RFP - 260000000867 Amendment 2.docx

Michigan Department of Health and Human Services Bureau of Grants and Purchasing Amendment 2

RFP 2600000000867

Families Together Building Solutions Services in Cass and St. Joseph Counties

1 . This amendment is updating the RFP 1.1 General Requirements, B Referral Process, 2) Contractor b. 3 to:

3. If the FTBS worker is not able to meet with the family within three calendar days of referral, the family declines FTBS services, or safety issues are present such that FTBS staff are unable to safety plan with the family, contact is to be made informing the DHHS referring staff and requesting withdrawal of the case from FTBS services within seven calendar days of referral, or direction on what further measures to take to make contact with the family must be provided. Program Managers are available for consultation on questions regarding a withdrawal. Cases that terminate within seven calendar days of the referral may be considered withdrawn.

2. This amendment is updating the RFP 1.1 General Requirements, E Credentials, 1) Contingent Staff Requirements b and e to:

1) Contingent Staff Requirements:

Staff that work in other family preservation programs can fill in as contingent FTBS Direct Workers under the following conditions:

a. Contingent staff must have completed Core training and have 1-year experience in family preservation programs.

b. Contingent staff person must attend bi-weekly team meetings when they are carrying a case. Additionally, they must attend at least 1 team meeting per month when they are not carrying a case.

c. Any case being served by a contingent staff person must have a documented 24/7 coverage plan.

d. The supervisor must meet with any family that is being served by a contingent staff person within the first 14 days.

e. The Program Manager must be informed if/when a contingent staff person is being used, or is being planned to be used, for an extended period (2 months or more).

3. This amendment is updating the RFP 1.1 General Requirements, F Services to be Provided to:

A. Services to be Provided Service #1 of 1: Families Together Building Solutions

1) Activities the Contractor must perform:

The Contractor must:

a. Provide intensive in-home services for 90-days in duration with a possible extension up to 90-days approved by a referring MDHHS or Private Agency Foster Care (PAFC) staff person based on consultation regarding goal progress with the family, workers, supervisor, and referral source. Services must not exceed the maximum total of 180 days.

b. Make initial face-to-face contact within three calendar days of receiving referral information.

c. Hold an initial meeting between the referring case worker and FTBS worker within 14 days of the referral to discuss case dynamics, family needs, and expectations of the FTBS intervention. Best practice for this meeting takes place face-to-face, but phone or videoconference is also allowable.

d. Complete mandatory MDHHS releases & authorizations.

e. Interview the family together and each family member individually prior to completion of the service plan.

f. The contractor must make face-to-face contact with all children involved with a case each calendar week. If any of the children are not seen at least once during the week (Sunday through Saturday), the contractor must notify the referring case manager and document in the case notes including the reason a child was not present during the week and when it is expected that the child will next be seen.

g. Conduct an assessment of family history to include strengths, needs, and child development, and develop goals in coordination with the family. Regularly update service plan to reflect changes in the family’s circumstances, needs, and goal progress.

h. Review any previously completed trauma screenings and take appropriate next steps to address identified needs & work with the referring worker to secure appropriate trauma-specific treatment. If there is no prior screening, staff must conduct a trauma screening for all children in the referred family within the first month after referral. Staff may also conduct a trauma screening if observed behavior indicates a new screening is warranted.

Staff must utilize the appropriate Children’s Trauma Assessment Center (CTAC) Trauma Screening Checklist based on the age of the child.

i. Submit an Updated Prevention Plan (MDHHS -6058) Report to the MDHHS referring worker once every thirty days within seven days of completion of the report period. If termination occurs within ten days of the end of the report period a single report can be submitted.

j. Observe and interview parents and children, using skills from Protective Factors Framework® and document the Protective Factors observed in case notes, service plans, and termination reports. Protective Factors Framework® must be incorporated in case planning and goal formation.

k. Provide parent(s) with the Protective Factors Survey Retrospective to complete within seven days prior to case termination. Summary results without scores must be included in the Closing Prevention Plan. Case notes must reflect the parent was provided the Protective Factors Survey Retrospective.

m. Request the Infant Plan of Safe Care from the referring worker for referrals involving an infant exposed to substances, Fetal Alcohol Spectrum Disorder, or Neonatal Abstinence Syndrome. Review the Infant Plan of Safe Care with the family and ensure the identified services of the individual and family household needs are indicated.

If there is not an Infant Plan of Safe Care, the Contractor must engage the family to:

1. Assess how the parental substance use has affected the child(ren)’s health.

2. Present safety issues for the child(ren) based on the substance use and environmental factors.

3. Identify the child’s medical needs and refer for any additional needed services.

1. Contractor must ensure an Early On referral has been made for all families with a child aged less than three years. Referrals must be documented in writing.

2. For families with children ages 0-5, within 30 calendar days prior to closure, utilize the Home Visiting link to identify available evidence home visiting services in the county. Discuss the available programs with the family to inquire if the family would like to have additional supports from a home visitor upon program closure. If the family agrees, the Contractor must assist the family with completing the referral and facilitate a warm hand off to the home visiting program.

o. Administer Specific Assistance Funds, averaging $100.00 per family served, in support of activities and purchases that reduce the risk of out-of-home placement, and support the achievement of goals related to the reason for referral by MDHHS or PAFC.

1. Reimbursement for this expenditure will be received within 24-hours by submitting receipts to the program supervisor and completing a Specific Assistance Request Form (DHHS-362-FPP) or a contracted agency form approved for use by the Family Preservation program office.

2. If the specific assistance expenditure is expected to be $500.00 or more, the program supervisor or program manager must contact the MDHHS contract manager for approval.

p. Provide 24x7 crisis intervention.

q. Attend court hearings & provide testimony at the request of the family, MDHHS or PAFC referring worker.

r. Contact the referring case manager for a Termination Conference no less than thirty days prior to termination to determine whether there is a need for an extension of FTBS services, discuss case closure and assess the need for aftercare services. Best practice is for this meeting to take place face-to-face, but phone or videoconference is also allowable.

s. Conduct a termination meeting with the family to summarize the progress made during the intervention and options for maintaining progress. The DHHS referring staff should be invited to the termination meeting.

t. Send each family who terminates FTBS services a closure letter within seven days of the case closing, summarizing the progress the family has made during the intervention and reminding the family that a worker will conduct follow-up visits at three- and six-months following case closure.

u. Administer the following surveys upon termination of each case to determine satisfaction with FTBS:

Returned surveys must be entered electronically per instructions from the Family Preservation Program Office. Comment by Kirkdorfer, Kathryn (DHHS): Remove

v. Complete, and/or attempt to complete, face-to-face follow-up visits with each family served at three and six months following closure of the case. If you have served a family multiple times, follow-ups should happen 3 and 6 months after completion of the most recent case. Use the Follow-up Attempt form and the Case Note to document the content of the follow-up visit. The purpose of these visits is to review sustained goal achievement and closing safety planning and to assess if there is any further assistance needed to support maintaining the child in the home safely.

w. Educate referral sources to ensure shared understanding of program role, requirements, and most appropriate clients.

x. Participate in performance management activities, including meetings to review performance data, policies, and procedures.

y. Collect and report data on referrals and service delivery as specified by the MDHHS Family Preservation Program Office. The MDHHS Family Preservation Program Office will use data to assess and support continuous improvement of service quality. Accurate and timely data collection is imperative.

z. Develop the internal capabilities to collect the referral and service delivery data. See 2.5c for a current list of required data collection. The MDHHS Family Preservation Program Office and the MDHHS Local Office maintains the right to update and add to these metrics throughout the contract term.

aa. Maintain program records and documentation of services provided to each family through utilization of required MDHHS forms reviewed in Family Preservation FTBS Training. This information must be available upon MDHHS request.

bb. Submit a weekly summary of all face to face contacts including date, time, duration, people present and the Focus, Intervention, Response, Plan (FIRP) to the referring worker for all open cases.

cc. Attend trainings/meetings as required by MDHHS.

2). Position Specific Requirements:

a. Program Manager must:

1. Review and provide approval by signing all Service Plans, Updated Service Plans, and Termination Report on Supervisor served cases that would normally be served by a Family Worker.

2. Complete the following if the Supervisor is not available or serving a case:

i. Take program referrals.

ii. Attend meetings held by the referring MDHHS office or Business Service Center as required

iii. Provide back-up, including clinical back-up, for staff.

iv. Supervise the FTBS Direct Workers and assist in coordinating their activities toward family goal achievement.

v. Facilitate bi-weekly team meetings.

b. The Supervisor must:

1. Take program referrals.

2. Provide back-up for staff, including clinical back-up.

3. Oversee program operations related to the family’s entry and participation in the program.

4. Conduct weekly individual, supervision with each FTBS worker. This must be for the purpose of discussing each worker’s families, reviewing individual case progress, and consulting on solution-focused casework plans and documentation. Supervision may occur via HIPAA compliant videoconferencing or phone.

5. Facilitate bi-weekly team meetings (every other week). Each case must be presented to the team for the purpose of feedback and support. The purpose of the meetings is to review individual case progress, consult on alternative casework plans, action steps, and activities needed on cases. Emphasis should be on staffing all active cases and using results to develop weekly plans to achieve client family goals.

6. Accompany staff on home visits as needed. At least once per staff person per contract year.

7. Orient and train new FTBS Direct Workers.

8. Shadow new FTBS Direct Workers on their first assigned case following completion of Core Training during the first two weeks of the intervention.

9. Build a cohesive team and maintain positive staff morale and staff retention.

10. Manage staff work schedules to ensure adequate back-up coverage and 24/7 availability.

11. Monitor to assure the use of required FTBS forms and completion of case documentation and follow-up visits.

12. Review and approve, by signature and date, all required service plans, progress and termination reports.

13. Review two cases per year per FTBS Direct Worker.

14. Must identify areas of additional support while utilizing the BECCI fidelity tool for each staff person and communicate those needs to their Program Manager to inform topics for Learning Groups

4. This amendment is updating the RFP 3. Project Management, 3.1 Reporting to:

3.1 Reporting

The Contractor must submit to MDHHS reports that indicate the status and effectiveness of activities performed under this Contract as indicated:

A. Submit the Initial Prevention Plan (MDHHS-6058) to the referring worker within seven calendar days of completion of the first 30-days of service from the family’s date of referral.

B. Submit the Updated Prevention Plan (MDHHS-6059) to the referring worker once every 30-days within seven calendar days of completion of the report period, except when the termination occurs within ten calendar days of the end of the reporting period, in which case, a single report can be submitted to cover the contents of both the Updated Prevention Plan and Closing Prevention Plan.

C. Enter family information, data, demographics, and statistical information in the Family Preservation Contractor Data and Information Exchange SharePoint. The Share Point must be updated by the 15th of each month and include all required data and information from the previous month.

D. Submit a Closing Prevention Plan (MDHHS-6060) to the referring worker within ten days of the family leaving the Contractor’s service.

E. Submit a monthly data report by the 15th of each month to MDHHS Family Preservation Program Office. MDHHS will provide the report template which is subject to change. Comment by Kirkdorfer, Kathryn (DHHS): Remove. Covered by c. above

F. Submit the following case reviews as instructed by the MDHHS Local Office:

1) FTBS Supervisors review a minimum of two cases per year per FTBS Direct Worker.

2) Program Managers must review a minimum of one case per FTBS Direct Worker and one case per FTBS Supervisor per year.

In situations where the CPS case has closed, the Contractor should keep all reports listed above (a through f) in their files to be provided upon request to MDHHS.

G. Maintain program records and documentation of services provided to each family through utilization of required MDHHS forms reviewed in the MDHHS Family Preservation FTBS Training. This information must be available upon MDHHS request. For each eligible family under this Contract, these case records must include documentation of:

1. Teaching of Infant Safe Sleep teaching and practices for all families with an infant under a year old.

1. An Infant Plan of Safe Care for all substance-affected families with an infant under a year old.

1. Early On referral for all children under three years old.

1. A plan for providing 24/7 coverage on cases staffed by contingent staff.

1. Efforts to make contact with a family prior to withdrawing a case.

The Contractor should keep all reports listed above in their files to be provided upon request to MDHHS, including in situations where the Foster Care case has closed