorsement.
- • Participate in state level PATH program planning meetings as determined by the designated
ODMHSAS PATH State Contact.
- • Create and coordinate a formal process for regular PATH program planning, development and evaluation that
includes involvement of current and/or past PATH participants.
- • Create and coordinate a process for involving current and/or past PATH participants
in peer support.
- • Participate in required data collection and reporting including participating in their local Homeless Management
Information System (HMIS) for PATH data reporting. Contractor shall work with their local HMIS and with the ODMHSAS State PATH
Contract to ensure accurate data entry.
- • Provide housing services for PATH enrolled individuals, including:
- • Provision of funds for security deposits, for those individuals who are in the process of acquiring rental
housing but who do not have the assets to pay the first and last month’s rent or other security deposits required
to move in.
- • Provision of one-time rental payments to prevent eviction for those individuals who cannot afford to make the
payments themselves, who are at risk of eviction without assistance and who qualify for this service on the basis of
income or need.
- • Assistance with the costs associated with establishing a household. These may include items such as rental
application fees, furniture and furnishings, moving expenses, and costs related to obtaining a birth certificate and/or
identification. These may also include reasonable expenditures to satisfy outstanding consumer debts identified in rental application
credit checks that otherwise preclude successfully securing immediately available housing.
- • Assistance with the costs necessary to make essential repairs to a housing unit in order to provide or improve access
to the unit and/or eliminate health or safety hazards.
- • Contractor shall follow all PATH program requirements outlined in the ODMHSAS PATH Protocol, and all Federal
guidelines for the PATH program.
- • Provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will
provide such detail as the Department may require.
- • Provide additional requested information and reports per federal grant requirements,
and as requested by ODMHSAS.
- • PATH Training funding may only be used for technical assistance and training activities that focus on homelessness best practices.
- • Technical assistance and training activities have to be preapproved by Tammie Vail.
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
COMPENSATION:
- • Per Federal PATH grant requirements funds may not be expended.
- • To support emergency shelters.
- • For inpatient psychiatric treatment.
- • For inpatient substance abuse treatment.
- • To make cash payments to intended recipients of mental health or substance
abuse services.
- • To pay for the purchase or construction of any building or structure to house any part
of the grant program.
- • To fund lease arrangements in association with the project beyond the project period nor may the portion of the
space leased with PATH funds be used for purposed not supported by the grant.
- • In addition, the total amount spent on the housing services listed above shall not exceed 20% of total federal PATH
allocation. Total federal PATH allocation includes both the allocation amount for this statement of work, and the allocation amount
for the PATH fixed rate statement of work.
- • Contract funds shall be used for purposes supported by the PATH program only.
- Recovery Support – Supportive Housing for Reentry - Recovery Matters Grant (Oxford House)
PURPOSE:
- Returning citizens from ODOC incarceration with a substance use diagnosis, prioritizing those with stimulant or opioid diagnoses, and focusing on those on or in need of MAT services will be connected to Oxford House. The target population is individuals exiting to underserved rural communities, Native citizens, young adults (24 and younger), and pregnant women. This grant funded project aims to reduce recidivism, improve access to recovery housing and treatment, and empower individuals for long-term recovery. Collaboration and coordination among partners for successful implementation is key.
REQUIRED ACTIVITIES:
- • Works collaboratively with Recovery Matters Team, ODMHSAS Reentry Team, OKARR, and GET HELP.
- • Provide outreach to individuals pre-release to share about how a democratically peer-ran self-supporting drug free home is an option for their transition/recovery housing plan.
- • Begin providing peer services 60 days pre-release and continue to provide these services upon exit.
- • Provide comprehensive data reports as requested per the grant and work with the ODMHSAS DSS team if needed to ensure reporting is in alignment with the federal funder's requirements.
- • Participant’s deposit and first two week's fees will be covered under this funding so that the individual can focus on his/her recovery plan.
- • Will provide MAT training to chapters, officers, and members on a quarterly basis.
- • Oxford House anticipates serving 50 reentry residents a year through this project.
PERFORMANCE MONITORING:
- • The contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. The contractor shall provide such details as ODMHSAS may require. Such report shall be submitted no later than the 10th day of the month following the end of each month. These reports need to be emailed to Tiajuan.Miller@odmhsas.org.
COMPENSATION:
- • Cost reimbursement - Contractor shall be reimbursed for services upon documentation and data collection.
- Recovery Support – Technical Assistance and Support (Pivot)
The Contractor shall provide ongoing emergency overnight shelter and Host Home stipends to youth and young adults experiencing homelessness in Oklahoma metropolitan area:
- • Youth encountered by the OK Youth Street Outreach project, 15-21 years of age not funded by Basic Center with emergency overnight shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a single structure in a congregate facility. Services to include shelter space, food, clothing, medical care, evidenced based supportive case management/care coordination that follows a housing first for youth modeled approach.
- • Parental/guardian notification within 72 hours of entry for those under the age of 18.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to this project; pursuant to statute/regulations.
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be determined by the ODMHSAS.
- • Supply monthly data reports to the ODMHSAS regarding outcome measures to meet grant requirements if relevant.
- • Submit invoices and data reports to at Lahcen.Dallal@odmhsas.org and Richard.white@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Technical Assistance and Support (Pivot) - Revised
The Contractor shall provide ongoing emergency overnight shelter to youth and young adults up to age 21 experiencing homelessness in Oklahoma metropolitan area with 2 reserved beds:
- • Youth encountered by the OK Youth Street Outreach project, 15-21 years of age not funded by Basic Center with emergency overnight shelter - referred by OYSO representatives 24 hours a day/ 7 days per week.
- • Youth entering The Point shelter will have full OYSO RHY-HIMIS intakes completed upon entry if referred by OYSO partner agencies after hours.
- • Up to 14 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a single structure in a congregate facility. Services to include shelter space, food, clothing, medical care, evidenced based supportive case management/care coordination that follows a housing first for youth modeled approach.
- • Parental/guardian notification within 72 hours of entry for those under the age of 18.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to this project; pursuant to statute/regulations.
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be determined by the ODMHSAS.
- • Supply monthly data reports to the ODMHSAS regarding outcome measures to meet grant requirements if relevant.
- • Submit invoices and data reports to at Lahcen.Dallal@odmhsas.org and Richard.white@odmhsas.org. The annual report template will be provided to you.
- Recovery Support – Transition Age Youth Project (HHYP)
This Contractor shall provide a housing and supports services program for transition age youth ages 18-25 in the metro Oklahoma City area t that have one or more instances of system involvement in their lifetime, or have been directly impacted by parental incarceration. Involvement includes ;OKDHS Child Welfare programs such as - Foster Care, Family Centered Services, Tribal Welfare Programs, Family Permanency, and Basic Center programs in Oklahoma. Criminal Justice involvement can include but not limited to – Arrests, convictions, and/or exiting incarceration in the juvenile or adult prison systems. Specific limitations based on nature of charges shall be at discretion of the contractor. Contractor Shall:
- • Connect youth participants to mental health and substance use services as needed within 30 days of move in.
- • Ensure close collaborative efforts between the Oklahoma Department of Mental Health and Substance Abuse
Services (ODMHSAS), the MHAO and other community partners as identified through this infrastructure
building process.
- • Provide youth monthly opportunities for life skill development through group or individual instruction or implemented by third party services.
- • Support youth in developing individual service plans within 14 days of move in that can include but not be limited to goals and objectives related to employment, education, mental health, and long-term housing planning.
- • Provide youth weekly care coordination/case management meetings to ensure service plan implementation and progress or more frequently as needed by the youth.
- • Partner with ODMHSAS and Oklahoma City Continuum of Care to provide adequate aftercare planning for youth that graduate or discharge early and serve as a consistent participant in the coordinated entry process for youth and adults.
- • Contractor will utilize evidenced based assessment tools to monitor and record progress in transition life domains.
- • Contractor will ensure direct care staff complete any required or encouraged training and professional developments provided by ODMHSAS as defined by the Project Manager.
- • Provide a monthly progress report to Lahcen.Dallaly@odmhsas.org.
- • Provide an annual comprehensive report to Lahcen.Dallaly@odmhsas.org.
- Recovery Support – Transition Youth Housing Subsidy
This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the Department’s Protocol for use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document:
WORK REQUIREMENTS:
- • Transition Youth Housing Subsidy Funds are to be used to assist very low-income individuals (ages 16 - 30) and/or runaway and homeless youth (15-30 years of age) who have a mental illness or co-occurring mental illness and substance use disorders OR meet qualifying criteria for Host Home* Placement with accessing and maintaining decent, safe, sanitary and affordable housing and host home placements. Consumers aged 25-30 who are actively enrolled in a Navigate program through Family and Children’s Services or Red Rock Behavioral Health are eligible for subsidy assistance as long as they intend to be actively in the program for the duration of the lease.
- • Ensure providers utilizing subsidy funding are actively working with youth weekly towards sustainability for housing, natural supports and income by the 6th month of program entry.
PERFORMANCE MONITORING:
- • Contractor shall submit monthly billing documentation and monthly activity reports as outlined in the Department’s Protocol for Use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
- Recovery Support – Youth Emergency Shelter (Sisu)
- • The Contractor shall provide ongoing emergency overnight shelter and Host Home stipends to youth and young adults experiencing homelessness in Oklahoma metropolitan area.
- • Youth 15-21 years of age with emergency overnight shelter.
- • Host Home stipends no more than $350.00/month.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a single structure in a congregate care facility. Host Family Homes serve at least one youth but are not required to adhere to the 4 to 20 bed requirements of a shelter.
- • Services to include shelter space, food, clothing, medical care, evidenced based supportive case management/care coordination that follows a housing first for youth modeled approach.
- • Parental/guardian notification within 72 hours of entry for those under the age of 18.
- • Follow-Up and Aftercare/Exit Plans that ensure youth are exiting with consistent and clear understanding of community resources and available services post-exit.
- • Provide emergency shelter and host homes and link youth to an array of wraparound support services from case management to life skills training while working in tandem with law enforcement, department of human services, the juvenile justice system, and the school system.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus on four core outcome areas: safe and stable housing, employment/education, social and emotional well-being, and permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to this project; pursuant to statute/regulations.
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to meet grant requirements.
- • Employ or utilize at least one individual with lived experience in direct care role in the emergency shelter program.
- • Submit the annual data report shall be submitted to Suzanne Williams at Lahcen.Dallal@odmhsas.org and Richard.white@odmhsas.org. The annual report template will be provided to you.
Appendix
- ODMHSAS PATH Protocol
A. PATH Application
- Each PATH site will submit a PATH Application per Center for Mental Health Services (CMHS) requirements and due dates.
The application consists of the intended use plan, progress report, proposed budget and budget narrative. This process will be
facilitated by the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS)
PATH Contact.
B. HMIS
- Each PATH site will enter all PATH data from ODMHSAS PATH Face Sheets, into their local Homeless Management
Information System (HMIS).
C. Quarterly Report
- Each PATH site will submit a completed Oklahoma PATH Quarterly Report utilizing HMIS system report(s). Each PATH
site will submit any additional information requested by ODMHSAS. Quarters and due dates will be as
follows:
| First Quarter: July, August, September |
Due Date: October |
| 10th Second Quarter: October, November, December |
Due Date: January |
| 10th Third Quarter: January, February, March |
April 10th |
| Fourth Quarter: April, May, June |
July 10th |
D. Technical Assistance Meetings
- Technical Assistance will be offered on an as needed basis. Technical Assistance can be requested by the PATH
provider if a need is determined. In addition, Quarterly Reports will be reviewed each quarter by the ODMHSAS PATH Contact and
Technical Assistance may be scheduled to help address any identified challenges. Technical Assistance may also be provided in
response to challenges identified during the annual site visit. Technical Assistance can be provided for an individual site or
combined with another site if the same need exists.
E. Annual Report
- Each PATH site will submit a complete Annual Report per (CMHS) guidelines. This process will be facilitated by the
ODMHSAS PATH Contact (Annual Report will be completed with data collected in the Quarterly Reports, program financial information
and staffing).
F. Annual Site Visit
- The ODMHSAS PATH Contact will conduct a one-day site visit for all PATH sites. A site visit will
consist of the following:
- • Interview with all PATH funded staff, their supervisor and the PATH Director;
- • Interview with two (2) individuals receiving PATH services;
- • Review three (3) path case records;
- • Review documentation for any PATH cases open more than 12 months;
- • Review process for collecting PATH data that populates quarterly/annual reports; and
- • Review financial records/process for billing PATH services, and for tracking and supporting
state match requirements.
G. PATH GPRA Measures
- The Government Performance and Results Act (GRPA), enacted in 1993, requires federal agencies to establish standards
measuring their performance and effectiveness. Below are the PATH GRPA Measures. It is recommended that each PATH site strive to
achieve the Oklahoma PATH Targets listed for each measure.
- • Increase the number of homeless persons contacted
- This measure captures the number of homeless persons contacted by PATH providers. Persistent and consistent outreach
and the introduction of services at the client’s pace are important steps to engaging homeless persons with serious
mental illness (SMI) and to beginning the process of linking them to housing, mental health, substance abuse, case management
and other supportive services.
- Calculation: Persons served by federal PATH funds
- Federal PATH Target: 160,000 (nationally)
- Oklahoma PATH Target – 600 (Each PATH provider should target to achieve or exceed the # of persons
projected in their Intended Use Plan.)
- • Increase the percentage of homeless persons with SMI who become enrolled in
services (annual and long-term)
- This measure is an indicator of the rate of enrollment for PATH-eligible individuals.
PATH enrollment is defined as:
- • The individual is determined to be “PATH-eligible,” (i.e., experiencing Severe Mental Illness and homelessness
or imminent risk of homelessness)
- • The PATH worker established engagement with the individual (the individual has agreed to work towards a
goal with the PATH worker),
- • The PATH worker opened an individual file that contains:
- • Demographic information,
- • Documentation of PATH eligibility,
- • Mutual agreement for the provision of services, and
- • Services provided.
- Calculation: Number of outreach contacts who become enrolled in PATH divided by Persons served by federal PATH
funds outreach minus Number of outreach client not enrolled because ineligible
- Federal PATH Target – 55%
- Oklahoma PATH Target– 55%
- • Increase the percentage of enrolled homeless persons who receive community
mental health services
- Calculation: Number of persons enrolled in community mental health services divided by Persons served by
federal PATH funds – enrolled clients.
- Federal PATH Target – 47%
- Oklahoma PATH Target- 75%
- • Maintain average Federal cost of enrolling a homeless person with SMI
in services
- Calculation: Federal PATH appropriation divided by persons served by PATH
funds – enrolled PATH clients.
- Federal PATH Target - $668
- Oklahoma PATH Target - $668 (Each PATH provider should strive to increase the number of individuals enrolled
in PATH beyond the number projected in their Intended Use Plan to work toward this target.)
H. Annual PATH Meeting
- All PATH funded staff will attend one yearly PATH Meeting. The location of this meeting will be rotated among each
PATH site. The purpose of the meeting will be to share information, provide updates and review of the implementation of PATH
services, and to provide a networking opportunity for Oklahoma PATH providers.
I. Prior Authorization/Billing
- The Procedure Code Group (DH520) is to be used by agencies with an ODMHSAS contract for PATH, for the provision
of designated services for all individuals served under the Federal PATH grant. It is a one-time 6-month authorization that
is requested in addition to a standard outpatient authorization, to accommodate the more intensive service need during the
first 6 months of the transitional 9-month PATH program. This is an instant authorization that will be created upon
completion of a 23, 40, or 42 CDC with a service focus of 25 (PATH) and outpatient level of care. This request is totally
separate from the standard outpatient PA request, and has a separate dollar cap. Valid CAR Scores are required, but they do
not need to support a particular level to access the PATH PA.
- When billing for services eligible under the PATH specific PA (DH520), you will use the PATH specific billing codes
that are located in the ODMHSAS Services Manual. When billing for PATH under the standard outpatient PA you will just bill the
regular outpatient codes (not the PATH specific codes). For a list of the services that can be billed under the PATH specific PA,
go to www.odmhsas.org/arc.htm click on Billing Information and then PA Group Spreadsheet.
On the summary tab, you will find the DH520 at the bottom of the page - just click on the word PATH.
- ODMHSAS Protocol for Use of Discharge Planning Housing Subsidy Funds
The goal of Discharge Planning Housing Subsidy Funds is to assist very low-income individuals (age 18 and older)
with mental illness or co-occurring mental illness and substance abuse disorders who are discharging from psychiatric inpatient care,
Department of Corrections, or aging out of the foster care system, with accessing and maintaining decent, safe, sanitary, and
affordable housing. To facilitate access to such housing, Program funds will be used to assist eligible applicants with housing
costs such as rent, utility costs, rent deposits and utility deposits. The amount and type of assistance will be determined based
on individual income level, and identified need. The housing subsidy will be tenant based, as it will be provided based on the
housing selected by the program participant.
- Eligible Applicants - Individuals (age 18 and older) with mental illness or co-occurring mental illness and substance
abuse disorders who are discharging from psychiatric inpatient care, Department of Corrections, or aging out of the foster care
system. Individuals must be either homeless or at risk of becoming homeless if rental assistance is not received. Individuals
should meet requirements for very low income and have a gross annual income at or below $16,500, however, incomes above $16,500
can be considered on a case by case basis.
- Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay
for rent and utilities is $574 per month, which is based on the Fair Market Rent amount for a 1-bedroom. Assistance is not
restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $574, however,
it is recommended that referring agencies assist participants in locating housing for which costs do not exceed the $574 maximum
(and all bills paid units when possible) to help assure affordability and success for all program participants.
- Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income
will be calculated as follows:
- First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- The goal of the Housing Subsidy Funds is to assist participants with transition to self-sufficiency between 9 to 12
months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case
by case basis.
- It is expected that the all participants and outpatient services agencies will work actively together toward employment
or SSI/SSDI income, as well as on other recovery focused goals/objectives, as this is a time limited program.
- Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to program
participants but may not exceed a total of $574.
- Referring Agencies - Referring agencies will need to complete and submit (with all required information)
the Discharge Planning Housing Subsidy Referral Form (Part 1 & Part 2) to the contracted Gatekeeping agency.
- Part 1 of the Referral form must be completed by the discharging psychiatric hospital, discharging Department of
Corrections facility, or the Department of Human Services for children aging out of the foster care system, and must be
completed and submitted prior to discharge. The Gatekeeping agency will contact the referring agency and notify if applicant
is approved to move forward with arranging for housing. Part 2 of the Referral form can either be complete by the discharging
agency and the applicant, or the discharging agency may arrange for the outpatient services agency and the applicant to
complete Part 2 of the referral. Part 2 of the referral must be received by the Gatekeeping agency within 30 days of the
Projected Discharge Date listed on Part 1 of the referral. If Part 2 of the referral is not received during that period,
Part 1 of the referral will be determined null and void, and the participant will no longer be eligible to participate in the
subsidy program. If discharge date is going to be different than what is listed on Part 1, it is the responsibility of the
referring agency to notify the Gatekeeping agency.
GATEKEEPING AGENCY REPSPONSIBILITIES
- Project Referral Review and Approval
- • Will review all Referral forms for completeness, and if not complete will return to referral
agencies to be completed.
- • Will review all Referral forms to ensure that persons referred meet
criteria for assistance:
- • The information on the referral form reflects that applicant is age 18 or older.
- • The information on the referral form reflects that applicant has a mental illness or co-occurring mental
illness and substance abuse disorder.
- • The information on the referral form reflects that applicant has either been discharged from psychiatric inpatient
care, Department of Corrections, or has aged out of foster care (as indicated by the check boxes on the form and the referral
agency name and signature on Part 1 of the form- the agency name and signature must be from a correctional facility, a psychiatric
inpatient care facility, or from DHS for persons aging out of foster care).
- • The information on the referral form reflects that applicant is either homeless or at
risk of becoming homeless.
- • The information on the referral form reflects that applicant meet requirements for very low income as evidenced
by a gross annual income at or below $16,500. (or approval has been acquired by ODMHSAS for
an income above $16,500.).
- • If information provided on the referral form reflects that applicant does not meet criteria for assistance, will
notify both the applicant and the referring agency.
- • If information provided on the referral form reflects that applicant meets the criteria for assistance, will notify
the applicant of approval and will make the needed one-time payments for rent and utility deposits (not to exceed a total of $574.
for all deposits) and the first month of rent (not to exceed $574). For the first six months of assistance, subsidy recipients will
pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental
assistance (up to the $574 maximum), and for the last six months of assistance recipients will pay 30% of their gross monthly income
toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance
(up to the $574 maximum).
Additional Months of Rental Assistance
- • Will ensure that a copy of the signed lease agreement between tenant and landlord, for the property identified
in the Referral form, is received prior to making any additional rental or utility payments.
- • If lease agreement has not been received, will follow-up with the applicant to
acquire the lease.
- • Will review utility bills that are faxed and mailed in by the subsidy recipient and will pay up to the
total amount allowed for utility assistance ($574 – Rent subsidy amount).
- • For subsidy recipients who have an amount allowed for utility assistance, will send out a monthly statement
to the recipient reflecting the type and amount of utilities paid during the previous month.
- • Will process any verbal or written requests by subsidy recipients to
terminate assistance.
- • Will make follow-up contact with subsidy recipients at 5 months (since first receiving subsidy) to confirm
continued residence at the location for which subsidy is being received, to confirm phone/contact number, to assess current
income and recalculate subsidy accordingly (to begin the 7th month). If recipient cannot be reached, will make a follow-up
contact with the designated service provider for which a release has been obtained. If unable to confirm continued residence
at the location for which subsidy is being received, the subsidy recipient will be notified that unless confirmation is
received subsidy payments will be terminated after a period of 30 days.
Activity Reports
- A report reflecting project activity should be submitted twice a year to ODMHSAS 2000 North Classen Blvd, Suite E600
Attn: Tammie Vail – STARS Division. The report should be submitted by the 15th of the month following the months of December
and June and must include a year to date account of the following information for the contract year: 1.) Information on approvals
and denials including the referring agency, their referral category (corrections, psychiatric hospital, aging out of foster care),
the number of referrals that were both approved and denied, if denied- the reason for denial, and for approvals- the average
processing time; 2.) Information on the people served including the referring agency, city placed, # or people served.
Monthly Billing / Documentation
- Documentation shall be sent to: contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Discharge Planning Housing Subsidy Invoice
and a Discharge Planning Housing Subsidy Categories of Expenditure spreadsheet.
- Up to 4% of total contract allocation can be billed for administration costs. These monthly costs are to be billed
as 1/12th of the total administrative amount and should be reflected as such on the Invoice.
- ODMHSAS Protocol for Use of Housing Flexible Funds
Flexible funds should never be disbursed as cash to consumers. Funds must be disbursed as direct reimbursement
for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources
of funding have been exhausted. This document outlines allowable expenses for Housing Flexible Funds.
- Housing Flexible Funds are to be used to support community integration of persons receiving direct services;
with emphasis on assisting with accessing and maintaining safe and affordable permanent housing
in the community.
- Allowable Services
- • Rent Deposits – Deposits paid to the landlord/leasing company required
before/upon moving.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas; electric. May not be used for
phone, cable/satellite TV or similar deposits.
- • Rent – Monthly rental expenses. Designed to be temporary in nature. Case manager should assist the
consumer in finding alternative financial resources such as work, disability payments, etc.
as soon as possible.
- • Utilities – Monthly utility payments such as: water/sewer/garbage; gas, electric. May not be used
for phone, cable/satellite TV or similar payments. Designed to be temporary in nature. Case manager should assist the consumer
in finding alternative financial resources such as work, disability payments, etc., as
soon as possible.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by
lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door
locks, and insect fumigation are also permitted.
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to
be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the consumer until such time as
other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products
are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other
Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex
funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months
unless there is documentation that the appliance is no longer working.)
- • Moving Expenses – Expenses related to moving a consumer’s belongings
to permanent housing.
Monthly Billing / Documentation
- Documentation shall be sent to: Suzanne.williams@odmhsas.org and contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Housing Flex Funds Invoice and a
Categories of Expenditure spreadsheet.
- ODMHSAS Transition Youth Housing Subsidy Protocol
- ODMHSAS Emergency Youth Shelter Subsidy Protocol
Eligible Applicants - Individuals (ages 15 - 25) who have a mental illness or co- occurring mental illness and
substance use for who need immediate emergency placement for shelter. Priority placement is given to youth who meet the RHY
definition under the Family and Youth Services Bureau Administration for Children and Families and be 17 years and younger.
Please contact ODMHSAS staff when requesting eligibility for youth 14 and under.
- Emergency Shelter - The maximum reimbursement per transition youth or RHY is 31 consecutive days at a rate of $35/day.
For duplicated youth stays or extensions, please request a waiver through ODMHSAS staff.
- Host Home Stipend Provision - The stipend reimbursement rate is $250/month per placement per host home family.
Host Home is to assist recipients temporarily with transition to self-sufficiency between 3 to 6 months. Based on individual needs,
the provision of subsidy beyond 6 months will be considered on a case by case basis. It is expected that the all subsidy recipients,
Contract staff, and ODMHSAS staff will work actively together toward long term housing solutions, employment or SSI/SSDI income,
toward obtaining Section 8 stipends or any other objective that results in the youth no longer
experiencing homelessness.
- Host Homes must be complete: Host Family Application, background check and supporting documentation; Signed proof of
Host Family’s successful completion of Host Family Credentialing Training; Signed Mutual Subsidy Recipient Agreement
(If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign), and A release of information
authorizing communication between Contractor, Host Family, and the ODMHSAS, regarding the Host’s receipt of subsidy funds and
work towards goals of self-sufficiency .
- The goal of the emergency youth housing subsidy is to provide emergency placement for runaway and homeless youth
while assisting with accessing and maintaining decent, safe, sanitary and affordable housing. The Contractor must submit an
approved monthly report with invoice to ODMHSAS staff.
- For purposes of this program, ODMHSAS staff is the ODMHSAS Project Manager for Runaway and
Homeless Youth Programs.
- ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing Programs
Special Conditions
Suicide Prevention Services
- Suicide Prevention Government/Professional/Sole Source Services
- Suicide Prevention – 24/7 Telephonic and/or Online Crisis Intervention & Follow Up Services
Contractor shall:
- • Be a National Suicide Prevention Lifeline Network member center in good standing, meeting all requirements for technology, practices, protocol and certification/accreditation.
- • Maintain the capacity to provide 24/7 crisis intervention services to Oklahomans within their service area via telephone,
text and/or online chat.
- • Maintain the capacity to answer at least 90 percent of all calls within 90 seconds.
- • Train and maintain dedicated call center staff to identify, receive and respond to calls, text and online chat 24/7.
- • Provide follow-up services for individuals referred and/or being treated for suicidality in behavioral
health and hospital settings, making the first contact within 24 hours of referral.
- • Provide monthly reports and NSPL data to ODMHSAS utilizing the Prevention Reporting System.
- • Participate in ODMHSAS Crisis Call Center quality assurance evaluation activities.
- • Participate in 988 grant planning and support development of 988 reports and data collection requirements.
- • Attend 988 Implementation Coalition Meetings and participate in technical assistance webinars.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State Law, and demonstrate said personnel has no felony convictions, crimes of moral Turpitude, or alcohol or drug-related offenses.
- • Work with 988 Mental Health Lifeline to develop a process by which callers are transferred to receive warmline services.
- • Provide adequate staffing appropriately trained to operate a warmline, providing early intervention and emotional support to those transferred by the 988 Mental Health Lifeline.
- • Heartline must have a working knowledge of Oklahoma’s crisis continuum including but not limited to Mental Health Urgent Recovery Centers and Certified Community Behavioral Health Clinics and Mobile Crisis teams.
- • Heartline will ensure every caller is informed about the closest Urgent Recovery Center and Certified Community Behavioral Health Clinic in the caller’s area. Heartline will have the phone number and physical addresses of the services to give to the caller.
- • Heartline representative will attend monthly ODMHSAS crisis meeting either in person or virtually.
- • Heartline will warm transfer back to 988 ANY calls in which dangerousness presents during the call including but not limited to: suicidal gestures, homicidal statements, self- harm statements.
- Suicide Prevention – Education & Awareness
Contractor shall:
- • Provide evidence based and or emerging best practice suicide prevention curricula, strategies and initiatives to schools, communities, nonprofit organizations and businesses.
- • Demonstrate active collaboration with local community resources by seeking input on services from: tribal communities, universities, schools, not for profit organizations, faith communities, armed forces, mental health and substance abuse treatment professionals, and other youth-serving agencies.
- • Participate in the promotion of the National Suicide Prevention Lifeline through the disbursement of flyers, brochures, posters, at youth academic and athletic events, as well as, on billboards, athletic equipment, bus stop shelters and benches or other formats approved by the ODMHSAS.
- • Post the National Suicide Prevention Lifeline on organizations website, emails, and other media avenues utilized for this project.
- • Ensure background checks on all staff and volunteers are conducted and shall maintain documentation of such checks. At a minimum, background checks shall search records from the Oklahoma State Bureau of Investigations. All staff and volunteers working with minor children shall, at a minimum, meet the statutory requirements proscribed by Oklahoma State law and demonstrate said personnel has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses.
- Suicide Prevention – Online Interactive Evidence-based Training
Provide implementation and fidelity assurance services, technical assistance, enhanced data collection, and implementation strategies regarding the following simulations for statewide use for public schools in Oklahoma, in addition to professional services pertaining customization of set up and implementation – “At-Risk for High School Educators", “At-Risk for Middle School Educators", “At-Risk for Elementary School Educators", “Resilient Together: Coping with Loss at School”; , “Together Strong”, “Friend2Friend” and "Veterans on Campus for Faculty & Staff". Contractor shall:
- • Offer reasonable levels of continuing support to assist ODMHSAS and End Users in use of the Kognito Service.
Contractor will make its personnel available by email or phone during regular business hours, Monday through Friday, 9am-5pm EST
for assistance.
- • Use reasonable efforts to provide continuous service seven (7) days a week with an average of 98% uptime per month.
The 2% down-time does not include periodic unavailability due to maintenance of the server(s), the installation or testing of software,
the loading of additional Kognito Services as they become available, and downtime related to the failure of equipment or services
outside the control of Contractor, including but not limited to public or private telecommunications services or internet nodes or
facilities. Scheduled downtime will be performed at a time to minimize inconvenience to ODMHSAS.
- • Provide ODMHSAS with a copy of its implementation manual and support statewide promotional activities/events. This manual includes best practices for promoting the courses to end users.
- • Provide ODMHSAS with the Courseware’s package of several marketing tools such as PowerPoint slides about the courses,
electronic copies of flyers that can be printed or emailed to potential users about the courses, and suggested language for
announcing the courses’ availability via email or by listserv or newsletter to stakeholder groups, such as principals,
superintendents, school boards, professional associations and PTAs.
- • Provide consultation and technical support for assistance with stakeholder identification and analysis,
communications planning, customization of outreach materials, marketing support.
- • Provide client with enhanced reports: 1) automated monthly usage reports for clients, and if desired,
school-based implementers; 2) quarterly usage and survey summary reports; and 3) quarterly reports formatted to meet the requirements
of SAMHSA’s State and Tribal Youth Suicide Prevention cross-site evaluation team.
System of Care (SOC)
- System of Care Fixed Rate Services
- SOC – Behavioral Intervention Services in Schools (BISS)
- SOC – Wraparound
- SOC – Wraparound AWARE in School
- SOC – Youth and Young Adult Diversion Initiative
PURPOSE:
- Contractor shall provide culturally relevant services and supports to communities in overcoming generational and historical trauma. Contractor shall furnish the necessary resources to provide treatment, crisis, and support services to youth and young adults in transition aged 16-25 with mental health, substance use, or co-occurring issues. Services and supports shall be based on the core components and philosophy of Oklahoma Systems of Care and evidence-based practices for young adults in transition.
REQUIRED ACTIVITIES:
- • Provide direct treatment services through Oklahoma Systems of Care in Wraparound and/or Transition to Independence, and appropriate evidenced-based practices.
- • Ensure project staff (Case Manger II and Peer Recovery Support Specialist) are fully trained in the Wraparound and Transition to Independence Models and have the capacity to implement these models with transition age young adults.
- • Develop and implement a specialized team to coordinate care for young adults in transition to include recovery support, peer to peer support, case management services, and therapy.
- • Plan and implement screening and assessment services for transition age young adults.
- • Plan and implement outreach (to include street outreach), referral, and engagement efforts to educational institutions, healthcare, child welfare, juvenile justice/correctional institutions, homeless shelters, drop-in centers, local faith communities, to identify young adults in transition with untreated SED/SMI, as well as those at risk for developing SED/SMI and substance use/co-occurring disorders.
- • Implement public awareness and cross-system provider training for other systems serving young adults in transition, including marketing strategies, training for community members, and collaborating agencies.
- • Establish relationships with community stakeholders and collaborating agencies to broaden and link all community resources available to young adults in transition.
- • Implement a community needs assessment to determine what services are needed, accessibility of existing services, effectiveness of these services and, gaps identified that could be filled.
- • Ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state staff and general communication and functioning of the state-wide initiative.
- • A monthly average of 8-10 Youth and Young Adults ages 16-25 will be enrolled and receiving services.
- • Ensure a monthly average number of youth and young adults, as identified by ODMHSAS, will be enrolled, and receiving services. Contractor’s caseload will not fall below 75% capacity for longer than three consecutive months.
- • Report in the OKSOC Evaluation Portal (EON) with all required evaluation instruments. Monitor compliance with data requirements and impairments and change over time for individual clients and for agency as a whole.
- • Contractor shall report all services provided to a youth or young adult in the initiative through EON. Contractors’ records pertaining to initiative (both clinical and financial) will be subject to review by ODMHSAS.
PERFORMANCE MONITORING:
- • Contractor will monitor performance to ensure processes and concrete outcomes that establish holistic health—both physical and behavioral health—services and supports.
- • Quarterly chart / document reviews will be completed by state staff in collaboration with Project Directors and agency staff.
- • Review of monthly evaluation reports in ODMHSAS Evaluation Portal—EON--by state staff in collaboration with Directors and agency staff. Measures include:
- • OKSOC Assessment baseline completion rate.
- • OKSOC Assessment follow-up completion rate.
- • Rate of improvement at follow-up on NOMs and OKSOC Assessment.
COMPENSATION
- • Services will be reimbursed through fee-for-service claims submitted to MMIS.
- • Billed services not in compliance with requirements in the ODMHSAS Service Manual may be subject to recoupment.
- System of Care Government/Professional/Sole Source Services
- SOC – Advocacy, Family Support, and Education - Statewide (OFN)
- SOC – Behavioral Intervention Services in Schools (BISS)
- SOC – Behavioral Intervention Services in Schools (BISS) - Therapeutic Classroom
- SOC – Behavioral Interventionist Program
INTRODUCTION:
- Behavioral Interventionist program is a partnership with the Oklahoma Department of Mental Health and Substance Abuse Services and the Oklahoma Department of Human Services to improve partnerships and services for children, youth and young adults who are identified as the most in needs within the child welfare system.
- • Contractor shall provide intensive one-on-one services within the family home to children who struggle with behavioral and emotional management to the degree that the behaviors threaten the stability of their current placement.
- • The Behavioral Interventionists work in the home, providing relief and support to the Caregivers, while working one-on-one with the youth. Services include working on neuro-developmental activities to assist in re-wiring the neuropathways in the brain to break the cycle of children continually living in the flight, fight, or freeze mode. Direct care staff use role-modeling, redirection, de-escalation techniques, and coaching to help children increase their ability to self-regulate and develop independence in their daily living activities.
- • The Three Overarching Program Goals:
- • Prevent hospital or institutional placements for children in the community.
- • Support kinship, foster and adoptive families at risk of disruption.
- • Support children and families post discharge from high level treatment settings.
PERFORMANCE MONITORING:
- • ODMHSAS will monitor performance to ensure processes and concrete outcomes that establish holistic health—both physical and behavioral health—services and supports.
- • ODMHSAS will review monthly BI evaluation, data, and assessments.
- • Ensure compliance with all required data and evaluation instruments, monitor change over time, outcomes, impairments, for individual clients.
- • Provider must implement components, program forms, assessments, surveys identified within this the program model.
- • Measure progress:
- • Decrease in placement changes.
- • Decrease in institutional care & hospitalizations.
- • Improved child social, emotional, and life skills assessment scores.
- • Improved Caregiver Assessment scores.
WORK REQUIREMENTS:
- • The Behavioral Interventionist program is implemented by a team of 3; 1 Program Manager, 1 BI Coordinator, and 1 Family Coordinator.
- • Staffing Qualifications: Program Manager: It is preferred that the Program Manager has a Master’s degree in social work or related field, three (3) years’ experience working with marginalized populations, and must have a minimum of two (2) years supervisory experience in the field. BI Coordinator: Bachelor’s degree required in social work or related field, two (2) years’ experience working with marginalized populations, and must have at least one (1) year supervisory experience. Family Coordinator: Bachelor’s degree required in social work or related field, two (2) years’ experience working with marginalized populations, and supervisory preferred but not required. Behavioral Interventionist: A minimum of a High School diploma is required with at least one (1) year of experience working with marginalized populations
- • Ratios: caseload sizes for both BI and Family Coordinators to a maximum of 20. Each BI would be assigned to at least one or up to a maximum of two clients.
- • Time to Deliver Intervention: According to the model, the caregiver needs to agree to a minimum of fifteen (15) hours of service delivery weekly. On average the length of service will be around 30-40 weeks total.
- • Critical to the success of this model is that each child gets what they need, and that is different for all kids. Some will be able to complete the program more quickly, and some will require extended service to meet the needs of the youth and the family.
- • To ensure coordination, general communication and functioning of this program project personnel staff/leadership will attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS that can include the following:
- • Web-based supervision and coaching
- • Monthly case reviews
- • Ongoing leadership check-ins for fidelity
- • Quarterly on-site program review meetings
- • Ongoing adjustment of monitoring and coaching levels as needed
- • Ensure a monthly average number of youth and young adults, as identified by the Program requirements.
COMPENSATION:
- • Contract funds should be used for purposes of this program only.
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- SOC – Child Abuse and Trauma Advocacy and Referral
INTRODUCTION:
- • ODMHSAS will support Contractor in continuing their work as Oklahoma County’s only child advocacy center that is committed to advocating for children experiencing abuse and traumatic experiences. The Care Center Inc. works with a multidisciplinary team of law enforcement investigators, child protective services, district attorney’s office, medical and mental health professionals, advocates, and many partners on the investigation, treatment, and management of child abuse cases.
WORK REQUIREMENTS:
- • Contractor shall add additional clinical staff to support work with children and their family members.
- • Contractor will increase number of clients and family members referred to behavioral health services.
- • Contractor will increase number of clients and family members with establishing behavioral health services.
PERFORMANCE MONITORING:
- • Quarterly and Annual Reporting to ODMHSAS designee, reports will include:
- • Total number of referrals to CARE Center each quarter.
- • Total number of referrals of client and family members that were referred from CARE Center Inc. to behavioral health services.
- • Total number of referrals of clients and family members that were referred from CARE Center Inc. that established behavioral health services.
- • Contractor shall provide additional requested information by ODMHSAS.
- SOC – Children’s Crisis Call Center
PURPOSE:
- The Call Center is the entry point for access to the CMRS-Children’s Mobile Response and Stabilization Services for children and youth in the State of Oklahoma. The Call Center receives calls, collects relevant information from the caller, determines the initial response that is needed, and links the caller to the information or service required. This will include, at times, callers who may be suicidal, or calls regarding individuals who are at risk for suicide. In addition to these primary functions, the Call Center also collects data regarding calls received, triage responses and referrals to CMRS-Children’s Mobile Response and Stabilization Service providers and provides data as needed.
WORK REQUIREMENTS:
- • The Contractor shall administer, operate and monitor a Children’s Mobile Response and Stabilization System – Call Center. The call center will operate 24 hours per day, 365 days per year. Contractor shall:
- • Maintain the capacity to respond to multiple simultaneous calls at all times. Calls may be received from multiple sources including but not limited to children, caregivers, hospital emergency rooms, police, school personnel, and care providers.
- • Maintain multilingual crisis call specialists and Telephone Device for the Deaf (TDD) access available to callers. When a multilingual crisis call specialist is not available, a translation service is used to handle the call. To ensure continuity of the call, calls transferred to CMRS-Children’s Mobile Response and Stabilization Service provider sites with a translator will maintain use of the accessed translator through the conclusion of the call.
- • Ensure that calls are handled in the following manner:
- • Crisis calls will be answered in three (3) rings or less, or within 35-45 seconds with call report sent to ODMHSAS monthly.
- • The abandonment rate for crisis calls (measured daily and then averaged over the course of a month) with a target of less than 5%, with call report sent to ODMHSAS monthly.
- • A follow-up call will be made within 72 hours, with a report sent to ODMHSAS monthly.
- • Up to 3 attempts will be made to reach a caller for follow up. Of the callers reached, 80% will rate their experience as positive/helpful as demonstrated by client satisfaction questionnaires randomly distributed and collected by the Contractor.
- • Ensure that all Call Center staff participate in ongoing training provided through regular refresher trainings, in-services and case discussions. The ODMHSAS, or a designee, will provide specialized crisis training as needed. All staff handling CMRS calls shall be professionals trained to respond to crisis calls appropriately and document the necessary information during the call.
- • Retain clinical supervision to oversee the clinical components of Call Center operations 24 hours per day. Supervising Clinicians must be licensed mental health practitioners (Licensed Clinical Social Worker, Licensed Professional Counselor, Licensed Marriage and Family Therapist, Licensed Psychologist, or Advanced Practice Registered Nurse) unless otherwise approved by ODMHSAS.
- • Supervising Clinicians are responsible for monitoring and supervising the performance of Call Center staff as well as providing consultation and training to staff and clinical oversight of Call Center activities.
- • Supervising Clinicians shall be available either on site or by phone at all times to answer questions and to assist with difficult circumstances.
- • Maintain the capacity to continue Call Center operations in the event of an emergency or unforeseen circumstance that prevents the use of their existing Call Center site. The contractor will have the capacity to manage such emergency situations for up to 72 hours. If the situation preventing use of it’s existing site persists beyond 72 hours, ODMHSAS will be notified.
- • Ensure that all Call Center operations are guided by the following ODMHSAS approved protocols. All calls will be managed according to the triage protocols and the parameters of call response described above. Call Center shall collect demographic and psychiatric information as outlined below to determine if dispatch should be a 24 hour deferred or 1 hour response from mobile team.
- • Uninsured
- • Enrolled in SoonerCare/Medicaid
- • In child welfare custody
- • In OJA custody and/or involved in the juvenile justice system
- • Receiving behavioral health services from a community provider
- • In a foster, adoptive or group home
- • Does child or youth’s needs exceeds the parent/guardian’s strengths and capacity to maintain the present living environment and external supports are required
- • Is child or youth presenting in psychiatric crisis in a hospital emergency department and in need of continued stabilization and follow-up care upon discharge
- • Is child or youth in the community experiencing a psychiatric, behavioral or emotional crisis in a school, after school program or other community setting regardless of their insurance or citizenship status
- • Is child or youth in the community experiencing escalating behavior and, without immediate stabilization, would likely be at risk for placement disruption or out of home placement
PERFORMANCE MONITORING:
- • Contractor shall be monitored through quarterly chart/document reviews to be completed by SOC state staff,
- • Contractor shall receive review of monthly data entry on calls and satisfaction surveys, reports and fidelity measures in the ODMHSAS data collection system through EON by SOC state staff.
- SOC – Community Outreach and Partnership Clinical High Risk Psychosis
- SOC – Curriculum-Based Community Programs for Youth
- SOC – Early Childhood Mental Health Consultation Training Center (MEICHV)
- SOC – Evaluation and Outreach Clinical High Risk Psychosis
- SOC – Expansion
The System of Care (SOC) Best Practice Model (as established by SAMHSA through the National Technical Assistance Center
for Children’s Mental Health) is youth guided, family driven, community based, needs driven and culturally competent. ODMHSAS
has chosen this best practice model as the model for Oklahoma Systems of Care. The ODMHSAS contractor shall furnish the
necessary resources to develop a local system of care with wraparound services for American Indian youth at greatest risk of
out-of-home placement. Contractor shall:
- • Shall serve as the SOC contractor for the greater Tulsa area, serving the American Indian population. Contractor
will incorporate appropriate cultural interventions as necessary to serve the American Indian community.
- • Establish and maintain an internal project team consisting of the Medical Director, Director of Behavioral Health,
Project Director and Director of Planning and Development
- • Employ or contract with a local Project Director, who will establish and regularly convene an American Indian
advisory team to guide the project, with support and assistance from the state Project Director, state SOC staff, and State
Advisory Team.
- • This position shall:
- • Develop and implement a plan for significant family involvement on all levels
of the project.
- • Oversee the development of a Community Based SOC Team. This community team shall be comprised of tribal leaders,
elders, parents of children with serious emotional disturbance, community service providers as outlined in the core standards,
and other community stakeholders who desire to create a responsive children’s behavioral health system.
- • In collaboration with the community team, shall develop a strategic plan for the implementation of the project
utilizing the best practice model. The plan shall include an organizational structure such as committees, identify the steps
necessary to implement the SOC project, and include strategies for ongoing community development, project sustainability,
and the continuous evaluation of family and community needs.
- • In collaboration with the community team, will follow the established program eligibility guidelines. These include
American Indian children and youth ages 0-21 with serious emotional disturbance or co-occurring issues who are at-risk of out of
home placement, who are having difficulties in two or more life domains, and who are receiving services from multiple social service
providers.
- • Ensure direct Wraparound services shall be provided using the SOC best practices model to . A monthly average number of 15 children for each Care Coordinator during the contract period, as identified by ODMHSAS, will be enrolled and receiving services. The Contractor’s contract dollar amount could be affected if the average caseload falls below 75% capacity for longer than three consecutive months.
- • Contractor shall ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state SOC staff and general communication and functioning of the state-wide initiative. Individuals fulfilling the terms of this contract including, but not limited to, Project Director, Assistant Project Director, Care Coordinator, Family Support Providers, Behavioral Health Aides, Youth Peer Recovery Support Specialists, and Wraparound therapist, shall:
- • Attend role specific training including Pre-requisites, Wraparound 101,
- • Family Support Provider, Behavioral Health Aide, State Children’s Behavioral Health Conference, and Monthly support calls, and
- • Follow ODMHSAS ongoing coaching requirements to complete the credentialing process and maintain yearly credentialing requirements.
- • Attend and participate in any applicable meetings, coaching, site calls, and/or trainings as determined necessary by the Department.
- • Individual services shall be provided under the direction of a child and family team, made up of both formal and natural supports. These services include, but are not limited to, crisis planning; functional assessment; strengths, need, and cultural discovery, respite care; use of flexible funds; and the development of a family driven interagency treatment plan.
- • Ensure recommendations for the utilization of flexible funds shall be determined by the child and family team for
each child receiving services. Use of flex funds shall follow the ODMHSAS Guidelines for Use of Flexible Funds. Any Flex Fund
expenditures of $500.00 or more must receive the prior approval of the State SOC Project Director or the Director of Children,
Youth and Family Services.
- • Ensure that required local and national evaluation instruments are administered to youth and their families receiving
services. In addition, the contractor shall ensure that data is reported to the SOC Lead Evaluator each month following established
timelines and methods.
- • Provide ODMHSAS a proposed annual project budget for review and approval for the next fiscal year by June 15th.
This proposal and any subsequent revisions shall be developed through consensus of the community team
and contractor.
- • Submit a monthly financial statement comparing current monthly expenditures to budgeted monthly amounts.
Contractor will also follow SOC invoicing instructions.
- • Submit monthly written reports as required by ODMHSAS.
REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Successful performance will be monitored through:
- • Quarterly chart/document reviews to be completed by SOC state staff in collaboration with Project Directors and agency SOC staff using published skills sets to measure fidelity to the Wraparound model.
- • Review of monthly evaluation reports and fidelity reports in the ODMHSAS EON by SOC state staff in collaboration with Project Directors and agency SOC staff. Measures below 80% will be addressed with specific strategic action steps in a site based coaching plan developed by the SOC state staff in collaboration with the Project Director and agency SOC staff.
- • Caseload per care coordinator and/or Family Support Provider no more than 15-20 for High Fidelity Wraparound.
COMPENSATION:
- • Cost reimbursement based on documentation of expenditures. 1/12th.
- • Any required back up documentation for invoicing must be submitted in electronic invoicing system with invoice.
- SOC – Generic Host Agency
- SOC – Healthy Transitions Initiative - 2 Evaluation (OU)
- SOC – Infant and Early Childhood Mental Health Consultation: Child Care
- SOC – Infant & Early Childhood Training & Consultation Training Center
- SOC – Infant & Early Childhood Training & Consultation in Children’s SOC Programs
Contractor shall provide training and consultation to Children’s System of Care Providers across the state related to infant and early childhood mental health (IECMH) as a component professional development to help develop an early childhood system of care statewide which focuses on supporting the needs of families with infants and young children receiving services through Oklahoma’s System of Care providers. This training and consultation also supports the workforce development goals of the Oklahoma Infant and Early Childhood Mental Health Strategic Plan.
WORK REQUIREMENTS:
- • Contractor shall provide lectures, workshops, and webinars (regionally and statewide) related to topics such as an overview of infant mental health, parental mental illness, psychotropics in young children, feeding disorders, sleep problems in young children, etc., Schedule shall be determined in collaboration between the contractor and the Senior Manager for Infant & Early Childhood Mental Health or an ODMHSAS designee
- • Contractor shall provide case consultation to providers serving infants, young children, and their families. This can be done in person, via Zoom or other virtual format, via e-mail, or phone (with de-identified case information).
- • Contractor shall provide ongoing technical assistance to the IECMH Co-Leads regarding best practice related to serving infants, young children, and their families.
Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS.
- SOC – Mobile Response and Stabilization
PURPOSE:
- Provide the resources necessary to operate a Mobile Response and Stabilization System for children, youth and young adults and their families, up to the age of 25. The Mobile Response and Stabilization System is a mobile intervention service for children, youth, and young adults experiencing behavioral health emergencies. Mobile intervention services Shall include, but not be limited to: community-based rapid emergency crisis stabilization for individuals with immediate, overwhelming mental health and substance abuse issues that severely impair their ability to function in the community; community-based emergency intervention for other behavioral health emergencies; collaboration with community stakeholders to help ensure client success; outreach and engagement for crisis intervention service recipients who are not existing clients; follow-up care to promote continued stabilization; coordination of care; and other community-based activities to enhance access, service quality, child and family outcomes, and stakeholder satisfaction.
REQUIRED ACTIVITIES:
- • Shall provide a Mobile Response and Stabilization System for children, youth and young adults up to the age of 25. These children, youth and young adults Shall be eligible regardless of payer source or ability to pay. Exclusions include youth in Residential Treatment Facilities or Inpatient Hospitals.
- • Shall maintain capacity to respond to emergency calls from the target population within their geographic service area 24 hours a day, 7 days a week, 365 days a year.
- • The Contractor shall have a published telephone number accessible on a 24 hour basis, seven days a week• Shall have a published telephone number accessible on a 24-hour basis, seven days a week.
- • Shall have the ability to handle and respond to multiple calls at one time.
- • Shall respond to calls within 1 hour of the call, unless the call is identified as a deferred call.
- • Shall respond to deferred calls within 24 hours of call.
- • Shall maintain capacity to staff a Mobile Response Team (MRT) 24 hours a day, 7 days a week, 365 days a year to provide on-site, face-to-face emergency response to assist with behavioral health emergencies through the provision of face-to-face mobile intervention services designed to deescalate the emergent situation, prevent inpatient hospitalization, detention and homelessness. The overall goal is to restore the youth and family to a pre-emergency level of stabilization.
- • Shall provide face-to-face in person emergency response by a Care Coordinator and Family Support Provider with immediate access to a Licensed Behavioral Health Professional (LBHP).
- • Immediate access to a LBHP is defined as face to face in person access or access through an on-call system (e.g. telehealth).
- • Mobile Response and Stabilization teams of two or more staff is preferred, but an exception can be made according to the policy of the contracted agency.
- • Required trainings – Cultural Competency/Humility, Trauma Informed Crisis Care, Safety Planning, evidenced based model for suicide screening and risk assessment, Motivational Interviewing, and working with diverse populations including ID/DD and Autism.
- • Teams shall have the ability to provide trauma informed, systems-based and strengths- based approaches for the assessment of children and adolescents in crisis using Systems of Care Values.
- • Shall ensure that children, youth and families accessing mobile response and stabilization teams are able to access referral and linkage assistance for evaluation and assessment for mental health and substance use disorder services; and have access to a comprehensive array of behavioral health treatment and support services.
- • Shall provide crisis diversion, resource support, stabilization and care coordination for emergency situations that are not a mental health or substance use crisis.
- • Shall access an LBHP via telehealth or face to face when emergencies rise to a level needing a clinical intervention.
- • Shall respond to emergent situations and attempt to work with the family to de-escalate and connect with follow up services, while linkages for community-based services and/or the Wraparound process are established. This can include, but is not limited to:
- • Develop a plan for emergencies to aid in preserving the stabilization.
- • Follow-up appointments, planning and completing releases for engaging informal supports (Schools, OJA, DHS, etc.).
- • When an emergency is determined to be a clinical crisis, the MRT will link with an LBHP and the LBHP will conduct an assessment in order to determine if there is a mental health or substance use crisis that is of immediate danger to self or others. If the LBHP assesses the young person needs a higher level of care, the MRT will work locally to get the child and family to the closest URC, children’s crisis center or inpatient facility bed available. The family or the transportation service system will then transport the child or youth to the inpatient facility. The MRT will at that time make a referral to link the family with a local CCBHC to begin preparing the family for reunification and begin working with the inpatient facility on discharge planning. This will enable return to the community as seamlessly and quickly as possible.
- • Shall make contact with inpatient facility within 48 hours after inpatient admission to discuss discharge planning of those who go inpatient or a residential setting.
- • Follow-up care and coordination of services by the MRT after the emergency intervention will last up to 72 hours, to promote continued stabilization. There is also an option to continue to follow-up for 8 weeks, as needed. All follow- up must be under close supervision of an LBHP.
- • Shall create an organized system to deliver post emergency services to child and family.
- • Shall design services to promote continued stabilization of the family system and minimize the movement of children from one living arrangement to another, including within foster homes; prevent inappropriate hospitalization or re-hospitalization; improve the functioning of children in all life domains, including social, behavioral, emotional and educational; respond to the individual needs of families and children, focusing on the importance of their participation in treatment; provide timely, on-site access to assessment and follow up with provider if child/youth is currently receiving mental health services from another agency to ensure that child/youth is connected with another appointment.
- • Shall provide evaluation in a wide array of settings; and manage appropriate levels of risk and disruption in the home and community.
PERFORMANCE MONITORING:
- • Department will monitor the performance of contractor. At a minimum, this will include ongoing reviews of certain performance indicators such as:
- • Improved clinical outcomes and emotional/ behavioral stability.
- • Improved permanency in community placements.
- • Reduced re-admissions to acute psychiatric hospitals.
- • Improved crisis management and stability in living environments for families and caregivers.
- • Improved satisfaction and increased participation in treatment by families and children.
- SOC – State Evaluation
Under the direction of the Agency’s Oklahoma Systems of Care (OKSOC) Senior Project Director, the University of Oklahoma Educational Training, Evaluation, Assessment and Measurement (E-TEAM), Division of Public and Community Services, University Outreach, hereafter referred to as the Evaluator, will perform administrative and analytical duties to manage the design and implementation of the OKSOC evaluation in conformance to guidance given by the OKSOC management.
The Evaluator will appoint a lead researcher as the single Point of Contact (POC) for the evaluation project who will assume full accountability for the evaluation project and will respond in a timely manner to the needs of the OSOC Senior Project Director. The POC must be knowledgeable of and experienced in coordinating and implementing longitudinal data collection activities including tracking of cases, data management, data analysis, basic quantitative and qualitative evaluation methods, and report writing.
WORK REQUIREMENTS:
- • Evaluator shall:
- • Ensure the OKSOC evaluation adheres closely to the expectations of OKSOC management including procedures for collection, entry, management, and storage of data.
- • Maintain at least one support staff member at the E-TEAM to act as an evaluation liaison and technical support person for OKSOC staff. This person complements and backs up the primary Evaluator and shares the burden of visiting, training, and supporting local SOC site staff.
- • Conduct site visits at OKSOC sites to coordinate and provide training for site on evaluation, data, and results.
- • Provide telephone support and in-person support when requested throughout the fiscal year. Elicit and process suggestions and feedback on evaluation features and problems, seeking line staff and ODMHSAS input, throughout the year.
- • Implement evaluation modifications to the OKSOC Youth Information System to collect data on referrals, enrollment, services, and outcomes. Develop monthly reports for the sites to monitor service provision.
- • Perform analyses of the OKSOC evaluation results and oversee revisions and improvements to the data collection process, if necessary.
- • Report evaluation findings on the SOC project to the stakeholders, including family members, personnel of the lead agency and collaborating child-serving agencies, clinical staff, and members of the State Legislature. Produce periodic and ad hoc reports for the OKSOC community.
- • Use evaluation findings to update stakeholders about OKSOC project development efforts, to improve management procedures, to inform the adoption of new system and service policies, and to attain new sources of public and private financing.
- • Support the Technical Assistance and Training efforts of ODMHSAS by developing on-line, web-based, learning modules and webinars for use by staff at providers contracting with ODMHSAS, including Wraparound 101 and targeted webinars on identified subjects. Modules addressing other topics will be implemented as the need is identified by ODMHSAS.
- SOC – Respite (OUHSC Sooner Success)
- SOC – Structured Psychotherapy for Adolescents Responding to Chronic Stress (SPARCS) Training and Consultation
- SOC – TA & Training (Evolution Foundation)
PURPOSE:
- Contractor shall furnish the necessary resources to promote and support the state and local System of Care for children and youth with emotional disturbance, and their families. Contractor shall provide technical assistance and training to local and state level systems of care to ensure continuing growth of youth, family and professional involvement and the family voice in established communities, as well as in policy development at the state level.
REQUIRED ACTIVITIES:
- • Contractor shall ensure continuing growth and support of the Local Systems of Care State through providing support, technical assistance and meeting coordination.
- • Contractor shall support ongoing family advocacy and policy development at the state level through providing training and the coordination of special events for families.
- • Contractor shall provide adequate phone, liability insurance, and other material resources to support the implementation of the Contract.
- • Contractor shall deliver intensive technical assistance to established Systems of Care communities’ development, support and implementation as part of the ongoing mission of OKSOC.
- • Contractor shall work with the Children’s Behavioral Health Network to identify support parents in System of Care communities.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working closely with NAMI-OK and OFN.
- • Contractor will support and continue to network with Oklahoma institutions of higher education to assist with network development for Transitional Age Youth and their families.
- • Contractor shall provide, support, and facilitate the following:
- • Referral and linkages to community resources.
- • Ongoing support and technical assistance.
- • Continued education, training and workshop availability.
- • Dependable support and access to local and state level activities.
- • Collaboration with other stake holders.
- • Access to information on policy changes and other state and national information on children’s mental health.
- • Youth and family voice at local community level and state level.
- • Leadership opportunities for youth/young adults and families.
- • Awareness of children’s mental health issues.
- • Reduction of stigma.
- • Contractor shall provide outreach and engagement strategies to solicit input and develop meaningful leadership roles regarding the CBHC demonstration program from consumers, family members, providers, tribes, and other key stakeholders, working closely with NAMI-OK and OFN.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work to the Department’s Contract Management Division and the Director of Children, Youth, and Family Services no later than the 10th day of the month. The Contractor shall report the following:
- • Report and provide evidence of activities designed to facilitate forming and sustaining family involvement in established funded System of Care communities including number and types of activities and participants.
- • Technical assistance activities provided to local family support groups for Children’s Mental Health.
- • Referral, linkage, education, and support activities provided to parents and caregivers.
- • Technical assistance provided to local community teams and local systems of care staff as well as state level involvement, as listed:
- • Dates, hours, and locations of all TA services
- • Summary of each service
- • Number of parents/caregivers participating in coalition meetings
- • Update on work conducted in communities
- • Update on participation in state level meetings and activities and the person providing the service.
COMPENSATION:
- • Cost reimbursement based on documentation of expenditures. 1/12th.
- • Any required back up documentation for invoicing must be submitted in electronic invoicing system with invoice.
- SOC – Tulsa/OKC Advocacy and Community Partner (MHAO)
PURPOSE:
- Contractor shall establish and maintain an effective Community Team, Youth Motivating Others through Voices of Experience (MOVE) Chapter, and family advisory group to assist with the successful integration and connections into mental health and substance use networks throughout Oklahoma.
REQUIRED ACTIVITIES:
- • Contractor shall act as an intermediary for the Community Team and Youth MOVE Chapter in the event of conflict, serving to mediate between members to try to bring about an agreement or reconciliation.
- • Contractor shall collaborate to sustain and expand these groups with other advocacy groups and mental health and substance abuse providers.
- • Contractor shall provide opportunities to develop self-advocacy and leadership skills to families and youth/young adults.
- • Contractor shall provide referral and linkage to community resources and peer to peer support groups and networks.
- • Contractor shall employ adequate staff to ensure that the Community Team, Youth MOVE Chapter, and family and youth/young adult groups receive sufficient and appropriate technical assistance to attain the goals and objectives.
- • Contractor shall host at least one (1) family friendly event/activity during Children’s Awareness month and (1) youth/young adult event/activity. These activities may include a rally and walk/run event, education event, or special celebration.
- • Contractor shall engage the community, youth, young adult, and family groups to expand effectiveness and impact across the community and state levels to effect change.
- • Contractor shall provide all new materials (i.e. fact sheets, brochures, flyers, videos, etc.) to ODMHSAS for review and approval prior to public dissemination.
- • Contractor shall provide education to youth, young adults, and family members on how to advocate for themselves, how to participate in community groups and boards, how to effect change, and how to educate others.
- • Contractor shall utilize group members as educators and advocates at trade shows, conferences, and awareness activities to engage, outreach, and educate the community about mental health and substance abuse issues.
- • Contractor shall facilitate and support recruitment and outreach activities for community members, children, youth, young adults, and families.
- • Contractor shall utilize effective social marketing to prepare and disseminate information regarding mental health and substance abuse issues for children, youth, young adults, and their families using social media mediums, newsletters, and other tools. This information will include efforts to reduce stigma around mental health issues, promote healing strategies, and normalize communities to new levels of understanding and acceptance.
- • Contractor shall actively participate in the Oklahoma Systems of Care (OKSOC) Social Marketing Committee and will assure that their social marketing efforts align and adhere to the statewide OKSOC social marketing plan.
- • Contractor shall collaborate with local and state stakeholders to develop an internal social marketing plan which will be revised and/or reviewed no less than once a year.
- • Contractor shall expand organizational influence and service provision to include special. populations—culturally and linguistically diverse communities that are not just defined by race or ethnicity, but also socio-economic status, sexual orientation, gender identity, physical and mental ability, age, veteran status, and other factors.
- • Contractor, in collaboration with ODMHSAS personnel, shall deliver technical assistance to the Community Team, Youth MOVE Chapter, and family advisory and advocacy groups as part of the ongoing mission.
- • Contractor shall provide adequate space and material resources to provide effective support to children, youth, young adults, and their families and provide information and advocacy to members and prospective members of the advocacy group, including community members, youth, young adults, and family members.
- • Contractor shall support ongoing policy development at the state level by collaboration and coordination of trainings, Youth MOVE Chapter, groups, and special events for children, youth, young adults, and families who are or may be impacted by mental health and substance abuse issues.
- • Contractor, in collaboration with appropriate ODMHSAS staff, shall utilize evidence-based materials and curriculum to engage effectively with youth, young adults, families, and communities by building leadership skills, generating community awareness, offering educational training, and developing an understanding of local state, and federal resources available to them. This assistance will be offered on-site and at central locations.
- • Contractor, in collaboration with responsible ODMHSAS staff members, shall develop, maintain, and share a comprehensive contact list of Community Team members, family advisory group members, Youth MOVE Chapter members, meeting locations, number of those in attendance, frequency of group meetings for the purpose of regular communication and information dissemination regarding events, support, activities, trainings, educational opportunities, policy changes, and other general information.
- • Contractor shall actively engage in supportive interactions with ODMHSAS stakeholders—communicating, cooperating, and collaborating to support the goals and objectives.
- • Contractor, in collaboration with community members, youth, young adults and family members, shall develop and implement strategic plans for each group to identify the direction of the work, to outline how resources are allocated to accomplish this work, and to establish outcomes expected for this work.
- • Contractor shall ensure that strategic plans for each group include cultural and linguistic competence, outreach and engagement with special populations, specific efforts to increase access to and outcomes for the mental health and substance abuse system, sustainability, and other aspects that fit the unique characteristics of the children, youth, young adults, families, and community.
- • Contractor shall, as a key part of the strategic plan, collaborate with stakeholders at the agency, community, and state levels to build capacity through training opportunities.
- • Contractor shall, as a key part of the strategic plan, create purposeful volunteer opportunities for community members, youth, young adults, and family members to engage with and impact the mental health and substance abuse system at the agency, community, and state levels.
PERFORMANCE MONITORING:
- • Contractor shall host at least one (1) social activity during National Children’s Mental Health Month. This activity can include a rally and walk/run event, educational event, or special celebration. Contractor will also offer education and consultation to other groups to encourage local events.
- • Contractor shall provide a monthly written report of the activities and expenses carried out pursuant to the RFP to the Department’s Contract Management Division and the ODMHSAS Director of Children, Youth and Family Services no later than the 15th day of the month. The Contractor report shall include the following:
- • Report and provide evidence of activities designed to establish, promote, and support the ongoing development of community coalitions and family involvement for children, youth, young adults, and families.
- • Report on technical assistance activities provided.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor.
- • Contractor’s records pertaining to OKSOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Report on number of individuals that have received education or leadership opportunities.
- • Progress on Youth MOVE chapter and activities.
- • Work accomplished with the Tulsa Partnership or OKC County coalition.
- • Contractor must attend all trainings/meetings requested by ODMHSAS.
- • Any changes in program operations must be submitted to the ODMHSAS.
- • A minimum of 12% of the allowed budget must be put toward community work.
COMPENSATION:
- • Cost reimbursement based on documentation of expenditures. Monthly invoices may not exceed a cumulative one-twelfth (1/12) of the contracted amount.
- • Indirect costs shall not exceed 17 ½ percent of the total budget.
- • Any required back up documentation for invoicing must be submitted in electronic invoicing system with invoice.
- • Monthly income and expense reports must be submitted to the ODMHSAS and are due no later than the 15th of the following month.
- SOC – Wraparound AWARE in School
- SOC – Wraparound AWARE in School - Revised
- SOC – Wraparound Training & Consultation
- SOC – Wraparound Training & Consultation - Transition to Independence Program (TIP)
- SOC – Youth and Young Adult Diversion Initiative
PURPOSE:
- Contractor shall provide culturally relevant services and supports to communities in overcoming generational and historical trauma. Contractor shall furnish the necessary resources to provide treatment, crisis, and support services to youth and young adults in transition aged 16-25 with mental health, substance use, or co-occurring issues. Services and supports shall be based on the core components and philosophy of Oklahoma Systems of Care and evidence-based practices for young adults in transition.
WORK REQUIREMENTS:
- • Provide direct treatment services through Oklahoma Systems of Care in Wraparound and/or Transition to Independence, and appropriate evidenced-based practices.
- • Ensure project staff (Case Manger II and Peer Recovery Support Specialist) are fully trained in the Wraparound and Transition to Independence Models and have the capacity to implement these models with transition age young adults.
- • Develop and implement a specialized team to coordinate care for young adults in transition to include recovery support, peer to peer support, case management services, and therapy.
- • Plan and implement screening and assessment services for transition age young adults.
- • Plan and implement outreach (to include street outreach), referral, and engagement efforts to educational institutions, healthcare, child welfare, juvenile justice/correctional institutions, homeless shelters, drop-in centers, local faith communities, to identify young adults in transition with untreated SED/SMI, as well as those at risk for developing SED/SMI and substance use/co-occurring disorders.
- • Implement public awareness and cross-system provider training for other systems serving young adults in transition, including marketing strategies, training for community members, and collaborating agencies.
- • Establish relationships with community stakeholders and collaborating agencies to broaden and link all community resources available to young adults in transition.
- • Implement a community needs assessment to determine what services are needed, accessibility of existing services, effectiveness of these services and, gaps identified that could be filled.
- • Ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state staff and general communication and functioning of the state-wide initiative.
- • A monthly average of 8-10 Youth and Young Adults ages 16-25 will be enrolled and receiving services.
- • Ensure a monthly average number of youth and young adults, as identified by ODMHSAS, will be enrolled, and receiving services. Contractor’s caseload will not fall below 75% capacity for longer than three consecutive months.
- • Report in the OKSOC Evaluation Portal (EON) with all required evaluation instruments. Monitor compliance with data requirements and impairments and change over time for individual clients and for agency as a whole.
- • Contractor shall report all services provided to a youth or young adult in the initiative through EON. Contractors’ records pertaining to initiative (both clinical and financial) will be subject to review by ODMHSAS.
PERFORMANCE MONITORING:
- • Contractor will monitor performance to ensure processes and concrete outcomes that establish holistic health—both physical and behavioral health—services and supports.
- • Quarterly chart / document reviews will be completed by state staff in collaboration with Project Directors and agency staff.
- • Review of monthly evaluation reports in ODMHSAS Evaluation Portal—EON--by state staff in collaboration with Directors and agency staff. Measures include:
- • OKSOC Assessment baseline completion rate.
- • OKSOC Assessment follow-up completion rate.
- • Rate of improvement at follow-up on NOMs and OKSOC Assessment.
COMPENSATION
- • Contractor shall submit invoices for payment in accordance with the below:
- • Invoices may be held until the current reporting month’s data report shows an 80% completion rate for all baseline and follow-up assessments due for the moth. This applies to all ODMHSAS contracted communities once data collection has begun.
- • Contract funds should be used for purposes of the initiative only.
- • Contractor shall seek compensation for eligible services under applicable contracts with Medicaid.
FY25 SOWs
Medication/Flex - Revised
Medication - MAT Program in Jails (Hunter’s Precision Pharmacy)
Medications
Medications – Competency Restoration
Mental Health Transportation - Discharge Transportation (Griffin)
Mental Health Transportation - Non-Emergency Transports
Mental Health Transportation - Short Distances (OCCIC and OCRU)
Mobile Crisis Response Teams (HOPE & State Ops)
modified Attachment Biobehavioral Catch-Up (mABC) Training, Consultation & Fidelity Monitoring
modified Attachment Biobehavioral Catch-Up (mABC) Training, Consultation & Fidelity Monitoring - Revised
MTSS Training, Evaluation, Technical Assistance for School-Based Prevention Providers (OSU-CFR)
Ohio Risk Assessment System
OK GBG Training, Evaluation, Technical Assistance (OSU)
Oxford House Loan Management
Oxford House TA
PACT
Pay For Success – Pivot Preserves
Pay For Success – Transition Age Youth Supervised Transitional Living Program
Pediatric Mental Health Care Access New Area Expansion - Emergency Room Expansion
PURPOSE:
- The overarching goal of this project is to create a sustained statewide pediatric mental health teleconsultation program, inclusive of an infant and early childhood emphasis to enhance prevention. Oklahoma State University (OSU) will establish a statewide teleconsultation and mental health care program with providing consultation, education and support to pediatric primary care and emergency department providers. OSU under the oversite of ODMHSAS will ensure all goals, objectives, and activities outlined in the work plan are implemented).
- OKCAPMAP consists of three goals – to provide pediatric mental health and child psychiatry consultation to pediatric healthcare providers, to provide pediatric mental health resources to pediatric healthcare providers, and to provide pediatric mental health education to pediatric healthcare providers.
- • Project Objectives
- • Collaborate with Emergency Department providers to collect data on how many and age range of pediatric patients are served for behavioral and mental health emergency needs in the ED.
- • Identify best methods for providing pediatric mental health consultation and education to emergency department providers through OKCAPMAP services.
- • Develop digital applications or software enhancements to facilitate access to consultation and resources for ED providers serving pediatric patients’ mental health needs.
REQUIRED ACTIVITIES:
- • OSU will provide the day-to-day management of project goals and implementation of activities.
- • Meet with OSU Medicine, Emergency Department and/or Urgent Recovery Center and request for review of pediatric mental health data.
- • Meet with OSU Medicine-Virtual Care to review pediatric mental health data from current rural hospitals served through Virtual Care.
- • Develop and distribute an ED provider survey.
- • Host listening sessions specific to pediatric mental health services with ED, rural hospitals and/or urgent recovery providers.
- • Interpretation of data and identification of service needs.
- • Use data to identify ED providers preferences for consultation.
- • Use data to identify two methods for education delivery preferred by ED providers.
- • Explore virtual platforms, texting or expanded hours for access to consultation.
- • Increase educational material specific to pediatric mental health emergencies and crisis situations.
- • Consult with app development team, virtual platform service, or software providers to develop expanded access to services and resources through technology products.
- • Work with OSU, Office of Educational Development, CME, and Virtual Care to diversify educational modalities.
- • Create a development/roll out schedule for identified technology and educational products.
- • Develop tools/resources for providers to share with families, with an emphasis on rural communities.
- • Presentations at regional and national conferences on project activities and lessons learned.
- • General public communications about pediatric resources to support early access to health services.
- • Full participation in HRSA recipient meetings and updates about novel successes and lessons learned.
- • Conduct ongoing assessment of gaps in clinical and geographic coverage.
- • Develop strategies to sustain, enhance and or expand the OKCAPMAP beyond end of federal funds.
REQUIRED STAFF POSITIONS:
- • Child and Adolescent Psychiatrists (2), total of .30 FTE
- • Clinical Director and LMHP, .53 FTE
- • Data Manager and Evaluator, .15 FTE
- • Service and Resource Coordinator, .55 FTE
- • Program Director and LMHP, .35 FTE
- • Research Assistant (data collection support), .25 FTE
- • Grant/Project Management, .05 FTE
- • Family and Community Engagement Coordinator, .50 FTE
- • Educational Coordinator/LMHP, .50 FTE
DATA MANAGEMENT AND EVALUATION:
- OSU will provide data management and evaluation services. OSU will maintain a database for collecting and managing all data essential to the project’s performance, outcome, and impact measures, and demographic data such as age, race and ethnicity of infants, children and adolescents served. Upon receipt of data reports, the data team will conduct data quality checks and data cleaning, and work with partners to resolve any issues with the data before entering it into the database. The data team will ensure that internal deadlines allow time for data quality checks and cleaning before reports are due to HRSA.
REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor will provide quarterly updates to ODMHSAS Project Director regarding grant requirements and progress toward project objectives.
- • Contractor will report on activities as outlined by HRSA to meet all grant obligations.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • One-twelfth (1/12) reimbursement. Contractor shall bill in equal monthly increments depending on the start date of the program. Invoicing/payment is distributed equally based on the number of months remaining in the state fiscal year and is not cost-based for each month.
- • Documentation of the Contractor’s progress toward the required activities and deliverables is required as stated in the Required Deliverables and Performance Monitoring section of the SOW.
Pediatric Mental Health Care Access New Area Expansion (OSU-CHS Department of Psychiatry & Behavioral Sciences)
PURPOSE:
- The overarching goal of this project is to create a sustained statewide pediatric mental health teleconsultation program, inclusive of an infant and early childhood emphasis to enhance prevention. Oklahoma State University (OSU) will establish a statewide teleconsultation and mental health care program with regional mental health teams providing consultation and support to pediatric primary care providers. OSU under the oversite of ODMHSAS will ensure all goals, objectives, and activities outlined in the work plan are implemented.
- • Project Objectives
- • Increase access to behavioral healthcare by expanding the capacity of pediatric primary care providers to detect, assess, treat and refer children with behavioral health disorders.
- • Improve access to additional support services for children and their families, including rural and medically underserved populations.
- • Sustained statewide pediatric mental health teleconsultation program, inclusive of an infant and early childhood emphasis to enhance prevention.
REQUIRED ACTIVITIES:
- • OSU will provide the day-to-day management of project goals and objectives.
- • Conduct a needs assessment regarding behavioral health consultation in pediatric primary care.
- • Develop a web-based hub for clinical guidance and resource management, and .
- • Establish an advisory committee.
- • Establish 4 regional CAPMAP teams – one each year for up to 4 regions, pilot year in Tulsa.
- • Develop and implement Teleconsultation services during years 2-5.
- • Develop and implement training, education and support for regional OKCAPMAP teams – starting year 2.
- • Conduct training and provide technical assistance to pediatric primary care providers - Two trainings per team for start-up each year.
- • Host teleconferences or face to face training on MH identification, diagnosis, treatment and referral education and support on a quarterly schedule.
- • Conduct 1-2 specialty pediatric mental health trainings to address race, ethnicity and cultural diversity – twice yearly.
- • Establish peer support and learning collaborative as regional support networks with participating pediatric primary care providers – twice yearly.
- • Provide Screening and diagnostic resources/clinical guidelines for self -directed and real time learning - Ongoing access via internet starting in year 2.
- • Connect and collaborate with partners and providers through provider outreach.
- • Coordinate collaboration with key partners including Medicaid, HRSA, the OK SIM, and other state departments that serve infants, children and adolescents.
- • Project evaluation and result dissemination - quarterly reports as required by HRSA to meet all grant requirements.
- • Ongoing Communication with pediatric primary care, behavioral health providers and stakeholders to ensure project success.
- • Presentations at regional and national conferences on project activities and lessons learned.
- • General public communications about early childhood resources to support early access to needed services.
- • Full participation in HRSA recipient meetings and updates about novel successes and lessons learned .
- • Conduct ongoing assessment of gaps in clinical and geographic coverage.
- • Develop strategies to sustain, enhance and or expand the OKCAPMAP throughout the life of the federal grant to support continuation of project beyond end of federal funds.
REQUIRED STAFF POSITIONS:
- • Project Management (Key staff position)
- • Physician Advisor and Curriculum Development
- • OSU will contract with Psychiatric Consultants to provide tele consultation for up to a total of 500 hours per year for each year of the grant.
- • OSU will hire a licensed mental health professional and a care coordinator at .75 FTEs each during Years 1 and 2 and 1 FTE each for the remaining three years to support implementation of the OKCAPMAP program.
DATA MANAGEMENT AND EVALUATION:
- • OSU will provide data management and evaluation services. OSU will design a database for collecting and managing all data essential to the project’s performance, outcome, and impact measures, and demographic data such as age, race and ethnicity of infants, children and adolescents served. Upon receipt of data reports, the data team will conduct data quality checks and data cleaning, and work with partners to resolve any issues with the data before entering it into the database. The data team will ensure that internal deadlines allow time for data quality checks and cleaning before reports are due to HRSA.
REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor will provide quarterly updates to ODMHSAS Project Director regarding grant requirements and progress toward project objectives.
- • Contractor will report on activities as outlined by HRSA to meet all grant obligations.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • One-twelfth (1/12) reimbursement. Contractor shall bill in equal monthly increments depending on the start date of the program. Invoicing/payment is distributed equally based on the number of months remaining in the state fiscal year and is not cost-based for each month. Documentation of the Contractor’s progress toward the required activities and deliverables is required as stated in the Required Deliverables and Performance Monitoring section of the SOW.
Problem Gambling Education, Training & Consultation (OAPCG)
Residential - Medication & Flex
Residential SUD - VBP
Safe Babies Approach – Zero to Three Cross Sites Conference (Grand)
School-Based Prevention Services (MTSS)
Sober Living (OCHA)
SQE – Crisis Unit and Urgent Care One Door
SQE – Residential and Detox Access Improvement Pilot
PURPOSE:
- This contract is to provide funding for necessary residential services, training in support of services provided pursuant to a Department residential or detox services contract held by Contractor.
REQUIRED ACTIVITIES:
- • Contractor agrees to perform the necessary services and activities as outlined below.
- • Facilitating staff attendance at:
- • Training or other professional development opportunities;
- • Consultation and clinical supervision to enhance the quality of services delivered; and
- • Attendance at local, regional, or state meetings for the purpose of improving community collaboration and service delivery.
- • Increasing access to direct admissions to services from county jails including, but not limited to:
- • Coordination with local jails, district attorneys, and judges to create pathways for and provide ASAM assessments and admissions
- • Education of community criminal justice partners on the appropriate use of ASAM criteria and how to access residential substance abuse treatment services
- • Providing 24/7 admissions, excluding state and federal holidays.
- • Contractor shall provide the following information to ODMHSAS.
- • Quarterly report which includes:
- • Trainings, professional development, consultation, and clinical supervision staff participated in
- • Description of any community meetings participated in
- • Description of any educational opportunities provided to community criminal justice partners
- • Description of pathways created as per 2.1.2.1 and number of individuals admitted to residential services directly from the county jails in the area.
COMPENSATION:
- • Funding shall be reimbursed on a monthly basis with equal amounts for each month. Ex. A twelve month contract is divided equally into 12 monthly payment.
SQE – Training and Support for Methamphetamine Detox and Treatment
SQE – Transitional Support Services (Transition House)
Statewide Support and Crisis Intervention Infrastructure for First Responders (Warrior Rest Foundation)
SUD - Outpatient - VBP
Therapy - SQE
Training – DialecticaGrief Training, Group Implementation, Consultation, and TA - State
Training - Introduction to Motivational Interviewing and Continuing the Journey of Motivational Interviewing
Training - Children's Crisis Continuum (ABFT)
Training - Cognitive Behavioral Therapy (CBT) Training (Sudak)
Training – Matrix Model
Training - Grief Training, Group Implementation, Consultation, and TA - State
Training - Health and Wellness Holistic Community Approach
Training – Recovery-Oriented Cognitive Therapy (CT-R) Training (Brinen)
PURPOSE:
- This contract is to provide the necessary training services to help develop Oklahoma provider competencies in the area of rendering Cognitive Behavioral Therapy (CBT) with specific focus on Recovery Oriented Cognitive Therapy (CT-R) to consumers who are experiencing psychosis.
REQUIRED ACTIVITIES:
- • Contractor shall provide training focusing on CBT interventions for Serious Mental Illness and psychosis through the framework of the Recovery Oriented Cognitive Therapy (CT-R) model. Each training consists of 3 days. These specialty CBT trainings are for Oklahoma licensed clinicians and licensure candidates who have already completed a 3-day Foundational CBT offered through the Oklahoma Department of Mental Health and Substance Abuse services.
PERFORMANCE MONITORING:
- • Upon completion of the trainings, Contractor shall electronically submit an invoice and back-up documentation into the eProviderInvoice application in Access Control. The back-up documentation will contain the following information:
- • Name and date of training provided.
COMPENSATION:
- • Virtual full-day trainings will be reimbursed at an all-inclusive rate of $3,000.00 per day.
- • Invoices and backup documentation shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Reimbursement for Deliverables. Backup documentation to be included/uploaded with the invoice shall include the deliverables in the Required Deliverables and Performance Monitoring Section of this statement of work.
Training – Seeking Safety (Treatment Innovations)
PURPOSE:
- Contractor shall furnish the necessary resources to provide trainings on trauma and substance use/addiction. These trainings are in support of the ODMHSAS’s efforts to create a trauma informed system of care with trauma specific services for individuals who are at risk of, or have an opioid substance use disorder.
REQUIRED ACTIVITIES:
- • Contractor shall provide 14 days of training in Seeking Safety (including standard Seeking Safety, Advanced Seeking Safety, and the Seeking Safety Adolescent Toolkit), Finding Your Best Self, and other related trainings as requested by the ODMHSAS.
- • Contractor shall provide Seeking Safety e-books to training participants identified by the ODMHSAS.
PERFORMANCE MONITORING:
- • Contractor shall provide attendance reports upon completion of each training to the designated ODMHSAS training coordinator.
- • Training invoices shall include the date(s) of training, training title, training facilitator, and total number of individuals in attendance.
- o If e-books are being provided, invoices shall include the total number of e-books provided and for which training.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Reimbursement for Deliverables. Backup documentation to be included/uploaded with the invoice shall include the deliverables in the Required Deliverables and Performance Monitoring section of this statement of work.
Training - Therapeutic Options
Training - Therapeutic Options - Revised
Training and Consultation - Aging
Training and Consultation - CAMS 4 Case Managers & TEENS
PURPOSE:
- Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of the Collaborative Assessment and Management of Suicidality and Collaborative Assessment and Management of Suicidality for Case managers, Collaborative Assessment and Management of Suicidality 4 TEENS (CAMS).
REQUIRED ACTIVITIES:
- • Collaborative Assessment and Management of Suicidality and (CAMS) for Case managers and CAMS4TEENS– an evidenced-based framework for assessment and treatment of suicidality, utilizing the suicide status form (SSF), therapeutic worksheet (CTW) as a tool for assessment, planning and tracking outcomes. Dr. Jobes developed CAMS over a 20 year period using clinical practice and research.
REQUIRED DELIVERABLES:
- • Contractor shall provide customized training and consultation to all levels of staff in Community Mental Health Centers (CMHCs) and state facilities. Training participants will be selected from sites specified by the ODMHSAS. Specific activities to include:
- • Planning and consultation, including but not limited to:
- • Consultation on modification for URC/ Crisis / Inpatient.
- • Provide 3 hour online video training course, ongoing support and trouble shooting for any challenges that occur with the users successfully completing the online training. Provide assistance for any participant(s) who are unable to complete the 60 day Non CEU version and 7 day CEU version requirement due to unforeseen circumstances or acts of God.
- • The provision of seven (7) Role Play Trainings and up to 3 CAMS for Case managers and 3 CAMS4TEENS in person or Zoom trainings and for up to 50 people each. Shall include all provision of materials for the classes in PDF form.
- • Provide 8 consultation phone calls.
- • Evaluation of the CAMS program, which may include but not limited to:
- • Survey the workforce; and
- • Produce reports on changes in the workforce
- • Shall provide a CAMS consultation upon request.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Department will monitor activities for the following.
- • Number of clinicians served;
- • Services provided;
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served
- • Qualitative report of progress
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department, pursuant a budget approved by the Department.
- • Contractor shall submit an invoice using the Department, e-Provider invoice application in access control subject to approval.
- • Invoices shall be electronically submitted.
- • Reimbursement for Deliverables. Backup documentation to be included/uploaded with the invoice shall include the deliverables in the Required Deliverables and Performance Monitoring section of this statement of work.
Training and Consultation - CAMS 4 Case Managers & TEENS - Revised
PURPOSE:
- Contractor shall furnish the necessary resources to provide training and consultation services in an Oklahoma system-specific version of the Collaborative Assessment and Management of Suicidality and Collaborative Assessment and Management of Suicidality for Case managers, Collaborative Assessment and Management of Suicidality 4 TEENS (CAMS), and Advanced CAMS Training: Mastering Drivers Focused Care.
REQUIRED ACTIVITIES:
- • Collaborative Assessment and Management of Suicidality and (CAMS) for Case managers and Advanced CAMS Training: Mastering Drivers Focused Care and CAMS4TEENS– an evidenced-based framework for assessment and treatment of suicidality, utilizing the suicide status form (SSF), therapeutic worksheet (CTW) as a tool for assessment, planning and tracking outcomes. Dr. Jobes developed CAMS over a 20 year period using clinical practice and research.
REQUIRED DELIVERABLES:
- • Contractor shall provide customized training and consultation to all levels of staff in Community Mental Health Centers (CMHCs) and state facilities. Training participants will be selected from sites specified by the ODMHSAS. Specific activities to include:
- • Planning and consultation, including but not limited to:
- • Consultation on modification for URC/ Crisis / Inpatient.
- • Provide 3 hour online video training course, ongoing support and trouble shooting for any challenges that occur with the users successfully completing the online training. Provide assistance for any participant(s) who are unable to complete the 60 day Non CEU version and 7 day CEU version requirement due to unforeseen circumstances or acts of God.
- • The provision of seven (7) Role Play Trainings, 1 Advanced CAMS Training: Mastering Drivers Focused Care and up to 3 CAMS for Case managers and 3 CAMS4TEENS in person or Zoom trainings and for up to 50 people each. Shall include all provision of materials for the classes in PDF form.
- • Provide 8 consultation phone calls.
- • Evaluation of the CAMS program, which may include but not limited to:
- • Survey the workforce; and
- • Produce reports on changes in the workforce
- • Shall provide a CAMS consultation upon request.
PERFORMANCE MONITORING:
- • Department will monitor the performance of the Contractor.
- • Department will monitor activities for the following.
- • Number of clinicians served;
- • Services provided;
- • Contractor shall submit final report within 60 days of the conclusion of the initiative. Report shall provide detail and summary of data gathered in the project to include, but not be limited to:
- • Number of staff served
- • Qualitative report of progress
COMPENSATION:
- • Funds shall be reimbursed upon documentation of expenditure, according to procedures determined by the Department, pursuant a budget approved by the Department.
- • Contractor shall submit an invoice using the Department, e-Provider invoice application in access control subject to approval.
- • Invoices shall be electronically submitted.
- • Reimbursement for Deliverables. Backup documentation to be included/uploaded with the invoice shall include the deliverables in the Required Deliverables and Performance Monitoring section of this statement of work.
Training and Consultation - Integrated Care
Training and Consultation - Project ECHO (OSU)
Training and Reflective Practices - Touchpoints - Cleveland County First Five
Training and Technical Assistance - Lighthouse Chestnut
Transitional Housing and Outreach (OCARTA)
Transitional Housing and Outreach (OCARTA) - Revised
Treatment and Diversion Support (Oklahoma County DA's Office)
Treatment and Diversion Support (Oklahoma County Public Defender's Office)
Treatment and Diversion Support (Oklahoma County Sheriff’s Department)
Zero Suicide - Pathway to Hope
Residential Care
- Residential Care Fixed Rate Services
- Residential Care Services
- Residential Care Services - Enhanced
- Residential Care Services - Extended Transition
- Residential Care Services - Recovery Home
- Residential Care Services - Transition
Recovery Support Services
- Recovery Support Fixed Rate Services
- Recovery Support – Clubhouse
- PURPOSE:
- The purpose of Clubhouse services is to support long-term recovery and maximize individuals’ self-sufficiency, role functioning and independence.
- REQUIRED ACTIVITIES:
- Contractor shall provide the necessary resources and appropriate treatment to individuals with mental illness or co-occurring mental illness and addiction disorders. Contractor shall:
- • Furnish all necessary facilities, materials, resources, and qualified staff to provide a psychiatric rehabilitation program founded on Clubhouse International’s International Standards for Clubhouse Programs.
- • Provide a program with core services in the following areas that are organized around the needs of the members, their preferences and their stated goals:
- • Provide a work ordered day which engages staff and members together in the running of the clubhouse;
- • Enable members to return to paid work through Transitional Employment and Independent Employment;
- • Assist members in securing a range of safe, affordable, and appropriate housing. At least one staff must receive the Housing Plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Provide educational opportunities which focus on, at minimum, basic tools such as literacy and computer skills;
- • Provide recreational and social programs during evenings and weekends; and
- • Provide an effective outreach system to members who are not attending.
- • Develop and implement a written plan to objectively evaluate the effectiveness of the Clubhouse.
- • Complete a written financial plan for developing additional and continual multiple funding sources.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor shall provide ODMHSAS an annual evaluative written report of the effectiveness of the Clubhouse pursuant to the standards of Clubhouse International Standards for Clubhouse Programs. This report must include a demonstration of the efficacy of meeting the aims and objectives of supporting Clubhouse members in accessing preferred living, learning, working and socialization roles in the community.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Kurstyn Ciancio at kurstyn.ciancio@odmhsas.org. The required annual report template will be provided by ODMHSAS.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Community Living - Supervised Transitional Living Services
- PURPOSE:
- The purpose of supervised transitional living is to assist residents with obtaining and maintaining housing in the community. Supervised transitional living services are temporary transitional residence with on-site support available 24 hours per day, seven days per week. These programs are intended to assist residents with stabilization and acquisition of skills necessary to transition to a more independent living situation.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate housing with support services with access to treatment to individuals with mental illness or co-occurring mental illness and substance use disorders. Contractor shall:
- • Give preference to referrals from ODMHSAS network and contracted providers. Referrals shall not be required to originate from the Contractor as long as the resident is willing to become a client of the Contractor.
- • Upon entry into the program, each resident will be given the opportunity to participate in a housing strengths assessment to help with transition planning.
- • Housing team must begin working with each resident on transition planning upon entry. The designated team member(s) must attend ODMHSAS Discharge planning Best Practices training and be Housing Plus endorsed.
- • As needed, participate in the formulation and monitoring of the resident’s individual Recovery Plan. All residents with a history of substance use must have a recovery housing plan.
- • Require that all program staff attend the ODMHSAS Housing First 101 and Individual Placement Support (IPS) 101 trainings. All housing residents must have access to IPS services.
- • Require that at least one staff receive the Housing Plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • Have informal and formal partnerships for care coordination with outpatient providers, including but not limited to CCBHCs.
- • The supervised transitional living program, if located within a CCBHC, shall report to the same supervisor as the housing team. This meets best practice and shall streamline services for better outcomes.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor will undergo a Housing First/housing best practices review annually by ODMHSAS trained staff.
- • Outcome measures:
- • 100% of residents will enter due to at risk of being homeless or experiencing homelessness.
- • 100% of residents will reside at supported transitional living no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable, and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tiajuan Miller at tiajuan.miller@odmhsas.org. The annual report template will be provided by ODMHSAS.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Community Living - Supported Transitional Housing Services
- PURPOSE:
- The purpose of supported transitional housing is to assist residents with obtaining and maintaining housing in the community. Supported Transitional Housing are temporary transitional group or apartments or other settings with staff available on site as needed. 24-hour on-site supervision is not required. These programs are intended to assist the residents with acquisition of skills necessary to transition to an independent living situation.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate housing with support services and access to treatment to residents with mental illness or co-occurring mental illness and substance use disorders. Contractor shall:
- • Adhere to Housing First principles.
- • Give preference to referrals from ODMHSAS network and contracted providers. Referrals shall not be required to originate from the Contractor as long as the resident is willing to become a client of the Contractor.
- • Upon entry into the program, each resident will be given the opportunity to participate in a housing strengths assessment to help with transition planning.
- • Housing team must begin working with each resident on transition planning upon entry. The designated team member(s) must attend ODMHSAS Discharge planning Best Practices training and be housing plus endorsed.
- • As needed, participate in the formulation and monitoring of the resident’s individual Recovery Plan. All residents with a history of substance use must have a recovery housing plan.
- • Ensure program staff attend the ODMHSAS Housing First 101 and Individual Placement Support (IPS) 101. All housing residents must have access to IPS services.
- • Ensure at least one staff member receives Housing Plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners.
- • Only make housing referrals to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • Have informal and formal partnerships for care coordination with outpatient providers including but not limited to CCBHCs.
- • The supported transitional housing program, if located within the jurisdiction of a CCBHC, shall report to the same supervisor as the housing team. This meets best practice and shall streamline services for better outcomes.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor will undergo a Housing First/housing best practices review annually by ODMHSAS trained staff.
- • Outcome measures:
- • 100% of residents will enter due to at risk of being homeless or experiencing homelessness.
- • 100% of residents will reside at supported transitional living no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable, and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tiajuan Miller at tiajuan.miller@odmhsas.org. The annual report template will be provided by ODMHSAS.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Homeless Case Management
- PURPOSE:
- The purpose of these services is to assist participants in working towards appropriate housing stability through the provision of case management and care coordination.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate client-centered, trauma-informed and Housing First focused case management/care coordination to individuals, families, young adults who are not eligible for Medicaid/SoonerCare and who participate in services in the Tulsa Day Center Program only. Services shall include linkage, referral and advocacy to community based services, natural supports and other state agencies. The Contract shall meet the following requirements:
- • All staff providing case management services shall have current certification as a Behavioral Health Case Manager (unless an LBHP, licensure candidate, or CADC) and shall complete DMH-approved trainings in:
- • Motivational Interviewing.
- • Housing plus endorsed courses (five).
- • Types and frequency of services shall be provided in accordance with the service description of each billed service. Additionally, the following support services shall be made available to meet the needs of consumers:
- • Linkage and engagement with physicians as needed to address the health needs of parents, children, and pregnant women.
- • Transportation support to appointments related to housing, healthcare, education, and/or employment needs.
- • All housing referrals shall be made to OKARR certified recovery homes, Oxford House or ODMHSAS approved.
- • Contractor shall offer assistance to all consumers not enrolled in Medicaid/SoonerCare to determine eligibility and assist with enrollment if eligible.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 60% of clients will be connected to benefits and/or income.
- • 50% of clients with mental health or substance use concerns will be connected to a CCBHC.
- • 50% of clients are connected to housing assistance and/or directly to safe, affordable, and appropriate housing of their choosing.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Lahcen Andru Dallaly at Lahcen.Dallaly@odmhsas.org. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Projects for Assistance in Transition from Homelessness (PATH)
- PURPOSE:
- The purpose of PATH is to identify and engage individuals with mental illness or co-occurring mental illness and substance use disorders in order to provide assistance with transitioning from homelessness and accessing behavioral health services.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources, as outlined in the annual Oklahoma PATH grant application, to provide appropriate support services and access to treatment to individuals with mental illness or co-occurring mental illness and substance use disorders. Contractor shall:
- • Provide outreach, engagement, and case management to persons who have a serious mental illness, who are homeless, and who are not currently receiving services in the mental health system. Services shall be targeted to those individuals who are homeless, with secondary focus on those at imminent risk of becoming homeless.
- • Provide outreach and engagement services to individuals living on the street or in places not meant for human habitation, and to individuals in area homeless shelters.
- • Collaborate with psychiatric inpatient and stabilization units, area shelters, HUD Continuum of Care network, and other existing resources to identify persons who have a mental illness, and who are homeless or at imminent risk of homelessness, who are not currently receiving services in the community mental health system. Collaboration shall be formerly documented through Memorandums of Understanding (MOUs) or other agreements.
- • Educate and assist individuals who are outreached with regards to existing and available community mental health services, housing options, income benefits (including entitlement programs), and employment supports. At least one staff must have their housing plus endorsement to better understand how to address housing barriers and work collaboratively with community housing partners. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs. All PATH participants must have access to IPS services.
- • All PATH team members must attend Housing First 101 training.
- • All PATH team members must attend IPS 101 training.
- • Provide intensive case management services, for those individuals enrolled in the PATH program, targeted toward assisting with access to services, supports, and resources needed to transition from homelessness. Including, but not limited to, behavioral health services, benefits, income and housing assistance.
- • All PATH Case Managers/Outreach Workers will complete the SSI/SSDI Outreach, Access and Recovery (SOAR) training to optimally assist PATH enrolled individual’s with successful and timely access to benefits.
- • Not exceed a length of stay in the PATH program of 9 months.
- • Not exceed a caseload of 35 PATH enrolled individuals per staff.
- • Provide Naloxone training to all PATH team members. All PATH team members must carry Naloxone with them when performing outreach and engagement in the community. All PATH team members shall be trained as trainers in order to demonstrate to homeless individuals how to use Naloxone and provide Naloxone kits to include fentanyl strips to homeless individuals.
- • Maintain a formal, regular process for involving current/former PATH enrolled individuals in PATH program development. This process shall minimally include a PATH specific focus group conducted annually with current/former PATH enrolled individuals to collect feedback/input regarding the PATH program.
- • Meet state match, data collection, and other requirements of the PATH Federal Grant.
- • Follow all PATH program requirements outlined in the ODMHSAS PATH Protocol provided in the Appendix section of this document.
- • Provide requested information and reports per federal grant requirements, and as requested by ODMHSAS.
- • PATH teams should report to the CCBHC housing lead and be fully integrated with the housing team.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 80% of those who receive outreach and engagement and want housing are connected to safe, affordable, and appropriate housing.
- • The average length from asking for housing connection to becoming unhoused is four months.
- • Of those housed, 76% of more are linked to housing assistance/subsidies.
- • 100% are linked or referred to support services of their choosing: primary health care, benefits, IPS, housing, substance abuse treatment, recovery housing, mental health screening and/or treatment, food, or other resources.
- • • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Safe Haven Housing and Support Services
- PURPOSE:
- The purpose of Safe Haven housing and support services is to provide individuals experiencing homelessness with supportive housing while they work towards transitioning to safe, affordable and appropriate housing of their choosing.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate housing with access to treatment and support services in accordance with applicable requirements for Client Rights as described in OAC 450:15 and adhere to Housing First principles. Contractor shall:
- • Accommodate consumers with a mental illness who are homeless and coming from streets, shelters, or emergency rooms.
- • Abide by staffing requirements to include:
- • 24-hour staff coverage with professional supervision. A minimum of one paid staff-member shall be on in the Safe Haven area at all times consumers are present.
- • Staff of the Safe Haven shall reflect the ethnic, cultural and language background of consumers served.
- • Staff must be familiar with community resources for the treatment of physical and mental illnesses and for housing and social supports.
- • Staff shall build a sense of empowerment and a supportive sense of community and shall encourage (but not require) consumers to participate in the operations of the facility.
- • Provide places of permanent residence for homeless persons with mental illness needing on-site support twenty-four (24) hours a day, to enable persons to live as independently as possible. Includes:
- • 24-hour staff coverage will be provided on-site.
- • Services shall assist program participants with accessing additional community resources, services and supports needed to promote self-sufficiency.
- • Program participants shall be the lessee of the residence, or have a similar form of occupancy agreement, and there shall be no limits on their length of tenancy as long as they abide by the conditions of the lease/agreement.
- • Ensure all staff employed in above programs complete a Department-approved non-physical intervention training, IPS 101 and Housing First 101. One staff member shall have Housing Plus endorsement.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • As needed, participate in the formulation and monitoring of the resident’s individual Recovery Plan. All residents with a history of substance use must have a recovery housing plan.
- • Only make housing referrals upon exit to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Have informal and formal partnerships for care coordination with outpatient providers including but not limited to CCBHCs and the Tulsa Day Center. These partnerships shall be documented through Memorandums of Understanding (MOUs) or other agreements.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor will undergo a housing first/housing best practices review annually by ODMHSAS trained staff.
- • Outcome measures:
- • 100% of residents will enter due to experiencing homelessness.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Transitional Housing (Transition House)
- PURPOSE:
- The purpose of transitional housing services is to provide individuals experiencing homelessness with supportive housing while they work towards transitioning to safe, affordable and appropriate housing of their choosing.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate transitional housing with access to treatment and support services to residents with mental illness or co-occurring mental illness and substance use disorders with obtaining and maintaining housing in the community. Contractor shall:
- • Provide services in accordance with applicable program requirements described in the ODMHSAS Services Manual and Client Rights as described in OAC 450:15.
- • Give preference to referrals from ODMHSAS network and contracted providers.
- • Ensure residents admitted to the program meet the Department's current definition of persons with a Serious Mental Illness, as determined by a Licensed Behavioral Health Professional.
- • Provide, or arrange for, training to residents in areas of personal grooming, personal hygiene, and daily living skills- including housekeeping, shopping, money management, and meal preparation, based on resident need and choice.
- • Schedule, as requested by residents and with their input, weekend and after 5:00 p.m. activities.
- • Upon entry into the program, each individual will be given the opportunity to participate in a housing strengths assessment to help with transition planning.
- • Housing team must begin working with each resident on transition planning upon entry. The designated team member(s) must attend ODMHSAS Discharge planning Best Practices training.
- • As needed, participate in the formulation and monitoring of the resident’s individual Recovery Plan. All residents with a history of substance use must have a recovery housing plan.
- • Provide or arrange transportation for health related and mental health examinations and treatment for mental health residents when necessary.
- • Ensure all staff attend ODMHSAS Housing First 101 and Individual Placement Support (IPS) 101 trainings.
- • Ensure one staff member has housing plus endorsement.
- • Only make recovery-based housing referrals upon exit to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Ensure staff shall complete training as required in OAC 450:1-9-5.6(b)(2). Orientation and in-service trainings shall be documented in staff personnel files and include dates attended and subject matter.
- • OAC 450:1-9-5.6(b)(2): In-service training shall be conducted each calendar year and shall be required within thirty (30) days of each employee's hire date and each calendar year thereafter for all employees on the following topics: (A) Fire and safety, including the location and use of all fire extinguishers and first aid supplies and equipment; (B) Universal precautions and infection control; (C) Consumer's rights and the constraints of the Mental Health Patient's Bill of Rights; (D) Confidentiality; (E) Oklahoma Child Abuse Reporting and Prevention Act, 10 O.S. §§ 7101-7115; (F) Facility policy and procedures; (G) Cultural competence (including military culture if active duty or veterans are being served); (H) Co-occurring disorder competency and treatment principles; (I) Trauma informed service provision; (J) Crisis intervention; (K) Suicide risk assessment, prevention, and response; and (L) Age and developmentally appropriate trainings, where applicable.
- • Allow outpatient provider(s) of the resident’s choice into its facility for the purpose of providing services to residents who are in need of mental health services and who desire services from an outpatient provider.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • Provide unhindered access to and shall fully cooperate with all ODMHSAS personnel in the conduct of their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct of its oversight responsibilities of this Contract and the Contractor's compliance with the terms of this Contract as well as the ODMHSAS's Standards and Criteria governing community mental health programs.
- • Have informal and formal partnerships for care coordination with outpatient providers including, but not limited to, CCBHCs. These partnerships shall be documented through Memorandums of Understanding (MOUs) or other agreements.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 100% of residents will enter due to at risk of being homeless or experiencing homelessness.
- • 100% of residents will stay reside at Transition House no longer than 24 months.
- • 70% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness.
- • 80% will report an increase their quality of life since entering program.
- • 80% will report an improvement in work related and daily living skill development.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tiajuan Miller at tiajuan.miller@odmhsas.org. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Transitional Recovery Housing
- PURPOSE:
- The purpose of transitional recovery housing services is to provide individuals experiencing homelessness with supportive housing while they work towards employment and permanent housing.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide an alcohol and drug-free living community in three sober living programs with 18 total beds in Tulsa, Oklahoma. Contractor shall:
- • Remain in good standing with OKARR at all times as a Level 3 certified program.
- • Provide onsite case management (CMI or CMII) and certified peer recovery support services. These positions must be full-time. Crisis intervention services shall be available 24 hours per day.
- • Provide on-site educational and support groups.
- • Connect residents to competitive integrated employment within 30 days of entry. If the resident is not already connected to an IPS team in the community at another ODMHSAS contracted provider and wants such assistance, the Contractor shall provide IPS services. At least one program staff must be trained and credentialed as an IPS employment specialist. It is highly encouraged that one staff is trained and credentialed as an IPS Supervisor.
- • Encourage continued substance abuse treatment and aftercare as appropriate; and thus, is encouraged to have MOUs with ODMHSAS partners including, but not limited to, GRAND, Counseling and Recovery Services and Family and Children's Services in the Tulsa metro area.
- • Ensure one staff member is housing plus endorsed to ensure transition plans with continuity of care. Transition plans must be in place at time of graduation from this transitional recovery housing program and adhere to housing best practices. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- • Provide services that are culturally responsive to the individuals’ needs.
- • Obtain prior approval from ODMHSAS for all residential stays beyond six months.
- • Give priority to men who have completed residential substance abuse treatment, who are current residents of Oklahoma, and those on an MAT/MAR program.
- • Continue to utilize GET HELP for bed availability and measuring REC-CAP and the key outcomes.
- Measuring recovery capital (REC-CAP) is required through the solution platform, GET HELP. This is strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans are comprised of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital). Dashboards demonstrate the actual impact of goal achievement and event participation on longitudinal growth of recovery capital. This will align with our mission is to build a recovery-oriented systems of care to improve outcomes for returning citizens with substance use disorders. Key outcomes include improved coordinated referral system to your certified recovery housing and treatment; reduction of recidivism and relapse rates; and empowering individuals to build their recovery capital to promote long-term recovery. This is at no additional cost to the Provider.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 100% of residents will enter due to at risk of being homeless or experiencing homelessness.
- • 100% of residents will stay reside at Transition House no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. Contractor shall provide such details as ODMHSAS may require. Such report shall be submitted no later than the 10th day of the month following the end of each quarter (i.e., the 10th of October, January, April, and July). These reports need to be emailed to Tiajuan.Miller@odmhsas.org.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support – Youth Supervised Transitional Living Program
- PURPOSE:
- This project will serve youth ages 18-25 with supervised transitional housing. Youth in this program will receive mental health and substance use services through an array of individualized services provided by a local CCBHC. Referrals will be made to the program for youth discharging from Urgent Recovery Centers, Griffin Hospital or classified as most in need by a CCBHC.
- REQUIRED ACTIVITIES:
- Contractor shall furnish the necessary resources to provide appropriate transitional housing with access to treatment and support services to residents with mental illness or co-occurring mental illness and substance use disorders while obtaining and maintaining housing in the community. Contractor shall:
- • Provide transitional housing services in accordance with applicable program requirements described in the ODMHSAS Services Manual and Client Rights as described in OAC 450:15.
- • Preference can be given for youth who have had previous involvement in multiple systems including OJA, OHS Child Welfare or DOC.
- • Ensure residents admitted to the program meet the Department's current definition of persons with a Serious Mental Illness as determined by a Licensed Behavioral Health Professional.
- • Provide or arrange for training for residents in life skills - including housekeeping, grocery shopping, money management, meal preparation, personal grooming, and personal hygiene - based on resident needs and choices. Work with identified mental health provider to also support skills in education and vocation.
- • Schedule, as requested by residents and with their input, activities designed to foster positive youth development.
- • Upon entry into the program, everyone will be given the opportunity to participate in a housing strengths assessment to help with transition planning.
- • The housing team must begin working with each resident on transition planning upon entry. The designated team member(s) must attend ODMHSAS Discharge planning Best Practices training or receive quarterly TA from ODMHSAS housing staff on discharge planning.
- • As needed, participate in the formulation and monitoring of the resident’s individual wellness and service plan.
- • Provide or arrange transportation for health-related and mental health examinations and treatment for mental health residents when necessary.
- • Ensure one staff member has housing plus endorsement.
- • Ensure all direct care staff are trained in Housing First, Motivational Interviewing, Trauma Informed Care, and Family and Natural Supports.
- • Ensure that staff are referring participants to evidence-based and/or accredited services and programs.
- • Ensure client-facing staff shall complete training as required in OAC 450:1-9-5.6(b)(2) and Housing First for Youth, Family Natural Supports and Motivational Interviewing. Orientation and in-service trainings shall be documented in staff personnel files and include dates attended and subject matter.
- OAC 450:1-9-5.6(b)(2): In-service training shall be conducted each calendar year and shall be required within thirty (30) days of each employee's hire date and each calendar year thereafter for all employees on the following topics: (A) Fire and safety, including the location and use of all fire extinguishers and first aid supplies and equipment; (B) Universal precautions and infection control; (C) Consumer's rights and the constraints of the Mental Health Patient's Bill of Rights; (D) Confidentiality; (E) Oklahoma Child Abuse Reporting and Prevention Act, 10 O.S. §§ 7101-7115; (F) Facility policy and procedures; (G) Cultural competence (including military culture if active duty or veterans are being served); (H) Co-occurring disorder competency and treatment principles; (I) Trauma informed service provision; (J) Crisis intervention; (K) Suicide risk assessment, prevention, and response; and (L) Age and developmentally appropriate trainings, where applicable.
- • Provide Naloxone training to all residents and housing staff. Each housing unit must have Naloxone readily available.
- • Allow outpatient provider(s) of the resident’s choice into its facility for the purpose of providing services to residents who need mental health services and who desire services from an outpatient provider.
- • Provide unhindered access to and shall fully cooperate with all ODMHSAS personnel in the conduct of their assigned activities, as well as all persons who are properly designated to assist the ODMHSAS in the conduct of its oversight responsibilities of this Contract and the Contractor's compliance with the terms of this Contract as well as the ODMHSAS's Standards and Criteria governing community mental health programs
.
- • Have informal and formal partnerships for care coordination with outpatient providers, including, but not limited to, CCBHCs and the ODMHSAS Care Coordination team. These partnerships shall be documented through Memorandums of Understanding (MOUs) or other agreements.
- ADMISSION PROCESS:
- • Admission of residents in designated units may be determined via case consultation/staffings with the Sisu staff to determine appropriate fit, level of functioning, and capacity to successfully transition out of the program within 12 months. Staffings shall include members of the referral source and may include ODMHSAS Care Coordination Team, ODMHSAS Housing Team, and any relevant stakeholder or client support. Staffings will be scheduled at a time and date convenient for the potential resident to attend.
- • Clients will be interviewed upon referral and must be determined to be able to independently complete daily living activities and live safely in a shared apartment. Clients must demonstrate an understanding of the program expectations and be willing and able to work toward the Atlas program’s employment and/or education goals.
- • If the client is prescribed medication, the client must have an established relationship with the current prescriber before admission. Clients must have the ability to monitor their own medication intake or be connected to a service provider that provides medication management services if applicable. Atlas is not a medical facility.
- • Acceptance decisions may be based on the program's current capacity and any denials will be staffed with ODMHSAS designated staff as well as the referring facility.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide quarterly report on numbers served, number exited into appropriate housing, number of residents employed, number of residents enrolled in school and number of referrals to program and number of referrals screen out along with reason for being screened out by the 16th of each month.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 100% of residents will enter due to being at risk of homelessness or currently experiencing homelessness.
- • 100% of residents will reside at Atlas no longer than 24 months.
- • 80% of residents will have a successful transition as defined by not exiting into a higher level of care (inpatient or hospital), incarceration, or homelessness. The goal is for all residents to exit to safe, affordable, and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to ODMHSAS designated staff. The annual report template will be provided to you.
- • Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
- COMPENSATION:
- • Services will be reimbursed through fee-for-service claims submitted through the Medicaid Management Information System (MMIS).
- • Billed services not in compliance with requirements in the ODMHSAS Services Manual may be subject to recoupment.
- Recovery Support Government/Professional/Sole Source Services
- Recovery Support – Discharge Planning Housing Subsidy
- PURPOSE:
- Discharge Planning Housing Subsidy Funds are to be used to assist very low-income individuals (age 18 and older) with mental illness or co-occurring mental illness and substance use disorders who are discharging from psychiatric care, Department of Corrections, or aging out of the foster care system, with accessing and maintaining decent, safe, sanitary, and affordable housing in ODMHSAS designated location.
- REQUIRED ACTIVITIES:
- • Facilitate referral and approval process of Discharge Subsidy program.
- • Provide subsidized rental assistance no more than Fair Market Rate for the county of residence for no more than 12 months.
- • Facilitate recipient and provider engagement and maintain up to date records on clients participation in program.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- Contractor shall submit monthly billing documentation and monthly activity reports as outlined in the Department’s Protocol for Use of Discharge Subsidy Funds located in the Appendix section of this document and include summary report of:
- • Number of recipients served to date.
- • Number of recipients contributing their own income towards rent/utilities.
- • Number of recipients reporting 0 income.
- • Number of referrals denied to program and documented justifications.
- COMPENSATION:
- • Invoices shall be electronically submitted using the eProvider Invoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or based on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Emergency Shelter Beds - OK Youth Outreach Shelter (Pivot)
- PURPOSE:
- The Contractor shall provide ongoing emergency overnight shelter and Host Home stipends to youth and young adults experiencing homelessness in Oklahoma metropolitan area.
- REQUIRED ACTIVITIES:
- • Provide Youth encountered by the OK Youth Street Outreach project, 15-21 years of age not funded by Basic Center with emergency overnight shelter.
- • Up to 21 days of shelter maintaining a minimum residential capacity of four and a maximum of 20 youth in a single structure in a congregate facility. Services to include shelter space, food, clothing, medical care, evidenced based supportive case management/care coordination that follows a housing first for youth modeled approach.
- • Parental/guardian notification within 72 hours of entry for those under the age of 18.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to this project; pursuant to statute/regulations.
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be determined by the ODMHSAS.
- • Supply monthly data reports to the ODMHSAS regarding outcome measures to meet grant requirements if relevant by the 15th oif each month.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- Contractor shall provide quarterly data reports consisting of client HMIS number, length of stay, and discharge/exit location if applicable.
- COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year and data reports to Lahcen.Dallal@odmhsas.org and Richard.white@odmhsas.org.
- Recovery Support – Employment and Housing Best Practices
- PURPOSE:
- Contractor shall provide the following best practices for employment and housing services: Individual Placement Services (IPS) model of supported employment, and the Housing First (HF) philosophy.
- REQUIRED ACTIVITIES:
- • Contractor shall:
- • Require that the administrator or point of contact for this SOW be housing plus endorsed and have attended IPS 101. IPS fidelity training is highly recommended. The administrator of this shall not be the IPS Supervisor.
- • Provide the resources necessary for implementation of both the IPS model of supported employment and the housing first philosophy through housing support through; Appropriately credentialed and trained staff and/or Flexible funding assistance for short term support.
- • Submit a line-item budget with justifications outlining how they plan to use this contract funding to provide these two best practices by June 6th, 2025. This funding may not be used to pay for IPS employment specialist salaries and must be equally distributed between employment and housing best practices. This Implementation Plan must be received and approved by the ODMHSAS prior to submitting for reimbursement under this contract.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- Contractor shall provide quarterly reports detailing how funds had been utilized including:
- • Number of clients served by any staff funded by these funds.
- • Line-item descriptions of what funds were utilized for in alignment with pre-approved budget.
- • Rate of employment, education or housing attainment among recipients.
- • If funds used for professional development, training or continued education;
- • Provide full list with dates, times of trainings, number of staff who attended or completed trainings.
- COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Housing Flexible Funds
- PURPOSE:
- This Contract is to provide flexible funding for certain authorized expenditures in support of direct services provided by the Contractor. The expenditures are pursuant to the ODMHSAS Protocol for Use of Housing Flexible Funds located in the Appendix section of this document. Flexible Funds are to be used to support community integration of persons receiving Clubhouse services; with emphasis on assisting with accessing and maintaining safe and affordable permanent housing in the community. The Contractor must have one staff member who has obtained their housing plus endorsement. Housing referrals may only be made to OKARR certified, Oxford House, and ODMHSAS approved housing programs.
- REQUIRED ACTIVITIES:
- • Contractor shall facilitate project management duties of flexible funding for Clubhouse recipients experiencing or at risk of experiencing homelessness with necessary assistance to obtain or retain housing or employment.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Lahcen Dallal at Lahcen.Dallal@odmhsas.org.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- Contractor shall provide quarterly reports detailing how funds had been utilized including:
- • Number of clients served by any staff funded by these funds.
- • Line-item descriptions of what funds were utilized for in alignment with Appendix protocols.
- • Rate of employment, education or housing attainment among recipients.
- COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Intensive Outreach and Navigation Program
- PURPOSE:
- The Intensive Outreach and Navigation Program shall assist individuals discharging as homeless to ODMHSAS designated area from ODMHSAS designated facilities. The goal of this Program is to provide these specific individuals with immediate independent housing, engage them with intensive recovery support services, connect them with community mental health treatment and obtain permanent independent housing.
- REQUIRED ACTIVITIES:
- • Contractor shall:
- • Embed two Case Managers, two Peer Recovery Support Specialists and one Team Supervisor at designated facilities
- • Equip Program staff with applicable training and credentials including, but not limited to, Individual Placement Support (IPS), Housing First, SSI/SSDI Outreach, Access & Recovery (SOAR) training, Case Management and/or Peer Recovery Support Specialist Certifications. One individual on the program team shall be housing plus endorsed
- • One member of the team shall be a consistent participant in their local CoC’s Coordinated Entry process and meetings
- • Work with clinical agency staff or ODMHSAS representatives to coordinate discharging persons served directly into independent housing from treatment centers initially supported 100 percent by the Program
- • Secure benefits and affordable housing so that persons served continually move from full-paid rent to subsidized or partially supported housing within 6 months of entry into program
- • Provide recovery support and other ancillary support services necessary to achieve Program goal, including the identification, navigation and obtaining resources in order to meet basic independent living needs
- • Assertively connect persons served with outpatient community mental health services and assist with the coordination and transition of their clinical care
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall submit a quarterly data report by the 15th of the month to ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.Dallal@odmhsas.org:
- Contractor Shall report the following:
- • Staff to client ratio.
- • Numbers served.
- • Referrals to date, documenting referrals who were denied or screened out with purpose of denial.
- • Dates, times and number of attendees in social, recreational group activities and opportunities.
- • Number of residents engaged in supported employment or education services.
- • Reduction of crisis and emergency service utilization among residents to date.
- COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Permanent Supportive Housing Project (HUD)
- PURPOSE:
- This Contract is to assist adult individuals with serious mental illness and/or substance use disorders who express interest in participating in the program, and who either meet requirements for chronic homelessness or are a veteran who meets requirements for Category 1: literally homeless, with rental assistance for permanent housing, and with supportive services.
- REQUIRED ACTIVITIES:
- • Ensure a minimum of 2 individuals shall be served in the project.
- • Ensure individuals participating in the project shall meet HUD eligibility requirements for this project.
- • Ensure all rental assistance shall be tenant-based, which permits participants to choose housing of an appropriate size in which to reside. Participants retain the rental assistance if they move and, where necessary, facilitate the coordination of supportive services, Contractor may require participants to live in a specific area.
- • Offer supportive services to individuals receiving rental assistance.
- • It is required that Program staff attend the ODMHSAS Individual Placement Support (IPS) 101 training. For individuals/residents who would like assistance with employment, they shall be referred to the IPS team for supported employment and education supports.
- • Ensure all rental assistance shall be provided following a Housing First Model. The program is not expected to be Housing First credentialed but will undergo a housing first review every two years to see where improvements may be made.
- • Additional preconditions or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed on persons entering the program (ex: Sobriety shall not be required).
- • Program participants shall not be required to participate in supportive services as a condition of housing assistance. The program may offer and encourage program participants to participate in services.
- • Attend the ODMHSAS Housing First 101 training. One individual on the program team shall be housing plus endorsed.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Permanent Supportive Housing.
- • Submit monthly billing reports as determined by the ODMHSAS.
- • Enter all data required by HUD in to their local Homeless Management Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR), in a timely fashion.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor will undergo a housing first/housing best practices review annually by ODMHSAS trained staff.
- • Outcome measures:
- • 100% of residents will enter due to experiencing homelessness.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
- COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Backup documentation to be included/uploaded with the invoice shall include the deliverables in the Required Deliverables and Performance Monitoring section of this statement of work.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Project Management & Consultation (Give Help)
PURPOSE:
- This Contractor shall provide the project management functions necessary to provide housing supports, professional development and homeless system refinement supports across the state.
REQUIRED ACTIVITIES:
- Contractor shall ensure close collaborative efforts with the recovery community to meet the following objectives:
- • Maintain collaborative relationships with stakeholder organizations in support of OKARR’s sustainability.
- • Provide training, technical assistance and networking events across Oklahoma to maintain solid OKARR certified programs. Networking events shall be held at the minimum quarterly and in all regions of the state.
- • Learning Management System (LMS) Training
- • MAT Training
- • Sharps Disposal Training
- • Narcan Usage Training
- • Building Recovery Communities of Excellence Training
- • Recovery Capital Data Collection Training
- • Annual OKARR Conference Training
- • Maintain a robust registry of all NARR certified recovery residences that is connected to the national registry.
- • Share on a quarterly basis the captured recovery data through a solution platform called GETHELP to measure recovery capital (REC-CAP) for participating owner/operators. REC-CAP is a strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans consist of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital).
- • Certify recovery houses that meet and/or exceed national best practices set forth by NARR.
- • Submit reports to meet ODMHSAS grant obligations as requested and submit quarterly reports to tiajuan.miller@odmhsas.org.
PERFORMANCE MONITORING:
- Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work with the invoice in the invoicing system no later than the 10th day of the following month. The Contractor shall report the following:
- • Dates, hours, and locations of all trainings and special events related to this SOW.
- • Number of attendees and brief description of trainings and special events.
- • Number of Recovery Homes added to roster as OKARR operators to date.
- • Progress towards sustainability plan submitted to ODMHSAS.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Project Management and Consultation (OKARR)
- PURPOSE:
- This Contractor shall provide the project management functions necessary to provide housing supports, professional development and homeless system refinement supports across the state.
- REQUIRED ACTIVITIES:
- • Contractor shall ensure close collaborative efforts with the recovery community to meet the following objectives:
- • Maintain collaborative relationships with stakeholder organizations in support of OKARR’s sustainability
- • Provide training, technical assistance and networking events across Oklahoma to maintain solid OKARR certified programs. Networking events shall be held at the minimum quarterly and in all regions of the state.
- • Learning Management System (LMS) Training
- • MAT Training
- • Sharps Disposal Training
- • Narcan Usage Training
- • Building Recovery Communities of Excellence Training
- • Recovery Capital Data Collection Training
- • Annual OKARR Conference Training
- • Maintain a robust registry of all NARR certified recovery residences that is connected to the national registry
- • Share on a quarterly basis the captured recovery data through a solution platform through Commonly Well called Recovery Capital Index (RCI) to measure recovery capital for participating owner/operators. RCI is a strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans consist of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital)
- • Certify recovery houses that meet and/or exceed national best practices set forth by NARR
- • Submit reports to meet ODMHSAS grant obligations as requested and submit quarterly reports to thomas.knight@odmhsas.org.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work with the invoice in the invoicing system no later than the 10th day of the following month. The Contractor shall report the following:
- • Dates, hours, and locations of all trainings and special events related to this SOW.
- • Number of attendees and brief description of trainings and special events.
- • Number of Recovery Homes added to roster as OKARR operators to date.
- • Progress towards sustainability plan submitted to ODMHSAS.
- COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment.
- Recovery Support – Project Management and Consultation (OKARR) - Revised
- PURPOSE:
- This Contractor shall provide the project management functions necessary to provide recovery housing supports and professional development supports across the state.
- REQUIRED ACTIVITIES:
- • Contractor shall ensure close collaborative efforts with the recovery community to meet the following objectives:
- • Maintain collaborative relationships with stakeholder organizations in support of OKARR’s sustainability
- • Provide training, technical assistance and networking events across Oklahoma to maintain solid OKARR certified programs. Networking events shall be held at the minimum quarterly and in all regions of the state.
- • Learning Management System (LMS) Training
- • MAT Training
- • Sharps Disposal Training
- • Narcan Usage Training
- • Building Recovery Communities of Excellence Training
- • Recovery Capital Data Collection Training
- • Annual OKARR Conference Training
- • Maintain a robust registry of all NARR certified recovery residences that is connected to the national registry
- • Share on a quarterly basis the captured recovery data through a solution platform through Commonly Well called Recovery Capital Index (RCI) to measure recovery capital for participating owner/operators. RCI is a strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans consist of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital)
- • Certify recovery houses that meet and/or exceed national best practices set forth by NARR
- • Submit reports to meet ODMHSAS grant obligations as requested and submit quarterly reports to thomas.knight@odmhsas.org.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work with the invoice in the invoicing system no later than the 10th day of the following month. The Contractor shall report the following:
- • Dates, hours, and locations of all trainings and special events related to this SOW.
- • Number of attendees and brief description of trainings and special events.
- • Number of Recovery Homes added to roster as OKARR operators to date.
- • Progress towards sustainability plan submitted to ODMHSAS.
- COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment.
- Recovery Support – Project Management and Consultation (OKARR) - Revised 2.0
- PURPOSE:
- This Contractor shall provide the project management functions necessary to provide recovery housing supports and professional development supports across the state.
- REQUIRED ACTIVITIES:
- • Contractor shall ensure close collaborative efforts with the recovery community to meet the following objectives:
- • Maintain collaborative relationships with stakeholder organizations in support of OKARR’s sustainability
- • Provide training, technical assistance and networking events across Oklahoma to maintain solid OKARR certified programs. Networking events shall be held at the minimum quarterly and in all regions of the state.
- • Learning Management System (LMS) Training
- • MAT Training
- • Sharps Disposal Training
- • Narcan Usage Training
- • Building Recovery Communities of Excellence Training
- • Recovery Capital Data Collection Training
- • Annual OKARR Conference Training
- • Maintain a robust registry of all NARR certified recovery residences that is connected to the national registry
- • Share on a quarterly basis the captured recovery data through a solution platform through Commonly Well called Recovery Capital Index (RCI) to measure recovery capital for participating owner/operators. RCI is a strengths-based and evidence-based, empirically validated evaluation instrument measuring distinct domains of positive and negative recovery capital. Scored results inform construction of a personalized recovery plan unique to each individual. Individualized recovery plans consist of concrete goals focused on resolving barriers and unmet service needs (negative capital) and growing recovery capital strength (positive recovery capital)
- • Certify recovery houses that meet and/or exceed national best practices set forth by NARR
- • Submit reports to meet ODMHSAS grant obligations as requested and submit quarterly reports to thomas.knight@odmhsas.org.
- REQUIRED DELIVERABLES AND PERFORMANCE MONITORING:
- • Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work with the invoice in the invoicing system no later than the 10th day of the following month to Housingandemployment@odmhsas.ok.gov. The Contractor shall report the following:
- • Dates, hours, and locations of all trainings and special events related to this SOW.
- • Number of attendees and brief description of trainings and special events.
- • Number of Recovery Homes added to roster as OKARR operators to date.
- • Progress towards sustainability plan submitted to ODMHSAS.
- COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control by the 25th of the following month.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment.
- Recovery Support – Reentry Housing Coordination- Recovery Matters - Federal (OKARR)
PURPOSE:
- Returning citizens from ODOC incarceration with a substance use diagnosis, prioritizing those with stimulant or opioid diagnoses, and focusing on those on or in need of MAT services will be connected to an OKARR certified recovery residence. The target population is individuals exiting to underserved rural communities, Native citizens, young adults (24 and younger), and pregnant women This grant funded project aims to reduce recidivism, improve access to recovery housing and treatment, and empower individuals for long-term recovery. Collaboration and coordination among partners for successful implementation is key.
REQUIRED ACTIVITIES:
- • Works collaboratively with ODOC, ODMHSAS housing team, ODMHSAS Reentry Team, and Oxford House.
- • Provide outreach to individuals pre-release to share about how certified recovery housing is an option for their transition/recovery housing plan and what the differences are between a Level 2 and a Level 3 so that the individual and the reentry team may choose the best fit.
- • Ensure OKARR certified home will begin providing peer services 60 days pre-release and continue to provide these services upon exit.
- • Participating OKARR certified Operators will utilize the GETHELP platform for REC-CAP. This will provide comprehensive data reports.
- • Work with the evaluator to ensure analytics are in alignment with this grant project's goal, objectives, and deliverables.
- • OKARR will release funds for eligible participants to participating OKARR operators. This funding may include but shall not exceed the individual’s deposit and up to two months’ fees.
- • Ensure recovery housing plan for each participant is completed within 30 days of entry into OKARR certified residences by certified Operator.
- • Provide MAT training to OKARR certified homes and residents on a quarterly basis.
- • Provide comprehensive data reports as requested per the grant and work with the ODMHSAS DSS team if needed to ensure reporting is in alignment with the federal funder's requirements.
- • OKARR anticipates serving 50 reentry residents a year through this project.
PERFORMANCE MONITORING:
- The contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. The contractor shall provide such details as ODMHSAS may require. Such a report shall be submitted no later than the 10th day of the month following the end of each month. These reports need to be emailed to Tiajuan.Miller@odmhsas.org.
COMPENSATION:
- Contractor will ensure the third-party evaluator will provide all data and reports required for program review as backup documentation with the invoice for compensation.
- Recovery Support – Reentry Housing Coordination- Recovery Matters - Federal (OKARR) - Revised
- Recovery Support – Reentry Housing Coordination- Recovery Matters - Federal (OKARR) - Revised 2.0
- Recovery Support – RISE Above Project Voucher Program
PURPOSE:
- This Contractor shall provide the project implementation functions necessary to provide housing vouchers across the state.
REQUIRED ACTIVITIES:
- Contractor shall:
- • Act as the fiduciary agent to assist the Recovery Support-Employment and Housing team in providing expeditious funding supports to those in OKARR certified programs, Oxford House, ODMHSAS certified housing, and other housing and supports for victims of human trafficking approved by the ODMHSAS Rise Above Project Director.
- • Provide quarterly financial general ledgers to Project Director for review.
- • Ensure all recipient records and identifiable information are stored and maintained in secure location and refrain of sharing information without written consent from recipient.
PERFORMANCE MONITORING:
- Contractor shall provide a quarterly ledger report of the approved expenditures carried out pursuant to the Statement of Work with the invoice in the invoicing system no later than the 10th day of the following month.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Runaway and Homeless Youth Street Outreach Project
PURPOSE:
- The Youth Street Outreach Program shall assist youth and young adults 21 years of age and under identified as homeless or at imminent risk of homelessness to all appropriate and requested services including mental health, substance use, emergency shelter, housing. The goal of this Program is to provide targeted community and street based outreach and engagement services to this population.
REQUIRED ACTIVITIES:
- Contractor shall:
- • Embed at least one staff to serve as a dedicated youth outreach specialist into the ODMHSAS RHY Outreach team (Peer level preferred, Bachelors level manager accepted) no less than 3 pre-determined days per week consistently for 8 working hours per day.
- • Equip or permit program staff with applicable and required training and credentials including, but not limited to, Motivational Interviewing, Housing First, Access & Recovery (SOAR) training, Case Management and/or Peer Recovery Support Specialist Certifications.
- • One member of the team shall be a consistent participant in their local CoC’s Coordinated Entry process and dedicated ODMHSAS RHY team meetings.
- • Provide recovery support and other ancillary support services necessary to achieve Program goal, including the identification, navigation and obtaining resources in order to meet basic independent living needs.
- • Assertively connect persons served with outpatient community mental health services and assist with the coordination and transition of their clinical care.
PERFORMANCE MONITORING:
- Contractor shall submit quarterly invoices and reports as determined by the ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org. The annual report template will be provided to the Contractor.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Runaway and Homeless Youth Street Outreach Project - Revised
PURPOSE:
- The Youth Street Outreach Program shall assist youth and young adults 21 years of age and under identified as homeless or at imminent risk of homelessness to all appropriate and requested services including mental health, substance use, emergency shelter, housing. The goal of this Program is to provide targeted community and street based outreach and engagement services to this population.
REQUIRED ACTIVITIES:
- Contractor shall:
- • Embed at least one staff to serve as a dedicated youth outreach specialist into the ODMHSAS RHY Outreach team (Peer level preferred, Bachelors level manager accepted) no less than 3 pre-determined days per week consistently for 8 working hours per day.
- • Equip or permit program staff with applicable and required training and credentials including, but not limited to, Motivational Interviewing, Housing First, Access & Recovery (SOAR) training, Case Management and/or Peer Recovery Support Specialist Certifications.
- • One member of the team shall be a consistent participant in their local CoC’s Coordinated Entry process and dedicated ODMHSAS RHY team meetings.
- • Provide recovery support and other ancillary support services necessary to achieve Program goal, including the identification, navigation and obtaining resources in order to meet basic independent living needs.
- • Assertively connect persons served with outpatient community mental health services and assist with the coordination and transition of their clinical care.
- • Purchase required gateway service supplies as approved by ODMHSAS Program staff.
PERFORMANCE MONITORING:
- • Contractor shall provide a monthly, quarterly, and annual written report of the activities carried out pursuant to the statement of work with the invoice in the invoicing system no later than the 10th day of the following month. The Contractor shall report the following:
- • Outreach Activities: The number of youth and young adults contacted, number contacted who received referrals/linkages and the locations they were referred/linked.
- Contractor shall submit quarterly invoices and reports as determined by the ODMHSAS. The annual data report shall be submitted to Andru Dallaly at Lahcen.dallaly@odmhsas.org. The annual report template will be provided to the Contractor.
- • Report shall include:
- • Number of hours worked per month billed to grant.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProvider Invoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Shelter Plus Care
PURPOSE:
- This Contract is to assist homeless persons with serious mental illness or co-occurring mental illness and substance abuse disorders, and their families, with rental assistance for permanent housing, and with supportive services. Contractor shall:
REQUIRED ACTIVITIES:
- • Provide number of units of rental assistance identified by ODMHSAS.
- • Ensure individuals receiving rental assistance shall meet the HUD definition of homeless and disabled.
- • Ensure all rental assistance is tenant-based, which permits participants to choose housing of an appropriate size in which to reside. Participants retain the rental assistance if they move and where necessary to facilitate the coordination of supportive services, Contractor may require participants to live in a specific area.
- • Offer supportive services to individuals receiving rental assistance. For individuals/residents who would like assistance with employment, they shall be referred to an IPS team for supported employment and education supports.
- • Ensure all rental assistance shall be provided following a Housing First philosophy. Additional preconditions or eligibility requirements, beyond HUD’s eligibility requirements, may not be placed on persons entering the program (ex: Sobriety shall not be required). Program participants shall not be required to participate in supportive services as a condition of housing assistance. The program may offer and encourage program participants to participate in services.
- • Use their best efforts, through outreach activities, to ensure that eligible hard-to-reach persons are served by Shelter Plus Care.
- • Follow the most current version of the ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing Programs located in the Appendix section of this document.
- • Follow all HUD requirements for Shelter Plus Care, including Part 582 – Shelter Plus Care.
- • Submit monthly billing reports as determined by the department.
- • Enter all data required by HUD in to their local Homeless Management Information System (HMIS).
- • Meet all HUD reporting requirements, including HUD Annual Performance Report (APR), in a timely fashion.
- • Program staff attend required ODMHSAS Housing First 101 and IPS 101 training. The point of contact for this program shall be housing plus endorsed.
PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Contractor will undergo a housing first/housing best practices review annually by ODMHSAS trained staff.
- • Outcome measures:
- • 100% of residents will enter due to experiencing homelessness.
- • 80% of residents will have a successful transition as defined by not exiting into higher level of care (in patient or hospital), incarceration or homelessness. The goal is for all residents to exit to safe, affordable and appropriate housing of their choosing.
- • 80% will increase their income and/or educational status from entry to exit.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Backup documentation to be included/uploaded with the invoice shall include the deliverables in the Required Deliverables and Performance Monitoring section of this statement of work.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – SQE Projects for Assistance in Transition from Homelessness (PATH)
PURPOSE:
- This contract is to provide funding for necessary ancillary services, supports and resources to assist individuals with mental illness or co-occurring mental illness and addiction disorders with transitioning from homelessness and accessing behavioral health services through the PATH program.
REQUIRED ACTIVITIES:
- Contractor shall:
- • Provide the services, supports, and resources needed in conjunction with PATH fixed rate services to enhance the quality of the PATH program and achieve program outcomes. Activities under this contract addendum shall not include any services that can be billed under the PATH fixed rate contract.
- • Provide non Fee For Service reimbursable supports to PATH service recipients.
- • Provide training, education and coordination to individuals who are working in shelters, mental health clinics, and other sites, with the goal of helping to overcome system barriers for PATH service recipients.
- • Participate in relevant meetings with community stakeholders for the purpose of problem solving, and improvement of collaboration and service/resource delivery for PATH service recipients.
- • Participate in annual training relevant to the provision of services to PATH recipients. Some examples of relevant training areas are: Homelessness, Housing, Community Resources, Community Collaboration, Cultural Competency, Using Peer Supports, Mental Health, and Co-Occurring Mental Health and Substance Use.
- • All PATH staff must attend required Housing First 101 and IPS 101 training offered by ODMHSAS. The PATH team lead must have their housing plus endorsement.
- • Participate in state level PATH program planning meetings as determined by the designated ODMHSAS PATH State Contact.
- • Create and coordinate a formal process for regular PATH program planning, development and evaluation that includes involvement of current and/or past PATH participants.
- • Create and coordinate a process for involving current and/or past PATH participants in peer support.
- • Participate in required data collection and reporting including participating in their local Homeless Management Information System (HMIS) for PATH data reporting. Contractor shall work with their local HMIS and with the ODMHSAS State PATH Contract to ensure accurate data entry.
- • Provide housing services for PATH enrolled individuals, including:
- • Provision of funds for security deposits, for those individuals who are in the process of acquiring rental housing but who do not have the assets to pay the first and last month’s rent or other security deposits required to move in.
- • Provision of one-time rental payments to prevent eviction for those individuals who cannot afford to make the payments themselves, who are at risk of eviction without assistance and who qualify for this service on the basis of income or need.
- • Assistance with the costs associated with establishing a household. These may include items such as rental application fees, furniture and furnishings, moving expenses, and costs related to obtaining a birth certificate and/or identification. These may also include reasonable expenditures to satisfy outstanding consumer debts identified in rental application credit checks that otherwise preclude successfully securing immediately available housing.
- • Assistance with the costs necessary to make essential repairs to a housing unit in order to provide or improve access to the unit and/or eliminate health or safety hazards.
- • Contractor shall follow all PATH program requirements outlined in the ODMHSAS PATH Protocol, and all Federal guidelines for the PATH program.
- • Provide a monthly written report of the activities carried out pursuant to this Statement of Work. Contractor will provide such detail as the Department may require
- • Provide additional requested information and reports per federal grant requirements, and as requested by ODMHSAS
- • PATH Training funding may only be used for technical assistance and training activities that focus on homelessness best practices
- • Technical assistance and training activities have to be preapproved by Tammie Vail
- • Submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
PERFORMANCE MONITORING:
- • Contractor shall provide documentation of staff training and credentials upon request by ODMHSAS.
- • Contractor shall provide policies, procedures, and other requested documentation to ODMHSAS.
- • Contractor shall participate in technical assistance opportunities as they are made available and are encouraged to request as needed.
- • Outcome measures:
- • 80% of those who receive outreach and engagement and want housing are connected to safe, affordable, and appropriate housing.
- • The average length from asking for housing connection to becoming unhoused is four months.
- • Of those housed, 76% of more are linked to housing assistance/subsidies.
- • 100% are linked or referred to support services of their choosing: primary health care, benefits, IPS, housing, substance abuse treatment, recovery housing, mental health screening and/or treatment, food, or other resources.
- • Contractor shall submit an annual data report as determined by the ODMHSAS. The annual data report shall be submitted to Tammie Vail at tvail@odmhsas.org. The annual report template will be provided to you.
- Billed services will be subject to verification in accordance with requirements in the ODMHSAS Services Manual.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Backup documentation to be included/uploaded with the invoice shall include the deliverables in the Required Deliverables and Performance Monitoring section of this statement of work.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
Per Federal PATH grant requirements funds may not be expected:
- • To support emergency shelters.
- • For inpatient psychiatric treatment.
- • For inpatient substance abuse treatment.
- • To make cash payments to intended recipients of mental health or substance abuse services.
- • To pay for the purchase or construction of any building or structure to house any part of the grant program.
- • To fund lease arrangements in association with the project beyond the project period nor may the portion of the space leased with PATH funds be used for purposed not supported by the grant.
In addition, the total amount spent on the housing services listed above shall not exceed 20% of total federal PATH allocation. Total federal PATH allocation includes both the allocation amount for this statement of work, and the allocation amount for the PATH fixed rate statement of work. Contract funds shall be used for purposes supported by the PATH program only.
- Recovery Support – SOS Recovery Housing Flex Funds
- Recovery Support – Supportive Housing for Reentry- Recovery Matters- Federal (Oxford House)
PURPOSE:
- Returning citizens from ODOC incarceration with a substance use diagnosis, prioritizing those with stimulant or opioid diagnoses, and focusing on those on or in need of MAT services will be connected to Oxford House. The target population is individuals exiting to underserved rural communities, Native citizens, young adults (24 and younger), and pregnant women. This grant funded project aims to reduce recidivism, improve access to recovery housing and treatment, and empower individuals for long-term recovery. Collaboration and coordination among partners for successful implementation is key.
REQUIRED ACTIVITIES:
- • Works collaboratively with Recovery Matters Team, ODMHSAS Reentry Team, OKARR, and GET HELP.
- • Provide outreach to individuals pre-release to share about how a democratically peer-ran self-supporting drug free home is an option for their transition/recovery housing plan.
- • Begin providing peer services 60 days pre-release and continue to provide these services upon exit.
- • Provide comprehensive data reports as requested per the grant and work with the ODMHSAS DSS team if needed to ensure reporting is in alignment with the federal funder's requirements.
- • Participant’s deposit and first two week's fees will be covered under this funding so that the individual can focus on his/her recovery plan.
- • Will provide MAT training to chapters, officers, and members on a quarterly basis.
- • Oxford House anticipates serving 50 reentry residents a year through this project.
PERFORMANCE MONITORING:
- • The contractor shall provide a quarterly written report of the activities carried out pursuant to this Statement of Work. The contractor shall provide such details as ODMHSAS may require. Such a report shall be submitted no later than the 10th day of the month following the end of each month. These reports need to be emailed to Tiajuan.Miller@odmhsas.org.
COMPENSATION:
- • Cost reimbursement- Contractor shall be reimbursed for services upon documentation and data collection.
- Recovery Support – Transition Age Youth Project (MHAO)
PURPOSE:
- This Contractor shall provide a housing and supports services program for transition age youth ages 18-25 in the metro Oklahoma City area that have one or more instances of system involvement in their lifetime, or have been directly impacted by parental incarceration. Involvement includes; OKDHS Child Welfare programs such as - Foster Care, Family Centered Services, Tribal Welfare Programs, Family Permanency, and Basic Center programs in Oklahoma. Criminal Justice involvement can include but not limited to – arrests, convictions, and/or exiting incarceration in the juvenile or adult prison systems. Specific limitations based on nature of charges shall be at discretion of the contractor.
REQUIRED ACTIVITIES:
- Contractor shall:
- • Provide stable transitional housing for eligible youth.
- • Connect youth participants to mental health and substance use services as needed within 30 days of move in.
- • Provide youth monthly opportunities for life skill development through group or individual instruction or implemented by third party services.
- • Support youth in developing individual service plans within 14 days of move in that can include but not be limited to goals and objectives related to employment, education, mental health, and long-term housing planning.
- • Provide youth weekly care coordination/case management meetings to ensure service plan implementation and progress, or more frequently as needed by the youth.
- • Partner with ODMHSAS and Oklahoma City Continuum of Care to provide adequate aftercare planning for youth that graduate or discharge early and serve as a consistent participant in the coordinated entry process for youth and adults.
- • Contractor will utilize evidenced based assessment tools to monitor and record progress in transition life domains.
- • Contractor will ensure direct care staff complete any required or encouraged training and professional developments provided by ODMHSAS as defined by the Project Manager that includes but is not ,limited to (Housing First, Motivational Interviewing, Behavioral Health Case Management, Peer Recovery Support, Transition to Independence Process. ).
- • Provide a monthly progress report by the 15th of each month to Lahcen.Dallaly@odmhsas.org.
PERFORMANCE MONITORING:
- Contractor shall provide a monthly written report of the activities carried out pursuant to the Statement of Work with the invoice in the invoicing system no later than the 10th day of the following month. The Contractor shall report the following:
- • Number of program participants served to date.
- • Number engaged in mental health or substance use treatment.
- • Number enrolled in or completing educational programming.
- • Number of recipients exited into long term housing.
- • Number of recipients employed.
- • Dates and number of attendees to any social, recreational or life skill group offered to date.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Transition Youth Housing Subsidy
PURPOSE:
- This Contract is to provide housing subsidy through certain authorized expenditures pursuant to the Department’s Protocol for use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document.
REQUIRED ACTIVITIES:
- Contractor shall:
- • Facilitate and manage referrals, approvals and discharges of the Youth Subsidy Program.
- • Facilitate payment of rent, deposits and/or utility assistance in a timely manner upon receipt of requests.
- • Facilitate communications with recipients and their providers on request due dates, income verification processes and other expectations outlined int he Participants Agreement as outlined in the Appendix section of this document.
PERFORMANCE MONITORING:
- Contractor shall submit monthly billing documentation and monthly activity reports as outlined in the Department’s Protocol for Use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document and include summary report of:
- • Number of program participants served to date.
- • Number of recipients contributing their own income towards rent/utilities.
- • Number of recipients reporting 0 income.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Recovery Support – Youth Emergency Shelter Services (Sisu)
PURPOSE:
- The Contractor shall provide ongoing emergency overnight shelter and Host Home stipends to youth and young adults experiencing homelessness in Oklahoma metropolitan area.
REQUIRED ACTIVITIES:
- • Follow-Up and Aftercare/Exit Plans that ensure youth are exiting with consistent and clear understanding of community resources and available services post-exit.
- • Provide emergency shelter and host homes and link youth to an array of wraparound support services from case management to life skills training while working in tandem with law enforcement, department of human services, the juvenile justice system, and the school system.
- • Provide relevant data to support bi-annual program performance reports and periodic evaluations that focus on four core outcome areas: safe and stable housing, employment/education, social and emotional well-being, and permanent connections.
- • Conduct RHY required background checks for staff, consultants, contractors, and volunteers assigned to this project; pursuant to statute/regulations.
- • Allow the ODMHSAS project staff to provide onsite technical assistance at a frequency and duration to be determined by the ODMHSAS.
- • Supply monthly reports to the ODMHSAS regarding outcome measures to meet grant requirements.
- • Employ or utilize at least one individual with lived experience in direct care role in the emergency shelter program.
PERFORMANCE MONITORING:
- Contractor shall submit monthly billing documentation and monthly activity reports as outlined in the Department’s Protocol for Use of Transition Youth Housing Subsidy Funds located in the Appendix section of this document and include summary report of:
- • Number of program participants served to date.
- • Average length of stay.
- • Number of recipients exited into housing, family reunification or back into homelessness.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or depending on the start date of the program and number of months remaining in the state fiscal year.
- Appendix
- ODMHSAS Discharge Planning Subsidy Procedural Protocol
Contractor Shall Adhere:
- The goal of Discharge Planning Housing Subsidy Funds is to assist very low-income individuals (age 18 and older) with mental illness or co-occurring mental illness and substance abuse disorders who are discharging from psychiatric inpatient care, Department of Corrections, or aging out of the foster care system, with accessing and maintaining decent, safe, sanitary, and affordable housing. To facilitate access to such housing, Program funds will be used to assist eligible applicants with housing costs such as rent, utility costs, rent deposits and utility deposits. The amount and type of assistance will be determined based on individual income level, and identified need. The housing subsidy will be tenant based, as it will be provided based on the housing selected by the program participant.
- • Eligible Applicants - Individuals (age 18 and older) with mental illness or co-occurring mental illness and substance abuse disorders who are discharging from psychiatric inpatient care, Department of Corrections, or aging out of the foster care system. Individuals must be either homeless or at risk of becoming homeless if rental assistance is not received. Individuals should meet requirements for very low income and have a gross annual income at or below $16,500, however, incomes above $16,500 can be considered on a case by case basis.
- • Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay for rent and utilities is Current Fair Market Rent per month, which is based on the Fair Market Rent amount for a 1-bedroom. Assistance is not restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed Current Fair Market Rent, however, it is recommended that referring agencies assist participants in locating housing for which costs do not exceed the Current Fair Market Rent maximum (and all bills paid units when possible) to help assure affordability and success for all program participants.
- • Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income will be calculated as follows:
- • First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the Current Fair Market Rent maximum).
- • Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the Current Fair Market Rent maximum).
- • The goal of the Housing Subsidy Funds is to assist participants with transition to self-sufficiency between 9 to 12 months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case by case basis.
- • It is expected that the all participants and outpatient services agencies will work actively together toward employment or SSI/SSDI income, as well as on other recovery focused goals/objectives, as this is a time limited program.
- • Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to program participants but may not exceed a total of Current Fair Market Rent.
- • Referring Agencies - Referring agencies will need to complete and submit (with all required information) the Discharge Planning Housing Subsidy Referral Form (Part 1 & Part 2) to the contracted Gatekeeping agency.
- • Part 1 of the Referral form must be completed by the discharging psychiatric hospital, discharging Department of Corrections facility, or the Department of Human Services for children aging out of the foster care system, and must be completed and submitted prior to discharge. The Gatekeeping agency will contact the referring agency and notify if applicant is approved to move forward with arranging for housing. Part 2 of the Referral form can either be complete by the discharging agency and the applicant, or the discharging agency may arrange for the outpatient services agency and the applicant to complete Part 2 of the referral. Part 2 of the referral must be received by the Gatekeeping agency within 30 days of the Projected Discharge Date listed on Part 1 of the referral. If Part 2 of the referral is not received during that period, Part 1 of the referral will be determined null and void, and the participant will no longer be eligible to participate in the subsidy program. If discharge date is going to be different than what is listed on Part 1, it is the responsibility of the referring agency to notify the Gatekeeping agency.
GATEKEEPING AGENCY REPSPONSIBILITIES
- • Project Referral Review and Approval
- • Will review all Referral forms for completeness, and if not complete will return to referral agencies to be completed.
- • Will review all Referral forms to ensure that persons referred meet criteria for assistance:
- • The information on the referral form reflects that applicant is age 18 or older.
- • The information on the referral form reflects that applicant has a mental illness or co-occurring mental illness and substance abuse disorder.
- • The information on the referral form reflects that applicant has either been discharged from psychiatric inpatient care, Department of Corrections, or has aged out of foster care (as indicated by the check boxes on the form and the referral agency name and signature on Part 1 of the form- the agency name and signature must be from a correctional facility, a psychiatric inpatient care facility, or from DHS for persons aging out of foster care).
- • The information on the referral form reflects that applicant is either homeless or at risk of becoming homeless.
- • The information on the referral form reflects that applicant meet requirements for very low income as evidenced by a gross annual income at or below $16,500. (or approval has been acquired by ODMHSAS for an income above $16,500.).
- • If information provided on the referral form reflects that applicant does not meet criteria for assistance, will notify both the applicant and the referring agency.
- • If information provided on the referral form reflects that applicant meets the criteria for assistance, will notify the applicant of approval and will make the needed one-time payments for rent and utility deposits (not to exceed a total of Current Fair Market Rent. for all deposits) and the first month of rent (not to exceed Current Fair Market Rent). For the first six months of assistance, subsidy recipients will pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the Current Fair Market Rent maximum), and for the last six months of assistance recipients will pay 30% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance (up to the maximum Fair Market Rent).
Additional Months of Rental Assistance
- • Will ensure that a copy of the signed lease agreement between tenant and landlord, for the property identified in the Referral form, is received prior to making any additional rental or utility payments.
- • If lease agreement has not been received, will follow-up with the applicant to acquire the lease.
- • Will review utility bills that are faxed and mailed in by the subsidy recipient and will pay up to the total amount allowed for utility assistance.
- • For subsidy recipients who have an amount allowed for utility assistance, will send out a monthly statement to the recipient reflecting the type and amount of utilities paid during the previous month.
- • Will process any verbal or written requests by subsidy recipients to terminate assistance.
- • Will make follow-up contact with subsidy recipients at 5 months (since first receiving subsidy) to confirm continued residence at the location for which subsidy is being received, to confirm phone/contact number, to assess current income and recalculate subsidy accordingly (to begin the 7th month). If recipient cannot be reached, will make a follow-up contact with the designated service provider for which a release has been obtained. If unable to confirm continued residence at the location for which subsidy is being received, the subsidy recipient will be notified that unless confirmation is received subsidy payments will be terminated after a period of 30 days.
Activity Reports
- • A report reflecting project activity should be submitted twice a year to Andru Dallaly, Lahcen.dallaly@odmhsas.org The report should be submitted by the 15th of the month following the months of December and June and must include a year-to-date account of the following information for the contract year: 1.) Information on approvals and denials including the referring agency, their referral category (corrections, psychiatric hospital, aging out of foster care), the number of referrals that were both approved and denied, if denied- the reason for denial, and for approvals- the average processing time; 2.) Information on the people served including the referring agency, city placed, # or people served.
Monthly Billing / Documentation
- • Submit invoices through E- Provider, contact contracts@odmhsas.org if experiencing issues with this process.
- • Documentation must be submitted every month even if there is no activity for that month. Documentation should be submitted by the 15th of the month following the billing period and must include a Discharge Planning Housing Subsidy Invoice and a Discharge Planning Housing Subsidy Categories of Expenditure spreadsheet.
- • Up to 4% of total contract allocation can be billed for administration costs. These monthly costs are to be billed as 1/12th of the total administrative amount and should be reflected as such on the Invoice.
- ODMHSAS PATH Protocol
A. PATH Application
- Each PATH site will submit a PATH Application per Center for Mental Health Services (CMHS) requirements and due dates. The application consists of the intended use plan, progress report, proposed budget and budget narrative. This process will be facilitated by the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) PATH Contact.
B. HMIS
- Each PATH site will enter all PATH data from ODMHSAS PATH Face Sheets, into their local Homeless Management Information System (HMIS).
C. Quarterly Report
- Each PATH site will submit a completed Oklahoma PATH Quarterly Report utilizing HMIS system report(s). Each PATH site will submit any additional information requested by ODMHSAS. Quarters and due dates will be as follows:
| First Quarter: July, August, September |
Due Date: October |
| 10th Second Quarter: October, November, December |
Due Date: January |
| 10th Third Quarter: January, February, March |
April 10th |
| Fourth Quarter: April, May, June |
July 10th |
D. Technical Assistance Meetings
- Technical Assistance will be offered on an as needed basis. Technical Assistance can be requested by the PATH
provider if a need is determined. In addition, Quarterly Reports will be reviewed each quarter by the ODMHSAS PATH Contact and
Technical Assistance may be scheduled to help address any identified challenges. Technical Assistance may also be provided in
response to challenges identified during the annual site visit. Technical Assistance can be provided for an individual site or
combined with another site if the same need exists.
E. Annual Report
- Each PATH site will submit a complete Annual Report per (CMHS) guidelines. This process will be facilitated by the
ODMHSAS PATH Contact (Annual Report will be completed with data collected in the Quarterly Reports, program financial information
and staffing).
F. Annual Site Visit
- The ODMHSAS PATH Contact will conduct a one-day site visit for all PATH sites. A site visit will
consist of the following:
- • Interview with all PATH funded staff, their supervisor and the PATH Director;
- • Interview with two (2) individuals receiving PATH services;
- • Review three (3) path case records;
- • Review documentation for any PATH cases open more than 12 months;
- • Review process for collecting PATH data that populates quarterly/annual reports; and
- • Review financial records/process for billing PATH services, and for tracking and supporting
state match requirements.
G. PATH GPRA Measures
- The Government Performance and Results Act (GRPA), enacted in 1993, requires federal agencies to establish standards
measuring their performance and effectiveness. Below are the PATH GRPA Measures. It is recommended that each PATH site strive to
achieve the Oklahoma PATH Targets listed for each measure.
- • Increase the number of homeless persons contacted
- This measure captures the number of homeless persons contacted by PATH providers. Persistent and consistent outreach
and the introduction of services at the client’s pace are important steps to engaging homeless persons with serious
mental illness (SMI) and to beginning the process of linking them to housing, mental health, substance abuse, case management
and other supportive services.
- Calculation: Persons served by federal PATH funds
- Federal PATH Target: 160,000 (nationally)
- Oklahoma PATH Target – 600 (Each PATH provider should target to achieve or exceed the # of persons
projected in their Intended Use Plan.)
- • Increase the percentage of homeless persons with SMI who become enrolled in
services (annual and long-term)
- This measure is an indicator of the rate of enrollment for PATH-eligible individuals.
PATH enrollment is defined as:
- • The individual is determined to be “PATH-eligible,” (i.e., experiencing Severe Mental Illness and homelessness
or imminent risk of homelessness)
- • The PATH worker established engagement with the individual (the individual has agreed to work towards a
goal with the PATH worker),
- • The PATH worker opened an individual file that contains:
- • Demographic information,
- • Documentation of PATH eligibility,
- • Mutual agreement for the provision of services, and
- • Services provided.
- Calculation: Number of outreach contacts who become enrolled in PATH divided by Persons served by federal PATH
funds outreach minus Number of outreach client not enrolled because ineligible
- Federal PATH Target – 55%
- Oklahoma PATH Target– 55%
- • Increase the percentage of enrolled homeless persons who receive community
mental health services
- Calculation: Number of persons enrolled in community mental health services divided by Persons served by
federal PATH funds – enrolled clients.
- Federal PATH Target – 47%
- Oklahoma PATH Target- 75%
- • Maintain average Federal cost of enrolling a homeless person with SMI
in services
- Calculation: Federal PATH appropriation divided by persons served by PATH
funds – enrolled PATH clients.
- Federal PATH Target - $668
- Oklahoma PATH Target - $668 (Each PATH provider should strive to increase the number of individuals enrolled
in PATH beyond the number projected in their Intended Use Plan to work toward this target.)
H. Annual PATH Meeting
- All PATH funded staff will attend one yearly PATH Meeting. The location of this meeting will be rotated among each
PATH site. The purpose of the meeting will be to share information, provide updates and review of the implementation of PATH
services, and to provide a networking opportunity for Oklahoma PATH providers.
I. Prior Authorization/Billing
- The Procedure Code Group (DH520) is to be used by agencies with an ODMHSAS contract for PATH, for the provision
of designated services for all individuals served under the Federal PATH grant. It is a one-time 6-month authorization that
is requested in addition to a standard outpatient authorization, to accommodate the more intensive service need during the
first 6 months of the transitional 9-month PATH program. This is an instant authorization that will be created upon
completion of a 23, 40, or 42 CDC with a service focus of 25 (PATH) and outpatient level of care. This request is totally
separate from the standard outpatient PA request, and has a separate dollar cap. Valid CAR Scores are required, but they do
not need to support a particular level to access the PATH PA.
- When billing for services eligible under the PATH specific PA (DH520), you will use the PATH specific billing codes
that are located in the ODMHSAS Services Manual. When billing for PATH under the standard outpatient PA you will just bill the
regular outpatient codes (not the PATH specific codes). For a list of the services that can be billed under the PATH specific PA,
go to www.odmhsas.org/arc.htm click on Billing Information and then PA Group Spreadsheet.
On the summary tab, you will find the DH520 at the bottom of the page - just click on the word PATH.
- ODMHSAS Protocol for Use of Discharge Planning Housing Subsidy Funds
The goal of Discharge Planning Housing Subsidy Funds is to assist very low-income individuals (age 18 and older)
with mental illness or co-occurring mental illness and substance abuse disorders who are discharging from psychiatric inpatient care,
Department of Corrections, or aging out of the foster care system, with accessing and maintaining decent, safe, sanitary, and
affordable housing. To facilitate access to such housing, Program funds will be used to assist eligible applicants with housing
costs such as rent, utility costs, rent deposits and utility deposits. The amount and type of assistance will be determined based
on individual income level, and identified need. The housing subsidy will be tenant based, as it will be provided based on the
housing selected by the program participant.
- Eligible Applicants - Individuals (age 18 and older) with mental illness or co-occurring mental illness and substance
abuse disorders who are discharging from psychiatric inpatient care, Department of Corrections, or aging out of the foster care
system. Individuals must be either homeless or at risk of becoming homeless if rental assistance is not received. Individuals
should meet requirements for very low income and have a gross annual income at or below $16,500, however, incomes above $16,500
can be considered on a case by case basis.
- Rental Assistance (Including Utility Assistance) - The maximum amount of rental assistance to help pay
for rent and utilities is $574 per month, which is based on the Fair Market Rent amount for a 1-bedroom. Assistance is not
restricted to 1-bedroom housing units, or to units for which the total rent and utility costs do not exceed $574, however,
it is recommended that referring agencies assist participants in locating housing for which costs do not exceed the $574 maximum
(and all bills paid units when possible) to help assure affordability and success for all program participants.
- Rental assistance can be provided to individuals with no income. Rental assistance for individuals with an income
will be calculated as follows:
- First 6 Months - subsidy recipients will pay 0% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- Last 6 Months - subsidy recipients will pay 30% of their gross monthly income toward rent and utilities,
and the remainder of the rent/utilities can be provided as rental assistance (up to the $574 maximum).
- The goal of the Housing Subsidy Funds is to assist participants with transition to self-sufficiency between 9 to 12
months. Based on individual needs, the provision of subsidy beyond 12 months will be considered on a case
by case basis.
- It is expected that the all participants and outpatient services agencies will work actively together toward employment
or SSI/SSDI income, as well as on other recovery focused goals/objectives, as this is a time limited program.
- Rent & Utility Deposits - One-time assistance with rent and utility deposits may be provided to program
participants but may not exceed a total of $574.
- Referring Agencies - Referring agencies will need to complete and submit (with all required information)
the Discharge Planning Housing Subsidy Referral Form (Part 1 & Part 2) to the contracted Gatekeeping agency.
- Part 1 of the Referral form must be completed by the discharging psychiatric hospital, discharging Department of
Corrections facility, or the Department of Human Services for children aging out of the foster care system, and must be
completed and submitted prior to discharge. The Gatekeeping agency will contact the referring agency and notify if applicant
is approved to move forward with arranging for housing. Part 2 of the Referral form can either be complete by the discharging
agency and the applicant, or the discharging agency may arrange for the outpatient services agency and the applicant to
complete Part 2 of the referral. Part 2 of the referral must be received by the Gatekeeping agency within 30 days of the
Projected Discharge Date listed on Part 1 of the referral. If Part 2 of the referral is not received during that period,
Part 1 of the referral will be determined null and void, and the participant will no longer be eligible to participate in the
subsidy program. If discharge date is going to be different than what is listed on Part 1, it is the responsibility of the
referring agency to notify the Gatekeeping agency.
GATEKEEPING AGENCY REPSPONSIBILITIES
- Project Referral Review and Approval
- • Will review all Referral forms for completeness, and if not complete will return to referral
agencies to be completed.
- • Will review all Referral forms to ensure that persons referred meet
criteria for assistance:
- • The information on the referral form reflects that applicant is age 18 or older.
- • The information on the referral form reflects that applicant has a mental illness or co-occurring mental
illness and substance abuse disorder.
- • The information on the referral form reflects that applicant has either been discharged from psychiatric inpatient
care, Department of Corrections, or has aged out of foster care (as indicated by the check boxes on the form and the referral
agency name and signature on Part 1 of the form- the agency name and signature must be from a correctional facility, a psychiatric
inpatient care facility, or from DHS for persons aging out of foster care).
- • The information on the referral form reflects that applicant is either homeless or at
risk of becoming homeless.
- • The information on the referral form reflects that applicant meet requirements for very low income as evidenced
by a gross annual income at or below $16,500. (or approval has been acquired by ODMHSAS for
an income above $16,500.).
- • If information provided on the referral form reflects that applicant does not meet criteria for assistance, will
notify both the applicant and the referring agency.
- • If information provided on the referral form reflects that applicant meets the criteria for assistance, will notify
the applicant of approval and will make the needed one-time payments for rent and utility deposits (not to exceed a total of $574.
for all deposits) and the first month of rent (not to exceed $574). For the first six months of assistance, subsidy recipients will
pay 0% of their gross monthly income toward rent and utilities, and the remainder of the rent/utilities can be provided as rental
assistance (up to the $574 maximum), and for the last six months of assistance recipients will pay 30% of their gross monthly income
toward rent and utilities, and the remainder of the rent/utilities can be provided as rental assistance
(up to the $574 maximum).
Additional Months of Rental Assistance
- • Will ensure that a copy of the signed lease agreement between tenant and landlord, for the property identified
in the Referral form, is received prior to making any additional rental or utility payments.
- • If lease agreement has not been received, will follow-up with the applicant to
acquire the lease.
- • Will review utility bills that are faxed and mailed in by the subsidy recipient and will pay up to the
total amount allowed for utility assistance ($574 – Rent subsidy amount).
- • For subsidy recipients who have an amount allowed for utility assistance, will send out a monthly statement
to the recipient reflecting the type and amount of utilities paid during the previous month.
- • Will process any verbal or written requests by subsidy recipients to
terminate assistance.
- • Will make follow-up contact with subsidy recipients at 5 months (since first receiving subsidy) to confirm
continued residence at the location for which subsidy is being received, to confirm phone/contact number, to assess current
income and recalculate subsidy accordingly (to begin the 7th month). If recipient cannot be reached, will make a follow-up
contact with the designated service provider for which a release has been obtained. If unable to confirm continued residence
at the location for which subsidy is being received, the subsidy recipient will be notified that unless confirmation is
received subsidy payments will be terminated after a period of 30 days.
Activity Reports
- A report reflecting project activity should be submitted twice a year to ODMHSAS 2000 North Classen Blvd, Suite E600
Attn: Tammie Vail – STARS Division. The report should be submitted by the 15th of the month following the months of December
and June and must include a year to date account of the following information for the contract year: 1.) Information on approvals
and denials including the referring agency, their referral category (corrections, psychiatric hospital, aging out of foster care),
the number of referrals that were both approved and denied, if denied- the reason for denial, and for approvals- the average
processing time; 2.) Information on the people served including the referring agency, city placed, # or people served.
Monthly Billing / Documentation
- Documentation shall be sent to: contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Discharge Planning Housing Subsidy Invoice
and a Discharge Planning Housing Subsidy Categories of Expenditure spreadsheet.
- Up to 4% of total contract allocation can be billed for administration costs. These monthly costs are to be billed
as 1/12th of the total administrative amount and should be reflected as such on the Invoice.
- ODMHSAS Protocol for Use of Housing Flexible Funds
Flexible funds should never be disbursed as cash to consumers. Funds must be disbursed as direct reimbursement
for goods or services, with receipts documenting purpose of the expense. Flexible funds shall be used after all other sources
of funding have been exhausted. This document outlines allowable expenses for Housing Flexible Funds.
- Housing Flexible Funds are to be used to support community integration of persons receiving direct services;
with emphasis on assisting with accessing and maintaining safe and affordable permanent housing
in the community.
- Allowable Services
- • Rent Deposits – Deposits paid to the landlord/leasing company required
before/upon moving.
- • Utility Deposits – Deposits for utilities such as: water/sewer/garbage; gas; electric. May not be used for
phone, cable/satellite TV or similar deposits.
- • Rent – Monthly rental expenses. Designed to be temporary in nature. Case manager should assist the
consumer in finding alternative financial resources such as work, disability payments, etc.
as soon as possible.
- • Utilities – Monthly utility payments such as: water/sewer/garbage; gas, electric. May not be used
for phone, cable/satellite TV or similar payments. Designed to be temporary in nature. Case manager should assist the consumer
in finding alternative financial resources such as work, disability payments, etc., as
soon as possible.
- • Repairs/Maintenance – repairs, building and yard maintenance for leased properties as required by
lease agreement. Home repairs, including plumbing, painting, repair of broken windows or doors. Purchase of screens and door
locks, and insect fumigation are also permitted.
- • Insurance – Renter’s insurance as required by lease agreement. Also designed to
be temporary in nature.
- • Food/Personal Items – Needed food/personal hygiene items provided to the consumer until such time as
other entitlement/income is received. Designed to be temporary in nature. Expenses for alcoholic beverages or tobacco products
are not allowed.
- • Clothing – Season-suitable clothing and shoes for consumers.
- • Transportation – Car repairs needed to assure adequate medical or behavioral health care. Other
Transportation expenses necessary for consumers’ access to medical or counseling appointments.
- • Other Goods – Durable goods such as furniture and appliances. (Appliances previously purchased with flex
funds, such as stoves, refrigerators and air conditioners cannot be replaced by use of additional flex funds within 18 months
unless there is documentation that the appliance is no longer working.)
- • Moving Expenses – Expenses related to moving a consumer’s belongings
to permanent housing.
Monthly Billing / Documentation
- Documentation shall be sent to: Suzanne.williams@odmhsas.org and contracts@odmhsas.org OR Contracts,
Oklahoma Dept. of Mental Health and Substance Abuse Services 2000 N. Classen Blvd.,
Suite E600 Oklahoma City, Oklahoma 73106.
- Documentation must be submitted every month even if there is no activity for that month. Documentation should be
submitted by the 15th of the month following the billing period, and must include a Housing Flex Funds Invoice and a
Categories of Expenditure spreadsheet.
- ODMHSAS Transition Youth Housing Subsidy Protocol
- ODMHSAS Emergency Youth Shelter Subsidy Protocol
Eligible Applicants - Individuals (ages 15 - 25) who have a mental illness or co- occurring mental illness and
substance use for who need immediate emergency placement for shelter. Priority placement is given to youth who meet the RHY
definition under the Family and Youth Services Bureau Administration for Children and Families and be 17 years and younger.
Please contact ODMHSAS staff when requesting eligibility for youth 14 and under.
- Emergency Shelter - The maximum reimbursement per transition youth or RHY is 31 consecutive days at a rate of $35/day.
For duplicated youth stays or extensions, please request a waiver through ODMHSAS staff.
- Host Home Stipend Provision - The stipend reimbursement rate is $250/month per placement per host home family.
Host Home is to assist recipients temporarily with transition to self-sufficiency between 3 to 6 months. Based on individual needs,
the provision of subsidy beyond 6 months will be considered on a case by case basis. It is expected that the all subsidy recipients,
Contract staff, and ODMHSAS staff will work actively together toward long term housing solutions, employment or SSI/SSDI income,
toward obtaining Section 8 stipends or any other objective that results in the youth no longer
experiencing homelessness.
- Host Homes must be complete: Host Family Application, background check and supporting documentation; Signed proof of
Host Family’s successful completion of Host Family Credentialing Training; Signed Mutual Subsidy Recipient Agreement
(If the applicant is under age 18, and not legally emancipated, a Guardian is required to sign), and A release of information
authorizing communication between Contractor, Host Family, and the ODMHSAS, regarding the Host’s receipt of subsidy funds and
work towards goals of self-sufficiency .
- The goal of the emergency youth housing subsidy is to provide emergency placement for runaway and homeless youth
while assisting with accessing and maintaining decent, safe, sanitary and affordable housing. The Contractor must submit an
approved monthly report with invoice to ODMHSAS staff.
- For purposes of this program, ODMHSAS staff is the ODMHSAS Project Manager for Runaway and
Homeless Youth Programs.
- ODMHSAS Handbook for Continuum of Care (CoC) Permanent Supportive Housing Programs
Suicide Prevention Services
- Suicide Prevention Government/Professional/Sole Source Services
- Suicide Prevention – 24/7 Telephonic and/or Online Crisis Intervention & Follow Up Services
System of Care (SOC)
- System of Care Fixed Rate Services
- SOC – Behavioral Intervention Services in Schools (BISSS)
- SOC – Behavioral Intervention Services in Schools (BISSS) - Therapeutic Classroom
- SOC – Wraparound
- SOC – Wraparound AWARE in School
- SOC – Youth and Young Adult Diversion Initiative
PURPOSE:
- Contractor shall provide culturally relevant services and supports to communities in overcoming generational and historical trauma. Contractor shall furnish the necessary resources to provide treatment, crisis, and support services to youth and young adults in transition aged 16-25 with mental health, substance use, or co-occurring issues. Services and supports shall be based on the core components and philosophy of Oklahoma Systems of Care and evidence-based practices for young adults in transition.
REQUIRED ACTIVITIES:
- • Provide direct treatment services through Oklahoma Systems of Care in Wraparound and/or Transition to Independence, and appropriate evidenced-based practices.
- • Ensure project staff (Case Manger II and Peer Recovery Support Specialist) are fully trained in the Wraparound and Transition to Independence Models and have the capacity to implement these models with transition age young adults.
- • Develop and implement a specialized team to coordinate care for young adults in transition to include recovery support, peer to peer support, case management services, and therapy.
- • Plan and implement screening and assessment services for transition age young adults.
- • Plan and implement outreach (to include street outreach), referral, and engagement efforts to educational institutions, healthcare, child welfare, juvenile justice/correctional institutions, homeless shelters, drop-in centers, local faith communities, to identify young adults in transition with untreated SED/SMI, as well as those at risk for developing SED/SMI and substance use/co-occurring disorders.
- • Implement public awareness and cross-system provider training for other systems serving young adults in transition, including marketing strategies, training for community members, and collaborating agencies.
- • Establish relationships with community stakeholders and collaborating agencies to broaden and link all community resources available to young adults in transition.
- • Implement a community needs assessment to determine what services are needed, accessibility of existing services, effectiveness of these services and, gaps identified that could be filled.
- • Ensure that project personnel attend and participate in meetings, coaching, site calls, and training as required by ODMHSAS to ensure coordination with the state staff and general communication and functioning of the state-wide initiative.
- • A monthly average of 8-10 Youth and Young Adults ages 16-25 will be enrolled and receiving services.
- • Ensure a monthly average number of youth and young adults, as identified by ODMHSAS, will be enrolled, and receiving services. Contractor’s caseload will not fall below 75% capacity for longer than three consecutive months.
- • Report in the OKSOC Evaluation Portal (EON) with all required evaluation instruments. Monitor compliance with data requirements and impairments and change over time for individual clients and for agency as a whole.
- • Contractor shall report all services provided to a youth or young adult in the initiative through EON. Contractors’ records pertaining to initiative (both clinical and financial) will be subject to review by ODMHSAS.
PERFORMANCE MONITORING:
- • Contractor will monitor performance to ensure processes and concrete outcomes that establish holistic health—both physical and behavioral health—services and supports.
- • Quarterly chart / document reviews will be completed by state staff in collaboration with Project Directors and agency staff.
- • Review of monthly evaluation reports in ODMHSAS Evaluation Portal—EON--by state staff in collaboration with Directors and agency staff. Measures include:
- • OKSOC Assessment baseline completion rate.
- • OKSOC Assessment follow-up completion rate.
- • Rate of improvement at follow-up on NOMs and OKSOC Assessment.
COMPENSATION
- • Services will be reimbursed through fee-for-service claims submitted to MMIS.
- • Billed services not in compliance with requirements in the ODMHSAS Service Manual may be subject to recoupment.
- System of Care Government/Professional/Sole Source Services
- SOC – Advocacy, Family Support, and Education - Statewide (OFN)
- SOC – Behavioral Intervention Services in Schools (BISSS)
- SOC – Behavioral Intervention Services in Schools (BISSS) - Therapeutic Classroom
- SOC – Behavioral Interventionist Program
- SOC – Child Abuse and Trauma Advocacy and Referral
- SOC – Childcare and Home Visiting Mental Health Consultation Program
- SOC – Children’s Assessment and Evaluation Workforce Development Project
- SOC – Children’s Crisis Call Center
- SOC – Cleveland County Infant and Early Childhood Mental Health Consultation
- SOC – Curriculum-Based Community Programs for Youth
- SOC – Early Childhood Mental Health Consultation Child Care and Wraparound
- SOC – Evaluation - Cleveland County First Five
- SOC – Evaluation and Outreach Clinical High Risk Psychosis - CHR-P Grant (OU E-Team)
- SOC – Generic Host Agency
- SOC – Healthy Transitions Initiative - 2 Evaluation (OU)
- SOC – Infant and Early Childhood Mental Health Clinic
- SOC – Infant & Early Childhood Training & Consultation Training Center
- SOC – Mobile Response and Stabilization
PURPOSE:
- Contractor shall provide the resources necessary to operate a Mobile Response and Stabilization System for children, youth and young adults and their families, up to the age of 25. The Mobile Response and Stabilization System is a mobile intervention service for children, youth, and young adults experiencing behavioral health emergencies. Mobile invention services shall include, but not be limited to: community-based rapid emergency crisis stabilization for individuals with immediate, overwhelming behavioral problems that severely impair their ability to function in the community; community-based emergency intervention for other behavioral health emergencies; collaboration with community stakeholders to help ensure client success; outreach and engagement for crisis intervention service recipients who are not existing clients; follow-up care to promote continued stabilization; coordination of care; and other community-based activities to enhance access, service quality, child and family outcomes, and stakeholder satisfaction.
REQUIRED ACTIVITIES:
- • Contractor shall provide a Mobile Response and Stabilization System for children, youth and young adults up to the age of 25. These children, youth and young adults shall be eligible regardless of payer source or ability to pay. Exclusions include youth in Residential Treatment Facilities or Inpatient Hospitals.
- • Contractor shall maintain capacity to respond to emergency calls from the target population within their geographic service area 24 hours a day, 7 days a week, 365 days a year.
- • The Contractor shall have a published telephone number accessible on a 24-hour basis, seven days a week.
- • The Contractor must have the ability to handle and respond to multiple calls at one time.
- • The Contractor must respond to calls within 1 hour of the call, unless the call is identified as a deferred call.
- • The Contractor must respond to deferred calls within 24 hours of call.
- • Contractor shall maintain capacity to staff a Mobile Response Team (MRT) 24 hours a day, 7 days a week, 365 days a year to provide on-site, face-to-face emergency response to assist with behavioral health emergencies through the provision of face-face mobile intervention services designed to deescalate the emergent situation, prevent placement disruption, inpatient hospitalization, detention and homelessness. The overall goal is to restore the youth and family to a pre-emergency level of stabilization.
- • Face to Face in person emergency response shall be provided by a Care Coordinator, Family Support Provider, Peer Recovery Support Specialist, Behavioral Health Aide or other qualified staff, with immediate access to a Licensed Mental Health Professional (LMHP).
- • Immediate access to a LMHP is defined as face to face in person access or access through an on-call system (e.g. telehealth).
- • Face-to-Face emergency interventions that take place in a hospital emergency room are to be provided by a LMHP.
- • Mobile Response and Stabilization teams of two or more staff is preferred, but an exception can be made by a LMHP according to the policy of the Contractor.
- • Required trainings – Cultural Competency/Humility, Trauma Informed Care, Safety Planning, Columbia Suicide Screening Severity Rating Scale (C-SSSRS)., motivational interviewing and working with diverse populations including ID/DD and Autism.
- • Contractor shall provide referral and linkage to appropriate behavioral health services to meet the needs of the child/youth.
- • MRTs shall provide crisis diversion, resource support, stabilization and care coordination for emergency situations that are not a mental health or substance use crisis.
- • When emergencies rise to a level needing a clinical intervention, MRTs shall access an LMHP via telehealth or face-to-face.
- MRTs shall respond to emergent situations and attempt to work with the family to de-escalate and connect with follow up services, while linkages for community based services are established.
- • When an emergency is determined to be a clinical crisis, the MRT will Link with an LBHP and the LBHP will conduct an assessment in order to determine if there is a mental health or substance use crisis that is of immediate danger to self or others, the MRT will work to find the appropriate level of care for the chilld’s safety. . The family or contracted transportation service will then transport the child or youth to the inpatient facility. The MRT will at that time make a referral to link the family with a local mental health provider agency to begin preparing the family for reunification.
- • The MRT shall make contact with inpatient facility within 48 hours after inpatient admission to discuss discharge planning of those who go inpatient or a residential setting.
- • Follow-up care and coordination of services by the MRT after the emergency intervention will last up to 72 hours, to promote continued stabilization. There is also an option to continue to follow-up for 8 weeks, as needed. All follow- up must be under close supervision of an LBHP.
- • Contractor shall create an organized system to deliver post emergency services to child and family.
- • Contractor shall adopt the core principles outlined in the National Guidelines for Behavioral Health Crisis Care – Best Practice Toolkit.
PERFORMANCE MONITORING:
- • Contractor shall complete required documentation of mobile response and follow up in the EON System:
- • Diversion from change of placement for child.
- • Diversion from acute psychiatric hospital.
- • Referral to community based mental health care.
- • Diversion from school suspension or expulsion.
- • Improved access to assessments and evaluations and improved access and timeliness of service delivery in all settings, including youth in detention centers or juvenile shelters.
- • Improved satisfaction and increased participation in treatment by families and children. An annual formal site review and report conducted by state staff.
- • Contractor will complete EON entry with documentation of outcome and follow-up of mobile response.
- SOC – Respite (OUHSC Sooner Success)
- SOC – Structured Psychotherapy for Adolescents Responding to Chronic Stress (SPARCS) Training and Consultation
- SOC – Training and Consultation – Clinical Infant and Early Childhood Mental Health Pathway Training
PURPOSE:
- Contractor shall provide training and consultation to children’s mental health providers across the state related to Infant and Early Childhood Mental Health (IECMH) as a component of the IECMH Pathway Training for professional development to help develop an early childhood system of care statewide which focuses on supporting the needs of families with infants and young children receiving services through Oklahoma’s System of Care, CCBHC’s, or other types of mental health provider agencies across the state. This training and consultation will support the workforce development goals of the Oklahoma Mental Health Block Grant and Oklahoma’s IMH Strategic Plan.
REQUIRED ACTIVITIES:
- • Contractor shall provide lectures, workshops, and webinars (regionally and statewide) related to topics such as an overview of infant mental health, parental mental illness, reflective practice, and infant mental health assessment, etc., Schedule and topics shall be determined in collaboration between the contractor and the Senior Program Manager for Infant & Early Childhood Mental Health (IECMH) or an ODMHSAS designee.
- • Contractor shall serve as a member of the hub team for Infant Mental Health ECHO coordinated by OSU Center for Health Sciences.
- • Contractor shall prepare and present at least one session at the Children’s Behavioral Health Conference as determined in collaboration with the Senior Program Manager for IECMH or the conference planning committee.
- • Contractor shall provide case consultation to providers serving infants, young children, and their families. This can be done in person, via Zoom or other virtual format, via e-mail, or phone (with de-identified case information).
- • Contractor shall support individuals with RS/C as determined in collaboration with the Senior Program Manager of IECMH in alignment with agency goals.
PERFORMANCE MONITORING:
- • Contractor shall provide information on the number of participants and their county location for each session of training in support of meeting goals set in Oklahoma’s MH Block grant.
COMPENSATION:
- • Contractor shall submit invoices for payment in accordance with instructions by ODMHSAS. Contractor shall be reimbursed upon documentation of expenditures pursuant to an ODMHSAS-approved project budget according to procedures determined by ODMHSAS.
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control. Contractor shall not bill for more than 1/12th of the approved budget submitted to ODMHSAS in any given month. Invoices are based on the Contractor’s submitted budget and appropriate documentation.
- SOC – Tulsa/OKC Advocacy and Community Partner (MHAO)
PURPOSE:
- Contractor shall establish and maintain an effective Community Team, Youth Motivating Others through Voices of Experience (MOVE) Chapter, and family advisory group to assist with the successful integration and connections into mental health and substance use networks throughout Oklahoma.
REQUIRED ACTIVITIES:
- • Contractor shall act as an intermediary for the Community Team and Youth MOVE Chapter in the event of conflict, serving to mediate between members to try to bring about an agreement or reconciliation.
- • Contractor shall collaborate to sustain and expand these groups with other advocacy groups and mental health and substance abuse providers.
- • Contractor shall provide opportunities to develop self-advocacy and leadership skills to families and youth/young adults.
- • Contractor shall provide referral and linkage to community resources and peer to peer support groups and networks.
- • Contractor shall employ adequate staff to ensure that the Community Team, Youth MOVE Chapter, and family and youth/young adult groups receive sufficient and appropriate technical assistance to attain the goals and objectives.
- • Contractor shall host at least one (1) family friendly event/activity during Children’s Awareness month and (1) youth/young adult event/activity. These activities may include a rally and walk/run event, education event, or special celebration.
- • Contractor shall engage the community, youth, young adult, and family groups to expand effectiveness and impact across the community and state levels to effect change.
- • Contractor shall provide all new materials (i.e. fact sheets, brochures, flyers, videos, etc.) to ODMHSAS for review and approval prior to public dissemination.
- • Contractor shall provide education to youth, young adults, and family members on how to advocate for themselves, how to participate in community groups and boards, how to effect change, and how to educate others.
- • Contractor shall utilize group members as educators and advocates at trade shows, conferences, and awareness activities to engage, outreach, and educate the community about mental health and substance abuse issues.
- • Contractor shall facilitate and support recruitment and outreach activities for community members, children, youth, young adults, and families.
- • Contractor shall utilize effective social marketing to prepare and disseminate information regarding mental health and substance abuse issues for children, youth, young adults, and their families using social media mediums, newsletters, and other tools. This information will include efforts to reduce stigma around mental health issues, promote healing strategies, and normalize communities to new levels of understanding and acceptance.
- • Contractor shall actively participate in the Oklahoma Systems of Care (OKSOC) Social Marketing Committee and will assure that their social marketing efforts align and adhere to the statewide OKSOC social marketing plan.
- • Contractor shall collaborate with local and state stakeholders to develop an internal social marketing plan which will be revised and/or reviewed no less than once a year.
- • Contractor shall expand organizational influence and service provision to include special. populations—culturally and linguistically diverse communities that are not just defined by race or ethnicity, but also socio-economic status, sexual orientation, gender identity, physical and mental ability, age, veteran status, and other factors.
- • Contractor, in collaboration with ODMHSAS personnel, shall deliver technical assistance to the Community Team, Youth MOVE Chapter, and family advisory and advocacy groups as part of the ongoing mission.
- • Contractor shall provide adequate space and material resources to provide effective support to children, youth, young adults, and their families and provide information and advocacy to members and prospective members of the advocacy group, including community members, youth, young adults, and family members.
- • Contractor shall support ongoing policy development at the state level by collaboration and coordination of trainings, Youth MOVE Chapter, groups, and special events for children, youth, young adults, and families who are or may be impacted by mental health and substance abuse issues.
- • Contractor, in collaboration with appropriate ODMHSAS staff, shall utilize evidence-based materials and curriculum to engage effectively with youth, young adults, families, and communities by building leadership skills, generating community awareness, offering educational training, and developing an understanding of local state, and federal resources available to them. This assistance will be offered on-site and at central locations.
- • Contractor, in collaboration with responsible ODMHSAS staff members, shall develop, maintain, and share a comprehensive contact list of Community Team members, family advisory group members, Youth MOVE Chapter members, meeting locations, number of those in attendance, frequency of group meetings for the purpose of regular communication and information dissemination regarding events, support, activities, trainings, educational opportunities, policy changes, and other general information.
- • Contractor shall actively engage in supportive interactions with ODMHSAS stakeholders—communicating, cooperating, and collaborating to support the goals and objectives.
- • Contractor, in collaboration with community members, youth, young adults and family members, shall develop and implement strategic plans for each group to identify the direction of the work, to outline how resources are allocated to accomplish this work, and to establish outcomes expected for this work.
- • Contractor shall ensure that strategic plans for each group include cultural and linguistic competence, outreach and engagement with special populations, specific efforts to increase access to and outcomes for the mental health and substance abuse system, sustainability, and other aspects that fit the unique characteristics of the children, youth, young adults, families, and community.
- • Contractor shall, as a key part of the strategic plan, collaborate with stakeholders at the agency, community, and state levels to build capacity through training opportunities.
- • Contractor shall, as a key part of the strategic plan, create purposeful volunteer opportunities for community members, youth, young adults, and family members to engage with and impact the mental health and substance abuse system at the agency, community, and state levels.
PERFORMANCE MONITORING:
- • Contractor shall host at least one (1) social activity during National Children’s Mental Health Month. This activity can include a rally and walk/run event, educational event, or special celebration. Contractor will also offer education and consultation to other groups to encourage local events.
- • Contractor shall provide a monthly written report of the activities and expenses carried out pursuant to the RFP to the Department’s Contract Management Division and the ODMHSAS Director of Children, Youth and Family Services no later than the 15th day of the month. The Contractor report shall include the following:
- • Report and provide evidence of activities designed to establish, promote, and support the ongoing development of community coalitions and family involvement for children, youth, young adults, and families.
- • Report on technical assistance activities provided.
- • Contractor shall report on the Department’s information system, in accordance with Department policy, all eligible services provided by the Contractor.
- • Contractor’s records pertaining to OKSOC (both clinical and financial) will be subject to review by ODMHSAS and other agencies funding the project.
- • Report on number of individuals that have received education or leadership opportunities.
- • Progress on Youth MOVE chapter and activities.
- • Work accomplished with the Tulsa Partnership or OKC County coalition.
- • Contractor must attend all trainings/meetings requested by ODMHSAS.
- • Any changes in program operations must be submitted to the ODMHSAS.
- • A minimum of 12% of the allowed budget must be put toward community work.
COMPENSATION:
- • Invoices shall be electronically submitted using the eProviderInvoice application in Access Control.
- • Cost Reimbursement. Invoices are based on the Contractor’s submitted budget and appropriate documentation. Documentation for Contractor expenditures is required prior to payment. Invoices paid by the Department may be limited to a cumulative one-twelfth (1/12), or based on the start date of the program and number of months remaining in the state fiscal year.
- • Indirect costs shall not exceed 17 ½ percent of the total budget.
- • Monthly income and expense reports must be submitted to the ODMHSAS and are due no later than the 15th of the following month.
- SOC – Wraparound AWARE in School
- SOC – Young Adult Transition Services
- SOC – Youth and Young Adult Diversion Initiative
Eligibility Guides & ID Forms
·
DMH Eligibility
·
Instructions on how to extend MHSAS eligibility or get a Member ID forODMHSAS-contracted providers (PDF). It is the same process for extending or obtaining a Member ID.
· Member ID Form for Undocumented Aliens for ODMHSAS Providers Only (Updated 1/12/2022)
· FAQ related to Undocumented Aliens Form
· Correction to Member IDs
· Linking IDs for Adopted Children
· Place of Service Codes
· Rehab Eligibility
Changes
•
IEP/504
Attestation
•
Rehab Webinar FAQ
•
PowerPoint from
Rehab Changes Webinars
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