ESBD_474656_1770401338113_Attachment to Addendum 6 - Responses to Questions.pdf
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- Attached to
- Child Protective Post Adoption Services
- Solicitation number
- HHS0016376
- Issued by
- Texas
About this file
This document is an addendum containing responses to bidder questions for the Child Protective Post Adoption Services solicitation issued by the Texas Department of Family and Protective Services (DFPS) through the Health and Human Services Commission Procurement and Contracting Services. The solicitation seeks qualified contractors to provide comprehensive post-adoption services across all eleven DFPS administrative regions, including case management, counseling, mental health services, parenting intervention, support groups, family-centered services, and residential treatment center (RTC) placements. Key service requirements include mandatory monthly in-person contact between case managers and adoptive families (including the adoptive child and at least one adoptive parent), with contact locations not restricted to the family home. The pre-proposal conference was scheduled for January 6, 2026, with questions due by January 8, 2026, at 10:30 AM Central Time, and proposal submissions required by January 29, 2026, at 10:30 AM Central Time. The anticipated notice of award is scheduled for April 2026, with a contract start date of September 2026. The initial contract term is four years with potential one-year extensions.
Contractors may submit proposals for one or multiple service areas and must meet minimum qualifications including at least one year of recent business operations and demonstrated experience in post-adoption services. The anticipated maximum reimbursable amount is approximately $5.9 million annually, with regional allocations ranging from $177,000 to $1,189,140 per fiscal year, and potential additional funding of up to $1.2 million per fiscal year during the FY 26-27 Biennium pending legislative appropriations. Up to twenty percent of regional funding must be reserved for RTC daily rate payments, which are not covered by Medicaid. Contractors are not required to formally subcontract with RTC facilities but may budget for such services. Travel expenses must be reimbursed at DFPS employee or TexTravel rates, and background checks are required for all subcontractors. The contract is cost-reimbursement based with no guaranteed volume or compensation and is contingent upon legislative appropriations. DFPS reserves the right to adjust projected amounts, change allocation methods, or modify total contract amounts.
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PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Page 1 of 12 Reviewed Date 09/18/2025
Solicitation Title: Child Protective Post Adoption Services
Solicitation Number: HHS0016376
# Reference Question Response
1.
Under the Project Work Plan, Section 5.1.2, Category 3, it states:
“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.”
For clarification, does this mean that staff are required to see the adoptive child and family in person at least once per month?
Additionally, can this in-person contact take place in a setting other than the family’s home, or must it occur in the home?
Lastly, when the term “family” is used, does this refer to at least one adoptive parent and the adoptive child(ren), or is the expectation that the entire household be present?
Yes. As stated in Section 2.1.12 (c.) (Relationships with Family (Family Centered Services) of Exhibit D, Scope of Work (SOW), “Contractor must ensure, at a minimum, monthly In-Person Contact with in-state families is maintained with the adoptive child and family.”
The location of this In-Person meeting is not specified and should include the adopted child(ren) and at least one adoptive parent.
Effective Date 06/26/2015 Page 2 of 12 Reviewed Date 09/18/2025
# Reference Question Response
2.
Exhibit D, Scope of Work (SOW), page
The Scope of Work requires that up to 20% of regional funding be reserved for Residential Treatment Center (RTC) services. Because children served under Post-Adoption Services are generally Medicaid-eligible (e.g., STAR Kids), which typically covers RTC placement costs, can DFPS please clarify the intended purpose of this 20% set-aside?
Specifically, is this funding meant to support non-Medicaid-covered RTC-related costs (e.g., placement coordination, family engagement, discharge planning, transportation, or gap services), or for another purpose?
Medicaid does not pay the daily rate for children placed at an RTC. This funding is to pay the daily rate for RTC placement.
3.
Exhibit D, Scope of
Can DFPS please confirm contractors can budget for RTC services without incorporating these centers as formal subcontractors?
As stated in Section 1.2 (Definitions) of the RFP:
“Subcontractor” means any individual or entity that has entered into a Subcontract with a Contractor.
4.
Exhibit D, Scope of
Can DFPS please clarify whether the 20% RTC set-aside is used for intervention services for children in crisis to potentially prevent RTC placement and/or provide family support while a child is pending RTC placement?
This funding is to pay the daily rate for RTC placement.
5.
Exhibit D, Scope of Work (SOW), page 4
Can DFPS please provide clarification on the typical or expected duration of Post- Adoption Services for a family?
The requested information is undetermined at this time.
Effective Date 06/26/2015 Page 3 of 12 Reviewed Date 09/18/2025
6.
Exhibit D, Scope of
Will DFPS provide the average or projected number of active Post Adoption Services cases per region that contractors should plan for when developing staffing and budgets?
Refer to Section 2.7.2 (Historical Utilization) of Exhibit D, Scope of Work (SOW), Table 4, which lists the number of clients served in State Fiscal Year 2024.
7.
RFP, page 28 Service Delivery Modality
Can DFPS please clarify if case managers are expected to have strictly face-to-face in-person contact with families/clients, or if virtual or telephone contact is acceptable on a monthly basis?
As stated in Section 1.2, (Definitions) of the RFP:
“In-Person Contact” means being in the physical presence of the client(s).
8.
RFP; Article 1.
Introductions, Definitions, and Authority; 1.2 Definitions; page 6 Question Topic:
Continuity of Services
This definition references Post Permanency and PMC; should it be edited to reflect adoption?
Refer to Attachment to Addendum 5.
9.
RFP; Article II. Scope of Work; Section
2.2.3 Historical
Compensation; A.
Funding for RTC Services; pages 11 & Question Topic:
additional RTC funding
This section references the possibility of receiving additional funding during the 86th Texas Legislative Session for each fiscal year of the FY26-27 Biennium. The 86th session was in 2019; is this the correct reference? And if so, was additional funding allocated? Is that amount included in this RFP? Or is there potential for additional RTC funds?
Yes, the reference is correct. Additional funding information is unavailable at this time.
As stated in Section 2.2.3 (A) (Historical Compensation) of the RFP, “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, Contractor must 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.”.
10.
RFP; Article II. Scope of Work; Section
2.2.3 Historical
Compensation; B.
Availability of Funds;
pages 12 & 13 Question Topic:
maximum reimbursable amount
The anticipated maximum reimbursable amount resulting from this RFP is listed as $5,946,840 in section 2; however, in Table 1, the total is listed as $3,944,176.
Which is the correct amount?
Refer to Attachment to Addendum 5.
Effective Date 06/26/2015 Page 4 of 12 Reviewed Date 09/18/2025
11.
RFP; Section 2.2.3 DFPS Training Requirements; A.
Orientation Training;
Question Topic: DFPS Liaisons
Will DFPS Liaisons be included in the DFPS orientation training, or will they receive some other type of specialized training related to their roles and responsibilities within this contract?
DFPS Regional Liaisons may participate.
12.
RFP; Article V.
Narrative Proposal;
Section 5.1.2 Project Work Plan, A.
Category 1 – Community Engagement, Referral, Eligibility, and Service Authorization Process; page 28 Question Topic:
define referrals
What constitutes a referral?
A referral is the act of a family reaching out to the Post Adoption Services Provider to request services for their adopted child(ren).
13.
RFP; Article V.
Narrative Proposal;
Section 5.1.2 Project Work Plan, C.
Category 3 – Relationship with Family, 2.; page 28 and Exhibit D. Scope of Work, Section
2.1.12 Relationship
with Family (Family Centered Services);
C.; page 10 Question Topic:
monthly in-person contact
Current post adoption caseloads are such that monthly in-person contact will cause significant challenges with time management and travel expenses, yet budgets were not increased to reflect such. This is also a new requirement that many families may not wish to engage
in. What is the expectation if a family refuses in-person contact, or if scheduling does not allow for such? Is the respondent expected to meet with one or both adoptive parents and each adopted child every month, or will one member of the family suffice?
If families refuse In-Person Contact, the Provider would be expected to document the reason for that refusal monthly.
Provider is expected to manage schedules to meet the In-Person requirement.
The In-Person meeting should include the adopted child(ren) and at least one adoptive parent.
Effective Date 06/26/2015 Page 5 of 12 Reviewed Date 09/18/2025
14.
RFP; Article V.
Narrative Proposal;
Section 5.1.2 Project Work Plan, G.
Category 7 – Post Adoption Services, 2.; page 29 Question Topic:
parent training documentation
The wording of this sentence appears to be missing information. “Respondent must describe how the documentation process for adult family members participating in parent training.” What is this category asking for?
Refer to Section 5.1.2(G) (Project Work Plan) of the RFP and Section 2.1.16 (Post Adoption Services) of Exhibit D, Scope of Work (SOW).
15.
RFP; Article VI.
Required Respondent Information; Section
6.3 References; page
Question Topic:
similar contracts or projects
What are some examples of similar contracts or projects? What if the agency has not engaged in such contracts or projects? And how are contracts or projects verified?
As stated in Section 4.2.2(a.) (b.) (Minimum Qualifications) of the RFP, “a. Respondents must have recently been in business for a minimum of one (1) year, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided services similar to those described in this RFP and SOW.
b. Respondents shall have demonstrated experience in Post Adoption Services as described in this RFP.”
As stated in Section 4.2.3 (Initial Compliance Screening) of the RFP, “HHSC or DFPS will review Solicitation Responses for compliance with Section 3.6.3 (Submission Checklist) and for demonstrated ability to meet Section 4.2.2 (Minimum Qualifications) required to advance to evaluations. Failure to meet Section 4.2.2 (Minimum Qualifications), will result in the disqualification of the Solicitation Response.” And, “HHSC or DFPS may contact references provided in response to this Solicitation. HHSC or DFPS may contact Respondent’s clients, or solicit information from any available source, including the Comptroller’s VPTS. Any information received may be grounds for disqualification if that information, in HHSC’s or DFPS’s sole discretion, suggests that the Respondent may perform poorly if selected.
Effective Date 06/26/2015 Page 6 of 12 Reviewed Date 09/18/2025
16.
Exhibit B. Texas Department of Family and Protective Services Uniform Terms and Conditions; Section 1 Funding Availability and Financial; C.
Travel Expenses;
Question Topic:
reimbursement rates
Is there any flexibility to reimburse post adoption staff at a rate lower than DFPS employees and/or TexTravel? How is the DFPS employee reimbursement rate known if not always the same as rates set by TexTravel?
Reference Section I (C.) of Exhibit B, DFPS Vendor Uniform Terms and Conditions. Travel Expenses stipulate the rates DFPS will reimburse for travel. The assigned DFPS Contract Management staff will communicate the rates to the Contractor if they are different than TexTravel.
17.
Exhibit B. Texas Department of Family and Protective Services Uniform Terms and Conditions; Section III General Provisions; C.
Background History Checks and Right of Removal; 1; page 7 Question Topic:
subcontractor background checks
Are background checks required for RTCs which are currently contracted with
DFPS?
Yes. As stated in Section 2.2.4 (DFPS Background Check Policy) of Exhibit D, Scope of Work (SOW), “The Contractor must comply with background check requirements as defined in Exhibit B, DFPS Vendor Uniform Terms and Conditions, Section VII (C).” Refer to Section VII(C.) Background History Checks and Right of Removal.
Contractor will submit information necessary and according to the DFPS Background Checks Handbook, Section 2220 24-Hour Residential Child Care Providers that HHS Child Care Licensing Regulates under the applicable policy section at:
http://www.dfps.texas.gov/handbooks/Background_Checks/default.asp
18.
Exhibit D, Scope of Work (SOW); 2.1.2 Desired Outcomes, A; page 4 Question Topic: child safety
How are providers expected to “maintain” child safety?
Providers are expected to maintain child safety by providing the Services outlined in the Solicitation.
Refer to Section 2.1 (Description of Services) of Exhibit D, Scope of Work (SOW).
19.
Exhibit D, Scope of Work; 2.1.2 Desired Outcomes, B; page 4 Question Topic:
prevent RTC
Section A.b. and B. both reference preventing a child’s placement in RTC; is there a different desired outcome for each?
No.
http://www.dfps.texas.gov/handbooks/Background_Checks/default.asp
Effective Date 06/26/2015 Page 7 of 12 Reviewed Date 09/18/2025
20.
Exhibit D, Scope of Work; 2.1.4 Post Adoption Services to Children and their Families; page 5 Question Topic:
eligibility criteria
Has the eligibility criteria has changed? If not, the information listed within this document is incorrect. It states four of the criteria must be met but lists five (A- E). In the current contract, there is the word “OR” between A. DFPS served as the child’s managing conservator and placed the child for adoption, OR B. A licensed child-placing agency in Texas served as the child’s managing conservator and placed the child for adoption, and DFPS is currently providing Title IV-E adoption assistance to the child.
Eligibility criteria has not changed. Because both A and B cannot be correct at the same time, either A or B must be met along with the other three eligibility criteria.
21.
Exhibit D, Scope of Work; 2.1.15 Case Management Services and Service Planning; A. Service Plan; page 10 Question Topic:
scheduling intake assessment
Contractor must reach out to the family by phone within 3 business days to schedule the intake assessment. Does “by phone” include text messages? What if phone number is not provided, will email suffice?
Contractor must reach out to the family by phone.
Additional methods of outreach are not specified and will be determined on a case-by-case basis.
22.
Exhibit D, Scope of Work; 2.1.15 Case Management Services and Service Planning; A. Service Plan; page 10 Question Topic: DFPS Form 5600
Can this form be modified or altered so long as the primary contents remain the same?
Form 5600 cannot be modified or altered and is required as outlined in Section 2.1.15 (Case Management Services and Service Planning) of Exhibit D, Scope of Work (SOW).
23.
Exhibit D, Scope of Work; 2.1.15 Case Management Services and Service Planning; A. Service Plan; pages 10 and Question Topic: types of meetings
Is the in-person meeting to review and complete the application enrollment packet different than the intake assessment meeting? Can they be completed during the same in-person meeting?
They can be done together or separately.
Effective Date 06/26/2015 Page 8 of 12 Reviewed Date 09/18/2025
24.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, A.
Crisis Intervention;
Question Topic: first time assistance
Does crisis intervention protocol apply for all families reaching out for first time assistance, or only those who meet the contractual definition of a crisis?
Crisis intervention only applies to those who meet the contractual definition of a Crisis.
25.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, Section B. Support Groups, 3.; page 13 Question Topic:
support group documentation
The wording of this sentence appears to be missing information. “Contractor must have written documentation detailing the participation of families and children info any support group in which they are sponsoring or operating.” What is this category asking for?
Refer to Section 5.1.2(G) (Project Work Plan) of the RFP and Section 2.1.16 (Post Adoption Services) of Exhibit D, Scope of Work (SOW).
26.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, Section F.
Therapeutic or Specialized Camps, 3.; page 16 Question Topic: camp licensure notification
Are the CPS Regional Liaisons and/or CPS Contract Manager expected to respond to the mandated notification of a family’s desire to send their child to a non-licensed camp? Or is verification of the email having been sent sufficient? Is there an expected timeframe for the mandated notification?
No, there is no requirement or timeframe for the liaisons or the contract manager to respond to the notification. The Contractor is only required to send written notification to the CPS Regional Liaison and Contract Manager.
27.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, Section G.
Intermittent Alternate Care;
pages 16-17 Question Topic:
eligibility for IAC service
What type of professional documentation is required to confirm the child has a medical or mental health need requiring professional intervention? Is IAC now considered a professional intervention?
Any documentation from a professional that confirms an adopted child has a medical or mental health need requiring professional intervention. This will be documented as part of the adopted child’s service plan.
IAC is not considered a professional intervention.
28.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, Section G.
Intermittent Alternate Care;
pages 16-18 Question Topic:
budgetary allocations
Has the previous budgetary allocation restriction of 10% been removed?
Yes.
Effective Date 06/26/2015 Page 9 of 12 Reviewed Date 09/18/2025
29.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, Section H.
Residential Treatment Center (RTC) Services; page Question Topic:
clinical recommendation
Does the CRCG RTC Endorsement letter meet the criteria of a written clinical recommendation?
No.
30.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, Section H.
Residential Treatment Center (RTC) Services; page Question Topic:
treatment timeframe approvals
Does the requirement for DFPS State Office Liaison approval for RTC beyond the nine-month and twelve-month timeframes apply to children in family paid RTC placements who are receiving reimbursement through post adopt funding, or is this only applicable to children in a post adopt subcontracted RTC placement where the provider is paying the facility directly?
Yes, parental reimbursement for RTC costs meets the requirement for required approval.
31.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, Section H.
Residential Treatment Center (RTC) Services, 2.a.;
page 18 and 19 Question Topic:
Service Level
If the child’s service level is lowered to Moderate, is the child able to remain in residential treatment if the treatment team is continuing to recommend placement? Are contractors able to provide payment to a step-down program under the RTC line item if recommended in order to help facilitate the goal of family reunification?
Contractor must assess and evaluate a child’s need for RTC services in accordance with Section 2.1.16 (H.) (Residential Treatment Center (RTC) Process) of Exhibit D, Scope of Work (SOW).
No. Step-down services are outside the scope of the Solicitation.
Effective Date 06/26/2015 Page 10 of 12 Reviewed Date 09/18/2025
32.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, Section H.
Residential Treatment Center (RTC) Services, 2.b.;
Question Topic: DFPS Regional Liaison meeting
Is this meeting required for all potential RTC placements, or just those who may require DFPS intervention? It reads that DFPS will determine as a result of this staffing whether it is in the child’s best interest to be placed in RTC; does that include placements through post adopt RTC funding? The DFPS Regional Liaison must preapprove placement of a post adopt child in RTC?
Refer to Section 5.1.2(G)(7), Project Work Plan of the RFP and Section 2.1.16 Post Adoption Services of Exhibit D, Scope of Work (SOW).
33.
Exhibit D, Scope of Work; 2.1.16 Post Adoption Services, Section I. Post Adoption Substitute Care; pages 19-20 Question Topic: DFPS Regional Liaison meeting
Is DFPS able to determine as a result of this staffing whether it is in the child’s best interest to be placed in RTC? There is no mention of an intake, and historically there has been a requirement to have an open investigation in order for CPI to assess the situation; has this process changed?
Yes. As stated in Section 2.1.16(I) (Post Adoption Substitute Care) of Exhibit D, Scope of Work (SOW), “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.”
The process has not changed.
Effective Date 06/26/2015 Page 11 of 12 Reviewed Date 09/18/2025
34.
Exhibit D, Scope of Work; 2.2.2 Key Management Personnel Qualifications; page Question Topic:
exception to Personnel requirements
If the intent is to ensure there is no disruption in service to families, how does the 60-day request meet that need?
Providers are not likely to receive more than a 2-week notice of personnel turnover, and if there is a anticipated need for an exception, that means the provider must submit for approval and wait at least two months prior to posting the position, and then spend an additional month or so interviewing and bringing a new staff member on board.
As stated in Section 2.2.2 (Key Management Personnel Qualification) of Exhibit D, Scope of Work (SOW), “The Contractor must ensure there is no disruption in service when providing qualified Personnel. Contractor may request an exception to the Personnel requirements in the event of Personnel turnover to avoid a disruption in service. The exception must be submitted in writing to the CPS Contract Manager at least 60 calendar days prior to advertising the job and approval must be received from the CPS Contract Manager prior to advertising the job. There is no guarantee of approval”.
35.
Exhibit D, Scope of Work; 2.2.2 Key Management Personnel Qualifications; page Question Topic:
subcontracting policy
Does the subcontracting policy submitted within the ISCQ suffice for this requirement, or does a separate copy need to be submitted within the 60 days of the contract initiation.
The subcontracting policy submitted with the Internal Control Structure Questionnaire (ICSQ) can be used multiple times if there are no modifications. If there are any modifications the updated subcontracting policy should be submitted.
36.
Exhibit D, Scope of Work; 2.3 Required Reports; Annual Budget; page 26 Question Topic: line-item detail
Can budget line-items be combined to coincide with the 2054 authorizations?
No. Budgets are due on an annual basis and do not coincide with the 2054 authorizations.
37.
Exhibit D, Scope of Work; 2.3 Required Reports; Monthly Activity Report Form, PCS-108; page 26 Question Topic:
format
Will this form be updated to reflect parameters of the new contract?
As stated in Section 2.3 (Required Reports) of Exhibit D, Scope of Work (SOW), “Contractor must complete Post Adoption Services Monthly Activity Report, Form PCS-108 found at: DFPS - Regional CPS Contracting Forms.”
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
Effective Date 06/26/2015 Page 12 of 12 Reviewed Date 09/18/2025
38.
Exhibit D, Scope of Work; 2.3 Required Reports; Contract Performance Measure Data Report; pages 27 and 28 Question Topic:
obtaining data
Who is responsible for obtaining the requested data and submitting it to the DFPS Contract Performance Division?
DFPS is responsible for the performance measure data.
39.
Exhibit D, Scope of Work; 2.4 Required Record Keeping;
Table 2 Individual Case Record Requirements;
Minimum Requirements A.2.;
Question Topic: fee assessment
What is meant by documentation of fee assessment and collection?
As stated in Section 2.4 (Required Record Keeping), Table 2 – Required Record Keeping (B)(5)(h)(i), of Exhibit D, Scope of Work (SOW)
“B. For services provided by Subcontractor and services received through agreements arranged by the parents, including:
5. Documentation to support services billed, including but not limited to:
h. If a fee is assessed to the parent(s) the following must be documented:
i. Detailed documentation to support the calculation of the parent's contribution.”;
40.
Exhibit K. Goal and Performance Measures; Outcome #1; page 1 Question Topic: data source
Post adoption providers do not have IMPACT access. Who is responsible for obtaining the information from IMPACT, the reported data source, and how is the eligibility criteria determined?
DFPS is responsible for the performance measure data.
41.
Exhibit K. Goal and Performance Measures; Outcome #2 & Output #3;
Question Topic:
indicator
How are eligible clients determined (“clients referred”) and what constitutes paid services?
Refer to Section 2.1.4, Post Adoption Services to Children and their Families of Exhibit D, Scope of Work (SOW).
Paid services are services that have been paid for by DFPS.
File details come from the government source that posted it. Updated .