AddNo1 QA DCF ITN 2324 063.pdf

Addendum No. 01 with Written Inquiry Responses

DCF ITN 2324 063

Community-Based Care Lead Agencies

Addendum with Written Inquiries (PMT-08-2122) Effective April 2022

Solicitation Number: DCF ITN 2324 063 Solicitation Title: Community-Based Care Lead Agencies Response(s) Due Date: 01/24/2024 Addendum Number: 01 Addendum Date: 12/11/2023

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED

BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER

OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES.

DCF ITN 2324 063 is hereby amended as follows, all other terms and conditions of the solicitation remain in effect. All additions are highlighted in yellow, and words stricken are deletions:

Change No. 1

Section 1.1 - 1.5 is replaced with the below, correcting ITN numbering to the following. No substantive changes were made to the language:

1.1 Introduction to the Procurement

1.1.1 The Department of Children and Families (Department), is seeking Foster Care and Related Services for the following counties:

1.1.1.1 Circuit 3: Columbia, Dixie, Hamilton, Lafayette, Madison, Suwannee, and

Taylor

1.1.1.2 Circuit 4: Clay, Duval, and Nassau

1.1.1.3 Circuit 7: St. Johns

1.1.1.4 Circuit 8: Alachua, Baker, Bradford, Gilchrist, Levy, and Union

1.1.1.5 Circuit 9: Orange and Osceola

1.1.1.6 Circuit 10: Hardee, Highlands, and Polk

1.1.1.7 Circuit 11: Miami-Dade

1.1.1.8 Circuit 15: Palm Beach

1.1.1.9 Circuit 16: Monroe

1.1.1.10 Circuit 17: Broward

1.1.1.11 Circuit 18: Brevard and Seminole

1.1.1.12 Circuit 19: Indian River, Martin, Okeechobee, and St. Lucie

Respondents must indicate in its reply which circuit(s) or county(ies) within a circuit it proposes to serve. The Respondent’s proposed service area is subject to negotiation by the Department. The

Department reserves the right to amend the service area awarded to a Respondent based on the best interest of the State.

“Related Services” includes, but is not limited to, child abuse prevention and protection, adoptions, family preservation, independent living, emergency shelter, residential group care, therapeutic foster care, intensive residential treatment, foster care supervision, case management, coordination of mental health services, post-placement supervision, permanent foster care, and family reunification.

The Department believes that the best outcomes are achieved when there is local engagement in facilitating access to services and solving for gaps in care for some of the State’s most vulnerable populations. The Department contracts with Community-Based Care Lead Agencies to help meet this objective for families involved in the State’s child welfare system. It is of chief importance to select Vendors that are aligned with the Department’s mission and core values in delivering child welfare services. The selected Vendor must demonstrate their experience and capability of delivering high quality services and operating an accountability-driven organization. The Department expects that all respondents will demonstrate alignment with these core goals throughout their reply:

• Promote the overall well-being and safety of children in care; this is accomplished by ensuring that children are not further abused or neglected while in care, facilitating consistent and positive connections with adult role models (e.g., caregivers, case managers, mentors, Guardian Ad-Litems, etc.); continually assessing and meeting changing needs, and ensuring those who age out of foster care are equipped with all of the tools and information needed to succeed.

• Promote placement stability for children in care, by implementing strategic initiatives that reduce placement disruptions;

• Facilitate more timely permanency outcomes for children in care, including implementing specific strategies that support reunification, whenever possible; and.

• Implement evidenced-based prevention services that support maintaining children in their family home, whenever it is safe to do so.

This ITN will result in one or more contracts that will provide child protection and child welfare services to children, as outlined in section 409.986, Florida Statutes (F.S.). Any Vendor interested in participating must comply with the terms of this ITN and the resulting contract.

1.2 Term of the Agreement

The anticipated start date of the resulting contracts is July 1, 2024. The anticipated duration of the contract is five years. Renewal, if any, shall comply with s. 287.057(14), F.S, and is based upon lead agency performance and Department needs.

1.3 Contact Person and Procurement Officer

The sole contact point for communication (which will only be accepted in writing) regarding this ITN is Alicia Reifinger, Procurement Officer.

The only permitted means of contact is by email: Alicia.Reifinger@myflfamilies.com and CC hqw.procurement.team.activities@myflfamilies.com

1.4 Official Notices

mailto:Alicia.Reifinger@myflfamilies.com mailto:hqw.procurement.team.activities@myflfamilies.com

All notices, decisions, intended decisions, and other matters relating to this solicitation will be posted on the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) located at: https://Vendor.myfloridamarketplace.com.

It is the responsibility of prospective Vendors to check the VIP for addenda, notices of decisions and other information or clarifications to this solicitation. The Department bears no responsibility for any resulting impacts associated with a prospective Vendor’s failure to obtain the information made available through the VIP. Posting on the VIP is the only official notice for determinations of timeliness of protests (see Section 1.5, Protests).

1.5 Protests

Any protest concerning this ITN shall be made in accordance with sections 120.57(3) and 287.042(2), F.S., and Rule Chapter 28-110, Florida Administrative Code (F.A.C.).

Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S. Notices of Protest must be filed with the Clerk of Agency Proceedings

Change No. 2

Section 2.8, Receipt of Replies The Department must be able to be open and view the reply utilizing Adobe Acrobat. In the event that the electronic file attachment is too large to be submitted in a single email, the Vendor may utilize multiple emails so long as all required documents are delivered to the Procurement Officer by or before the date and time specified in Section 2.34.

Change No. 3

Section 3.1 Definitions The program or service specific terms and definitions that apply to the ITN can be found at:

https://www.myflfamilies.com/service-programs/community-based-care/docs/12- 13/CBC%20Definitions.PDF https://www.myflfamilies.com/sites/default/files/2023-02/CBC%20Definitions.pdf Additional definitions are available in ATTACHMENT 6 and ATTACHMENT 7 of the Department’s Supplemental Contract.

Change No. 4

3.2.3 No Cost-of-Living Increases

The Department does may not fund Cost-of-Living increases.

https://vendor.myfloridamarketplace.com/ https://www.myflfamilies.com/service-programs/community-based-care/docs/12-13/CBC%20Definitions.PDF https://www.myflfamilies.com/sites/default/files/2023-02/CBC%20Definitions.pdf

Change No. 5

Section 3.5:

Supporting Documentation This table lists the supporting documentation, and the associated link to download the supporting documentation.

Subject Description Link

What is Community-Based Care

Department’s CBC Website https://www.myflfamilies.com/service-programs/community-based-care/ https://www.myflfamilies.com/services/child-and-family-well-being/community-based-care/about#:~:text=Community%2DBased%20C are%20is%20a,of%20service%20delivery%20a nd%20design .

Florida’s Center for Child Welfare

Information & Training Resources http://centerforchildwelfare.fmhi.usf.edu/ https://ficw.fsu.edu/hom

Federal and State Laws, Regulations and Department Operating Procedures

Authority and Requirements Reference Guide https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requir ements%20Reference%20Guide.PDF https://www.myflfamilies.com/sites/default/files/2 023- 02/CBC%20Authority%20and%20Requirements %20Reference%20Guide.pdf

General Information for the Department of Children and Families

Florida Department of Children and Families Website http://www.myflfamilies.com/ https://www.myflfamilies.com/

General Documents Incorporated by Reference

DCF Child Welfare Information https://www.myflfamilies.com/service-programs/community-based-care/general-documents-incorporated-by-reference.shtml https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/general-documents

CBC Fiscal Attachments DCF Child Welfare Information https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments https://www.myflfamilies.com/service-programs/community-based-care/ https://www.myflfamilies.com/service-programs/community-based-care/ https://www.myflfamilies.com/services/child-and-family-well-being/community-based-care/about#:%7E:text=Community%2DBased%20Care%20is%20a,of%20service%20delivery%20and%20design https://www.myflfamilies.com/services/child-and-family-well-being/community-based-care/about#:%7E:text=Community%2DBased%20Care%20is%20a,of%20service%20delivery%20and%20design https://www.myflfamilies.com/services/child-and-family-well-being/community-based-care/about#:%7E:text=Community%2DBased%20Care%20is%20a,of%20service%20delivery%20and%20design https://www.myflfamilies.com/services/child-and-family-well-being/community-based-care/about#:%7E:text=Community%2DBased%20Care%20is%20a,of%20service%20delivery%20and%20design https://www.myflfamilies.com/services/child-and-family-well-being/community-based-care/about#:%7E:text=Community%2DBased%20Care%20is%20a,of%20service%20delivery%20and%20design http://centerforchildwelfare.fmhi.usf.edu/ https://ficw.fsu.edu/hom https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requirements%20Reference%20Guide.PDF https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requirements%20Reference%20Guide.PDF https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requirements%20Reference%20Guide.PDF https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requirements%20Reference%20Guide.PDF https://www.myflfamilies.com/sites/default/files/2023-02/CBC%20Authority%20and%20Requirements%20Reference%20Guide.pdf https://www.myflfamilies.com/sites/default/files/2023-02/CBC%20Authority%20and%20Requirements%20Reference%20Guide.pdf https://www.myflfamilies.com/sites/default/files/2023-02/CBC%20Authority%20and%20Requirements%20Reference%20Guide.pdf https://www.myflfamilies.com/sites/default/files/2023-02/CBC%20Authority%20and%20Requirements%20Reference%20Guide.pdf http://www.myflfamilies.com/ https://www.myflfamilies.com/ https://www.myflfamilies.com/service-programs/community-based-care/general-documents-incorporated-by-reference.shtml https://www.myflfamilies.com/service-programs/community-based-care/general-documents-incorporated-by-reference.shtml https://www.myflfamilies.com/service-programs/community-based-care/general-documents-incorporated-by-reference.shtml https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/general-documents https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/general-documents https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/general-documents https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments

Subject Description Link

General Documents Incorporated by Reference

The Community- Based Care Cost Allocation Plan Template https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments

Change No. 6

Section 4.2.6.A.1.b.i.

Provide details regarding the delivery of foster care and services based on a trauma- responsive informed individualized case plan developed pursuant to state and federal safety measurement standards.

Change No. 7

Section 4.2.6, Tab 5: SERVICES APPROACH AND SOLUTION, Section 3. Well-Being

c. Health Services:

i. Details on the oversight and coordination of health care services, including, but not limited to, medical, dental, psychiatric, behavioral, and emotional needs, for children in licensed and unlicensed out-of-home care, in a specified timeframe. Verify designation of a Behavior Health Coordinator to be responsible for the oversight and coordination of health care services.

ii. Process to determine suitability of dependent children for placement or maintenance in residential treatment for mental health conditions. Additionally, the process for ensuring Behavioral Health Coordinator in each Vendor review and complete the current providers training offered through the Department’s contracted Provider.

iii. Process to ensure Pre-Consent Reviews will be completed on all children 17 years of age and younger who are prescribed two or more psychotropic medications.

Change No. 8

APPENDIX VII: PROPOSED COST ALLOCATION PLAN

CBC Cost Allocation Plan Template:

https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/cbc-fiscal-attachments

Change No. 9

C-1.1.1.2. Prevention services for candidates at imminent risk of entering foster care with a priority on services that utilize Well-Supported, Supported, or Promising practices to prevent entry into foster care as designated in the federal Administration of Children and Families Clearinghouse Title IV-E Prevention Services Clearinghouse (Clearinghouse).

C-1.1.1.2.1. Provide details regarding a plan to ensure at least 50% of all service expenditures related to prevention services designed for and related to children at “imminent risk of entering foster care” will be either Supported or Well-Supported evidence-based practices as designated in the Clearinghouse by October 1, 2023.

C-1.1.1.2.2. Provide details regarding a plan to ensure at least 50% of all service expenditures related to prevention services designed for and related to children at “imminent risk of entering foster care” will be Well-Supported evidence-based practices as designated in the Clearinghouse by October 1, 2025.

Change No. 10

Section C-1.2.2.5.2.

The Lead Agency shall ensure the placement of any child in a residential care setting is based on an assessment, as outlined in s. 39.523, F.S. and Rule 65C-28.004, F.A.C., of the child’s needs and justification to support the decision to place a child in a residential care setting is documented in FSFN prior to or within 30 calendar days after the placement is made, including the process for assessment and placement in a Qualified Residential Treatment Program. Short and long-term placement of any child in residential care settings must be thoroughly documented and maintained in FSFN.

Change No. 11

Section C-1.2.2.7.

Ensuring placement assessments are conducted on all children in out-of-home care in accordance with s. 39.523(2), F.S. and Rule 65C-28.004 F.A.C.

Change No. 12

Section E-2:

The performance evaluation methodology for statewide measures is posted on the Department’s website and included in the Biography of Accountability Metrics:

https://www.myflfamilies.com/service-programs/child-welfare/dashboard/ https://myflfamilies.com/ocfw-dashboard https://www.myflfamilies.com/service-programs/child-welfare/dashboard/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmyflfamilies.com%2Focfw-dashboard&data=05%7C01%7Cdaniel.may%40myflfamilies.com%7C4f5e7d03805844132bc708dbe9f0dcca%7Cf70dba48b2834c578831cb411445a94c%7C0%7C0%7C638360992947523355%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=hJehMTvLJE8eTqLX6AVhjEDfThV6egnyyFTjh%2FJTV%2Bc%3D&reserved=0

Response to Written Inquires:

# Vendor Name

Solicitation Section Question Department Response

1.

St. Johns County

Board of County

Commission ers

3.2.3

Within the section, it states “the department does not fund cost of living increases” – Does this include annual employee salary increases?

De facto cost of living increases are not specifically funded by the Department. This does not preclude salary increases for merit or other considerations.

2.

St. Johns County

Board of County

Commission ers

4.2.6 A. Service Tasks,

1. Safety,

a. Prevention

Services,

i. (page 13)

Parent needs assistance referrals – is DCF Hope Navigation Specialists responding to PNA’s currently?

DCF Hope Navigators will continue to work with PNAs that are routed through the hotline to the Hope Line.

However, there may be circumstances that require the response and support of the local teams to provide assistance to the family(ies).

3.

St. Johns County

Board of County

Commission ers

4.2.6 A. Service Tasks,

2. Permanency, b.

Placement, ix.

(page 15)

Please confirm if this refers to the required reporting to DCF daily if we have a child in unlicensed placement

Prior or Incumbent Vendors shall provide overall data and trends associated for unlicensed placements.

4.

St. Johns County

Board of County

Commission ers

4.3.2.1 Financial

Management

Should we align our response based on the current schedule of funds? We understand that the Mercer study may alter the way the CBC’s will be funded which could affect our ability to perform contractual requirements/level of service provision. The ITN did not mention this so any insight on this would be appreciated

Funding values will become available after the Schedule of Funds has been approved for SFY 2024-2025. The respondent should develop their reply based on publicly available historical data coupled with projections based on their understanding of local needs.

5. ChildNet, Inc. 1.2 May a Vendor submit one ITN response for two neighboring circuits or would two

Vendors are to submit only one Reply, ensuring all sections of Section 4.2 are addressed for each of the geographic areas/circuits proposed to be served.

# Vendor Name

Solicitation Section Question Department Response separate proposals need to be submitted?

The Vendor should clearly delineate proposed differences, if any, when responding to multiple counties or circuits.

6. ChildNet, Inc. 1.2

If one proposal is submitted for two circuits, could the Department offer an award for only one circuit, if they chose not to award both circuits to the same

Vendor?

Yes, per Section 5.3.3.6 of the ITN, Department Rights During Negotiations, includes pursuing the division of contracts between Vendor(s) by type of service or geographic area, or both.

7. ChildNet, Inc. 3.5

Most of the links in the table lead to a “page not found.” Can the correct links to the documents please be provided?

See Change No. 5.

8. ChildNet, Inc.

4.3.3 TAB 2:

BUDGET

4.3.3.1 – Line-Item Budget

CBC Supplemental Contact Part 2 of 2 Pg. 82 – Exhibit F

What basis should be used to determine the initial and subsequent Contract and Core Funding values for each Circuit or County? What approach should be used to determine annual Core Funding increases for each subsequent year after the initial Fiscal Year term.

See response to Question #4.

9. ChildNet, Inc. 4.2.6

The referenced CBC Supplemental Contract identifies in Exhibit E –

Minimum Performance Measures and Financial Penalties Section E-2

Performance Evaluation Methodology that the performance methodology for statewide measures is located at https://www.myflfamilies.com/service-programs/child-welfare/dashboard/.

However, this web address leads to a page not found. Can the correct website location for these materials please be provided?

See Change No. 12.

10. ChildNet, Inc. 4.2.6 The referenced CBC Supplemental

Contract identifies in Exhibit E –

# Vendor Name

Solicitation Section Question Department Response

Minimum Performance Measures and Financial Penalties Section E-3 Minimum Performance Standards includes a chart with multiple items that contain different targets than those in the current accountability metrics. Can the

Department please confirm if these targets will be aligned to the current accountability metrics? Those with different targets between this supplemental contract and the current

Accountability Metrics include the below:

• 3. Permanency – Children achieving permanency within 12 months of entering care – 41% (Current

Accountability Metrics Target is 35.2%)

• 8. Safety – Percentage of children not abused or neglected while receiving in-home services. – 96% (Current Accountability Metrics Target is

98%)

• 12. Permanency – Percent of children placed with relatives and nonrelatives –

65% (Current Accountability Metrics Target is 60%)

• 15 – 25. Case Management – Qualitative (Life of Case) Metrics – all 95% (Current Accountability Metrics

Target is 90%)

The Department provided CBC Supplemental Contract as a point of reference. The Department provided this contract as a point of reference. The Department anticipates additional changes prior to finalization of a contract with selected vendors.

11. Citrus Health Network 3.2.1

When does the Department expect to populate the Estimated Schedule of

Funds with dollar amounts for contract year 2024-25 for each circuit (currently listed as "TBD" in Appendix IX -

See response to Question #4.

# Vendor Name

Solicitation Section Question Department Response

Department's Supplemental Contract, Exhibit F1 - Schedule of Funds")? If such amounts are not expected to be made available to Vendors before the deadline for submitting an ITN Reply, what assumptions should the Vendor use in lieu of such dollar amounts in building its proposed 2024-25 budget?

12.

Communities Connected for Kids, Inc.

DCF ITN Section 3.2.3

The ITN states that the Department does not fund COLA increases. In many of our subcontracts, the rising cost of doing business is a chief factor in attracting and retaining qualified staff to achieve outcomes, and costs increases are often requested as a part of the subcontracting procurement and negotiation process.

Please outline what services are encompassed in the ineligibility of funding for COLA increases?

See response to Question #1.

13.

Communities Connected for Kids, Inc.

DCF ITN Section 3.5

Supporting documentation- the links supplied on this page lead to a “page not found” Can you please supply an alternate method to obtain the referenced documents?

See Change No. 5.

14.

Communities Connected for Kids, Inc.

DCF ITN 4.2.6.a

In the ITN document, parent and youth councils are listed in the section addressing prevention and family support services. Is the strategic focus of the councils solely on prevention and family support services, or is the goal of the councils encompassing a broader

With prevention services being critical to the overall system of care, the parent and youth councils were included in that section. The larger consideration, however, is that councils of this nature including lived experience should be providing feedback and guidance across the entire system of care.

# Vendor Name

Solicitation Section Question Department Response section of the system of care? If broader, please enumerate the areas of the SOC over which the councils are expected to be engaged and outline the expected goals and outcomes of the councils.

15.

Communities Connected for Kids, Inc.

DCF ITN Section A.1.b.(ii)

This section requests procedures for timely case transfer and then goes on to state “and all actions being taken in relation to provisions being made available for each specific service identified in the plan are documented in

FSFN.”

Can you please expand on what is meant by the quoted section of the sentence? What specific service (in relation to case transfer), and what plan(in relation to case transfer) is being referenced?

The notation of a “plan” is correct. It should state “each specific service identified for the family are documented in FSFN”.

16.

Communities Connected for Kids, Inc.

DCF ITN 2.b.ix

This section requests details on how we will place all kids in an approved setting and give data history on unlicensed placements if vendor is a current lead agency. How will the requested lead agency historical data be considered in scoring compared to another potential vendor who does not possess prior lead agency experience?

Past performance and knowledge of the system of care and associated needs is considered as a part of the ITN process.

# Vendor Name

Solicitation Section Question Department Response

17.

Communities Connected for Kids, Inc.

DCF ITN 3.c ii

This section requests the “process for ensuring the Behavioral Health

Coordinator in each vendor review and complete the current providers training” .

Can you provide details as to where is the providers training may be accessed?

See Change No. 7.

18.

Communities Connected for Kids, Inc.

DCF ITN 4.2.3.1

This section requests Vendors with prior lead agency experience to submit any risk pool and back of the bill submission and corresponding committee recommendations if a lead agency has accessed the pool.

How will lead agency historical data be considered in scoring compared to another potential vendor who does not possess prior lead agency experience?

Will risk pool submissions and recommendations of lead agencies be shared with other prospective bidders for a particular geographic service area?

Past performance may be considered as a part of the ITN process.

Per Chapter 119.071, sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s 119.07(1) and s.24(a), “until such time as the agency provides a notice of intended decision…” However, Vendors should be mindful that documents submitted to the Department are subject to public records requests. Refer to Section

4.4 of the ITN.

19.

Communities Connected for Kids, Inc.

DCF ITN Section 4.3.2.3

This section asks for details on “how the Vendor will accomplish administrative and management tasks directly without the utilization of a subcontract or related party. If one is utilized Vendor must support why this is necessary.” Please clarify the administrative and management tasks that the Department desires to be completed directly by the

Lead agency. Is the expectation meant to exclude use of any subcontracting, or only to exclude subcontracting with a related party?

As stated in the referenced Section 4.3.2.3., the Department is requesting information on how administrative and management tasks will be accomplished without using a subcontract or related party. If this is not possible, the Vendor must provide information on the reasoning.

# Vendor Name

Solicitation Section Question Department Response

20.

Communities Connected for Kids, Inc.

Appendix IX, Exhibit A Section

A-7.2

This section requires the lead agency to include a Sheriff’s office representative.

Can the requirement be interpreted more broadly to encompass other law enforcement agencies, for example, a city police department?

The Respondent, using their understanding of local needs, should propose a response that best meets those needs.

21.

Communities Connected for Kids, Inc.

Exhibit B Scope of work Section

B.7.2.2

Contract term states it may require a lead agency to fund a forensic audit if they access the risk pool for 2 years in a row or for more than 5% of annual funding. What is the expected focus and scope of a forensic audit in these circumstances, in particular for risk pool requests that are resulting from increases in number and composition of clients presenting for service as outlined in FS 409.990 (8)(c ) 1,2 or 4?

The expected focus and scope would be determined based upon the need of the forensic audit and the specific reason(s) for the risk pool requests

22.

Communities Connected for Kids, Inc.

Exhibit B scope of work Section

B.7.2.2

Based on the most recent forensic audits procured by DCF, what is the estimated cost of a forensic audit?

Any potential forensic audit should be considered as a cost of doing business and the Department is unable to estimate that cost for a particular Respondent.

23.

Communities Connected for Kids, Inc.

Exhibit C Section C-1.1.1.

How are the prevention services for candidates at imminent risk of foster care that are identified in C-1.1.1.2.

differentiated from the services described in C-1.1.1.4 that “divert children from the child welfare system or higher levels of care?

Section C-1.1.1.2. is specific to prevention services rated by the Title IV-E Prevention Services Clearinghouse. This section is specific to providing evidence-based services to children at imminent risk of entering foster care (FFPSA candidates).

24.

Communities Connected for Kids, Inc.

Exhibit C- 1.1.1.2.1

Please outline the funding sources by OCA that are included in the calculation of 50% as relates to the expectation that

The Department does not believe that answering this question will assist the Respondent in drafting a Reply to this ITN. This topic is available for discussion in negotiations.

# Vendor Name

Solicitation Section Question Department Response the service expenditures for prevention will be supported or Well supported.

25.

Communities Connected for Kids, Inc.

Exhibit C- 1.1.1.2.1

Proposed target date for 50% of prevention services being supported or well-supported predates the ITN document is October 2023. Please provide the new target date.

Additionally, please confirm the target date for 50% well-supported.

See Change No. 9. This topic may be discussed in negotiations.

26.

Communities Connected for Kids, Inc.

Exhibit C-2.3.6

This section states the lead agency shall procure all CMO and Full case management contracts within 24 months..... Can you please differentiate between CMO and Full case management Contracts and, if different, provide an example of both?

Depending on the needs of the local community, some entities may contract with case management organizations for specialized services such as adoption or prevention services. Full case management identifies a range of services provided from the time a youth enters in-home or out-of-home care until case closure.

27.

Communities Connected for Kids, Inc.

Exhibit C-2.3.6

Does the requirement to procure include CMO and full case management activities that are conducted in house by the lead agency?

Yes. Procurements performed by the Provider must comply with 2 CFR Part 200 and all other applicable standards.

28.

Communities Connected for Kids, Inc.

Exhibit E, Section E-2

The link to access the Performance measure methodology lead to a “Page not Found” message. Can you please provide the associated documents by alternative means?

See Change No. 12.

29.

Communities Connected for Kids, Inc.

DCF ITN page 18, B,1, b. bullets 2 and 3

Staff Development and Training – Bullet 2 what are we being asked to provide in terms of “template subcontracted agreements”?

It is the Department’s expectation that the awarded Provider (CBC Lead Agency) have a template for subcontracted agreements and procedures for providing monitoring of subcontracts. The Department is requesting a copy of these documents in response to this ITN as stated in Section 4.2.6 (B)(1)(b). The Department will review these documents to ensure these

# Vendor Name

Solicitation Section Question Department Response

Bullet 3: provide monitoring for subcontracts as relates to staff development and training?

adequately address ensuring delivery of child welfare pre-service and any required in-service training to professional staff, and these documents may be reviewed to ensure compliance with other necessary requirements.

30.

Communities Connected for Kids, Inc.

Exhibit C –1.1.1.3

It has been the role of the DCF Community Development Director to lead the creation of the Local Community Prevention Plan.... is that now a required change or up to local decision?

The creation of the Local Community Prevention Plan is a responsibility of the Lead Agency in collaboration with the Department and community partners. This is not a change from prior contract requirements.

31.

Communities Connected for Kids, Inc.

Exhibit C- 1.1.2.5 Is there a specific trauma screening tool that is to be used?

Not at this time. This topic may be discussed in negotiations.

32.

Communities Connected for Kids, Inc.

Exhibit C 1.1.2.5

Please clarify what is mean by “refer the child to appropriate trauma assessment” is the Lead Agency doing the assessment or is the referral to a provider to do some type of trauma assessment such as ACES?

The Lead Agency shall comply with Section 39.523, Florida Statutes.

33.

Communities Connected for Kids, Inc.

Exhibit C-1.4.1.11

When will the Operating Procedures for quality reviews referenced in Attachment

1 be available for review?

The Operating Procedures are currently in development.

34.

Communities Connected for Kids, Inc.

CBC Part 2

C-1.4.4.9

The Lead Agency shall assume all responsibilities for administration of the personal property and funds of clients, as required by s. 402.17, F.S., and Chapter 65C-17, F.A.C. FSFN shall be the official system of record for Trust

Fund.

At this time FSFN does not fully support Trust Fund recording. What specifically

CFOP 170-16, Chapter 3 is under Department review to replace the outdated 175 policy series. The documentation should be to the extent that F.A.C and Code requires.

# Vendor Name

Solicitation Section Question Department Response is required to be in FSFN other than income/asset reporting for those clients receiving SSI funding?

35.

Communities Connected for Kids, Inc.

CBC Part 2 11.3.2023, A-

7.2.1.2/ DCF ITN

2324 063 CBC

post, 4.3.3 Tab 2 Budget

A-7.2.1.2 The Board shall exercise diligent oversight and approval of the

Lead Agency’s annual budget and spend plan. This paragraph in 4.3.3 Tab 2 also references both a budget and a spending plan.

Specifically, what is the difference between the annual budget, the spending plan and spend plan?

The annual budget and spending plan are synonymous as it relates to the appropriate statutory language.

36.

Communities Connected for Kids, Inc.

CBC Part 2 11.3.2023, A-7.2.

Governance

CBC Supplemental Contract – Changes to the composition of the Board of

Directors shall be approved in writing by the Department’s Secretary, or designee.

What constitutes a change in composition? Can you please provide examples?

A change in the composition of the Board of Directors refers to any changes to the Board.

37.

Communities Connected for Kids, Inc.

CBC Part 2 11.3.2023, F-1.1 and Exhibit F1

Please identify all amounts listed as $TBD. When will these figures be published to the bidder?

This will become available after the Schedule of Funds has been approved for SFY 2024-2025. Also, see response to Question #37.

38.

Communities Connected for Kids, Inc.

CBC Part 2 11.3.2023, F-

1.11. CBC

Annual Budget and Quarterly

Budget Projections

F-1.11.1. The budgeted amount for each fiscal year in Section F-1.1 must be equivalent to the amount identified in the Schedule of Funds for that fiscal year

(Exhibit F1).

This will become available after the Schedule of Funds has been approved for SFY 2024-2025. The Respondent should develop their reply based on publicly available historical data coupled with projections based on their understanding of local needs.

# Vendor Name

Solicitation Section Question Department Response

I am unclear as to how to produce budgets for each fiscal year without knowing the amounts in the Schedule of Funds for each fiscal year. Can you please provide guidance on the assumption of funds expected to be received in Circuit 19?

39.

Communities Connected for Kids, Inc.

DCF ITN 2324

063 CBC post,

4.3.2.1 Financial

Management

This section specifically states “The Vendor must describe its current financial management and accounting systems and capability by submitting copies of their independent financial and compliance audit report or certified financial statements for the two most recent fiscal years. The copies shall include all applicable financial statements, auditor’s reports, management letters, and any corresponding re-issued audit components... The purpose of these criteria is to provide the Department with a basis for evaluating the Vendor’s financial capabilities for undertaking this project. Examples include:…” There are numerous bullet points provided in this section.

Since we have audits for the past 2 years, as I understand it, the submission of the previous 2 years’ audit reports and related documents mentioned above will provide evidence of all the bullet points.

Per the ITN, the Vendor can provide “any of the applicable statements”. Therefore, if the Vendor provides audits from the previous 2 years, this will provide the information necessary to establish financial stability as stated in 287.057(27) F.S.

# Vendor Name

Solicitation Section Question Department Response

However, the last bullet point states “Does the reply provide two years of financial information including any of the applicable statements: (1) Statements of

Financial Position; (2) Statements of Activities; (3) Dun and Bradstreet

Comprehensive Report; (4) Statements of Cash Flow; (5) Statements of

Changes in Financial Position; (6) Auditors’ Reports; (7) Notes to Financial Statements; (8) Summaries of Significant Accounting Policies; (9) Federal Income

Tax Return; and/or (10) Any other relevant statistical information.

However, (3) Dun and Bradstreet Comprehensive Report and (9) Federal Income Tax Return are not included in audit reports. How will DCF obtain and use these documents? Are these documents required to be submitted by the Vendors with the response to the

ITN? I don’t see anywhere else where these items are mentioned or requested in any other part of the ITN. If they are mentioned or requested elsewhere, please specify the document and section.

40.

Communities Connected for Kids, Inc.

CBC Part 2 11.3.2023

B-7.2.2 If the Lead Agency that requests additional funding (from Community- Based Care Risk Pool funds or other

This requirement would begin upon contract execution.

# Vendor Name

Solicitation Section Question Department Response

B-7.2.2 Mitigating Financial Risk to The Lead Agency budgetary process) either in excess of 5% of its current annual funding or for two consecutive years, as a precondition for receipt of the requested funding, the Lead Agency may be required to pay for a forensic audit of itself performed by auditors chosen by and reporting their results to the Department.

When does the clock start on this? For our agency specifically, we have applied to the risk pool in May 2023 and November 2023. Will either of these count toward the requirement in which the Lead Agency may be required to pay for a forensic audit…? Would this requirement go into effect after the start of the initial five year term?

41.

Communities Connected for Kids, Inc.

CBC Part 2 11.3.2023, F-

1.11. CBC Annual

Budget and

Quarterly Budget Projections

F-1.11.1. The budgeted amount for each fiscal year in Section F-1.1 must be equivalent to the amount identified in the Schedule of Funds for that fiscal year

(Exhibit F1). A new “CBC Annual Budget by Service Category” Form (Attachment

1) must be submitted by the date for the next payment request following any amendment that revises the Schedule of

Funds (Exhibit F1) or as requested by the Department. Any revisions made to the “CBC Annual Budget by Service Category” shall be subject to Department

The highlighted items refer to the CBC Annual Budget by Service Category.

# Vendor Name

Solicitation Section Question Department Response approval. The Department will review and provide any comments within 15 business days of submission. Any budget revisions as required by the

Department are to be submitted to the Department’s CM within 10 business days of receipt of the Department’s comments. Failure to submit an adjusted budget by the date for the next payment following an executed amendment that revises the Schedule of Funds (Exhibit F1) will result in no further payments being made until an adjusted budget is submitted to the Department.

Regarding the two highlighted terms above containing “budget,” to what document is this referring – the budget, or “CBC Annual Budget by Service

Category”?

42.

Communities Connected for Kids, Inc.

Attachment I Incorporated Documented

For contract provision, C-1.3.3.1., “Florida’s Health Care Oversight and Coordination Plan”, the link does not work. WIll there be another method to share this document?

The link provided for “Florida’s Health Care Oversight and Coordination Plan” within Attachment 1, Incorporated Documents, is correct.

43. Heartland for Children, Inc. Are letters of intent to submit a reply required? No.

44. Heartland for Children, Inc. 3.1

Link in section 3.1 does not go to the correct reference. Can the correct link be provided?

See Change No. 7.

45. Heartland for Children, Inc. 3.2.1 The ITN references Exhibit F1 –

Schedule of Funds as being attached to See response to Question #11.

# Vendor Name

Solicitation Section Question Department Response

Appendix IX. This is not included. Is it available?

46. Heartland for Children, Inc. 3.5 Most of the links are not correct. Can correct links be provided? See Change No. 7.

47. Heartland for Children, Inc. 4 Are letters of support required? If not required, are they allowed? Letters of support are not required but are allowed.

48. Heartland for Children, Inc. 4.1.2 Is there a font specification, page limit and margin specification for the reply?

No, Vendors should use reasonable determinations to prepare their response formatting. Refer to Section 4, for other information on instructions for responding.

49. Heartland for Children, Inc. 4.2.4.2

Is the requested information needed for all subcontractors listed in Appendix IV or is it only for the Lead Agency responding to the ITN?

This information is required for all known subcontractors at the time of the Reply.

50. Heartland for Children, Inc. 4.2.6(A)(1)(a)

Can you provide further clarification under the services task 4.2.6(A)(1)(a)?

What is the specific expectation of the Vendor? The ITN reads as though the prevention services related to Hope Florida are the responsibility of the successful Vendor instead of the Hope Florida Program. Is the Vendor expected to design, create and deliver these services directly or is it the intent for the

Lead Agency to collaborate around these services? Is additional funding included for these responsibilities? We need additional clarification of the expectations of the Lead agency.

The Lead Agency is required to collaborate with Hope Florida Services. This is considered a part of routine prevention services required under the contract.

# Vendor Name

Solicitation Section Question Department Response

51. Heartland for Children, Inc. 4.2.6.(A)(1)(a)

Under 4.2.6(A)(1)(a), are these requiring any specific staffing requirements to meet these expectations? Do the prevention and family support cases identified under this category require safety plans to be in place?

The Respondent should propose staffing levels sufficient to meet the prevention needs of the geographic area for which they are submitting a reply. Depending on the nature of the case, safety plans may be required.

52. Heartland for Children, Inc. 4.2.6(A)(3)(C)(ii)

In reference to completing the current provider’s training, can you provide more specificity? Is this the training requirements of the MMA plan or

Magellan?

See Change No. 7.

53. Heartland for Children, Inc. 5.3

Can you provide more detail about the format of the negotiation phase (I.e., will there be separate negotiation teams for each of the circuits, will there be group negotiations with all respondents present)?

The Department will strategize for the negotiation process following evaluation of the replies. However, there will not be negotiations with multiple respondents present.

54. Heartland for Children, Inc. Appendix IV

Are you requesting a comprehensive list of subcontractors including all vendors?

Or are you looking for sub recipients only or only those subcontractors the agency has identified to contract with for core services like case management?

Please refer to Question #49.

55. Heartland for Children, Inc.

Appendix V and

VI

Can the word/excel versions of these documents be uploaded to My Florida

Marketplace.

Per Section 4.3.3, “Please contact the Procurement Officer listed in Section 1.3 to request Word or Excel versions of any forms found in the Appendices.”

56. Heartland for Children, Inc. Appendix VII

Link under Appendix VII does not go to the correct reference. Can the correct link be provided?

See Change No. 8.

57. Heartland for Children, Inc. Appendix VIII The Standard Subcontract for Appendix

VIII is not posted. Can this be provided?

This has been posted in the VIP:

https://vendor.myfloridamarketplace.com/search/bids/det ail/7055 https://vendor.myfloridamarketplace.com/search/bids/detail/7055 https://vendor.myfloridamarketplace.com/search/bids/detail/7055

# Vendor Name

Solicitation Section Question Department Response

58. Heartland for Children, Inc.

Appendix IX Section C-1.3.3

The Lead Agency is required to designate staff for behavioral health and physical health care coordination. Is there specific funding coming from the department for these roles as they have not been specifically included in the past?

Per Section 4.2.5.2 Respondent’s Reply should propose staffing levels sufficient to meet the identified requirements.

59.

Family Support

Services of North

Florida, Inc.

1.2 - 1.5 as listed in the Table of Contents are numbered 1.3 - 1.6 in the ITN document, thus many references to these sections are incorrect throughout.

See Change No. 5.

60.

Family Support

Services of North

Florida, Inc.

1.1 Within the description of “Related

Services,” what is meant by the term “permanent foster care”?

See Change No. 6.

61.

Family Support

Services of North

Florida, Inc.

1.2, 4.2.4, 5.2.1

Is there a penalty for applying only to certain counties? If a vendor only applies for some counties within a given circuit, how will that be accounted for in the scoring and evaluation process?

Per Section 1.1. the Respondent’s proposed service area is subject to negotiation by the Department.

Respondents will not be penalized for applying to certain counties. Responses will be scored as outlined within Section 5 of the ITN.

62.

Family Support

Services of North

Florida, Inc.

2.4

The negotiation phase is referenced in numerous sections of the ITN except for the timeline. What is the anticipated date that negotiations would begin (and end)?

The exact timeframe for negotiation processes has not yet been determined, however is currently anticipated to occur sometime between public opening of replies on and anticipated posting of contract award on 4/15/2024.

63.

Family Support

Services of North

Florida, Inc.

2.4 Will there be an opportunity for prospective vendors to give oral presentations as in years past?

Per Section 2.1, the Department may request Vendor presentations.

# Vendor Name

Solicitation Section Question Department Response

64.

Family Support

Services of North

Florida, Inc.

2.8 Section 2.8 incorrectly references

Section 2.3 instead of Section 2.4. See Change No. 2.

65.

Family Support

Services of North

Florida, Inc.

3.1 https://www.myflfamilies.com/service-programs/community-based-care/docs/12- 13/CBC%20Definitions.PDF appears to be defunct.

See Change No. 3.

66.

Family Support

Services of North

Florida, Inc.

4.2.4.2 Appendix IV

For subcontractors, should current/proposed case management organizations be included in this listing or only proposed subcontracts related to the lead agency functions? Is this duplicative of Appendix IV?

For Section 4.2.4.2, information sought is to ensure Respondent and subcontractors are operating within requirements of Florida law. Appendix IV is required for all known subcontracts being proposed.

67.

Family Support

Services of North

Florida, Inc.

4.2.6.2

4.2.6 A.2.b.

Lead agencies do not license Child Caring Agencies, and many communities are too small to support their own QRTPs, Safe Houses, maternity homes, specialized programs for dually served youth, etc.