Invitation for Proposal
The West Shore School District (“District”) is soliciting proposals from school-based outpatient counseling services vendors to provide therapists trained in trauma-informed care, brain-based resiliency practices, behavioral intervention techniques, and clinical services to the District to start on or about July 1, 2027. Awarded contracts will be renewable for up to four more one-year extensions (2028-2029, 2029-2030, 2030-2031, and 2031-2032).
Three (3) hard copies of proposals will be received by Dr. Ryan Argot, Board Secretary, West Shore School District, 507 Fishing Creek Road, Lewisberry, PA 17339 no later than 3:00 PM (prevailing time) on October 28, 2026. There will be a public opening and reading of proposals received on October 29, 2026, at 1:00 pm.
In order to be considered for selection, proposals should clearly indicate “SCHOOL-BASED OUTPATIENT COUNSELING SERVICES PROPOSAL” on the outside of the envelope. Faxed or e-mail proposals will not be accepted.
The Request for Proposal for School-Based Outpatient Counseling Services and specifications may be obtained from Dr. Ryan Argot ([email protected]) as well as the District’s website at www.wssd.k12.pa.us, under the About Us tab. Any questions should be directed to Dr. Ryan Argot ([email protected]) no later than 10:00 AM on October 21, 2026. Responses the District chooses to provide will be posted on the aforementioned website no later than October 23, 2026.
The West Shore Board of School Directors reserves the right to reject any or all proposals and to waive, at its discretion, any irregularities, mistakes, omissions, or informalities relative hereto. The West Shore Board of School Directors also reserves the right to issue a new RFP. Responses shall be limited to the requested information and should not include any information or a proposal about other services other than school-based outpatient counseling services as requested in this RFP.
No proposal may be withdrawn before 90 days after the date of the opening of the proposals. Tentative plans call for the District to review the proposals and to take action to award a contract at the Board of School Directors’ regular meeting on November 19, 2026.
Specifications for Proposal
Term of Agreement
The District is requesting proposals to provide in person school-based outpatient therapy services for the 2027-2028 school year, and the subsequent Agreement for services will be renewable for up to four (4) more one (1) year extensions (2028-2029, 2029-2030, 2030-2031, and 2031-2032), subject to the agreement of both parties.
Service Requirements
Vendors must be able to offer services in multiple school buildings, including our online learning program. The District is seeking the equivalent of 15 days of service per week spread across multiple buildings inclusive of summer coverage. Therapists will provide school-based therapy services between the hours of 7:30 am and 2:45 pm for secondary, 8:10 am and 3:10 pm for intermediate, and 8:45 am and 3:30 pm for primary. The therapists assigned to perform the school-based outpatient therapy services must be qualified to provide therapeutic services to students in primary, intermediate, middle, or high school educational settings and be able to bill medical insurance. Vendors should include an hourly rate for any additional services needed beyond the 15 days per week.
The school-based outpatient therapist will deliver individual and/or group therapy to clients, complete assessments on identified students, and provide consultation and professional development programs to staff. The school-based outpatient therapist will complete weekly communication with the parents and/or guardians of the clients. The school-based outpatient therapist will complete clinical documentation of all services. Virtual therapy may be provided to District online learners.
Expectations for the selected provider are:
To provide licensed outpatient mental health services for which the vendor has the ability to receive reimbursement from Medicaid and/or insurance payers. These services shall abide by national, state, and payer standards for billing and service delivery.
Upon approval of the Director of Student Services or designee, additional services such as counseling services for students without external third-party funding may be provided.
All employees providing School-Based Outpatient Services will be employees of the vendor. The District will not supervise, evaluate, or direct the day-to-day work of those providing School-Based Outpatient Services within District buildings.
The vendor(s) shall ensure all of its School-Based Outpatient Therapy Service personnel for the District will work in a professional manner with all other District contracted service providers (including other School-Based Outpatient Therapy Providers).
The vendor(s) shall inform all of its employees of their obligation to maintain confidentially of all District matters, proceedings, and information including, but no limited to, student educational records and information as defined by the Family and Educational Rights Privacy Act of 1974 (20 U.S.C. 1232G) and adhere strictly to all applicable Board policies, rules, standards, schedules, and practice of the District. The vendor(s) must agree to comply with all federal and state laws and regulations.
The vendor(s) shall provide the District with information requested by the District about the employees providing School-Based Services within District buildings, including, but not limited to PA Child Abuse History Clearance, the FBI clearance, and the PA Criminal History Background Check.
In the event a vendor’s employee is arrested or convicted of a misdemeanor or felony, the vendor agrees to notify the Director of Student Services within 72 hours of the arrest or conviction.
The awarded vendor(s) must provide proof of liability insurance of not less than one million dollars ($1,000,000) per occurrence and three million dollars ($3,000,000) in the aggregate at all times during the term of agreement for its employees and the program. The District will be shown as an additional named insured under the liability insurance. Policies shall be cancelable with no less than 30 days’ notice to the District.
The vendor(s) will provide employees meeting state qualifications for Mental Health Professionals or Mental Health Workers, with preference for licensure and advanced training in counseling techniques to meet the needs of the District. Therapists must be trained in behavioral and clinical intervention techniques, trauma-informed care, and resiliency practices. Preference will be given to vendors with the capacity to serve multilingual individuals.
The vendor(s) will bill Medicaid and/or other insurers first, but must also include rates for 30 minute, 45 minute, 60 minute, 90 minute indivdual, and group sessions.
The vendor(s) will coordinate with District staff to identify appropriate evaluation protocols and referral procedures for students referred by school teams for School-Based Outpatient Services.
School-Based Outpatient Services will be provided within District buildings as mutually agreed to by the District and the vendor as authorized by the Director of Student Services. This will include confidential counseling space, as well as internet access.
Proposal Format
For the sake of consistency and ease of review, each proposal must adhere to the following format:
Section A: A cover letter, including name, address, email, and telephone number of vendor and number of legal representative.
Section B: Evidence of similar experience and references from client school districts that received these services.
Section C: Outline of the vendor’s service delivery approach.
Section D: Evidence, including resumes, that the vendor’s staff and the staff proposed are experienced in providing school-based services of this nature.
In addition, each proposal should include the following:
Vendor History: Provide a brief description and history of the organization, including services provided and present/past experience working with school-age children and in public school settings.
Vendor Philosophy: Describe the vendor’s prescribed treatment approaches, philosophies, goals, and objectives related to the District’s objectives.
Vendor Services: Provide a detailed description of the services that the vendor would provide in the school-based setting and for the families of the school-based clients. Include any services the vendor will provide at school sites.
Vendor Capacity: Provide a detailed analysis of the vendor’s current capacity to serve the District’s needs. Include the number of full-time equivalent therapists the vendor could provide. Additionally, describe how the vendor would prepare for staffing and oversight to begin delivering school-based services for the 2022-2023 school year. Please note any age group/school level or geographic preferences and provide rationale for these preferences.
School-Based Outpatient Program Staffing: Describe how the vendor will ensure that all staff delivering school-based services are licensed clinicians. Discuss the specific training and ongoing support needs that the vendor anticipates providing school-based therapists. Include information about the vendor’s ability to serve students and families from diverse linguistic backgrounds.
Quality Control: Describe how the vendor will ensure the provision of high quality, research-based intervention and services for various student populations. It is critical to note with which demographic groups the various interventions are found to be most effective. Include information about how the organizational structure will support and supervise its school-based therapists and internal mechanisms involved in the quality monitoring process. Describe the roles and responsibilities of vendor staff, clients, and direct service providers in relation to the school-based program.
School-Based Outpatient Service Delivery: Provide a description of the special or unique characteristics of the vendor, which make it especially qualified to act as a service provider for the District. Include any verifiable experience with projects or contracts for the most recent five (5) years that are pertinent to providing services to a school-aged population. Include contact information for those projects. Also, discuss the vendor’s vision for how school-based therapists will collaborate with school-based staff to support the District vision for the school-based counseling services.
Confidentiality in the School Setting: Describe the procedures the vendor will use to maintain the confidentiality of information under all applicable laws, including but not limited to the Health Insurance Portability and Accountability Act and the Family Educational Rights and Privacy Act.
Collaborative Relationships: Discuss the methods and strategies the vendor will use to engage with the school community and parents of students to promote positive, collaborative working relationships.
Consistency of Programming: Describe vendor procedures for ensuring consistent processing of referrals for vendor services, communication with parents and school staff, and strategies to ensure there is no lapse of service due to therapist vacancy or extended absence.
Personnel: List all clinical staff and supervisors (by name, if known, and position) that will be involved in the delivery of services. For those individuals that have been identified to provide counseling/therapy, please include a brief curriculum vita, which indicates the length of employment with the vendor and type of licensure. All clinical staff must have the minimum of a Master’s degree as required through their licensing. Job descriptions should be included for all positions that will be associated with the implementation of services. All staff that may have direct contact with District students must undergo a background check/clearance in accordance with Pennsylvania Law and the vendor’s expense, prior to providing services on District campus. Provide a detailed description on how supervision of school-based therapists will be provided.
Range of Services: Vendors should describe proposed range of services and address the District’s specifications for service. Also describe the types of school-based counseling that will be provided, including specific interventions. Vendors should also include evidence-based treatment modalities that are currently being used by the vendor and data that support positive outcomes. Additionally, describe insurance billing processes and procedures to include students who are Medicaid eligible.
Clearly indicate how the proposed programs will accommodate language minorities.
Describe your program capacity regarding the number of consumers that could be served.
Describe referral connections/process the vendor has established for children who need a higher level of care.
Describe how the vendor expects to conduct the intake and assessment process.
Describe what assessment instruments will be utilized during this process and how long for a completed assessment.
Explain how the vendor will ensure ongoing internal monitoring and quality assurance with the school-based outpatient counseling services.
Sample Contract: All proposals must include a sample agreement for consideration by the District.
Possible Interview: As stated above, vendors submitting a proposal under this RFP should be prepared to participate in an interview process and to provide a presentation to a committee of District staff and administrators.
Termination of Agreement
The District may terminate any subsequent agreement upon ninety (90) days written notice to the vendor or at any time if it is found that the vendor has violated District policies and procedures.
Indemnification and Hold Harmless
Vendor shall defend, indemnify, and hold harmless the District from and against any and all claims, liability, damages, loss, and/or expenses (including reasonable attorney’s fees and costs) that may arise by reason of any breach of contract, negligence, and/or violation of law by vendor and/or its employees or agents.
District Nondiscrimination Policy
The District does not discriminate on the basis of race, color, national origin, gender, disability, religion, creed, age, marital status, sexual orientation, gender identity, and socioeconomic status in its educational programs and employment practices. The District encourages women, minority, and veteran-owned businesses to submit proposals.