F1311510704_DCFITN2122047CBCCircuit1.pdf

DCF ITN Template: 1 of 42 (PMT-06-2021) Effective 7/31/2020

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

NORTHWEST REGION – CIRCUIT 1

INVITATION TO NEGOTIATE

Community-Based Care Lead Agency for Circuit 1

ITN#: DCF ITN 2122 047

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

1.2 Term of the Agreement

1.3 Contact Person and Procurement Officer

1.4 Official Notices

1.5 Protests ……………………………………………………………………………………………4

SECTION 2. ITN PROCESS

2.1 General Overview of the Process

2.2 Limitations on Contacting Department Personnel and Others

2.3 Limitations During Negotiations

2.4 Timeline

2.5 Woman--, Veteran--, and Minority-owned Small Businesses Participation

2.6 Pre-solicitation Conference

2.7 Written Questions and Department Answers

2.8 Receipt of Replies

2.9 Form PUR 1001

2.10 Department’s Discretion

SECTION 3. SPECIFICATIONS

3.1 Definitions

3.2 Minimum Programmatic Specifications

3.3 Minimum Financial Specifications

3.4 Composition of the Contract

3.5 Order of Precedence

3.6 Supporting Documentation

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Reply

4.2 Contents of the Programmatic Reply

4.3 Content of the Financial Reply

4.4 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

5.1 Evaluation Criteria:

5.2 Evaluation Phase Methodology

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5.3 Negotiation Phase Methodology………………………………………………………………26

5.4 Notice of Intent to Award………………………………………………………………………27

APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

APPENDIX II: VENDOR’S CERTIFICATIONS

APPENDIX III: QUESTION SUBMITTAL FORM

APPENDIX IV: SUBCONTRACTOR LIST

APPENDIX V: BUDGET SUMMARY AND DETAIL INSTRUCTIONS

APPENDIX VI: PROJECT BUDGET SUMMARY

APPENDIX VII: PROPOSED COST ALLOCATION PLAN

APPENDIX VIII: DEPARTMENT’S CBC STANDARD CONTRACT

APPENDIX IX: DEPARTMENT’S SUPPLEMENTAL CONTRACT

APPENDIX X: FEDERAL GRANT COMPLIANCE INTRODUCTION

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SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

The Department of Children and Families (Department), Northwest Region, Circuit 1 for Escambia, Okaloosa, Santa Rosa, and Walton counties, is seeking Foster Care and Related Services. “Related Services” includes, but is not limited to, child abuse prevention and protection, adoptions, family preservation, independent living, emergency shelter, residential group care, therapeutic foster care, intensive residential treatment, foster care supervision, case management, coordination of mental health services, post-placement supervision, permanent foster care, and family reunification. This ITN will result in one or more contracts that will provide child protection and child welfare services to children in Escambia, Okaloosa, Santa Rosa, and Walton counties as outlined in section 409.986, Florida Statutes (F.S.). Any vendor interested in participating must comply with the terms of this

ITN.

1.2 Term of the Agreement

The anticipated start date of the resulting contract is July 1, 2022. The anticipated duration of the contract is five years. Renewal, if any, shall comply with s. 287.057(13), F.S.

1.3 Contact Person and Procurement Officer

The sole contact point for communication (which will only be accepted in writing) regarding this ITN is Kimberly Houlios, Procurement Officer.

The only permitted means of contact is by email: Kimberly.Houlios@myflfamilies.com.

1.4 Official Notices

All notices, decisions, intended decisions, addenda (including Notices of Intent to Award), and other matters relating to this ITN will be posted on the Department of Management Services (DMS) Vendor Bid System (VBS) located at: http://www.myflorida.com/apps/vbs/vbs_www.main_menu

It is the responsibility of vendors to check the VBS for addenda, notices of decisions and other information or clarifications to this ITN. Posting on the VBS is the only official notice for determinations of timeliness of protests (see Section 1.5).

1.5 Protests

Any protest concerning this ITN shall be made in accordance with sections 120.57(3) and 287.042(2), F.S., and Rule Chapter 28-110, Florida Administrative Code (F.A.C.).

Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

Notices of Protest must be filed with the Clerk of Agency Proceedings (Agency.Clerk@myflfamilies.com).

SECTION 2. ITN PROCESS

2.1 General Overview of the Process

The ITN process is divided into two phases, the Evaluation Phase and the Negotiation Phase. The Evaluation Phase involves the Department’s initial evaluation of replies. During the Evaluation Phase, replies from responsible and responsive vendors are eligible for evaluation. The Department will then select one or more vendors within the competitive range to participate in negotiations.

mailto:Kimberly.Houlios@myflfamilies.com http://www.myflorida.com/apps/vbs/vbs_www.main_menu mailto:Agency.Clerk@myflfamilies.com

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During the Negotiation Phase, the Department may request revised replies, and best and final offers based on the negotiations. Following negotiations, the Department will post a notice of its intended decision. If a contract is awarded, the notice will identify the vendor(s) selected.

By submitting a reply, the vendor agrees to each of the certifications listed in this ITN, unless otherwise indicated.

The Department may request vendor presentations.

2.2 Limitations on Contacting Department Personnel and Others

Vendors to this ITN or persons acting on their behalf may not contact, between the release of the ITN and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state approved holidays, any employee or officer of the executive or legislative branch concerning any aspect of this ITN, except in writing to the Procurement Officer or as provided in the ITN documents. Violation of this provision may be grounds for rejecting a reply.

2.3 Limitations During Negotiations

During the Negotiation Phase of this ITN, communication between the members of the prospective vendor’s negotiations team and the Department’s negotiation team is permissible, but only during recorded negotiation sessions.

2.4 Timeline

Activity Date Time Eastern

Address Section Reference

ITN advertised and released on VBS

February 21, N/A VBS Electronic Posting site:

http://myflorida.com/apps/vbs/vbs_w ww.main_menu

1.4

Written questions must be received by

March 14, 2:00 PM See Section 1.3 2.7

Department’s response to question

April 4, 2022 N/A VBS Electronic Posting site: http://myflorida.com/apps/vbs/vb s_www.main_menu

2.7

Sealed reply must be received by the Department

April 26, 2:00 PM See Section 1.3 2.8.1 http://myflorida.com/apps/vbs/vbs_www.main_menu http://myflorida.com/apps/vbs/vbs_www.main_menu http://myflorida.com/apps/vbs/vbs_www.main_menu

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Activity Date Time Eastern

Address Section Reference

*Reply opening April 26, 3:00 PM Please join meeting from your computer, tablet or smartphone.

https://www.gotomeet.me/SolicitationA dministration

You can also dial in using your phone.

United States (Toll Free): 1 866 899 4679 United States: +1 (571) 317-3116

Access Code: 687-621-357

2.8.3

Anticipated Negotiation Phase

May 1, –May 27, 2022

N/A N/A 5.3

Anticipated posting of intended contract award

June 10, 2022 N/A VBS Electronic Posting site:

http://myflorida.com/apps/vbs/vbs_w ww.main_menu

5.4.4

Anticipated effective date of contract

July 1, 2022 N/A N/A 1.2

*Meeting(s) noted with an asterisk (*) are public meeting(s).

2.5 Woman--, Veteran--, and Minority-owned Small Businesses Participation

Woman--, Veteran--, and Minority-owned Small Businesses are encouraged to participate in any scheduled conferences, conference calls, or pre-solicitation meetings. All vendors shall be accorded fair and equal treatment. For questions about registering to identify your Small Business as a Woman--, Veteran--, or Minority-owned Small Businesses visit:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

2.6 Pre-solicitation Conference

There will not be a Pre-solicitation Conference held for this ITN.

2.7 Written Questions and Department Answers

Vendor questions for which binding Department answers are desired must be addressed as permitted in Section 1.3, using the template provided in APPENDIX III, and received by the Procurement Officer on or before the dates and time specified in Section 2.4.

2.8 Receipt of Replies

Due to health implications and sensitivity to COVID-19, the Department requires replies be sent by electronic means (email). The electronic submission must comply with the following requirements:

The Vendor shall submit an electronic version of the reply in response to this solicitation (including all required documents) in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.3. The software used to produce the electronic file must be Adobe portable document format (“pdf”), version 6.0 or higher. The Department must be https://www.gotomeet.me/SolicitationAdministration https://www.gotomeet.me/SolicitationAdministration tel:+18668994679,,687621357 tel:+15713173116,,687621357 http://myflorida.com/apps/vbs/vbs_www.main_menu https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

DCF ITN Template: 7 of 42 able to be open and view the reply utilizing Adobe Acrobat. In the event that the electronic file attachment is too large to be submitted in a single email, the Vendor may utilize multiple emails so long as all required documents are delivered to the Procurement Officer by or before the date and time specified in Section 2.3. The Department can allow up to 100 MB for incoming attachments. The Vendor email system must also allow for a 100 MB attachment. Zipping attachments will reduce file sizes.

2.8.1 Reply Deadline

Replies must be received by the Procurement Officer no later than the date and time provided in Section 2.4. Replies will be accepted as provided in Section 2.8. Vendors are exclusively responsible for timely delivery of replies to the Procurement Officer. At the sole discretion of the Department, any replies that are not received by the specified date and time, may be not be evaluated. The transmittal to the Department’s contact person remains the responsibility of the vendor and the risk of non-receipt or delayed receipt shall be borne exclusively by the vendor.

2.8.2 Reply Withdrawal and Amendment

Vendors may withdraw, or withdraw and replace, previously submitted sealed replies on or before the date and time specified for sealed replies to be received by the Department.

2.8.3 Binding Reply

Vendors are bound by their replies until the latter of 60 calendar days after the reply opening or the closing of all opportunities for protest or appeal.

2.8.4 Cost of Preparation of Reply

The Department will not pay any costs incurred in responding to this ITN.

2.9 Form PUR 1001

The standard “General Instructions to Respondents” Form PUR 1001 (10/06) is hereby incorporated into this ITN by reference as if fully recited herein. In the event of any conflict between Form PUR 1001 and this ITN, the terms of this ITN shall take precedence over Form PUR 1001, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001 is available at:

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf.

2.10 Department’s Discretion

2.10.1 The Department may:

2.10.1.1 Determine whether a vendor is responsible, as defined in section 287.012, F.S.;

2.10.1.2 Waive minor irregularities when doing so would be in the best interest of the State of Florida;

2.10.1.3 Withdraw the ITN or reject all replies at any time;

2.10.1.4 Select more than one vendor for the commodities and contractual services encompassed by this ITN;

2.10.1.5 Withdraw or amend its Notice of Award; and

2.10.1.6 Award contract(s) for a reduced scope of the commodities and contractual services encompassed by this ITN.

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf

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SECTION 3. SPECIFICATIONS

The vendor must meet the requirements of Section 4.2.3 and elsewhere in this procurement whether specifically listed here. A reply that fails to meet the requirements may be deemed nonresponsive and not be evaluated.

3.1 Definitions

The program or service specific terms and definitions that apply to the ITN can be found at:

https://www.myflfamilies.com/service-programs/community-based-care/docs/12- 13/CBC%20Definitions.PDF

Additional definitions are available in ATTACHMENT 6 and ATTACHMENT 7 of the Department’s Supplemental Contract.

3.2 Minimum Programmatic Specifications

The selected vendor(s) shall perform the tasks outlined in the Florida Department of Children and Families CBC Standard Contract herein after referred to as “Department’s CBC Standard Contract ” and Florida Department of Children and Families Supplemental Contract herein after referred to as “Department’s Supplemental Contract”(APPENDIX VIII and APPENDIX IX) in accordance with all terms therein.

3.3 Minimum Financial Specifications

The selected vendor(s) shall be compensated in the manner set forth in APPENDIX IX – DEPARTMENT’S SUPPLEMENTAL CONTRACT in accordance with all terms therein.

3.3.1 Funding Sources

The Community-Based Care Lead Agency for Circuit 1, Northwest Region, is funded by: State Funds and Federal Grants Funds. The Estimated Schedule of Funds identifies the estimated dollar amount of the total cost of the program to be funded by all governmental sources for the period of July 1, 2022 – June 30, 2023 (APPENDIX IX –DEPARTMENT’S SUPPLEMENTAL CONTRACT, EXHIBIT F1 – SCHEDULE OF FUNDS). The figures contained therein are a projection of funding to Circuit 1, Northwest Region, based upon the current fiscal year allocation and Lead Agency’s ability to earn federal funds through proper eligibility determination. All funding is subject to fiscal year appropriation(s) by the Legislature. See also Section 4.3.2.4 Local Match.

3.3.2 Allowable Costs

The selected vendor must submit a completed Cost Allocation Plan developed in accordance with the appropriate part of Federal Regulations (2 Code of Federal Regulations [CFR] Part 225 for governmental agencies and 2 CFR 230, for nonprofit agencies, and 45 CFR Part 74 for commercial organizations) prior to the execution of the resulting contract. The Cost Allocation Plan must be approved, in writing, by the Department prior to the execution of the resulting contract. Refer to the

DEPARTMENT’S CBC STANDARD CONTRACT AND SUPPLEMENT CONTRACT

(APPENDIX VIII and APPENDIX IX) - EXHIBIT C and EXHIBIT F.

3.3.3 No Cost-of-Living Increases

The Department does not fund Cost-of-Living increases.

3.3.4 Funding for Services Only

https://www.myflfamilies.com/service-programs/community-based-care/docs/12-13/CBC%20Definitions.PDF https://www.myflfamilies.com/service-programs/community-based-care/docs/12-13/CBC%20Definitions.PDF

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There will be no funds awarded or associated with the resulting contract for start-up or readiness activities. Such costs will be borne exclusively by the successful vendor(s).

3.4 Composition of the Contract

The contract awarded as a result of this ITN will be composed of:

3.4.1 Department’s CBC Standard Contract and Supplemental Contract

The Department’s CBC Standard Contract contains general contract terms and conditions required by the Department for all vendors. In addition, the Department’s Supplemental Contract contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.4.2 Form PUR 1000

Form PUR 1000 is incorporated by reference into the Department’s CBC Standard Contract . In the event of any conflict between Form PUR 1000 and this ITN, the terms of this ITN shall take precedence over Form PUR 1000, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1000 shall take precedence. Form PUR 1000 is available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/ state_purchasing_pur_forms

3.4.3 Other Attachments or Exhibits

All other attachments and exhibits to the contract referenced in this ITN shall also be part of the resulting contract.

3.4.4 Vendor Reply

The vendor’s reply and any additional submittals, if incorporated into, or attached to the contract.

3.5 Order of Precedence

In the event of conflict within any two or more documents within the contract documents listed in 3.4, the earlier listed document shall control (e.g. 3.4.2. will control over 3.4.3).

3.6 Supporting Documentation

This table lists the supporting documentation, and the associated link to download the supporting documentation.

Subject Description Link

What is Community-Based Care

Department’s CBC Website https://www.myflfamilies.com/service-programs/community-based-care/

Florida’s Center for Child Welfare

Information & Training Resources http://centerforchildwelfare.fmhi.usf.edu/

Federal and State Laws, Regulations and Department Operating Procedures

Authority and Requirements Reference Guide https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requi rements%20Reference%20Guide.PDF https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.myflfamilies.com/service-programs/community-based-care/ https://www.myflfamilies.com/service-programs/community-based-care/ http://centerforchildwelfare.fmhi.usf.edu/ https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requirements%20Reference%20Guide.PDF https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requirements%20Reference%20Guide.PDF https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requirements%20Reference%20Guide.PDF https://myflfamilies.com/service-programs/community-based-care/docs/CBC%20Authority%20and%20Requirements%20Reference%20Guide.PDF

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Subject Description Link

General Information for the Department of Children and Families

Florida Department of Children and Families Website http://www.myflfamilies.com/

General Documents Incorporated by Reference

DCF Child Welfare Information https://www.myflfamilies.com/service-programs/community-based-care/general-documents-incorporated-by-reference.shtml

CBC Fiscal Attachments DCF Child Welfare Information https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml

Vendor Bid System Search Advertisements on the VBS http://www.myflorida.com/apps/vbs/vbs_w ww.main_menu

General Documents Incorporated by Reference

The Community- Based Care Cost Allocation Plan Template https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Reply

4.1.1 Electronic Submission

All replies must be submitted by electronic means. Electronic submission of the reply (including all required documents) must be in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.3. The software used to produce the electronic file must be Adobe portable document format (“pdf”), version 6.0 or higher. The Department must be able to be open and view the reply utilizing Adobe Acrobat.

If the vendor considers any part of the document to be trade secret, the submission must include a separate electronic file in accordance with Section 4.4.

In the event the electronic file attachment is too large to be submitted in a single email, the vendor may utilize multiple emails so long as all required documents are delivered to the Procurement Officer by or before the date and time specified in Section 2.4. The Department can allow up to 100 MB for incoming attachments. The vendor email system must also allow for a 100 MB attachment. Zipping attachments will reduce file sizes.

4.1.2 Reply Format

Replies must be typed, single-spaced, on 8-1/2” x 11” paper. Pages must be numbered in a logical, consistent fashion. Figures, charts, and tables should be numbered and referenced by number in the text. The reply must be submitted in accordance with Section 4.2 and Section 4.3.

http://www.myflfamilies.com/ https://www.myflfamilies.com/service-programs/community-based-care/general-documents-incorporated-by-reference.shtml https://www.myflfamilies.com/service-programs/community-based-care/general-documents-incorporated-by-reference.shtml https://www.myflfamilies.com/service-programs/community-based-care/general-documents-incorporated-by-reference.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml http://www.myflorida.com/apps/vbs/vbs_www.main_menu http://www.myflorida.com/apps/vbs/vbs_www.main_menu https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml https://www.myflfamilies.com/service-programs/community-based-care/cbc-fiscal-attachments.shtml

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4.2 Contents of the Programmatic Reply

4.2.1 Title Page

The first page of the programmatic reply shall be a Title Page that contains the following information:

4.2.1.1 Title of reply;

4.2.1.2 ITN number;

4.2.1.3 Vendor’s name and federal tax identification number;

4.2.1.4 Name, title, telephone number and address of person who can respond to inquiries regarding the reply; and

4.2.1.5 Name of Program Coordinator (if known).

4.2.2 TAB 1: TABLE OF CONTENTS

4.2.3 TAB 2: SPECIFICATIONS

Specifications for this solicitation:

4.2.3.1 Signature Authority

Include a signed certificate (APPENDIX I), completing either Section A (or providing a corporate resolution or other duly executed certification issued in the vendor’s normal course of business) or Section B, demonstrating the person signing the reply, and its statements and certifications, is authorized to make such representations and to bind the vendor.

4.2.3.2 Vendor Certifications

Include the Vendor Certifications Form (APPENDIX II) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor and with “true” checked next to each of the Certifications (a) through (f).

4.2.4 TAB 3: EXECUTIVE OVERVIEW

Provide a brief executive overview demonstrating an understanding of the ITN, ITN purpose, and the needs specified in this ITN, as well as, a brief description of the vendor’s organization, ability to complete Scope of Work services, management of Performance Specifications, and means of completing Deliverables as defined in the DEPARTMENT’S SUPPLEMENTAL CONTRACT

(APPENDIX IX) - EXHIBIT D.

4.2.4.1 Organization:

4.2.4.1.1 Describe vendor’s approach and philosophy, including mission statement, core values, and vision.

4.2.4.1.2 Describe vendor’s organization and governance structure, depicting clear lines of authority including corporate affiliations; describe how the structure represents a lean, efficient, and effective administrative model; describe experience and achievements in developing a governance model is designed to avoid conflicts of interest.

4.2.4.1.3 Provide the requested information below which will demonstrate the vendor’s and subcontractor(s)' ability to successfully complete the work described in this ITN and its appendices, attachments, exhibits, and referenced supporting documentation. The vendor’s and any proposed

DCF ITN Template: 12 of 42 subcontractor(s)’ information shall be shown separately.

4.2.4.2 Additional Corporate Information

In addition to the other information described above, the vendor and the subcontractor(s) must provide:

4.2.4.2.1 Full legal name and its associated Federal Employer Identification Number (FEIN), or individual identification number if a FEIN is not required;

4.2.4.2.2 Proof of registration with MFMP;

4.2.4.2.3 Country and state of incorporation;

4.2.4.2.4 Principal place of business;

4.2.4.2.5 Description of the vendor’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organization charts and details concerning the number of facilities by geographic location;

and

4.2.4.2.6 Names and addresses of all affiliated or related companies, partnerships or associations (including subcontractor, if any) and a brief description of its relationship to the vendor.

4.2.5 TAB 4: CORE TEAM QUALIFICATIONS

4.2.5.1 The vendor shall describe the qualifications and credentials of their leadership team with an explanation of why the leadership team is qualified to lead their organization in meeting the needs of this ITN. In addition, the vendor must include résumés for key leadership personnel describing their work experience, education, and training as it relates to the requirements of this ITN and the DEPARTMENT’S CBC STANDARD CONTRACT AND SUPPLEMENTAL CONTRACT (APPENDIX VIII and

APPENDIX IX).

4.2.5.2 The reply shall include the vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel as described in the DEPARTMENT’S

CBC STANDARD CONTRACT AND SUPPLEMENTAL CONTRACT (APPENDIX

VIII and APPENDIX IX). The reply should address all applicable personnel grievance and conflict resolution practices. The vendor should explain how it’s organization, subcontractors, and staffing levels will best meet the performance standards required to perform properly. It is also important to describe the credentials for human resources, quality assurance, financial, information technology, and other key professional level employees.

4.2.6 TAB 5: SERVICES APPROACH AND SOLUTION

The vendor shall describe the approach to performing the tasks described in the DEPARTMENT’S SUPPLEMENT CONTRACT (APPENDIX IX) - EXHIBIT C, and how it will meet all the Department’s detailed requirements. Specifically, the vendor must explain in detail the activities, services, and programs related to:

a. prevention services and family support services designed to keep children from entering foster care;

b. safety management and family preservation services for children deemed at risk or high risk for maltreatment;

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c. a full continuum of out-of-home licensed placements to include Level I-V licensed foster placements, and child caring agencies.

d. foster care supervision;

e. case management;

f. mental health services coordination;

g. post-placement supervision;

h. permanent guardianship and another planned permanent living arrangement;

i. independent living and extended foster care;

j. guardianship assistance; and

k. reunification.

The vendor must describe in detail how these subcontracted vendors will also be capable of meeting the Department’s detailed requirements and the requirements of section 409.988(1)(j), F.S. The vendor must outline how various services and subcontracts will be managed in Escambia, Okaloosa, Santa Rosa, and Walton counties, and how subcontractors will be held accountable if performance standards are not met.

In order to facilitate the reply evaluation process, vendors should format this reply section in a way that is clearly delineated for each of these service areas as defined:

A. Service Tasks:

1. Safety:

a. Prevention Services:

i. Provide details regarding the availability of prevention services and family support services for “Parent Needs Assistance” referrals.

ii. Provide details regarding the availability of prevention services for candidates that are at “imminent risk of entering foster care.” These services must prioritize Well- Supported, Supported, or Promising practices as designated in the Administration of Children and Families Clearinghouse.

iii. Description of available primary, secondary, and tertiary prevention services.

b. Child Protection Tasks:

i. Provide details regarding the delivery of foster care and services based on a trauma-sensitive individualized case plan developed pursuant to state and federal safety measurement standards.

ii. Information regarding capacity to ensure assignment of a Dependency Case Manager for services upon removal of any child as a result of an investigation, including procedures for timely and efficient transfer of the case to a Dependency Case Manager and all actions taken in relation to provisions being made available for each specific service identified in the plan are documented in FSFN.

iii. Description of available resources for assistance in response to requests from the Department or Sheriff’s Office conducting child protective investigations related to its coordination of child safety issues with Agency Health Care for Administration, Department of Juvenile Justice and Agency for Persons with Disabilities.

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c. Safety Management and Family Preservation Services:

i. Outline formal family preservation and safety management services ensuring the capacity necessary to meet the needs of the service area, including adequate availability during investigations and ongoing case management.

ii. Provide the internal methods to evaluate the quality and effectiveness of the formal safety management services delivered.

iii. Procedures to ensure that safety plans are managed following case transfer.

iv. Process to occur if the CPI identifies a need for a Present Danger Safety Plan that cannot be accommodated by informal supports.

v. Plans for implementation and operationalization of the Child Welfare Practice Model (CFOP 170-1) when working with the Department.

2. Permanency:

a. Adoption Services:

i. Details regarding the dedication of resources to the execution of, and work in conjunction with the Department on the implementation and ongoing management of local and state plans for the promotion of adoption, support of adoptive families, post adoption services and support, and prevention of abuse, abandonment, and neglect of children.

ii. Outline available services designed to prepare children for adoption placement.

iii. Process for recruitment of adoptive families for children with special needs, and families that reflect the racial and ethnic diversity of children waiting for adoptive homes.

iv. Process for the input and maintenance of information on the adoption information section of FSFN to include children waiting for adoption and approved adoptive families. Process in place to ensure that Explore Adoption (www.adoptflorida.org) is updated within 15 calendar days of a child becoming available for adoption.

v. Information on available pre- and post-adoption support services to adoptive families, including services leading to, and after, finalization of the adoption.

vi. List of available designated staff responsible for developing and providing post-adoption services for families and information about services available to families requesting post-adoption support services.

b. Placement Services:

i. Providing of supervision and placement of children, 24 hours per day, seven days a week.

ii. Procedures to ensure licensing of family foster homes.

iii. Maintaining of licensure by the Department as a child-placing agency. Process for ensuring subcontractors are licensed as a child-placing agency.

iv. Process for ensuring completion of the Child Health Check-Up.

v. Process for ensuring that every reasonable effort is made to perform diligent searches and family finding services to secure, review, and approve all relative and http://www.adoptflorida.org/

DCF ITN Template: 15 of 42 nonrelative-placements under the Lead Agency’s supervision as early as possible, including ensuring completion of a home study prior to placement of the child.

vi. Details on how the vendor will ensure placement of any child in a residential care setting is based on an assessment, as outlined in s. 39.523, F.S., and rule 65C-29.004, F.A.C., of the child’s needs and justification to support the decision to place a child in a residential care setting is documented in FSFN prior to or within 30 calendar days after the placement is made, including the process for assessment and placement in a Qualified Residential Treatment Program.

vii. Details regarding a full continuum of out-of-home placements to include family and nonrelative placement, level I-V licensed foster homes, and child caring agencies.

viii. Process for coordinating and collaborating with the Department’s Interstate Compact on the Placement of Children office when working with children who are placed out of state or children who are being placed from another state.

ix. Process for ensuring placement assessments, as outlined in s. 39.523, F.S., and rule 65C-29.004, F.A.C., are conducted on all children in out-of-home care.

x. Process for ensuring collaboration the Indian Child Welfare Tribe and consulting with Children’s Legal Services regarding issues related to compliance with the provisions of the Indian Children Welfare Act.

xi. Process for ensuring ongoing and thorough diligent search efforts for unknown parents and parents whose whereabouts are unknown.

c. Guardianship Assistance Program (GAP):

i. Procedures to ensure registration of information on the GAP Eligibility section of FSFN to include eligibility. Additionally, process to ensure vendor documents the completion GAP eligibility redetermination on annual basis and maintains any updates to the GAP page on a continual basis.

ii. Details regarding designated staff responsible for developing and providing services through the GAP for families and ensuring communications are in place so that guardians and children know how to access these services.

3. Well-Being:

a. Education:

i. Details regarding the dedication of resources for execution, lead, implementation, and ongoing management of local action plans for the early development and education of children in out-of-home care.

ii. Outline factors considered and process for determining whether a child remaining in the school of origin is in the child’s best interest.

iii. Assurance of staff available to be a designated point of contact to collaborate with the local school district’s point of contact to ensure school stability for children in out-of-home care.

iv. Process to ensure collaboration is effective, with school districts and individual schools to minimize delay in enrollment, delay in records transfer, loss of credits, truancy, disciplinary actions, school dropout, etc.

v. Details regarding how the vendor intends to minimize disruptions to secure

DCF ITN Template: 16 of 42 attachments and stable relationships with supportive caregivers of children from birth to school age and to ensure that these attachments are not disrupted due to placement in out-of-home care or subsequent changes in out-of-home placement.

vi. Steps taken to work toward readiness of children to learn when entering school.

vii. Processes to promote, encourage and facilitate full participation, where possible in extracurricular activities if youth desires.

viii. Process to ensure there is support for active student involvement in their educational planning.

b. Services for Transitioning Youth and Young Adults

i. Available resources for life skills assessments, daily living skills and other transitional type services, to include transition planning for youth receiving the Department’s protective supervision.

ii. Ability to provide or coordinate the provision of extended foster care, Postsecondary Education Services and Support, and Aftercare Services.

iii. Plan describing the scope, approach and methods specific to serving youth and young adults in transition. The plan should include development of staff competency and development of supportive housing.

c. Health Services:

i. Details on the oversight and coordination of health care services, including, but not limited to, medical, dental, psychiatric, behavioral, and emotional needs, for children in licensed and unlicensed out-of-home care. Verify designation of a Behavior Health Coordinator to be responsible for the oversight and coordination of health care services.

ii. Process to determine suitability of dependent children for placement or maintenance in residential treatment for mental health conditions. Additionally, the process for ensuring Behavioral Health Coordinator in each vendor review and complete the current providers training.

iii. Process to ensure Pre-Consent Reviews will be completed on all children 17 years of age and younger who are prescribed two or more psychotropic medications.

4. Management:

a. Licensing Tasks:

i. Information regarding compliance with licensing requirements.

ii. Process to review incident reports from the incident reporting system that do not meet the legal definition of abuse, neglect, or abandonment, but which reflect complaints about the conditions or circumstances within a foster home under the contract including assistance to the Department’s regional licensing staff with the review of intakes with allegations against staff at group homes or foster parents who are under the contract and located within the service delivery area. Include response to the conclusions of any such reviews and identifying any corrective action needed.

b. Quality Assurance (QA) and Continuous Quality Improvement (CQI):

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i. Provide details of the comprehensive QA/CQI program to address oversight and accountability of the child welfare services continuum.

ii. Process to aggregate and analyze results from quality assurance reviews conducted and incorporate the analysis and findings in the annual performance report and continuous quality improvement plan.

c. Other Service System Tasks:

i. Process for investigations resulting from a regulatory complaint about a licensed home or facility serving clients of the Lead Agency or one of its subcontractors.

ii. Process to ensure that appropriate Lead Agency staff and subcontractors are informed of the specific services or assistance available from community-based and faith-based organizations.

iii. Local protocols for background screening of informal safety plan providers as a result of safety plan modifications after case transfer. Criminal history checks of informal safety plan providers are limited to state and local records which do not require fingerprints.

iv. Details regarding translation services for families who Limited English Proficient or are Hearing Impaired.

d. General:

i. Policies and procedures and monitor compliance to ensure that the provision of all services is fully documented in the child’s master file in the Department’s Comprehensive Child Welfare Information System currently known as the Florida Safe Families Network (FSFN).

ii. Information regarding the ability to ensure transportation of children under the supervision of the Department in out of home care to meet each child’s safety, well-being, court attendance, and permanency needs.

iii. Steps taken to ensure services identified in DEPARTMENT’S SUPPLEMENTAL CONTRACT (APPENDIX IX) - EXHIBIT B, SCOPE OF WORK, are provided in a family-driven, trauma-informed, youth-guided, culturally and linguistically responsive, and integrated manner regardless of the county of origin.

iv. Administration of the fee collection process for clients under its care in accordance with the laws, rules and regulations specifically addressing the responsibilities of representative payee for social security funds paid on behalf of any child served under this Contract. This includes establishing a depository bank account and becoming the representative payee of the clients.

v. Administration of the personal property and funds of clients.

B. Administrative Tasks:

1. Staffing:

a. Staffing Requirements:

i. Details regarding the ability for vendor and its subcontractors to continuously endeavor to provide an adequate number of qualified and trained staff to provide the services stipulated in this Contract.

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ii. Vendor’s plan to maximize employee retention and conduct an annual assessment on the effectiveness of such workforce retention efforts.

iii. Process to ensure that vendor’s pertinent staff, and any pertinent subcontractor staff and volunteers, meet the qualification, screening and training/certification requirements.

b. Staffing Changes:

i. Provide current listing of staff and sub-contracted staff who are providing child welfare services and who are subject to Child Protection Certification requirements.

Include names, position title, contact information, certification status and expiration date.

(a) Staff Development and Training:

• Information on how the vendor will ensure delivery of child welfare pre-service and any required in-service training to professional staff.

(b) Subcontract (If Applicable):

• Template subcontract agreements including a detailed scope of work;

clear and specific deliverables; performance standards; financial consequences for failure to perform in accordance with this Contract;

programmatic monitoring requirements; fiscal monitoring requirements;

and detailed documentation requirements.

• Provide monitoring procedures for subcontracts.

4.3 Content of the Financial Reply

4.3.1 Financial Reply Title Page

The first page of the financial reply shall be a Title Page that contains the following information:

4.3.1.1 Title of reply;

4.3.1.2 ITN number;

4.3.1.3 Vendor’s name and federal tax identification number:

4.3.1.4 Name, title, telephone number, and address of person who can respond to inquiries regarding the reply; and

4.3.1.5 Name of program coordinator.

4.3.2 TAB 1: FINANCIAL INFORMATION

4.3.2.1 Financial Management

The vendor must describe its current financial management and accounting systems and capability by submitting copies of their independent financial and compliance audit report or certified financial statements for the two most recent fiscal years. The copies shall include all applicable financial statements, auditor’s reports, management letters, and any corresponding re-issued audit components. If the vendor does not have audit reports for the two most recent years, reviewed or compiled financial statements with the applicable Certified Public Accountant’s report shall be submitted. A recently created organization shall submit the requested financial reports from each of the founding collaborative partners.

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The purpose of these criteria is to provide the Department with a basis for evaluating the vendor’s financial capabilities for undertaking this project. Examples include:

• How well does the vendor demonstrate the financial stability required to fulfill the terms and conditions of the contract?

• Does the vendor have adequate financial resources for performance of the proposed projects, or have the ability to obtain necessary financial resources before beginning performance?

• What is the vendor’s ratio of current assets to liabilities?

• Does the vendor possess adequate cash or operating capital to meet projected monthly operating expenses pending receipt of first, and subsequent contract payments?

• What is the vendor’s net worth?

• Has the vendor satisfactorily completed all corrective actions related to finding in previous audits or areas brought to management’s attention in management letters?

• Can the vendor conduct business with the Department without relying on advances, especially if the project is not a new one?

• Has the vendor experienced previous financial difficulties in performing contracts for the State?

• Does the reply provide two years of financial information including any of the applicable statements: (1) Statements of Financial Position; (2) Statements of Activities; (3) Dun and Bradstreet Comprehensive Report; (4) Statements of Cash Flow; (5) Statements of Changes in Financial Position; (6) Auditors’ Reports; (7) Notes to Financial Statements; (8) Summaries of Significant Accounting Policies; (9) Federal Income Tax Return; and/or (10) Any other relevant statistical information.

4.3.2.2 Proposed Service Efficiencies and Re-investment

The vendor shall provide information on how it plans to develop efficiencies in the services being provided. From this plan, the vendor shall show how the cost reduction or added services that are realized from these efficiencies will be re-invested into the required services.

4.3.2.3 Ongoing Approach to Reduce Administrative Costs and Expand Services

The vendor shall provide its ongoing approach to reduce administrative cost, without affecting the quality of the services.

4.3.2.4 Local Match

To receive any Promoting Safe and Stable Families (PSSF) grant dollars, vendor is responsible for a minimum local community match equal to 25% of the funds expended for this program. The Lead Agency shall identify how the local match requirement will be met. Allowable match can be in-kind or cash, but the expenditure or use of such match must directly support the PSSF Program through the delivery of family preservation, family support services, time-limited family reunification, and adoption promotion and support services. The Lead Agency must document the receipt and expenditure of the required match during each state fiscal year. A monthly match report, which identifies the amount and type of match contributed and expended, must document the services the match supported.

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For vendor receiving Access and Visitation Grant Funds, the vendor shall document the proper expenditures and required 10% local community match for the Access and Visitation Grant. A monthly match report, which identifies the amount and type of match contributed and expended, must document the services the match supported.

Match reports, which identify the amount and type of match contributed and expended, must document, what services the match supported. The reports are to be submitted as described in the DEPARTMENT’S CBC STANDARD CONTRACT AND SUPPLEMENTAL CONTRACT (APPENDIX VIII and APPENDIX IX) ATTACHMENT I, ATTACHMENT 5, and EXHIBIT F.

4.3.3 TAB 2: BUDGET

The vendor must submit detailed budget information. A Line-Item Budget (Project Budget Summary), a Budget Narrative, and a Cost Allocation Plan must all be submitted with the reply to the ITN. Each of these categories is described below. The actual budget documents can also be found at the end of this ITN in APPENDIX V and VI. Please contact the Procurement Officer listed in Section 1.3 to request Word or Excel versions of any of the forms found in the Appendices.

4.3.3.1 Line-Item Budget: This includes a line-item budget (as detailed in the “Budget Summary and Detail Instructions” and the “Project Budget Summary”). These documents can be found in APPENDIX V and APPENDIX VI. This budget shows proposed total costs for the entire proposed contract period and renewal years with specific breakouts by contract year (June – July) within the entire proposed contract period, as well as the allowable renewal period. Any missing year budgets for the initial term will be assumed to be a duplicate of the earliest year submitted. The budget for each renewal year must be submitted or the resulting contract will not be eligible for renewal. In the Line-Item Budget, the vendor must include only costs identified as allowable (Allowable Costs) in accordance with the appropriate federal regulations governing cost principles and audit requirements for federal awards. See C.F.R.

Chapters 1 and 2, Part 200, 215, 225, and 230 as applicable. The Office of Management and Budget (OMB) Circulars A-21, A-87, A-110, and A-122 were superseded, 78 FR 78590-01 (Dec. 2013). Also, Administrative Costs, including any indirect costs that are administrative in nature, must not exceed 10% of the total operating costs of the proposed program budget.

4.3.3.2 Budget Narrative: The vendor must submit a complete budget narrative to explain each budget item and include all of the information required. All amounts must match those in the Line-Item Budget and shall be broken out by contract year as with the Line-Item Budget. If the vendor has had previous contracts with the Department in the past, the vendor must also disclose any issues with unused funds in prior years and provide an explanation of how all funds awarded through this contract will be dedicated to services or returned to the Department. Any missing year narratives will be assumed to be a duplicate of the last year submitted. Also, in the budget narrative, describe in detail how the vendor arrived at its proposed indirect cost rate. Explain the methodology used to arrive at that rate. Justify the reasonableness of the vendor’s proposed indirect cost rate.

4.3.3.3 Cost Allocation Plan: The Cost Allocation Plan (APPENDIX VII) must identify the distribution of costs between the proposed services and any other programs or funding sources the vendor has for each year of the proposed contract. It must also identify, by line item, any cost in the proposed budget which will be charged at less than 100% to the contract. The vendor’s Cost Allocation Plan must include any indirect costs included in

DCF ITN Template: 21 of 42 the Cost Reply, the indirect rate, and the allocation methodology used to determine the indirect rates.

The budget totals should be based on available funding projections, if any, and if different, the vendor should explain the differences.

4.4 Public Records and Trade Secrets

4.4.1 How to Claim Trade Secret Protection

If the vendor considers any portion of the documents, data or records submitted in its reply to be trade secret, as defined in Section 812.081(1)(c), F.S., and exempt from public inspection or disclosure pursuant to Florida’s Public Records Law, the vendor must submit all such information in a…