DRAFT PO23-003 CWPPG SOW~1.docx

Child Welfare Policy and Practice Group (CWG) Scope of Work Fiscal Year 2023 Bidbuy # 23-418-DCFS-PROCU-B-;

PO23-003; Contract #: 5412879053

Vendor:

The Child Welfare Policy and Practice Group 313 North Hull Street Montgomery, AL 36104

Freida Baker, Executive Director 334-264-8300 fbaker@childwelfaregroup.org This contract has been court ordered as part of the BH recommendations and has focused on implementation of a Child and Family Team Model (CFTM) and case Quality Service Review© (QSR) processes specific to the Immersion sites. Training and mentoring have been the foundation of both processes with the intent of developing staff into trainers and coaches to further expand and equip direct service.

The next phase is Lessons learned during the implementation of the Core Practice Model, specifically the CFTM and the QSR to other areas of Department of Children and Family Services (DCFS). This will be used to adjust how the work of CWG will be utilized to build upon and expand the purpose of our work with families The Child Welfare Policy and Practice Group (CWG) consultants and contractors are considered by the federal court and B.H. Expert Panel, and plaintiff attorneys, to be experts in the field regarding the implementation of Immersion sites, Quality Service Review© (QSR), and the Child and Family Team Meetings (CFTM) coaching and certification processes. Educational credentials of CWG staff and their consultants are in accordance with the hiring requirements of the CWG. CWG represents and warrants that its consultants are fully knowledgeable in the models that they are teaching and providing coaching and are experienced in education of other professionals.

Due to the current coronavirus outbreak and out of an abundance of caution, technology shall be used as much as practical to minimize in-person meetings to promote a healthy work environment and minimize spread of the virus. This shall continue until the CDC and/or IL Dept. of Public Health or Governor’s Office declare the situation safe to resume in-person meetings at will. For purposes of this Contract, Videoconferencing, Teleconferencing and WebEx are used interchangeably and have the same meaning as Video(ing) in the scope of work below.

Geographic areas and agencies that comprised the original Immersion sites and were previously covered under this Contract include:

1. St. Clair County (East St. Louis)

2. Five counties surrounding Mount Vernon

3. Rock Island and Whiteside Counties

4. Lake County (Waukegan)

5. CARITAS (full agency)

6. DCFS Permanency Teams in the Southern Region

The original defined immersion sites have been revised and now consist of 62 specific DCFS and private agency permanency teams geographically located in the areas outlined above. Building on the existing work within the Immersion site areas, Illinois DCFS is ready to move to the next steps in utilizing the Child Welfare and Policy Practice Group (CWG) contract to support the improvement of practice and outcomes.

The 4 areas of work that will be specified in the deliverables are:

1. Curriculum and CFTM model customization from lessons learned

2. Creation of tools to support implementation and sustainability of a revised Core practice Model (specifically CFTM)

3. Support and consultation

4. Instruction and mentoring All scope of work should be able to be done over WebEx. If on-site visit is the only means for the training, the Vendor will need prior written Deputy approval for the on-site visit. Once the written approval has been given, the approval must be submitted with the invoice for payment.

This scope of work will add and build upon philosophies and specific processes of the QSR and the CFTM to:

· Provide support to strengthen the Administrative Case Review capacities, including the consultation in the development of a set of quality case review questions and skills training;

· Support Agency Performance and Monitoring to enhance the consistency of CFTM’s, and to demonstrate ongoing support of the Core Practice Model in the Immersion sites and system wide,

· Provide support to the Office of Learning and Professional Development as it relates to integrating a customized Child and Family Team Model and support tools for roles other than placement/permanency workers in the Immersion Sites. Expand the use to other areas in the department.

The terms and conditions of this agreement are subject to a capped hourly rate of $ $137.50 for off-site work and a flat daily rate for on-site work of $ $1,100.00 per day per staff, which shall not include travel days except with written agreement of DCFS. “Off-site work” is work that does not require travel to Illinois. “On-site work” is work performed in Illinois. Travel, lodging, and transportation reimbursements must be in accordance with DCFS and the IL Governor’s Travel Control Board rules. The Governor’s Travel Control Board rules can be found at: https://www2.illinois.gov/cms/Employees/travel/Pages/default.aspx.

Approval for in person must be given in writing at the Deputy level. The written approval must be submitted with your invoice. Under this contract with DCFS, consultants from The Child Welfare Policy and Practice Group will work with the Department Senior Leadership, Legal, the Division of Quality Assurance, Agency Performance and Monitoring, the Office of Professional Development, and Immersion Site Directors to provide professional consultation to support enhancement and skill development relative to the Core Practice Model.

Previous Deliverables

1. Quality Service Reviews QSR training for mentoring and support of the 4 Quality Case Reviewers is complete. The reviewers (1 which recently left the program) are approved for training, mentoring, and maintaining the QSR review process at the Illinois DCFS discretion. Illinois DCFS will reserve the option of requesting consultation on an as needed basis and will budget for this option not to exceed 6 billable hours per quarter.

As the Lessons learned are incorporated into a customized Core Practice Model with support for the administrative case review and agency performance monitoring, it is believed that case work practice will improve and that more children will achieve permanency and exit the child welfare system. CWG has supported DCFS since 2016 and has developed a working knowledge of operations within Illinois. To change vendors mid-stream would significantly delay DCFS’ efforts to achieve statewide implementation of the Core Practice Model and to build upon and enhance the Administrative Case Review and Agency performance monitoring to improve quality of case practice and permanency outcomes

2. Child and Family Team Meeting Facilitation (CFTM) A major component of the Illinois Core Practice Model is that caseworkers must establish and facilitate CFTM’s to plan and coordinate interventions. The child’s caseworker will be responsible for facilitation of the CFTM, which includes the child, the family, any natural supports identified by the family and all providers of services to the child and family. The CFTM is the venue for assessment, case planning, and monitoring progress of permanency goals. The Illinois Core Practice Model establishes accountability for everyone involved, because it requires a continuous review of the plans and responsibilities for implementation. The Illinois Core Practice Model requires that children and families be treated as full partners in assessment, planning, intervention, review, evaluation, and decision-making. The Illinois Core Practice Model also requires caseworkers to collaborate with all individuals who are involved with a child and family in the planning, delivery, coordination, and management of services.

CFTM training, mentoring and support has resulted in the development of master trainers and facilitators sufficient to support the further expansion of the CFTM and Core Practice Model statewide. Lessons learned have resulted in a need for a further customization of the Core Practice Model specifically for CFTM which will be specified in the requested deliverables.

FY23Activities and Deliverables:

1. Administrative Case Review (ACR) Administrative Case Review (ACR) is a case review process using both documentation and interview of family, youth, caretakers and caseworkers. The ACR is incorporating more quality and outcome-focused questions and open-ended interview questions, and believes that Child Welfare Policy and Practice Group (CWG) experience with QSR in Illinois DCFS positions them to best assist ACR as it moves forward with more qualitative reviews and focuses on:

· Compliance to quality emphasis

· Emphasis on the interview

· Use of a quality rating scale

· Skill building of the ACR reviewers

Deliverables:

· CWG will consult regarding changes to the ACR review instrument

· CWG will work collaboratively with UIUC-FCURP, Chapin Hall, QE and ACR Management to develop a coaching plan and consult on question revisions for case review guidelines and interview processes

· CWG will assign one mentor per region to work with the ACR Manager and the ACR reviewers for that region

· CWG will begin shadowing ACR reviewers in their assigned region and provide a feedback conference

· CWG mentors will hold 1 WebEx per month for their region for ACR skill building

· DCFS reserves the option for CWG mentors to hold 1 WebEx per month as a collaborative learning and relationship building with ACR and Agency Performance Monitoring (APM) to support the relationship and coordination between ACR and APM for seamless continuous quality improvement using the data from ACR and the intervention of APM.

2. Agency Performance Monitoring Agency Performance Monitoring plays a critical role in monitoring quality and outcomes for children and their families. When direct service utilizes Child and Family Team Meetings in a frequent and quality-focused manner, practice and outcomes for safety, permanency, and well-being will improve. It is further believed that Agency monitoring can have a positive impact in the use of CFTM by reinforcing CFTM as a priority and using a more hands on approach in the participation and coaching of selected CFTM. For this to occur, the Dept will utilize CWG as support for APM staff in the CFTM model, with the intent that APM will attend selected CFTM meetings with an agency worker for the purpose of supporting supervisors to coach and reinforce the need for quality CFTM. (CWG will be revising the current CFTM Model.)

CWG deliverables for Agency Performance and Monitoring – Note all trainings and observations will occur by WebEx.

Deliverables:

· CWG will develop a rating tool and guide that APM will utilize in rating the compliance and quality of a CFTM

· CWG will train APM in the revised CFTM Model and the use of the rating tool

· CWG will observe 2 CFTM meetings with each of the APM (by WebEx) for the purpose of mentoring in the use of the rating tool.

· CWG will consult with APM Leadership and Senior Leadership in support of this practice elevation

3. Support for the Core Practice Model in the Immersion Sites & System-Wide Child Welfare Policy and Practice Group (CWG) will provide support to the Department for the training and application of the CFTM model within the Immersion Sites and support for expansion of the practice of CFTM beyond the Immersion Sites through the following activities:

· Provide technical assistance and consultation on the application of QSR data/ findings to Supervisory Forums within the Immersion Sites.

· Provide technical assistance and consultation on the application of CFTM practice to Supervisory Forums.

· Provide curriculum modifications and strategic consultation on the expansion of the CFTM model to intact providers and non-immersion site permanency teams.

Deliverables:

· CWG will conduct 1 WebEx per quarter to support CFTM per policy for the child welfare workforce.

· CWG will develop supervisory tools to support the Illinois Core Practice Model and CFTM policy with particular focus on the following:

· Visitation

· How the CFTM supports permanence and intact

· The role of the supervisor in developing skills to implement CFTM

· Other focal areas TBD

· CFTM curriculum modified for Intact providers.

· CWG will participate and provide consultation to Supervisory Forums.

4. Office of Learning and Professional Development (OLPD) – Field Implementation Support Program (FISP)

Child and Family Team Model needs to be revised and customized for better utilization and scalability statewide.

Deliverables

· CWG will consult with OLPD to revise and customize the Child and Family Team Model with revised and customized curriculum and support tools.

· CWG shall provide feedback to Office of Learning and Professional Development (OLPD) on CFTM related curriculum and materials customized for the Department during the term of this Contract.

· Provide technical assistance to the implementation planning group.

· Provide technical assistance with tools for supervisors for ongoing reinforcement of curricular content.

· Refinement of the CFTM coaching and training process to fit the needs and resources of the Department to continue to build Illinois’ internal capacity for expansion beyond Immersion site teams

· CWG shall complete debriefings, coaching, and feedback sessions related to CFTM delivery.

· CWG shall provide, as needed, revised instruments, training, and coaching materials.

· CWG shall attend leadership meetings with the Department and other key stakeholders.

· As part of continuous quality improvement, CWG coaches will meet with the FISP leaders to explore options and test alternatives to improve the delivery of the CFTM training and coaching.

· CWG shall provide ongoing technical assistance, coaching, and support to Illinois CFTM trainers and coaches to support fidelity to the CFTM facilitator and coach and master coach process.

· CWG shall complete, tele/video conferences, summits, written correspondence, reports to the Department, and written assessments.

· Ad hoc and strategic meetings.

Justification:

On September 28, 2016, the Court entered a jointly proposed DCFS Implementation Plan. In that Plan, the Court Order provides that The Child Welfare Policy and Practice Group will assist DCFS with development of the curriculum, development and implementation of the Core Practice training model and training logistics at immersion sites, as well as the development and implementation of a Quality Service Review (QSR) process. Because the Core Practice Model represents a fundamental shift in casework and supervisory practice in Illinois, DCFS has retained The Child Welfare Policy and Practice Group, as an expert to consult and provide input on the implementation of the model. The Child Welfare Policy and Practice Group will assist DCFS with development of the curriculum, development and implementation of the training model, and training logistics at immersion sites.

Implementation of the second phase of expansion of the Core Practice Model began in FY20. As the Core Practice Model rolls out to the state, we believe that case work practice will improve and that more children will achieve permanency and exit the child welfare system. FY23 goals included CWG consultation to the Department to help identify and sustain the implementation drivers that support taking the model to scale. CWG has supported DCFS in these efforts to implement statewide since 2016 and has developed a working knowledge of operations within Illinois. To change vendors mid-stream would significantly delay DCFS’ efforts to achieve statewide implementation. DCFS reserves the option to approve travel for on-site in person as needed with a written approval from Deputy and a budget not to exceed as outlined below:

Unless otherwise defined below, travel expenses shall be reimbursed in accordance with the Travel Regulation Council and the IL Governor’s Travel Control Board rules. The Governor’s Travel Control Board rules can be found at: https://www2.illinois.gov/cms/Employees/travel/Pages/default.aspx

1. Airfare – Cost for air transportation for CWG consultants to travel to Illinois to deliver services for CFTM and QSR shall be billed at actual cost with accompanying receipt or proof of purchase. Reimbursement for round trip flights shall not exceed $750.00, except as outlined below.

a. Reimbursement above $750.00:

i. If the agency makes changes to the meeting or training schedule with less than 14 days advanced notice to the vendor, the agency shall approve reimbursement above $750.00 (when applicable).

ii. If vendor makes changes to the schedule which necessitates scheduling another consultant within 14 days of scheduled meeting or training, vendor shall be responsible for additional cost beyond $750.00 reimbursement cap.

A consultant may book and be reimbursed, without additional approval, for air fare above the $750.00 cap if the following conditions are met.

1. First, the consultant shall accept flights below $750.00 for any flight during normal work hours of 8:00am to 5:00 p.m. A consultant may travel outside of normal work hours, but the State will not reimburse the consultant for air fare above $750.00 if another flight is available during normal work hours for less than $750.00. A consultant shall not be required to book flights outside of the 8:00 a.m.to 5:00 p.m. timeframe to stay under the $750.00 cap. i.e. booking a less expensive red eye flight on Sunday to make a Monday training. Second, the consultant shall search a minimum of three (3) airlines for flights during normal work hours below $750.00, or they may search one (1) online travel site providing air fares for multiple airlines for flights during normal work hours below $750.00.

2. Third, consultants shall submit a screenshot or printout of the search conducted, including the search criteria, via one (1) travel site listing multiple airlines, or a screenshot or printout from three (3) different airlines’ websites with their invoice.

3. Travel Days – CWG consultants will be considered on travel status and onsite for the CFTM and QSR in-person meetings and/or trainings in Illinois. Onsite work shall have a capped daily rate of $1,100 per day per staff, which shall not include travel days except with written agreement of DCFS.

4. Meals – Per Diem for CWG consultants while on travel status shall be capped at $28.00 per day per the Governor’s Travel Control Board Rules.

5. Lodging – CWG consultants shall seek quotes from three hotels (5 hotels in Chicago and Springfield) and take the lowest rate offered of the hotels contacted. Lodging shall be billed at actual cost with accompanying receipt or proof of purchase. If requesting reimbursement above the applicable state rate for the region, all invoices must be submitted with quotes from 3-5 hotels or the reimbursement will be paid at the applicable state rate for the region.

Transportation – Ground transportation for CWG consultants on travel status shall use the most economical transportation possible. For rental cars, three quotes must be obtained to verify lowest cost and receipt, or proof of purchase must be submitted for reimbursement.

7. Mileage – Mileage to and from the airport shall be calculated by first deducting CWG consultant’s normal commute to and from their primary office location. If consultants work out of their primary residence and never travel to an office location, mileage may be calculated to and from the airport from their residence. Mileage shall be calculated using the Illinois mileage reimbursement rate found on the Illinois Governor’s Travel Control Board website.

8. Parking – CWG consultants are required to use the most economical parking available at their departure airport while still ensuring personal safety. Airport parking shall be billed at actual cost with accompanying receipt or proof of purchase and capped at no more than $25.00 per day.