PO25-038 Statewide Mediation Services Vendor Q&A.pdf
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- Attached to
- PO25-038 Statewide Mediation Services
- Solicitation number
- 25-418DCFS-PROCU-B-43600
- Issued by
- Cook County, Illinois
About this file
This document is a Q&A related to a Request for Proposal (RFP) issued by the Illinois Department of Children and Family Services (DCFS) for Statewide Mediation Services (PO25-038). The RFP seeks a vendor to provide mediation services concerning child welfare issues on an as-needed basis. The selected vendor will be required to provide mediation services, including scheduling mediations within 72 hours of referral, offering guidance to participants, and reporting on the status and outcomes of each mediation. The contract term is for 3 years.
The RFP does not specify a maximum price, but the winning bid will determine the maximum price. The vendor must provide certified mediators, but the mediation certification does not need to be specific to child welfare. The mediators can be certified in any U.S. state, and they will be compensated at an hourly rate for mediation preparation, the mediation session, and any necessary follow-up. The RFP outlines detailed reporting requirements, which the state has indicated must be adhered to despite potential conflicts with mediator confidentiality obligations.
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Text version
PO25-038 Statewide Media�on Services
DCFS 25-418DCFS-PROCU-B-43600
Vendor Q & A
1. On page 2 it states “cer�fied mediators are needed to provide media�on services concerning child welfare issues.” Does the media�on cer�fica�on specifically have to be in the specialty of child welfare?
Answer: No
2. Can mediator cer�fica�on be from any state in the U.S.?
Answer: Yes
3. On page 3 paragraph 2b and c outline the responsibility of the mediator. Will the hourly rate be paid for these responsibili�es?
Answer: Yes
4. Will the vendor/mediator be compensated by the hourly rate for media�on prep �me with par�cipants prior to the media�on and/or follow-up (if needed) in addi�on to conduc�ng the media�on session?
Answer: Yes
5. Do you define “within one week” and “ten days” as calendar days or business days?
Answer: One week is defined as seven (7) calendar days. Ten days is ten (10) calendar days.
6. How are “age of cases” determined?
Answer: The date the case is referred to Mediator is the start of the case.
7. Is there a specific �me frame when con�nuances of media�on need to be completed?
Answer: Rule 337.120 requires the appeal to be resolved within 90 calendar days from the date of appeal, extended by any delay caused by or agreed to by the appellant.
8. Is the Zoom virtual pla�orm an acceptable technology that can be u�lized to provide services remotely?
Answer: Yes
9. On page 4 paragraph 8 it states “the mediator shall offer guidance . . . ” Can you define guidance?
Answer: Defined as advice or informa�on aimed at resolving a problem or difficulty.
10. What type of media�on process is the procuring agency specifically seeking (ie. facilita�ve, transforma�ve, evalua�ve or direc�ve, etc.)?
Answer: Not specified by the contract.
11. On page 4 paragraph 9.b. states “Media�on should be scheduled within a 72-hour period of referral.” Can you clarify if “scheduled” means the date set for the media�on has to take place within the 72-hour period or a date can be established within the 72-hour period, but the media�on takes place a�er the 72-hour period?
Answer: Scheduling must occur within 72 hours of referral; the actual media�on is not required to be completed within 72 hours.
12. On page 4 paragraph 9.c. states “. . . or which demonstrate reasonable efforts to resolve disputes without the necessity of formal administra�ve fair hearings.” Will any informa�on that will be required to be reported conflict with mediator obliga�on to abide by confiden�ality provisions of media�on and mediator professional ethical code given that all communica�on prior to, during and following the media�on are considered “media�on communica�ons” which fall under the confiden�ality provisions of our profession?
Answer: Yes
13. On page 5 paragraph 2.3 Repor�ng, Status and Monitoring #2. Will any informa�on that will be required to be reported conflict with mediator obliga�on to abide by confiden�ality provisions of media�on and mediator professional ethical code given that all communica�on prior to, during and following the media�on are considered “media�on communica�ons” which fall under confiden�ality provisions of our profession?
Answer: The State will remain firm on the SOW as is, vendors must provide a response as stated in the SOW.
14. On page 5 2.3 Repor�ng, Status and Monitoring #3 states “. . . . any and all issues which need to proceed to hearing.” Par�al agreements are o�en reached during media�on. Is it sufficient to include a statement that “all remaining issues will proceed to hearing” or will the mediator be required to outline each specific issue?
Answer: The State will remain firm on the SOW as is, vendors must provide a response as stated in the SOW.
15. If specificity is required, what is the policy/procedure if a�er the media�on has concluded the media�on par�cipants iden�fy new issues that were not outlined in the appellant’s ini�al request for hearing?
Answer: The State will remain firm on the SOW as is, vendors must provide a response as stated in the SOW.
16. On page 5 - 2.3 Repor�ng, Status and Monitoring #4 states “Evalua�on reports . . . consist of hard data as to . . . . issues involved, etc.; narra�ve informa�on on cases selected at random by the referral agent for the AHU. Will any informa�on that will be required to be reported conflict with mediator obliga�on to abide by confiden�ality provisions of media�on and mediator professional ethical code given that all communica�on prior to, during and following the media�on are considered “media�on communica�ons” which fall under the confiden�ality provisions of our profession?
Answer: The State will remain firm on the SOW as is, vendors must provide a response as stated in the SOW.
17. On page 5 - 2.4 Vendor and Staff Requirements #1. Would DFCS/AHU consider an amendment to this procurement opportunity by adding: (1) Registra�on and/or cer�fica�on as a Dependency Mediator? (2) Experience as a Cer�fied Dependency Mediator and/or experience training Dependency Mediators? (3) Previous experience media�ng dependency cases and/or serving children in foster care?
Answer: No
18. On page 8 – 3.7 Maximum amount is states TBD. 30 ILCS 35 Procurement of Professional Services C.5. These contracts and forms shall include in detail, in wri�ng, at least (5) Maximum price. Can you confirm the maximum price?
Answer: The maximum price will be determined by the winning bid.
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