MCD Pre-Admission Screening and Resident Review for Indications of Serious Mental Illness Level II Assessments and Select Determinations

Amendment 1, resulting in round 2, is issued to update the closing date and clarify contract terms. The purpose of this RFP is to solicit Proposals for a single Contractor to perform statewide individual Level II Pre-Admission Screening and Resident Review (PASRR) evaluations of individuals with indications of serious mental illness (SMI), including those who are dually-diagnosed with SMI and a developmental disability (DD) as mandated by the federal government, to determine whether individuals and residents of nursing facilities (NF)s who have indications of SMI require NF services and specialized services for mental illness. In Ohio, specialized services for mental illness are arranged by the Department of Behavioral Health (DBH) to be provided in combination with NF services, and the services must be available in the community.
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Comprehensive health services
Inquiries Inquiry 100266 | In consideration of the potential impact that the State’s responses to vendor questions may have on the completion of the Cost Proposal Form, would the State please consider extending the proposal submission deadline to 10 calendar days after the responses to questions are issued? Providing this additional time would allow vendors to fully evaluate any clarifications affecting pricing and incorporate them accurately and consistently into their cost submissions. | Answer: The State will evaluate ongoing timelines to assist in making a decision on any potential extension. | Answered: 10/30/2026 Inquiry 100269 | If the State’s responses to Offeror inquiries are not provided with sufficient time for Offerors to incorporate the information into their Proposals before the Proposal due date, will the State consider extending the Proposal due date? | Answer: The State will evaluate ongoing timelines to assist in making a decision on any potential extension. | Answered: 10/30/2026 Inquiry 100272 | Please provide the historical call center volume for the PASRR program, including average monthly call volume, if available, to assist Offerors in appropriately estimating staffing and resource requirements. | Answer: The information requested is not needed for an Offeror to respond to the RFP. | Answered: 10/30/2026 Inquiry 100275 | Technical Proposal Components (RFP Section 4.B.1) – Are each of the components intended to be uploaded as separate files? For example, should the “Scope of Work Response” be uploaded as one file and the “Acceptance of Terms and Conditions” uploaded as another separate file, etc. | Answer: Offerors may submit each compenent as separate files, however this is not a requirement. | Answered: 10/30/2026 Inquiry 100278 | What is the file size limit in OhioBuys? | Answer: 2,512,000 kilobytes is the file size limit. | Answered: 10/30/2026 Inquiry 100281 | Relevant RFP Languge: “Required Forms. Each Proposal must include the completed forms listed below. All required forms are included in Part 7 unless otherwise indicated.” Question: Please clarify how the required forms listed in the Technical Proposal Components section of the RFP should be submitted on the OhioBuys site. Should these be uploaded as separate files for each form? Or is a zip file acceptable to use? | Answer: Offerors may submit the identified forms in separate files for each form or a zip file. | Answered: 10/30/2026 Inquiry 100284 | Please confirm whether Offerors may submit the Technical Proposal as a single PDF document in lieu of an MS Word document. A PDF submission helps ensure that formatting, graphics, tables, and page layouts are maintained exactly as intended for evaluation. | Answer: Offerors may submit a single searchable PDF document instead if submitting in Word is not possible. | Answered: 10/30/2026 Inquiry 100288 | The Cost Proposal identifies estimated annual volumes of 8,500 Completed Preadmission and Resident Reviews, 300 Completed Categorical Emergencies and Respite, 450 Virtual Preadmission/Resident Reviews, 7,500 Completed Expedited SMI, and 50 Completed Virtual Expedited SMI. Please confirm that these volumes represent anticipated annual volumes rather than estimated volumes for the two-year initial contract term. Additionally, please confirm whether the anticipated volumes reflect any expected changes in referral patterns, program requirements, or scope under the new contract. | Answer: The Cost Proposal identifies estimated annual volumes of 8,500 Completed Preadmission and Resident Reviews, 300 Completed Categorical Emergencies and Respite, 450 Virtual Preadmission/Resident Reviews, 7,500 Completed Expedited SMI, and 50 Completed Virtual Expedited SMI. Please confirm that these volumes represent anticipated annual volumes rather than estimated volumes for the two-year initial contract term. Additionally, please confirm whether the anticipated volumes reflect any expected changes in referral patterns, program requirements, or scope under the new contract. | Answered: The usage figures in Part 5 represent estimated annual volumes based on the number of completed Level II evaluations during a typical state fiscal year. Actual usage may vary based on operational need and program demand. Inquiry The Cost Proposal identifies estimated annual volumes of 8,500 Completed Preadmission and Resident Reviews, 300 Completed Categorical Emergencies and Respite, 450 Virtual Preadmission/Resident Reviews, 7,500 Completed Expedited SMI, and 50 Completed Virtual Expedited SMI. Please confirm that these volumes represent anticipated annual volumes rather than estimated volumes for the two-year initial contract term. Additionally, please confirm whether the anticipated volumes reflect any expected changes in referral patterns, program requirements, or scope under the new contract. Inquiry 100296 | Would the Agency please confirm its expectations regarding issuing SMI determinations on weekends and holidays? Should the responsibilities fall upon the awardee, how should Offerors account for these associated operational and staffing costs given their exclusions for the cost planning sheet? | Answer: The selected Contractor is expected to issue determinations for expedited cases and will include all pricing in the Cost Proposal Form. These time periods include weekends and State holidays. | Answered: 10/30/2026 Inquiry 100299 | Does the Agency plan to continue delivery confirmations for Pre Admission Screenings and Resident Reviews? If so, how should this cost be accounted for on the cost planning sheet? | Answer: The selected Contractor is expected to maintain documentation verifying the delivery of required notices and will include the pricing as part of the Deliverables listed in the Cost Proposal Form. | Answered: 10/30/2026 Inquiry 100303 | RFP Part 1 - Scope of Work, 1.c. (page 28) states the vendor must ensure “compatibility with existing and future databases utilized by State agencies in the delivery of long-term care”. What existing and future databases does the Agency anticipate implementing for which the vendor would need to ensure compatibility? | Answer: Contractor will be expected to ensure compatibility with the State of Ohio Level I assessment system, in accordance with OAC 5160-3-15.1. Agency will work with selected contractor on any future work. | Answered: 10/30/2026 Inquiry 100306 | Please clarify the Contractor’s responsibilities following completion and quality review of the PASRR Level II evaluation, specifically whether the Contractor is required to prepare a Summary of Findings or whether the Contractor’s responsibility concludes with submission of the completed, quality-reviewed evaluation to the State for review and determination. | Answer: A forthcoming amendment will be issued to clarify this requirement. | Answered: 10/30/2026 Inquiry 100309 | If Offeror will use offshore services for maintenance, development, and deployment of its proprietary tool, please confirm how Offeror shall disclose such information within its proposal. | Answer: Offerors should disclose information relating to offshoring by filling out Form 7g, Affirmation And Disclosure Form. Offerors may supplement their disclosures using Form 7m - Offeror Proposed Exceptions and Assumptions. | Answered: 10/30/2026 Inquiry 100312 | RFP Part 5 – Cost Form does not have a column for annual total value. Could the Agency add? | Answer: The annual total value will be found by the State multiplying the bid prices by the estimated annual usages. | Answered: 10/30/2026 Inquiry 100315 | Please confirm that an Offeror’s internal use of offshore resources employed by a corporate affiliate of Offeror to develop and maintain Offeror’s proprietary intellectual property does not violate the prohibition of expenditure of public funds for offshore services. | Answer: It is the responsibility of the Offeror to evaluate the applicable laws, Executive Orders, and requirements and respond accordingly. | Answered: 10/30/2026