Exhibit D, Scope of Work (SOW).pdf

RFP NO. HHS0016376 Exhibit D

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 1 of 33

DFPS Child Protective Post Adoption Services RFP No. HHS0016376

Exhibit D, Scope of Work (SOW)

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 2 of 33

Table of Contents

2.1 DESCRIPTION OF SERVICES

2.1.1 Mission Objectives

2.1.2 Desired Outcomes

2.1.3 Project Scope

2.1.4 Post Adoption Services to Children and their Families

2.1.5 Child and Family Characteristics

2.1.6 Cultural Competence

2.1.7 Service Area

2.1.8 Community Delivery Model

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

2.1.10 Coordination and Delivery of Services

2.1.11 Maintain Services

2.1.12 Relationship with Family (Family Centered Services)

2.1.13 Continuity of Services and Treatment

2.1.14 Facilitating Family Independence

2.1.15 Case Management Services and Service Planning

2.1.16 Post Adoption Services

2.2 Minimum Personnel Qualifications and Reporting

2.2.1 Minimum Personnel Qualifications

2.2.2 Key Management Personnel Qualification

2.2.3 DFPS Training Requirements

2.2.4 DFPS Background Check Policy

2.2.5 Subcontracted Services

2.2.6 Contractor Notice to DFPS of Any Material Changes

2.2.7 Renewals or New Coverages During Contract Period

2.2.8 Notice of Cancellation Endorsement Requirement

2.2.9 Request for Documents

2.3 Required Reports

2.4 Required Record Keeping

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2.5 Required Personnel Records

2.6 Transition and Turnover

2.6.1 Transition Phase Project Management and Implementation

2.6.2 Turnover Activities

2.7 Historical Utilization

2.7.1 Service Utilization

2.7.2 Historical Utilization

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Scope of Work

2.1 DESCRIPTION OF SERVICES

2.1.1 Mission Objectives

The mission of the CPS program is to protect children and to act in the children’s best interest by carrying out the following objectives:

A. Preventing further harm to children and keeping children with their families when possible;

B. Providing permanence for children in substitute care by resolving safety threats or enhancing parental protective capacities and returning children to their families; and

C. Providing permanence for children who cannot return to their families.

Integral to this role is effective support through DFPS contracts with qualified parties to assist DFPS in effectively providing Post Adoption Services to DFPS referred adoptive families and the adopted child or children.

2.1.2 Desired Outcomes

A. Provide support services to Post Adoption families to maintain child safety, improve well-being, and support permanency in a manner that prevents:

a. recidivism into CPS custody; and

b. Child placement into Residential Treatment Centers (RTCs).

B. Provide support services to Post Adoption families to prevent placement into Residential Treatment Centers (RTCs).

2.1.3 Project Scope

A. Adopted children who have suffered abuse or neglect often need help coping with the effects of abuse, developmental trauma, and the loss of their birth family. Post Adoption Services, which are services for children who were in CPS conservatorship and have been legally adopted, provide support by helping the adoptive family and adopted child with the following:

1. Adjust to the adoption;

2. Cope with any history of abuse or neglect in the child's background;

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3. Cope with mental health issues the child may have; and

4. Avoid the permanent or long-term removal of children from the family.

A. Contractors must have an effective, efficient, and comprehensive operation for administrative and direct service delivery including but not limited to:

1. Community engagement, referral, and service authorization;

2. Information and referral;

3. Case Management and service planning;

4. Crisis intervention;

5. Support groups;

6. Parent training;

7. Post Adoption counseling;

8. Day treatment services;

9. Therapeutic or specialized camp;

10. Intermittent alternate care (respite);

11. Residential treatment services; and

12. Other DFPS approved services.

All services provided must comply with all applicable Federal and State laws, regulations, and Agency policy. Services shall be rooted in best practices with families and children, family driven and respectful, community based, non- adversarial, and strengths based.

2.1.4 Post Adoption Services to Children and their Families

The following sections are a description of services and Deliverables the Contractor must provide for Post Adoption services. Contractor must provide all services contained within this Scope of Work in a manner that assures quality services, timeliness, accuracy, and efficiency.

An adoptive family is eligible for Post Adoption Services if four (4) of the criteria noted below are met:

A. DFPS served as the child's managing conservator and placed the child for adoption;

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;

C. The adoption is consummated;

D. The adoptive parents have requested Post Adoption Services;

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E. The child is younger than eighteen (18). (When necessary, services may continue for up to ninety (90) days past the child's 18th birthday to ensure an orderly termination of services.)

Reference the following links:

CPS Handbook, 8400 Post Adoption Services (Consummated Adoptions)

Exception: If initial services began during the child’s seventeenth (17th) year, services may continue up to six (6) months after the child’s eighteenth (18th) birthday. Texas Administrative Code, Title 40, Part 19, Chapter 700, Subchapter Q, Division 2, Rule §700.1728(b).

Eligible families do not need to reside in Texas to receive services. Contractor must work with vendors or service providers in the state the family currently resides in to assist families and children. Eligible families that move outside of Texas remain eligible to receive Post Adoption Services. Contractor in the Region that held the legal status prior to the adoption is responsible for employing or subcontracting with qualified service providers for allowable services as needed.

2.1.5 Child and Family Characteristics

Contractor must serve children and families who may experience an array of difficulties stemming from the child’s traumatic history prior to adoption. This includes but is not limited to the child’s history of abuse or neglect such as:

A. The child’s removal from home and placement into substitute care; and/or

B. Physical, behavioral, mental health, or emotional needs.

2.1.6 Cultural Competence

Contractor must provide services that meet the individual needs of the child and family. Contractor will provide services to people of various cultures, races, ethnic backgrounds, and religions. Contractor must provide all services in the client's primary language (both for child and family), or the language in which the child and family are most comfortable speaking, either directly or through a translator.

Contractor will take into consideration the intellectual functioning, literacy, level of education, and comprehension ability of each individual in order to ensure that all information is presented in a way that meets the specific needs of each child and family.

2.1.7 Service Area

Contractor must provide services with an understanding of service demand, available resources, and service gaps within the selected Service Area(s) and develop specific strategies for meeting the particular and unique needs of the families served within the Service Area(s). DFPS will award one

(1) Contract for Post Adoption Services in each of the following DFPS Administrative Regions: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, and 11. A map of the DFPS Administrative Regional Boundaries can be accessed at the following link:

Texas Map with DFPS Regional Boundaries and Counties https://www.dfps.texas.gov/handbooks/CPS/Files/CPS_pg_8400.asp#CPS_8400 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=09%2F18%2F2025&recordId=182455 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=09%2F18%2F2025&recordId=182455 https://www.dfps.texas.gov/images/maps/regions/all_regions-with-counties.pdf

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2.1.8 Community Delivery Model

Contractor must provide Post Adoption Services in the community in which the child resides, or as close as possible to the adopted child’s residence. Contractor must integrate the provision of Post Adoption Services with other services already provided to the child by the local community.

A. In Texas - services must be available to eligible children and families residing in Texas.

B. Responsible Region - The region of the adopted child’s residence is normally responsible for service delivery.

C. Out of State - services must be available as needed to eligible children and families residing outside of Texas.

1. When the adoptive family moves out-of-state following the adoption, the region responsible for services is the region where the adoptive family last lived and received adoption services from DFPS.

2. If the adoptive family resided out-of-state at the time of the adopted child’s placement, the region in which DFPS conservator region is responsible for providing services.

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:

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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 2.1.11, 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 2.1.17, 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;

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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.

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

2.1.2 (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.

2.1.11 Maintain Services

Contractor must maintain services by a combination of direct provision of services, Subcontractors, third parties, and community resources. The maintenance of services includes, but is not limited to:

A. Obtaining feedback from Post Adoption families and Subcontractors to improve services;

B. Maintaining and continuously building a network of providers by adding to and replacing, when necessary, Subcontractors and community resources;

C. Monitoring, supporting, and taking corrective action as needed to ensure Subcontractors perform and deliver Post Adoption Services as required by the Contract; and

D. Supporting, engaging, educating, and partnering with community resources to help ensure continuity and service availability to Post Adoption families.

2.1.12 Relationship with Family (Family Centered Services)

Relationships are an important factor in the comfort level the adoptive child and families have with Contractor. Proposed location of Contractor staff and the use of technology both play a role in establishing a positive relationship. Contractor must establish and maintain positive relationships with the adoptive child and family to include, but not be limited to, the following:

A. The Contractor shall provide multiple ways for the adoptive family, or as appropriate, the adopted child to reach the Post Adoption service provider, including their assigned Post Adoption caseworker.

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B. Contractor must employ contact methods to expand availability to the adoptive child and family.

C. Contractor must ensure, at a minimum, monthly In-Person Contact with in-state families is maintained with the adoptive child and family.

2.1.13 Continuity of Services and Treatment

The Contractor must attempt to maintain the same case manager for the family and make every effort to maintain the same Subcontracted licensed clinicians for the family for the duration of the Contract.

In the event there is a reason for a Post Adoption provider to discontinue service provision to a child or family, the current provider must work with the new provider to prevent a disruption in services.

The Contractor must provide Client Records to the new Post Adoption provider that contain all relevant, current, and accurate information necessary to maintain continuity.

2.1.14 Facilitating Family Independence

Post Adoption services become an important part of the support system for adoptive families; therefore, how the Contractor scales back and eventually terminate services is important.

A. Transitioning Out of Services - Contractor shall mitigate any negative effect of service adjustments.

(For example: counseling sessions end, child returns home after residential services, etc.)

B. Terminating Services - Contractor shall mitigate any negative effects of service termination. (For example: Child reaches age 18, or Post Adoption service goals are met, and case can be closed, etc.).

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

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 11 of 33 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 2.1.9, 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:

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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..

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).

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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 info 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

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 14 of 33 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;

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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.

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;

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

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(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

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 17 of 33 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

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 18 of 33 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 https://www.dfps.texas.gov/handbooks/CPS/Files/CPS_pg_4000.asp#CPS_4423_1

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 19 of 33

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. 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. 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:

a. 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).

b. 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:

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

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

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

4. 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.

5. 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.

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 20 of 33

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,

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

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.

https://www.dfps.texas.gov/handbooks/CPS/Files/CPS_pg_4000.asp#CPS_4421 https://www.dfps.texas.gov/handbooks/CPS/Files/CPS_pg_4000.asp#CPS_4421

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 21 of 33

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.

2.2 MINIMUM PERSONNEL QUALIFICATIONS AND REPORTING

2.2.1 Minimum Personnel Qualifications

Contractor must meet the minimum Personnel requirements defined below for key management and direct delivery Personnel. Key management Personnel include staff in executive and administrative roles (such as Executive Director, Administrator, Program Director, etc.) as well as those responsible for the accounting and financial aspects (such as Comptroller, Chief Financial Officer, Business Manager, etc.).

2.2.2 Key Management Personnel Qualification

Personnel responsible for the accounting and financial aspects of the provision of service must have at least two (2) years of relevant financial experience to include managing and accounting for large amounts of funds and maintaining a billing and payment process.

A. Direct Delivery Personnel Qualifications

1. Casework Personnel must have the following qualifications:

a. Minimum: A bachelor’s degree from an accredited college or university, or four (4) years relevant work experience, in Child Protective Services, with at least three (3) years in adoptions at the case worker level or above or a minimum of three (3) years in adoptions or post adoption services at a case manager level or above with a private child placing agency; or

b. Preferred: A bachelor’s degree from an accredited college or university in social work, or a bachelor’s degree from an accredited college or university with a major area of concentration in a behavioral science discipline, and experience in social work or human services, one year of which was full-time experience working with multi-problem children and families.

2. Personnel who supervise caseworkers must have the following qualifications:

a. a bachelor’s degree from an accredited college or university and two (2) years of full-time, social work experience working with multi-problem families and children; or

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 22 of 33

b. a master’s degree in social work from an institution accredited by the Council on Social Work Education and three (3) years of full-time, supervised experience in child protective services.

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.

2.2.3 DFPS Training Requirements

The Contractor must comply with the following training requirements.

A. Orientation Training:

The Contractor must attend DFPS orientation training prior to service provision. DFPS will inform the Contractor of the date and location of the orientation training.

B. Trauma Informed Care Child Welfare Practices:

An understanding of Trauma Informed Care Child Welfare Practices is critical to the process of addressing therapeutic needs of Post Adoption families. Contractor Personnel who supervise caseworkers or provide Casework must complete a two (2) hour computer based training (CBT) located on the DFPS website at: DFPS - Trauma Informed Care Training.

1. Existing Personnel must complete training within thirty (30) calendar days of Contract execution. New Personnel must complete training within thirty (30) calendar days of hire.

2. The Contractor must maintain a copy of the Certificate of Completion of Trauma Informed Care Training in the Personnel file.

C. National Adoption Competency Mental Health Training Initiative (NTI):

NTI is a web-based training to help child welfare professionals learn the skills to address mental health challenges of children and youth in foster, adoptive and guardianship families. Contractor Personnel who provide Casework or supervise caseworkers must complete the computer-based training (CBT) located at: Access to NTI Web-Based Training for Individuals | C.A.S.E.

1. Existing Personnel must complete training within twelve (12) months of Contract execution.

New Personnel must complete training within twelve (12) months of hire.

2. The Contractor must maintain a copy of the Certificate of Completion of NTI training in the Personnel file.

D. Contract-Specific Required Training:

https://adoptionsupport.org/case-training-institute/nti/access/access-for-individuals/

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 23 of 33

The Contractor for Post Adoption Services must provide contract specific training to the staff members that will be providing services under the Contract. The new training curriculum must include all eight (8) of the topics below. The new curriculum topics are:

1. Grief and Loss;

2. Attachment;

3. Types of Abuse/Neglect;

4. The impact of Abuse/Neglect on children;

5. Definition of Special Needs children;

6. Biases and attitudes that negatively impact Special Needs Adoption;

7. Trans-racial and cross-cultural placements, including issues to consider and specific ways to support the families; and

8. Indicators for disruption/dissolution and ways to prevent it.

Resources for developing training on these topics can be found in Special Needs Adoption Training Curricula Resources for Contractors, posted on the DFPS Regional CPS Contracting Forms website: DFPS - Regional CPS Contracting Forms.

2.2.4 DFPS Background Check Policy

The Contractor must comply with background check requirements as defined in Exhibit B, DFPS Vendor Uniform Terms and Conditions, Section VII (C).

2.2.4.1 Exception to Background Check Policy

Providers of services obtained through an agreement with the parent, where the parent assumes the financial responsibility for the service agreement between the two parties, are not subject to the DFPS background check requirements referenced in Exhibit B, DFPS Vendor Uniform Terms and Conditions, Section VII (C).

2.2.5 Subcontracted Services

Subcontracted services exclude those services where the agreement is directly entered into by the parent and the service provider, and the parent assumes the financial responsibility for the agreement.

The prime contractor remains fully responsible for compliance with and full performance of all its duties and obligations under the original Contract with DFPS. All activities associated with Subcontracts must go through the prime Contractor. Reference Exhibit B, DFPS Vendor Uniform https://www.dfps.texas.gov/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#Post-Adoption_Services

Exhibit D, Scope of Work (SOW) RFP No. HHS0016376 Page 24 of 33

Terms and Conditions, Section VII (W) also located on the DFPS website, Doing Business with DFPS, Contracting Forms, Form 5645V, Forms for Contracting with DFPS.

A. Subcontract Restrictions

Subcontracting is not allowed for…