1RFP2401 RFP Final Specs.doc

STATE OF IDAHO

THE DEPARTMENT OF HEALTH AND WELFARE

REQUEST FOR PROPOSAL (RFP)

After Hours On-Call Safety Assessment – Region 1

1RFP2401 / IPRO 567

Issue Date 07/12/2024

TABLE OF CONTENTS

Page

1RFP ADMINISTRATIVE INFORMATION

OVERVIEW

QUESTIONS

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS

PROPOSAL FORMAT

PROPOSAL REVIEW, EVALUATION, AND AWARD

MANDATORY SUBMISSION REQUIREMENTS

Business Information Organization and Staffing

SCOPE OF WORK

EXHIBIT A -- COST PROPOSAL AND BILLING PROCEDURE

EXHIBIT B -- RIDERS

EXHIBIT C -- STATE OF IDAHO CONTRACT TERMS AND CONDITIONS

EXHIBIT D -- REPORTS

ATTACHMENT 1 -- OFFEROR QUESTIONS

ATTACHMENT 2 -- MODIFICATION AND EXCEPTION FORM

ATTACHMENT 3 -- PRE-PROPOSAL CONFERENCE REGISTRATION FORM

ATTACHMENT 4 -- STATE SIGNATURE PAGE

ATTACHMENT 5 -- COVER FORM

ATTACHMENT 6 -- PO 19-01 RECORDS RETENTION: CASE, MEDICAL AND ADMINISTRATIVE

ATTACHMENT 7 -- AD 10-002 DRUG TESTING PROTOCOL IN CHILD WELFARE CASES

ATTACHMENT 8 -- AD 08-002 ENHANCED CRIMINAL BACKGROUND CHECK FOR THOSE CONTACTING FOSTER CHILDREN

ATTACHMENT 9 -- REGION MAP

RFP ADMINISTRATIVE INFORMATION TC "RFP ADMINISTRATIVE INFORMATION" \f C \l "1"

Grants/Contracts Officer Cassandre.DiBonaventura@dhw.idaho.gov

Submit Proposal to:

Submit electronically via IPRO Electronic Submission:

IPRO LOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Friday, 07/19/2024, 12:00 p.m. Mountain Time By WebEx only You must email the RFP Lead by the Pre-Proposal Registration Deadline to receive conference details. Late registrations will not be guaranteed to receive conferencing information. There will not be an in-person conference.

The Department conducts Virtual Electronic Bid Openings only.

OVERVIEW TC "1

OVERVIEW" \f C \l "1" 1.1 Purpose The Department’s Child, Youth, and Family Services is seeking a Contractor to provide On-Call and After-Hours Response to referrals of child abuse and neglect throughout the Department’s Region 1 (see Attachment 9) in Idaho. On-Call services assess the safety and wellbeing of children referred to Child, Youth, and Family Services.

1.2 Background Information On-Call services are a vital support to the child welfare system in Idaho. On-Call workers respond to high priority calls after business hours allowing family service workers a needed break from the work. The amount spent on On-Call services varies by region. Over the last two (2) years, the average expenditures for Region 1 were one hundred thirty-nine thousand six hundred ninety-six dollars ($139,696).

The amount varies year-to-year and month-to-month depending on the number of calls received and staffing availability. The Contractor must ensure multiple staff are available for every day of the year.

State and federal funding and or policy changes will cause fluctuations in the Department’s funding and/or the services needed.

QUESTIONS TC "2

QUESTIONS" \f C \l "1" 2.1 Restrictions on Communications

From the issue date of this RFP, until a Contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with Department staff, evaluation committee members, or other associated individuals, except the Department’s RFP Lead.

2.2 Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the time indicated in the RFP Administrative Information Section, page 1 of this RFP. This will be your opportunity to ask questions of Department staff. All interested parties are invited to participate by an established call in number. To receive conference details, participants must register for the Pre-Proposal Conference no later than Wednesday, 07/17/2024, 5:00 p.m. Mountain Time by submitting the completed Attachment 3 -- Pre-Proposal Conference Registration Form via e-mail to the RFP Lead at Cassandre.DiBonaventura@dhw.idaho.gov. Late registrations will not be guaranteed to receive conferencing information. Vendors are strongly encouraged to submit questions to the RFP Lead prior to the pre-proposal conference. Any oral answers given by the Department during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the vendor’s own expense.

2.3 Questions and Vendor Proposed Modifications and Exceptions to Requirements, Terms, or Conditions

Questions must be submitted, by email, to the RFP Lead by the date and time indicated in the RFP Administrative Information Section, page 1 of this RFP in order to be considered. Vendors are strongly encouraged to submit any proposed questions, and or modifications to the requirements, terms, or conditions at this time. Written questions must be submitted using Attachment 1 -- Offeror Questions and requested modifications and or exceptions, must be submitted using Attachment 2 -- Modification and Exception Form. The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. Official answers to all written questions will be posted on the State’s eProcurement system (IPRO) as an amendment to this RFP.

2.3.1 Proposed modifications and exceptions to requirements, terms or conditions must contain the following:

a.

The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

b.

Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

c.

Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.3.2 The State will not consider any modifications or exceptions that are not identified specifically on Attachment 2 or that are submitted after the Question deadline.

2.3.3 The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated.

2.3.4 Except as otherwise provided in the Solicitation document, including the Special Terms and Conditions and the State of Idaho Standard Contract Terms and Conditions (updated May 2021) the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the Question deadline.

2.3.5 Proposals which condition the Proposal based upon the State accepting other terms and conditions not found in the RFP, or which take exception to the State’s terms and conditions or the Department’s Special Terms and Conditions, will be found non-responsive, and no further consideration of the Proposal will be given.

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS TC "3

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS" \f C \l "1" 3.1 General Instructions

3.1.1 Proposals must be submitted as detailed in 3.1.6 below. Except as otherwise addressed in this Solicitation, all submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

3.1.2 Alternate proposals are not allowed.

3.1.3 All files must be in Microsoft Word, Excel or searchable PDF format. The only exceptions are Attachment 1 – Offeror Questions and Attachment 2 -- Modification and Exception Form which must be submitted in Word format. The electronic version must NOT be password protected or locked in any way.

3.1.4 All Offerors participating in this Solicitation must establish an account in the IPRO system as it is necessary in order to submit your response and award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.1.5 Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the Closing Date to allow for resolution of technical difficulties. Be advised that the State is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.

3.1.6 Both the Technical Proposal and the Exhibit A - Cost Proposal and Billing Procedure must be submitted electronically through IPRO. Failure to input this data in IPRO will result in the Proposal being found non-responsive. Download the Excel spreadsheet titled “Exhibit A – Cost Proposal and Billing Procedure” found in the Question Section of IPRO. Complete the spreadsheet, upload it back into IPRO in an Excel spreadsheet format. Upload your Technical Proposal into the appropriate Question Section in IPRO.

3.1.7 The current versions of the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors are incorporated by reference into this Solicitation, and attached or referenced in any resulting Contract, as if set forth in their entirety. Both documents can be downloaded at https://purchasing.idaho.gov/information-for-vendors/; or copies obtained by contacting the Division of Purchasing at 208-327-7465 or purchasing@adm.idaho.gov. Failure by any Offeror to obtain a copy of these documents shall in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Department for an Offeror’s failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

SPECIAL TERMS PRECEDENCE: In the event of conflict, the Department’s Special Terms and Conditions take precedence. The Department’s Special Terms and Conditions are included with this Solicitation as Exhibit C.

3.2 Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

3.2.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2 Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the materials be treated as exempt from disclosure and how material complies with the Public Records Law.

3.2.3 If your Technical Proposal contains trade secret information, you must also upload a redacted copy with all trade secret information removed or blacked out. The redacted copy must be uploaded into IPRO into the appropriate Question Section in IPRO with the word “redacted” in the file name.

3.3 Electronic Submission of Proposals 3.3.1 Proposals must be submitted through IPRO, at https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA. When submitting through IPRO, upload your Technical Proposal and Exhibit A - Cost Proposal and Billing Procedure, and all other required submittal items in the appropriate Question Sections. Remember to submit an additional redacted version of the TECHNICAL PROPOSAL if you have identified trade secrets.

3.3.2 The Technical Proposal and Exhibit A - Cost Proposal and Billing Procedure must be separate files submitted at the same time.

3.3.3 Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response.

PROPOSAL FORMAT TC "4

PROPOSAL FORMAT" \f C \l "1" These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1 Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each Section, including page numbers of major subsections.

4.2 Format Proposals shall follow the numerical order of this RFP starting at the beginning and continuing through the end of the RFP. Proposal Sections and subsections must be identified with the corresponding numbers and headings used in this RFP. Respond to RFP Sections marked with an evaluation code. In your response, restate the RFP Section and follow with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP Section from the Offeror’s response.

4.3 Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) Section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME)

Mandatory and Evaluated Response - failure to respond to any (ME) Section, or to comply with any mandatory specification or requirement in an (ME) Section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the Section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: Offerors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any M, ME or E requirement.

PROPOSAL REVIEW, EVALUATION, AND AWARD TC "5

PROPOSAL REVIEW, EVALUATION, AND AWARD" \f C \l "1" 5.1 Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1 All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements may be found non-responsive.

5.1.2 Evaluation Criteria

Technical Proposal:

Mandatory Submission Requirements Met Pass/Fail

Business Information (Section 7) 75 points

Organization and Staffing (Section 8) 100 points

Scope of Work (Section 9) 425 points

Cost Proposal:

Cost Proposal and Billing Procedure (Exhibit A) 400 points

Total Points 1000 points

5.2 Technical Proposal

5.2.1 The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2 The Technical Proposal will be reviewed, evaluated, and scored by one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3 The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest overall total technical score will receive a score of six hundred (600) points. Other Technical Proposals will be assigned a portion of the maximum score using the formula:

X raw score of Technical Proposal being evaluated highest raw technical score

5.3 Oral Presentations/Demonstrations 5.3.1 Oral demonstrations will not be conducted for this RFP.

5.4 Exhibit A - Cost Proposal and Billing Procedure 5.4.1 The Exhibit A - Cost Proposal and Billing Procedure will be reviewed first to determine if it meets the mandatory requirements of the RFP. All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.4.2 The Exhibit A - Cost Proposal and Billing Procedure will only be evaluated for Offerors who receive the top three (3) technical scores.

5.4.3 The scores for the Exhibit A - Cost Proposal and Billing Procedure will be normalized as follows: The cost evaluation will be based on the total cost proposed for required services as itemized in Exhibit A. The Proposal with the lowest Total Contract Amount For Year One will receive a score of four hundred (400). Other Proposals will be assigned a portion of the maximum score using the formula:

X lowest Cost Proposal and Billing Procedure Cost Proposal and Billing Procedure being evaluated

5.5 Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, conduct a review to determine if the apparent high point Offeror is responsible. As part of the responsibility review, the RFP Lead may:

5.5.1 Require the apparent high point Offeror to provide credit or financial reports to the satisfaction of the Department.

5.5.2 Require the apparent high point Offeror to provide a reference list and contact the Offeror’s references, which may include sending references a reference questionnaire.

5.5.3 Conduct other responsibility reviews at the discretion of the RFP Lead.

Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.6 Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

MANDATORY SUBMISSION REQUIREMENTS TC "6

MANDATORY SUBMISSION REQUIREMENTS" \f C \l "1" A complete response begins with the mandatory items identified in this list and the following Sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

(M) State Signature Page: Upload a completed, signed, Attachment 4 -- State Signature Page in the appropriate Question Section of IPRO.

(M) Cover Form: Upload a completed, signed, Attachment 5, Cover Form in the appropriate Question Section of IPRO

(M) Acknowledgement of Amendments: If the RFP is amended, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52. Upload a completed, signed, Acknowledgement of Amendments form in the appropriate Question Section of IPRO.

Section 7: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 8: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 9: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

(ME) Exhibit A - Cost Proposal and Billing Procedure: Offerors are required to upload their Exhibit A – Cost Proposal and Billing Procedure in the Question Section in IPRO in an Excel spreadsheet format.

Technical Proposal: Offerors are required to upload their Technical Proposal in the Question Section in IPRO.

Trade Secret Redactions: If applicable, the Offeror must upload a redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.2

Insurance: Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a Contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract. DO NOT SUBMIT WITH PROPOSAL.

Business Information TC "7 Business Information" \f C \l "1" 7.1

(E) Business Profile

Provide a profile of your business including Offeror’s business history, description of current service area, and customer base.

7.2

(E) Experience

Describe in detail your knowledge and experience in providing services similar to those required in this RFP.

7.3 Faith-based Organization

If you are a faith-based organization describe how you will:

7.3.1 Segregate Contract funds in a separate account if federal funds;

7.3.2 Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice;

7.3.3 Ensure that State-referred clients’ participation in religious activities, including worship, scripture study, prayer or proselytization, is only on a voluntary basis;

7.3.4 Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in inherently religious activities, their right to request an alternative provider and the process for doing so;

7.3.5 Ensure that Contract funds are not expended on inherently religious activities; and

7.3.6 Comply with applicable terms of 42 CFR Parts 54 and 54a, and 45 CFR 260 and 1050.

Organization and Staffing TC "8 Organization and Staffing" \f C \l "1" Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

8.1

(E) Project Lead

Identify the person who will be the dedicated Project Lead if Offeror is awarded a Contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this Section.

8.2

(E) Key Personnel and Qualifications

Provide a list of key management, customer service and other roles to be used in the fulfillment of the Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3 Subcontractors

If the Offeror utilizes any entity other than the entity submitting the Proposal to provide any of the services required by this RFP, the relationship between the two (2) entities is considered that of a contractor-subcontractor for the purpose of this Section, regardless of whether a relationship is based on an actual written Contract between the two (2).

8.3.1 If you intend to utilize subcontractors, describe the extent to which subcontractors will be used to comply with Contract requirements.

8.3.2 Include each position providing service and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract (including requisite qualifications/experience).

8.3.3 If applicable, provide resumes for those subcontractors who will be managing and or directly providing services under the Contract.

8.3.4 Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all requirements.

8.3.5 Offerors must disclose the location of the subcontractor’s business office and the location(s) of where the actual work will be performed.

8.3.6 If you do not intend to utilize subcontractors, provide a statement to that effect.

Note: The information provided for subcontractors, if any, will be evaluated as part of the Key Personnel and Qualifications section 8.2 above.

SCOPE OF WORK (SOW) TC "9

SCOPE OF WORK" \f C \l "1" All Sections of the SOW are required Contract services. Use this Proposal outline as part of your response to the RFP by restating each Section number and then providing your response. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. Describe how you will meet each requirement marked (ME) Mandatory Evaluated and (E) Evaluated by describing, in detail, your organization’s qualification and experience (rather than simply restating the question or confirming compliance without additional supporting information); as well as how your organization plans to meet SOW requirements detailed in this RFP. The Proposal should address methodologies, pertinent timelines, personnel, activities, and other pertinent information in order to implement the SOW successfully to achieve full compliance with all tasks and deliverables. Offerors must identify any information or resources needed from the Department in order to perform any of the work. By providing a response to this Solicitation, you affirm you agree to and will comply with the following requirements.

I.

General Requirements A.

The Department will provide to the Contractor:

1.

Access to Child, Youth, and Family Services training related to Family Centered Practice; Intake; Assessing Safety; Legal Policy and Standards of Practice Guidance; Foster Care Placement/Placement with Relatives and Fictive Kin; Relative Search; Worker Safety and Disclosure/Confidentiality.

a.

After Contract execution, the Department will provide access to the SharePoint Learning Hub for initial training. The Contractor must ensure staff participate in and complete all required trainings.

b.

Additional trainings may be provided at the discretion of the Department and in collaboration with the Contractor as the need arises.

c.

If new policies, new forms, new standards, or new processes are implemented after Contract execution and require face-to-face training for implementation, further trainings will be considered by the Department.

d.

Access and training to the Department's Child Welfare Information System, namely Ensuring Safety and Permanency in Idaho (ESPl) and eCabinet, including family history will be made available through video on-line training and may also be addressed in training webinars or classroom time when available.

2.

Safety Assessment system access, Expedited Placement Relative and Fictive Kin Assessment forms, Safety Plan forms, Policy and Procedures, Parents Guide to assessment, Emergency Fingerprint Clearances via the Federal Bureau of Investigation (FBI) (Code X and access to Relative Search Data bases).

B.

The Contractor must:

1.

Be responsible for all expenses related to supplies and equipment.

2.

Ensure staff participate in and complete all required trainings including trainings related to staff turnover or performance issues. Up to four (4) hours of training orientation are billable per hour per current Contracted staff. More may be available with prior approval by the Contract Monitor.

a.

The Department may provide refresher training if requested by the Contractor.

3.

Comply with IDAPA rules and requirements that include the following:

a.

16.06.01 CFS https://adminrules.idaho.gov/rules/current/16/index.html;

b.

16.06.02 Rules Governing Standards for Child Care Licensing https://adminrules.idaho.gov/rules/current/16/index.html;

c.

16.06.05 Rules Governing Alleged Medical Neglect of Handicapped Infants https://adminrules.idaho.gov/rules/current/16/index.html;

d.

16.05.01 Use and Disclosure of Department Records https://adminrules.idaho.gov/rules/current/16/index.html; and e.

16.05.06 Criminal History Check and Background Checks https://adminrules.idaho.gov/rules/current/16/index.html.

4.

Provide verified results received from Criminal History Background checks. The results must be sent to the Department's Contract Monitor via email, prior to the staff providing any Contracted services.

5.

Comply with the Department's Child, Youth, and Family Services directives and policies. These directives and policies include the following:

a.

Child, Youth, and Family Services Policy (PO) 19-01 Records Retention: Case, Medical, & Administrative (Attachment 6);

b.

Child, Youth, and Family Services Administrative Directive (AD) 10-002 Drug Testing Protocol in Child Welfare Cases (Attachment 7); and c.

AD 08-002 Enhanced Criminal Background Check for those Contacting Foster Children.

6.

Comply with the following sections of Idaho Code:

a.

Title 16 Chapter 16 Child Protective Act https://legislature.idaho.gov/statutesrules/idstat/; and b.

Title 56 Chapter 2 - Public Assistance Law, 56-202; 56-203; 56-204A and 204B https://legislature.idaho.gov/statutesrules/idstat/.

7.

Comply with the Child Welfare Standards of Practice found at https://healthandwelfare.idaho.gov/services-programs/children-families/child-and-family-services-and-foster-care. These standards include:

a.

Assessing and Managing Safety for Temporary Child Residents;

b.

Child Well-Being;

c.

Concurrent Planning;

d.

Confidentiality;

e.

Documentation;

f.

Educational Neglect Guidelines and Flow Chart;

g.

Foster Care Effective Discipline;

h.

In-Home Family Preservation;

i.

Intake Screening;

j.

Implementing the Indian Child Welfare Act;

k.

Priority Guidelines;

l.

Responding to Allegations of Child Abuse or Neglect by a Resource Family Member;

m.

Responding to Allegations of Abuse or Neglect for Referrals in Residential Care;

n.

Resource Family Licensing for Relatives, Fictive Kin & Non-Relatives;

o.

Resource Parent/Agency Problem Resolution Process;

p.

Safety and Comprehensive Assessment;

q.

Social Worker Safety;

r.

Sibling Placement;

s.

Use and Monitoring of Psychotropic Medication for Children and Youth in Foster Care; and t.

Runaway and Trafficking.

8.

Ensure:

a.

All Contractor staff possess a valid driver's license, sufficient automobile insurance coverage per the levels indicated in the Riders, to allow for transportation of clients and access to child car seats. Verification of license and insurance must be provided to the Department upon request.

b.

All Contractor staff must have access to ESPl and eCabinet complete work for After-Hour Social Work Response to Child Abuse & Neglect.

c.

Verification of professional credentials and compliance with required training for all Contractor staff. Verification must be provided to the Department, prior to the Contractor's staff providing any Contracted services: and d.

All Contractor staff have the following necessary information technology (IT) requirements:

i.

A minimum operating system (OS) of thirty-two (32) bit or sixty-four (64) bit Microsoft Windows ten (10) or higher;

ii.

Chrome internet browser;

iii.

A valid email address; and iv.

A cell phone or landline to be able to use the Department's ourmulti-factor authentication solution.

e.

Access ESPI website provided by the Department to review case information and ensure security approval for each Contracted personnel so they too can access the ESPI website when needed.

f.

All Department property is returned to the Department when either the Contractor's staff and/or the Contractor discontinue providing services to the Department. This would include but is not limited to Contractor badges and keycards if provided by the Department.

g.

On-Call staff must have a minimum of a bachelor's degree in social work, behavioral science, education or healthcare from a nationally accredited university or college. On-call staff must be supervised by someone with a minimum of a bachelor's degree in social work, who is licensed to practice social work in the State of Idaho.

II. (E) After-Hours Social Work Response Describe how you will meet the following requirements.

A. The Contractor must provide Availability/After-Hours Social Work Crisis Response Services to ensure the following requirements are met:

1.

On-Call staff must be scheduled and available to provide an After-Hours response/safety/assessment to child abuse/neglect reports in order to meet required priority response timeframes and guidelines https://healthandwelfare.idaho.gov/services-programs/children-families/child-and-family-services-and-foster-care/child-and-family-o https://healthandwelfare.idaho.gov/services-programs/children-families/child-and-family-services-and-foster-care.

2.

On-Call staff must be scheduled and available to provide an after-hours response to foster care placement or extended home-visit crises, including but not limited to runaway, medical/mental health crisis, re-placement, respite, emergency CFS voucher payments (prescriptions, clothing, formula), alleged abuse in facility, home, or foster home, etc.

a.

The response must include the provision of transportation for children which law enforcement deems in imminent danger and are requiring placement, or children within state custody who require transportation related to crisis response including but not limited to re-placement, respite care, etc.

b.

The response must include providing resource parents with all available information about the child placed in their home due to a declaration of imminent danger by law enforcement in order to assist the resource parent in meeting the child's needs and maintaining the level of safety in the foster home.

c.

On-Call staff must meet the need of possible simultaneous responses as well as coverage due to illness, vacation, etc. The Contractor must obtain prior written approval from the Department before increasing or decreasing the number of staff scheduled to provide direct or standby response.

3.

On-Call staff has access to the Contractor's supervisory staff at all times.

4.

On-Call staff is available to provide court testimony related to response as requested or upon receipt of a subpoena.

5.

On-Call staff must be available each business day thirty (30) minutes prior to and one (1) hour subsequent to after-hours coverage to convey necessary information between the Department and On-Call staff, as needed.

a.

After-hours coverage on business days is designated as 5:00 p.m. to 8:00 a.m. local time. After-hours coverage includes twenty-four (24) hour coverage on each weekend day (Saturday and Sunday) and twenty-four (24) hour coverage on all state-recognized holidays;

i.

Reports requiring an after-hours response must be entered into the ESPI system, and safety assessment information must be provided by telephone, voice mail, email, or fax by 8:00 a.m. local time the next business day.

III. (E) Supplemental Referrals Non-Emergency Response Describe how you will meet the following requirements.

A. Non-Emergency Response of supplemental referrals to be completed by On-Call staff

1.

When the Department experiences high safety assessment volumes during normal business hours, the Department may, at their discretion, provide additional referrals to the Contractor to be completed during regular after-hours coverage. These referrals must be completed by the Contractor in accordance with the assigned priority time frames, and must be treated the same as emergency after-hours response in terms of seeing the children, interviewing parents and collaterals, documentation, reporting, etc.

2.

Potential average number of supplemental referrals per month for Region 1 is fifteen (15).

IV. (E) Documentation Describe how you will meet the following requirements.

A.

The Contractor must ensure that all documentation meets the following standards:

1.

On-Call staff completes the On-Call Assessment document, provided by the Department, to determine whether abuse or neglect occurred and to assess the immediate safety of each child identified in the child abuse/neglect response.

a.

For all safety assessments that result in the child's removal from the home, the On-Call Assessment must include documentation demonstrating the reasonable efforts made, by the Contractor's staff, to prevent the need for foster placement, including why it was determined to be contrary to the child's best interest to remain in his/her own home.

B.

The On-Call Assessment document submitted in ESPI, taped interviews, photos, imminent danger forms, records, narratives, and other forms and documentation must be proved to the designated Department staff no later than 8:30 a.m. the following business day, Monday – Friday, local time with the exception of state holidays that fall during regular business hours. Assessment information must be documented in the Department ESPI system with any necessary hard copies provided to the regional office no later than 8:30 a.m. the following business day, Monday – Friday, local time with the expectation of state holidays that fall during regular business hours.

1.

Any variance of the Child Welfare Standards of Practice (I.B.7) by a Contractor's supervisor must be documented within the Assessment Report and entered ESPI.

2.

When a forty-eight (48) hour supervisory review is required for an On-Call case for any child under the age of six (6), the review must be recorded in the ESPI On-Call Assessment.

C.

The Contractor must maintain a case file which must contain the On-Call Assessment documentation, taped interviews, photos, imminent danger forms, signed Safety Plans, Expedited Placement Relative and Fictive Kin Assessment forms, other forms, records, narrative, and other case response documentation as required by current standards, policies, and circumstances of the case.

V. Additional Requirements

Describe how you will meet the following.

A.

The Contractor's responses to reports alleging child abuse or neglect and other interventions must be family-centered and strengths-based including but not limited to listening to the family, seeking to understand the family's concerns, withholding judgments, looking for strengths/ways that the child can stay safely in their own home, looking for ways to involve extended family members and other supports.

B.

Services provided must offer support and assistance to families to address imminent safety issues with the goal of keeping children safe and in their home or with extended family when appropriate.

C.

Services provided must be culturally and linguistically appropriate to the population served and interpretation and translation provided, if needed.

D.

Services provided must address the unique needs of both the rural and urban populations served.

E.

Services provided must emphasize keeping siblings together in foster care.

F.

On-Call staff must emphasize the least restrictive and relative/fictive kin resources whenever safely possible to avoid unnecessary placement or re-placement of children and youth.

G.

On-Call staff must be responsive to the local community, including but not limited to law enforcement, hospitals, and other community resources providing timely and professional responses.

H.

The Contractor's supervisory staff must contact the Department Program Manager or Chief in cases that necessitate additional review or require specific Department approval or signature.

I.

The Contractor must ensure that all entities, users, and servers that access the Department databases:

1.

Are located within the United States;

2.

Must not share data with offshore/overseas entities, servers, or databases; and

3.

Must not allow remote offshore/overseas access per the restrictions and regulations of the Internal Revenue Service (IRS), Social Security Administration (SSA), National Institute of Standards and Technology (NIST) pertaining to and governing the ESPI System.

VI. (E) Quality Assurance Plan Provide a draft Quality Assurance Plan that addresses the requirements below.

A. After Department review and approval, the Contractor must implement and maintain a Quality Assurance Plan that documents the process used to ensure the quality of services for each Contract requirement. At a minimum, the Quality Assurance Plan must include internal controls for ensuring the following information included but not limited to:

1.

Accurate data;

2.

Timely client response;

a.

The Contractor must provide a time breakdown describing the activities completed on each response and the time each task took.

3.

Professional quality reports and documentation; and a.

Written documentation submitted by the Contractor will be subject to an ESPI On-Call Safety Assessment spot review by the Department's regional Child Welfare supervisor. This will be shared with the Department's Contract Monitor for quality assurance purposes of the Contract. The Department will provide a copy of the form to be used to the Contractor.

4.

Professional credentials of service providers.

VII. Implementation Plan A.

After Department review and approval, the Contractor must provide an Implementation Plan to the Department's Contract Monitor within thirty (30) calendar days of Contract execution that:

1.

Provides for the smooth transition of services from the Department; and

2.

Ensures the Contractor is operational within ten (10) business days of the effective date of the Contract, unless otherwise mutually agreed upon in writing by the Department and the Contractor.

VIII.

Transition Plan A.

Within thirty (30) calendar days of the Contract effective date, and with Department review and approval, the Contractor must provide a Transition Plan to the Department's Contract Monitor to facilitate a smooth transition for Contracted services from the Contractor either back to the Department or to another contractor designated by the Department at the Contract termination.

IX.

Additional Phases/Work Assignments A.

The Department may request that the Contractor provide additional services directly related to the Contracted services such as emergency response coverage to assist in states of emergency, extraordinary needs due to weather issues or staff training time needs within the Department. The Department will contact the Contractor as additional services are required.

B.

The Contractor must work within the Department protocols and standards to meet response timeliness, assessment, and documentation. The Contractor must work with the Department to develop a work plan and budget based on the additional services.

EXHIBIT A -- COST PROPOSAL AND BILLING PROCEDURE TC "EXHIBIT A -- COST PROPOSAL AND BILLING PROCEDURE" \f C \l "1" (ME) Exhibit A “Cost Proposal and Billing Procedure” must be downloaded from IPRO, completed and uploaded back into the Question Section in IPRO in an Excel spreadsheet format.

The Offeror must provide a fully-burdened rate which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, profit, interpretation/translations, background checks, and supplies.

There will be no Administrative Fee to the Contract Purchase Order (CPO) resulting from this Solicitation per Paragraph 5 of the State of Idaho Standard Contract Terms and Conditions.

Part 1. Cost:

The Contract resulting from this RFP will be a FIXED UNIT COST, INDEFINITE QUANTITY Contract.

The "Estimated Number of Units" shown in each cost matrix found in the Question Section of this RFP posting in IPRO is the Department's best estimate of units that may be experienced during the first year of the Contract. Estimated quantities are for evaluation and award purposes, based on the Department’s best estimate, and are not binding on the Department. Offerors must input their Cost Per Unit information (numbers only) in the blue cells. The Total Cost of Service will be automatically calculated by multiplying the Cost Per Unit by the Estimated Number of Units. This is the total amount proposed for performing all requirements under the Contract for one (1) year. Offerors must not alter the format of, or any numbers contained in, any matrix. Any Proposal not complying with this requirement will be deemed non-responsive and will receive no further consideration for award of a Contract.

Costs must remain firm throughout the initial term of the Contract, unless otherwise agreed to by the Department and modifications will only be considered under extenuating circumstances.

Part 2. Billing Procedure:

The Contractor must provide a monthly invoice and the respective reports as required in the report section of the Contract within ten (10) business days of the end of the billing period. No invoice will be accepted or paid without the required reports.

The Contractor must provide the following information with each invoice:

1. Contract number;

2. Identification of billing period (month of service);

3. Contractor’s name, address, phone number and email address;

4. Name and contact information for Contractor staff authorized to respond to questions about the invoice;

5. Invoice date;

6. Invoice number; and

7. Total amount billed for the billing period.

Invoices and reports must be submitted to: {information will be provided in the resulting Contract}.

Final invoices and reports must be submitted to the Department no later than ten (10) business days after Contract expiration. Invoices received without the required report(s)/documentation will be returned to the Contractor for resubmission with the required final report(s)/documentation.

EXHIBIT B -- RIDERS TC "EXHIBIT B -- RIDERS" \f C \l "1" Insurance For the term of the Contract and until all services specified in the Contract are completed, the Contractor must maintain in force, at its own expense, the following insurance.

· Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. Insurance required by this section must name the State of Idaho, Department of Health and Welfare as an additional insured.

· Commercial Automobile Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each accident. Such insurance must cover liability arising out of any auto incident (including owned, hired, and non-owned autos). Insurance required by this section must name the State of Idaho, Department of Health and Welfare as an additional insured.

· Cyber Liability Insurance for protection of private or confidential information whether electronic or non-electronic, network security and privacy; privacy against liability for system attacks, digital asset loss, denial or loss of service, introduction, implantation or spread of malicious software code, security breach, unauthorized access and use; including regulatory action expenses; and notification and credit monitoring expenses with at least the minimum limits as listed below:

Each Occurrence – three million dollars ($3,000,000)

Network Security / Privacy Liability – three million dollars ($3,000,000)

Breach Response/ Notification Sublimit – A minimum limit of fifty percent (50%) of the policy aggregate

Technology Professional E&O – three million dollars ($3,000,000). (Only applicable for Contractors supplying Information Technology [IT] consulting services).

The Contractor must defend, indemnify, and hold harmless the State of Idaho, its agencies, directors and employees for all claims resulting from wrongful acts or omissions committed in the performance of, or failure to perform, all services under the agreement, including, without limitation, claims, demand and any other payments related to electronic or physical security, breaches of confidentiality and invasion of or breaches of privacy.

· Workers Compensation Insurance and Employer's Liability. The Contractor must maintain Workers Compensation and Employer's Liability. The Employer's Liability must have limits not less than one million dollars ($1,000,000) each accident for bodily insurance by accident, one million dollars ($1,000,000) disease policy limit, and one million dollars ($1,000,000) disease, each employee.

The Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write Workers Compensation Insurance in the State of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

If coverage is not available on an occurrence basis, coverage must be provided on a claims-made basis. For claims made policies the retroactive date must be shown and must be before the date of the Contract or the beginning of Contract work; insurance…