PO26-013 SAFE MODEL SOW-BUDGET.xlsx
XLSX spreadsheet 123 KB Posted
- Attached to
- PO26-013 SAFETY ASSESSMENT TOOL TP
- Solicitation number
- 26-418DCFS-PROCU-B-47175
- Issued by
- Cook County, Illinois
About this file
The document is a detailed Scope of Work and Budget for the Illinois Department of Children and Family Services (DCFS) focused on implementing the SAFE model state-wide. The project will be implemented across three phases - Project Infrastructure, Installation, and Full Implementation - beginning July 1, 2025, and running through June 2026. The comprehensive project aims to implement a new child welfare practice model that includes Intake, Initial Assessment, Protective Capacity Family Assessment, and Protective Capacity Progress Assessment, with technical assistance and support services provided by Action for Child Protections.
The total project budget is $5,600,430, with $509,850 allocated for travel expenses and the majority of funds dedicated to specific implementation activities such as change management, education/training, practice/policy supports, quality assurance, and technology integration. The budget is broken down into detailed line items across project phases, with on-site and off-site work hours carefully documented. A 10% project management fee is included in each phase, covering administrative activities like status reporting, project updates, materials finalization, budget monitoring, and time tracking. The project will involve extensive stakeholder engagement, training development, policy review, and technology system integrations to ensure successful implementation of the SAFE model across Illinois.
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Project Summary
| PROJECT INFORMATION | |
| Project Name: | Illinois Department of Children and Family Services |
| Project Location: | State-wide |
| Project Background: | Illinois Department of Children and Family Services is seeking technical assistance and support services to implement the SAFE model state-wide. Implementation will include Intake, Initial Assessment, Protective Capacity Family Assessment, and Protective Capacity Progress Assessment. Implementation of SAFE@Home will be further explored as part of project initiation and the related technical assistance for implementation has been included in this budget. |
| Contract Initialization Date: | 1-Jul-25 |
| Primary Client Contact: | Glenda Lashley |
| Title: | Deputy Chief of Staff |
| Contact Phone: | 312.328.2492 |
| Contact E-mail: | Glenda.L.Lashley@Illinois.gov |
| Billing/Invoice Contact: | Tiffany Parnell |
| Title: | Statewide Competitive Procurement Administrator |
| Contact Phone: | Desk: 217-557-5842 |
Cell: 217-685-5327
| Contact Email: | Tiffany.c.parnell2@illinois.gov |
| Travel Cost Estimates: | Travel estimates are based on the information provided by Tiffany Parnell (Statewide Competitive Procurement Administrator) and can be found at: https://www2.illinois.gov/cms/Employees/travel/Pages/default.aspx. |
Estimates are based on the following calculations:
Travel estimated at $450 per day (lowest possible fare flight roundtrip @$500; Per Diem Meal @$92; Hotel @$195.25; Car rental @$41.00)
| PROJECT BUDGET SUMMARY | ||||
| PROJECT INFRASTRUCTURE (TAB 2) | ||||
| MAJOR ACTIVITY AREAS | ON-SITE DAYS | OFF-SITE HOURS | TRAVEL EXPENSES | COST |
| Project Infrastructure | 84 | 700 | $37,800.00 | $346,500.00 |
| Practice / Policy Supports | 100 | 250 | $45,000.00 | $281,250.00 |
| Quality Assurance/ Continuous Quality Assurance | 18 | 200 | $8,100.00 | $85,500.00 |
| On-going Project Management | NA | NA | NA | $71,325.00 |
| TOTALS | 202 | 1,150 | $90,900.00 | $784,575.00 |
| PROJECT PHASE INSTALLATION (TAB 3) | ||||
| MAJOR ACTIVITY AREAS | ON-SITE DAYS | OFF-SITE HOURS | TRAVEL EXPENSES | COST |
| Change Management | 156 | 620 | $70,200.00 | $490,500.00 |
| Education / Training | 574 | 4,928 | $258,300.00 | $2,400,300.00 |
| Practice / Policy Supports | 24 | 400 | $10,800.00 | $144,000.00 |
| Quality Assurance/ Continuous Quality Assurance | 90 | 2,000 | $40,500.00 | $652,500.00 |
| Technology | 60 | 1,500 | $27,000.00 | $472,500.00 |
| On-going Project Management | NA | NA | NA | $415,980.00 |
| TOTALS | 904 | 9,448 | $406,800.00 | $4,575,780.00 |
| PROJECT PHASE FULL IMPLEMENTATION (TAB 4) | ||||
| MAJOR ACTIVITY AREAS | ON-SITE DAYS | OFF-SITE HOURS | TRAVEL EXPENSES | COST |
| Quality Assurance/ Continuous Quality Assurance | 27 | 700 | $12,150.00 | $218,250.00 |
| On-going Project Management | NA | NA | NA | $21,825.00 |
| TOTALS | 27 | 700 | $12,150.00 | $240,075.00 |
| ON-SITE DAYS | OFF-SITE HOURS | TRAVEL EXPENSES | TOTAL COST | |
| TOTALS | 1,133 | 11,298 | $509,850.00 | $5,600,430.00 |
&P mailto:Tiffany.c.parnell2@illinois.govmailto:Glenda.L.Lashley@Illinois.gov
INFRASTRUCTURE
| Scope of Work: | Project Infrastructure and Support |
| General Description of Activities and Efforts: | The activities documented below reflect the work to be done to support the continued exploration of the project and that supports on-going coordination of the project for the duration of the contracted period of time. These activities also address sustainability planning and the support provided to ensure that IL Department of Children and Family Services is prepared to ensure fidelity to the practice model subsequent to full implementation. |
| PROJECT PHASE: EXPLORATION | |
| Project Infrastructure | |
| 7/1/25 | ● Updated Project Plan (electronic file) |
● On-going Steering Committee and Sub-Committee Support Material(s) (electronic file(s))
● E-Learns for Judiciary (electronic file(s))
| Activity | Description | Start Date | End Date | On-Site Days | Off-Site Hours | Travel Expenses | COST | Assumptions/Notes |
| Maintain comprehensive implementation plan (project plan). | Maintain a multi-year comprehensive project plan that includes a schedule of activities, responsible parties, and due dates for all project deliverables and represents the implementation of the SAFE model state-wide. Integrate that project plan with CCWIS project plan and partner with the CCWIS team in planning activities. | Jul-25 | Jun-26 | 0 | 250 | $0.00 | $56,250.00 | |
| Maintain working charters for project steering committee and sub-committees. Support related committee activities. Support change management efforts for overall project implementation. | Continue to develop and maintain Steering Committee activities and related sub-committee activities. | Jul-25 | Jun-26 | 60 | 400 | $27,000.00 | $225,000.00 | |
| Manage working charter for SAFE Judicial Leadership Team. Support SAFE Judicial Leadership team activities. | Partner to support SAFE judicial leadership team members and to support team charter which outlines roles and responsibilities for team members and how decision making flows to and from the project steering committee. | Jul-25 | Jun-26 | 24 | 50 | $10,800.00 | $65,250.00 | |
| TOTALS | 84 | 700 | $37,800.00 | $346,500.00 | ||||
| Practice and Policy Supports | ||||||||
| CONTRACTED DELIVERABLES | ● SAFE@Home Overview and other related materials development files (electronic file(s)) | |||||||
| Activity | Description | Start Date | End Date | On-Site Days | Off-Site Hours | Travel Expenses | COST | Assumptions/Notes |
| Partner to implement SAFE@Home | Develop and deliver SAFE@Home training and education and provide technical assistance in implementation. | Jul-25 | Jun-26 | 100 | 250 | $45,000.00 | $281,250.00 | |
| TOTALS | 100 | 250 | $45,000.00 | $281,250.00 | ||||
| PROJECT PHASE: SUSTAINABILITY | ||||||||
| Quality Assurance / Continuous Quality Improvement | ||||||||
| CONTRACTED DELIVERABLES | ● Research Agenda (electronic file) | |||||||
| Activity | Description | Start Date | End Date | On-Site Days | Off-Site Hours | Travel Expenses | COST | Assumptions/Notes |
| Develop and/or participate in research/evaluation efforts that supports the SAFE practice model implementation. | Develop a research agenda that supports the SAFE practice model implementation and on-going assessment of model efficacy in partnership with DCFS and other academic partners. Collaborate with DCFS and other academic partners on the development and implementation of child welfare agency assessment/evaluation processes. | Jul-25 | Jun-26 | 18 | 200 | $8,100.00 | $85,500.00 | |
| TOTALS | 18 | 200 | $8,100.00 | $85,500.00 | ||||
| On-Going Project Management | ||||||||
| Description: | COST | Assumptions/Notes | ||||||
| Action for Child Protections charges a 10% fee to support on-going project management activities. This is all inclusive of the time it takes to support project related status report development; project update meetings; materials finalization to include editing and final file development; and administrative efforts and activities like project related budget monitoring and time tracking. | $71,325.00 | |||||||
| TOTAL | $71,325.00 | |||||||
| TOTAL COST | $784,575.00 |
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INSTALLATION
| Scope of Work: | Initial SAFE implementation (Intake Assessment, Initial Family Assessment, and On-going Services) |
| General Description of Activities and Efforts: | The activities documented below reflect the work to be done during the initial installation of the SAFE model. This implementation includes Intake Assessment, Initial Family Assessment, and the Protective Capacity Family Assessment (PCFA) and the Protective Capacity Progress Assessment (PCPA). Implementation of the PCFA and the PCPA are referred to for the purposes of this scope of work as 'On-going Services.' |
| PROJECT PHASE: INSTALLATION | |
| Change Management | |
| 7/1/25 | ● Partner and Stakeholder Support Materials (electronic file(s)) |
● Education/Overview Session Materials (electronic file(s))
| Activity | Description | Start Date | End Date | On-Site Days | Off-Site Hours | Travel Expenses | COST | Assumptions/Notes |
| Develop/update talking points and a strategic messaging toolkit. | Develop consistent messaging and information dissemination strategies as it pertains to the SAFE model implementation for internal and external stakeholders. | Jul-24 | Jun-25 | 36 | 400 | $16,200.00 | $171,000.00 | |
| Aid in coordinating and convening meetings with stakeholders. | Provide support in convening and educating key stakeholders to facilitate buy-in and support of the SAFE model implementation. | Jul-24 | Jun-25 | 90 | 200 | $40,500.00 | $247,500.00 | |
| Develop and deliver updated overview sessions for each phase of the model implementation (Intake Assessment, Initial Family Assessment, and On-going Services). | Develop and deliver in-person and virtual model overview and education sessions for key stakeholders and to increase awareness about overall implementation. These materials will be developed for in-person and electronic delivery . | Jul-24 | Jun-25 | 30 | 20 | $13,500.00 | $72,000.00 | |
| TOTALS | 156 | 620 | $70,200.00 | $490,500.00 | ||||
| Education / Training | ||||||||
| CONTRACTED DELIVERABLES | ● Core Training Related Materials and Training Schedules (electronic file(s)) |
● E-learns for Intake (electronic file(s))
● Coach Approach Training Related Materials and Training Schedules (electronic file(s))
● Job Aides and/or Supplemental Materials (electronic file(s))
● Competency Assessment(s) (electronic file(s))
| Activity | Description | Start Date | End Date | On-Site Days | Off-Site Hours | Travel Expenses | COST | Assumptions/Notes |
| Develop and deliver core model training for each phase of the model implementation (Intake Assessment, Initial Family Assessment, and On-going Services; includes training for Judiciary and legal partners). | Develop and deliver customized training for front-line workers for each phase of the model implementation. Materials may include electronic learning files, participant materials, and/or Facilitator's Guides. | Jul-25 | Jun-26 | 450 | 3,500 | $202,500.00 | $1,800,000.00 | Will include both soft launch education and training approaches and go-live activities. Includes training/educational materials development and delivery for Judicial/legal partners. |
| Develop and deliver core model training for designated subject matter experts. | Develop and deliver customized training for designated subject matter experts for each phase of the model implementation. Materials may include electronic learning files, participant materials, and/or Facilitator's Guides. | Jul-25 | Jun-26 | 60 | 1,000 | $27,000.00 | $360,000.00 | This includes the development of subject-matter experts and SAFE model coaches as designated by the agency. |
| Develop and deliver the coach approach to supervision for all supervisors and managers providing oversight of SAFE practice. | Develop and deliver customized training for supervisors and managers on the coach approach to supervision of the SAFE model. | Jul-25 | Jun-26 | 40 | 8 | $18,000.00 | $91,800.00 | |
| Develop relevant job-aides and/or supplemental materials for each phase of the model implementation (Intake Assessment, Initial Family Assessment, and On-going Services). | Develop customized job-aides and/or supplement materials for training and ease of practice while on the job. This could include the development of supplement microlearning training(s). | Jul-25 | Jun-26 | 0 | 320 | $0.00 | $72,000.00 | |
| Develop and deliver worker competency assessments for Intake Assessment, Initial Family Assessment, and On-going Services . | Partner to develop a process for front-line worker competency assessment. Develop the tools to assess worker competency in all phases of the model implementation (Intake Assessment, Initial Family Assessment, and On-going Services). | Jul-25 | Jun-26 | 24 | 100 | $10,800.00 | $76,500.00 | Budgeted on-site days may be used for the testing/administration of the assessment. |
| TOTALS | 574 | 4,928 | $258,300.00 | $2,400,300.00 | ||||
| Practice and Policy Supports | ||||||||
| CONTRACTED DELIVERABLES | ● Initial Family Assessment, and On-going Services Related Policies (electronic file(s)) |
●Initial Family Assessment, and On-going Services Intervention Manual(s) (electronic file(s)) ●Initial Family Assessment, and On-going Services Assessment Tools (electronic file(s)) ●Program Cross-Walk Materials (electronic file(s))
| Activity | Description | Start Date | End Date | On-Site Days | Off-Site Hours | Travel Expenses | COST | Assumptions/Notes | |
| Review and develop practice and policy materials. | Review existing statutory requirements, policies, procedures, and other intake related practice documentation. Develop and finalize revised practice and policy materials. | Initial Family Assessment | Jul-25 | Jun-26 | 12 | 200 | $5,400.00 | $72,000.00 |
| On-going Services | Jul-25 | Jun-26 | 12 | 200 | $5,400.00 | $72,000.00 | ||
| TOTALS | 24 | 400 | $10,800.00 | $144,000.00 | ||||
| Quality Assurance/Continuous Quality Improvement | ||||||||
| CONTRACTED DELIVERABLES | ● Summary of Preliminary Practice Reviews (electronic file(s)) |
● Fidelity Review Instrument(s) (electronic file(s))
● On-site or Virtual Coaching Schedule (electronic file(s))
| Activity | Description | Start Date | End Date | On-Site Days | Off-Site Hours | Travel Expenses | COST | Assumptions/Notes |
| Provide one-on-one and/or group coaching and case consultation for front-line workers. | Provide on-sight or virtual coaching to front-line staff to provide feedback on practice and fidelity to the model. | Jul-25 | Jun-26 | 60 | 1,800 | $27,000.00 | $540,000.00 | |
| Provide one-on-one a coaching and case consultation for supervisors and managers for each phase of the model implementation (Intake Assessment, Initial Family Assessment, and On-going Services). | Provide on-sight or virtual coaching to supervisors and managers to provide feedback on practice and fidelity to the model. | Jul-25 | Jun-26 | 30 | 200 | $13,500.00 | $112,500.00 | |
| TOTALS | 90 | 2,000 | $40,500.00 | $652,500.00 | ||||
| Technology | ||||||||
| CONTRACTED DELIVERABLES | ● SAFE-related IllinoisConnect documentation and files (electronic files(s)) | |||||||
| Activity | Description | Start Date | End Date | On-Site Days | Off-Site Hours | Travel Expenses | COST | Assumptions/Notes |
| Facilitate child welfare system integrations for each phase of the model implementation (Intake Assessment, Initial Family Assessment, and On-going Services). | Partner to ensure child welfare related IT systems incorporate SAFE model implementation changes and partner to develop system processes that align with SAFE (tools, forms, process and/or field customization). | Jul-25 | Jun-26 | 60 | 1,500 | $27,000.00 | $472,500.00 | Includes 60 days on-site and 1,500 hours off-site hours budgeted to partner with the IllinoisConnect implementation team and to participate in related discovery and blueprint design sessions. |
| TOTALS | 60 | 1,500 | $27,000.00 | $472,500.00 | ||||
| On-Going Project Management | ||||||||
| Description: | COST | Assumptions/Notes | ||||||
| Action for Child Protections charges a 10% fee to support on-going project management activities. This is all inclusive of the time it takes to support project related status report development; project update meetings; materials finalization to include editing and final file development; and administrative efforts and activities like project related budget monitoring and time tracking. | $415,980.00 | |||||||
| TOTAL | $415,980.00 | |||||||
| TOTAL COST | $4,575,780.00 |
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FULL IMPLEMENTATION
| Scope of Work: | Intake Assessment Full-Implementation and Monitoring |
| General Description of Activities and Efforts: | The activities documented below reflect the work to be done as the Intake Assessment moves into full-implementation. It includes activities that are specific to process and program review and data collection around measuring performance to the fidelity of the model. |
| PROJECT PHASE: FULL IMPLEMENTATION | |
| Quality Assurance/Continuous Quality Improvement | |
| CONTRACTED DELIVERABLES | ●Dashboard Access (electronic file(s)) |
●Review Instruments (electronic file(s)) ●Fidelity Review Reports (electronic file(s))
| Activity | Description | Start Date | End Date | On-Site Days | Off-Site Hours | Travel Expenses | COST | Assumptions/Notes | |
| Develop fidelity criteria and related tools for SAFE case reviews for each phase of the model implementation (Intake Assessment, Initial Family Assessment, and On-going Services). | Develop final fidelity criteria review instruments and develop system(s) to conduct annual reviews. Develop QA/QI dashboards for Intake Assessment, Initial Family Assessment, and On-going Services roll-out. | Jul-25 | Jun-26 | 15 | 400 | $6,750.00 | $123,750.00 | ||
| Conduct a review of fidelity to the model and provide a summary of findings for 6-12 months post implementation (Intake Assessment). | Intake Assessment | Jul-24 | Jun-25 | 12 | 300 | $5,400.00 | $94,500.00 | Includes reviews of up to 600 Intake reports (randomized/selection criteria to be determined). Time estimated at 2 cases per hour. | |
| TOTALS | 27 | 700 | $12,150.00 | $218,250.00 | |||||
| On-Going Project Management | |||||||||
| Description: | COST | Assumptions/Notes | |||||||
| Action for Child Protections charges a 10% fee to support on-going project management activities. This is all inclusive of the time it takes to support project related status report development; project update meetings; materials finalization to include editing and final file development; and administrative efforts and activities like project related budget monitoring and time tracking. | $21,825.00 | ||||||||
| TOTAL | $21,825.00 | ||||||||
| TOTAL COST | $240,075.00 |
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