ESBD_File_352486_HHS0013421 Request for Applications.pdf

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 1 | 42

Grace Windbigler, Interim Statewide Director of the Office of Community-Based Care

Transition Request for Applications (RFA)

For

DFPS Community-Based Care Single Source Continuum Contractor Catchment Areas 6A, 6B, 8A and 10

RFA No: HHS0013421

Date of Release: February 29, 2024 Deadline for Submission of Solicitation Responses:

May 1, 2024 by 10:30 a.m. Central Time

NIGP Codes: Class/Item 952-47 Foster Care Services

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 2 | 42

Table of Contents

ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

1.2 DEFINITIONS

1.3 AUTHORITY

ARTICLE II. SCOPE OF GRANT PROJECT

2.1 PROGRAM BACKGROUND

2.2 COMMUNITY SERVICE AREAS

2.3 DFPS ROLE ASSUMPTIONS

2.4 AWARD AND TERM

2.5 ELIGIBLE APPLICANTS

2.6 PROGRAM REQUIREMENTS

2.7 STATEMENT OF WORK

2.8 PERFORMANCE MEASURES

2.9 STANDARDS

2.10 DATA SECURITY

2.11 NO GUARANTEE OF VOLUME, USAGE OR COMPENSATION

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

3.2 CHANGES, AMENDMENT OR MODIFICATION TO GRANT

3.3 IRREGULARITIES

3.4 INQUIRIES

3.5 QUESTIONS

3.6 SOLCITATION RESPONSE COMPOSITION

3.7 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 3 | 42

ARTICLE IV. SOLICITATION RESPONSE EVALUATION AND AWARD PROCESS

4.1 PROPOSAL SCREENING AND EVALUTATION

4.3 INITIAL COMPLIANCE SCREENING

4.4 EVALUATION

4.5 FINAL SELECTION

4.6 NEGOTIATION AND AWARD

4.7 QUESTIONS OR REQUESTS FOR CLARIFICATION BY HHSC/DFPS

ARTICLE V. NARRATIVE PROPOSAL REQUIRED RESPONDENT INFORMATION

5.1 EXECUTIVE SUMMARY

5.2 OBJECTIVES AND QUALITY INDICATORS

5.3 DELIVERY MODEL

5.4 SSCC MAJOR DELIVERABLE #3: COMPLIANCE AND GENERAL REQUIREMENTS

OF THE SSCC

5.5 PLACEMENT SERVICES CAPACITY SHARING PLAN

5.6 CASE MANAGEMENT

ARTICLE VI. REQUIRED RESPONDENT INFORMATION

6.1 ADMINISTRATIVE ENTITY INFORMATION

6.2 AFFIRMATIONS AND CERTIFICATIONS

ARTICLE VII. FINANCIAL INFORMATION

7.1 FISCAL CAPACITY AND FISCAL CONTROLS

ARTICLE VIII. GENERAL TERMS AND CONDITIONS

8.1 COSTS INCURRED

8.2 CONTRACT RESPONSIBILITY

8.3 PUBLIC INFORMATION ACT

8.4 NEWS RELEASES

8.5 HISTORICALLY UNDERUTILIZED BUSINESS (HUB)

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 4 | 42

8.6 SOLICITATION CONFIDENTIALITY AGREEMENT

8.7 ADDITIONAL INFORMATION

ARTICLE IX. SUBMISSION CHECKLIST

ARTICLE X. LIST OF EXHIBITS AND FORMS ATTACHED TO RFA

The remainder of this page is intentionally left blank.

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 5 | 42

ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The Department of Family and Protective Services (DFPS) has identified the need to provide community-based care services in a proposed community that includes support services to all Children and families that support safety, permanency, and well-being of Children in its legal conservatorship. DFPS sees a service delivery model that fully engages communities in serving Children, Youth, and families provided through a performance-based Single Source Continuum Contract (SSCC) as the approach that can most effectively meet this need in a manner that achieves improved outcomes for Children in its conservatorship. The SSCC provider must ensure the full continuum of substitute care (foster and kinship care), purchased services, case management and reunification services for Children and Youth in DFPS legal conservatorship from the designated geographic proposed community, those placed in the proposed community through the Interstate Compact on the Placement of Children (ICPC), and through interregional agreements.

Applicants should reference Article II, Scope of Grant Project, for further detailed information regarding the purpose, background, eligible population, eligible activities and requirements.

Grant Name:

Community-Based Care Single Source Continuum Contractor Catchment Areas 6A, 6B, 8A and 10

RFA No.: HHS0013421

Deadline for Applications: May 1, 2024, by 10:30 a.m. Central Time

Deadline for Submitting Questions or Requests for Clarifications:

March 15, 2024, by 5:00 p.m. Central Time

Estimated Total Available Funding: See Exhibits C-1 through C-4.

Estimated Total Number of Awards:

One (1) per Catchment Area.

Estimated Max Award Amount: See Exhibits C-1 through C-4.

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 6 | 42

Anticipated Contract Start Date: September 1, 2024

Length of Project Period: 60 Months

Eligible Applicants: Section 2.5, Eligible Applicants

To be considered for screening, evaluation and award, Applicants must provide and submit all required information and documentation as set forth in Article VI, Required Respondent Information and Article IX, Submission Checklist by the Deadline for Submission of Applications established in Section 3.1, Schedule of Events, or subsequent Addenda. See Section 4.3, Initial Compliance Screening for further details.

1.2 DEFINITIONS

As used in this Solicitation, unless the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below. These definitions are in addition to the definitions found in Exhibit I, DFPS Statement of Work.

Addendum: means a written clarification or revision to this RFA, including exhibits, forms, and attachments, as issued and posted by HHSC to the HHS Grants RFA website and ESBD Each Addendum will be posted and must be signed by the Applicant and returned with its Application.

Apparent Grant Recipient: an organization that has been selected to receive a grant award through a Response to this RFA but has not yet executed a Grant Agreement or Contract.

Applicant or Respondent: means any person or legal entity that submits an Application in response to this RFA. The term includes the individual submitting the Application who is authorized to sign the Application on behalf of the Applicant and to bind the Applicant under any Grant Agreement that may result from the submission of the Application.

Application, Proposal or Response: A set of documents submitted in response to an RFA by an Applicant offering to provide the services solicited binding on the Respondent once accepted by DFPS.

Business Day(s): excludes federal holidays and weekends.

Calendar Day(s): includes all weekdays, weekends and federal holidays.

Client: means a member of the target population to be served under a Grant Agreement as a result of this RFA.

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 7 | 42

Contract or Grant Agreement: A promise or a set of promises, for breach of which the law gives a remedy, or the performance of which the law in some way recognizes as a duty. It is an agreement between two or more parties creating obligations that are enforceable or otherwise recognizable at law. The term also encompasses the written document that describes the terms of the agreement. For state contracting purposes, it generally describes the terms of a purchase of goods or services from a vendor or service provider.

DFPS: means the Department of Family and Protective Services.

Deliverable: A unit or increment of work required by the Contract, including such items as services, reports, or documents.

Designated Catchment Area (DCA): A geographic area (also known as designated catchment area) for providing Child protective services that is identified as part of Community-Based Care. The designated area in which the SSCC will provide all services described in this Contract. The SSCC will be responsible for ensuring services described in this Contract for all eligible Children and their families who are from the agreed to geographic area. Region and catchment area are also interchangeable terms used to indicate the DCA for the SSCC throughout this RFA.

ESBD: means the Electronic State Business Daily, the electronic marketplace where State of Texas bid opportunities over $25,000 are posted. The ESBD may currently be accessed at http://www.txsmartbuy.com/esbd.

Grantee, Grant Recipient, Subrecipient or Successful Respondent: A party or organization that receives a grant award as a result of this RFA or an entity that expends awards received from a pass-through entity to carry out a program. As defined by 45 CFR 75, a Subrecipient relationship exists when funding from a pass- through entity is provided to perform a portion of the scope of work or objectives of the pass- through entity’s award agreement with the federal awarding agency. Throughout this Contract, the SSCC is referred to as a provider, contractor, Grantee, and Subrecipient. Regardless of the term used, DFPS has classified SSCC agreements as Subrecipient relationships.

Health and Human Services Commission or HHSC: The administrative agency established under Chapter 531, Texas Government Code or its designee.

RFA or Solicitation: means this Request for Applications, including all parts, exhibits, forms, attachments, and addenda posted on the HHS Grants RFA website and the CPA Electronic State Business Daily (ESBD).

Standard Terms and Conditions: The terms and conditions applicable to any Contract resulting from this RFA that govern the Response and any resulting Contract.

State: The State of Texas and its instrumentalities, including HHS, DFPS, and any other state agencies, its officers, employees, or authorized agents.

http://www.txsmartbuy.com/esbd

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 8 | 42

TxGMS: means the Texas Grant Management Standards published by the Texas Comptroller of Public Accounts.

1.3 AUTHORITY

The State of Texas, by and through the Texas Health and Human Services Commission (HHSC), on behalf of DFPS, is requesting Applications pursuant to its authority under Chapter 264, Family Code, Subchapter B-1. Community-Based Care, Section 18(a) and Chapter 40, Human Resources Code, Subchapter C, Section 40.058. Federal funding for this Grant Project is authorized under the Chapter 264, Family Code, Subchapter B-1 and codified in Community-Based Care, Section 18(a) and Chapter 40, Human Resources Code, Subchapter C, Section 40.058. All awards are subject to the availability of appropriated state and federal funds. Any modifications or additional requirements that may be imposed by law. Federal funding awarded to the System Agency is through the program(s) listed below:

Assistance Listing Description: CFDA Number:

Guardianship Assistance Title IV-E 93.090

Title IV-E Kinship Navigator Program 93.471

Temporary Assistance for Needy Families 93.558

John H. Chafee Education and Training Vouchers Program 93.599

Adoption Opportunities 93.652

Foster Care Title IV-E 93.658

Adoption Assistance 93.659

Social Services Block Grant 93.667

Child Abuse and Neglect State Grants 93.669

John H. Chafee Foster Care Program for Successful Transition to Adulthood

93.674

Medical Assistance Program Title XIX Administration-Federal 93.778

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 9 | 42

ARTICLE II. SCOPE OF GRANT PROJECT

2.1 PROGRAM BACKGROUND

For over 1 0 0 y e a r s , providers in Texas have served Children and families that reside in their community. Over the last 15 years, Foster Care has shifted from a service primarily provided by DFPS directly to one where approximately 95% is offered through the private sector.

In 2010, DFPS engaged in an effort known as Foster Care Redesign (FCR) that expanded the role of the community to include provision of placement services, capacity/network development, community engagement, and the coordination and delivery of services to Children in Foster Care and their families using a (SSCC).

Building off the foundation of FCR, the 85th Legislature passed SB11 in 2017, creating a new model known as Community-Based Care (CBC). This effort moved the Texas Foster Care System from a statewide model to a community-based model designed to meet the individualized needs of Children, Youth, and families in the State of Texas. Purchasing a continuum of care that includes case management and all substitute care services from an SSCC, and the local community allows DFPS to focus on Child safety through investigating reports of abuse and neglect, providing in home Family-based safety services, and ensuring quality oversight of the Foster Care system.

The 87th Legislature, Regular Session, passed additional Legislation (SB 1896) to further support the expansion of Community-Based Care and created The Office of Community- Based Care Transition

For close to 40 years the Texas Foster Care System has been built on Authorized Service Levels that considers the Child’s need, Caregiver/Provider expectations, contract, and foster care rates for both the Legacy System and the CBC model. The 88th Texas Legislature realized that something new is needed for Texas Children and directed DFPS to build an entirely new foster care service continuum known as the Texas Child-Centered Care (T3C).

T3C, formerly known as Foster Care Rate Modernization, includes a new universal assessment and placement process (which includes a new version of the Case Assistance Navigator(s) (CANS), twenty-four clearly defined service packages, a new foster care rate structure, and a robust Continuous Quality Improvement process.

As a part of this Contract, the SSCC will be responsible for supporting the transition of the current system to the T3C model beginning in January 2025. This transition work includes, but is not limited to the following:

A. Developing a provider network that incorporates the T3C model including clearly defined service packages and add-on packages;

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 10 | 42

B. Employing well-trained staff to administer the CANS assessment and support the T3C placement process for Children, Youth, and young adults in care;

C. Establishing the expertise and infrastructure to support the T3C transition process; and D. Participating in the evaluation of the T3C System as defined through the external

Continuous Quality Improvement Process.

T3C is anticipated to be fully implemented by September 2027. As part of the implementation, DFPS reserves the right, through unilateral or bilateral amendment under this Contract, to modify terms and conditions, including, but not limited to, those related to child assessment, service planning, placement, and foster care rates to support the transition to the T3C System. For more information on the T3C System and transition plan, please visit DFPS Foster Care Rate Modernization.

2.2 COMMUNITY SERVICE AREAS

This RFA is a part of the effort to expand CBC into the DFPS 6A, 6B, 8A and 10 catchment area(s).

The Applicant may propose to include additional Texas counties that are not listed below and are not under contract with an existing SSCC. The proposal must not split any Texas county and the county or counties must be contiguous to:

A. Region 6A Harris includes one (1) county: Harris

B. Region 6B Bay Area/Montgomery includes 12 counties: Walker, Montgomery, Liberty, Austin, Waller, Chambers, Fort Bend, Brazoria, Galveston, Matagorda, Wharton, and Colorado.

C. Region 8A Bexar includes one (1) county: Bexar

D. Region 10 El Paso includes six (6) counties: El Paso, Hudspeth, Culberson, Jeff Davis, Presidio and Brewster.

DFPS reserves the right to award a Contract for a catchment area as described above without including some or all of the Applicant’s proposed additional Texas counties.

2.3 DFPS ROLE ASSUMPTIONS

DFPS will maintain responsibility for the following functions and services as a part of the CBC model:

A. Intake;

B. Investigations;

C. Family-based safety services, D. Eligibility determination;

E. Interstate compact on the placement of Children administrator;

F. Technical subject matter expertise;

https://www.dfps.texas.gov/Doing_Business/Purchased_Client_Services/Residential_Child_Care_Contracts/Texas_Child_Centered_Care/default.asp

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 11 | 42

G. SSCC case management;

H. Contract oversight;

I. Contract management;

J. Monitoring for all remaining DFPS Contracts; and K. Quality assurance and oversight of the Foster Care system.

2.4 AWARD AND TERM

2.4.1 Funding Matrix

DFPS expects to award one (1) Contract under this RFA for each Designated Catchment Area. DFPS Regions as listed in Section 2.2, Community Service Areas as DFPS funding allows. Funding information is based on legislative appropriations and service areas and is provided in Exhibit C-1 through C-4, Funding Matrix for each catchment area as an estimate. DFPS may adjust and prorate actual award amounts at the time of execution based on start dates. For additional funding information as it relates to matching or alignment of funds, please see Section 6.1.2, Financial Processes, Systems and Structure of this RFA.

2.4.2 Term

The initial Contract period will begin upon Contract signature and last 60 months.

DFPS will make one (1) gran t award for each designated community service area as DFPS funding allows and will be implemented in the order determined by DFPS. At its sole discretion, DFPS retains an option to renew for one (1) additional 60-month term. Additionally, DFPS reserves the right to extend the Contract as necessary to complete the mission of the grant. For additional term information, please see Exhibit I, DFPS Statement of Work, Article VI, Turnover Requirements.

2.5 ELIGIBLE APPLICANTS

2.5.1 Minimum Qualifications of the SSCC (Stages I-III)

The Applicant must have the following licensing and service experience:

A. Contractor must obtain and maintain a separate HHS Child Placing Agency (CPA) license for its SSCC Contract within the proposed community, if awarded this Contract;

B. The SSCC must have experience in delivering residential Child-care and treatment services to Children and Youth in Foster Care; and

C. The SSCC must be licensed as a Child Placing Agency (CPA) to provide Foster Care services by HHS Residential Child Care Regulation and must not be on probation under its CPA license as of the Proposal due date.

2.5.2 Entity Qualifications

A. The SSCC must be a nonprofit entity that has an organizational mission focused on Child welfare or a governmental entity;

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 12 | 42

B. The SSCC may be an in-state or out-of-state entity; however, the SSCC must be an HHS licensed Child Placement Agency (CPA) with a majority of the entity's board members residing in Texas. In accordance with Texas Family Code 264.154 ; DFPS will consider the extent to which an SSCC Applicant has experience providing services to Children, Youth, and families in the proposed community;

C. The SSCC may be a single entity or submit a Proposal through the formation of a consortium of providers, which may include itself. If a consortium submits an application Proposal under this RFA, one (1) provider must act as the consortium’s lead in directly contracting with DFPS: and

D. DFPS will not Contract with any provider for more than two (2) SSCC Contracts, except in instances where DFPS requires an SSCC to implement a Turnover plan.

2.5.3 Non-profit and Governmental Entities

Governmental entities or community-based nonprofits that have an organizational mission focused on Child welfare services, meet the qualifications in Section 2.5.1, Minimum Qualifications of the SSCC (Stages I-III) and Section 2.5.2, Entity Qualifications, are eligible to apply and must complete Form A, Form B-1, Governmental Entity-Authorized Officials (if applicable) or Form B-2, Nonprofit Entity or For-Profit Entity-Board Directors and Principal Officers (if applicable) whichever is applicable.

2.6 PROGRAM REQUIREMENTS

To meet the mission and objectives of CBC, Respondents must meet all eligibility requirements and be able to perform all responsibilities listed in Article II, Scope of Work of the Exhibit I, DFPS Statement of Work.

2.7 STATEMENT OF WORK

This RFA contains the requirements that all Respondents must meet to be considered for an award under this RFA. Failure to comply with these requirements will result in disqualification of the respondent without further consideration. Each respondent is solely responsible for the preparation and submission of a Proposal in accordance with instructions contained in this RFA.

Before completing the Proposal, refer to the relevant program standards provided in Exhibit I, D F P S Statement of Work. Other sections within the RFA may contain additional instructions pertaining to unique program requirements set forth in legislation or regulations.

2.8 PERFORMANCE MEASURES

DFPS will monitor the performance of Contract(s) awarded under this RFA. All services and Deliverables under the Contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standard, custom, and practice. More specific standards are listed in Exhibit H, Performance Measures.

https://statutes.capitol.texas.gov/Docs/FA/htm/FA.264.htm#264.154 https://statutes.capitol.texas.gov/Docs/FA/htm/FA.264.htm#264.154

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 13 | 42

2.9 STANDARDS

The SSCC must comply with the requirements applicable to this funding source cited in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (45 CFR 75); the Texas Grant Management Standards (TxGMS), and all statutes, requirements, and guidelines applicable to this funding.

The SSCC must conduct project activities in accordance with Federal and State laws prohibiting discrimination. Guidance for adhering to non-discrimination requirements can be found on the Health and Human Services (HHS) Civil Rights Office website.

Upon request, a Grantee must provide the HHS Civil Rights Office with copies of all the Grantee’s civil rights policies and procedures. Grantees must notify HHS’ Civil Rights Office of any civil rights complaints received relating to performance under the Contract no more than ten (10) Calendar Days after receipt of the complaint. Notice must be directed to:

HHS Civil Rights Office 701 W. 51st Street, Mail Code W206

Austin, TX 78751 Phone Toll Free (888) 388-6332

Phone: (512) 438-4313 TTY Toll Free (877) 432-7232

Fax: (512) 438-5885

A Grantee must ensure that its policies do not have the effect of excluding or limiting the participation of persons in the Grantee’s programs, benefits or activities on the basis of national origin, and must take reasonable steps to provide services and information, both orally and in writing, in appropriate languages other than English, in order to ensure that persons with limited English proficiency are effectively informed and can have meaningful access to programs, benefits, and activities.

Grantees must comply with Executive Order 13279, and its implementing regulations at 45 CFR Part 87 or 7 CFR Part 16, which provide that any organization that participates in programs funded by direct financial assistance from the U.S. Dept. of Agriculture or U.S. Dept. of Health and Human Services must not, in providing services, discriminate against a program beneficiary or prospective program beneficiary based on religion or religious belief.

2.10 DATA SECURITY

By entering into a Grant Agreement with DFPS as a result of this Solicitation, Respondent agrees to be bound by the Contractor Information Security terms found in Exhibit B, DFPS SSCC Uniform Terms and Conditions.

https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-75 https://comptroller.texas.gov/purchasing/grant-management/ https://hhs.texas.gov/about-hhs/your-rights/civil-rights-office https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-87 https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-87 https://www.ecfr.gov/current/title-7/subtitle-A/part-16

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 14 | 42

2.11 NO GUARANTEE OF VOLUME, USAGE OR COMPENSATION

DFPS makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded grant, if any, resulting from this Solicitation. Any awarded grant is subject to appropriations and the continuing availability of funds.

DFPS reserves the right to cancel, make partial award, or decline to award a grant under this Solicitation at any time at its sole discretion.

There should be no expectation of additional or continued funding on the part of the grant Recipient. Any additional funding or future funding may require submission of an application through a subsequent RFA.

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

RFA Date of Release February 29, 2024

Respondent Conference March 8, 2024, at 10:00 a.m. Central Time

Deadline for Submitting Questions or Request for Clarification

March 15, 2024, by 5:00 p.m. Central Time

Tentative Date Answers to Questions or Request for Clarification to be Posted

March 29, 2024

Deadline for Submission of Solicitation Responses [NOTE:

Responses must be RECEIVED by HHSC by the deadline.]

May 1, 2024, by 10:30 a.m. Central Time

Anticipated Contract Start Date September 1, 2024

Note: These dates are a tentative schedule of events. DFPS reserves the right to modify these dates at any time upon notice posted to the ESBD, the eGrants website, and the HHS Grants RFA website any dates listed after the Deadline for Submission of Solicitation Responses will occur at the discretion of DFPS and may occur earlier or later than scheduled without notification on the ESBD and HHS Grants RFA website.

DFPS reserves the right to stagger anticipated Contract award date, Contract start date, and/or readiness or implementation phases. After the Deadline for Submission of Solicitation Responses, if there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may post updates regarding the anticipated award date to the Procurement Forecast on the HHS Procurement Opportunities web http://www.txsmartbuy.com/esbd https://txapps.texas.gov/tolapp/egrants/search.htm https://resources.hhs.texas.gov/rfa/ http://www.txsmartbuy.com/esbd https://resources.hhs.texas.gov/rfa/ https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://resources.hhs.texas.gov/rfa/

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 15 | 42 page. Each Applicant is responsible for checking the ESBD, HHS Grants website and Procurement Forecast for updates.

3.2 CHANGES, AMENDMENT OR MODIFICATION TO GRANT

DFPS reserves the right to change, amend or modify any provision of this Solicitation, or to withdraw this Grant, at any time prior to award, if it is in the best interest of DFPS and will post such on the ESBD, eGrants website, and the HHS Grants RFA website. It is the responsibility of Respondent to periodically check the HHS Grants RFA website and ESBD to ensure full compliance with the requirements of this Grant.

3.3 IRREGULARITIES

Any irregularities or lack of clarity in this RFA should be brought to the attention of the Point of Contact listed in Section 3.4.1, Sole Point of Contact as soon as possible so corrective Addenda may be furnished to prospective Respondents.

3.4 INQUIRIES

3.4.1 Point of Contact

Interested Respondents must submit all requests, questions, or other communication about this Grant in writing to HHSC's Point of Contact addressed to the person listed below:

Name John Norton

Title Grant Specialist, HHSC Procurement and Contracting Services

Address Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

Phone (512) 776-6140

Email John.Norton2@hhs.texas.gov

3.4.2 Prohibited Communications

All communications between Respondents and other agency staff members concerning the Solicitation may not be relied upon and respondent should send all questions or other communications to the sole point of contact. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these requirements may result in disqualification of Respondent’s Solicitation Response.

3.5 QUESTIONS

HHSC will allow written questions and requests for clarification of this Solicitation.

Questions must be submitted in writing and sent by email to the Point of Contact listed in https://www.txsmartbuy.com/esbd https://txapps.texas.gov/tolapp/egrants/search.htm https://resources.hhs.texas.gov/rfa/ https://resources.hhs.texas.gov/rfa/ http://www.txsmartbuy.com/esbd mailto:John.Norton2@hhs.texas.gov

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 16 | 42

Section 3.4.1, Point of Contact above. Respondents' names will be removed from questions in any Responses released. Questions shall be submitted in the following format.

Submissions that deviate from this format may not be accepted:

A. Identifying Solicitation number;

B. Section Number;

C. Paragraph Number;

D. Page Number;

E. Text of passage being questioned; and F. Question.

Note: Questions or other written requests for clarification must be received by the Point of Contact by the Deadline for Submitting Questions and Requests for Clarification set forth in Section 3.1, Schedule of Events above. Please provide entity name, address, phone number; fax number, e-mail address, and name of contact person when submitting questions.

3.5.1 Clarification Request Made by Respondent

Respondents must notify the Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specifications, omission, or other error in the Solicitation in the manner and by the deadline for submitting questions.

3.5.2 Responses to Questions

Responses to questions or other written requests for clarification may be posted on the HHS Grants website, the E S B D website and eGrants website. DFPS reserves the right to amend answers prior to the D e a d l i n e f o r S u b m i s s i o n o f S o l i c i t a t i o n R e s p o n s e s . It is Respondent's responsibility to check the ESBD and HHS Grants Opportunity website or contact the Point of Contact for updated responses. DFPS also reserves the right to provide a single consolidated response of similar questions at its sole discretion.

3.5.3 Respondent Conference

HHSC and DFPS will conduct a virtual Respondent Conference via webinar at 10:00 a.m. Central Standard Time on March 8, 2024.

Attendance is optional and not required; however, is strongly encouraged. People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 3.4.1, Sole Point of Contact, at least 72 hours before the meeting in order to have reasonable accommodations made by HHSC.

Webinar Information:

The conference will be held through GoToWebinar, which may be accessed at:

https://apps.hhs.texas.gov/pcs/rfa.cfm https://www.hhs.gov/opa/grants-and-funding/grant-opportunities/index.html https://www.txsmartbuy.com/esbd https://txapps.texas.gov/tolapp/egrants/search.htm

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 17 | 42 https://attendee.gotowebinar.com/register/5223495405784428893

Webinar Instructions:

A. Enter Webinar ID: 129-319-731 B. Enter Attendee’s business email C. To register, the participants must have the following information ready:

1. First and last name of each attendee/registrant,

2. E-mail address for the attendee/registrant,

3. Applicant’s legal name; and

4. Job title of attendee/registrant.

3.6 SOLCITATION RESPONSE COMPOSITION

All Applications must be:

A. Clearly legible and no more than 60 pages excluding attachments;

B. Sequentially page-numbered and include the respondents name at the top of each page;

C. Organized in the sequence outlined in Article IX - Submission Checklist;

D. In Arial Times New Roman, or Verdana font, size twelve (12) or larger for normal text, no less than size ten (10) font for tables, graphs, and appendices;

E. Blank forms provided in the Attachments must be used (electronic reproduction of the forms is acceptable; however, all forms must be identical to the original form(s) provided); do not change the font used on forms provided;

F. Correctly identified with the RFA number and Deadline for Submission of Solicitation Responses date;

G. Responsive to all RFA requirements; and

H. Signed by an authorized official in each place a signature is needed (copies must be signed but need not bear an original signature).

3.7 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.7.1 Application Receipt

Applications must be received by the System Agency by the Deadline for Submission of Solicitations Responses specified in Section 3.1, Schedule of Events, or subsequent Addenda. The System Agency will date and time stamp all Applications https://attendee.gotowebinar.com/register/5223495405784428893

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 18 | 42 upon receipt. Applications received after the Deadline for Submission of Solicitation Responses may be ruled ineligible. Applicants should allow for adequate time for submission before the posted Deadline for Submission of Solicitation Responses.

No HHS agency will be held responsible for any Application that is mishandled prior to receipt by the System Agency. It is the Applicant’s responsibility to ensure its Application is received by the System Agency before the Deadline for Submission of Solicitation Responses. No HHS agency will be responsible for any technical issues that result in late delivery, non-receipt of an Application, inappropriately identified documents, or other submission issue that may lead to disqualification.

Note: All Applications become the property of DFPS after submission and receipt, and will not be returned to Applicant.

Applicants understand and acknowledge that issuance of this RFA or retention of Applications received in Response to this RFA in no way constitutes a commitment to award Grant Agreement(s) as a result of this RFA.

3.7.2 Application Submission

By submitting an Application in Response to this Solicitation, Applicant represents and warrants that the individual submitting the Application and any related documents on behalf of the Applicant is authorized to do so and to binds the Applicant under any Grant Agreement that may result from the submission of an Application.

3.7.3 Required Submission Method

Applicants must submit their completed Applications by the Deadline for Submission of Solicitation Responses provided in the Section 3.1, Schedule of Events, or subsequent Addenda, using one of the approved methods identified below.

Applications submitted by any other method (e.g., facsimile or email) will not be considered and will be disqualified.

A. Submission Option #1 HHS Online Bid Room: Applicants shall upload the following documents to the Online Bid Room utilizing the procedures in Exhibit Q, HHS Online Bid Room.

File Size Limitation: Restriction to 250MB per file attachment.

1. One (1) copy marked as “Original Application” that contains the Applicant’s entire Application in a Portable Document Format (“.pdf”) file.

2. One (1) copy of the completed Exhibit C-1 through C-4, Funding Matrix in its original Excel format.

3. One (1) copy of the complete Application marked as “Public Information Act Copy,” if applicable, in accordance with Section 8.3, Public Information Act, in a Portable Document Format (“.pdf”) file.

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 19 | 42

4. Electronic submissions must be separated by electronic medium used for submission:

a. Administrative Information, including all forms;

b. Narrative Proposal, including all forms; and

c. Applicable Exhibits and Required Forms.

For Applicants who choose to mail in Application, the entire Solicitation Response including all electronic copies must be submitted in one package to HHSC at the address listed in Section 3.7.3, Required Submission Method. The number of copies and directions for submitting an “Original” and “Copies” are outlined in Article IX, Submission Checklist.

B. Submission Option #2 Sealed Package with USB Drives: Applicants shall submit each of the following on separate USB drives:

1. One (1) USB drive with the complete Application file marked as “Original

Application” in a Portable Document Format (“.pdf”) file. Include the USB in a separate envelope within the sealed Application package and mark the USB and envelope with “Original Application.” USB drive must include the completed Exhibit C-1 through C-4, Funding Matrix in its original Excel format.

One (1) USB drive with a copy of the complete Application file marked as “Public Information Act Copy,” if applicable and in accordance with Section 8.3, Public Information Act. The copy must be in a Portable Document Format (“.pdf”) file. Include the USB in a separate envelope within the sealed package and mark the USB and envelope with “Public Information Act Copy” or “PIA Copy.” Applicant must deliver Applications submitted via USB by one of the methods below:

Overnight/Express/Priority Mail Hand Delivery

Health and Human Services Commission

ATTN: Response Coordinator Tower Building, Room 108 1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services Commission ATTN: Response Coordinator

Procurement & Contracting Services Building

1100 W. 49th St., MC 2020 Austin, Texas 78756

Sealed packages must be clearly labeled with the following:

RFA NO: RFA No. HHS0013421

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 20 | 42

RFA TITLE: Community-Based Care Single Source Continuum Contractor Catchment 6A, 6B, 8A and 10

DEADLINE FOR SUBMISSION

OF SOLICITATION

RESPONSES:

May 1, 2024, by 10:30 a.m. Central Time

SOLE POINT OF CONTACT’S

NAME:

John Norton

APPLICANT’S NAME: [Applicant’s legal name]

Applicants are solely responsible for ensuring the USB drives are submitted in sealed packaging that is sufficient to prevent damage to contents and delivered by overnight or express mail, or hand delivery to the addresses above. No HHS agency will be responsible or liable for any damage.

3.7.4 Costs Incurred for Application

All costs and expenses incurred in preparing and submitting an Application in response to this RFA and participating in the RFA selection process are entirely the responsibility of the Applicant.

3.7.5 Application Response

A. Prior to the Deadline for Submission of Solicitation Responses, a Respondent may:

1. Withdraw its Solicitation Response by submitting a written request to the Point of Contact identified in Section 3.4.1; or

2. Modify its Solicitation Response by submitting a written amendment to the Point of Contact identified in Section 3.4.1.

B. DFPS may request Solicitation Response Modifications at any time.

3.7.6 Application Organization

The complete Application, in a Portable Document Format (“.pdf”) file, must:

A. Be organized in the order outlined in Article IX, Submission Checklist, and include all required sections (e.g., “Administrative Information,” “Narrative Proposal,” and “Exhibits to be Submitted with Application”);

1. Exhibit C-1 through C-4, Funding Matrix is to be submitted in its original

Excel format; and

2. Each Application section must have a cover page with the Applicant’s legal name, RFA number, and Name of Grant identified.

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 21 | 42

B. Include all required documentation, exhibits, and forms completed and signed, as applicable. Copies of forms are acceptable, but all copies must be identical to the original. All exhibits must be submitted and obtained directly from the posted RFA package; previous versions and copies are not allowed or acceptable.

3.7.7 Application Withdrawals or Modifications

Prior to the Deadline for Submission of Solicitation Responses set forth in Section 3.1, Schedule of Events, or subsequent Addenda, an Applicant may:

A. Withdraw its Application by submitting a written request to the Sole Point of Contact; or

B. Modify its Application by submitting an entirely new submission, complete in all respects, using one of the approved methods of submission set forth in this RFA. The modification must be received by the System Agency by the Deadline for Submission of Solicitation Responses set forth in Section 3.1, Schedule of Events, or subsequent Addenda.

No withdrawal or modification request received after the Deadline for Submission of Solicitation Responses, set forth in Section 3.1, Schedule of Events, or subsequent Addenda, will be considered. Additionally, in the event of multiple Applications received, the most timely received and/or modified Application will replace the Applicant’s original and all prior submission(s) in its entirety, and the original submission(s) will not be considered.

ARTICLE IV. SOLICITATION RESPONSE EVALUATION AND AWARD

PROCESS

4.1 PROPOSAL SCREENING AND EVALUTATION

HHSC will use an evaluation process to select the successful respondent(s). HHSC may consider capabilities or advantages that are clearly described in the Proposal, which may be confirmed by oral presentations, site visits, demonstrations, and references contacted by HHSC. HHSC reserves the right to contact individuals, entities, or organizations that have had dealings with the respondent or proposed staff, whether identified in the Proposal.

4.2 APPLICATION PRE-SCREENING

In order to be considered an Applicant eligible for evaluations. Applications will be reviewed for the following minimum qualifications:

A. Be a nonprofit entity that has an organization mission focused on child welfare and majority of the entity’s board members residing in Texas; or

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 22 | 42

B. Be a governmental entity.

To be considered for evaluation Applicants shall execute Exhibit A, HHS Solicitations and Affirmations v.2.4 and provide all other required information and documentation set forth in this Solicitation as part of their response. This RFA contains the requirements that all Applicants shall meet to be considered for evaluation. Failure to comply with these requirements may result in disqualification of the Applicant without further consideration.

Each Applicant is solely responsible for the preparation and submission of an Application in accordance with instructions contained in this RFA.

4.3 INITIAL COMPLIANCE SCREENING

HHSC will perform an initial screening of all Proposals received. Unsigned Proposals and Proposals that do not include all required forms and sections, are subject to rejection without further evaluation.

In accordance with Section 4.4, Evaluation , HHSC reserves the right to waive minor informalities in a Proposal and award Contract(s) that are in the best interest of the State of Texas.

It is the intent of the legislature that the department contract with community-based nonprofit or governmental entities that have an organizational mission focused on Child welfare services. The services provided by the entities must include direct case management to ensure Child safety, permanency, and well-being, in accordance with State and Federal Child welfare goals.

4.4 EVALUATION

Applications will be evaluated and scored using Exhibit M, Evaluation Tool, and in accordance with the factors required by this RFA and other factors deemed relevant by HHSC and DFPS.

4.4.1 Competitive Range Determinations

HHSC and DFPS may determine those certain Proposals are within the competitive range for consideration for negotiation and possible Contract award, for Proposals that receive the highest or most satisfactory evaluation. HHSC and DFPS may, in the interest of administrative efficiency, place reasonable limits on the number of Proposals that will be included in the competitive range.

4.4.2 Specific Selection Criteria

Grant Applications shall be evaluated based upon:

Evaluation Criteria Value

SSCC Major Deliverable #1

15%

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 23 | 42

SSCC Major Deliverable #2

15%

SSCC Major Deliverable #3 10%

SSCC Major Deliverable #4

20%

SSCC Major Deliverable #5

20%

Administrative Entity Information- SSCC History and Experience

Administrative Entity Information- SSCC Financial Capacity, Stability and Structure

4.5 FINAL SELECTION

4.5.1 Oral Presentations and Site Visits

DFPS may, at its sole discretion, request oral presentations, site visits, and/or demonstrations from one or more respondents included in the competitive range. If applicable, HHSC will notify selected Respondents of the time and location for these activities and may supply agendas or topics for discussion. DFPS reserves the right to ask additional questions during oral presentations, site visits, and or demonstrations to clarify the scope and content of the written Proposal.

The Respondent’s oral presentation, site visit, and/or demonstration must substantially represent material included in the written Proposal and should not introduce new concepts or offers unless specifically requested by DFPS.

4.5.2 DISCUSSIONS WITH RESPONDENTS

DFPS may, but is not required to, conduct discussions with all, some, or none of the Respondents included in the competitive range for the purpose of obtaining the best value for DFPS. It may conduct discussions for the purpose of:

A. Obtaining clarification of Proposal ambiguities;

B. Requesting modifications to a Proposal; and

DFPS may make an award that represents best value to the State of Texas.

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 24 | 42

4.6 NEGOTIATION AND AWARD

The negotiation phase will involve direct contact between the successful Applicant and HHSC/DFPS representatives; in person, via phone and/or email. During negotiations, successful Applicants may expect:

A. An in-depth discussion of the submitted Proposal, proposed catchment service area that fit the criteria, and fiscal information; and

B. Requests from HHSC and/or DFPS for clarification or additional detail regarding the submitted Application.

DFPS may announce a tentative or Apparent Grant Recipient once the DFPS Commissioner and Office of Community Based Care Transition Director have given approval to initiate negotiation and execute Contracts.

HHSC will post to the HHS Grants Opportunities Website and may publicly announce a list of Applicants whose applications are selected for final award. This posting does not constitute DFPS’s agreement with all the terms of any Applicant’s Proposal and does not bind DFPS to enter a Contract with any Applicant whose award is posted.

4.7 QUESTIONS OR REQUESTS FOR CLARIFICATION BY HHSC/DFPS

HHSC/DFPS reserves the right to ask questions or request clarification from any Respondent at any time during the application process.

ARTICLE V. NARRATIVE PROPOSAL REQUIRED RESPONDENT

INFORMATION

5.1 EXECUTIVE SUMMARY

Provide a high-level overview of the Respondent's approach to meeting the RFA's requirements. The summary must demonstrate an understanding of the goals and objectives of the community-based care program.

5.2 OBJECTIVES AND QUALITY INDICATORS

5.2.1 Narrative Proposal

Respondents should carefully read the specific questions of each section. If the Respondent plans to provide the service or perform the function through a subcontractor, the Respondent must detail the services or function to be subcontracted, and how the Respondent and the subcontractor will coordinate the service or function. Respondents should describe any prior working relationships with the subcontractor and include any letters of commitment to contract with the

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 25 | 42

SSCC as an attachment to the Proposal. The Narrative Proposal must include a detailed description of the following program components and describe:

A. How the Respondent will develop and manage a continuum of care and service delivery model designed to facilitate achievement of the service objectives and quality indicators using the staged implementation model;

B. How the respondent plans to implement a community-based model that fully engages stakeholders in achieving desired outcomes;

C. The plan to ensure Children are safe in their placements;

D. The plan to ensure Children are placed in their home communities;

E. The plan to ensure Children are appropriately served in the least restrictive placement;

F. The plan to ensure Siblings are placed together in Foster Care;

G. The plan to ensure that Children have stability in their placement and minimize moves in care and school of origin;

H. The plan to ensure connections to Family and others important to the Child are maintained;

I. How the model is responsive to the diverse and individual needs of the local communities within the proposed community service area, including ongoing methods to assess changing community needs;

J. The plan to ensure that Children and Youth are provided opportunities, experiences, and activities like those experienced by their non-Foster Care peers; and opportunities to participate in decisions that impact their lives;

K. The plan to reunify Children with the biological parents of the Children when possible;

L. The plan to promote placement of Children with relative or kinship Caregivers, if reunification is not possible; and

M. The proposed schedule, processes, and procedures for transition of Children pending emergency or planned placement services and foster homes from DFPS to the SSCC. Include plan for communicating with providers, foster parents, judiciary, and the community.

5.3 DELIVERY MODEL

5.3.1 SSCC Management Plan

The Respondent’s Proposal must include a SSCC Management Plan. The SSCC will be required to submit an updated version of the SSCC Management Plan within 45 Calendar Days after the Contract effective date that reflects any negotiated changes and will be used by DFPS to evaluate the SSCC's readiness. An updated

R F A N o . H H S 0 0 1 3 4 2 1 P a g e 26 | 42

SSCC Management Plan is due at least 45 Calendar Days prior to entering a new Stage of Implementation for DFPS approval.

The SSCC Management Plan must clearly identify all tasks and activities associated with each item, dates of completion, and key staff responsibility. The SSCC Management Plan should, at a minimum, include the following:

A. Plan schedule, processes, and procedures for transition of Children and Youth from the Designated Community Area (DCA) who are already being served by the SSCC and/or the SSCC network (if applicable) in the legacy system to the SSCC model. DFPS anticipates a full transition between systems within 12 months of the Contract effective date. Any exceptions to transition will be determined by DFPS on a case-by-case basis and based on the best interest of the individual Child;

B. For Stage II, proposed the schedule, processes, and procedures for transition of legacy cases, foster homes from DFPS, and kinship homes into the SSCC.

Include plan and time frames for communicating with providers, foster parents, judiciary, and the community.