6-RFP 26-24 Truancy Diversion Program - Tier 2.docx

Montgomery County, PA RFP 26-24 for Truancy Diversion Program - Tier 2

Request for Proposal (RFP): 26-24 Department of Health and Human Services Office of Children and Youth Truancy Diversion Program - Tier 2

Introduction Montgomery County is located approximately twenty miles west of Center City Philadelphia, PA. Governed by a three-member Board of Commissioners, the County government is a large diverse organization whose mission is to provide quality services in an efficient and cost-effective manner.

Montgomery County, with nearly 861,000 residents is the third most populated county in the Commonwealth of Pennsylvania. Some of the services the county government provides its citizens include health and human services, a highly regarded community college, an outstanding park and historic site system, and a judiciary recognized as one of the Commonwealth’s finest.

The Montgomery County Department of Health and Human Services (HHS) offers a full continuum of services to ensure the health, safety and well-being of county residents. The Department serves children, families, young adults, adults and older adults through its offices which include Children and Youth, Community Connections, Drug and Alcohol, Early Learning Resource Centers, Housing and Community Development, Mental Health/Developmental Disabilities/Early Intervention, Public Health, Senior Services, behavioral health managed care services, and Veterans Services. Strategic Offices for the Department support dissemination of important health information and quality and compliance. HHS is fully integrated to provide seamless, coordinated care delivery all focused on enhancing the health and well-being of the residents of Montgomery County.

The Montgomery County Office of Children and Youth (OCY), under Pennsylvania law, is mandated to investigate all reports of suspected abuse, neglect or dependency of children from birth to age 18 in Montgomery County.

OCY’s professional staff investigate reports made to the office and support families, when appropriate, to address conditions which adversely affect a child’s care. OCY staff work with families directly and coordinate services with community resources to improve family conditions.

Montgomery County Office of Children and Youth (OCY) requests proposals from organizations interested in providing Truancy Diversion services to families and children, age five (5) through eighteen (18) years who are experiencing truancy. Proposals from multiple providers will be selected. The organizations selected will be contracted to provide services to divert formal involvement with the OCY and will utilize an established outcomes informed program for delivery of service. The organization(s) selected will have experience and knowledge of Montgomery County, dynamics of families and youth who experience truancy, and established relationships with school districts, Magisterial District Judges as well as local community service organizations. Services will begin at the start of the 2026 - 2027 academic year.

The Office of Children and Youth is responsible for the assessment and service provision of truancy referrals for Montgomery County’s public school system and private schools. With the agency having many years of serving children/youth with truant behavior, it is well-documented that truancy is often a symptom of underlying familial problems and concerns. As a result, a multi-level tiered approach has demonstrated the most effective results. Each service intervention centers on engagement and partnership with families and students to improve truant behavior.

The agency continues to utilize three tiers to assist families in addressing identified needs and provide support to students to achieve educational success:

Tier 1 are prevention services available to families whose children have been unlawfully absent for three to six days per academic year. School districts can refer students to various prevention services that are embedded into several community-based programs working directly with different school districts. For example, services such as Multi-Systemic Therapy and community-based Triple P, both offer preventative options prior to referral to the agency. School districts are also required to work with parents/caregivers to develop and implement a plan to address truancy concerns. Additional steps may also include the district filing a petition heard before the Magisterial District Judge as an additional layer of intervention.

Tier 2 are diversion services available to families whose children have been unlawfully absent for at least ten days within the academic year. Diversionary services are intended to keep students in school and prevent truant behavior from reaching a critical level while diverting families from an open case with OCY. Services are available countywide to all school districts. The agency utilizes contracted service providers to deliver diversionary services.

Tier 3 are services provided to families in need of further assessment and ongoing services from OCY to eliminate chronic truancy and address family issues. The agency’s truancy unit delivers tier 3 services.

This RFP is specific to Tier 2 services only.

Scope of Work Funding for the Truancy Diversion program is through OCY’s Special Grants Initiative in the Needs Based Plan and Budget. The tentative allocation for the program is $1,394,815 pending final budget approval. It is anticipated that 476 youth from 442 families will be served. The funds will be allocated among all selected providers. Budgets submitted are to reflect:

· All costs to provide services and maintain uninterrupted services.

· The rate for services must be hourly or per diem.

· Rates for a direct/indirect payment structure will not be accepted.

Requirements Listed below are required elements that should be included in responses.

Please include in your response, how the following items will be addressed by your agency.

· Referral Process:

· Referrals are identified and referred to the Truancy Diversion Program by the OCY Truancy unit.

· OCY Truancy unit designee chooses a Truancy Diversion contracted provider based upon the identified child or youth’s and family’s need.

· OCY provides a completed referral form, qualification checklist, and all other relevant information and sends to the selected contracted agency designee.

· The contracted agency designee will determine if the child or youth meets admission standards for their program.

· The contracted agency will accept or decline the child or youth for services within 48 -72 hours of referral receipt via email. Confirmation of acceptance or decline of referral will be provided directly to referring worker.

· If for any reason referral is accepted but services cannot begin immediately, the contracted agency will notify the referring caseworker/supervisor. Under such circumstances, the decision regarding the best way to proceed will be based upon the need of the child, youth and family will be made.

· Contact will be made with the child, youth, and family within one day of the case being accepted by the contracted agency.

· The contracted agency will schedule to meet with the family within one week of receipt of referral to begin any initial assessment(s), complete all necessary contracted agency consents, and any other required intake items (please include in your response, which assessments will be utilized).

· Service Planning:

· Contracted agency will utilize additional assessments tools (please indicate which additional assessments).

· Service plans are to be completed and finalized with the family and child or youth within 30 days of acceptance of referral.

· Contracted agency will provide services to families of diverse backgrounds including those who do not speak English (Please indicate how this will be accomplished).

· Service Delivery:

· Contracted agency will specify the way services are to be delivered including all program offers (therapeutic interventions, skill training, transportation, summer programing, etc..)

· Contracted agency will include the estimated length of service of their program.

· Service Extension:

· Contracted agency agrees to send a request for extension of services to the OCY designee(s) when 80% of the authorized time has been utilized.

· Request is to include the following information.

· Case name, case #, time remaining; requesting __ (# of hours, days) additional time, and name of service.

· Justification of request for extension

· OCY designee will review request with the appropriate OCY staff and notify provider if additional time is approved.

· Contracted agency will maintain a record of all reauthorization requests and approval status.

· Termination of Services/Discharge Planning:

· Once a child or youth’s school attendance has improved and other needed services are in place, services will terminate.

· Termination of services will occur when a family and child or youth refuses to continue participation in the program, drops out of school, moves out of the designated school districts, or is successfully enrolled in a therapeutic program which provides sufficient supports to the student and their family to render the services of Truancy Diversion redundant. Those children or youth who refuse participation and/or show no progress toward improved attendance will be referred to OCY Truancy Screening and Assessment Unit.

· Termination of service due to non-compliance/lack of engagement will occur using the following protocol:

· If there are three no call/no shows, there will be discussion between contracted agency and referring Unit Supervisor whether to continue to attempt to make contact, service may be terminated.

· If parent repeatedly cancels scheduled sessions with notice, there will be a discussion between the contracted agency and referring Unit Supervisor whether to continue to attempt to schedule visits, service may be terminated.

· Contracted agency will send a termination letter to family following discharge due to noncompliance/lack of engagement.

· A Truancy Diversion discharge report for each family will be sent to the OCY designees (s) within 10 days of the discharge.

· Record Keeping and Reporting:

· Contracted agency agrees to maintain a file (record) for all families referred with clear documentation. Files will contain all information referenced above including referral forms, authorization and re authorization of units, assessments, service plans, encounter and director monthly verification forms, documentation of service provision for each date of service, correspondence with OCY and families, verification of submission of monthly reports to OCY, discharge reports pre and posttests, and assessment tools.

· Contracted agency will utilize both Encounter form(s) and a Monthly Director Verification form. The Encounter form(s) are signed by the family at each contact and maintained in the contracted agency file.

· The Monthly Director Verification form is completed by the director or their designee and verifies services provided monthly. The Monthly Director Verification form is maintained in the contracted agency file as well as submitted with the monthly invoice. Please see the OCY Purchase of Service Agreement for instructions on completing and submitting invoices.

· The contracted agency will collect and provide the following information at quarterly and Fiscal Year(FY) intervals:

· Attendance Information for the quarter/year

· Positive discharges for the quarter/year

· Number of youth placed out of Home during the quarter/year

· Number of youth referred to OCY for non-compliance during the quarter/year

· Number of youth referred to OCY for therapeutic services during the quarter/year

· Number of youth referred to OCY for refusing services during the quarter/year

· Staffing/Training

· The contracted agency will assure staff designated to provide services have all required clearances, completed and documented the mandatory child abuse recognition and reporting training, as required by Act 47, of 2019, within 90 days of hire date. All staff will complete the child abuse recognition and reporting training refresher course minimally every 5 years, or more frequently as may be required by the above act. Contracted agency may require additional training for staff as per their individual organization practice.

Metrics and/or Outcomes The Truancy Diversion services are designed to achieve measurable improvements in student engagement and family involvement. Intended outcomes include increased academic success for students identified as at risk for truancy, improved school attendance, and stronger overall academic performance. The program also aims to enhance family functioning by increasing parental awareness of and attention to attendance issues, as well as strengthening parental focus on students’ educational success. To support performance monitoring and accountability, the contracted agency will provide the OCY designee(s) with quarterly and full fiscal year (FY) data aligned with the metrics and key performance indicators outlined below.

Key Performance Indicators:

Access

· Metric: % of referred youth successfully engaged (defined as at lest 2 direct contacts within 7 days)

· Target: ≥ 90%

· Purpose: Looks beyond attempted contact to actual engagement.

Quality

· Metric: % of cases demonstrating measurable improvement in attendance within 45 days of service initiation.

· Target: ≥70%

· Purpose: Establishes early effectiveness, not just end of service outcomes.

Efficiency

· Metric: % of youth diverted from further OCY involvement (no escalation within 90 days post-discharge?)

· Target: ≥80%

· Purpose: Helps establish if this service helped prevent deeper system involvement.

Satisfaction

· Metric: % of referring schools reporting satisfaction with communication and coordination.

· Target: ≥85%

· Purpose: Ensures system-level collaboration is functioning.

Administrative Expectations and Service Verification

· The selected organizations will comply with all Federal and State requirements for provision, documentation and billing of services.

· In addition to applicable Federal and State requirements, the contracted agency will ensure that all programs comply with the documentation requirements as set by OCY Purchase of Service Agreement and program description, including measurable outcomes.

· Services are authorized by the OCY designee according to units of service. Additional authorizations may be requested as needed with prior approval and in consultation with OCY social services staff.

· Billing must be substantiated by use of Encounter forms (**applies to all in-home service provision) to be signed off on by the client and provider. Billing must be submitted by the 15th of the month following the provision of service along with the monthly director’s verification form. Billing shall detail type of service provided, units of service provided in hours or days respectively per client, total usage and charges for all.

· Contracted agency must notify the OCY designee(s) when:

· Staffing changes occur, e.g., positions are eliminated, agreed upon staffing ratios are not maintained for more than two consecutive months, roles are changed/positions are downgraded, positions have added responsibilities that impact the amount of time spent on the program.

· Changes are made involving policy, program operations or organizational structure.

· Incidents listed below become known to the contracted agency and within three (3) business days to the OCY designee(s). Contracted agency is to report incidents utilizing the “OCY Reportable Incident” form (Appendix A), separate to utilization of the state mandated Home and Community Services Information System (HCSIS), and in accordance with the county Purchase Service Agreement.

Reportable Incidents: Contracted agency worker has been named as a party in a ChildLine or criminal investigation.

· Contracted agency worker is involved in a car accident with an OCY client.

· Contracted agency worker is involved in an incident that impacts their ability to complete their job functions.

· Contracted agency worker involved in an incident involving police and /or fire with client.

· Outbreak of communicable disease if contracted agency worker is positive and had contact w/client.

· Criminal Conviction against the contracted agency.

· The use of any intern for direct service provision is prohibited unless the Montgomery County designee(s) has provided prior authorization.

Information Technology Respondents to include a statement of the type of technology to be used by their staff and ability to submit required documentation electronically.

Cost Proposal

· A detailed line item budget including personnel and operations

· Program/personnel ratio

· Description of the calculation of administrative cost

· A structured rate of service

· Rates to include all costs for service Value Added Consideration Agency experience and knowledge of Montgomery County, dynamics of families and youth who experience truancy, established relationships with school districts, Magisterial District Judges as well as local community service organizations.

Contract Period with Option to Extend The period of the contract shall be for three (3) years commencing upon Full Contract Execution and based on the availability of funding. The contract may, by mutual written assent of the parties, be extended for an additional two (2) one (1) year period of portion thereof, up to a cumulative total of five (5) years based on the availability of funding.

Should the County desire to exercise this option, notification to the successful contractor shall be given prior to the expiration of the contract. The successful contractor must respond within 15 days from said notification including the fee schedule requested in Requirements above.

Proposal Submission Submissions are made electronically through the Bonfire Portal.

Offeror must submit both a “Technical Proposal” (NO PRICING) and a “Cost Proposal” as separate documents as part of its Proposal package. In addition, a current W9 and completed Appendix “A” document must be uploaded.

PLEASE NOTE: If responding in Appendix “A” that exceptions are being taken to the Montgomery County Terms and Conditions, vendor must also submit these exceptions as a separate document uploaded in the “OPTIONAL Noted Exceptions to Posted Terms & Conditions” response section.

Any exceptions not provided at the time of proposal submission will not be considered at the time of contracting if the vendor is chosen for award.

Questions All questions related to this Request for Proposal are to be submitted through the Bonfire Portal.

RFP Response Narrative Format Template Introduction The format that follows is to be used in preparing your proposal in response to the RFP. The applicant’s operations, plans, capabilities, and prior experience are of primary interest to Montgomery County Department of Health and Human Services. The completed proposal must follow the format shown and may not exceed 14 pages, exclude title page and requested attachments.

Title Page: showing RFP number, due date and time, proposer name, address, telephone number, contact person, email address, and EIN number.

Background Statement and Prior Experience

· Provide a brief (no more than one page) description of the applicant’s business, including:

· History and future plans

· Vendor size

· Vendor financial stability (include copy of most recent audit as an attachment)

· Number of years in business

· Provider Identification (EIN)

· Corporate name and address

· Contact person(s) name, telephone number and email

· Name of county agencies (including Montgomery)with which you have current contracts or grants (include name of contracting department , name of service(s) and amount of annual contract/grant).

· Location of office in Montgomery county or location of office to serve youth county wide

· Experience with Truancy Diversion services

· Describe the agency’s broad purpose for serving its community as stated in its mission statement and the goals it hopes to achieve.

· Please describe an overview of the services you currently deliver.

Service Description Describe how your organization will deliver on each of the requirements below and affirm your understanding of Procedures outlined in the RFP.

· The contracted agency agrees to deliver services to families whose children have been unlawfully absent for at least ten days within the academic year. Diversionary services are intended to keep students in school and prevent truant behavior from reaching a critical level while diverting families from an open case with OCY. Services are available countywide to school districts.

· The contracted agency agrees to provide services during non-traditional hours including evenings and weekends.

· During the intake process , the contract agency agrees to determine if the child or youth meets admission standards for their program. The contracted agency will accept or decline the child or youth for services within 48 -72 hours of referral receipt via email. Confirmation of acceptance or decline of referral will be provided directly to referring worker. If for any reason referral is accepted but services cannot begin immediately, the contracted agency will notify the referring caseworker/supervisor. Under such circumstances, the decision regarding the best way to proceed will be based upon the need.

· The contracted agency will contact the child, youth, and family within one day of the case being accepted by the contracted agency.

· The contracted agency will schedule to meet with the family within one week of receipt of referral to begin any initial assessment(s), complete all necessary contracted agency consents, and any other required intake items (please include in your response, which assessments will be utilized).

· Contracted agency will utilize additional assessments tools (please indicate which additional assessments).

· The contract agency will have service plans completed and finalized with the family and child or youth within 30 days of acceptance of referral.

· Contracted agency will provide services to families of diverse backgrounds including those who do not speak English (Please indicate how this will be accomplished).

· Contracted agency will specify the way services are to be delivered including all program offers (therapeutic interventions, skill training, transportation, summer programing, etc..)

· Contracted agency will include the estimated length of service of their program.

· Contracted agency agrees to maintain a file (record) for all families referred with clear documentation. Files will contain all information referenced above including referral forms, authorization and re authorization of units, assessments, service plans, encounter and director monthly verification forms, documentation of service provision for each date of service, correspondence with OCY and families, verification of submission of monthly reports to OCY, discharge reports pre and posttests, and assessment tools.

· The respondent will indicate an understanding of the procedures listed below: Include a statement assuring your organization understands the following procedures outlined in the RFP:

· Termination of services

· Record Keeping and Reporting

· Service Verification and Administrative Expectations

· Staffing / Training

· Outcomes

· Reportable incidents

· HHS Monitoring Agency Organization

· Montgomery County has transitioned to electronic contracting using DocuSign. State the name, title and email address of the person who will have ultimate responsibility for the contract . This person will act as the primary signer.

· State the name , title and email address of the person who will act as the witness.

· Submit an attachment of organizational chart, clearly indicating lines of authority among all positions and full time or part time designation.

· Submit as an attachment a copy of job descriptions for all positions to be covered under this contract, stating skills, qualifications, training and experience required, and listing the duties and activities of the position.

Communication, Fiscal, Cost Proposal/Budget, Invoicing, and Data Reporting

· Cost Proposal are to include:

· A detailed item budget

· Program/personnel ratio

· Description of the calculation of administrative costs

· An hourly rate for services , which can be billable in 15 minute increments

· Hourly rates are to include all costs of the service

· Comment on your technological capabilities regarding:

· Data,

· Confidentiality

· Data Breach or loss

· Sensitive Information

· Submit a budget. Include a narrative with your budget.

· Please note agencies are required to have separate accounting of funds for each program. How will you comply with this requirement?

Value Added Considerations Limited to organizations that are currently providing Truancy Diversion services and have familiarity with the dynamics and issues faced by this population :

· Affirm that your agency currently provides Truancy diversion Services

· Affirm that your Agency has familiarity with the dynamics and issues faced by this population

· What services does your agency currently provide that would enhance the delivery of Truancy Diversion Services .

List of Attachments to be Submitted

· Organizational chart

· Job descriptions pertinent to contract

· Budget or cost proposal

· Certificate of Insurance

· License(s), certification(s) (if applicable)

· Most recent audit report *If awarded contract a Certificate of Insurance (COI) will need to be issued listing the specific office as a holder image1.wmf image10.wmf image2.png