Amendment_1_-_Questions___Answers.docx

Amendment: 1

Office of Procurement and Contracts 900 SW Jackson St., Room 451 South Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 www.admin.ks.gov/offices/procurement-and-contracts

Adam Proffitt – Secretary of the Department of Administrtion

Laura Kelly, Governor

AMENDMENT

Date: Mardh 15, 2024

Amendment Number: Bid Amendment 1

RFP Number: EVT0009591

Closing Date: April 5, 2024

Agency: Kansas Department for Children and Families

Item: Critical Incident

Conditions: Questions and Answers

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.

http://admin.ks.gov/offices/procurement-and-contract

EVT0009591

Critical Incident Questions and Answers

Q1: Is there a preference for Training? In person or virtual?

A1: DCF has a hybrid work environment and would like to have opportunities available in both formats.

Q2: Is there a preference for Debriefs? In person or virtual?

A2: DCF would like to have both options available for practitioners, as practitioners may have an individual preference in which format they find the most effective for them.

Q3: On the cost sheet there are no lines for additional costs such as travel, where will those be added?

A3: Bidders are welcome to submit proposed cost sheets of their own design. However, DCF is interested in a fee for service type structure as opposed to a reimbursement for actual costs structure. Per the cost sheet examples we have provided a structure based on fee for debriefing incidents and hourly rates for additional services or a fixed price per year format. We are open to considering additional formats as long as they follow a fee for service structure and are not designed to be reimbursement based for actual costs such as travel, personnel, fringe, etc.

Q4: Approximately how many incidents per year, per region could be expected based on historical data?

A4: For the Fiscal Year of 2023, DCF had a total of 58 Critical Incidents of child death or near death in Child Protective Services. A break down by region is as follows: Kansas City 18, Northeast 9, Northwest 2, Southeast 7, Southwest 10, and Wichita 12.

For Adult Protective Services a total of approximately 2-6 adult deaths or near deaths occurred across the state in recent years.

Q5: Is DCF adopting a regional or statewide trauma informed model?

A5:DCF currently does not have a trauma informed model for critical incidents, however, DCF is open to learning about models.

Q6: Is this RFP for all regions or will each region be awarded separately?

0. If the RFP is for each region, do we need to submit a separate response for each?

A6: The RFP will be awarded to one agency for all regions. There is no need to submit a separate response for each region.

Q7: Do you regularly meet for in person meetings/trainings in each region?

A7: Meetings and training opportunities are held in both virtual and in-person formats.

Q8: If the bidder has already developed and is utilizing tools, can they be included in this work without the restriction in section 3.48?

A8: DCF is interested in tools used by bidders to provide trauma informed debriefing and training for DCF staff. DCF does not intend to claim ownership of material, tools, frameworks, developed prior to contract signing. If new tools, frameworks, materials, etc. are developed during the life of the contract awarded for this bid event, those materials would be considered property of the State. Comment by James Heckard [DCF]: Phil please let us know if you have any suggested edits on this. We would interpret section 3.48 as meaning any newly developed tools, processes, etc. would be owned by the State. Pre-existing tools, processes, etc. would remain with the bidder for ownership.

Q9: How is training currently provided for DCF employees in each region?

A9: Training is provided in a mixture of in-person and virtual classroom formats. DCF also utilizes a library of on-demand trainings for staff.

Q10: Will this training be required for DCF employees? If so, what documentation will be required to be submitted?

A10: At this time DCF does not have a requirement for staff to attend these trainings. For those who do attend, their attendance will be recorded so that it can be recorded in the agency’s training database.

Q11: For in-person instructor led trainings:

a. Will the bidder need to determine locations and find venues in each region or does DCF have training venues that can be utilized?

i. DCF has training venues that can be utilized.

b. If DCF has contracted training venues, will costs need to be covered by this grant budget?

i. There will be no cost anticipated for training venues.

c. How far are DCF employees typically expected to travel?

i. DCF staff typically travel up to 2 hours away from their base station, however, for staff who are located in more rural parts of the state, the travel time may be higher.

d. How many locations would be needed to accommodate DCF employees?

i. 4-6 locations to facilitate the trainings or group discussions.

e. Approximately how many DCF employees would be at each location?

i. DCF has approximately 605 staff within Prevention and Protection Services across the state. Attendance may vary at each training depending on the location, topic and format.

f.For hybrid training (adding some employees virtually), is there adequate internet connectivity at the training locations currently utilized by DCF?

Yes.

Q12: Are there any requirements for education or experience level for debrief facilitators?

A12: DCF is open to receiving proposals with facilitators who have various education and/or experience in debriefing.

Q13: Is this statewide or are there opportunities for specific regional focus?

A13: This is statewide. Opportunities for regional focus may arise when there is significant impact to supervisors and practitioners or focus on a specific topic for education.

Q14: Can you provide an estimate of how many critical incidents would utilize this service monthly/annually?

A14: For the Fiscal Year of 2023, DCF had a total of 58 Critical Incidents of child death or near death in Child Protective Services. A break down by region is as follows: Kansas City 18, Northeast 9, Northwest 2, Southeast 7, Southwest 10, and Wichita 12.

For Adult Protective Services a total of approximately 2-6 adult deaths or near deaths occurred across the state in recent years.

Q15: Can you clarify how you are defining “Critical Incident” that would utilize this service? And provide a history of how many of these “Critical Incidents” have occurred in the past two fiscal years by DCF Region?

A15: Any categorical type of critical incident may require a need for a post incident de-briefing or intentional discussion space to decompress. However, Critical Incident types involving fatalities, near fatalities or similar tragedies in child and adult protective response services are the most frequent instances. A single critical incident may involve only one team in an office, more than one team or office location and possibly may include a practitioner from the Kansas Protection Reporting Center depending on the nature and communication notice of the event. A critical incident may also involve a few employees at partner or contracted agency who is providing prevention services. For the Fiscal Year of 2023, DCF had a total of 58 Critical Incidents of child death or near death in Child Protective Services. A break down by region is as follows: Kansas City 18, Northeast 9, Northwest 2, Southeast 7, Southwest 10, and Wichita 12.

For Adult Protective Services a total of approximately 2-6 adult deaths or near deaths occurred across the state in recent years.

Q16: Is the debrief facilitator required to complete any procedural steps within the PPM 0511 Critical Incident Review and Assessment?

A16: No.

Q17: What is the expected response time from the organization point of contact/debrief facilitator once a request has been made (i.e 48 hours, 2 business days, etc.)?

A17: Individual, team or large group incident debriefing within 5 workdays of a DCF referral/ request for an incident debriefing as applicable. DCF aspires to make timely referrals for the service within 5 workdays of an event; however, state holiday or other factors may influence a referral to be greater than 5 workdays from the event.

An approach or option to convene the same post incident individual, team or group at a time 30 to 60 days later as requested for a check in or progress processing.

Q18: Who is responsible for securing the debrief location and sending invitations to participants?

A18: DCF will be responsible for securing the debrief location and sending invitations to participants.

Q19: Is in-person or virtual decided by the debrief facilitator?

A19: DCF will determine the format in which the debrief is held for each referral.

Q20: Will participation by DCF staff mandatory or voluntary? It would be helpful for the Facilitator to know if participants are required to attend.

A20: At this time DCF does not have a requirement for staff to attend these trainings. For those who do attend, their attendance will be recorded so that it can be recorded in the agency’s training database.

Q21: What information is required to be collected regarding the debrief?

A21: DCF does not anticipate the bidder will need to collect any information regarding the debrief.

Q22: Who will be responsible for determining a debrief is needed

A22: DCF staff and/or leadership may request a debrief when needed.

Q23: Will DCF allow for start-up costs?

A23: If startup costs are needed in year one those can be listed separate from hourly rates, fees per service or other rate structures bidders deem appropriate for their bid.

Q24: Are there opportunities for a mixed reimbursement structure with guaranteed services or time with a fee for service model?

A24: Mixed reimbursement structure is allowable. Guaranteed services could include the 4-6 facilitated discussion groups or training topics. As the incident debriefing is new to DCF, it is unknow what that need will be.

Q25: Are there any financial reporting requirements for this award?

A25: Invoicing for the services

Q26: Since a “fee for service rate” or “fixed price” is requested, please confirm that there is not a reconciliation of payments to actual costs incurred (i.e. the contractor has a risk of gain or loss with this contract).

A26: If ever audited may be required to support bidders fee structure and how that amount was arrived at.

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