RFI_35910-14078_Care_Oversight_DCS.pdf

STATE OF TENNESSEE

Department of Children’s Services

REQUEST FOR INFORMATION

FOR

Privatized Care Oversight for Regional Welcome Places (Shelby, Henderson, Davidson, Coffee, Loudon, and Washington Counties)

RFI # 35910-14078

August 27, 2025

1. STATEMENT OF PURPOSE:

The State of Tennessee, Department of Children’s Services (DCS) issues this Request for Information (“RFI”) for the purpose of care oversight of DCS Regional Welcome Places (name to be determined). We appreciate your input and participation in this process.

2. BACKGROUND:

The Department of Children’s Services (DCS) seeks partners to provide trauma-informed care and support across six (6) newly designed, welcoming locations in Tennessee. These home-like environments will operate 24/7 to support children (a mix of males and females primarily ages 12–18 and sibling groups of any age) entering custody due to dependency or neglect.

These spaces extend the current model of care in Tennessee and are built to provide immediate stability while prioritizing each child’s dignity, history, and future. Designed with the highest standards in safety, wellbeing, and clinical excellence, each location will offer trauma-responsive support that reduces the risk of placement instability.

The goal is simple but significant: to create a safe, stable first stop (when needed) where children receive the care they need while a long-term, well-matched placement plan is carefully and collaboratively developed.

The department seeks to contract specialized support services including:

Stability & Safety

• Supportive transition to state custody

• Immediate safety and stabilization planning

• Triage case management

• Nutritious meals and basic needs provision

Wellbeing

• Physical health screenings

• Medication administration

• Preventive dental care

• Behavioral health and crisis support

• Psychiatric assessment or referral as needed

• Educational continuity and enrichment

Operations & Environment

• Clean, comforting living space maintenance

• 24/7 supervision and safety support

• Onsite personnel to promote calm and order

3. LOCATIONS

4. COMMUNICATIONS:

4.1. Please submit your response to this RFI to:

Will Harmon, Sourcing Account Specialist Central Procurement Office Will.Harmon@tn.gov

4.2. Please feel free to contact the Department of Children’s Services with any questions regarding this RFI. The main point of contact will be:

Erica Mayberry, Director of Contracts, Grants and Procurements Department of Children’s Services 315 Deaderick Street, 12th Floor, Nashville, TN. 37243 615-253-2340 EI_DCS.contracts@tn.gov

4.3. Please reference RFI # 3591014078 with all communications to this RFI.

5. RFI SCHEDULE OF EVENTS:

EVENT

TIME

(Central Time Zone)

DATE

(all dates are State business days)

1. RFI Issued August 27, 2025

2. RFI Response Deadline September 4, 2025

6. GENERAL INFORMATION:

6.1. Please note that responding to this RFI is not a prerequisite for responding to any future solicitations related to this project and a response to this RFI will not create any contract rights. Responses to this RFI will become property of the State.

DCS Region County

West Shelby

Mid West Henderson

Midstate Davidson

TN Valley Coffee

East Loudon

Northeast Washington mailto:EI_DCS.contracts@tn.gov

6.2. The information gathered during this RFI is part of an ongoing procurement. In order to prevent an unfair advantage among potential respondents, the RFI responses will not be available until after the completion of evaluation of any responses, proposals, or bids resulting from a Request for Qualifications, Request for Proposals, Invitation to Bid or other procurement method. In the event that the state chooses not to go further in the procurement process and responses are never evaluated, the responses to the procurement including the responses to the RFI, will be considered confidential by the State.

6.3. The State will not pay for any costs associated with responding to this RFI.

7. INFORMATIONAL FORMS:

The State is requesting the following information from all interested parties. Please fill out the following forms:

RFI # 35910-14078

TECHNICAL INFORMATIONAL FORM

1. Respondent legal entity name:

2. Respondent contact person:

Name, title:

Address:

Phone number:

Email:

3. Please describe your organization's experience delivering trauma-informed, stabilization-focused care for children and youth, particularly those involved in the child welfare system.

4. Is your organization currently licensed and insured to operate residential services? If yes, list the states, levels of care provided, and the number of children currently served. If not, what steps would you take to obtain the necessary licensure?

5. What evidence-based treatment models and modalities does your organization utilize in residential or short-term care settings? Include staff qualifications and how these approaches support stabilization and long-term well-being.

6. Describe your organization's experience providing crisis stabilization or short-term care services for children, including entry into custody and placement disruptions. How do you prioritize safety, stabilization, and appropriate placement matching?

7. How does your organization ensure access to and management of medical, dental, behavioral health, and other key support services? Please include any alignment with dcs’s healthcare oversight plan, if applicable.

8. Describe your organization’s approach to maintaining compliance with health and safety standards, whether directly or through subcontracted partners.

9. How does your organization support family engagement and continuity of relationships while children are in care? Include how you facilitate family contact and participate in the child and family team meeting (cftm) process.

10. Please provide a detailed daily cost analysis to serve 16 youth, including 24/7 staffing and support services.

11. What safety features, policies, and staffing would be in place to mitigate risk (e.g. self harm, fire safety, contraband, etc)?

12. Please describe your staffing model, including proposed staff to child ratios for daytime and overnight shifts.

13. How would you ensure 24/7 supervision, documentation, and incident response?

14. What quality assurance measures or internal audits would your organization implement?

15. If your organization was asked to start providing service on jan 1st, 2027, outline your planning process, startup support, and anticipated barriers with solutions to resolve them.

COST INFORMATIONAL FORM

1. Describe what pricing units you typically utilize for similar services or goods (e.g., per hour, each, etc.:

2. Describe the typical price range for similar services or goods

ADDITIONAL CONSIDERATIONS

1. Please provide input on alternative approaches or additional things to consider that might benefit the State: