Request for Information (RFI): Strategic Plan Facilitation Services (2027-2031)

Hamilton County Mental Health and Recovery Services Board (HCMHRSB)

Request for Information (RFI): Strategic Plan Facilitation Services (2027-2031)

Purpose

The Hamilton County Mental Health and Recovery Services Board (HCMHRSB) is issuing this Request for Information (RFI) to gather market insights from qualified firms or individuals with demonstrated expertise in facilitating strategic planning for public-sector behavioral health systems.

The purpose of this RFI is to identify providers with the demonstrated capacity, expertise, innovative approaches, and organizational infrastructure necessary to support HCMHRSB in the development and structuring of its Strategic Plan. Through this process, HCMHRSB seeks to better understand available capabilities, methodologies, resources, and approaches that may inform a future solicitation and strategic planning engagement.

Background

The HCMHRSSB is the local authority under Ohio Revised Code Chapter 340 responsible for planning, funding, monitoring, and evaluating public behavioral health services in Hamilton County. The Board does not provide direct services but contracts with community-based providers to deliver prevention, treatment, and recovery supports.

HCMHRSB seeks to update its multi-year Strategic Plan to guide funding, system design, and performance measurement for 2027 thru 2031. The plan should reflect new data on community needs, system capacity, and emerging local, state and federal priorities.

Desired Outcomes

The resulting plan should:

• Align with the HCMHRSB mission and statutory responsibilities under ORC 340.
• Address behavioral health needs across the continuum of prevention, treatment, and recovery.
• Incorporate stakeholder engagement findings and local data.
• Provide measurable goals, objectives, and implementation steps.
• Support accountability and transparency in public funding decisions.

Scope of Work (Information Requested)

Respondents are asked to share their recommended approaches and estimated effort for the following components:

1. Environmental Scan — Identify and summarize key internal and external factors influencing the local behavioral health system. Include demographic, utilization, and social determinants data, as well as relevant policy and funding context.
2. Stakeholder Engagement — Describe methods for engaging clients, family members, providers, and community partners to identify system strengths, gaps, and opportunities.
3. Strategic Plan Development — Outline your process for synthesizing data and engagement findings into strategic priorities, goals, and objectives.
4. Implementation Roadmap — Explain how you would help translate the plan into actionable steps, timelines, and responsible parties.
5. Presentation and Communication of Findings —Outline your process to assist the HCMHRSB in communicating and presenting the results, findings, strategic priorities, and recommendations of the completed Strategic Plan. This may include preparing presentation materials and participating in presentations or facilitated discussions with the Board and other identified stakeholders, as requested by HCMHRSB.
6. Performance Dashboard (Optional) — Describe your experience developing or advising on performance measurement dashboards or scorecards linked to strategic goals.

Questions We Would Like Answered

1. What are your typical phases for developing a strategic plan, and what deliverables are produced at each phase?
2. How do you ensure a plan is actionable and implementable within a public-sector environment?
3. What stakeholder engagement model do you recommend (types of participants, number of sessions, format, and strategies for handling sensitive issues)?
4. What data do you typically request from the client organization? How do you approach quantitative and qualitative analysis?
5. What is a realistic project timeline, and what factors most affect timing?
6. What are your recommendations for integrating implementation and dashboard design into the planning process?
7. Provide a Rough Order of Magnitude (ROM) cost range (low-high) with key assumptions (e.g., number of interviews, sessions, travel, data analysis depth, deliverables). Detailed pricing is not required at this stage.
8. Provide up to three examples of similar engagements, including a description of outcomes and client type.

Submission Requirements

Please include the following in your response:

• Organization name, contact information, and key personnel qualifications.
• Description of relevant experience, particularly with public-sector or behavioral health organizations.
• Approach to scope areas and responses to the questions above.
• ROM pricing range and assumptions.
• References or example deliverables.

Responses should not exceed 10 pages (excluding examples or attachments).

 Data Handling and Confidentiality

If your approach includes data collection (e.g., surveys or interviews), describe how you ensure data privacy, de-identification, and compliance with confidentiality standards relevant to behavioral health or HIPAA-covered entities.

Public-Sector Considerations

Respondents should note that HCMHRSB is a public body subject to Ohio’s Public Records Act and Sunshine Laws. All submitted materials may be subject to public disclosure. Any proprietary or confidential information should be clearly marked.

RFI Conditions and Reservation of Rights

HCMHRSB reserves the right, at its sole discretion, to:

• Amend, modify, suspend, or cancel this RFI at any time and for any reason
• Reject any or all submissions received in response to this RFI
• Request clarification, supplemental information, or additional documentation from any respondent
• Modify, expand, reduce, or otherwise revise the scope, requirements, or terms of any future solicitation resulting from or informed by this RFI

This RFI is issued for informational and planning purposes and does not constitute a solicitation, offer or commitment to enter into a contract or other agreement.

Respondents are solely responsible for all costs and expenses associated with the preparation and submission of their responses to this RFI.  HCMHRSB will not reimburse respondents for any costs incurred in connection with participation in this process.

 

Submission Instructions

Responses should be submitted electronically in PDF format to:

Email: SPRFI@hcmhrsb.org

Subject line: RFI — Strategic Plan Facilitation 2027-2031

Responses are due by September 18, 2026

Questions may be directed to SPRFI@hcmhrsb.org

 

Review Process

Responses will be reviewed to understand the range of feasible approaches, qualifications, and estimated costs. HCMHRSB may use this information to refine scope and proceed with a procurement process.

Closing

Thank you for your interest in supporting the Hamilton County Mental Health and Recovery Services Board.