RFP No. HHS0016552 Home Study and Report Services

Exhibit F, Statement of Work (SOW)

1.0 DESCRIPTION OF SERVICES

1.1 Background

1.1.1 DFPS Mission Statement

1.1.2 CPS Mission Statement

1.1.3 CPS Vision Statement

1.1.4 CPS Program Purpose

1.2 Service Work Plan

1.3 Required Studies, Reports, and Services

1.3.1 Foster and Adoptive Home Development (FAD) Home Screening

1.3.2 Kinship Caregiver Home Assessment (KCHA)

1.3.3 Health, Social, Educational, and Genetic History (HSEGH) Report

1.3.4 Court Related Services

1.4 Eligible Populations

1.4.1 Child or Caregiver Characteristics

1.5 Contractor Staff

1.5.1 Qualifications and Roles

1.5.2 Contractor Staff Training Requirements

1.5.3 Reporting of Contractor’s Staff, Subcontractors, and Volunteers

1.5.4 Criminal Background Check Requirement

1.5.5 Subcontractors

1.5.6 Staff Records

2.0 SERVICE AND REFERRAL MANAGEMENT SPECIFICATIONS

2.1 Services

2.2 Referral Management

2.2.1 Service Authorization and Referral Packet

2.2.2 Initial Contact and Acknowledgement

2.2.3 Return of Uncompleted Referral

2.2.4 Notification of Referral Return

2.2.5 Withdrawal of Referral

2.2.6 Rescheduled Referral

2.2.7 Completed Referral Submission Deadlines

3.0 SCREENING AND REPORTING REQUIREMENTS

3.1 FAD Home Screening Requirements

3.1.1 FAD with Kinship Home Screening Requirements

3.2 KCHA Requirements

3.3 HSEGH Report Requirements

3.3.1 Review of Completed Home Studies and Reports

3.4 Court Related Service Requirements

3.5 Caregiver/Child Records

4.0 PERFORMANCE MEASURES

4.1 Performance Compliance Review Meetings

4.1.2 Performance Compliance Review (PCR) and Other Requested Meetings

5.0 ANCILLARY REQUIREMENTS

5.1 Continuous Quality Improvement

5.1.1 Collect Feedback from Caregivers

5.2 Complaint Resolution

5.3 Other Requested Meetings

5.4 Record Keeping

5.5 Turnover

6.0 UNIT RATES FOR HOME STUDIES, REPORTS, AND COURT RELATED

SERVICES

7.0 INVOICING PROCESS

7.1 Invoice Submission

7.2 Invoice Due Date

7.3 Invoice Attachments

Exhibit F

STATEMENT OF WORK

RFP: HHS0016522

1.0 Description of Services

1.1 Background

1.1.1 DFPS Mission Statement

We build on strengths of families and communities to keep Children and vulnerable adults safe, so they thrive.

1.1.2 CPS Mission Statement

We partner with families and communities to address Child abuse and neglect by practicing in a way that ensures safety, permanency, and wellbeing for the Children and youth we serve.

1.1.3 CPS Vision Statement

Children First: Protected and Connected.

1.1.4 CPS Program Purpose

The purpose of the CPS program is to keep Children and youth safe in a way that ensures safety, permanency, normalcy, and well-being for the Children and youth we serve. CPS focuses on Children and youth and their families and seeks active involvement of the Children's parents, other family members, and the community to solve problems that lead to abuse or neglect.

The objectives of CPS are to:

A. Prevent further harm to Children and youth and to keep them with their families when possible;

B. Provide permanency for Children and youth in substitute care by eliminating danger, enhancing parental protective factors and returning them to their families; and C. Provide permanency for Children and youth who cannot return to their families.

1.2 Service Work Plan

The Contractor will comply with their service work plan resulting from their Response to Solicitation HHS0016552 to the extent that it does not conflict with any resulting Contract(s) from this Solicitation.

1.3 Required Studies, Reports, and Services

This Section 1.3 describes the different studies, reports, and services required of Contractor.

1.3.1 Foster and Adoptive Home Development (FAD) Home Screening

A Foster and Adoptive Home Development (FAD) Home Screening is a study of prospective FAD families to assess a parent's or potential Caregiver's past and present levels of functioning to determine their ability to foster or adopt and that meets HHS Residential Child Care Regulations (RCCR) Minimum Standards for Child Placing Agencies (CPA) (Minimum Standards). DFPS will authorize the FAD Home Screenings.

1.3.2 Kinship Caregiver Home Assessment (KCHA)

A Kinship Caregiver Home Assessment (KCHA) is a study of a household consisting of members who are related to the Child who is in DFPS managing Conservatorship. A KCHA is done when DFPS intends to place a Child in the home with a Relative or a person with a long-standing relationship with the Child in accordance with Texas Family Code Section 264.754, Investigation of Proposed Placement, and CPS Policy Handbook CPS Policy 6623 - Completing a Risk Assessment, and a Written Home Assessment of the Kinship Caregiver.

1.3.3 Health, Social, Educational, and Genetic History (HSEGH) Report

A Health, Social, Educational, and Genetic History (HSEGH) Report is a summary of the review of a Child's records and interviews, as applicable, with staff, Caregivers and family members. A HSEGH is also required to meet Minimum Standards for Child Placing Agencies (CPA) in accordance with Title 26 of the Texas Administrative Code (TAC) Section 749.3391 and Texas Family Code Sections 162.005 - 008.

1.3.4 Court Related Services

When required by DFPS, the Contractor, Child Placement Management Staff (CPMS), and Service Providers will provide expert services in court cases or proceedings that include but are not limited to providing testimony in court or a Deposition related to services. See Section 3.4, Court Related Service Requirements.

1.4 Eligible Populations

These services will be provided only to Children and Caregivers referred directly by DFPS to the Contractor. See Section 2.1, Services.

1.4.1 Child or Caregiver Characteristics

For these services, the following persons will be referred to as Child or Caregivers and have the following characteristics:

https://www.dfps.texas.gov/handbooks/CPS/Files/CPS_pg_6600.asp#CPS_6623 https://www.dfps.texas.gov/handbooks/CPS/Files/CPS_pg_6600.asp#CPS_6623

A. Biological Relatives or Fictive Kin who have expressed an interest in serving as the Caregiver for a Child;

B. Any person that DFPS is considering for a child’s placement;

C. Any person that a court with jurisdiction has ordered DFPS to screen or assess for a possible child placement; and D. A Child in DFPS Conservatorship who needs a Health Social Educational and Genetic

History (HSEGH) Report.

1.5 Contractor Staff

1.5.1 Qualifications and Roles

A. Key Personnel

1. Key Personnel refers to Contractor’s executive, administrative, accounting and financial staff, which includes but is not limited to, Executive Director, Administrator, Comptroller, Chief Financial Officer, Human Resources, or Business/Office Manager. Key personnel must have a minimum of one year relevant business experience that includes the following as applicable to the key personnel’s role in providing these services:

a. Performing under contract with an entity or agency providing social services or operating a private business or nonprofit providing services similar to these services;

b. Management;

c. Assigning and supervising the work of others;

d. Managing and accounting of contract funds; and

e. Maintaining an invoice and payment process.

2. Contractor must receive written DFPS contract manager approval documented on the Contractor Summary of Qualifications (Form 5519) for each employee identified as key personnel prior to their assignment to work on this Contract.

B. Child Placement Management Staff (CPMS)

1. CPMS must be employees of the Contractor. CPMS cannot be subcontractors.

See Section 1.5.5, Subcontractors.

2. CPMS must participate in court related services. See Section 1.3.4, Court Related Services.

3. CPMS must review and approve all studies and reports prior to being delivered to DFPS and supervise all Service Providers conducting home studies.

4. CPMS may also conduct studies and reports as a Service Provider; however, they must not approve their own work. A different CPMS must review and approve the home study.

5. Contractor must receive written DFPS contract manager approval documented on the Contractor Summary of Qualifications (Form 5519) for each employee identified as a CPMS prior to their providing services under this Statement of https://www.dfps.texas.gov/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#:%7E:text=5519,Subcontractors%2C%20and%20Volunteers.

http://www.dfps.state.tx.us/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#Assessment

Work’s (SOW) Contract.

6. CPMS must meet the CPMS Minimum Standards Qualifications (see 26 TAC

Sections 749.673 and 749.675). Contractor shall review the Minimum Standards and acknowledges and will comply with all updates to the Minimum Standards and will ensure that CPMS will meet this update during the Contract term.

C. Service Providers

1. Service Providers will conduct home studies, prepare reports and provide court-related services. See Section 1.3.4, Court Related Services.

2. Service Providers must meet the qualifications specified as Minimum Standards (see 26 TAC Sections 749.673 and 749.675).

3. Contractor is required to review the Minimum Standards and acknowledges and will comply with all updates to the Minimum Standards and will ensure that Service Providers will meet this update during the Contract term.

1.5.2 Contractor Staff Training Requirements

The Contractor must comply with the following training requirements and is responsible for all costs. All certificates of training or other documentation establishing that training has been completed must be maintained in the staff’s file. See Section 1.5.6, Staff Records.

A. Orientation

Any persons from the Contractor’s staff who are responsible for overseeing and managing the administration of the Contract and/or Service Provider network must attend an orientation training conducted by DFPS staff. DFPS will provide training prior to initial services being authorized. The orientation must be completed in order for the Contractor to receive Referrals.

B. Trauma Informed Care (TIC) Welfare Practices Training

CPMS and Service Providers must complete a two hour DFPS - Trauma Informed Care Training within 90 calendar days of their hire date with the Contractor.

C. Normalcy CPMS and Service Providers must complete two hours of Need for Normalcy:

A Training for Foster Parents within 90 calendar days of their hire date with the Contractor.

D. Reporting Suspected Abuse or Neglect of Child: A Guide for Professionals Training

The Contractor must comply with Section II (A) (Records Retention and Access) of the DFPS Vendor Uniform Terms and Conditions, Exhibit B, and CPMS and Service Providers must complete one-hour Reporting Suspected Abuse or Neglect of Child Training within 90 calendar days of their hire date https://traininghub.dfps.texas.gov/ https://traininghub.dfps.texas.gov/ https://www.dfps.texas.gov/Training/Normalcy/index.asp https://www.dfps.texas.gov/Training/Normalcy/index.asp https://traininghub.dfps.texas.gov/ https://www.dfps.texas.gov/Training/Reporting/default.asp https://www.dfps.texas.gov/Training/Reporting/default.asp with the Contractor.

E. Pre-Service Training CPMS and Service Providers who conduct FAD Home Screenings and HSEGH Reports must have received pre-service training consistent with the Minimum Standards for Child-Placing Agencies prior to providing services under this Contract.

1.5.3 Reporting of Contractor’s Staff, Subcontractors, and Volunteers

The Contractor must:

A. Submit a Contracting Entity and List of Staff, Subcontractors and Volunteers

(Form PCS-102) within 15 Business Days of Contract effective date, each month there is a change in staff, Subcontractors or volunteers, annually during the Contract Term, and as directed by DFPS. The Contractor is required to report all staff and persons providing services or who have access to a client’s information. This form is under General Documents on the Regional Contracting Forms page.

B. Report any new persons associated with this Contract to the DFPS contract manager using the Form PCS-102 prior to them providing service delivery;

and

C. Maintain a copy of the PCS-102 in the Contractor’s records. See Section 5.4, Record Keeping.

1.5.4 Criminal Background Check Requirement

A. Except as provided for in Subsection B below, the Contractor must comply with background check requirements as defined in Section VII (C) (Background History Checks and Right of Removal) in the DFPS Vendor Uniform Terms and Conditions.

B. Contractor must submit background check requests for criminal abuse and neglect history information for Key Personnel electronically through the DFPS Automated Background Check System (ABCS) according to the instructions at: DFPS - Automated Background Check System (ABCS).

C. Contractor must submit background check requests for non-Key Personnel through ABCS or Childcare Licensing Automated Support System (CLASS).

D. Any person, on the Contractor’s behalf, providing translators or interpreter services are exempt from this Section. The Contractor must ensure that all translators and interpreters must be accompanied at all times by the Contractor’s CPMS or Service Providers, who have a cleared background check, and are not to be left alone with the Caregiver or in the Caregiver's home.

1.5.5 Subcontractors

A. Requirements In addition to Section VII (W) (Subcontracting) in DFPS Vendor Uniform https://www.hhs.texas.gov/sites/default/files/documents/doing-business-with-hhs/provider-portal/protective-services/ccl/min-standards/chapter-749-cpa.pdf https://www.hhs.texas.gov/sites/default/files/documents/doing-business-with-hhs/provider-portal/protective-services/ccl/min-standards/chapter-749-cpa.pdf http://www.dfps.state.tx.us/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#General_Documents http://www.dfps.state.tx.us/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#General_Documents https://www.dfps.texas.gov/Background_Checks/ABCS.asp https://www.dfps.texas.gov/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp

Terms and Conditions, Exhibit B Subcontractors providing services under the Contract must meet the requirements as specified in this Contract for the Service being provided and CPMS cannot be Subcontractors.

1. Contractors planning to utilize Subcontractors must submit a copy of the documentation required in Section 1.5.5.B, Subcontractor Policy and Procedures within sixty calendar days of the effective date of the Contract(s).

2. The Contractor must submit and obtain written acceptance of its Subcontracting policies and procedures from the designated DFPS contract manager.

B. Subcontractor Policy and Procedures The Contractor at a minimum, must:

1. Detail the Contractor’s method(s) of selecting a Subcontractor. The method identified must adequately meet all applicable state, federal, and program requirements, including any requirements for competitive procurement.

2. In addition to requirements in Section VII (C) (Background History Checks and Right of Removal) in Section II in DFPS Vendor Uniform Terms and Conditions, Exhibit B, include the requirement to maintain a copy of the Subcontractor’s cleared or otherwise acceptable background check and documents to support the Subcontractor has met any Subcontract requirements for insurance, licensure, certifications, or applicable credentials.

3. Detail the Subcontracting monitoring risk analysis, contract monitoring scope to include any performance measures and their associated metrics or methods used to determine performance, processes and tools, and methods used to report the results to the Subcontractor and documented efforts to the obtainment of resolution for substandard performance.

4. Detail procedures to monitor that Subcontracted services are being delivered and Subcontractors are being paid, as required by the Contract.

5. Detail the process for handling complaints about the Subcontractor’s services.

C. In addition to the Requirements in Section VII (W) (Subcontracting) in DFPS Vendor Uniform Terms and Conditions, Exhibit B, the Contractor’s Subcontract must at a minimum:

1. Contain a clause requiring the Subcontractor to accept and abide by all terms and conditions applicable to Subcontractors under a Contract.

2. Hold DFPS harmless for the payment for services performed by the

Subcontractor.

3. Clearly describe contract terms including, but not limited to, the following:

a. All parties to the Contract;

b. The scope of work to be performed;

c. The administrative duties associated with the delivery of services;

d. Work schedules or when work is to be performed;

e. The credentialing requirements;

f. Compensation and rates of pay to include a measurable method of payment and incentives or remedies and their basis;

g. Contract performance requirements;

h. Description of monitoring to be conducted;

i. Reference or includes all terms required by this Contract;

j. A termination clause; and

k. All appropriate clauses to accomplish the contracted services at the service level expected in this Contract.

1.5.6 Staff Records

The Contractor must maintain their staff’s records and documents that indicate compliance with Minimum Standards qualifications. See Section 1.5.1, Qualifications and Roles.

Each staff record for key personnel, CPMS, and Service Provider must include the following:

A. A copy of each submitted and approved Summary of Qualifications (Form 5519) for all key personnel, CPMS and Service Providers;

B. Documentation that clearly establishes that the CPMS and Service Providers meet minimum standard qualifications;

C. Copy of the criminal and DFPS History Check completed, to include Forms 2970c and 2971c and the cleared disposition;

D. Current and executed subcontract for each individual Service Provider, as applicable;

E. A copy of the signed and submitted Subcontracting Review & Acceptance (Form

PCS-107);

F. Training logs and associated certificates indicating completion of required training;

and

G. Copies of all DFPS approved Contracting Entity and List of Staff, Subcontractors and Volunteers (Form PCS-102).

2.0 Service and Referral Management Specifications

2.1 Services

The Contractor must provide the following services while executing the required items in Section 1.3, Required Studies, Reports, and Services:

A. Managing a network of well-trained and qualified CPMS and Service Providers who have the capacity to meet DFPS’ needs throughout the Contract term, including months when there is a temporary and significant increase in Referrals;

B. Ensuring that all staff and persons providing services under this Contract meet all Minimum Standards and qualifications and background check requirements in Section 1.5.4.A, Criminal Background Check Requirement;

C. Ensuring that all staff’s work indicates that they possess critical thinking skills and excellent writing skills;

D. Conducting thorough reviews of completed home studies and reports prior to the submission to DFPS to ensure acceptance. See Section 1.5.1, B.3, Qualifications and Roles;

E. Developing and maintaining a system to manage Referrals and their assignment, as well as providing flexibility to meet the Caregiver family's schedule;

F. Delivering completed home studies and reports within the deadlines in Tables 2 and 3. See Section 2.2.7, Completed Referral Submission Deadlines;

G. Providing instruction on court etiquette and testimony;

H. Developing and maintaining a continuous quality improvement process as outlined in Section 5.1, Continuous Quality Improvement;

I. Ensuring participation and cooperation in addressing and resolving Complaints received by DFPS. See Section 5.2, Complaint Resolution; and J. Ensuring participation in performance compliance review meetings and any other requested meetings as outlined in Section 4.1.2, Performance Compliance Review and Other Requested Meetings.

2.2 Referral Management

The Contractor must develop and maintain processes to manage Referrals and assignments. These processes shall include, but are not limited to, the following:

A. Developing and maintaining a system that effectively handles Referrals within the deadlines in Section 2.2.2, Initial Contact and Acknowledgement, with Contractor staff working closely with CPS staff to ensure that Caregivers are contacted promptly upon receipt of the Referral, and that Referrals are not delayed, returned, or withdrawn due to minor errors or incomplete information that is readily available from CPS;

B. Be available by phone and email from 8 a.m. to 5 p.m. Monday through Friday, except on State of Texas Holidays.

C. CPMS and Service providers are expected to adjust schedules to accommodate the needs of Caregivers and other persons as necessary to complete the home study or report within the established timeframes for the Referral as described in Tables 2 and 3. See Section 2.2.7, Completed Referral Submission Deadlines;

D. Prevent conflicts of interest or bias by not assigning a Referral to a CPMS or Service Provider who has or may have a conflict of interest based on previous familiarity with or knowledge of the Caregiver assessed; and

E. Prevent the appearance of conflicts of interest or bias by complying with the following requirements:

1. A FAD parent cannot conduct, prepare, or review home studies for a CPA if they are currently verified to foster or approved to adopt by that CPA;

and

2. A person cannot be a FAD parent for a CPA for which they have completed home studies within the prior two calendar years from the contract execution date.

2.2.1 Service Authorization and Referral Packet

DFPS will authorize services by using a CPS Service Authorization (Form 2054) and

Referral packet. The Contractor must receive both prior to delivery of services.

A. Definition:

Background check eligibility: “Background check eligibility” refers to an “eligible” or “not eligible” designation determined by DFPS based upon a review of each household member’s Criminal History Records Information and Central Registry Background Check.

B. Referral Packet:

The following documentation must be included in the Referral packet based on the type of service requested, unless otherwise noted. The documentation is to be reviewed by the Contractor upon receipt to ensure that the required information has been received and must notify DFPS within two Business Days if any information is missing.

1. For FAD Home Screening and FAD with Kinship:

a. Service Authorization (Form 2054);

b. Routing and Approval (Form 2700FAD);

c. Background check eligibility for each household member;

d. Home Screening Referral (Form 2178FAD) for Referrals within

Region or Request for Kinship, Conservatorship, and Adoption Services (also referred to as the Universal Referral Form (Form 2077)) for Referrals from one DFPS Region to another; and

e. When a FAD with Kinship is authorized, a copy of the most recent KCHA which must have been completed within the previous year.

2. For KCHA:

a. Service Authorization (Form 2054);

b. Routing and Approval (Form 2700KIN);

c. Background check eligibility for each Caregiver and household member;

d. Affidavit of Removal;

e. Kinship Request for Assessment (Form 6581) for Referrals within a

Region or Request for Kinship, Conservatorship, and Adoption Services (Universal Referral Form 2077) for Referrals from one Region to another;

f. If ICPC, Statement of Case Manager/Potential Placement/Party Under ICPC Regulation 2; and

g. If ICPC, Form ICPC 100A.

3. For HSEGH Report:

a. Service Authorization (Form 2054);

b. Routing and Approval (Form 2700HSEGH);

c. Referral for HSEGH Report (Form 2644); and

d. Compact disc or other electronic storage medium containing the

Child's case information.

https://aphsa.org/OE/AAICPC/ICPC_Regulations.aspx https://aphsa.org/OE/AAICPC/ICPC_Regulations.aspx

4. Additional Information for Reports and Studies:

For Sections 2.2.1(B)1-3 above, the Referral packet may also include the following documentation:

a. Preliminary Kinship Caregiver Home Assessment (Form 6587);

b. Cover memo requesting the KCHA or HSEGH Report;

c. Description of the Child (health, emotional, educational and social needs);

d. Information on the proposed Placement;

e. Psychological testing report or other evaluation;

f. Child’s plan of Service;

Related case file documentation needed to complete the HSEGH Report; and/or

g. other information that would help the Contractor conduct the home study or report.

2.2.2 Initial Contact and Acknowledgement

A. Contractor must Contact or attempt to Contact the Caregiver no later than 24 hours from receipt of the Service Authorization and Referral packet in order to schedule a Face-to-Face (in person) interview for the home study and to verify the household composition remains as documented in the Referral. See Section 2.2.1, Service Authorization and Referral Packet.

B. If Caregiver is non-responsive within 24 hours from the initial Contact attempt, see Section 2.2.3(C), Return of Uncompleted Referral, below for additional instructions.

C. Initial Contact requirement does not apply to HSEGH Referrals.

2.2.3 Return of Uncompleted Referral

It is expected that the Contractor will ensure that all Referrals are processed within the required timeframes in Section 2.2.2, Initial Contact and Acknowledgement, and that any additional information, when needed or missing, is requested from DFPS by e-mail.

However, there are instances when a Referral must be returned to DFPS for one of the following reasons:

A. Unable to Reach Caregiver

1. If Caregiver’s Contact information is invalid, notify the referring DFPS staff to request additional Contact information and instructions on how to proceed.

2. If Contact information appears to be valid but the Caregiver has not responded within 24 hours of Contractor's initial Contact attempt, notify the referring DFPS staff to request additional Contact information or assistance with Contacting the Caregiver.

3. If additional contact information is unavailable or Contractor is still unable to reach the Caregiver by the deadline to acknowledge receipt of Referral.

See Section 2.2.2, Initial Contact and Acknowledgement, the Service Authorization and Referral packet may be returned to DFPS.

4. Document all attempts in a Contact log that includes, but is not limited to the following information:

a. Date;

b. Time; and

c. Method of Contact.

B. Referral Packet Incomplete

1. If the Referral packet is incomplete due to missing required documents or information, Contractor will request missing information from the referring DFPS staff within the timeframes provided in Section 2.2.2, Initial Contact and Acknowledgement.

2. If information is not received 48 hours prior to the date the home visit is scheduled, the Contractor will notify the DFPS staff and CPS supervisor noted in Section I of the Routing and Approval (Form 2700) that the Referral will be returned if documentation is not received within 24 hours prior to the scheduled home visit.

C. Caregiver or Household Members Unavailable If Caregiver or household members are unavailable based on the timeframes listed in Table 1 below, from the date the Service Authorization and Referral packet are acknowledged. See Section 2.2.2, Initial Contact and Acknowledgement, and they do not agree to reschedule for a date that is within 30 calendar days of the date the Referral was received, the Referral packet may be returned to DFPS.

Table 1: TIMEFRAMES OF UNAVAILABILITY

Referral Type Consecutive Calendar Days Caregiver Unavailable

Expedited - 5 Days 2 Expedited - 10 Days 4

Expedited or Standard –15 Days 5 Standard - 20 Days 7

2.2.4 Notification of Referral Return

A. Upon determination that the Referral meets the criteria to be returned, Contractor must notify the referring DFPS staff no later than two Business Days. The notification must include the following information:

1. Date and time of each Contact attempt;

2. Method of Contact (phone, text, email);

3. Results of Contact (left message, phone number not working, etc.); and

4. Date and time the referring DFPS staff were notified that Caregiver was unresponsive. See Section 2.2.3(A), Return of Uncompleted Referral.

http://www.dfps.state.tx.us/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp

B. The Contractor will not charge DFPS for a returned Referral packet that is sent back to DFPS.

C. A Referral may not be returned due to unavailability of CPMS or Service Provider.

D. If a Referral is returned and DFPS chooses to submit a new one, then the Referral process will start over. See Section 2.2.2, Initial Contact and Acknowledgement.

2.2.5 Withdrawal of Referral

A. DFPS will allow a Referral to be withdrawn if one of the following occurs:

1. The Caregiver provides notice in writing to the Service Provider, CPMS, Contractor or DFPS that they no longer want to be considered for Placement of a Child;

2. DFPS notifies the Contractor by e-mail that the Referral is no longer needed;

3. DFPS notifies the Contractor by e-mail of information that may result in the immediate rejection of the Caregiver for placement of a child; or

4. The Caregiver is Uncooperative. DFPS must determine if the Caregiver is Uncooperative. Unanticipated delays or unexpected periods of unavailability by the Caregiver or household members, identified after the initial Contact, are not necessarily considered Uncooperative by DFPS.

B. The Referral remains active until notified otherwise by DFPS, and the applicable timeframe applies to complete the home study or report.

C. The Contractor must notify the referring DFPS staff by email within one Business Day of their knowledge of the Caregiver or household’s withdrawal.

D. The Contractor must complete and submit the Routing and Approval (Form 2700) and Withdrawal Report (Form 5520) to the DFPS staff making the Referral for approval within three Business Days of the withdrawal.

2.2.6 Rescheduled Referral

There are circumstances under which a Referral may be rescheduled, at no cost to DFPS, and as approved and determined by DFPS. All rescheduled Referrals must be in writing and sent to the DFPS staff and CPS supervisor listed in Section I of the Routing and Approval (Form 2700).

A. A Referral may be rescheduled when the Caregiver notifies the Service

Provider, CPMS, Contractor or DFPS that they are unavailable within the deadlines in Table 1, Section 2.2.3(c), Return of Uncompleted Referral, and agree to a home visit appointment date that is within 30 calendar days of the date the Referral was received by the Contractor.

B. A Referral may be rescheduled in other situations, with prior approval by DFPS in writing and include, but are not limited to, rescheduling due to Caregiver's unexpected illness that requires that the home visit be rescheduled, or rescheduling at DFPS’ request due to additional information regarding household members that needs to be reviewed or obtained.

C. The request to reschedule, including the reason for rescheduling and the date the home visit is to be conducted, must be submitted to DFPS staff making the Referral within one Business Day from the date notified by the Caregiver. The Contractor must include in the notification the minimum required information below:

1. Date of initial Contact;

2. Name of Caregiver Contacted;

3. Reason for the unavailability and period of unavailability; and

4. Date of availability.

D. Rescheduled date must be within 30 calendar days of the date the Referral was received by the Contractor.

E. The approved rescheduled date must be noted on the appropriate Routing and Approval Form (Form 2700) with a copy of the email from DFPS approving the request to reschedule.

F. The rescheduled appointment date becomes the new Referral date for due date calculations and does not include two additional Business Days for acknowledgement to the rescheduled appointment date.

G. Contractor will maintain all documentation for the rescheduled Referral and verify with the Caregiver that there have been no changes prior to the rescheduled home visit date. DFPS will not resubmit the Referral packet.

H. The Referral remains active until notified otherwise by DFPS, and the applicable deadline must continue to apply to completing the home study. The deadline can be found in Tables 2 and 3 of Section 2.2.7, Completed Referral Submission Deadlines.

2.2.7 Completed Referral Submission Deadlines

A. Unless the Contractor is authorized by DFPS to perform a home study or report within an expedited timeframe, the Contractor must deliver to DFPS home studies and reports in accordance with the standard deadline (See Table 2).

B. The first day of the deadline’s timeframe is the earlier of one of the following.

See Section 2.2.2, Initial Contact and Acknowledgement:

1. The Business Day after the Contractor sends DFPS the required e-mail acknowledging Contractor’s receipt of the Referral; or

2. Two Business Days after the Contractor received the Service Authorization (Form 2054) and Referral packet.

C. Completed Documents must be received during DFPS regular business hours on the date due. If the due date falls on a weekend or holiday, the email must be received by 5:00 pm CST on the following Business Day.

D. If the Contractor does not submit a completed home study or report by the deadline, the Contractor will receive a reduced fee as long as it can still be used by DFPS for its intended purpose. See Section 6.0(F), Unit Rates for Home Studies, Reports, and Court Related Services.

E. If DFPS requires revisions to a home study or report submitted and the revisions cannot be made within the applicable timeframe, as described in Tables 2 and 3 below, then the Contractor will receive the reduced unit rate for the revised and accepted home study or report as long as DFPS can use the home study or report for its intended purpose.

F. There is no specified timeframe for DFPS to complete the review of the study or report and determine if it has been accepted.

Table 2

DFPS STANDARD DEADLINE FOR

DELIVERY OF COMPLETED HOME STUDIES AND REPORTS

SERVICE TYPE DEADLINE

FAD Home Screening

20 Calendar Days from Referral Acknowledgement Date

HSEGH Report

KCHA 15 Calendar Days from Referral Acknowledgement Date

Table 3

DFPS EXPEDITED DEADLINES FOR

DELIVERY OF COMPLETED HOME STUDIES AND REPORTS

SERVICE TYPE DEADLINE

FAD Home Screening 15 Calendar Days from Referral Acknowledgement Date

HSEGH Report

KCHA – depending on specified expedited deadline

5 Calendar days from Referral Acknowledgement Date 10 Calendar Days from Referral Acknowledgement Date

3.0 Screening and Reporting Requirements

A. Contractors must download all forms and guides needed to conduct screenings, reports, and assessments. Contractors must ensure they are utilizing the current version of the forms and guides required on the Regional CPS Contracting Forms page under Home Study and Report Services.

B. At the request of, and at no cost to DFPS, the Contractor must provide DFPS information on the status and progress of Referrals.

http://www.dfps.state.tx.us/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#Assessment

C. The Contractor shall not record any interview as part of any services under the Contract. If a family wants to record an interview for their own personal reasons, DFPS will not preclude it.

3.1 FAD Home Screening Requirements

A. For a period of 12 months from the time a DFPS FAD Home Screening is authorized, Contractor must not recruit these families to be a Contractor, verified FAD home or participate in other professional services such as mental health treatment services.

B. After receiving the Referral, the Service Provider or CPMS must:

1. Conduct required interviews that comply with the Minimum Standards in

Title 26 Sections 749.2449 and 749.3625, of TAC.

2. Obtain DFPS prior approval for any exceptions to the Minimum Standards noted in Section 3.1.1, FAD with Kinship Home Screening Requirements, above. DFPS has sole authority to approve exceptions to Minimum Standards applicable to Contractor. Documentation of exception approval by the CPS Regional Liaison for Home Study and Report Services must be addressed in the screening report and submitted as an attachment to the completed home study.

3. Have a Face-to-Face interview with all members of the Caregiver’s household, who are at least three years of age and older. The Service Provider or CPMS must observe Children three years old and under in the home and must document their health and interaction with other household members.

4. Ensure that at least one of the interviews takes place in the Caregiver’s home when all household members are present.

5. Notify DFPS immediately, by e-mail, if any household member is unavailable for Face-to-Face interview and obtain instructions on whether to proceed with the Referral.

6. Compile the home study in the format provided in FAD Home Screening (Form 2191) and comply with FAD Home Screening Instructions (Form 2191ins).

C. Submit completed home study, referenced in Section 2.2.7, Completed Referral Submission Deadlines, by email unless otherwise specified by DFPS and include:

1. Electronic file created in Microsoft Word typed in 11 or 12-point font in

Verdana, Helvetica, Arial or Sans Serif, with signature section separate from all the other sections to keep the signature page intact so that it will print on one page;

2. Electronic files of no more than ten digital photos that sufficiently portray the condition or appearance of the following:

a. Outside and inside of home, including backyard and bathroom(s);

b. Identified areas of concern or safety issues;

c. Where Children will sleep; and

d. Cleanliness of home.

D. A hard copy signature page with original handwritten ink signatures must be maintained in the Contractor's record and provided to DFPS upon request.

DFPS may request the hard copy signature page for an FBI individual Referral, or for all Referrals within a specific county or Region;

E. An electronic copy of the signed signature page in PDF format identifiable by title that contains the Caregiver’s first initial and last name;

F. Completed home studies must be sent by e-mail identifying the Caregiver’s first initial and last name in the ‘subject’ line; and

G. Contractor must maintain documentation of the method of delivery of the work product, such as a copy of the email verifying the date and time sent.

3.1.1 FAD with Kinship Home Screening Requirements

This is a FAD Screening that uses information contained in a KCHA that was previously completed within the past one-year. The Contractor will comply with all applicable requirements for completing a FAD Screening as noted in Section 3.1(B), FAD Home Screening Requirements, above, and the following:

A. The Service Provider or CPMS must conduct all Contacts (including Face-to-

Face) as required in Minimum Standards. Contractor may not use previous Contacts completed for the KCHA to meet requirements in Section 3.1(B), FAD Home Screening Requirements, above.

B. The Contractor must complete the home study in the format provided in FAD Home Screening with Kinship Guide (Form 2193) and instructions corresponding to the home study.

C. If the Contractor was not the original creator of the KCHA, a FAD with Kinship is not to be completed. Contractor will notify the DFPS staff making the Referral within the timeframe stated in Section 2.2.2, Initial Contact and Acknowledgement, by e-mail.

3.2 KCHA Requirements

The Service Provider or CPMS must:

A. Ensure that a signed Kinship Release of Information and Acknowledgements (Form 0399/0399s (Spanish)) is obtained from any other household members aged eighteen years or older if not identified in the Referral packet;

B. Ensure that a Risk Assessment (Form 2049) is completed;

C. Have one Face-to-Face interview with all household members;

D. Notify DFPS immediately if any household member is unavailable for Face- to-

Face interview and obtain instructions on how to proceed with the Referral.

E. Interview at least five references provided by the Caregiver. Three of the references must be from non-Relatives and two from Relatives;

F. Deliver a Kinship Profile Questionnaire (Form 0398/0398s) to the Caregiver;

G. Deliver a Kinship Manual in the Caregiver's preferred language (with the exception of Children placed from out-of-state), which can be delivered https://www.dfps.state.tx.us/Child_Protection/Kinship_Care/documents/KinshipManual.pdf electronically if the Service Provider or CPMS verifies that the household has a working computer and internet access. The Kinship Manual is not provided to the Caregiver of a Child who is in the Conservatorship of another state;

H. Compile the home study for submission to DFPS in the format and instructions provided in the Kinship Caregiver Home Assessment Template (Form 6588);

I. Submit completed home studies by email unless otherwise specified;

J. Ensure home studies meet the requirements; and K. Ensure effective Communication with Caregivers.

The Contractor must ensure the following requirements are met:

A. Service Providers and CPMS are required to be able to communicate effectively with the Caregiver, which may require them to use a translator or interpreter.

Contractor may not utilize a translator or interpreter paid through any DFPS contract.

B. Contractor must not refuse a Referral based on the need for a translator or interpreter.

C. Translators and interpreters must not be alone with Caregiver or household members. See Section 1.5.4.D, Criminal Background Check Requirement.

D. The Service Provider must ensure the availability of auxiliary aids when required to communicate with referred individuals with hearing, vision, speech or other communication impairments.

3.3 HSEGH Report Requirements

A. The Service Provider or CPMS must:

1. Review DFPS official case records, related documents and information provided to Contractor by DFPS as provided in Section 2.2.2, Initial Contact and Acknowledgement;

2. Contact individuals identified in HSEGH Referral Form (Form 2644), who may be able to provide additional information not in the DFPS file as provided in the instructions;

3. At DFPS request, conduct a Face-to-Face interview with the child or their biological family;

4. Compile the report for submission to DFPS in the format provided in Health, Social, Educational, and Genetic History (Form 2649) and comply with HSEGH Report Instructions for Contractor (Form 2649ins);

B. Submit the completed HSEGH reports by email unless otherwise specified.

Timeframes can be found in Tables 2 and 3 of Section 2.2.7, Completed Referral Submission Deadlines; and

C. Ensure the report meets the requirements in Section 3.1(B), FAD Home Screening Requirements above.

3.3.1 Review of Completed Home Studies and Reports

A. Contractor must develop and manage a system by which CPMS will review completed home studies and reports before they are sent to DFPS for approval to ensure they comply with the requirements in any Contract(s) resulting from this Solicitation.

B. DFPS must be able to use the submitted home study or report for its intended purpose.

C. The review must ensure that the home study or report:

1.Is complete, clear, concise, accurate, and free of spelling, grammar, and punctuation errors;

2.Has addressed concerns in Referral and preliminary study or report;

3.Has addressed all required Minimum Standards with specific wording that clearly indicates that the Minimum Standards have been met; and 4.Has clearly identified relationships between each person identified in the home study or report.

D. This system of review must operate within the timeframes established in this SOW.

3.4 Court Related Service Requirements

A. The Contractor will provide court related services when required by DFPS and when they have received a Service Authorization Form 2054 for these services.

This includes but is not limited to court testimony, depositions and informal mediation participation.

B. The Contractor is responsible for providing instruction on court etiquette and testifying to their staff.

C. The Contractor must:

1. Ensure staff requested to perform court related services have personal knowledge of the matters to be discussed;

2. Ensure that all requested or subpoenaed staff will attend Depositions and

Court Appearances at appointed times and locations; and

3. Complete a Court Related Services Case Note (Form 2057) for any court related service authorized by DFPS and obtain a DFPS signature for these services.

3.5 Caregiver/Child Records

The Contractor must maintain individual and complete home studies and reports in a central location and the records must include but are not limited to the following:

A. Service Authorization (Form 2054) and Referral packet with a clearly documented date received from DFPS;

B. For each Service invoiced to DFPS, the applicable completed and CPS-approved

Routing and Approval Form (2700KIN, 2700FAD or 2700HSEGH) with documented disposition of Referral;

http://www.dfps.state.tx.us/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/forms.asp#General_Documents

C. Applicable Kinship Referral Form, Request for Services (Kinship), ICPC Regulation 2 Case Manager statement, or Referral for HSEGH Report (Form 2644) with a clearly documented receipt date and its associated documents;

D. Contact Log that documents:

1. Caregiver Contacts;

2. Attempts to Contact;

3. The agreed-upon date and time for conducting the Face-to-Face visit and any subsequent rescheduling;

4. Record of CPS staff notifications or other Contract-related Contacts; and

5. The date, time and person Contacted (title);

E. Completed home study or report with required information and documentation to include the Contractor’s review and certification that the home study or report met the Contract’s requirements;

F. Documentation of date, day and time of electronic submission of the home study or report to include PDF signature page and the method of submission to the DFPS staff Contact; or if hard copy, method of submission the Contractor used to deliver a hard copy of the signature page with original signatures, if requested by DFPS;

G. Documentation of withdrawn home study or report submitted to include a copy of the completed and submitted Withdrawal Report (Form 5520);

H. Documentation of court-related services provided, including copy of signed Court Related Services (Form 2057);

I. Documentation of translator or interpreter when used to complete a home study or report that assisted the CPMS or Service Provider with communicating with the Caregiver(s) or household members; and

J. Copy of any other required reports or documents that relate to services provided under or the performance of this Contract.

4.0 Performance Measures

Contractor shall comply with the performance measure requirements in Exhibit G, Performance Measures.

4.1 Performance Compliance Review Meetings

The Contractor shall document on-going quality improvement efforts and maintain documentation of all reports required in Section 3.5, Caregiver/Child Records.

4.1.2 Performance Compliance Review (PCR) and Other Requested Meetings

A. Purpose The purpose of the PCR meetings is for DFPS to provide oversight to the

Contractors which includes, but is not limited to, guidance on initiating services, receiving Referrals from the exiting Contractor, and providing ongoing feedback on the Contractor’s performance throughout the duration of the Contract.

B. Meetings Contractor is responsible for coordinating with DFPS staff and scheduling the quarterly meetings. The quarterly meetings will include the following topics:

1. DFPS providing on-going feedback on the Contractor’s performance;

2. DFPS informing the Contractor of any issues to be resolved;

3. Contractor and DFPS working together to provide solutions and recommendations to improve performance and resolve issues; and

4. The Contractor providing information as requested by DFPS.

C. Format Meetings may be held Face-to-Face or by a virtual method. It is at the sole discretion of DFPS whether a Face-to-Face meeting is needed versus virtually.

D. Attendees Contractor, DFPS Contract and CPS Program staff will participate in the PCR meetings.

E. Dates of Quarterly Meetings PCR Meetings will begin after the Contract is executed and continue throughout its Contract term. At the first PCR meeting, DFPS and the Contractor will work together to establish meeting guidelines and protocols.

F. Organizer The Contractor will be the meeting organizer and complete the following:

1. Secure the meeting location or conference call line and choose the meeting date in collaboration with DFPS staff;

2. Notify attendees of meeting information and agenda; and

3. Provide documentation and reports requested by DFPS (see PCR Meeting

Best Practices and Guidelines).

G. Reports

For each annual Contract period (September 1st – August 31st), the Contractor must submit quarterly and aggregated reports for each PCR meeting that include:

1. Number of withdrawals and their associated reasons by home study or report type. See Section 2.2.5, Withdrawal of Referral. The Contractor will use the following reasons:

a. Caregiver withdrew;

b. DFPS withdrew the Referral;

c. DFPS withdrew the Referral at the Contractor’s notification of

d. information that resulted in immediate rejection; or

e. The clients are Uncooperative.

http://www.dfps.state.tx.us/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/training.asp http://www.dfps.state.tx.us/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/training.asp http://www.dfps.state.tx.us/Doing_Business/Purchased_Client_Services/Regional_CPS_Contracts/training.asp

2. Number of Referrals returned to DFPS and the reason for return, organized by type of home study or report. The Contractor will use the following reasons as described in Section 2.2.4, Notification of Referral Return:

a. Caregiver unresponsive;

b. Invalid Contact information;

c. Incomplete Referral packet;

d. Caregiver unavailable and does not agree to reschedule; or

e. Other (provide brief description of any other reasons not listed above).

3. Number of completed home studies or reports returned by DFPS for correction and reason for correction organized by home study or report type;

4. Number of rescheduled home studies or reports and reason why rescheduled that is organized by home study or report type;

5. Prior PCR meeting…