Addendum No. 1 RFP HS-24-16.docx

San Bernardino County Human Services Request for Qualifications for Professional Development

RFQ No. HS 24-15 ePro Bid #HSSA26-HSSA-6156

REQUEST FOR PROPOSAL FOR

CHILD AND FAMILY TEAM FACILITATORS

RFP HS 24-16

ePro Bid #HSSA26-HSSA-5566

ADDENDUM NO. 1

Amend SECTION III. DEFINITIONS AND REFERENCE DOCUMENTS to read as follows:

III. DEFINITIONS AND REFERENCE DOCUMENTS

The following Definitions have been added or modified:

California Department of Social Services (CDSS): Provides oversight of California’s Child Welfare and Foster Care system, Welfare-to-Work programs, Disabled and Adult programs, and licensed community care facilities. The mission of CDSS is to serve, aid, and protect needy and vulnerable children and adults in ways that strengthen and preserve families, encourage personal responsibility, and foster independence.

CFTM Referral: A referral form used to request a CFTM.

Integrated Practice Child and Adolescent Needs and Strengths (IP-CANS): A multi-purpose tool that supports decision-making, including level of care and service planning, which allows for the monitoring and outcome of services. When used as part of the CFT process, the IP-CANS Assessment can help guide conversations among CFT members about the well-being of children and youth, identify their strengths and needs, inform and support care coordination, aid in case planning activities, and inform decisions about placement.

Welfare and Institutions Code (WIC): The set of laws in California that govern various social services and public welfare programs. The range of issues addressed in this code includes services relating to welfare, dependent children, mental health, and other areas affecting vulnerable populations.

Remove and replace SECTION V. Paragraph B. PROJECT DESCRIPTION

B. PROJECT DESCRIPTION

Contractor shall:

1. Comply with all current and future California Department of Social Services (CDSS) updates regarding Children and Family Teams (CFTs) and Children and Family Team Meetings (CFTMs).

2. Comply with applicable sections of the Welfare and Institutions Code (WIC) and all laws governing CFTs and CFTMs.

3. Use all current and applicable documentation and reporting tools required by the County or CDSS for CFTs and CFTMs as directed.

4. Accept, review, and process all Child and Family Team Meeting (CFTM) Referrals and:

a. Not solicit or modify the referral.

b. Notify the CFS staff person if a CFTM referral is incomplete within three (3) business days.

c. Complete separate CFTMs for different CFT members when requested by CFS.

d. Ensure CFTMs are completed, and reports are submitted to the CFS liaison, within thirty (30) calendar days of receipt of the CFTM referral, or by the timeframe requested by CDSS, whichever is sooner.

5. Complete the Administrative Discharge process and provide documentation as requested by the County for all administrative discharges:

a. Document three (3) unsuccessful attempts to contact the assigned Social Worker (SW) using different modes of contact (e.g., text, phone call, email).

b. Collaborate with the Regional Point of Contact (POC) to obtain needed information.

c. Submit the completed Administrative Discharge form to the POC’s respective supervisor no sooner than sixty (60) days from the referral date to obtain written approval to administratively discharge the referral.

6. Collaborate with key stakeholders engaged with the youth and family including the CFS Social Workers, DBH, Probation, any other County entities and any identified supports.

7. Ensure coordinated care and case planning is provided to all children and youth in the child welfare system.

8. Locate a facility to conduct the CFTM and

a. Ensure the site is accessible to youth and family.

b. Schedule the CFTM at times and locations convenient for family member participation.

c. Considerations that should be taken into account include location, transportation, childcare, and special needs.

d. Conduct out-of-county CFTMs as requested by CFS on a case-by-case basis.

e. Coordinate and schedule CFTMs at Contractor identified sites throughout San Bernardino County.

f. Contact the CFS liaison within fourteen (14) calendar days of the referral, if a Contractor site is not available within San Bernardino County.

g. Inform all CFTM members/participants of the time and place of the meeting via text, phone call, email, and/or other modes of agreed upon communication.

9. Complete a pre-meeting preparation discussion with the family prior to the CFTM. This meeting will include:

a. What a CFTM is

b. Scheduling the CFTM by identifying date/time, and needs for interpretation services

c. The following inquiries:

i. Who the family wants to invite (support system)

ii. How the family would like to be addressed (e.g., pronouns)

iii. If family has any known Native American ancestry/tribal involvement

iv. If any domestic violence/safety issues exist

v. Explore cultural considerations: values, norms, etc.

vi. Redirecting case specific questions

10. Complete the IP-CANS and finalize it at the CFTM, in accordance with CDSS guidelines.

11. Develop meeting agendas with the team and reflect the voice of the child or youth and family.

12. Review the agenda at the beginning of the meeting and ensure all CFS clients entering a CFTM are informed of their rights and responsibilities before the meeting begins.

13. Ensure child or youth participation is limited if the nature of the meeting agenda is not suitable for the child or youth. Some examples may include, the focus of the meeting is only on the parent or parents’ needs, or the main topic of discussion is of a sensitive, adult nature.

14. Ensure child or youth and family perspectives are respected and prioritized throughout the CFTM process and reflect the family’s values and preferences. Meetings should be conducted in a way that establishes a safe environment that engenders trust and reflects the cultural preferences and norms of the child, youth and family.

15. Assign an attending team member to inform absent team members of updates, take meeting notes, and track action items.

16. Inform all members of the CFTM of their assigned action items at the end of the meeting.

17. Ensure any absent team members are provided updates to the CFTM.

18. Work collaboratively with all CFTM members to identify issues, barriers, and potential delays to resolve these matters.

19. Maintain open communication with all CFTM members/participants and develop and maintain positive relationships that will result in the successful completion of the CFTMs.

a. Abide by all information and confidentiality regulations for a CFTM outlined in WIC Section 832. Additional confidentiality regulations for a CFTM outlined in WIC Section 832 include:

b. Members of the CFT may receive and disclose relevant information and records, subject to the confidentiality provisions of state and federal law.

c. Information exchanged among the team shall be for providing necessary services and supports to the child or youth and family.

d. Each participant in the CFT with legal power to consent shall sign an authorization to release information to team members.

e. Authorization to release information shall be in writing. This authorization shall not include release of adoption records.

f. Consent to release information shall only be in force for the time that the child or youth, or family, or young adult, is participating in the CFT.

g. If a team determines that the disclosure of information would present a reasonable risk of a significant adverse or detrimental effect on the child’s or youth’s psychological or physical safety, information shall not be released.

h. Abide by all HIPAA confidentiality regulations.

i. If additional authorizations to release information are required, the Contractor is responsible for obtaining them using forms and methods approved by the County.

20. Provide CFTMs in Spanish for monolingual Spanish speaking youth or families as needed.

21. Complete a Summary and Action Plan in the format required by CDSS or the County. (County does not supersede CDSS) during the CFTM and provide:

a. A copy to all CFTM members/participants.

b. The completed IP-CANS assessment tool to the CFS liaison.

22. Use only CFS approved forms and training materials provided by CFS. Obtain written County approval, in advance, for any forms or materials to be used in service of this Contract, including any presentation materials.

23. Assign an experienced Facilitator, or SW, to facilitate meetings throughout San Bernardino County. Meetings must be held at a community location that is accessible for the youth and families. During extraordinary circumstances (e.g., public health emergency), with CFS prior approval, CFT facilitation services may be provided by videoconference, teleconference, or other means that protect the health and safety of all parties involved.

24. Ensure CFTM facilitators have a minimum of two (2) years of experience in facilitating meetings involving families and youth.

25. Ensure current and newly hired staff are trained in IP-CANS, Cultural Competence, ICPM, Placement Preservation Strategies, TIC and other topics in accordance with CDSS guidelines.

26. In accordance with CDSS guidelines, ensure that Staff are trained in completing CFT facilitation and the IP-CANS assessment.

27. Maintain adequate staffing levels and ensure that professional staff has appropriate experience and training and have no record of being disciplined or suspended by the governing board. Notify County immediately when staffing levels interfere with or impede delivery of services and when disciplinary or suspension action is indicated by the governing board.

28. Complete and provide monthly reports to the CFS Liaison in a format approved by the County. The Contractor will list active clients which include, but are not limited to:

a. Date of CFTM.

b. Child/youth name, date of birth, and case number.

29. Provide documentation of the CFTM facilitations for tracking and payment purposes.

Any additions to the service model that proposers wish to include may be considered but are not required. Approval of additions to the service model are at the discretion of CFS, and requires full permission from CFS prior to implementation.

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