DCF ITN 2526 082.pdf

DCF ITN 2526 082 1 of 49

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

INVITATION TO NEGOTIATE

Community-Based Care Lead Agencies

DCF ITN 2526 082

COMMUNITY-BASED CARE LEAD AGENCY CIRCUIT 6,

PINELLAS AND PASCO COUNTY

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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 Public Opening

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

2.7 Written Questions and Department Answers

2.8 Form PUR 1001

2.9 Department’s Discretion

SECTION 3. SPECIFICATIONS

3.1 Minimum Programmatic Specifications

3.2 Minimum Financial Specifications

3.3 Composition of the Contract

3.4 Order of Precedence

3.5 Supporting Documentation

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Response

4.2 Contents of the Programmatic Response

4.3 Content of the Financial Response

4.4 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

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

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APPENDIX VII: PROPOSED COST ALLOCATION PLAN

APPENDIX VIII: DEPARTMENT’S STANDARD CONTRACT PART 1

APPENDIX IX: DEPARTMENT’S STANDARD CONTRACT PART 2

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

In accordance with Chapter §287, Florida Statutes (F.S.), the State of Florida, Department of Children and Families (Department), Office of Child and Family Well-Being, issues this Solicitation to select a Respondent(s) to provide for Foster Care and Related Services for Circuit 6, Pinellas and Pasco County.

“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 Response:

• 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 evidence-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, F.S. Any Vendor interested in participating must comply with the terms of this ITN and the resulting contract.

The terms “Contract” and “agreement” may be interchangeably used throughout this document, all related attachments, exhibits, and referenced documents. These terms collectively refer to the services, terms, and conditions to provide the goods, services, and/or solution that meet the requirements of the Contract, between the Department and the selected Respondent(s).

1.2 Term of the Agreement

The anticipated start date of the resulting contracts is January 1, 2027. 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.

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1.3 Contact Person and Procurement Officer

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

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

1.4 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).

1.5 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 (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 Responses. During the Evaluation Phase, Responses 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 Responses, 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.

By submitting a Response, 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 From the date this ITN is released through the end of the 72-hour period following the Department's posting of the Notice of Intended Award, excluding Saturdays, Sundays, and state holidays, a Vendor, or any person acting on the Vendor's behalf, may not contact any employee or officer of the executive or legislative branch regarding any aspect of this ITN, except in writing to the Procurement Officer or as otherwise expressly authorized in this ITN. Violation of this provision may be grounds for rejection of the Vendor's Response.

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

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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

07/21/2026 N/A MFMP VIP at:

https://Vendor.myfloridamarketplace.com

1.4

Written questions must be received by

08/03/2026 2:00 PM See Section 1.3 2.7

Department’s Response to questions

08/14/2026 N/A MFMP VIP at:

https://Vendor.myfloridamarketplace.com

2.7

Response must be received by the Department

08/27/2026 3:00 PM See Section 1.3 2.7.1

*Public Response opening

08/28/2026 10:00

AM

Please join my meeting from your computer, tablet or smartphone.

https://meet.goto.com/654295517 You can also dial in using your phone.

Access Code:

654-295-517 United States:

+1 (872) 240-3212

2.5

Anticipated posting of intended contract award

11/02/2026 N/A MFMP VIP at:

https://Vendor.myfloridamarketplace.com

5.4.4

Anticipated effective date of contract

01/01/2027 N/A N/A 1.2

2.5 Public Opening

Responses shall be opened on the date, time and at the location indicated in Section 2.4 Respondents may, but are not required to, attend. Pursuant to §119.071(1)(b), F.S., no other materials will be released. Any person requiring a special accommodation because of a disability must contact the Procurement Officer at least 48-hours prior to this Solicitation opening.

2.6 Woman--, Veteran--, and Minority-owned Small Businesses Participation 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 https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://meet.goto.com/654295517 tel:+18722403212,,654295517 https://vendor.myfloridamarketplace.com/

DCF ITN 2526 082 7 of 49 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

2.7 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.

2.7.1 Response Deadline

Responses must be received by the Procurement Officer no later than the date and time provided in Section 2.4. Responses will be accepted as provided in Section 2.8. Vendors are exclusively responsible for timely delivery of Responses to the Procurement Officer. At the sole discretion of the Department, any Responses 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.

2.7.2 Response Withdrawal and Amendment

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

2.7.3 Binding Response

Vendors are bound by their Responses until execution of the Contract, unless withdrawn.

2.7.4 Cost of Preparation of Response

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

2.8 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 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: State of Florida PUR 1001 General Instructions to Respondents

2.9 Department’s Discretion

2.9.1 The Department may:

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

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

2.9.1.3 Withdraw the ITN or reject all Responses at any time;

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

2.9.1.5 Withdraw or amend its Notice of Award; and

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

SECTION 3. SPECIFICATIONS

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

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

3.1 Minimum Programmatic Specifications

The selected Vendor(s) shall perform the tasks outlined in the Department’s Standard Contract Part 1 (PCMT-02) and Standard Contract Part 2 (PCMT-03) (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 – Standard Contract Part 2 (PCMT-03) in accordance with all terms therein. Respondent shall acknowledge its ability to comply with all programmatic requirements, deliverables, reporting obligations, performance measures, corrective actions requirements, financial consequences, incorporated documents and

APPENDIX IX.

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 – Standard Contract Part 2 (PCMT-03) 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.

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 Standard Contract Part 1 and 2 (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 Standard Contract Part 1 and Part 2

3.3.2 The Department’s Standard Contract Part 1 (PCMT-02) contains general contract terms and conditions required by the Department for all Vendors. In addition, the Department’s Standard Contract Part 2 (PCMT-03) contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.3.3 Form PUR 1000

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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

3.3.4 Other Attachments or Exhibits

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

3.3.5 Vendor Response

The Vendor’s Response 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 3.3, 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.

Subject Description Link

What is Community-Based Care

Department’s CBC Website https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/

Federal and State Laws, Regulations and Department Operating Procedures

Authority and Requirements Reference Guide https://www.myflfamilies.com/services/child-family/child-and-family-well-being/community-based-care/general-documents/

General Information for the Department of Children and Families

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

General Documents Incorporated by Reference

DCF Child Welfare Information 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/services/child-family/child-and-family-well-being/cbc-fiscal-attachments/

General Documents Incorporated by Reference

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

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SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Response

4.1.1 Electronic Submission

All Responses must be submitted by electronic means. Electronic submission of the Response (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 Response 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 Response Format

Responses 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 Response must be submitted in accordance with Section 4.2 and Section 4.3.

4.2 Contents of the Programmatic Response

4.2.1 Title Page

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

4.2.1.1 Title of Response;

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 Response; 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 Response, 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

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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 Departments Standard Contract Part 2 (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 Response 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.

4.2.4.1.2.1. The Vendor shall describe how its governance structure will support the responsibilities of a Community based care Lead Agency and comply with applicable requirements of §409.987, FS. The Vendor shall describe oversight responsibilities, fiduciary accountability, transparency practices, conflict of interest management, budget oversight, and stakeholder engagement processes. The Vendor shall also describe board member onboarding, annual training requirements, financial oversight responsibilities, conflict-of-interest monitoring, and methods used to ensure compliance with fiduciary responsibilities.

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 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 Response information regarding whether the Vendor has any history of a terminated contract with any entity for related services.

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4.2.5 TAB 4: CORE TEAM QUALIFICATIONS

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 Standard Contract Part 1 and 2 (APPENDIX VIII and APPENDIX IX).

2. The Response shall include the Vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel as described in the Department’s Standard Contract Part 1 and 2 (APPENDIX VIII and APPENDIX IX).

The Response 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 Standard Contract Part 2 (APPENDIX IX) - EXHIBIT C, and how it will meet all the Department’s detailed requirements. The Vendor should organize this portion of the Response using the headings below and should explain, for each applicable task area, the activities, services, programs, staffing, subcontracting approach, service access, documentation practices, quality assurance, performance management, and reporting processes that will support performance under the resulting Contract.

The Vendor must describe how any proposed subcontractors will be capable of meeting the Department’s requirements and the requirements of section 409.988(1)(j), F.S. The Vendor must outline how services and subcontracts will be managed, how subcontractors will be monitored, and how subcontractors will be held accountable if performance standards are not met.

General assurances of compliance are not sufficient. The Response should provide operational detail that allows the Department to evaluate the Vendor’s proposed service delivery model, implementation approach, accountability structure, and ability to meet the Exhibit C requirements

4.2.6.1 Service Task Priorities

The Vendor must describe how its service array, network development, staffing model, subcontracting model, and quality management approach will support the service task priorities in Exhibit C, including:

• Safety: protecting children from abuse, neglect, and abandonment; safely maintaining children in their homes whenever possible; preventing new episodes of abuse, neglect, or abandonment;

and recruiting and retaining high-quality foster and adoptive parents.

• Well-being: preserving and strengthening families whenever safely possible; supporting families’ ability to nurture, protect, and meet the needs of their children; placing children with relatives, fictive kin, or non-relative caregivers whenever safe and appropriate; and using the least restrictive placement appropriate to the child’s needs.

• Permanency: achieving timely permanency aligned with the child’s and family’s safety and well-being.

• Alignment: aligning network development and service delivery with the Department’s priorities and contract requirements.

4.2.6.2 Service Delivery and Practice Model

The Vendor must describe its approach to delivering foster care and related services through safety-focused, family-centered, trauma-informed, and trauma-responsive practices. The Response should

DCF ITN 2526 082 13 of 49 address use of individualized case plans, compliance with applicable state safety measurement standards, documentation in the statewide child welfare information system (CCWIS), and partnership with the Department to implement and operationalize the Child Welfare Practice Model.

4.2.6.3 Prevention, Family Support, Safety Management, and Family Preservation Services

The Vendor must describe, in detail, its approach to delivering Prevention Services, Family Support Services, Safety Management Services, and Family Preservation Services in accordance with the Department’s Supplemental Contract (APPENDIX IX), Exhibit C. The Response must explain how the Vendor will provide access to the required service array, manage referrals and case assignment, engage parents and natural supports, document case activity, evaluate service quality, and ensure service delivery is sufficient to meet the needs of the service area.

4.2.6.3.1 Prevention Services

The Vendor must describe its approach to identifying, maintaining, and promoting services and interventions that prevent unnecessary removal of children from their homes, strengthen parental protective capacities, address safety threats, and resolve the conditions that led to Department involvement. At a minimum, the Response must address:

• How the Vendor will ensure access to prevention services in accordance with Florida’s federally approved Title IV-E Prevention Plan;

• How prevention services will be evidence-based, family-centered, trauma-informed, and trauma-responsive;

• How the Vendor will prioritize services for children at imminent risk of entering foster care, including use of evidence-based practices designated by the federal Title IV-E Prevention Services Clearinghouse, the California Evidence-Based Clearinghouse, or other best practices and promising programs, including services such as those delivered through the Ounce of Prevention Fund of Florida and Healthy Families, as applicable;

• How the Vendor will identify and use evidence-based services from Florida’s approved Title IV- E Prevention Plan based on community need;

• How the Vendor will ensure prevention services and family support services include stakeholder partnerships and support for Parent Needs Assistance referrals;

• If the Vendor currently holds or previously held a Lead Agency contract, data and information regarding families successfully served through prevention and family support services;

• How the Vendor will maintain and describe primary, secondary, and tertiary prevention services and current or historical work with partners supporting prevention services, including the Department of Juvenile Justice, Agency for Persons with Disabilities, Agency for Health Care Administration, Managing Entities, and community-based and faith-based partners;

• How the Vendor will meet applicable Responsible Fatherhood Initiative requirements and integrate father engagement into prevention and family support strategies;

• How the Vendor has engaged with, or will coordinate with, Hope Florida - A Pathway to Prosperity to support prevention efforts and connect families to available resources;

• How relatives, fictive kin or kin, non-relative caregivers, and natural support networks will be engaged in every case to strengthen family stability, reduce risk of removal, identify informal caregivers, and develop back-up safety supports;

• How the Vendor will document safety plans, service referrals, contacts with parents and children, collateral contacts, assessments, and case decisions in the appropriate modules of the statewide child welfare information system within two business days;

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• How the Vendor will meet documentation and claiming requirements when requested by the Department.

4.2.6.3.2 Family Support Services

The Vendor must describe its approach to Family Support Services for families in which children can safely remain in the home but present a high or very high risk of future maltreatment. The Response must explain how services will strengthen protective capacities, reduce risk factors, and prevent removal. At a minimum, the Response must address:

• How the Vendor will serve eligible families, including cases with high or very high risk scores, victims of human trafficking who have been determined safe or have no safety determination, and families with prior verified findings who pose elevated risk of maltreatment recurrence;

• How the Vendor will receive Family Support Services referrals from Child Protective Investigations in the catchment area;

• How the Vendor will develop and maintain a centralized mechanism for receiving Family Support Services referrals;

• How a Family Support Services Professional will be assigned within two business days of referral receipt;

• How Family Support Services will be initiated within five business days of case assignment by conducting a face-to-face visit;

• How the initial family contact will include review of risk factors, identification of protective capacities, determination of contact frequency based on child and family need, and development of a written Prevention Services Plan;

• How the Prevention Services Plan will be tailored to identified risk factors and protective capacities and include clearly defined behavioral objectives, necessary services and service providers, responsible parties, measurable outcomes, and timeframes for re-evaluation or reassessment;

• How parents and the family’s identified support system will be included in development of the Prevention Services Plan;

• How face-to-face contact with the child(ren) and caregiver(s) in the home will occur no less than once every 30 days, with increased frequency based on risk level and family need;

• How contacts will assess safety conditions, evaluate service participation, and adjust the Services Plan as necessary;

• How relatives, fictive kin, non-relative caregivers, and natural support networks will be actively engaged to strengthen family stability, identify informal caregivers, and develop back-up safety supports;

• How the Vendor will notify the referring CPI if a family refuses to engage in Family Support Services so the CPI may assess whether re-engagement efforts are needed; and

• How service referrals, contacts, assessments, and case decisions will be entered into the statewide child welfare information system within two business days.

4.2.6.3.3 Safety Management Services

The Vendor must describe its approach to formal Safety Management Services for children who meet the requirements of Rule 65C-30, F.A.C., including the capacity necessary to meet the needs of the service area and adequate availability during investigations and ongoing case management. At a minimum, the Response must address:

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• How the Vendor will facilitate access to an array of formal safety services when, during an investigation, the CPI identifies a need for a Present Danger Safety Plan that cannot be accommodated by informal supports;

• How the Vendor will develop and maintain a centralized mechanism for receiving Safety Management Services referrals;

• How referrals will be assigned to a Safety Management Services Professional within one business day of referral receipt;

• How the Vendor will identify the type of safety management service necessary to manage the danger threat, including Behavior Management, Crisis Management, Social Connection, Resource Support, and Separation Safety categories;

• How the Safety Management Services Professional will initiate face-to-face contact with the family in a timeframe aligned with the family’s individual needs, but no later than two business days from referral assignment;

• How the Vendor will notify the referring CPI if a family refuses to engage in Safety Management Services so the CPI may assess whether re-engagement and reinforcement of the safety plan and associated safety actions are needed;

• How the Vendor will ensure safety plans are managed following case transfer;

• How the Vendor will develop and use internal methods to evaluate the quality and effectiveness of formal Safety Management Services delivered, including corresponding data and outcomes if the Vendor currently holds or previously held a Lead Agency contract;

• How the Vendor will implement and operationalize the Child Welfare Practice Model (CFOP 170-1) when working with the Department.

4.2.6.3.4 Family Preservation Services / In-Home Non-Judicial Case Management Services

The Vendor must describe its approach to Family Preservation Services, also referred to as In-Home Non-Judicial Case Management Services, for children who meet the requirements of Rule 65C-30, F.A.C. The Response must explain how services will be intensive, prioritize early in-home engagement, strengthen protective capacities, mitigate danger threats, reduce risk factors, and maintain children in the home with their parent(s) or caregiver(s), when safe to do so. At a minimum, the Response must address:

• How the Vendor will maintain capacity necessary to meet the needs of the service area, including adequate availability during investigations and ongoing case management;

• How the Vendor will develop and maintain a centralized mechanism for receiving notification of cases transferred through the Case Transfer process for ongoing service provision through an In-Home Non-Judicial Action;

• How the Vendor will comply with case assignment requirements in the Guidelines for Case Assignment, Family Preservation and Judicial Services;

• How the Vendor will comply with case transfer requirements in the Guidelines for Case Transfer, Family Preservation and Judicial Services;

• How the Vendor will ensure safety plans are managed following case transfer;

• How the Vendor will apply trauma-informed and trauma-responsive practices by acknowledging trauma in both parents and children and focusing on healing and stability;

• How the Vendor will engage parents as active participants to the fullest extent possible;

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• How Family Preservation Services will be initiated within two business days of case assignment by conducting a face-to-face visit;

• How the initial family contact will include review of the reason for in-home non-judicial case management services, identification of protective capacities, determination of contact frequency based on child and family need, and development of a written Case Plan;

• How the Case Plan will be tailored to identified risk factors and protective capacities and include clearly defined behavioral objectives, necessary services and service providers, responsible parties, measurable outcomes, and timeframes for re-evaluation or reassessment;

• How parents and the family’s identified support system will be included in Case Plan development;

• How the assigned Child Welfare Professional will maintain face-to-face contact with the child(ren) and caregiver(s) in the home no less than once every 30 days, with frequency determined by risk and safety needs;

• How contacts will include assessment of safety conditions, discussion and evaluation of service participation, case plan progress, and adjustment of the Case Plan as necessary;

• How the Vendor will notify the referring CPI if a family refuses to engage in Family Preservation Services so the CPI may assess whether re-engagement efforts are needed.

4.2.6.3.5 Cross-Cutting Response Elements for These Service Areas

For each of the service areas described in Sections 4.2.6.3.1 through 4.2.6.3.4., the Vendor must describe:

• The proposed staffing model, qualifications, supervision structure, and coverage approach;

• The referral, assignment, initiation, escalation, and refusal-to-engage workflow;

• The method for coordinating with CPI, case management, subcontractors, community providers, and natural supports;

• The process for documenting required activities in the statewide child welfare information system within required timeframes;

• The quality assurance and supervisory review process used to evaluate timeliness, quality, service effectiveness, and compliance with the resulting contract; and

• The data, reports, and internal monitoring processes the Vendor will use to identify service gaps, improve performance, and ensure continuity of service delivery.

4.2.6.4 Judicial Services and Out-of-Home Case Management Services

The Vendor must describe its approach to Judicial Services as a distinct task category, including Out-of-Home Case Management Services and related permanency activities. At a minimum, the Response must address:

• How the Vendor will provide ongoing services to families who meet the requirements of Rule 65C-30, F.A.C., with capacity sufficient to meet the needs of the service area;

• How the Vendor will ensure timely access to services and assignment of a Dependency Case Manager as secondary to the case within 24 hours of the shelter hearing;

• How the Vendor will ensure case manager access and service coordination immediately upon removal of any child as a result of an investigation, including procedures for timely and efficient transfer of the case to the Dependency Case Manager;

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• How all actions taken to make each specific service identified in the case plan available will be documented in the statewide child welfare information system;

• How the Vendor will comply with case assignment and case transfer staffing requirements in the incorporated Guidelines for Case Assignment, Family Preservation and Judicial Services and Guidelines for Case Transfer, Family Preservation and Judicial Services;

• How the Vendor will conduct or coordinate trauma screening no later than 21 days after the shelter hearing, refer for trauma assessment when indicated, and integrate trauma assessment, services, and interventions into behavioral health treatment planning as appropriate;

• How the Vendor will develop and implement personalized case plans tailored to the needs of the child(ren) and parent(s), establish primary and concurrent permanency goals, and support timely permanency;

• How the Vendor will support Maintain and Strengthen goals for In-Home Judicial cases and cases in post-placement supervision;

• How the Vendor will engage parents, caregivers, children, relatives, fictive kin, and other family supports in case planning, service planning, visitation/family time, and permanency activities, unless prohibited or contraindicated;

• How the Vendor will begin reunification planning from the time reunification is established as a permanency goal, including discussion of the danger threat, conditions for return, parent and professional responsibilities, and collaborative and measurable case progress;

• How the Vendor will begin adoption planning, permanent guardianship planning, and APPLA planning from the time each permanency goal is established;

• How the Vendor will ensure timely referral and access to necessary, individualized services;

• How the Vendor will maintain current partnerships and resources for coordination of services with the Agency for Health Care Administration, Department of Juvenile Justice, Agency for Persons with Disabilities, and other applicable entities;

• How the Vendor will document judicial services, case management activities, permanency planning, service referrals, and required updates in the statewide child welfare information system.

4.2.6.5 Case Planning, Safety Planning, Staffing, and Multidisciplinary Coordination

The Vendor must describe how it will develop, monitor, and update individualized case plans and safety plans and how it will coordinate structured staffing and multidisciplinary decision-making. At a minimum, the Response must address:

• How safety plans and case plans will be tailored to the unique circumstances, risks, strengths, and needs of each child and family;

• How case plans will directly address the conditions that resulted in Department involvement and will support development and demonstration of parental protective capacities;

• How case plan tasks will require measurable behavioral change, not merely completion of services, and will include specific safety threats, underlying conditions, required behavioral changes, observable indicators, services or interventions, timeframes, and benchmarks;

• How safety plans will identify specific safety threats, immediate protective actions, responsible individuals, monitoring strategies, and processes for continuous evaluation and modification;

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• How subject matter experts, including clinical, behavioral health, medical, substance use disorder, domestic violence, developmental, and educational specialists, will be used when needed to inform case planning, safety planning, and permanency recommendations;

• How service providers will provide meaningful and timely information about service participation, behavioral progress, safety concerns, and clinical recommendations;

• How parents and caregivers will meaningfully participate in case planning unless prohibited by court order;

• How case plans, assessments, progress updates, provider progress reports, and judicial reviews will be filed within required statutory timeframes and documented in the statewide child welfare information system;

• How permanency or critical decision staffing will use relevant case information to assess behavioral change and whether conditions for safe reunification or alternative permanency have been met;

• How parents, caregivers, children, and appropriate family members will receive reasonable notice and opportunity to participate in staffing unless prohibited by court order, safety concerns, or other documented reasons; and

• How leadership-level participation will occur for permanency staffing, including program director or equivalent participation for permanency decisions, executive-level or equivalent participation when termination of parental rights is being considered or recommended, and escalation when barriers affect safety, service completion, or permanency progress.

4.2.6.6 Placement Services and Placement Array

The Vendor must describe its approach to Placement Services and to maintaining an adequate placement and services array. At a minimum, the Response must address:

• How the Vendor will conduct family finding and engage adult relatives and fictive kin throughout the duration of the open case as potential connections and placement resources;

• How the Vendor will develop and maintain an annual Placement Array and Services Plan with quarterly updates, including methodology for identifying target numbers and types of placements needed based on the needs of children in care;

• How the placement array will address relative and non-relative placements, Level I-V foster homes, at-risk placements, human trafficking placements, BQRTP, QRTP, STGH, SIPP, and adoptive placements, as applicable;

• How the Vendor will maintain a full continuum of out-of-home placements that includes family and non-relative placements, Level I-V licensed foster homes, and child-caring agencies;

• How the Vendor will recruit and support foster families specifically trained and willing to serve youth with special needs, including behavioral health, intellectual, developmental, or other specialized needs;

• How the Vendor will assess current services, identify service gaps, describe actions taken when placement capacity is insufficient, and develop strategies to resolve gaps;

• How the Vendor will ensure placement of children of all ages and needs in an approved setting, and provide data regarding any history of previous unlicensed placements if the Vendor currently holds or previously held a Lead Agency contract;

• How the Vendor will provide supervision and placement of children 24 hours per day, 365 days per year;

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• How the Vendor will maintain required child-placing agency licensure and ensure that subcontracted providers performing IV-E reimbursable placement functions are appropriately licensed;

• How the Vendor will ensure Child Health Check-Up…