3-3 - Attachment A - Technical Response Form.pdf

RFP2000004361

Attachment A

Technical Proposal Response Form

Offeror should provide a written response to each item in Sections 3 and 4 below, and any other information as instructed in Bonfire. This information will be considered the minimum content of the proposal.

1. Fairfax County Department of Family Services (DFS), Children, Youth, and Families Division (CYF) and Adult and Aging Division is seeking qualified process servers to provide timely, reliable, and professional services for delivering child welfare and adult welfare legal documents and court notices (summonses, subpoenas, petitions, and notice of hearings) in accordance with applicable laws and regulations.

2. Statement of Needs: The Successful Offeror shall:

a. Demonstrate familiarity with and adhere to process service requirement applicable to cases initiated or heard in Fairfax County Juvenile and Domestic Relations Court (JDRDC) and Falls Church JDRDC and Fairfax County Circuit Court. Process servers in child welfare and adult welfare cases play a critical legal and procedural role as the scope of their work centers on formally notifying parties and witnesses of court proceedings that affect children’s safety, custody, and permanency or an adult’s legal capacity.

b. Notify the County when a process server leaves the company and provide information about the replacement.

c. Service of Legal Documents: Process servers are responsible for properly delivering court-related documents, including but not limited to:

1. Child abuse and neglect petitions

2. Adult guardianship and conservatorship petitions and accompanying documents

3. Emergency removal order notices

4. Protective services notices

5. Entry orders for adult protective services

6. Child in need of services/supervision petitions

7. Child protective orders

8. Summonses and subpoenas to court hearings

9. Permanency planning and foster care review hearing notices

10. Termination of parental rights petitions and notices

11. Adoption-related court documents

Service shall be carried out on parents, legal guardians, caregivers, relatives, putative fathers, respondents in guardianship and conservatorship proceedings, legal agents, witnesses, and other necessary parties entitled to notice.

d. Ensure Due Process:

1. Parents and legal guardians are informed of child abuse or neglect allegations and court dates

2. Parties have an opportunity to appear and respond

3. Improper service can result in delays, continuances, or dismissal, making accuracy critical.

e. Locate Individuals (Skip Tracing)

1. Perform lawful and ethical skip-tracing services to locate individuals whose whereabouts are unknown.

In child welfare cases and adult welfare cases, individuals may be:

a. Transient

b. Homeless

c. Incarcerated

d. Actively avoiding service

2. Process servers may:

a. Conduct lawful skip tracing

b. Coordinate with correctional facilities

c. Attempt service at multiple addresses

d. Serve documents at workplaces or approved alternative locations (as permitted by law)

e. Coordinate with Department of Family Services (DFS) staff to arrange for the timely service of summonses and subpoenas when additional information or clarification is required.

f. All information obtained through skip-tracing activities shall be treated as confidential child welfare information. Safeguard all data, limit access to authorized personnel, and comply with all DFS data-security and confidentiality requirements.

f. Timeliness Requirements

1. Service shall be completed within court order or DFS specified timeframes

a. For Preliminary Removal Order and Preliminary Protective Order hearings (also known as “five-day hearings” since the hearing must be held within five business days of removal or the petition being filed) - service must happen immediately.

b. For dispositional hearings, court reviews, permanency planning hearings and termination of parental rights hearings, service must be initiated within 5 business days of receipt of documents.

c. Witness subpoenas: For 5-day hearing, service must be initiated immediately of issuance of subpoenas. For dispositional hearings, court reviews, permanency planning hearings and termination of parental rights hearing, service must be initiated within 5 business days of issuance of the subpoenas.

2. Expedited or emergency service shall be provided upon request

3. Multiple service attempts shall be made in accordance with the contract

g. Documentation & Proof of Service: Process servers must:

1. Accurately document date, time, and location of service

2. Identify the person served and method of service

3. Prepare and submit accurate, complete, and timely proof of service or affidavits of service

4. Submit documentation within court-mandated timelines

5. Notify DFS promptly of unsuccessful service attempts and provide recommendations for next steps when appropriate

6. Provide testimony or declarations regarding service when required by the Court or DFS.

7. Provide supplemental affidavits if service is challenged

h. Confidentiality & Sensitivity: Because child welfare and adult welfare cases involve minors or incapacitated adults and allegations of abuse or neglect, process servers must:

1. Maintain strict confidentiality

2. Use discretion when serving documents

3. Avoid disclosing sensitive information to third parties

4. Conduct themselves professionally to minimize trauma or escalation

5. Comply with all federal and state laws and DFS policies

6. The contractor shall safeguard all data, limit access to authorized personnel, and comply with all DFS data-security and confidentiality requirements.

i. Successful Offeror/Contractor performance measures will be evaluated based on the following:

1. Timeliness of service

2. Accuracy and completeness of documentation

3. Responsiveness to DFS communications

4. Compliance with legal requirements

5. Timely invoicing

3. Statement of Qualifications: Must include a description of organizational and staff experience and resumes of proposed staff.

a. Organizational and Staff Experience: Offeror should describe the following:

1. Relevant experience and qualifications as a process server.

2. Knowledge of Fairfax County Juvenile and Domestic Relations District Court and Fairfax County Circuit Court procedures. A few examples are listed below:

a. Title 16.1 of the Code of Virginia (Juvenile and Domestic Relations District Court)

b. Title 63.2 of the Code of Virginia (Welfare/Social Services)

c. Title 64.2 of the Code of Virginia, Chapter 20 (Guardianship and Conservatorship)

d. Title 8.01 of the Code of Virginia (Civil Remedies and Procedures)

e. Rules of the Supreme Court of Virginia

f. Applicable Virginia Rules of Civil Procedure

g. Fairfax County Juvenile and Domestic Relations Court and Fairfax County Circuit Court rules and administrative orders.

3. Special service requirements for:

a. Incarcerated parents

b. Military parents (Servicemembers Civil Relief Act (“SCRA”) compliance)

c. Parents or individuals under a disability

d. Out-of-state parties (interstate service rules)

4. All services must be legally sufficient to withstand judicial scrutiny and protect due process rights.

5. Understanding of child welfare and adult welfare legal requirements.

6. Capacity to meet required timelines and ability to serve in Fairfax County, surrounding counties, throughout the Commonwealth of Virgina, and outside of Virginia.

4. Technical Narrative:

a. Understanding of the problem and technical approach.

b. Company Background and Experience.

c. A Staffing Plan (and Training Requirements): Provide a Staffing plan to include the following items, which are considered the minimum requirement:

1. Number of positions

2. Full Time Equivalents (FTE)

3. Type of position for each member of staff (full-time, part-time, benefit, hourly, etc.)

4. Identify credentials of each staff

5. Identify any Contractors

6. Provide job descriptions for each position category/class.

7. Provide a sample weekly staffing schedule, indicating number and types of positions on duty.

8. Describe how staff vacancies, illnesses and inclement weather are managed while maintaining consistency, quality, and appropriate training levels.

9. Provide a description of required training for certification for each type of staff with time for completion and any necessary training renewals.

d. References: Provide three references that include Adult and Child Welfare, Cases through the court or other agencies that use your process server services. Include name, email address and phone number.

e. Financial Statements: Provide an income statement and balance sheet from the last three years.