FTBS19-54001 RFP 18-2612.docx

Maximum Award:

Proposal Submission

All proposals with related material must be submitted electronically using the SIGMA Vendor Self Service (VSS) website.

For technical assistance when entering proposals, contact the State of Michigan VSS Support Center at (888) 734-9749 or SIGMA-Vendor@michigan.gov.

The Contractor (awarded bidder) must deliver human services to referred clients in the above geographic area, and have direct service providers based within 75 miles of the geographic area for the duration of the contract.

Disqualifying Criteria:

The bidder will be disqualified, and the proposal will not be reviewed if there is failure to:

Submit a complete proposal to the SIGMA VSS website on or before the bid closing date and time specified.

Stay at or below the maximum award amount per contract year, if provided.

Proposals from bidders who are current state of Michigan employees are also disqualified and will not be reviewed.

RFP Number: 180000002612

RFP Format (Rev 3-18) Page 1 of 44

RFP Format (Rev 3-18) Page 18 of 44 From this point on, DO NOT USE TAB. Unprotect the format and press CONTROL F to move to the next typing location (stop code). Protect the format again after the last stop code. The last stop code is at the end of Category E in Section IV. If Category E is not used, the last stop code is at the end of Category D in Section IV.

Additional Information:

For the purpose of this RFP, the number of units proposed shall be based on $314,700.00 ($104,900.00 each fiscal year). In addition to the amounts listed above, $60,000.00 is allocated for transportation ($20,000.00 each fiscal year) and $15,300.00 is allocated for specific assistance ($5,100.00 each fiscal year) to be billed as actual cost components. Unit rate calculations must take into consideration all direct and indirect costs relating to performing the service, including mandated insurance costs.

Authority:

Completion:

Penalty:

P.A. 2080 of 1939.

Mandatory.

Agreement Invalid The Michigan Department of Health and Human Services (MDHHS) will not discriminate against any individual or group because of race, religion, age, national origin, color, height, weight, marital status, sex, sexual orientation, gender identity or expression, political beliefs or disability. If you need help with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a MDHHS office in your area.

Table of Contents

This Request for Proposal (RFP) provides interested bidders with sufficient information to prepare and submit proposals for consideration by the Michigan Department of Health and Human Services (MDHHS) and contains the following sections:

Section I Proposal Instructions

Section II Description of Service Specifications

Section III Instructions for Bidders

Section IV Proposal

Section I

PROPOSAL INSTRUCTIONS

1. Questions/Inquiries

Questions regarding the content of this RFP must be made by email to Edwin Johnson at JohnsonE28@michigan.gov regarding the content of the RFP that are telephoned in. Questions may be discussed verbally at the pre-proposal conference, if one is scheduled. MDHHS will compile all relevant questions and answers and post these as well as any other clarifications or revisions to the initial RFP onto the SIGMA Vendor Self Service (VSS) website. Interested bidders are advised to monitor the website regularly.

2. Amendment to the RFP

MDHHS may modify this RFP at any time. Modifications will be posted on the SIGMA VSS website via a “proposal amendment.” This is the only method by which the RFP may be modified. Amendments posted before the deadline submission date may include documentations such as questions and answers, revisions, and/or clarifications to the initial RFP. Amendments posted after the deadline submission date may include documentation such as the award recommendation letter.

3. Response Preparation

Bidders must follow these proposal instructions and provide a complete response. Uniform Resource Locator (URL) links to information will not be considered for evaluation. Bidder should include its company name in the header of all response documents.

4. Delivery of Proposal

The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through the SIGMA VSS website. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include, but are not limited to: Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the due date identified on the SIGMA VSS website. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the due date and time, even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 373-4111 or (888) 734-9749.

5. Evaluation Process

In awarding the contract, proposals will be evaluated by a committee chaired by the MDHHS Bureau of Grants and Purchasing (BGP). Only those proposals receiving a score of 80 points or more will be considered for award. All qualified proposals will be evaluated on the basis of rating criteria identified in the RFP.

MDHHS may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. MDHHS is not obligated to accept the lowest price proposal. If applicable, MDHHS’ evaluation will include consideration of a bidder’s qualified disabled veteran (QDV) status under MCL 18.1261(8). Additional information on the QDV preference is available at the Contract Connect website.

MDHHS strongly encourages strict adherence to the standard terms. MDHHS reserves the right to deem a proposal non-responsive for failure to accept the standard terms. Nevertheless, the bidder may submit proposed changes to the standard terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the standard terms. General statements, such as that the bidder reserves the right to negotiate the standard terms, may be considered non-responsive.

MDHHS reserves the right to establish the criteria by which it will evaluate each bidder’s response, and by which it will determine the most responsive, capable, and qualified bidder(s). In addition to cost, other principal factors may be considered in evaluating proposals relative to:

. Reliability . Bidder’s past performance . Bidder’s ability to respond to all requirements outlined in the RFP . Bidder’s ability to maintain a presence in providing services . Financial stability . Continuity and stability in provision of service . Knowledge transfer activities

If MDHHS determines in its sole discretion that contracting with or awarding a contract to a bidder presents an unacceptable financial risk to MDHHS, MDHHS reserves the right to not award a contract to that bidder.

MDHHS may conduct an on-site visit to tour and inspect the bidder's facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

If it is determined that a bidder purposely or willfully submitted false information, the bidder will not be considered for award, MDHHS may pursue debarment of the bidder, and any resulting contract that may have been established may be terminated.

6. Notice of Deficiency

MDHHS reserves the right to issue a Notice of Deficiency to bidders if MDHHS determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

7. Clarification Request

MDHHS reserves the right to issue a Clarification Request to a bidder to clarify its proposal if MDHHS determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

8. Reservations

MDHHS reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, preparation and submission of a proposal, and MDHHS’s subsequent receipt and evaluation of a proposal does not commit MDHHS to award a contract, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) MDHHS received complete proposals, but they did not pass the evaluation process; or, (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (1) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on SIGMA VSS; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to this RFP.

f. Consider bidders’ prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transaction costs and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has any outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional use contracts, or award by contract activity.

l. Evaluate the proposal outside the scope identified in Section 5, Evaluation Process, if MDHHS receives only one proposal.

m. Evaluate proposals using a method that establishes the relative importance of each deliverable.

9. Award Recommendation

The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of price and quality, as demonstrated by its proposal and other principal factors. MDHHS will post a Notice of Recommendation for Award on the SIGMA VSS website, which will appear as an “amendment” to the original solicitation.

10. Debrief Meetings and Protest

MDHHS will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting.

Bidders who wish to initiate a protest of the award must submit the protest in writing no later than 3:00 p.m. on the fifth business day after the notice of recommendation for award is published on the SIGMA VSS website. MDHHS reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Submit protests via email to MDHHS-BGP@michigan.gov. Include “Protest” in the email subject line. All protests must include the bid number.

Additional information about the protest process is available at the Contract Connect website under the “Programs and Policies” link.

11. State Administrative Board

Contracts in excess of $500,000 require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded Contractor receives a contract fully executed by all parties.

12. General Proposal Conditions

The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Standard Terms, and that its proposal will be irrevocable and binding for a period of 90 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via SIGMA VSS are the State’s property.

13. Freedom of Information Act

All portions of the bidder’s proposal and resulting Contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), 1976 PA 442. However, please note the following:

a. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902, or financial or proprietary information” are exempt from disclosure under FOIA. And under MCL 18.1470(3), “proprietary financial and accounting” information is also exempt from disclosure under FOIA.

b. If information within a bidder’s proposal falls under the aforementioned exemptions, and the bidder seeks to have it withheld from disclosure under FOIA, then by the proposal deadline, the bidder must: (1) save exempt information in a separate file (i.e., document); (2) name the file/document “FOIA-EXEMPT”; (3) label the header of each page of the file/document “Confidential–Trade Secret,” “Confidential–Financial,” or “Confidential–Proprietary” as applicable; (4) clearly reference within the file/document the RFP schedule, section, and page number to which the exempt information applies; and (5) verify within the FOIA-EXEMPT file/document that the information meets the FOIA exemption criteria.

c. The State reserves the right to determine whether information designated as exempt by a bidder falls under the FOIA exemptions.

d. Resumes, pricing, and marketing materials are not trade secrets or financial or proprietary information.

e. Do not identify your entire proposal as “FOIA-EXEMPT,” and do not label each page of your proposal “Confidential.” If a bidder does so, the State may require the bidder to resubmit the proposal to comply with subsection (b) above.

f. If the State requires a bidder to resubmit a proposal for failure to follow these instructions, the State reserves the right to disqualify the bidder if the proposal is materially changed upon resubmission. In other words, amendments to the proposal should be restricted to that which is necessary to separate confidential from non-confidential information.

14. Rights to Information Contained in Proposals

All proposals will be considered the property of MDHHS.

15. Independent Price Determination

a. By submission of a proposal, the bidder certifies:

1) The prices of the proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

2) Unless otherwise required by law, the price quotation in the proposal has not and will not be knowingly disclosed by the bidder to any potential bidder;

3) No attempt has been made or will be made by the bidder to induce any other person or agency to submit or not to submit a proposal for the purpose of restricting competition;

4) The price quoted is not higher than that given to the general public for the same service.

b. The person who submits the proposal certifies that:

1) She or he is the person in the bidder's organization responsible within that organization for the decision as to prices being offered in the proposal, and that she or he has not participated, and will not participate in any action contrary to a. 1 through 4 above; or

2) He or she is not the person in the bidder's organization responsible within that organization for the decision as to the prices being offered in the proposal, but that he or she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to a. 1 through 4 above, and as their agent does hereby so certify; and that he or she has not participated, and will not participate in any action contrary to a. 1 through 4 above.

c. A proposal will not be considered for award if the bidder is found to be noncompliant with any part of Item 6., Independent Price Determination, unless the bidder furnishes a signed statement with the proposal, which sets forth in detail the circumstance of the disclosure and the BGP determines that such disclosure was not made for the purpose of restricting competition.

16. Subcontracting

Subcontractors shall be subject to all conditions and provisions of the contract including Internet Criminal History Access Tool (ICHAT) and Central Registry background checks when applicable.

If subcontracting, the Contractor must obligate the subcontractors to maintain the confidentiality of MDHHS’ client information in conformance with state and federal requirements.

If portions of the services are being subcontracted, the bidder must identify the services the subcontractor will perform and provide all information requested, as it applies to both the bidder and the subcontractor(s).

MDHHS may, at its discretion, require information on the process of an awarded subcontractor proposal.

A Contractor is responsible for the performance of any subcontractors who are held to the same standard of quality and performance as the Contractor. Evaluators of proposals will consider the qualifications of both the Contractor and subcontractor when making contract award recommendations.

17. Price

Prices quoted are firm for the initial term of the contract.

18. Standard Terms

Awards made as a result of this RFP will require execution of a contract with MDHHS. The contract will contain standard terms. A copy of the standard terms was posted on SIGMA VSS as a separate attachment with this RFP.

19. Federal Provisions Addendum Use this section only when the purchase will be paid for in whole or in part with funds obtained from the federal government. If no federal funding will be used, delete all language in the section, including the section title, and replace with Reserved.

Awards made as a result of this RFP will require execution of a contract with MDHHS. The contract will contain a federal provisions addendum. A copy of the federal provisions addendum was posted on SIGMA VSS as a separate attachment with this RFP.

20. Options to Renew

At the discretion of MDHHS, an awarded contract may be renewed in writing by an amendment not less than 30 days before its expiration. The contract may be renewed for up to two additional one-year periods.

21. Criminal Background Check

If the resulting contract will be with an individual, MDHHS will complete the criminal background check on the Contractor, and the following language will be included in the contract:

The Contractor shall notify MDHHS in writing of criminal convictions (felony or misdemeanor), pending felony charges, or placement on the Central Registry as a perpetrator, at hire or within 10 days of the event after hiring.

If the resulting contract will be with an agency, the following language will be included in the contract:

As a condition of this Contract, the Contractor certifies that the Contractor shall, prior to any individual performing work under this Contract, conduct or cause to be conducted an Internet Criminal History Access Tool (ICHAT) check and a national and state sex offender registry check for each new employee, employee, subcontractor, subcontractor employee or volunteer who, under this Contract, works directly with clients or has access to client information.

Information about ICHAT can be found at http://apps.michigan.gov/ichat.

The Michigan Public Sex Offender Registry website address is http://www.mipsor.state.mi.us.

The National Sex Offender Public website address is http://www.nsopw.gov.

As a condition of this Contract, the Contractor certifies that the Contractor shall, prior to any individual performing work under this Contract, conduct or cause to be conducted a Central Registry (CR) check for each new employee, employee, subcontractor, subcontractor employee, or volunteer who, under this Contract, works directly with children.

Information about CR can be found at http://www.mi.gov/dhs/0,1607,7-124-5452_7119_48330-180331--,00.html.

The Contractor shall require each new employee, employee, subcontractor, subcontractor employee, or volunteer who, under this Contract, works directly with clients or who has access to client information to notify the Contractor in writing of criminal convictions (felony or misdemeanor), pending felony charges, or placement on the Central Registry as a perpetrator, at hire or within 10 days of the event after hiring.

The Contractor further certifies that the Contractor shall not submit claims for or assign duties under this Contract to any new employee, employee, subcontractor, subcontractor employee, or volunteer based on a determination by the Contractor that the results of a positive ICHAT and/or a CR response or reported criminal felony conviction or perpetrator identification make the individual ineligible to provide the services.

The Contractor must have a written policy describing the criteria on which its determinations shall be made and must document the basis for each determination. The Contractor may consider the recency and type of crime when making a determination. Failure to comply with this provision may be cause for immediate cancellation of this Contract. In addition, the Contractor must further have a clearly defined written policy regarding acceptable screening practices of new staff members and volunteers who have direct access to clients and/or client’s personal information. These screening practices serve to protect the organization and its clients. The Contractor must also assure that any subcontractors have both of these written policies.

If MDHHS determines that an individual provided services under this Contract for any period prior to completion of the required checks as described above, MDHHS may require repayment of that individual's salary, fringe benefits, and all related costs of employment for the period that the required checks had not been completed.

22. State of Michigan Employees

State of Michigan employees may not act as bidders. Proposals from bidders who are current state of Michigan employees will be disqualified and will not be reviewed.

Policy in Civil Service Rule 2-8, Ethical Standards and Conduct, states an employee cannot represent or act as an agent for any private interests, whether for compensation or otherwise, in any transaction in which the state has a direct and substantial interest and which could reasonably be expected to result in a conflict between the employee’s private interests and official state responsibilities.

23. E-Verify

Section 291 of the fiscal year 2018 Omnibus Budget, PA 107 of 2017, requires verification that all new employees of the Contractor and all new employees of any approved subcontractor, working under this contract, are legally present to work in the United States. All Contractors shall perform this verification using the E-verify system (http://www.uscis.gov).

Section II

DESCRIPTION OF SERVICE SPECIFICATIONS

Families Together Building Solution (FTBS) is a home-based, solution-focused program assisting families with behaviorally-specific goals, enhancing and increasing family functions, enhancing household management skills, enhancing the use of transportation networks, enhancing communication skills, and conflict resolution skills, and enhancing the use of community resources.

1. PROGRAM REQUIREMENTS

1.1. Client Eligibility Criteria

a. Definition of Eligibility normally by funding source or program standards normally by funding source or program standards

1. For Child Safety and Permanency Plans (CSPP) Funding:

i. Families with an open MDHHS Children’s Protective Services (CPS) case (Category I, II and III)

ii. Families with children in MDHHS supervised out-of-home placement (inclusive of MDHHS supervised Foster Care, Juvenile Justice, and relative placement)

iii. MDHHS adoptive families for whom a need for post adoptive services has been identified by MDHHS to prevent disruption or dissolution

iv. Families with an open MDHHS child welfare prevention case

2. For Strong Families Safe Children (SF/SC) Funding:

i. Time – Limited Family Reunification Services shall be provided to Parents and Primary Caregiver(s) who:

a. Are responsible for the care and supervision of minor child(ren)

b. Have a MDHHS open case in out-of-home placement with family reunification as the goal

c. Are eligible only within the 15-month period that begins on the date the child is considered to have entered foster care

ii. Adoption Promotion and Support Services shall be provided to:

a. Prospective adoptive parents adopting minor child(ren) through the MDHHS foster care system, when adoption is the child’s permanency goal

b. Adoptive parent(s) of minor child(ren) adopted through the MDHHS foster care system, when adoption has been finalized, and a need for post adoption services has been identified by MDHHS

iii. Family Preservation – Placement Prevention Services shall be provided to Parents or Primary Caregiver(s) who:

a. Are responsible for the care and supervision of minor child(ren)

b. Have an open CPS (Category I, II, and III), Foster Care or Delinquency case

iv. Family Support Services shall be provided to Parents or Primary Caregiver(s) who:

a. Are responsible for the care and supervision of minor child(ren) and who have an open CPS (Category I, II, and III), Foster Care or Delinquency case, or whose open case was closed within the last 18 months

b. Have a CPS investigation within the past 18 months or have three or more rejected CPS complaints

b. Determination of Eligibility

MDHHS shall determine eligibility.

Note: Adjudicated youth in out-of-home placement who are wards of the court (including tribal courts) may be referred by MDHHS to contracts that exclusively serve delinquent youth.

1.2. Referral Process

Use the referral process below or enter an appropriate referral process.

MDHHS

In the written referral MDHHS shall identify:

a. Date of referral

b. Name of each client to be provided service

c. Address and contact information of the referred client(s)

d. Reasons for referral

e. Referring worker’s emergency on call phone number

MDHHS local office may initiate a referral by telephone as long as it is followed up with a written referral within five days.

CONTRACTOR

a. The Contractor shall accept or reject written referrals from MDHHS within one working day

b. The Contractor must contact the client within three days of accepting a referral

i. The program manager shall accept FTBS referrals by telephone from the MDHHS referring worker when the supervisor is not available

c. The Contractor shall develop procedures for receiving referrals in consultation with the local MDHHS referring units, in consultation with the MDHHS Business Service Center.

2. CONTRACTOR RESPONSIBILITIES

2.1. Geographic Area

The Contractor shall provide services described herein in the following geographic area: Mecosta and Osceola Counties

2.2. Credentials

The Contractor shall assure that appropriately credentialed or trained staff under its control, including Contractor employees and/or subcontractors, shall perform functions under this Contract.

FTBS program managers, supervisors and direct workers should have an understanding of the strength-based, solution-focused brief therapy model of treatment and a willingness to adhere to that model. In addition, FTBS staff must maintain a flexible schedule to accommodate the family’s work and school schedule and be available for crisis intervention to families 24 hours per day, seven days a week if necessary.

Program Manager:

A master’s degree in one of the following human services areas: social work, sociology, psychology, family ecology, consumer/community services, family studies, family and/or child development, guidance/school counseling, counseling psychology or criminal justice as well as experience managing in-home programs, administrative and clinical experience is required.

Supervisor:

A bachelor’s degree in social work, sociology, psychology, family ecology, consumer/community services, family studies, family and/or child development, guidance/school counseling, counseling psychology or criminal justice and field experience working with families with multiple problems is required. A master’s degree in social work is preferred. Knowledge of and experience in the brief therapy model, solution-focused therapy is preferred.

Supervisors must have demonstrated experience in, or potential for, providing supervision to FTBS staff who provide in-home services. Knowledge of child welfare policies and programs, family therapy theories, treatment philosophies, and strategies of home-based services, as well as knowledge and availability of local resources is necessary. An understanding of and commitment to the FTBS solution-focused model is essential. Supervisors must have the capacity for overseeing program operations related to the family’s entry into and participation in the program.

The ability to relate to local MDHHS personnel, the courts, and other service providers on behalf of the family is essential.

The expectation for flexibility in work schedule is necessary.

FTBS Direct Worker:

A bachelor’s degree in social work, sociology, psychology, family ecology, consumer/community services, family studies, family and/or child development, guidance/school counseling, counseling psychology or criminal justice is a required minimum. A master’s degree in social work is preferred.

Field experience working with children and families with multiple problems and the overall ability to relate and engage with these families is paramount. Experience in and knowledge of brief therapy model, solution-focused therapy is preferred. An understanding of the MDHHS Family Preservation philosophy and intervention strategies is essential.

The expectation for flexibility in work schedule is necessary.

Training Requirements:

All FTBS staff are required to participate in initial and ongoing training provided by MDHHS staff or trainers coordinated by MDHHS. At a minimum, all FTBS staff must attend the Two-day FTBS Core Training and the one-day Family Preservation Solution-Focused training as soon as possible after date of hire.Insert any required credentials Insert any required credentials

2.3. Services to be Delivered

Service #1 of 1: Families Together Building Solutions services

a. Activities the Contractor shall perform:

The Contractor shall:

The Contractor shall:

1. Provide both supervisory staff and FTBS direct workers committed to and capable of adhering to the SFBT model.

2. Have all FTBS direct workers, supervisors, and program managers attend training arranged by MDHHS that is tailored to the SFBT model Training materials acquired shall be incorporated into service delivery.

3. Develop a written plan to administer specific assistance monies averaging $100.00 per family served. This plan, and any changes to this plan, shall be submitted annually in writing to MDHHS. These monies shall only be used to purchase reinforcement tools and incidentals that directly support the achievement of goals related to the reasons for referral indicated by MDHHS.

a. Consult with the local MDHHS office for guidance on approvals for specific assistance usage at or exceeding $500.00. The MDHHS-362-FPP, Specific Assistance Request Form shall be used to document that the expenditure is in support of reducing the risk of out-of-home placement or reunification efforts. This form must also identify the established goal that the expenditure is intended to support. The MDHHS-362-FPP shall be placed in the client’s FTBS case file.

4. Provide service in the family’s home or at mutually agreed upon location.

5. Submit in writing to the MDHHS local office, a plan outlining how FTBS program staff will meet availability requirements.

a. Supervisors and direct workers shall work a flexible schedule determined by the needs of the family (rather than a standard eight to five schedule).

6. Maintain an FTBS supervisor/direct worker ratio as one supervisor to four direct workers, pro-rated for partial or multiple teams.

7. Have all FTBS supervisors and program manager participate in scheduled meetings, case consultation, case reviews, and ongoing training as necessary for contract compliance as determined by the local MDHHS representative, MDHHS Business Service Center and/or MDHHS Family Preservation Program Office.

a. Supervisors shall maintain a minimum of monthly contact with the local MDHHS representative for program/contract updates.

b. Supervisors and the local MDHHS representative shall facilitate bi-annual program outlines for referring staff.

8. Familiarize the staff with MDHHS policies and procedures and monitor staff for program and outcome compliance while in consultation with the MDHHS local office, and/or MDHHS Business Service Center.

9. Provide to the assigned MDHHS Business Service Center contract administrator full access to examine all case related and administrative records for contract monitoring.

10. Maintain signed Service Plans, Progress Reports, and Termination Reports for referred cases in the case record. The Contractor shall submit reports to the local MDHHS upon request.

11. Have each full-time supervisor with a team of four direct workers carry a minimum caseload of two families per year. A part time supervisor/ direct worker must carry a percentage of a direct worker caseload and percentage of a supervisor load.

12. Have the supervisor accompany new direct worker on at least one home visit.

a. The supervisor shall accompany staff on all other home visits as needed at least once per contract year.

b. Feedback on supervisor accompanied visits shall be part of the weekly individual conference or team meeting.

13. Have the supervisor conduct weekly team meetings involving all staff to consult casework plans and activities.

14. Have the supervisor conduct bi-weekly, individual, supervision with each direct worker. This shall be for the purpose of discussing the worker’s assigned families, reviewing individual case progress, and consulting on SFBT casework plans and documentation.

15. Have supervisors review and approve, by signature and date, all required service plans, progress reports and termination reports.

16. Have the direct workers available to the family 24 hours per day, seven days a week to accommodate the family’s work schedule and for crisis intervention, if necessary.

a. Each direct worker shall be available to the families specifically assigned to them.

i. Supervisors shall provide back up to direct workers. The program manager shall provide back up to the direct workers when supervisors are not available.

b. Cellular/mobile phone numbers shall be given to families or another approved method of direct worker/family contact shall be established.

17. Have each full time direct worker carry an average of 24 cases per year.

a. A direct worker may be assigned a caseload of up to eight families at a time.

b. Exceptions to the full-time caseload must be approved by MDHHS local office.

18. Have the direct worker contact the family face-to-face within three working days of referral.

a. An initial case staffing between the referring caseworker and direct worker shall occur in person or by phone within three days of the first visit with the family.

b. If the direct worker is not able to meet with the family within three days of referral, contact is to be made informing the MDHHS referring staff of the lack of contact and requesting withdrawal of the case from FTBS services within five calendar days of referral, or direction on what further measures to take to meet with the family shall be identified.

NOTE: All face-to-face contacts are to be sent to the referring worker weekly.

19. Have the direct worker provide service to the family for 90 days with an option to extend service up to an additional 90 days with documented MDHHS approval based on consultation regarding goal progress with the family, worker, supervisor and referral source.

a. The assigned direct worker shall maintain ongoing contact with the referring caseworker at a frequency sufficient to address the circumstance of each individual case.

b. The direct worker shall average not less than three hours of face-to-face contact per family, per week, during the period of intervention, not to exceed a total of 180 days of service.

20. Complete regular evaluations of staff to assess knowledge of and compliance with the philosophy and intervention strategies of the FTBS SFBT model

21. Require the direct worker, in consultation with the family, to write an individualized service plan. The plan shall incorporate goals which are derived from the family’s view of their issues, as well as that of the referring worker. To reflect engagement, family members must sign their family assessment and goals and receive copies of all reports. This plan shall be sent to the MDHHS referring staff within 30 days of the first home visit with the family. Each 30 days thereafter, a progress report shall be sent to the family and the local MDHHS office. A termination report is due seven days after the date of case closure.

22. Have the direct worker provide a wide range of family-based services to each family following the SFBT approach. The services may include, but shall not be limited to:

a. Building a positive family/worker relationship by utilizing solution-focused interventions, such as complimenting, interviewing-as-intervention, positive reframing and exception-finding to engage the family members

b. Developing cooperation by:

i. Identifying the existing strengths of the family and the individual family members

ii. "Joining" with the family by emphasizing existing coping strategies, strengths, and skills and validating the family members’ view of their situation

iii. Discussing concerns of the family

iv. Empowering the family in positive solution-oriented goals formation and action steps

v. Utilizing elements of the SFBT model such as:

1. The five-question interviewing technique

2. E.A.R.S. (Eliciting exceptions, Amplifying details, Reinforcing what worked, and Starting again)

3. Compliments as intervention technique

c. Defining the situation/behaviors through:

d. Collaborative goal setting between the family, direct worker and referring caseworker by establishing SFBT model, behaviorally specific goals that are:

i. achievable within a timeframe limited to 90 days

ii. behaviorally specific as to the problematic situation/behaviors that need to change, and measurable as related to observable, positive replacement behaviors of the family members that coincides with the goals picture

e. Intervening with the family through use of the "Five Question" technique by:

f. Enhancing and increasing family functions through the use of feedback and task assignment:

g. Enhancing and increasing appropriate parenting skills and alternatives to physical punishment through SFBT techniques

h. Enhancing household management skills through skill-building, solution-finding activities, such as, but not limited to:

i. Enhancing use of transportation networks and transporting the family when necessary to achieve treatment goals

j. Enhancing communication skills and conflict resolution skills through teaching

k. Enhancing use of community resources and linkages with follow-up services in termination planning with the family when appropriate

23. Ensure the direct worker shall implement Infant Safe Sleep practices for all infants aged less than one year and shall ensure that Early On referrals will be made on all families with a child aged less than three years.

24. Discuss termination recommendations, in person when possible, with the MDHHS referring staff.

a. The meeting shall occur no later than seven days prior to the anticipated closure of the case. The family may be invited to this meeting.

b. A written termination report, using the required form, shall be submitted to the MDHHS referring staff no later than seven days after case closure.

25. Conduct a termination interview with the family to summarize the progress made during the intervention and options for maintaining progress. The MDHHS referring staff should be invited to the termination interview.

26. Have the direct worker send each family who terminates FTBS services a closure letter within seven days, summarizing the progress the family has made during the intervention and reminding the family that a worker will conduct follow-up interviews at six and 12 months following case closure.

a. Case note documentation of the follow-up interviews and case notes detailing whether the family has successfully maintained new functioning and use of new skills and behaviors will be retained in each family case record.

27. Anonymously administer the family satisfaction and referring caseworker questionnaires to the family along with an agency envelope addressed to the program manager upon termination of each case to determine satisfaction with FTBS services. A copy of the completed forms shall be maintained in a separate file by the Contractor.

28. Have the program manager and supervisors participate in Quality Assurance activities as designed by MDHHS and/or Family Preservation Program Office including the following:

a. Program managers shall review one case per direct worker and one case per supervisor per year

b. The supervisor shall review two cases per year per direct worker

b. Volume of Service

1) Clients - The estimated number of eligible clients to be served during the period of this Contract shall be: 72 (24 per year)

2) Unit Definition(s): One unit equals one hour of Contractor time providing direct services to a client/family by a director worker, supervisor, or program manager. Direct services include face-to-face contact, collateral and telephone contacts, travel time, training time, and case related activities.

3) Number of Units: The bidder shall estimate the number of units proposed in Section IV of the RFP, under Category D8 (Work Plan) and on Exhibit B – Pricing Matrix

2.4. Expected Performance Outcomes

During the Contract, the Contractor shall demonstrate measurable progress toward the achievement of the outcomes listed below:

The outcomes should include a goal, performance measure, baseline, and a target.

2.5. Reporting Requirements

Maintain a written record of services provided to each family. The Contractor shall utilize forms developed by MDHHS. The records shall include but shall not be limited to the following:

a. A written referral form which includes date of the initial request for service, the precipitating event which led to risk to the children, an assessment of the current level of risk, and specific goals aimed at reducing risk

b. An Initial Service Plan completed by the Contractor which includes:

1) Dates and brief descriptions of contact with the family and collateral contacts in regard to the family

2) The family’s immediate presenting problem(s)

3) Behavior-oriented, goal-directed service plan and interventions which address the family’s problems, needs, and immediate objectives

4) Family’s response to and role in developing the goal-directed plan

5) Progress of the family in alleviating risk to the children

c. Ongoing progress notes for each family engaged in treatment detailing:

1) Number of hours spent with family

2) Specific interventions used in working with an identified problem area and the family’s response to the interventions

3) Notation of weekly team meeting and case conference summary

4) Details of contacts with the family as well as collateral contacts with professionals regarding the needs or progress of the family

d. Monthly progress reports, due 30 days after beginning service with the family and subsequently, every 30 days, which include dates of contact with the family and collateral contacts, progress of the family in regard to the goals and toward alleviating risk to the children and any other information relevant to family functioning

e. A termination report which includes dates of contact with the family and collateral contacts, progress of the family in regard to the goals and toward alleviating risk to the children, an assessment of current risk, any additional service needs and referrals made and any other information relevant to family functioning. This report shall be due seven days after termination with the family and submitted to MDHHS referring staff

f. A follow-up assessment, conducted six months and 12 months from termination date shall be maintained in the family case record detailing whether the post FTBS family functioning has been maintained by the family. If the family cannot be reached for follow-up, the case record shall document a minimum of five attempts to contact the family including a minimum of one home visit. Case notes describing the contact with the family and descriptions of child well-being and parental resilience shall be retained in each family case record

g. Monthly Case Completion reports indicating families terminated during the month shall be submitted to the MDHHS Local Office no later than seven days from the end of the reporting month

h. Monthly report with the list of referrals the Contractor was unable to accept shall be submitted to the MDHHS Local Office no later than seven days from the end of the reporting monthReporting requirements should provide data sufficient to measure and analyze the performance outcomes in Section 2.4.

2.6. Audit Requirements

Contractor Relationship

This Contract constitutes a contractor relationship with MDHHS. No financial audit is required under this Contract by MDHHS. No financial audit costs are allowed to be billed to this Contract. In the event the Contractor elects to have a financial audit performed, the submission of the audit report to MDHHS is not required nor desired unless there is a finding of a Going Concern.

2.7. Reserved

3. OTHER

3.1. Mileage

For mileage incurred related to services provided under this Contract, the Contractor may bill MDHHS the premium state rate, or Contractor's usual reimbursement rate for employees, whichever is less. State of Michigan travel rates may be found at the following website:

http://www.michigan.gov/dmb/0,1607,7-150-9141_13132---,00.html

MDHHS shall reimburse the Contractor for mileage incurred by the Contractor for: