HS 24-16 Child and Family Team Facilitation Services~3.pdf

Rev. 7/2021- Services

Request for Proposal No. 24-16 Child and Family Team Facilitators

Gilbert Ramos Assistant Executive Officer San Bernardino County

Jeany Glasgow Children and Family Services

Administrative Support Division – Contracts Unit 150 South Lena Road San Bernardino, CA 92415-0515

(909) 388-0360

RFP HS 24-16

ePro Bid HSSA25-HSSA-5566

Human Services

Request for Proposal Child and Family Team

Facilitators

No. 24-16

HSSA25-HSSA-5566

Page i of ii

TABLE OF CONTENTS

I. INTRODUCTION

A. Purpose B. RFP Contact C. Budget D. Contract Term E. Reserved F. Assistance to Proposers with a Disability G. Question and Answer Period H. Request for Word Version of the RFP I. Reserved J. Proposal Submission Deadline

II. PROPOSAL TIMELINE

III. DEFINITIONS AND REFERENCE DOCUMENTS

IV. PROPOSAL CONDITIONS

A. Authorized Signatures B. Term of Offer C. Required Review D. Incurred Costs E. Amendments/Addenda to RFP F. Best Value Evaluation G. Right of Rejection H. Reserved I. Clarification of Offers J. Public Records Act K. Employment of Former County Officials L. Iran Contracting Act of 2010 M. Disclosure of Criminal and Civil Proceedings N. Debarment and Suspension; California Secretary of State Business Entity Registration O. Unsatisfactory Performance P. Final Authority Q. Reserved R. Contingencies S. Proposal Submission T. Inaccuracies and Misrepresentations U. Negotiations V. Level of Service W. Pre-Award Visits X. Executive Order N-6-22 – Russian Sanctions

V. SCOPE OF WORK

A. Background Information B. Project Description C. Additional Requirements D. Reserved

VI. PROPOSAL SUBMISSION

A. General B. Proposal Format

VII. EVALUATION

A. Qualifications and Experience B. Financial Review

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C. Technical Review D. Cost/Revenue E. References

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

A. Contract Negotiation B. Failure to Negotiate C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection D. Review of Financial Performance E. Award

IX. APPEAL AND AWARD

X. TERMS AND CONDITIONS

A. General

B. Indemnification and Insurance Requirements

C. Right to Monitor and Audit

D. Correction of Performance Deficiencies

E. Reserved

F. Equal Employment/Employment Discrimination/Civil Rights

ATTACHMENTS:

A. Cover Page

B. Statement of Certification

C. Licenses, Permits, and/or Certifications

D. Certification Regarding Debarment or Suspension; California Secretary of State Business Entity Registration

E. Cost

F. References

G. Employment of Former County Officials

H. Exceptions to RFP

I. Public Records Act Exemptions

J. Indemnification and Insurance Requirements Affidavit

K. Reserved

L. Reserved

M. Reserved

N. Federal Contracting Provisions

EXHIBITS

A. Complaint and Grievance Procedure

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I. INTRODUCTION

A. Purpose San Bernardino County (County), through the Human Services Department (HS) for Children and Family Services (CFS) is seeking Proposals from interested and qualified individuals, organizations, and firms, hereinafter referred to as “Proposers” or “Contractors” to provide Child and Family Team Facilitator services under a fee-for-service Contract. The number of awards will be determined by the quality of the proposals received.

Current Contractors must submit Proposals in response to this Request for Proposal (RFP), and be selected, in order to continue providing contracted services after June 30, 2026.

B. RFP Contact All correspondence, including Proposals and questions, must be submitted to the address and person (RFP Contact) listed below:

San Bernardino County Human Services Attn: HS Contracts Unit (RFP HS 24-16/ ePro Bid HSSA25-HSSA-5566) 150 South Lena Road San Bernardino CA 92415-0515

Contact: Chester Whitehurst, Contract Analyst Phone: (909) 388-0255 Fax:(909) 387-2900 Email HSASDContractsUnit@hss.sbcounty.gov

Fax number and email address may only be used to submit questions. Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro), or via hard copy with original signature submitted to the address indicated above. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Budget The County estimates a budget in an amount not to exceed $2,800,000 annually and not to exceed a total of $8,400,000 for the full term under a fee-for-service contract and shall be subject to the availability of funds to the County

D. Contract Term Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for three (3) years beginning on July 1, 2026 through June 30, 2029.

The County may, but is not obligated to extend awarded Contract(s) for up to two (2) additional one (1) year periods, contingent on the availability of funds and Contractor performance.

E. Reserved

F. Assistance to Proposers with a Disability Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

G. Question and Answer Period

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All questions relating to this RFP must be submitted in writing via email, fax, or mail to the contact listed in Paragraph B of this Section. Questions should be clear and concise and include references to sections of the RFP when applicable. The deadline to submit questions is 4:00 p.m., Wednesday, December 29, 2025.

All written questions will be answered and both the question and answer will be compiled into one (1) or more documents and posted as an Addendum on the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/ within two (2) weeks following the deadline to submit questions.

H. Request for Word Version of the RFP A Word version of the RFP can be requested at any time during the procurement timeline by submitting an email with the subject line of “Request for RFP HS 24-16” to Chester Whitehurst at HSASDContractsUnit@hss.sbcounty.gov.

I. Reserved

J. Proposal Submission Deadline Proposals/bids must be submitted electronically through ePro https://epro.sbcounty.gov/bso/ or via hard copy, with original signature, to the address listed in Paragraph B and must be received by the time and date designated in this Section. Postmarks will not be accepted in lieu of actual receipt. Facsimile or email proposals will not be accepted.

Proposals/bids submitted through ePro must be submitted under ePro Bid # HSSA25-HSSA-5566. System-related or procurement questions involving ePro shall be directed to the Purchasing Department at (909) 387-2060. Proposals submitted through ePro may be withdrawn in ePro prior to the scheduled deadline for submission of proposals. Proposers acknowledge that its electronic signature in the ePro submission is legally binding. In the case of a discrepancy between the proposal submitted through ePro and the numerical bid entered into ePro, the numerical bid shall prevail. For procurement questions, please contact the Contract Analyst identified in Paragraph B.

In the event of ePro system downtime due to the loss of internet connectivity to the County’s network server, as verified by the County, the electronic submission requirement may be waived as long as hard copies of the proposal are received by the deadline at the address listed in Paragraph B of this Section.

Proposals/bids must be received no later than 4:00 p.m., Monday, January 26, 2026. Late or incomplete proposals/bids will not be accepted.

Additionally, all proposers must register with the ePro system prior to the submission deadline or they will be disqualified.

II. PROPOSAL TIMELINE

Release of RFP Wednesday, December 10, 2025

Non-Mandatory Proposal Conference Wednesday, December 17, 2025

Deadline for Submission of Questions 4:00 pm Monday, December 29, 2025

Deadline for Proposals 4:00 pm Monday, January 26, 2026

Tentative Date for Mailing Award/Denial Letters Wednesday, February 11, 2026

Tentative Date for Protests Tuesday, February 24, 2026

Date for Tentative Contract Award Wednesday March 4, 2026

Tentative Start Date for Contract(s) July 1, 2026

Mandatory Post-Award Conference To be announced following Contract award https://epro.sbcounty.gov/bso/ https://epro.sbcounty.gov/bso/

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Non-Mandatory Proposal Conference:

Proposers are encouraged to attend a Non-Mandatory Proposal Conference to be held virtually via Microsoft Teams on Wednesday, December 17, 2025 at 10:00 a.m.

To join the Microsoft Teams meeting:

1. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1

2. Enter the following:

a. Meeting ID: 245 469 844 602 7

b. Meeting Passcode: 3hf2dn2w

3. Click “Join a meeting”

To Join by phone:

1. Dial 1-661-568-6806

2. Enter Phone Conference ID: 877 699 132#

The conference will clarify program expectations, explain processes, and answer attendees’ questions.

Each attendee must sign-in to document their attendance.

III. DEFINITIONS AND REFERENCE DOCUMENTS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below.

Administrative Associate: A person who provides office support services.

Assessment: A written document which contains information relevant to the case situation and an appraisal of case service’s needs. The Child and Adolescent Needs and Strengths (CANS) assessment tool is essential in this process.

Board: The San Bernardino County Board of Supervisors.

Case Management: A service funded activity performed by the agency which includes assessing the child's/family's needs. It is characterized by advocacy, communication, and resource management, and promotes quality and cost-effective interventions and outcomes.

Child and Adolescent Needs and Strengths (CANS): A multipurpose tool that supports decision making, including level of care and service planning, which allows for the monitoring and outcome of services. Used as part of the Child and Family Team (CFT) process to help guide conversations among CFT members about the wellbeing of children and youth, identify their strengths and needs, inform and support care coordination, aid in case planning activities, and inform decisions about placement.

Child and Family Team (CFT): Public Agency representative and individuals with natural supportive relationships with the family that are engaged through team based processes to identify the strengths and needs of the child or youth and his or her family, and to assist in achieving positive outcomes for safety, permanency, and wellbeing.

Child and Family Team Meeting (CFTM): A group that forms to meet the needs of an eligible child through whatever means possible. In order to ensure family voice, choice, and ownership of the individualized service plan, every effort shall be made to ensure family members and family representatives constitute a minimum of fifty percent (50%) of the CFTM. This team includes the child, parents, caregivers, relatives, County Social Worker, Probation Officer, or Behavioral Health Clinician, and anyone else the family identified as a member.

Completion of the Individualized Care Plan (CFS 213.1) is due as part of this process.

https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1

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CFTM Facilitator (Facilitator): A person who coordinates the Child and Family Teams (CFT) and the development and implementation of individualized service plans. If applicable, provides direct services to children and families to maximize the involvement of all persons and the implementation of plans.

CFTM Referral (CFS 213 – CONTRACTOR): The County referral that identifies the meeting topic for the child/youth as well as list team member names.

Children and Family Services (CFS): The Human Services (HS) department that administers programs designed to address child abuse and neglect issues in San Bernardino County. CFS oversees and administers various programs, including Child Protective Services and related programs, Adoptions, Foster Home Services, and Independent Living.

Collaboration: A process that involves exchanging information, aligning activities, sharing resources, and enhancing the capacity of one another to achieve mutual benefits and a common purpose by sharing responsibilities, resources, risks, and rewards. Often collaborations form public and private partnerships and include representation for the population to be served. They meet regularly, working together in small groups, often performing different tasks and roles to achieve a common objective.

Contract: The legal agreement between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Coordination: The process of organizing people or groups so that they can work together properly and well.

County: County as used throughout this document, including its possessive form (County’s), refers to San Bernardino County.

CFS Liaison: A designated staff member responsible for facilitating communication, collaboration, and coordination between the Contractor and the County.

Cultural Competence: The entire CFT process is built on the values, preferences, beliefs, culture, and identity of the child/youth and family.

Department of Behavioral Health (DBH): The County department that provides specialty mental health services to all eligible persons who meet medical necessity criteria defined in the California Code of Regulations (CCR) Title IX, State Department of Mental Health.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Family Support Counselor/Mental Health Specialist: A person who provides support services to individuals and families as identified in the designated program and/or individualized plan. Services also apply to youth in twenty-four (24) hour residential treatment and/or consumer/clients in community based programs.

Health Insurance Portability and Accountability Act (HIPAA): A federal law that required the creation of national standards to protect sensitive patient health information from being disclosed without the patient’s consent or knowledge. It was also designed to improve portability and continuity of health insurance coverage in the group and individual markets, to combat waste, fraud, and abuse in health insurance and health care delivery, to promote the use of medical savings accounts, to improve access to long term care services and coverage, to simplify the administration of health insurance, and for other purposes.

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Human Services (HS): San Bernardino County Human Services (HS), a system of integrated services, where the programs and resources of nine (9) County departments come together to provide a rich, more complete array of services to the citizens of San Bernardino County under one coordinated effort.

Integrated Core Practice Model (ICPM): A set of concepts, values, principles, and standards of practice that outline an integrated approach to working with children/youth and families involved with child welfare who have or may have mental health needs. ICPM is further defined in the Department of Health Care Services (DHCS) manual, Pathways to Mental Health services ICPM Guide (https://www.cdss.ca.gov/Portals/9/CCR/ICPM/integrated-core-practice-model-resource-guide.pdf)

Parent/ Youth Partner: A person who establishes and implements support services for children and families.

They serve as liaison for the family’s involvement and offer support in ways that are the most help to each individual family.

Personally Identifiable Information (PII): Includes name, social security number, date of birth (DOB), address, driver license, photo identification, identifying number/document, and/or Client Index Number (CIN).

Information about PII may be obtained by visiting http://hss.sbcounty.gov/Privacy/

Placement Preservation Strategies: Strategies designed to prevent children/youth in foster care from experiencing unnecessary or abrupt placement changes that may negatively impact their wellbeing or sense of stability/security. Efforts are made to preserve and strengthen the placement of a child/youth and prevent placement changes due to gender, gender identity, race, or cultural differences.

Pre-Meeting Discussion: A conversation that takes place before a formal meeting, usually involving key participants to align agenda items and set expectations. The discussion helps to ensure that everyone is prepared.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Probation Department (Probation): The Department responsible for protecting the community through assessment, treatment, and control of adult and juvenile offenders by providing a range of effective services based on legal requirements and recognized professional standards.

Protected Health Information (PHI): Individually identifiable health information held or transmitted by a covered entity or its business associate, in any form or media, whether electronic, paper or oral. Individually identifiable information is information, including demographic data, that relates to the individual’s past, present, or future physical or mental health or condition; the provision of health care to the individual; or the past, present, or future payment for the provision of health care to the individual, and identifies the individual or for which there is reasonable basis to believe it can be used to identify the individual. PHI excludes individually identifiable health information in education records covered by the Family Educational Rights and Privacy Act, as amended, 20 U.S.C. 1232g; in records described at 20 U.S.C. 1232g(a)(4)(B)(iv); in employment records held by a covered entity in its role as employer; and regarding a person who has been deceased for more than fifty (50) years.

Purchasing Agent: The Director of the County Purchasing Department.

Referral review and acceptance: Informing another service agency that a child and/or that child's family desires or requires that agency's services; and assisting the child and/or family to avail themselves of such services. The agreement to an offer resulting in duties, obligations, or benefits for one or more of the parties.

Relative: An adult who is related to the child by blood, adoption, or affinity within the fifth degree of kinship.

Examples of a relative may include stepparents, stepsiblings, or all relatives whose status is preceded by the words “great”, “great-great”, or “grand”, or the spouse of any of these persons, even if the marriage was terminated by death or dissolution.

https://www.cdss.ca.gov/Portals/9/CCR/ICPM/integrated-core-practice-model-resource-guide.pdf http://hss.sbcounty.gov/Privacy/

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Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested services described in this RFP.

Social Worker (SW): A person who is trained in helping vulnerable people and communities work through challenges faced in everyday life.

Strength-Based Services: Focus is on the child/youth and family strengths, which the CFT validates, builds on, and expands to achieve outcomes. Interactions between team members demonstrate mutual respect, appreciation, and recognition of the value each member brings to the team.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

Trauma-Informed Care (TIC): Trauma informed organizations, programs, and services are based on an understanding of the vulnerabilities or triggers of trauma survivors that traditional service delivery approaches may exacerbate, so that these services and programs can be more supportive and avoid re-traumatization.

For more information, refer to the National Child Traumatic Stress Network at http://nctsn.org/.

Welfare and Institution Code (WIC) Section 832: Describes CFTM State regulations regarding disclosure of confidential information.

Reference Documents:

Americans with Disabilities Act (42 U.S.C. section 12101 et seq.)

http://www.ada.gov/pubs/adastatute08.pdf

California Department of Social Services Manual of Policies and Procedures Divisions 21 and 23, sections 600, 602, and 604 Div. 21 - https://www.cdss.ca.gov/Portals/9/Regs/3cfcman.pdf Div. 23 - https://www.cdss.ca.gov/ord/entres/getinfo/pdf/opsman4.pdf

California Vehicle Code http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&titl e=&part=&chapter=&article

Clean Air Act (42 U.S.C. section 7401 et seq.)

http://epa.gov/clean-air-act-overview/clean-air-act-text

Clean Water Act (33 U.S.C. section 1251 et seq.)

https://www.epa.gov/laws-regulations/summary-clean-water-act

Environmental Protection Agency Regulations (40 C.F.R.)

https://ecfr.federalregister.gov/current/title-40

State Energy Conservation Plan (California Code of Regulations, title 20, section 1401 et seq.)

https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=I88DFCEC0 D44E11DEA95CA4428EC25FA0&originationContext=documenttoc&transitionType=Default&contextData=( sc.Default) http://nctsn.org/ http://www.ada.gov/pubs/adastatute08.pdf https://www.cdss.ca.gov/Portals/9/Regs/3cfcman.pdf https://www.cdss.ca.gov/ord/entres/getinfo/pdf/opsman4.pdf http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&title=&part=&chapter=&article http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&title=&part=&chapter=&article http://epa.gov/clean-air-act-overview/clean-air-act-text https://www.epa.gov/laws-regulations/summary-clean-water-act https://ecfr.federalregister.gov/current/title-40 https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=I88DFCEC0D44E11DEA95CA4428EC25FA0&originationContext=documenttoc&transitionType=Default&contextData=(sc.Default) https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=I88DFCEC0D44E11DEA95CA4428EC25FA0&originationContext=documenttoc&transitionType=Default&contextData=(sc.Default) https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=I88DFCEC0D44E11DEA95CA4428EC25FA0&originationContext=documenttoc&transitionType=Default&contextData=(sc.Default)

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Pro-Children Act of 1994 (20 U.S.C. section 6081 et seq.)

https://www.law.cornell.edu/cfr/text/48/352.237-70

Executive Order 11246 [30 Fed. Reg. 12319 (Sept. 24, 1965)], as amended by Executive Orders 11375, 13279, 13665, and 13672 http://www.dol.gov/ofccp/regs/compliance/ca_11246.htm

Executive Order 11738 [38 Fed. Reg. 25161 (Sept. 10, 1973] and Environmental Protection Agency regulations (40 C.F.R.)

http://www.archives.gov/federal-register/codification/executive-order/11738.html

Executive Order 12549 [51 Fed. Reg. 6370 (Feb. 18, 1986] and Executive Order 12689 https://www.archives.gov/federal-register/codification/executive-order/12549.html and Debarment, Suspension, And Other Responsibility Matters (48 C.F.R. Subpart 9.4)

California Public Records Act Government Code section 7920.000 et seq.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GO V

California Government Code section 87100 et seq.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=87100.&lawCode=GOV.

Office of Management and Budget (OMB) Circulars https://www.whitehouse.gov/omb/information-for-agencies/circulars/

California Penal Code section 11105.3 http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11105.3.&lawCode=PEN

San Bernardino County Policy (11-08) – Recycled products

Title VII of the Civil Rights Act of 1964 http://www.eeoc.gov/laws/statutes/titlevii.cfm

California Welfare and Institutions Code section 10000 et seq.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10000

California Fair Employment and Housing Act (California Government Code section 12900, et seq.)

https://www.dfeh.ca.gov/legal-records-and-reports/laws-and-regulations/

Ansel-Casey https://www.casey.org/casey-life-skills/

California Evidence-Based Clearinghouse for Child Welfare http://www.cebc4cw.org

Child Abuse Mandated Reporter Training – California http://www.mandatedreporterca.com/

Foster Care Independence Act of 1999, Public Law https://www.congress.gov/106/plaws/publ169/PLAW-106publ169.pdf

Welfare and Institutions Code section 10609.4 http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10609.4 https://www.law.cornell.edu/cfr/text/48/352.237-70 http://www.dol.gov/ofccp/regs/compliance/ca_11246.htm http://www.archives.gov/federal-register/codification/executive-order/11738.html https://www.archives.gov/federal-register/codification/executive-order/12549.html https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GOV http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=87100.&lawCode=GOV https://www.whitehouse.gov/omb/information-for-agencies/circulars/ http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11105.3.&lawCode=PEN http://www.eeoc.gov/laws/statutes/titlevii.cfm http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10000 https://www.dfeh.ca.gov/legal-records-and-reports/laws-and-regulations/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.casey.org%2Fcasey-life-skills%2F&data=05%7C02%7CKarol.Hamman%40hss.sbcounty.gov%7Cf95650444c4740dd6b9308dc298df841%7C31399e536a9349aa8caec929f9d4a91d%7C1%7C0%7C638430936937317644%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=AfOmJ63gS%2BifHDxYv5nTB4A6fsNbXeiQsf6NuLzBv6g%3D&reserved=0 http://www.cebc4cw.org/ http://www.mandatedreporterca.com/ https://www.congress.gov/106/plaws/publ169/PLAW-106publ169.pdf http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10609.4

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IV. PROPOSAL CONDITIONS

A. Authorized Signatures All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addenda to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed. Additionally, the County may terminate this procurement process at any time.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award Contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a nonresponsive counter offer and the Proposal may be rejected.

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No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Reserved

I. Clarification of Offers

In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County)

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K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (http://www.dgs.ca.gov/pd/Resources/PDLegislation.aspx) as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If http://www.dgs.ca.gov/pd/Resources/PDLegislation.aspx

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For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance

Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a Contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved

R. Contingencies Funding for this program is contingent on State and Federal funding. This RFP does not commit the County to award a contract. Cost, while not necessarily the primary factor used in the selection process, is a major consideration. The County will award a contract based on the proposal that best meets the needs of the County and the requirements of this RFP.

The County reserves the right to accept or reject any or all proposals if the County determines it is in the best interest of the County to do so. The County will notify all Proposers, in writing, if the County rejects all proposals.

S. Proposal Submission To be considered, all proposals must be submitted in the manner set forth in this RFP. It is the Proposer’s responsibility to ensure that its proposal arrives on or before the specified time. All proposals and materials submitted become the property of the County.

T. Inaccuracies or Misrepresentations If in the course of the RFP process or in the administration of a resulting contract, the County determines that the Proposer has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the County, the Proposer may be terminated from the RFP process or in the event a contract has been awarded, the Contract may be immediately terminated.

In the event of a termination under this provision, the County is entitled to pursue any available legal remedies.

U. Negotiations https://www.sam.gov/

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The County may require the potential Contractor(s) selected to participate in negotiations, and to submit revisions to pricing, technical information, and/or other items from their proposal(s) as may result from these negotiations.

V. Level of Service For any contract awarded as a result of the RFP, no minimum or maximum number of referrals can be guaranteed by the County.

W. Pre-Award Site Visits Site visits may be conducted to verify information submitted in the RFP and to determine if the proposed facilities are appropriate for the proposed services to be provided.

X. Executive Order N-6-22 – Russia Sanctions On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions), as well as any sanctions imposed under state law (https://www.dgs.ca.gov/OLS/Ukraine-Russia). By submitting a bid or proposal, Proposer represents that it is not a target of Economic Sanctions. Should it be determined Proposer is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Proposer’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the County.

Y. Reserved

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The mission of CFS is to protect endangered children, preserve and strengthen their families, and develop alternative family settings. Services are mandated by law and regulation will be provided in the least intrusive manner with a family centered focus. This mission is accomplished in collaboration with the family, a wide variety of public and private agencies, and members of the community. The County estimates a budget in an amount not to exceed $2,800,000 annually under a fee-for-service contract and shall be subject to the availability of funds to the County.

CFS serves youth with emotional and behavioral challenges, substance abuse issues, and histories of sexual abuse and running away. The goal is to ensure youth are provided a safe environment free from abuse, neglect, and exploitation.

San Bernardino County is the largest geographical county in the contiguous United States encompassing over 20,000 square miles. Located in southeastern California, San Bernardino County is bordered by the counties of Inyo, Kern, Los Angeles, Orange, and Riverside and the states of Arizona and Nevada. More than two million citizens reside in urban, suburban, and rural communities within the county’s valley, mountain, and desert regions.

B. PROJECT DESCRIPTION

Contractor shall:

1. Accept, review, and process all Child and Family Team Meeting (CFTM) Referrals (CFS 213 – CONTRACTOR) and:

a. Not solicit or modify the referral.

b. Notify the CFS staff person if a referral is incomplete.

https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://www.dgs.ca.gov/OLS/Ukraine-Russia

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c. Complete separate CFTMs for different CFT members when requested by CFS if detrimental family conflicts or other sensitive matters are a factor.

d. Ensure CFTMs are completed within thirty (30) calendar days of receipt of the CFS 213 – CONTRACTOR, and reports are submitted to the CFS Liaison.

2. Complete the Administrative Discharge process and provide documentation on the Child and Family Team Meeting (CFTM) Request for Administrative Discharge (CFS 214) as follows for all administrative discharges:

a. Document three (3) unsuccessful attempts to contact the assigned Social Worker (SW) using different modes of contact (e.g., text, phone call, email).

b. Collaborate with the Regional Point of Contact (POC) to obtain needed information.

c. Submit the completed CFS 214 to the POC’s respective supervisor no sooner than sixty

(60) days from the referral date to obtain written approval to administratively discharge the referral.

1. Collaborate with key stakeholders engaged with the youth and family including the CFS Social

Workers, DBH, Probation, any other County entities and any identified supports.

2. Ensure coordinated care and case planning is provided to all children and youth in the child welfare system.

3. Locate a facility to conduct the CFTM and

a. Ensure the site is accessible to youth and family.

b. Schedule the CFTM at times and locations convenient for family member participation.

c. Considerations that should be taken into account include location, transportation, childcare, and special needs.

d. Conduct out-of-county CFTMs as requested by CFS on a case-by-case basis.

e. Coordinate and schedule CFTMs at Contractor identified sites throughout San Bernardino County.

f. Contact the CFS liaison within fourteen (14) calendar days of the referral, if a Contractor site is not available within San Bernardino County.

g. Inform all CFTM members/participants of the time and place of the meeting via text, phone call, email, and/or other modes of agreed upon communication.

4. Complete a pre-meeting preparation discussion with the family prior to the CFTM. This meeting will include:

a. What a CFTM is

b. Scheduling the CFTM by identifying date/time, and needs for interpretation services

c. The following inquiries:

i. Who the family wants to invite (support system)

ii. How the family would like to be addressed (e.g., pronouns)

iii. If family has any known Native American ancestry/tribal involvement

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iv. If any domestic violence/safety issues exist

v. Explore cultural considerations: values, norms, etc.

d. Redirecting case specific questions

5. Review and discuss CANS at the CFTM.

6. Develop meeting agendas with the team and reflect the voice of the child or youth and family.

7. Review the agenda at the beginning of the meeting and ensure all CFS clients entering a CFTM are informed of their rights and responsibilities before the meeting begins.

8. Ensure child or youth participation is limited if the nature of the meeting agenda is not suitable for the child or youth. Some examples may include, the focus of the meeting is only on the parent or parents’ needs, or the main topic of discussion is of a sensitive, adult nature.

9. Ensure child or youth and family perspectives are respected and prioritized throughout the CFTM process and reflect the family’s values and preferences. Meetings should be conducted in a way that establishes a safe environment that engenders trust and reflects the cultural preferences and norms of the child, youth and family.

10. Assign an attending team member to inform absent team members of updates, take meeting notes, and track action items.

11. Inform all members of the CFTM of their assigned action items at the end of the meeting.

12. Ensure any absent team members are provided updates to the CFTM.

13. Work collaboratively with all CFTM members to identify issues, barriers, and potential delays to resolve these matters.

14. Maintain open communication with all CFTM members/participants and develop and maintain positive relationships that will result in the successful completion of the CFTMs.

a. Abide by all information and confidentiality regulations for a CFTM outlined in WIC Section

832. Additional confidentiality regulations for a CFTM outlined in WIC Section 832 include:

b. Members of the CFT may receive and disclose relevant information and records, subject to the confidentiality provisions of state and federal law.

c. Information exchanged among the team shall be for providing necessary services and supports to the child or youth and family.

d. Each participant in the CFT with legal power to consent shall sign an authorization to release information to team members.

e. Authorization to release information shall be in writing.