Tuolumne_County_Resource_Family_Home_Quality_Parenting_and_Caregiving_Services:_Phase_2.pdf

Tuolumne County Resource Family Home Quality Parenting and Caregiving Services: Phase 2

Request For Proposal (RFP #RFP-2022-0058)

Tuolumne County

Health and Human Services Agency

Issued: Tuesday, November 22, 2022

REQUEST FOR PROPOSAL (RFP No. RFP-

2022-0058)

TUOLUMNE COUNTY RESOURCE FAMILY HOME

QUALITY PARENTING AND CAREGIVING

SERVICES: PHASE 2

Deadline for Submission of Proposals: Monday, December 19, RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/tuolumnecountyca https://secure.procurenow.com/portal/%7bproject.government.code%7d

Table of Contents

I. Introduction

II. Scope of Services

III. Minimum Qualifications

IV. Proposal Package Requirements

V. RFP Process

VI. Evaluation of Proposals

VII. Contract Information

Attachments:

A - California_Partnership_Plan

1. INTRODUCTION

1.1. Summary

The County of Tuolumne, through its Department of Social Services, Child Welfare Services, hereinafter referred to as the “County,” is requesting proposals from qualified individuals interested in providing full-time quality parenting and caregiving responsibilities for children placed in the Tuolumne County Resource Family Home (TCRFH). The TCRFH is a 5,000 square foot family home that houses children placed in foster care while a family member or

Resource Family can be located to accept placement. The TCRFH must be able to receive children twenty-four hours per day, seven days a week.

The County intends to award one contract or a combination of contracts to meet the needs of

Tuolumne County Resource Family Home (TCRFH) operations.

California and federal law provide specific employment restrictions for retirees and/or current

County employees who desire to contract with the County.

For CalPERS retirees: If the work you will perform as a contractor is the same or similar to work you performed as an active employee or is work that is performed by active employees, it is most likely subject to the PERS retired annuitant restrictions, meaning the employment is disallowed and the County will not be able to enter into a contract with you.

For current County employees: California and federal law prohibit a current employee from contracting with its employer while being an active employee. If an employee is interested in becoming an independent contractor, the employee must consider separation from employment with the County, however, should the employee retire, he/she may be subject to the CalPERS retired annuitant laws. Should a current County employee respond to an RFP while in active employment status, the employee must separate from employment prior to award of the contract.

No County time is allowed to be used to prepare for or work on a response to a County RFP.

1.2. Background

The purpose of the Tuolumne County Child Welfare Services program is to: provide safety and stability for children at risk of abuse and neglect, provide care and services for child victims of abuse and neglect, collaborate with Resource Families and other care providers to ensure safe and stable placements for children, establish permanent homes for children who cannot return home, and work collaboratively with service providers to strengthen and preserve families.

When Child Welfare Services or law enforcement personnel determine that a child cannot remain safely in the care of his/her parents or guardians, immediate steps are taken to remove the child and place him/her in a safe environment. The TCRFH is a 5,000 square foot family home that houses children in foster care while a family member or long-term Resource Family is sought to accept placement. The TCRFH is certified for six (6) children but may house up to eight (8) children at a time (pursuant to Health and Safety Code Section 1505.2 and current

Resource Family Approval (RFA) Written Directives, which may be revised by the California

Department of Social Services at any time). The Resource Family will be informed of any changes to the RFA Written Directives that apply to TCRFH Quality Parenting and Caregiving

Services. Children may reside in the TCRFH for lengths of time that vary from hours to ninety

(90) days. The TCRFH is supported by many local agencies, and some services, such as mental health assessments, are provided to children at the home.

Child Welfare Services is posting a Request for Proposals (applications, in this instance), for one or more Resource Family(ies) to provide quality parenting and caregiving services at the TCRFH twenty-four hours per day, seven days per week, with respite time provided throughout the year.

Applicants must be approved to provide care for foster youth prior to contracting for services or be in the process of obtaining certification as a Resource Family.

Land of blue skies, green trees, and golden opportunities captures the essence of the quality of life in beautiful and historic Tuolumne County. Rolling hills, towering green pines, graceful oaks and the snow-covered Sierra peaks provide the backdrop for a lifestyle that is hard to beat. The area enjoys a mild, four-season climate. While a light snow may fall a few times a year, winters are relatively mild and above the fog of the San Joaquin Valley. This rural setting lies only a half an hour from local ski resorts and mountain recreation, 120 miles from San Francisco, a few hours south of Lake Tahoe and within an hour of Yosemite National Park.

Tuolumne County is home to endless year round recreational opportunities. During winter, you can ski and snowboard at Dodge Ridge, snowmobile in the high country, or ice skate at Long

Barn.

You’ll never be bored in the summertime! Our county is home to boating and fishing on Lake

Don Pedro, New Melones Reservoir, Lake Tulloch, Cherry Lake, Lyons Lake, and smaller high country lakes which can be reached by hiking or during a pack trip into the Emigrant Wilderness.

Go whitewater rafting on our world famous Class 1 – 5 rapids, or take a lazy float trip in neighboring Knights Ferry. Camping, hiking, biking, and off road vehicle opportunities are endless.

We’re also the proud home of historic Columbia State Park, the best preserved Gold Rush town in the Mother Lode region, and historic Railtown 1897 State Park in Jamestown, where you can ride the train at one of the last operating railroad roundhouses.

Tuolumne County’s rising elevation keeps it above the fog and smog usually associated with the

Central Valley and Bay Area to the west. There are occasions where driving in inclement weather will be necessary. Above 5,000 feet, snow remains on the ground from late November through April, but any accumulation is rare below 3,000 feet, where many of the county’s main towns are located. The elevation of the TCRFH is roughly 3,000 feet.

1.3. Contact Information

Tyler Jackson

Senior Staff Services Analyst

101 Hospital Rd

3rd Floor

Sonora, CA 95370

Email: tjackson@co.tuolumne.ca.us

Phone: (209) 533-7190

Department:

Health and Human Services Agency

Department Head:

Rebecca Espino

HHSA Director

1.4. Timeline

Release of published RFP November 22, 2022 mailto:tjackson@co.tuolumne.ca.us tel:(209)533-7190

Deadline for receiving all questions December 2, 2022, 5:00pm

Deadline for RFP responses to be received by County

December 19, 2022, 4:00pm

Review Committee evaluates and ranks proposals

December 20, 2022

Commencement of negotiation period December 21, 2022

Notice of contract award (Tentative) December 22, 2022

Deadline for protests/appeals

(Tentative)

December 29, 2022

Contract executed (Tentative) January 3, 2023

2. SCOPE OF SERVICES

2.1. Project Scope

It is the County’s intent to contract with an individual or individuals to provide services at the

TCRFH. The successful candidate(s) will be responsible adults who have arranged for alternative care for their own dependents while performing quality parenting and caregiving services for the

TCRFH. The selected individual(s) will be responsible for working closely with the youth, the youth’s social worker, Child Welfare Services management and support staff, and community partners who may also work with children placed in the TCRFH.

2.2. Quality Parenting and Caregiving Services

• Ability to provide quality parenting and caregiving services at the TCRFH such that it may operate 24 hours a day, 7 days per week;

• Provision of quality parenting and caregiving consistent with current Resource Family

Approval Written Directives and the California Partnership Plan for Children in Out-of- Home

Care (Attachment 3). Resource Family Approval Written Directives may be revised by the

California Department of Social Services at any time. The contractor must be willing to comply with changes made to the RFA Written Directives. Directives may change between release of this RFP and the execution of a contract. The selected Contractor will be advised of any changes prior to contract execution and throughout the contracted period;

• Providing transportation for children in the TCRFH to school, visitation, and other appointments (county vehicle provided for this function);

• Providing nutritionally-balanced meals and snacks for the children;

2.3. Quality Collaboration with County and Community Partners

• Establishment and maintenance of positive working relationships with county staff and community partners;

• Reporting and documenting the needs and behaviors of the children placed at the TCRFH;

• Maintaining a safe and sanitary environment at the TCRFH, including basic housekeeping, repair and gardening duties;

• Attending Child and Family Team Meetings (CFT’s); and

• Attending required initial and continuing training as required by AB 403, AB 404 and related elements of the Continuum of Care Reform Act including all training components required for

Intensive Services Foster Care (ISFC) homes upon receiving a request for obtaining ISFC

Certification.

3. MINIMUM QUALIFICATIONS

A. Minimum Qualifications:

• Must be able to pass criminal record clearance and a thorough background check.

• Must possess a current first aid/CPR certification and a health screening clearance.

• Must possess a California Class C driver’s license, and the ability to pass a DMV record check.

• Must become approved as a Resource Family (previously referred to as foster family) or have completed a significant amount of the certification process prior to submitting a response to this

Request for Proposals and provide documentation stating so.

• Must remain in compliance with all RFA mandates throughout the contracted term.

• If previously licensed as a Resource Family, there must be no substantiated complaints against the foster home.

• Must possess the ability to transport children to medical/counseling appointments, school and family visits, court-ordered appearances, and recreational activities.

B. Other Desired Qualifications:

• Knowledge of Tuolumne County demographics.

• Knowledge of trauma-informed caregiving, child development, including developmental milestones, principles of individual and group behaviors, attachment, and placement issues;

boundary setting, and behavior modification.

• Working knowledge of the Juvenile Court process.

• Experience with impact of trauma on individuals, families, communities and/or systems.

Child Welfare Services clients are often struggling with substance abuse, mental illness, and interpersonal violence within the co-occurring contexts of poverty, social problems, and cultural differences. The complex interaction of psychological states and presenting problems require the program to have team members who are knowledgeable and committed to this population, and who understand their obstacles of logistical issues, child-related concerns, court mandates, and the negative consequences of Child Welfare Services involvement.

When parents and caregivers cannot care for their children, the foster family must be able to provide quality parenting while working effectively with the County to achieve the best permanency option for that child. When successful, the Resource Family works with agency staff and the child’s parents/caregivers as a team to support the child. Tuolumne County Child

Welfare Services is seeking a contractor who supports the well-being of the whole family, along with the youth, in hopes of reunifying the child with his/her family.

C. Additional Information:

• If a caregiver is otherwise employed, they must have the flexibility to provide quality parenting and caregiving services upon request twenty-four hours a day, seven days per week unless utilizing respite time.

• Married and/or single caregivers may not have children or relatives residing in their care while providing quality parenting and caregiving services unless approved in writing by the Health and

Human Services Agency Director or designee. Applicant must submit a request for exemption to the Health and Human Services Agency Director or designee. The request shall include explanation for how the applicant would be able to meet the needs as specified in the scope of services above while their children or relatives are residing with them.

• Must be willing to accept children of all ages and genders from birth to 17+ years of age, for up to 90 days.

4. PROPOSAL PACKAGE REQUIREMENTS

Proposals are to be straightforward, clear, concise and responsive to the information requested.

In order for proposals to be considered complete, proposers must provide all requested information.

Each proposer must submit their response online via the County’s e-Procurement platform, https://secure.procurenow.com/portal/tuolumnecountyca.

4.1. Proposal Elements*

A. Certificate of approval as a Resource Family, or documentation of involvement in the RFA

Certification Process.

B. Related Experience

A maximum of two pages to describe your education, experience, and training in relation to the scope of services to be provided, including, but not limited to knowledge of the population served and child development.

C. Plan of Performance

A maximum of one page to describe your interest in providing the desired service and in working with this population. The County provides respite care opportunities for services providers with alternative caregivers. Describe your intended living arrangements for times in which respite services are provided.

D. Personal Interview

Respondents who are Resource Families or who have a Resource Family Approval application in progress will be contacted to coordinate personal interviews with the evaluation panel if the remainder of the RFP requirements were received by the deadline.

E. Personal References

Please provide at least three references including contact information. The County may contact some or all of the references provided. The County also reserves the right to contact references other than those provided in the proposal and to use the information gained from them in the evaluation process.

*Response required

4.2. Proposal Cost

The County intends to award one contract to a successful applicant to this RFP to work at the direction of TC CWS, receiving the following compensation for operation of the Tuolumne

County Resource Family Home (TCRFH):

A. Total Monthly Contractor Payment: $3,948.00.

B. The County will reimburse the contractor monthly for the cost of internet and basic cable services, excluding all extra purchases and/or rentals in the amount of $120.00 per month. The contractor shall be responsible for the facilitation and monthly payment of basic cable and internet.

C. Base rate or Monthly Level of Care (LOC) rate per month, prorated based on days child is placed in care at the TCRFH as set forth by the California Department of Social Services to the

Resource Family per day, for each day, each child resides at the TCRFH, as modified by the

State. The last day of placement is not paid. The remaining days shall be paid at the daily basic rate as determined by the state.

D. Annual Homeowner’s insurance.

E. Monthly cost for two (2) phone lines including main TCRFH number and fax line; cost for one (1) cellular phone line for one individual contractor or two (2) cellular phone lines when two contractors; yard maintenance; alarm fee; monthly Public Power; gasoline (to be used strictly in county issued vehicle); garbage services; water and sewer services and propane.

F. Provision of an operating computer and printer at the TCRFH to be used for any duties related to TCRFH activities and/or requested by the County.

G. Respite payments for respite care provider for each day of respite service provided.

5. RFP PROCESS

5.1. Submittal of Proposals

Sealed proposals must be received at the online, NO LATER THAN 4:00 pm on Monday, December 19, 2022.

Proposals are to be submitted electronically using the County’s e-Procurement platform, https://secure.procurenow.com/portal/tuolumnecountyca. Proposals will be received only as instructed above, and must be received before 4:00 pm on Monday, December 19, 2022.

Proposals shall not be submitted via hard copy, (hand delivered or mailed), facsimile, nor via email. It is the sole responsibility of the proposer to properly upload its proposal so that it is received by the time and date required. Any proposal received after said time and/or date or in any other format other than as instructed herein, cannot be considered and will not be accepted.

The County’s e-Procurement Platform records the time stamp for every proposal submitted properly in the system. Once a proposal is submitted in the e-procurement platform, the Proposer will receive an email confirmation, and the proposal status will also show as “submitted.”

5.2. Submitter's Questions

Questions regarding the RFP must be submitted exclusively in writing to the County by 5:00 pm on Friday, December 2, 2022 via the County’s e-Procurement platform, in the Q&A tab. Except for questions that might render the award of this contract invalid, the County will not respond to any questions submitted after this time. The County will use an addendum to the RFP to post any questions received, along with written responses, on the County e-Procurement platform, https://secure.procurenow.com/portal/tuolumnecountyca. It is the responsibility of the proposers to check the County website to review the questions and responses. Any oral responses to questions are not binding on the County.

5.3. Cost of Developing the Proposal

All costs incurred in the preparation of a proposal are the responsibility of each proposer and will not be reimbursed by the County.

5.4. Proposal Terms and Conditions

It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions of the RFP. By the submission of a proposal, the proposer certifies that if awarded a contract, proposer will make no claim against the County based upon ignorance of or misunderstanding of the specifications.

Each proposer shall submit its proposal with the understanding that the proposal will become a part of the official file on this matter and shall be subject to disclosure, if requested by a member of the public, following the completion of negotiations.

By submitting a proposal, each proposer certifies that all statements in this proposal are true.

This constitutes a warranty, the falsity of which shall include the right, at the County’s option, of declaring any contract made, as a result thereof, null and void. Proposals shall be completed, executed, and submitted in accordance with the instructions of this RFP. If a proposal is not submitted in the format specified in this RFP, it may be rejected, unless the County determines that the nonconformity is either a minor irregularity or that the defect or variation in the proposal is immaterial or inconsequential. The County may give the proposer an opportunity to cure any deficiency resulting from a minor irregularity or an immaterial or inconsequential defect, or

County may waive such deficiency, whichever is most advantageous to the County.

The County cannot accept proposals from any individual who is currently employed with the

County of Tuolumne (California Government Code §29708).

5.5. Successful Proposal as Part of Contract Services

Proposals received in response to this solicitation, at the County’s discretion, may be incorporated into the awarded contract and may serve as basic terms and conditions for the ultimate contract. Therefore, proposers are advised that, if successful, they will be held responsible for levels of services proposed at the funding levels quoted. The County reserves the right to negotiate modifications or revisions to any awarded contract.

5.6. Evaluation of Proposals

See #Evaluation of Proposals.

5.7. Other Requirements

In order to contract with the County of Tuolumne, a proposer must meet the following requirements:

• Make available to the County its federal Tax Identification Number (TIN) or Social

Security Number (SSN).

• Comply with all Federal, State and local rules, regulations and policies, including but not limited to:

o Standard contract language of the County; and, o Insurance coverage to include worker’s compensation, general liability, auto liability and professional liability, unless waived by the County.

• Meet the requirements for audit of its expenditures if required in the above documents.

5.8. Non-Discrimination

Non-Discrimination: The Contractor selected through this RFP shall provide services without discrimination based on race, creed, color, ethnic or linguistic identification, gender or sexual preference, disability or handicap or any other basis prohibited by law.

5.9. Protest/Appeal Process

The following procedure is provided in the event that a proposer wishes to protest the RFP process or appeal the recommendation to award a contract for RFP once the Notices of

Award/Non-Award have been issued.

https://secure.procurenow.com/portal/tuolumnecountyca/projects/31236?section=253839

Any protest must be submitted in writing to Health and Human Services Agency, 101 Hospital

Rd, Sonora, CA 95370, Attention: Tyler Jackson

The protest must be submitted before 5pm of the tenth (10th) business day following the date of the Notice of Award.

The protest must contain a complete statement of the basis for the protest. The protest must include the name, address, telephone number and e-mail address of the person representing the protesting party.

The procedure and time limits are mandatory and are the proposer’s sole and exclusive remedy in the event of a bid protest.

Proposer’s failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

Upon receipt of written protest/appeal, the HHSA Director will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise of an appeal/protest decision within five (5) business days of receipt of the appeal/protest.

5.10. Public Records Access

Proposers should be aware that submitted proposals are subject to the California Public Records

Act and may be disclosed to members of the public upon request. It is the responsibility of the proposers to clearly identify information in their proposals that they consider to be confidential under the California Public Records Act. To the extent that the County agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

All information regarding the proposals will be held as confidential until such time as the

Review Committee has completed its evaluation and, or if, contract negotiations are complete.

6. EVALUATION OF PROPOSALS

The objective is to perform a thorough and fair evaluation of submitted proposals and facilitate the selection of a contractor/consultant that best satisfies the County’s requirements. The following describes the evaluation process and associated components.

A. Selection Process:

1. The County shall name, for the purpose of evaluating the proposals for this RFP, a

Review Committee composed of representatives from the County. The County may also elect to include as part of the Review Committee qualified representatives from other agencies or entities.

2. Proposal documentation requirements set forth in this RFP are designed to provide guidance to proposers concerning the type of information that will be used by the

Review Committee. Proposers shall be prepared to respond to requests by the Review

Committee for additional items deemed necessary to assist in the evaluation process.

B. Evaluation Criteria & Scoring:

1. The Review Committee shall be responsible for performing the evaluations of each proposal. Each member of the Committee shall rate the proposers separately. The scores of each of the Committee members shall then be averaged to provide a total score for each of the proposers. The proposals shall be evaluated on the following categories and the maximum weight possible for each category is listed below.

C. Award:

Award will be made to the qualified proposer whose proposal will be most advantageous to the

County, with price and all other factors considered. The County will negotiate with the highest ranked proposer to develop the scope of work and contract for mutual satisfaction.

If the County cannot successfully negotiate a contract with the highest ranked proposer, the

County will terminate negotiations and begin negotiations with the next highest ranked proposer.

Proposers will receive mailed Award/Non-Award notification(s), which will include the name of the proposer to be awarded this contract.

Proposers are advised County reserves the following prerogatives:

• To reject any or all proposals;

• To consider historic information and fact, whether gained from the proposer’s proposal or any other source, in the evaluation process; and

• The proposer is cautioned that it is the proposer’s sole responsibility to submit information related to the evaluation categories and the County is under no obligation to solicit such information if it is not included with the proposal. Failure of the individual or firm to submit such information may cause an adverse impact on the evaluation of the proposal.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Completeness of Proposal Pass / Fail 1 (1% of Total)

2. Related Experience 0-10 Points 25 (24.8% of Total)

3. Plan of Performance 0-10 Points 30 (29.7% of Total)

4. Personal Interview 0-10 Points 30 (29.7% of Total)

5. Personal References 0-10 Points 15 (14.9% of Total)

7. CONTRACT INFORMATION

7.1. Term/Termination

The term of the initial contract awarded under this RFP will be for: one (1) year. By mutual agreement, this contract may be extended for three (3) additional one (1) year terms, under the following circumstances:

• The County receives adequate funding to extend program operations;

• The Contractor has achieved demonstrable success by meeting all of the contract’s service requirements;

• The County continues to need the services purchased under this RFP;

• The Contractor is willing and able to modify the services provided to best meet the needs of the program as determined by the County.

The contract will be subject to termination by either party upon 90 days advance written notice of intent to terminate. The County may terminate the contract at any time, without written notice, upon a material breach of contract by the Contractor.

7.2. Funding Availability

It is mutually agreed that if the County budget of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this

Agreement shall be of no further force and effect. In this event, the County shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this

Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

Contractor’s assumption of risk of possible non-appropriation is part of the consideration for this

Agreement. County budget decisions are subject to the discretion of the Board of Supervisors.

If funding for any fiscal year is reduced or deleted by the County budget for purposes of this program, the County shall have the option to either cancel this Agreement with no liability occurring to the County, or offer an Agreement amendment to Contractor to reflect the reduced amount.

7.3. Hold Harmless/Indemnification

Contactor shall hold harmless, defend and indemnify County and its officers, officials, employees and volunteers from and against any and all liability, loss, damage, expense, costs

(including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor's performance of work hereunder or its failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the County.

If such indemnification becomes necessary, the County Counsel for the County shall have the absolute right and discretion to approve or disapprove of any and all counsel employed to defend the County. This indemnification clause shall survive the termination or expiration of this

Agreement.