Tuolumne_County_Resource_Family_Home_(TCRFH)_Quality_Parenting_and_Caregiving_Respite_Services.pdf

Tuolumne County Resource Family Home (TCRFH) Quality Parenting and Caregiving Respite Services

Request For Qualification (RFQ #RFQ-2024-0209)

Tuolumne County

Health and Human Services Agency

Issued: Tuesday, October 8, 2024

REQUEST FOR QUALIFICATION (RFQ No.

RFQ-2024-0209)

TUOLUMNE COUNTY RESOURCE FAMILY HOME

(TCRFH) QUALITY PARENTING AND CAREGIVING

RESPITE SERVICES

Deadline for Submission of Proposals: Monday, June 30, 2025

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/tuolumnecountyca

Table of Contents

1. Introduction

2. Scope of Work

3. Minimum Qualifications

4. Proposal Package Requirements

5. RFQ Process

6. Evaluation

7. Contract Information

1. Introduction

1.1. Summary

The County of Tuolumne, through its Health and Human Services Agency, Department of Social

Services, hereinafter referred to as the “County”, is requesting proposals from qualified Resource

Families (formerly known as Foster Families) interested in providing Quality Parenting and

Caregiving Respite Services at the Tuolumne County Resource Family Home (TCRFH), formerly known as the Emergency Children’s Shelter.

The County intends to contract with an unlimited number of qualified applicants paying up to

$100 per day. In the event respite services are needed, the qualified individuals on the list will be contacted. If a qualified applicant is not available to provide respite services, the County will continue to contact qualified providers on the list to provide contracted services.

California law and federal law provide specific employment restrictions for retirees and/or current County employees that 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 a RFQ 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 RFQ.

1.2. Background

Child Welfare Services clients are often struggling with substance abuse, mental illness, and interpersonal violence within the co-occurring contexts of poverty, socioeconomic status, and cultural differences. The complex interaction of psychological states and presenting problems require the program 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 Resource Family (formerly known as foster family) must be able to provide the loving, committed, skilled care that the child needs while working effectively with the system to achieve the best permanency option for that child. When successful, the Resource Families work 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 family, not just the youth, in hopes of reunifying the child with his/her family.

The County of Tuolumne, through its Department of Social Services (DSS) seeks to establish a list of qualified persons (“Qualified Provider List”) interested in providing Quality Parenting and

Caregiving Respite Services (formerly known as ECS Management Respite Services) at the

Tuolumne County Resource Family Home (formerly known as the Emergency Children’s

Shelter). A qualified individual’s placement on the Qualified Provider List does not in any way guarantee being chosen for Respite services when the need arises. The County cannot accept proposals from any individual who is currently employed with the County of Tuolumne

(California Government Code §29708).

The responsibility of this position is to provide Quality Parenting and Caregiving Respite

Services at the County owned Tuolumne County Resource Family Home when the contracted

Quality Parenting and Caregiving individual requires respite as mandated in the Agreement.

Contracted Quality Parenting and Caregiving Services providers are provided respite at a rate of four (4) days per month, and four (4) one-week vacations per Agreement per year, for a total of seventy-six (76) days. However, in the event of unforeseen circumstances the need for respite could exceed these allotments.

1.3. Contact Information

Abraham McDonald

Staff Services Analyst

20075 Cedar Road

Sonora, CA 95370

Email: amcdonald@co.tuolumne.ca.us

Phone: (209) 533-5711

Department:

Health and Human Services Agency

Department Head:

Annie Hockett

HHSA Director

1.4. Timeline

Release of published RFQ October 8, 2024

Deadline for receiving all questions June 30, 2025, 5:00pm

Deadline for RFQ responses to be received by County

June 30, 2025, 5:00pm mailto:amcdonald@co.tuolumne.ca.us tel:(209)533-5711

Responses reviewed by Committee Proposals will be reviewed on a rolling basis until the County builds a qualified provider list of three to five (3 to 5) qualified providers or

NO LATER THAN 5:00 pm on Sunday, June

30, 2025.

Contractor start date Providers could be approved to start respite care as soon as November 1, 2024.

2. Scope of Work

2.1. Project Scope

It is the County’s intent to establish a Qualified Provider List of 3 to 5 providers to provide

Quality Parenting and Caregiving Respite Services at the County owned Tuolumne County

Resource Family Home. The selected individual(s) will be responsible for working closely with children placed in the home, children's families, County staff, and community partners who work with children placed in the home.

2.2. Respite Duties

Duties of the Respite Quality Parenting and Caregiving provider will include:

o Reside at the home twenty-four (24) hours a day each day of scheduled respite;

o Provide care consistent with Resource Family Approval (RFA) written directives set by the California Department of Social Services (CDSS), to ensure a safe and stable environment for the children in care;

o Remain in compliance with RFA written directives at all times;

o Maintain current RFA certification;

o Provide transportation for children to school, visitations, and other appointments;

o Provide nutritionally balanced meals and snacks for the children;

o Maintain working relationships with County staff and community partners;

o Report and document the needs and behaviors of the children placed at the home;

o Maintain a safe and sanitary environment at the home, including basic housekeeping duties; and o Attend required meetings and trainings

All Federal, State, County and Agency policies, protocols and standards will be followed.

3. Minimum Qualifications

A. Minimum Qualifications: The Review Committee will consider all applicants whose qualifications comply with the following criteria:

• Must provide certificate of Resource Family Approval.

B. Other Desired Qualifications:

• Knowledge of Tuolumne County demographics.

• Knowledge of child development, including developmental milestones, principles of individual and group behaviors, attachment and placement issues, boundary setting, behavior modification, and trauma informed parenting techniques.

• Basic knowledge of the Juvenile Court process.

• Valid California Drivers License

C. Married and/or single Resource Families may not have children or relatives residing in their care during the period providing respite services unless approved in writing by the

Health and Human Services Director or her designee.

D. Must be willing to accept children of all ages, and genders from birth to 17+ years of age, for up to ninety (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://procurement.opengov.com/portal/tuolumnecountyca.

4.1. Proposal Elements*

A. Provide a brief description of what motivates you to to give back to the community (no more than 1 page)

B. Resource Family Approval Certificate

*Response required

5. RFQ Process

5.1. Submittal of Proposals

Sealed proposals must be received online and will be accepted and reviewed on a rolling basis until the County builds a qualified provider list of three to five (3 to 5) qualified providers or NO

LATER THAN 5:00 pm on Monday, June 30, 2025, whichever comes first. Providers could be approved to start respite care as soon as September 1, 2023.

Proposals are to be submitted electronically using the County’s e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. Proposals will be received only as instructed above, and must be received before 5:00 pm on Monday, June 30, 2025. 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 RFQ must be submitted exclusively in writing to the County by 5:00 pm on Monday, June 30, 2025 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 RFQ to post any questions received, along with written responses, on the County e-Procurement platform, https://procurement.opengov.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 RFQ. 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 RFQ. If a proposal is not submitted in the format specified in this RFQ, 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

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 RFQ 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 RFQ process or appeal the recommendation to award a contract for Tuolumne County Resource https://secure.procurenow.com/portaluolumnecountyca/projects/21659?section=167785

Family Home (TCRFH) Quality Parenting and Caregiving Respite Services once the Notices of

Award/Non-Award have been issued.

Any protest must be submitted in writing to Health and Human Services Agency, 20075 Cedar

Road, Sonora, CA 95370, Attention: Abraham McDonald

The protest must be submitted before 4:00 p.m. 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

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 RFQ, 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 RFQ 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/e-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 25 (33.3% of Total)

2. Resource Family Approval Certificate Pass / Fail 25 (33.3% of Total)

3. Quality of Proposal 0-100 Points 25 (33.3% of Total)

7. Contract Information

7.1. Sample Agreement

A sample Agreement is attached to this RFQ, which details all standard terms and conditions required by the County of Tuolumne.

7.2. Initial Term

The term of the initial contract awarded under this RFQ will be for: one (1) year.

7.3. Extension Option

By mutual agreement, this contract may be extended for four (4) 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 RFQ;

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

7.4. Termination

The contract will be subject to termination by either party upon thirty (30) days' 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.

7.5. 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.

7.6. Insurance

A. The County shall provide a vehicle to be used only for the purpose of performing TCRFH

Quality Parenting and Caregiving duties and is responsible for any losses arising from this activity. The County will provide coverage accordingly. The contractor will be added as additional insured for the purposes of this contract only. For any non TCRFH-related business, Contractor must use their own vehicle and must have insurance on their own vehicle.i. Special Risks or Circumstances. County reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. The County reserves the right to modify or waive insurance requirements for certain low risk activities. ii. Failure to Comply: Upon failure to comply with any of these insurance requirements, this Agreement may be forthwith declared suspended or terminated. Failure to obtain and/or maintain any required insurance shall not relieve any liability under this Agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the indemnification obligations.

7.7. Hold Harmless

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.