ESBD_474656_1770397446106_Attachment to Addendum 5.pdf

PROCUREMENT AND CONTRACTING SERVICES

Request for Proposals (RFP)

For

Child Protective Post Adoption Services

RFP No. HHS0016376

Attachment to Addendum 5

This RFP is amended as follows:

1. Section 1.2, Definitions - “Continuity of Services” of the Solicitation is deleted and replaced in its entirety.

“Continuity of Services” means the term continuity is used to refer to the client record or information as it applies to Post Adoption providers working with parents and children adopted through CPS.

2. Section 2.2.3, Historical Compensation of the Solicitation is deleted and replaced in its entirety.

2.2.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has been approximately $5,946,840.00 per fiscal year. Notwithstanding Section 2.2.3 (Historical Compensation), DFPS reserves the right to adjust any projected amount based on State funding during the term of a resulting Contract.

A. Funding for RTC Services

In addition to the available funds described in this section, DFPS anticipates the possibility of receiving up to $1.2 million in additional funds during the 86th Texas Legislative Session for each fiscal year of the FY 26-27 Biennium. Payment for services will be on a cost reimbursement basis only by submitting an Invoice.

For additional information concerning Invoices, please visit this link. DFPS - Regional CPS Contracting Forms.

DFPS will update this Solicitation as information about the FY 26-27 Biennium becomes available. In the event that updated information regarding appropriations is unavailable before the submission deadline, Contractormust develop their Proposals with the understanding that these funds may or may not be available. Reference Section 2.2.3 (Historical Compensation), and Table 1.

B. Availability of Funds

1. Any Contract resulting from this RFP is contingent upon the continued availability of lawful appropriations by the Texas Legislature as well as budgetary and resource constraints. At the issuance of https://www.dfps.texas.gov/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#Post-Adoption_Services https://www.dfps.texas.gov/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#Post-Adoption_Services this RFP, DFPS anticipates that budgeted funds will be available to reasonably fulfill the service requirements. If, however, funds are not available, DFPS reserves the right to withdraw the RFP or terminate the resulting contract without liquidated damages (see Exhibit B, Texas Department of Family and Protective Services Vendor Uniform Terms and Conditions, Section I(A), Funding Availability).

2. DFPS anticipates that maximum reimbursable amount for a full fiscal year available statewide for contracts resulting from this RFP, is $5,946,840.

3. Regional Funding. DFPS utilizes a funding formula for Post Adoption Services that consists of a fixed base and proportional workload adjustments. The projected funding allocation by Region for the full Fiscal Year is as follows:

Table1

Region Fiscal Year Allocation

1 400,000

2 278,000

3 1,189,140

4 360,000

5 240,000

6 999,211

7 800,000

8 1,010,289

9 243,000

10 177,000

11 250,200

Total 5,946,840

4. DFPS does not guarantee funding at any level and may increase or decrease funds at any time during the term of a Contract resulting from this procurement. Furthermore, DFPS reserves the right to change the amounts as well as the method of determining allocation, or total contract amount.

5. Contractor may not use funds received from DFPS to replace any other federal, state, or local source of funds awarded under any other Contract. Additionally, Contractors may not use DFPS funds as match (in-kind or cash match) for any other funding opportunity (grant application) in which the Contractor may be participating.

6. A child or family referred to the Contractor by DFPS cannot be denied or experience a delay in services based on a failure to pay fees or contribute to the cost of any service.

3. Section 5.1.2, Project Work Plan of the Solicitation is deleted and replaced in its entirety.

5.1.2 Project Work Plan

Respondents must utilize Exhibit L, Project Work Plan to describe their proposed processes and methodologies for providing all components of the Scope of Work described in Exhibit D, Scope of Work (SOW), including their approach to meeting the Project schedule. Respondents should identify all tasks to be performed, including all Project activities, materials and other products, services, and reports to be generated during the Contract period and relate them to the stated purpose(s) and specifications described in this Solicitation.

A. Category 1 – Community Engagement, Referral, Eligibility, and Service Authorization Process (Section 2.1.9 of Exhibit D, Scope of Work (SOW))

Respondent’s Proposal must describe how it will develop, implement, and maintain a process for referrals and documentation of eligibility for Post Adoption Services.

B. Category 2 - Coordination and Delivery of Services (Section 2.1.10 of Exhibit D, Scope of Work

(SOW))

Respondent must describe how they will deliver Post Adoption Services to children and families.

C. Category 3 - Relationship with Family (Family Centered Services) (Section 2.1.12 of Exhibit D, Scope of Work (SOW))

1. Respondent must describe their specific contact methods they will employ to expand availability to the adoptive child and family.

2. Respondent must describe their specific approach to ensure at a minimum, monthly, In-Person Contact with in-state families is maintained with the adoptive child and family.

D. Category 4 – Continuity of Services and Treatment (Section 2.1.13 of Exhibit D, Scope of Work

(SOW))

Respondent must describe how it will maintain Continuity of Services and treatment for their children and families.

E. Category 5 - Facilitating Family Independence (Section 2.1.14 of Exhibit D, Scope of Work

(SOW))

Respondent must describe their approach to termination, transitioning out of services, and increase in independent family functioning.

F. Category 6 – Case Management and Service Planning (Section 2.1.15 of Exhibit D, Scope of Work

(SOW))

Respondent must describe how they plan to provide Case Management services and service planning to the children and their adoptive families with Post Adoption Services.

G. Category 7 – Post Adoption Services (Section 2.1.16 of Exhibit D, Scope of Work (SOW))

1. Respondent must describe how they will ensure that adoptive families and children have access to support groups that can help them address issues related to adoption and caring for children with Special Needs.

2. Respondent must describe the documentation process for adult family members participating in parent training.

3. Respondent must describe how they plan to ensure and document that all Intermittent Alternate Care (IAC) Providers will meet the Special Needs of the child.

4. Respondent must describe how they will assess and evaluate a child’s need for Residential Treatment Services.

5. Respondent must describe the efforts they will make to preserve the adoption in the home prior to requesting Residential Treatment Services.

6. Respondent must describe their plan to support the child and family with the goal of integrating the child back into the household after Residential Treatment Services.

Exhibit D, Scope of Work (SOW), is amended as follows:

Section 2.1.9, Community Engagement, Referral, Eligibility, and Service Authorization Process of Exhibit D, Scope of Work (SOW) is deleted and replaced in its entirety with the following:

2.1.9 Community Engagement, Referral, Eligibility, and Service Authorization Process

Contractor must initiate and continue community engagement, provide enrollment packets to families, accept referrals, determine eligibility, and authorize services.

A. Community Engagement

Contractor must have a process that integrates community engagement into Post Adoption Services for eligible children and families. Outreach by the Contractor must be designed to meet the needs of the eligible population specified in this SOW. Contractor must engage and educate the community on the unique needs of adoptive children to create community led support and intervention with children and families. Contractor must produce, maintain, and distribute an information packet or brochure which describes available services and contains contact information regarding access to these services.

1. Contractor will provide a supply of the information packets or brochures to DFPS, community providers, and other local entities in the child welfare arena.

2. Contractor must provide general information and referral services to ineligible children and families, at no additional cost to the State, on an as needed basis

3. Contractor must provide information on monthly community engagement efforts in the Monthly Activity Report, PCS-108in accordance with Section 2.3 (Required Reports).

B. Service Referral Process and Eligibility

Contractor must:

1. Maintain a process for referrals and documentation of eligibility for Post Adoption Services.

a. The eligibility assessment must document the availability of financial resources from family, community, and third-party sources to help pay for services; and

b. Contractor must use financial resources available from family, community, and third-party sources when available. If financial resources are not available, Contractor must document an explanation in the eligibility assessment.

2. Send out the enrollment package within three (3) Business Days of receiving a new referral.

3. Assist families, specifically those in Crisis, complete the enrollment packet and not allow the enrollment packet to delay delivery of services.

4. Initiate services for the child(ren) in Crisis within two (2) Business Days from the date the family has requested Crisis services and eligibility has been determined.

Note: For the purposes of this Scope of Work, eligibility as listed in Section 2.1.9, Community Engagement, Referral, Eligibility, and Service Authorization Process (B)(4) is when the Contractor has determined that the child was in DFPS Conservatorship on the date the adoption was granted.

C. Service Authorization

The Contractor must ensure that the child and family are aware of and accessing appropriate/available behavioral health and other services through HHS Behavioral Health, Medicaid/insurance (based on child’s eligibility), and other community resources. If community resources are not available and/or Medicaid/insurance does not cover the needed service(s), the Contractor must complete a Service Authorization, DFPS Form 2054 and submit a copy to the CPS Regional Designee for data entry into the DFPS IMPACT System within five (5) Business Days of completion of the service plan meeting (Reference Section 2.1.15, Case Management Services and Service Planning). A copy of the DFPS IMPACT Form 2054 will be provided to Contractor by the CPS Regional Designee within ten (10) Business Days of Contractor’s submission. If DFPS does not provide the Form 2054 timely, the Contractor will notify the CPS Regional Liaison, State Office Adoption Program Specialist, and Contract Manager. The Contractor must authorize services to family members as follows:

1. Case Management or intermittent alternate care (respite) must be authorized in the name of head of household;

2. Family counseling must be authorized in the name of the adopted child; and

3. All other services must be authorized in the name of the eligible person to receive services.

4. Form 2054 is completed based on the assessed needs of the child and adoptive family after completion of the service plan, with the exception of Case Management services, which are provided prior to the initial service plan;

5. Form 2054 must not span a timeframe greater than six (6) months due to IMPACT System limitations;

and

6. The completed Form 2054 must be filed in the family's case record.

Section 2.1.10, Coordination and Delivery of Services of Exhibit D, Scope of Work (SOW) is deleted and replaced in its entirety with the following:

2.1.10 Coordination and Delivery of Services

Contractor must provide Post Adoption Services as outlined below:

A. Provide Post Adoption Services that meet the needs of adopted children and their families with the most optimum combination of resources that meet the desired Outcomes outlined above in Section 2.1.1 (Mission Objectives);

B. Deliver services by a combination of the Contractor’s direct provision of services, Subcontractors, third parties, Medicaid (based on eligibility), and community resources; and

C. Provide reimbursement of services where the services agreement is directly entered into by the parent and the service provider, and the parent assumes the financial responsibility for the agreement.

Section 2.1.15, Case Management Services and Service Planning of Exhibit D, Scope of Work (SOW) is deleted and replaced in its entirety with the following:

2.1.15 Case Management Services and Service Planning

Contractor must provide Case Management services and service planning to the children and their adoptive families with Post Adoption Services. Contractor must not Subcontract for Case Management services and service planning, and case managers must be housed within the region in which services are delivered. Case Management services and service planning are provided as long as the family is eligible and wishes to receive services. Upon determination that services are to be discontinued for any reason, Contractor must document the applicable information to include, but not be limited to, the notification and case closure on the Monthly Activity Report, PCS-108. Refer to Section 2.3 (Required Reports) for details on the Monthly Activity Report.

A. Service Plan

Contractor must meet with the family in an in-person visit (in-state) to review and assist with the completion of the application enrollment packet and background information and obtain any additional information necessary to assess the adopted child and adoptive family's needs. This information will be utilized to develop the service plan (Form 5600). Contractor must reach out to the family by phone, within three (3) Business Days to schedule the intake assessment. Contractor must have completed the intake assessment and begin to provide the family with the services identified in the service plan within fourteen (14) calendar days of the initial contact to schedule the intake assessment. Each family must have a current service plan in the case record, including the initial service plan and any updates as required below.

1. Contractor must conduct all visits in-person. Contractor may request an exception to in-person visits by submitting a detailed justification to the CPS Regional Liaison via e-mail with a copy to the CPS Contract Manager for approval prior to the interview with family.

2. For out-of-state children and families only, secure webcam may be used for non-therapeutic purposes and may only be used for Case Management. For out-of-state children and families who do not have this capability, Contractor will follow the process noted in Section 2.1.8, Community Delivery Model.

3. Exception: Contractor is not required to develop a service plan when the only service that an adoptive family receives is participation in a support group.

4. Service planning includes but is not limited to the following:

a. Child's and the family's current needs and level of functioning;

b. Services that the child and family have received in the past; and

c. Resources currently available to the child and family.

B. Case Management Services

Contractor must provide Case Management Services. Case Management includes but is not limited to the following:

1. Completion of Contractor forms that document eligibility in accordance with the requirements specified in Section 2.2.2 (Key Management Personnel Qualifications).

2. Counseling a family on services needed or on services that the family is currently receiving.

3. Contractor shall field calls and provide information and referrals to families seeking support.

4. Participation in service planning meetings with other agencies that are working with a child or a family.

5. When all other services have been exhausted, take into consideration the safety and therapeutic needs of the family, prior to initiating the Post Adoption Substitute Care process with DFPS.

6. Perform the following actions if residential care outside the adoptive home should become necessary:

a. Assess an adopted child’s need for these services;

b. Apply for a service level determination;

c. Document all efforts made to preserve the adoptive placement in the home; and

d. Provide written notice to the CPS Regional Liaison and the State Office Adoption Program Specialist immediately upon, or no later than five (5) Business Days of determining that a family may need for Post Adoption Substitute Care.

7. Document the applicable information to include, but not be limited to, dates of the notification and return to conservatorship on the Monthly Activity Report, PCS-108. Reference Section 2.3 (Required Reports) and Table 1, Required Reports.

Section 2.1.16, Post Adoption Services of Exhibit D, Scope of Work (SOW) is deleted and replaced in its entirety with the following:

2.1.16 Post Adoption Services

The following Post Adoption Services must be performed based on the documented assessed needs of the adoptive family:

A. Crisis Intervention

Crisis intervention refers to the immediate provision of appropriate Post Adoption Services, including information and referral services, based on the child’s immediate needs. Crisis intervention also includes families reaching out for first time assistance. Contractor must provide Crisis intervention services twenty-four (24) hours a day, seven (7) days a week. When Crisis intervention is required, the following must occur:

1. The case manager must immediately contact the family in Crisis by phone, electronic communication, or in-person. If the immediate contact was not in-person, then an in-person meeting must occur within 24 hours of the Crisis by the case manager, unless the family prefers a direct service provider with whom they have an established working relationship. Crisis intervention for out-of-state families may be provided via telephone.

2. Contractor must assess patterns within the family system, the family’s response to the child, the child’s behavior patterns and responses that may have led to the Crisis and anticipate events that indicate risk of removal of the child.

3. Contractor must notify CPS regional liaison via e-mail within three (3) Business Days following the Crisis intervention. Contractor must provide a brief assessment of the Crisis, its precursors, and outline the intervention plan.

4. Contractor must document the assessment of the Crisis, actions taken to address the Crisis, and the Crisis intervention plan in the Post Adoption Monthly Activity Report, PCS-108, referenced in Section 2.3 (Required Reports).

B. Support Groups

Contractor must ensure that adoptive families and children have access to support groups that can help them address issues related to adoption and caring for children with Special Needs.

1. Support groups may be led by Contractor, Subcontractor, adoptive parents, or another qualified person selected by the Contractor. When support groups are in person, childcare may be provided on-site by volunteers or paid providers selected by the Contractor.

2. Any member of an adoptive family and other interested individuals may also participate as long as the family is eligible and wishes to receive services.

3. Contractor must have written documentation detailing the participation of families and children of any support group in which they are sponsoring or operating.

C. Parent Training

Any adult member of an adoptive family or other interested party may participate in parent training. volunteers or paid providers selected by Contractor may provide childcare.

1. Parent training may be provided in a group setting by:

a. Organizations of adoptive families;

b. Licensed child-placing agencies;

c. Universities, training institutes, other educational agencies; and

d. Individuals with specialized knowledge and experience in adoption or other areas relevant to parent training for adoptive parents.

2. Contractor must ensure adoptive parents have opportunities to participate in parent training programs that:

a. Improve the parents’ skills in raising and communicating with their children;

b. Increase the parents’ knowledge of child development;

c. Increase the parents’ knowledge of the effects and dynamics of physical abuse, emotional abuse, sexual abuse and neglect, and developmental trauma;

d. Inform parents of specialized methods of behavior management and discipline; and,

e. Increase parents' awareness and skills of special issues related to adoption, including trauma informed care approaches.

D. Post Adoption Counseling

Post Adoption counseling services are ordinarily restricted to adopted children and adoptive parents.

However, siblings under the age of eighteen (18) living in the adoptive family’s household may also receive counseling if the need for counseling derives directly from the adopted child’s placement in the family.

1. Contractor must ensure Post Adoption counseling, including evaluation and treatment, is provided to address therapeutic and behavioral issues arising from:

a. An adoptive family's difficulties in coping with an adopted child's history of abuse, neglect, or disabilities.

b. An adopted child's history of abuse or neglect, including the child's removal from home and placement into substitute care; or

c. An adopted child's physical, mental, or emotional disabilities.

2. Contractor must make Post Adoption behavioral and mental health services available to the eligible family members, including:

a. Diagnosis and Assessment: Diagnosis and assessment includes psychiatric, psychological, neuropsychiatric, neuropsychological, and developmental testing, evaluation and interpretation and must be provided by an appropriately licensed individual. Only adopted children may receive diagnostic and assessment services. For an adopted child to receive diagnostic and assessment services, the child’s case record must include written documentation from the school that the child is not eligible to receive diagnostic testing under state or federal programs that provide such testing through the child’s school. This does not apply when obtaining a service level review for Residential Treatment. School psychological evaluations will not be used by Contractor when a Service Level review is needed.

b. Individual Counseling: Individual counseling is between the eligible family member and a counselor or therapist to help meet the treatment goals.

c. Family Counseling: Family counseling is provided to two (2) or more members of a family to help them meet their treatment goals, both individually and as a family. The family group may include parents, children, and any other individuals who are close to or part of the family.

d. Group Counseling: Group counseling is provided simultaneously to at least two (2) unrelated individuals to help them meet their treatment goals. Examples of group counseling include, but are not limited to:

i. Attachment and separation;

ii. Anger management;

iii. Domestic violence; and

iv. Teen groups.

3. Contractor must ensure Post Adoption counseling services are provided by professionals who:

a. Are appropriately licensed by the State of Texas to perform the service; and

b. Have experience with the therapeutic and behavioral issues described in this section.

4. DFPS prefers clinicians with:

a. Certification and training in Trauma-Informed Child Welfare Practice.

b. Practice with evidence-based program interventions.

c. For more information on free training for trauma informed practices and evidence based program interventions see the DFPS Trauma-Informed Care Training at URL: DFPS - Trauma Informed Care Training.

d. The Contractor must maintain a copy of the Certificates of Completion of Trauma Informed Care clinician training in the Personnel file.

5. Post Adoption Counseling Treatment Plan

a. Initial Treatment Plan: Contractor must have a process outlining initial treatment plans, approval process, and what it will include.

b. Updated Treatment Plan: Contractor must have a process for updating treatment plans, the approval process, and what it will include.

https://www.dfps.texas.gov/training/trauma_informed_care/ https://www.dfps.texas.gov/training/trauma_informed_care/

6. Post Adoption Counseling Intake

a. Contractor must perform an intake assessment for each eligible family member to receive individual, group, or family counseling services. As part of the intake process, Contractor must reach out to the family within seven (7) business days to schedule the intake assessment. The Contractor’s intake assessment procedures and techniques must be sufficient to respond to the presenting issues and provide appropriate substantiation for the resulting conclusions and recommendations used to develop the treatment plan.

b. At a minimum, the intake assessment must include evidence-based assessment tools and address, but not be limited to, the following:

i. Age appropriate; and

ii. Conducted with sensitivity to the following areas including, but not limited to:

(A) Culture;

(B) Language;

(C) Ethnicity;

(D) Development Status;

(E) Gender;

(F) Medical Needs;

(G) Disability Needs; and

(H) Educational Needs.

E. Day Treatment

Day treatment is only available to the adopted child and consists of:

1. Intensive short-term professional treatment based on a professionally developed treatment plan.

2. Usually includes four (4) or more hours of counseling per day provided on an outpatient basis in a licensed hospital, a licensed facility for emotionally disturbed children, or a licensed treatment facility for drug and alcohol abuse.

F. Therapeutic or Specialized Camps

Therapeutic or specialized camps have the general characteristics of a day camp or residential camp. Camps may also be primarily for recreational, athletic, religious, or educational activities. Only adopted children are eligible for therapeutic or specialized camp through the Post Adoption services program. Contractor shall authorize camp services to:

1. Improve a child's social skills, self-image, and self-esteem through a group-learning experience;

2. Develop a child's skills in a specific activity (examples: athletics, music);

3. DFPS prefers that camps have a current state agency license from DFPS or Texas Department of State Health Services (DSHS), or the appropriate licensing entity if the camp is located outside of Texas.

a. Contractor must notify the CPS Regional Liaison and the CPS Contract Manager when the children plan to attend non-licensed camps.

b. The Contractor will provide information on how the camp is therapeutic or meets the Special Needs of the child.

G. Intermittent Alternate Care

Intermittent Alternate Care (IAC) is childcare intended to provide families with supportive in-home and out of the home care assistance when childcare or daycare is unavailable. Adoptive families of children who have a current service plan with Post Adoption Services are eligible for this service when their adopted child is determined by a professional to have a medical or mental health need requiring professional intervention.

1. Contractor must ensure that adoptive families and children have access to IAC to assist the family as needed to help them address issues related to adoption and caring for adopted children with higher acuity needs.

2. Contractor must ensure and document that all IAC providers will meet the needs of the adopted child.

Contractor must document approval by the adoptive parents of the individuals who will provide services.

3. Intermittent Alternate Care may be provided in-home and out of the home.

a. IAC services are not intended to be used for multiple days out of the home. Services shall not last more than five (5) consecutive 24-hour periods.

b. Out of the home services shall not be repeated monthly without a documented need and kept in the client file.

c. IAC services are not intended and must not be used for general babysitting, (relative or nonrelative).

4. Contractor must document the benefit to the family in the service plan.

5. The daily respite care reimbursement rate may be adjusted, based on the needs of the child and must not exceed $139.00 per day, without prior written approval from the DFPS State Office Liaison, and notification of the approval to the DFPS Contract Manager. These requests will be considered on a case-by-case basis for approval.

6. Contractor shall provide IAC services out of the home, in the home or by a member related to the family.

The specific requirements of the services are noted below:

a. Out of Home IAC services will be provided by:

i. Registered or licensed day-care facilities;

ii. Licensed or verified foster family or group homes;

iii. Licensed or verified facilities that offer specialized care (e.g. Crisis nurseries, emergency shelters);

iv. Programs designed to provide IAC services for Special Needs children (e.g. “Parents Night Out”);

or

v. Individuals selected by the adoptive parents and approved to provide IAC must be documented in the file and updated at the time the service plan is due.

b. In-Home IAC services will be provided by:

i. Individuals (including family relatives) who have been specifically trained to provide respite care to children with Special Needs; or

ii. Have been selected by the adoptive family and approved to provide IAC must be documented in the file and updated at the time the service plan is due.

H. Residential Treatment Center (RTC) Process

Contractor will facilitate out-of-home placement for the child when there is a written clinical recommendation that the child's therapeutic or behavioral needs cannot be met in a family setting. Placement in an RTC is not intended as long-term care and shall last no more than six (6) consecutive months, or in high-need circumstances, they can last up to nine (9) consecutive months. If there is a need to continue placement in an RTC beyond the nine (9) consecutive months, this must be approved by the DFPS State Office Liaison.

Children are expected to be able to return home and function in the adoptive family within twelve (12) consecutive months of the initial admission to RTC through Post Adoption Services.

1. Contractor must:

a. Assess and evaluate a child’s need for Residential Treatment services;

b. Preserve the adoption in the home prior to requesting Residential Treatment services; and

c. Support the child and family with the goal of integrating the child back into the household after Residential Treatment services, including but not limited to the following:

i. The expectations for the family while the child is receiving Residential Treatment services;

ii. The assessment and evaluation process to determine the ongoing need for Residential

Treatment services; and

iii. Reunifying the child with the adoptive family, including family participation in treatment and follow up.

d. Contractor must establish and maintain relationships with Residential Treatment providers. Contractor must ensure efforts will be made when unable to find RTC placement for a child to meet that child’s needs.

e. Contractor will utilize a minimum of 20% of the overall budget to provide Residential Treatment services. If the Contractor is unable to utilize the full 20% budgeted, the Contractor must notify the DFPS State Office Liaison and the DFPS Contract Manager immediately to determine if reallocation of funds is appropriate.

2. Once Contractor has assessed the child and family, all efforts to maintain the adoption have been exhausted, and there still appears to be a need for Residential Treatment services, the Contractor will:

a. Request a Service Level. Contractor must prepare and submit accurate and appropriate documentation as identified in the CPS Handbook Section 4423.1 to the DFPS third-party contractor responsible for the Texas Service Level System. The Texas Service Level System contractor will assign the appropriate level of care, which must be specialized or intense for RTC placement. However, payment by the Contractor may be made at a rate higher than the assigned service level payment amount. If an emergency read is needed, Contractor will contact their regional liaison.

b. Contact the DFPS Regional Liaison to request a meeting to determine if, at a minimum, all possible community resources, insurance benefits, and Post Adoption contracted services have been exhausted.

https://www.dfps.texas.gov/handbooks/CPS/Files/CPS_pg_4000.asp#CPS_4423_1

If abuse/neglect is not present, and the presenting problems are the therapeutic issues of the child prior to the adoptive placement, then DFPS will determine as a result of this staffing whether it is in the child’s best interest to be placed in RTC.

3. Any post adoption service which includes residential care must be with a licensed residential care provider and located within the United States excluding any of its territories.

I. Post Adoption Substitute Care

In limited circumstances, DFPS provides out-of-home placement services to children adopted from DFPS.

This service is only available to children living in Texas. To qualify for Post Adoption Substitute Care, abuse/neglect by the caregiver(s) must not be present. If abuse/neglect is alleged to be present towards the adoptive child, then a report of abuse/neglect must be made by the Contractor and a thorough investigation is completed by DFPS Child Protective Services Investigations (CPI). If CPI finds Reason to Believe (RTB) for abuse/neglect, the family will not be eligible for Post Adopt Substitute Care.

Contractor must contact the DFPS Regional Liaison to request a staffing meeting to determine if, at a minimum, all possible community resources, insurance benefits, and Post Adoption contracted services have been exhausted. If abuse/neglect is not present, and the presenting problems are the therapeutic issues of the child from prior to the adoptive placement, then DFPS will determine as a result of this staffing whether it is in the child’s best interest to be placed in RTC.

This staffing meeting will include the following participants:

1. The Post Adoption services Contractor;

2. the caregiver(s);

3. the CPS Program Director responsible for the county in which the family resides, or designee;

4. CPS Post Adoption Services Regional Liaison;

5. CPI staff, supervisor or above who will investigate the case;

6. CPS staff who may have knowledge of the family;

7. CPS staff who may be assigned the case; and

8. The therapist and other relevant service providers.

If DFPS approves Post Adopt Substitute Care, Contractor must complete the application for placement while the Contractor waits for the Service Level of care authorization. Reference CPS Handbook Section 4421. The Contractor must gather all appropriate documentation for a placement packet to be sent to the Residential Treatment Center for placement consideration.

The placement packet must include but is not limited to:

1. Application for Placement;

2. Psychological evaluation, if applicable;

3. Recent psychiatric hospital documentation, if applicable;

4. Therapist or psychiatrist recommendation, if applicable;

5. Active Service Level of Specialized or Intense; and https://www.dfps.texas.gov/handbooks/CPS/Files/CPS_pg_4000.asp#CPS_4421

6. All other available case documentation or records that will assist in a placement search for the child.

Once Contractor receives the Service Level authorization, Contractor will begin reaching out to RTC to request placement and negotiate payment for the placement of the child. When the child is placed in an RTC, the Contractor must engage the family to be actively involved in maintaining contact with their child, as permissible by the RTC, to ensure the child is able to return home by doing the following:

1. Contractor must conduct monthly check-ins with families and document in the client file the families’ involvement with the child (i.e. visits, telephone calls, meetings, as applicable).

2. Unless prior approval is received from the State Office Post Adopt Liaison, Contractor must notify the families and discontinue funding within sixty (60) days if:

a. The family does not maintain regular contact with the child;

b. The family is not participating fully in treatment; or,

c. The child and family cannot successfully reunify within twelve (12) months.

Post Adoption Substitute Care is available in limited circumstances wherein DFPS may enter into a Joint Managing Conservatorship agreement, at the discretion of the court, with the adoptive parents who have adopted children directly from DFPS custody and reside in the State of Texas.

J. Other DFPS Approved Services

Other services may be available in the adopted child's community which are not described above. Contractor may submit a written request to the CPS Regional Liaison and copy the Contract Manager, describing services requested, expected benefit to eligible family members, whether the service was recommended by a therapist, pediatrician, psychologist, school counselor, or other child welfare professional, and the costs related to service provision. These requests will be considered on a case-by-case basis for approval by the CPS Regional Liaison.

K. Service Extension for All Post Adoption Services

A written request justifying the need to exceed the maximum units of services may be submitted via e-mail to the CPS Regional Liaison for approval at least ten (10) Business Days prior to the need for service provision. In emergency cases, written request must be submitted as soon as Contractor becomes aware of the need. Contractor must copy the CPS Contract Manager via e-mail when requesting approval from CPS Regional Liaison.

Section 2.3, Required Reports of Exhibit D, Scope of Work (SOW) is deleted and replaced in its entirety with the following:

2.3 Required Reports

The Contractor must submit the required reports within the defined format, content, method and frequency indicated below. DFPS reserves the right to require additional reports from the Contractor as needed.

Table 1 Required Reports

Annual Budget

Purpose To inform DFPS of budget projections and obtain approval for estimated expenses.

Format Contractor must submit an annual budget to State Office Liaison for review and final approval. The budget must include line-item detail for the following: salaries and fringe, crisis intervention, support groups, parenting training, counseling and assessment services, day treatment, therapeutic/specialized camps, intermittent alternate care, residential treatment, and other DFPS approved services.

Due Date The contractor shall submit the budget within fifteen (15) business days of receiving the budget allotment from the Department.

Who Receives DFPS State Office Post Adoption Liaison and CPS Contract Manager.

Monthly Activity Report Form, PCS-108

Purpose

To keep DFPS informed on children and families served during the previous month by the Contactor by:

A. Collecting statistical information on service delivery; and

B. Providing a narrative summary of contract activity.

Format

Contractor must complete Post Adoption Services Monthly Activity Report, Form PCS-108 found at: DFPS - Regional CPS Contracting Forms

Due Date

Submitted via e-mail no later than the fifteenth (15th) day of the month following the month of service being reported.

Who Receives CPS Contract Manager and DFPS State Office Post Adoption Liaison.

Service Plan, Form 5600

To assess the adopted child and adoptive family's needs and identify each individualized service to be provided.

https://www.dfps.texas.gov/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#Post-Adoption_Services https://www.dfps.texas.gov/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#Post-Adoption_Services

Minimum Requirements

Specifically, as defined in the Service Plan and instructions contained in Section 2.1.9 (Community Engagement, Referral, Eligibility, and Service Authorization Process) and Section 2.1.15 (Case Management Services and Service Planning).

As provided in the Service Plan form template found at:

DFPS - Regional CPS Contracting Forms

Completed initially with the family within thirty (30) calendar days of initial intake and updated to address:

A. Progress or lack thereof;

B. Changes since the last review;

C. Whenever a Crisis intervention/prevention plan is necessary;

D. Whenever it is revised for residential therapeutic care; and at least every six (6) months in all other cases.

Who Receives

Approval by the family who receives a copy and a copy must be kept in the client file. Provide to DFPS upon request.

Contract Performance Measure Data Report

To collect CPS Post Adoption Services fiscal year Contract Performance Measure data as specified in Exhibit K, Goal and Performance Measures.

Minimum Requirements

Specifically, as defined in the Report and instructions contained in

Exhibit K, Goal and Performance Measures.

As defined in the Report contained in Exhibit K, Goal and Performance Measures.

Quarterly as defined in the report and instructions contained in

Exhibit K, Goal and Performance Measures.

Who Receives

DFPS Contract Performance Division via e-mail at conperf@dfps.texas.gov https://www.dfps.texas.gov/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#Post-Adoption_Services mailto:conperf@dfps.texas.gov