The Wood County Board of Developmental Disabilities is soliciting applications from qualified certified providers interested in providing Short Term Residential Respite Services for children and adults as well as Homemaker Personal Care Services in a residential short-term stabilization setting for multi-system youth, ages 10-17, served by the Wood County Board of Developmental Disabilities. Provider(s) with relevant experience and qualifications are encouraged to submit an application. The purpose of the RFQ process is to identify the most qualified provider(s) for these settings. The Board reserves the right to make the selection based solely on the qualifications submitted without conducting a formal interview process. This application process is not subject to public bidding under O.R.C. 307.86(D). Once selected by the Board, the provider(s) will be responsible for delivering short-term residential respite services and/or Homemaker/Personal Care (H/PC) services, depending on the specific needs of the contracted home(s).

A complete package of this RFQ including the required application can be obtained from the Wood County Board of Developmental Disabilities website www.woodcountydd.org or by contacting Rhonda Kendall, Wood County Board of Developmental Disabilities at rkendall@woodcountydd.org, or by calling 419-352-5115. Copies will also be available for pick up at Administrative Offices, Entrance A, located at 1921 East Gypsy Lane Road, Bowling Green, Ohio.

RESPONSES:

 a. Questions and responses must be submitted in writing and addressed to the Board in care of Rhonda Kendall, rkendall@woodcountydd.org

 b. All questions must be submitted in writing by May 9, 2025 by 4:30 p.m. All questions will receive a response within two (2) business days. No questions will be accepted verbally and beyond the time listed with the exception of the Provider Forum held on May 14, 2025.

SCOPE OF SERVICES:

• Service Area A: Multi-System Youth Homemaker Personal Care Services
• Overview of Service: Provision of comprehensive homemaker personal care services in short-term residential stabilization settings for youth aged 10-17. Services focus on maintaining safety, structure, and well-being, while coordinating interdisciplinary support for each child’s individualized service plan (ISP).
• Required Provider Deliverables: 24/7 staffing availability, ability for an emergency placement within 4-6 hours of referral, adherence to all services identified in the individualized service plans, crisis management, trauma-informed care practices, 2 coordination of delegated nursing services, coordination of family reunification and maintaining a safe and engaging environment.
• Preferred Provider Deliverables: Behavioral health services (therapy, counseling, medication management), agency vehicles available for the homes, and enhanced local management support
• Location: two 4 bed adjacent homes in Bowling Green, OH.
• Service Area B: Short-Term Residential Respite Services
• Overview of Service: Emergent Short-term residential respite care for individuals aged 18 and older, offering safe, temporary support in a home-like environment while providing essential daily care and medical oversight.
• Required Provider Deliverables: 24/7 staffing availability, medical and psychological transport, delegated nursing for medication administration, and adherence to individualized service plans.
• Preferred Provider Deliverables: Agency vehicle for the home, Non-medical transportation certification, recreational/community transportation, enhanced local management support and behavioral health support. 
• Location: 4 bed home in Perrysburg, OH.
• Service Area C: Short-Term Residential Respite Services
• Overview of Service: Planned, short-term residential respite care for individuals aged 18 and older, offering safe, temporary support in a home-like environment while providing essential daily care and medical oversight.
• Required Provider Deliverables: 24/7 staffing availability, medical and psychological transport, delegated nursing for medication administration, and adherence to individualized service plans. 
• Preferred Provider Deliverables: Agency vehicle for the home, Non-medical transportation certification, recreational/community transportation, enhanced local management support and behavioral health support.
• Locations: 4 bed accessible home in Portage, OH.
• Service Area D: Short-Term Children’s Residential Respite Services
•  Overview of Service: Short term residential respite services for children aged 3-17, focusing on providing short-term support while ensuring continuity of care, safety, and engagement in familiar routines. 
• Required Provider Deliverables: 24/7 staffing availability, delegated nursing for medication administration, adherence to individualized service plans, awake overnight staffing, local management with child-care expertise, maintaining a safe and nurturing environment, and transport to medical, psychological, and educational appointments.
• Preferred Provider Deliverables: Capacity for additional behavioral health services and tailored educational support programs.
• Location: 4 bed accessible home in Rossford, OH.

REVIEW AND PROVIDER SELECTION SCHEDULE:

The schedule is as follows:

Issuance of RFQ – April 28, 2025

Final date to submit questions – May 9, 2025

Provider Forum – May 14, 2025 at 5:00 pm - WCBDD Building B - 1921 E. Gypsy Lane Road, Bowling Green, OH 43402

Applications due – July 7, 2025

Notification to candidates for interviews: July 28-30, 2025

Interviews of Selected Providers – August 11-15, 2025 & August 19-22

Proposed Provider notification (board action required) – On or around September 2, 2025

Board action – September 15, 2025

Contract Commencement – Desired start date of January 5, 2026, but negotiable.

LOCATIONS: 

• Available Properties and Their Designations: Two properties designated for multi-system youth care (Bowling Green), one property for traditional adult respite services (Portage), one property for emergent adult respite services (Perrysburg), and one property dedicated to children’s residential respite services (Rossford). Each property is maintained and owned by the county.
• Property Management and Maintenance Responsibilities: The county will handle property maintenance, while certified providers will be responsible for creating and maintaining a clean, safe, and home-like environment for residents. 
• Standard of Living responsibilities: Provider will provide and prepare healthy food options; maintain a safe and clean home environment and maintain oversight and management of personal spending for any Individual per the ISP if applicable.
• Each home will be judged as a separate entity. Certified Provider(s) may submit an application for one, two, all, etc. locations.
• Option A: All 5 locations (respite homes & MSY homes)
• Option B: MSY homes (2)
• Option C: Respite homes (3)
• Option D: Children’s option (MSY homes and children’s respite home)
• Option E: Adult respite homes (2)
• Option F: Any one or combination of respite homes (1, 2 or 3)

 REQUIREMENTS:

 Minimum: Certified Provider(s) by Ohio Department of Developmental Disabilities in Homemaker Personal Care & Residential Respite or ability to obtain by September 15, 2025.

SELECTION PROCESS:

From a review of the applications received, the Wood County Board of Developmental Disabilities intends to evaluate and possibly invite one or more provider(s) to be interviewed before making a final selection for services. The Board will notify selected provider(s) of the date and times of any interview. The Board reserves the right to select provider(s) based solely on application received.

The provider(s) selected based on qualifications will then enter into a contract with the Wood County Board of Developmental Disabilities. Provider(s) should identify their requested annual cost per bed in the application process. The annual cost per bed will be paid in monthly installments. For individuals on an HCBS Waiver, the selected provider(s) will have the opportunity to bill Homemaker Personal Care or Residential Respite. For individuals not on an HCBS Waiver, the provider(s) will be able to bill the County Board at a rate of $200.00 for residential respite and $33.36 per hour of homemaker personal care service.

APPLICATION PACKET REQUIREMENTS:

 A. Application Content: Each Submittal shall be organized in the following order:

1. Cover Letter:

The cover letter shall include:

• The statement that, to the best of the Provider’s abilities, all information contained in a complete and accurate application;
• A statement granting the Board and its representatives’ authorization to contact any references; and
• At least one copy of the cover letter must have the original signature of the CEO or Authorized Representative of the provider agency.

2. Completed Application

• Provide in 500 words or less a description regarding:
• Agency mission, location of main branch and offices, and number of individuals currently served.
• Name of the CEO and/or Authorized Representative of the agency.
•  Provide answers (90 words or less) to each of the following:
• Identify which option provider is applying for i
• Summary of why the Provider believes they are the most qualified.
• Capacity for transportation.
• Process for delegated nursing.
• Experience working with multi-system youth (if applicable).
• Identify requested annual cost per bed.
• Provide an optimal start date to begin providing services.

3. Supporting Documentation including:

• Letters of Reference from multiple stakeholders, minimum of three (3)
• Evidence of Current DODD Provider Certification or ability to obtain

B. Submittal Documents – Format

Application and supporting documents can be submitted electronically to Rhonda Kendall at rkendall@woodcountydd.org or in total, two (2) hard copies of the completed application and supporting documents are to be submitted to the Wood County Board of Developmental Disabilities in a sealed envelope labeled with Provider(s) name.

The sealed envelope in which the applications are delivered must be clearly labeled on the outside with the Respondent’s name and the project identification, “WCBDD Respite and HPC Qualifications Packet”.

Upon submission of the electronic application, you will receive an e-mail confirmation of receipt. If you do not receive an e-mail confirmation within one business day, please call Rhonda Kendall at 419-352- 5115.

It is preferred that the application be typed.

Applications shall be delivered electronically, mailed/delivered to the following addressee on or before 4:30 p.m. local time on July 7, 2025.  ATTN: Rhonda Kendall
Wood County Board of Developmental Disabilities
1921 East Gypsy Lane Road
Bowling Green, Ohio 43402

Late applications will not be accepted.

C. Modifications and withdrawal: Provider(s) may modify their application by submitting a new application at any time prior to the scheduled closing time for receipt of application. The revised application must state it supersedes and replaces the previous statement of interest. Applications may be withdrawn by written request if received from the Provider prior to the scheduled closing time for receipt of application.

RESERVATION OF RIGHTS:

A. The Board reserves the right to reject all providers, decline to proceed with selection of any candidates, to request additional qualifications, and to make inquiries as may be necessary to verify qualifications.

B. Nothing in this document shall require the Board to proceed with a contract for services.

ADDITIONAL INSTRUCTIONS, NOTIFICATIONS and INFORMATION:

A. The Board reserves the sole right to (1) evaluate the applications submitted; (2) waive any irregularities therein; (3) reject any or all applicants submitting applications, should it be deemed in the Board’s best interest to do so; (4) to make selection based solely on qualifications without an interview process; (5) to negotiate a contract with the provider(s) it believes can best meet the needs of the program.

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