DCF ITN 2324 063 CBC post.pdf

DCF ITN 2324 063 1 of 43 (PMT-06-2021) Effective 7/31/2020

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

INVITATION TO NEGOTIATE

Community-Based Care Lead Agencies

DCF ITN 2324 063

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

1.2 Term of the Agreement

1.3 Contact Person and Procurement Officer

1.4 Official Notices

1.5 Protests

SECTION 2. ITN PROCESS

2.1 General Overview of the Process

2.2 Limitations on Contacting Department Personnel and Others

2.3 Limitations During Negotiations

2.4 Timeline

2.5 Woman--, Veteran--, and Minority-owned Small Businesses Participation

2.6 Pre-solicitation Conference

2.7 Written Questions and Department Answers

2.8 Receipt of Replies

2.9 Form PUR 1001

2.10 Department’s Discretion

SECTION 3. SPECIFICATIONS

3.1 Definitions

3.2 Minimum Programmatic Specifications

3.3 Minimum Financial Specifications

3.4 Composition of the Contract

3.5 Order of Precedence

3.6 Supporting Documentation

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Reply

4.2 Contents of the Programmatic Reply

4.3 Content of the Financial Reply

4.4 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

5.1 Evaluation Criteria

5.2 Evaluation Phase Methodology

5.3 Negotiation Phase Methodology

5.4 Notice of Intent to Award

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APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

APPENDIX II: VENDOR’S CERTIFICATIONS

APPENDIX III: QUESTION SUBMITTAL FORM

APPENDIX IV: SUBCONTRACTOR LIST

APPENDIX V: BUDGET SUMMARY AND DETAIL INSTRUCTIONS

APPENDIX VI: PROJECT BUDGET SUMMARY

APPENDIX VII: PROPOSED COST ALLOCATION PLAN

APPENDIX VIII: DEPARTMENT’S CBC STANDARD CONTRACT

APPENDIX IX: DEPARTMENT’S SUPPLEMENTAL CONTRACT

APPENDIX X: FEDERAL GRANT COMPLIANCE INTRODUCTION

APPENDIX XI: CHILDREN ENTERING OUT-OF-HOME CARE REPORT (See separate attachment)

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SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

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

1.2.1 Circuit 3: Columbia, Dixie, Hamilton, Lafayette, Madison, Suwannee, and Taylor

1.2.2 Circuit 4: Clay, Duval, and Nassau

1.2.3 Circuit 7: St. Johns

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

1.2.5 Circuit 9: Orange and Osceola

1.2.6 Circuit 10: Hardee, Highlands, and Polk

1.2.7 Circuit 11: Miami-Dade

1.2.8 Circuit 15: Palm Beach

1.2.9 Circuit 16: Monroe

1.2.10 Circuit 17: Broward

1.2.11 Circuit 18: Brevard and Seminole

1.2.12 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;

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• 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.

1.3 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.

1.4 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

1.5 Official Notices

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).

1.6 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 (Agency.Clerk@myflfamilies.com).

SECTION 2. ITN PROCESS

2.1 General Overview of the Process

The ITN process is divided into two phases, the Evaluation Phase and the Negotiation Phase. The Evaluation Phase involves the Department’s initial evaluation of replies. During the Evaluation Phase, replies from responsible and responsive Vendors are eligible for evaluation. The Department will then select one or more Vendors within the competitive range to participate in negotiations.

During the Negotiation Phase, the Department may request revised replies, and best and final offers based on the negotiations. Following negotiations, the Department will post a notice of its intended decision. If a contract is awarded, the notice will identify the Vendor(s) selected.

mailto:Alicia.Reifinger@myflfamilies.com mailto:hqw.procurement.team.activities@myflfamilies.com https://vendor.myfloridamarketplace.com/ mailto:Agency.Clerk@myflfamilies.com

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By submitting a reply, the Vendor agrees to each of the certifications listed in this ITN, unless otherwise indicated.

The Department may request Vendor presentations.

2.2 Limitations on Contacting Department Personnel and Others Vendors to this ITN or persons acting on their behalf may not contact, between the release of the ITN and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state approved holidays, any employee or officer of the executive or legislative branch concerning any aspect of this ITN, except in writing to the Procurement Officer or as provided in the ITN documents. Violation of this provision may be grounds for rejecting a reply.

2.3 Limitations During Negotiations

During the Negotiation Phase of this ITN, communication between the members of the prospective Vendor’s negotiations team and the Department’s negotiation team is permissible, but only during recorded negotiation sessions.

2.4 Timeline

Activity Date Time Eastern

Address Section Reference

ITN advertised and released

11/06/2023 N/A MFMP VIP at:

https://Vendor.myfloridamarketplace.com

1.4

Written questions must be received by

11/28/2023 2:00 PM See Section 1.3 2.7

Department’s response to questions

12/11/2023 N/A MFMP VIP at:

https://Vendor.myfloridamarketplace.com

2.7

Reply must be received by the Department

01/24/2024 2:00 PM See Section 1.3 2.8.1

*Public Reply opening

01/25/2024 1:00 PM Computer, tablet or smartphone.

https://www.gotomeet.me/SolicitationAdmi nistration You can also dial in using your phone.

United States (Toll Free): 1 866 899 4679 United States: +1 (571) 317-3116 Access Code: 687-621-357

2.8.3

Anticipated posting of intended contract award

04/15/2024 N/A MFMP VIP at:

https://Vendor.myfloridamarketplace.com

5.4.4

Anticipated effective date of contract

07/01/2024 N/A N/A 1.2

2.5 Woman--, Veteran--, and Minority-owned Small Businesses Participation https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://www.gotomeet.me/SolicitationAdministration https://www.gotomeet.me/SolicitationAdministration tel:+18668994679,,687621357 tel:+15713173116,,687621357

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Woman--, Veteran--, and Minority-owned Small Businesses are encouraged to participate in any scheduled conferences, conference calls, or pre-solicitation meetings. All Vendors shall be accorded fair and equal treatment. For questions about registering to identify your Small Business as a Woman--, Veteran--, or Minority-owned Small Businesses visit:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

2.6 Pre-Solicitation Conference

There will not be a Pre-Solicitation Conference held for this ITN.

2.7 Written Questions and Department Answers

Vendor questions for which binding Department answers are desired must be addressed as permitted in Section 1.3, using the template provided in APPENDIX III, and received by the Procurement Officer on or before the dates and time specified in Section 2.4.

2.8 Receipt of Replies

The Department requires replies be sent by electronic means (email). The electronic submission must comply with the following requirements:

The Vendor shall submit an electronic version of the reply in response to this solicitation (including all required documents) in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.3. The software used to produce the electronic file must be Adobe portable document format (“pdf”), version 6.0 or higher. 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 2.3. The Department can allow up to 100 MB for incoming attachments.

The Vendor email system must also allow for a 100 MB attachment. Zipping attachments will reduce file sizes.

2.8.1 Reply Deadline

Replies must be received by the Procurement Officer no later than the date and time provided in Section 2.4. Replies will be accepted as provided in Section 2.8. Vendors are exclusively responsible for timely delivery of replies to the Procurement Officer. At the sole discretion of the Department, any replies that are not received by the specified date and time, may not be evaluated.

The transmittal to the Department’s contact person remains the responsibility of the Vendor and the risk of non-receipt or delayed receipt shall be borne exclusively by the Vendor.

2.8.2 Reply Withdrawal and Amendment

Vendors may withdraw, or withdraw and replace, previously submitted replies on or before the date and time specified for replies to be received by the Department.

2.8.3 Binding Reply

Vendors are bound by their replies until the latter of 60 calendar days after the reply opening or the closing of all opportunities for protest or appeal.

2.8.4 Cost of Preparation of Reply

The Department will not pay any costs incurred in responding to this ITN.

2.9 Form PUR 1001

The standard “General Instructions to Respondents” Form PUR 1001 (10/06) is hereby incorporated into this ITN by reference as if fully recited herein. In the event of any conflict between Form PUR 1001 and this ITN, the terms of this ITN shall take precedence over Form PUR 1001, unless the https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

DCF ITN 2324 063 8 of 43 conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001 is available at:

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf.

2.10 Department’s Discretion

2.10.1 The Department may:

2.10.1.1 Determine whether a Vendor is responsible, as defined in section 287.012, F.S.;

2.10.1.2 Waive minor irregularities when doing so would be in the best interest of the State of Florida;

2.10.1.3 Withdraw the ITN or reject all replies at any time;

2.10.1.4 Select more than one Vendor for the commodities and contractual services encompassed by this ITN;

2.10.1.5 Withdraw or amend its Notice of Award; and

2.10.1.6 Award contract(s) for a reduced scope of the commodities and contractual services encompassed by this ITN.

SECTION 3. SPECIFICATIONS

The Vendor must meet the requirements of Section 4.2.3 and elsewhere in this procurement whether specifically listed here. A reply that fails to meet the requirements may be deemed nonresponsive and not be evaluated.

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 Additional definitions are available in ATTACHMENT 6 and ATTACHMENT 7 of the Department’s Supplemental Contract.

Minimum Programmatic Specifications The selected Vendor(s) shall perform the tasks outlined in the Florida Department of Children and Families CBC Standard Contract herein after referred to as “Department’s CBC Standard Contract” and Florida Department of Children and Families Supplemental Contract herein after referred to as “Department’s Supplemental Contract” (APPENDIX VIII and APPENDIX IX) in accordance with all terms therein.

3.2 Minimum Financial Specifications

The selected Vendor(s) shall be compensated in the manner set forth in APPENDIX IX – DEPARTMENT’S SUPPLEMENTAL CONTRACT in accordance with all terms therein.

3.2.1 Funding Sources

This Contract is funded by: State Funds and Federal Grants Funds. The Estimated Schedule of Funds identifies the estimated dollar amount of the total cost of the program to be funded by all governmental sources is located in APPENDIX IX –DEPARTMENT’S SUPPLEMENTAL CONTRACT, EXHIBIT F1 – SCHEDULE OF FUNDS. The figures contained therein are a projection of funding, based upon the current fiscal year allocation and Lead Agency’s ability to earn federal funds through proper eligibility determination. All funding is subject to fiscal year appropriation(s) by the Legislature. See also Section 4.3.2.4 Local Match.

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf https://www.myflfamilies.com/service-programs/community-based-care/docs/12-13/CBC%20Definitions.PDF https://www.myflfamilies.com/service-programs/community-based-care/docs/12-13/CBC%20Definitions.PDF

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3.2.2 Allowable Costs

The selected Vendor must submit a completed Cost Allocation Plan developed in accordance with the appropriate part of Federal Regulations (2 Code of Federal Regulations [CFR] Part 225 for governmental agencies and 2 CFR 230, for nonprofit agencies, and 45 CFR Part 74 for commercial organizations) prior to the execution of the resulting contract. The Cost Allocation Plan must be approved, in writing, by the Department prior to the execution of the resulting contract. Refer to the

DEPARTMENT’S CBC STANDARD CONTRACT AND SUPPLEMENT CONTRACT (APPENDIX

VIII and APPENDIX IX) - EXHIBIT C and EXHIBIT F.

3.2.3 No Cost-of-Living Increases

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

3.2.4 Funding for Services Only

There will be no funds awarded or associated with the resulting contract for start-up or readiness activities. Such costs will be borne exclusively by the successful Vendor(s).

3.3 Composition of the Contract

The contract awarded as a result of this ITN will be composed of:

3.3.1 Department’s CBC Standard Contract and Supplemental Contract The Department’s CBC Standard Contract contains general contract terms and conditions required by the Department for all Vendors. In addition, the Department’s Supplemental Contract contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.3.2 Form PUR 1000

Form PUR 1000 is incorporated by reference into the Department’s CBC Standard Contract. In the event of any conflict between Form PUR 1000 and this ITN, the terms of this ITN shall take precedence over Form PUR 1000, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1000 shall take precedence. Form PUR 1000 is available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/stat e_purchasing_pur_forms

3.3.3 Other Attachments or Exhibits

All other attachments and exhibits to the contract referenced in this ITN shall also be part of the resulting contract.

3.3.4 Vendor Reply

The Vendor’s reply and any additional submittals, if incorporated into, or attached to the contract.

3.4 Order of Precedence

In the event of conflict within any two or more documents within the contract documents listed in 3.4, the earlier listed document shall control (e.g., 3.4.2. will control over 3.4.3).

3.5 Supporting Documentation

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

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

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Subject Description Link What is Community-Based Care

Department’s CBC Website https://www.myflfamilies.com/service-programs/community-based-care/

Florida’s Center for Child Welfare

Information & Training Resources http://centerforchildwelfare.fmhi.usf.edu/

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

General Information for the Department of Children and Families

Florida Department of Children and Families Website http://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

CBC Fiscal Attachments DCF Child Welfare Information https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml

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

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Reply

4.1.1 Electronic Submission

All replies must be submitted by electronic means. Electronic submission of the reply (including all required documents) must be in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.3. The software used to produce the electronic file must be Adobe portable document format (“pdf”), version 6.0 or higher. The Department must be able to be open and view the reply utilizing Adobe Acrobat.

If the Vendor considers any part of the document to be trade secret, the submission must include a separate electronic file in accordance with Section 4.4.

In the event 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 2.4. The Department can allow up to 100 MB for incoming attachments. The Vendor email system must also allow for a 100 MB attachment. Zipping attachments will reduce file sizes.

4.1.2 Reply Format

https://www.myflfamilies.com/service-programs/community-based-care/ https://www.myflfamilies.com/service-programs/community-based-care/ http://centerforchildwelfare.fmhi.usf.edu/ 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 http://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/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/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml

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Replies must be typed, single-spaced, on 8-1/2” x 11” paper. Pages must be numbered in a logical, consistent fashion. Figures, charts, and tables should be numbered and referenced by number in the text. The reply must be submitted in accordance with Section 4.2 and Section 4.3.

4.2 Contents of the Programmatic Reply

4.2.1 Title Page

The first page of the programmatic reply shall be a Title Page that contains the following information:

4.2.1.1 Title of reply;

4.2.1.2 ITN number;

4.2.1.3 Vendor’s name and federal tax identification number;

4.2.1.4 Name, title, telephone number and address of person who can respond to inquiries regarding the reply; and,

4.2.1.5 Name of Program Coordinator (if known).

4.2.2 TAB 1: TABLE OF CONTENTS

4.2.3 TAB 2: SPECIFICATIONS

Specifications for this solicitation:

4.2.3.1 Signature Authority

Include a signed certificate (APPENDIX I), completing either Section A (or providing a corporate resolution or other duly executed certification issued in the Vendor’s normal course of business) or Section B, demonstrating the person signing the reply, and its statements and certifications, is authorized to make such representations and to bind the Vendor.

4.2.3.2 Vendor Certifications

Include the Vendor Certifications Form (APPENDIX II) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the Vendor and with “true” checked next to each of the Certifications (a) through (f).

4.2.4 TAB 3: EXECUTIVE OVERVIEW

Provide a brief executive overview demonstrating an understanding of the ITN, ITN purpose, and the needs specified in this ITN, as well as, a brief description of the Vendor’s organization, ability to complete Scope of Work services, management of Performance Specifications, and means of completing Deliverables as defined in the DEPARTMENT’S SUPPLEMENTAL CONTRACT (APPENDIX IX) - EXHIBIT D. Additionally, Vendors should provide information regarding which counties services would be provided, within the service area.

4.2.4.1 Organization:

4.2.4.1.1 Describe Vendor’s approach and philosophy, including mission statement, core values, and vision. The Vendor’s reply should demonstrate understanding of the Department’s goals and principles for this contract.

4.2.4.1.2 Describe Vendor’s organization and governance structure, depicting clear lines of authority including corporate affiliations; describe how the structure represents a lean, efficient, and effective administrative model; describe experience and achievements in developing a governance model is designed to avoid conflicts of interest.

4.2.4.1.3 Provide the requested information below which will demonstrate the Vendor’s and subcontractor(s)' ability to successfully complete the work described in this ITN and its appendices, attachments, exhibits, and referenced supporting

DCF ITN 2324 063 12 of 43 documentation. The Vendor’s and any proposed subcontractor(s)’ information shall be shown separately.

4.2.4.2 Additional Corporate Information

In addition to the other information described above, the Vendor and the subcontractor(s) must provide:

4.2.4.2.1 Full legal name and its associated Federal Employer Identification Number (FEIN), or individual identification number if a FEIN is not required;

4.2.4.2.2 Proof of registration with MFMP;

4.2.4.2.3 Country and state of incorporation;

4.2.4.2.4 Principal place of business;

4.2.4.2.5 Description of the Vendor’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organization charts and details concerning the number of facilities by geographic location;

and

4.2.4.2.6 Names and addresses of all affiliated or related companies, partnerships or associations (including subcontractor, if any) and a brief description of its relationship to the Vendor.

4.2.4.2.7 The Vendor shall include in their reply information regarding whether the Vendor has any history of a terminated contract with any entity for related services.

4.2.5 TAB 4: CORE TEAM QUALIFICATIONS

4.2.5.1 The Vendor shall describe the qualifications and credentials of their leadership team with an explanation of why the leadership team is qualified to lead their organization in meeting the needs of this ITN. In addition, the Vendor must include résumés for key leadership personnel describing their work experience, education, and training as it relates to the requirements of this ITN and the DEPARTMENT’S CBC STANDARD CONTRACT AND SUPPLEMENTAL CONTRACT (APPENDIX VIII and APPENDIX IX).

4.2.5.2 The reply shall include the Vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel as described in the DEPARTMENT’S

CBC STANDARD CONTRACT AND SUPPLEMENTAL CONTRACT (APPENDIX VIII

and APPENDIX IX). The reply should address all applicable personnel grievance and conflict resolution practices. The Vendor should explain how it’s organization, subcontractors, and staffing levels will best meet the performance standards required to perform properly. It is also important to describe the credentials for human resources, quality assurance, financial, information technology, and other key professional level employees.

4.2.6 TAB 5: SERVICES APPROACH AND SOLUTION

The Vendor shall describe the approach to performing the tasks described in the DEPARTMENT’S SUPPLEMENT CONTRACT (APPENDIX IX) - EXHIBIT C, and how it will meet all the Department’s detailed requirements. Specifically, the Vendor must explain in detail the activities, services, and programs related to:

a. Prevention services and family support services designed to keep children from entering foster care; including development of youth and parent councils to solicit input from those with lived experience;

b. Safety management and family preservation services for children deemed at risk or high risk for maltreatment;

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c. A full continuum of out-of-home licensed placements to include Level I-V licensed foster placements, and child caring agencies and associated successful recruitment and retention strategies and corresponding data. Vendors are to project how many homes are needed based on trends, and what the Vendor will do to adequately recruit for this need. This should include a cadence for re-evaluation. Refer to Appendix XI: Children Entering Out-of-Home Care Report, for historical data.;

d. Foster care supervision;

e. Case management;

f. Behavioral health services coordination;

g. Post-placement supervision;

h. Permanent guardianship and another planned permanent living arrangement;

i. Transition planning, independent living and extended foster care;

j. Guardianship assistance; and,

k. Reunification

l. Adoption, including post-adoption supports.

The Vendor must describe in detail how these subcontracted Vendors will also be capable of meeting the Department’s detailed requirements and the requirements of section 409.988(1)(j), F.S. The Vendor must outline how various services and subcontracts will be managed, and how subcontractors will be held accountable if performance standards are not met.

In order to facilitate the reply evaluation process, Vendors should format this reply section in a way that is clearly delineated for each of these service areas as defined:

A. Service Tasks:

1. Safety:

a. Prevention Services:

i. Provide details regarding the availability of prevention services and family support services including stakeholder partnerships. If the vendor has or has previously had a lead agency contract, provide data and information regarding families served successfully through prevention and family support services. Additionally, these services shall include support services for “Parent Needs Assistance” referrals.

ii. Provide details regarding the availability of prevention services for candidates that are at “imminent risk of entering foster care.” These services must prioritize Well- Supported, Supported, or Promising practices as designated in the Administration of Children and Families Clearinghouse.

iii. Description of available primary, secondary, and tertiary prevention services and current or historical work with other partners to support prevention services for families, including but not limited to: Dept. of Juvenile Justice (DJJ), Agency for Persons with Disabilities (APD), Agency for Health Care Administration (AHCA) and Managing Entities (ME).

iv. Details on how the Vendor will meet the requirements of HB 7065 (Responsible Fatherhood Initiative)

v. Provide details on how the respondent has engaged with First Lady Casey DeSantis’ Hope Florida – A Pathway to Prosperity Initiative and intends to utilize the program to assist with its prevention efforts.

b. Child Protection Tasks:

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

ii. Information regarding capacity to ensure assignment of a Dependency Case Manager for services immediately upon removal of any child as a result of an investigation, including procedures for timely and efficient transfer of the case to a Dependency Case Manager and all actions taken in relation to provisions being made available for each specific service identified in the plan are documented in

FSFN.

iii. Description of current partnerships and resources for coordination of services with Agency Health Care for Administration, Department of Juvenile Justice and Agency for Persons with Disabilities.

c. Safety Management and Family Preservation Services:

i. Outline formal family preservation and safety management services ensuring the capacity necessary to meet the needs of the service area, including adequate availability during investigations and ongoing case management

ii. Provide the internal methods to evaluate the quality and effectiveness of the formal safety management services delivered. Share corresponding data and outcomes if vendor currently has or has had a lead agency contract.

iii. Procedures to ensure that safety plans are managed following case transfer.

iv. Process to occur if the CPI identifies a need for a Present Danger Safety Plan that cannot be accommodated by informal supports.

v. Plans for implementation and operationalization of the Child Welfare Practice

Model (CFOP 170-1) when working with the Department.

2. Permanency:

a. Adoption Services:

i. Details regarding the dedication of resources to the execution of, and work in conjunction with the Department on the implementation and ongoing management of local and state plans for the promotion of adoption, support of adoptive families, post adoption services and support, and prevention of abuse, abandonment, and neglect of children.

ii. Outline available services designed to prepare children for adoption placement.

iii. Process for recruitment of adoptive families for children with special needs, and families that reflect the racial and ethnic diversity of children waiting for adoptive homes.

iv. Process for the input and maintenance of information on the adoption information section of FSFN to include children waiting for adoption and approved adoptive families. Process in place to ensure that Explore Adoption (www.adoptflorida.org) is updated within 15 calendar days of a child becoming available for adoption.

v. Information on available pre- and post-adoption support services to adoptive families, including services leading to, and after, finalization of the adoption.

vi. List of available designated staff responsible for developing and providing post-adoption services for families and information about services available to families requesting post-adoption support services.

http://www.adoptflorida.org/

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vii. Outline process and timeframes associated with completion of adoption-related requirements, like child study, home study, etc.

b. Placement Services:

i. Providing of supervision and placement of children, 24 hours per day, seven days a week.

ii. Procedures to ensure licensing of family foster homes

iii. Maintaining of licensure by the Department as a child-placing agency. Process for ensuring subcontractors are licensed as a child-placing agency.

iv. Process for ensuring completion of a comprehensive well-child check-up and initial behavioral health screening to identify the potential need for follow-up services.

v. Process for ensuring that every reasonable effort is made to perform diligent searches and family finding services to secure, review, and approve all relative and nonrelative-placements under the Lead Agency’s supervision as early as possible, including ensuring completion of a home study prior to placement of the child.

Provide data for relative/nonrelative/licensed placements if vendor currently has or has had a lead agency contract.

vi. Details on how the Vendor will ensure 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- 29.004, 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.

vii. Details regarding a full continuum of out-of-home placements to include family and nonrelative placement, level I-V licensed foster homes, and child caring agencies.

viii. Details on the recruitment of foster families that are specifically trained and willing to serve youth with special needs (behavioral health, intellectual or developmental disabilities, etc.)

ix. Details on how the Vendor will ensure placement of children of all ages and needs in an approved setting and data history of previous unlicensed placements, if vendor currently has or has had a lead agency contract.

x. Process for coordinating and collaborating with the Department’s Interstate Compact on the Placement of Children office when working with children who are placed out of state or children who are being placed from another state.

xi. Process for quality reviews conducted to ensure that child placement agreements accurately reflect the need of the child placed in the home and that caregivers have been informed of any safety precautions that need to be in place. This review must indicate whether the corresponding agency is in compliance with those needs .

xii. Process for ensuring placement assessments, as outlined in s. 39.523, F.S., and rule 65C-29.004, F.A.C., are conducted on all children in out-of-home care.

xiii. Process for ensuring collaboration the Indian Child Welfare Tribe and consulting with Children’s Legal Services regarding issues related to compliance with the provisions of the Indian Children Welfare Act.

xiv. Process for ensuring ongoing and thorough diligent search efforts for unknown parents and parents whose whereabouts are unknown.

c. Guardianship Assistance Program (GAP):

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i. Procedures to ensure registration of information on the GAP Eligibility section of FSFN to include eligibility. Additionally, process to ensure Vendor documents the completion GAP eligibility redetermination on annual basis and maintains any updates to the GAP page on a continual basis.

ii. Details regarding designated staff responsible for developing and providing services through the GAP for families and ensuring communications are in place so that guardians and children know how to access these services.

3. Well-Being:

a. Education:

i. Details regarding the dedication of resources for execution, lead, implementation, and ongoing management of local action plans for the early development and education of children in out-of-home care.

ii. Outline factors considered and process for determining whether a child remaining in the school of origin is in the child’s best interest.

iii. Assurance of staff available to be a designated point of contact to collaborate with the local school district’s point of contact to ensure school stability for children in out-of-home care.

iv. Process to ensure collaboration is effective, with school districts and individual schools to minimize delay in enrollment, delay in records transfer, loss of credits, truancy, disciplinary actions, school dropout, etc.

v. Details regarding how the Vendor intends to minimize disruptions to secure attachments and stable relationships with supportive caregivers of children from birth to school age and to ensure that these attachments are not disrupted due to placement in out-of-home care or subsequent changes in out-of-home placement.

vi. Steps taken to work toward readiness of children to learn when entering school.

vii. Processes to promote, encourage and facilitate full participation, where possible in extracurricular activities if youth desires.

viii. Process to ensure there is support for active student involvement in their educational planning.

b. Services for Transitioning Youth and Young Adults

i. Available resources and dedicated staff for providing informal and formal life skills and assessments for youth and young adults ages 13-23.

ii. Identification and engagement of mentorship/peer supports for lifelong permanent connections for youth and young adults ages 13-23.

iii. Dedicated and knowledgeable staff to support adequate and consistent transition planning for youth and young adults ages 13-23.

iv. Plan describing the scope, approach, and methods specific to serving youth and young adults in transition. The plan should include the development of staff competency, the staffing structure of youth and young adults transition services, and the development of supportive post-18 housing.

v. Ability to provide or coordinate the provision of Extended Foster care, Postsecondary Education Services and Support, Aftercare Services, and any additional services needed by the young adult. If services are contracted out, the ability to support, monitor, and hold accountable providers providing the provisions of programs previously mentioned.

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vi. Plan describing the scope, approach, and methods specific to youth advocacy within the system of care and continued outreach for young adults who are no longer engaged in transitional services ( i.e., EFC, PESS, Aftercare).

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.

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.

4. Management:

a. Licensing Tasks:

i. Information regarding compliance with licensing requirements.

ii. Process to review incident reports from the incident reporting system that do not meet the legal definition of abuse, neglect, or abandonment, but which reflect complaints about the conditions or circumstances within a foster home under the contract including assistance to the Department’s regional licensing staff with the review of intakes with allegations against staff at group homes or foster parents who are under the contract and located within the service delivery area. Include response to the conclusions of any such reviews, ongoing collection of trend data, and identifying any corrective action needed.

b. Quality Assurance (QA) and Continuous Quality Improvement (CQI):

i. Provide details of the comprehensive QA/CQI program to address oversight and accountability of the child welfare services continuum.

ii. Process to aggregate and analyze results from quality assurance reviews conducted and incorporate the analysis and findings in the annual performance report and continuous quality improvement plan.

c. Other Service System Tasks:

i. Process for investigations resulting from a regulatory complaint about a licensed home or facility serving clients of the Lead Agency or one of its subcontractors.

ii. Process to ensure that appropriate Lead Agency staff and subcontractors are informed of the specific services or assistance available from community-based and faith-based organizations.

iii. Local protocols for background screening of informal safety plan providers as a result of safety plan modifications after case transfer. Criminal history checks of informal safety plan providers are limited to state and local records which do not require fingerprints.

iv. Details regarding translation services for families who Limited English Proficient or are Hearing Impaired.

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d. General:

i. Policies and procedures and monitor compliance to ensure that the provision of all services is fully documented in the child’s master file in the Department’s Comprehensive Child Welfare Information System currently known as the Florida Safe Families Network (FSFN).

ii. Policies and procedures related to Board of Directors’ governance and oversight of the organization’s financial and operational decision-making.

iii. Information regarding the ability to ensure transportation of children under the supervision of the Department in out of home care to meet each child’s safety, well-being, court attendance, and permanency needs.

iv. Steps taken to ensure services identified in DEPARTMENT’S SUPPLEMENTAL CONTRACT (APPENDIX IX) - EXHIBIT B, SCOPE OF WORK, are provided in a family-driven, trauma-informed, youth-guided, culturally and linguistically responsive, and integrated manner regardless of the county of origin.

v. Administration of the fee collection process for clients under its care in accordance with the laws, rules and regulations specifically addressing the responsibilities of representative payee for social security funds paid on behalf of any child served under this Contract. This includes establishing a depository bank account and becoming the representative payee of the clients.

vi. Administration of the personal property and funds of clients.

B. Administrative Tasks:

1. Staffing:

a. Staffing Requirements:

i. Details regarding the ability for Vendor and its subcontractors to continuously endeavor to provide an adequate number of qualified and trained staff to provide the services stipulated in this Contract.

ii. Vendor’s plan to maximize employee retention and conduct an annual assessment on the effectiveness of such workforce retention efforts.

iii. Process to ensure that Vendor’s pertinent staff, and any pertinent subcontractor staff and volunteers, meet the qualification, screening, and training/certification requirements.

iv. Steps taken to ensure that the Vendor will comply with executive compensation requirements as outlined s. 409.992(3), F.S, and history of past compliance when applicable.

b. Staff Development and Training:

Information on how the Vendor will ensure delivery of child welfare pre-service and any required in-service training to professional staff.

Subcontracts (If Applicable):

• Template subcontract agreements including a detailed scope of work; clear and specific deliverables; performance standards; financial consequences for failure to perform in accordance with this Contract; programmatic monitoring requirements; fiscal monitoring requirements; and detailed documentation requirements.

• Provide monitoring procedures for subcontracts.

4.2.7 Innovation

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4.2.7.1 The Vendor shall provide details regarding the level of innovation within the Vendor’s solution approach, including the identification of best practices, the use of supports and services at the local level, unique, new, or creative solutions to identified areas of need, and the overall depth of the innovative approaches.

4.3 Content of the Financial Reply

4.3.1 Financial Reply Title Page

The first page of the financial reply shall be a Title Page that contains the following information:

4.3.1.1 Title of reply;

4.3.1.2 ITN number;

4.3.1.3 Vendor’s name and federal tax identification number:

4.3.1.4 Name, title, telephone number, and address of person who can respond to inquiries regarding the reply; and

4.3.1.5 Name of program coordinator.

4.3.2 TAB 1: FINANCIAL INFORMATION

4.3.2.1 Financial Management

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. If the Vendor does not have audit reports for the two most recent years, reviewed or compiled financial statements with the applicable Certified Public Accountant’s report shall be submitted. A recently created organization shall submit the requested financial reports from each of the founding collaborative partners. Any vendor with prior contracts as a CBC Lead Agency shall submit copies of any previous applications for risk pool and/or Back of the Bill and any corresponding final committee recommendations.

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:

• How well does the Vendor demonstrate the financial stability required to fulfill the terms and conditions of the contract?

• Does the Vendor have adequate financial resources for performance of the proposed projects, or have the ability to obtain necessary financial resources before beginning performance?

• What is the Vendor’s ratio of current assets to liabilities?

• Does the Vendor possess adequate cash or operating capital to meet projected monthly operating expenses pending receipt of first, and subsequent contract payments?

• What is the Vendor’s net worth?

• Has the Vendor satisfactorily completed all corrective actions related to finding in previous audits or areas brought to management’s attention in management letters?

• Can the Vendor conduct business with the Department without relying on advances, especially if the project is not a new one?

• Has the Vendor experienced previous financial difficulties in performing contracts for the State?

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• 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…