RFP Document - Texas Health and Human Services

advertisement
Chris Traylor, Executive Commissioner
Request for Proposals (RFP)
Fatherhood: Educating Fathers for Empowering Children Tomorrow
(Fatherhood EFFECT)
RFP No. 530-16-0004
Service Counties: Denton, Fort Bend, and Tarrant
Date of Release: July 14, 2015
NIGP Class - Item Codes:
952-15 – Case Management
952-17 - Child Abuse, Identification, Treatment & Prevention
952-18 – Child Care Services
952-21 - Counseling Services
952-43 – Family and Social Services
952-67 – Parenting Intervention Services
952-76 - Respite Services
952-90 – Training and Instructors
952-95 - Youth care Services
961-75 – Translation Services
961-87 – Volunteer Services
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 2
Table of Contents
1.
General Information ........................................................................................................................... 5
1.1.
Scope.......................................................................................................................................... 5
1.2.
HHSC Point of Contact ............................................................................................................... 5
1.3.
Procurement Schedule ............................................................................................................... 5
1.4.
Mission Statement ...................................................................................................................... 6
1.5.
Mission Objectives ...................................................................................................................... 6
1.6.
Background ................................................................................................................................ 7
1.6.1.
Overview of the Health and Human Services Commission ................................................ 7
1.6.2.
Project Overview ................................................................................................................. 7
1.7.
Strategic Elements ..................................................................................................................... 8
1.7.1.
Contract Type and Term ..................................................................................................... 8
1.7.2.
Contract Elements............................................................................................................... 8
1.7.3.
Data Use Agreement (DUA) ............................................................................................... 8
1.7.4.
HHSC’s Basic Philosophy: Contracting for Results ............................................................ 9
1.8.
External Factors ......................................................................................................................... 9
1.9.
Legal and Regulatory Constraints .............................................................................................. 9
1.9.1.
Delegation of Authority ........................................................................................................ 9
1.9.2.
Conflicts of Interest ............................................................................................................. 9
1.9.3.
Former Employees of a State Agency .............................................................................. 10
1.10.
HHSC Amendments and Announcements Regarding this RFP .............................................. 10
1.11.
RFP Cancellation/Partial Award/Non-Award ............................................................................ 10
1.12.
Right to Reject Proposals or Portions of Proposals ................................................................. 10
1.13.
Costs Incurred .......................................................................................................................... 11
1.14.
Protest Procedures ................................................................................................................... 11
1.15.
Interpretive Conventions........................................................................................................... 11
2.
Scope of Work .................................................................................................................................. 12
2.1.
Project Schedule ...................................................................................................................... 12
2.2.
Project Scope ........................................................................................................................... 12
2.3.
Project Purpose ........................................................................................................................ 13
2.3.1.
Goal of the Contract .......................................................................................................... 13
2.4.
Eligible Population .................................................................................................................... 13
2.5.
Service Delivery Areas ............................................................................................................. 14
2.6.
Service Deliverables ................................................................................................................. 14
2.6.1.
Program Model Implementation and Requirements ......................................................... 14
2.6.2.
Service Authorization and Intake Process ........................................................................ 14
2.6.3.
Recruitment and Outreach ................................................................................................ 15
2.6.4.
Documentation .................................................................................................................. 15
2.6.5.
Prevention Early Intervention Services (PEIS) Database ................................................. 16
2.6.6.
Protective Factors Surveys ............................................................................................... 17
2.6.7.
Satisfaction Survey ........................................................................................................... 17
2.6.8.
Area Information Center, 2-1-1 ......................................................................................... 17
2.6.9.
Supervision of Staff ........................................................................................................... 18
2.6.10.
Required Staff Training ..................................................................................................... 18
2.6.11.
Caseloads and Group Classes ......................................................................................... 18
2.6.12.
Focus on Primary and Secondary Prevention .................................................................. 18
2.6.13.
DFPS Policy Requirements .............................................................................................. 18
2.6.14.
Ancillary Services .............................................................................................................. 19
2.6.15.
Conferences, Summits, and Conference Calls ................................................................. 19
2.6.16.
Sustainability ..................................................................................................................... 19
2.6.17.
Promote Child Abuse Prevention ...................................................................................... 19
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 3
2.6.18.
Required Reports .............................................................................................................. 20
2.6.19.
Transition Planning ........................................................................................................... 20
2.6.20.
Quality Control .................................................................................................................. 20
2.7.
Minimum Qualifications ............................................................................................................ 21
2.7.1.
Minimum Organizational Qualifications............................................................................. 21
2.7.2.
Minimum Staff Qualifications ............................................................................................ 21
2.8.
Minimum Insurance Requirements ........................................................................................... 22
2.8.1.
Required Documentation .................................................................................................. 22
2.8.2.
Insurance Rating ............................................................................................................... 22
2.8.3.
Self-Insurance Plans ......................................................................................................... 22
2.8.4.
Bonds or Other Instruments .............................................................................................. 22
2.8.5.
Coverage and Limits ......................................................................................................... 22
2.9.
Automated Background Check System .................................................................................... 23
2.10.
Performance Measures and Associated Remedies ................................................................. 24
2.11.
Compensation .......................................................................................................................... 24
2.11.1.
Funding ............................................................................................................................. 24
2.11.2.
Method of Payment ........................................................................................................... 25
2.11.3.
Prompt Payment ............................................................................................................... 25
2.11.4.
Invoicing ............................................................................................................................ 25
2.11.5.
Billing ................................................................................................................................. 25
3.
General Instructions and Proposal Requirements ....................................................................... 27
3.1.
RFP Information Conference .................................................................................................... 27
3.2.
Questions and Comments ........................................................................................................ 28
3.3.
Modification or Withdrawal of Proposal .................................................................................... 28
3.4.
News Releases ......................................................................................................................... 28
3.5.
Incomplete Proposals ............................................................................................................... 28
3.6.
State Use of Ideas .................................................................................................................... 29
3.7.
Property of HHSC ..................................................................................................................... 29
3.8.
Copyright Restriction ................................................................................................................ 29
3.9.
Additional Information ............................................................................................................... 29
3.10.
Multiple Responses .................................................................................................................. 29
3.11.
No Joint Proposals ................................................................................................................... 29
3.12.
Texas Public Information Act .................................................................................................... 29
3.12.1.
General Requirement for the Release of Proposals ......................................................... 29
3.12.2.
Publication of Major Contracts .......................................................................................... 30
3.13.
Instructions for Submitting Proposals ....................................................................................... 30
3.13.1.
Number of Copies ............................................................................................................. 30
3.13.2.
Submission ........................................................................................................................ 30
3.13.3.
Additional Requirements ................................................................................................... 31
3.14.
Format and Content .................................................................................................................. 31
3.14.1.
Part 1 – Business Proposal ............................................................................................... 31
3.14.2.
Part 2 – Cost Proposal (Attachment B) ............................................................................. 36
4.
Historically Underutilized Business Participation ........................................................................ 38
4.1.
Introduction ............................................................................................................................... 38
4.2.
HHSC’s Administrative Rules ................................................................................................... 38
4.3.
Statewide Annual HUB Utilization Goal .................................................................................... 38
4.4.
Required HUB Subcontracting Plan ......................................................................................... 38
4.5.
CPA Centralized Master Bidders List ....................................................................................... 39
4.5.1.
National Institute of Governmental Purchasing (NIGP) Class/Item Code(s): ................... 39
4.6.
HUB Subcontracting Procedures – If a Respondent Intends to Subcontract ........................... 39
4.6.1.
Identify Subcontracting Areas and Divide Them into Reasonable Lots ............................ 40
4.6.2.
Notify Potential HUB Subcontractors ................................................................................ 40
4.6.3.
Written Justification of the Selection Process ................................................................... 41
4.7.
Method 5: Respondent Does Not Intend to Subcontract .......................................................... 41
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 4
4.8.
Post-award HSP Requirements ............................................................................................... 42
Proposal Evaluation ......................................................................................................................... 44
5.1.
Evaluation Criteria .................................................................................................................... 44
5.1.1.
Past Performance ............................................................................................................. 44
5.2.
Initial Compliance Screening .................................................................................................... 45
5.3.
Competitive Range Determinations .......................................................................................... 45
5.4.
Oral Presentations and Site Visits ............................................................................................ 45
5.5.
Best and Final Offers ................................................................................................................ 45
5.6.
Discussions with Respondents ................................................................................................. 46
6.
Definitions and Acronyms ............................................................................................................... 47
7.
RFP Attachments.............................................................................................................................. 59
8.
RFP Supplements ............................................................................................................................. 60
5.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
1.
Page 5
General Information
1.1. Scope
The State of Texas, by and through the Texas Health and Human Services Commission
(HHSC), on behalf of the Department of Family and Protective Services (DFPS) Prevention and
Early Intervention (PEI) Division seeks well qualified agencies to develop and deliver evidencebased or promising practice prevention programs that target fathers or father figures which will
increase protective factors in families who are considered at-risk for child abuse and neglect in
accordance with the specifications contained in this Request for Proposals (RFP).
1.2. HHSC Point of Contact
The sole point of contact for inquiries concerning this RFP is:
Larry Torres, Procurement Project Manager
HHS Procurement and Contracting Services
1100 W. 49th Street
MC 2020
Austin, Texas 78756
Office: 512.406.2509
Fax: 512.406.2691
larry.torres@hhsc.state.tx.us
All communications relating to this RFP must be directed to the HHSC contact person named.
All communications between Respondents and other HHSC staff members concerning this RFP
are strictly prohibited. Failure to comply with these requirements may result in proposal
disqualification.
The only exception to contacting the sole point of contact is when the contact relates to
Historically Underutilized Businesses (HUBs). The point of contact for HUB inquires is:
Joy Simmons, HUB Administrator
HHS Procurement and Contracting Services
Phone: 512.406.2535
E-mail: Joy.Simmons@hhsc.state.tx.us
If you do not receive a response to a HUB inquiry within twenty-four (24) hour period, contact
the sole point of contact.
1.3. Procurement Schedule
The following table documents the critical pre-award events for the procurement. All dates are
subject to change at HHSC’s discretion.
Table 1 – Procurement Schedule
RFP Release Date
July 14, 2015
RFP Information Conference
July 22, 2015
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 6
Table 1 – Procurement Schedule
Written Questions Due (No later than 5:00PM CST)
July 29, 2015
Responses to Questions Posted
August 5, 2015
Proposal Submission Deadline (No later than 5:00PM CST)
August 21, 2015
Deadline for Proposal Withdrawal
August 21, 2015
Award Announcement
September 29, 2015
Anticipated Contract Start Date
December 1, 2015
Information about this procurement is available via these links to documents on the Electronic
State Business Daily (ESBD) and HHSC webpage HHSC Contract Opportunities. Enter a
search for this procurement using the RFP number.
1.4. Mission Statement
A. HHSC Mission
The mission of HHSC is to maintain and improve the health and human services system in
Texas and to administer its programs in accordance with the highest standards of customer
service and accountability for the effective use of funds.
B. DFPS Mission
The mission of DFPS is to protect children, the elderly, and people with disabilities from abuse,
neglect, and exploitation by working with clients, families, and communities.
C. PEI Division Mission
The mission of PEI Division is to provide prevention and early intervention services for children
in at-risk situations and for the families of those children.
1.5. Mission Objectives
DFPS’ objectives for this procurement are:
A. To assist the DFPS Community-Based Child Abuse Prevention Program (CBCAP), in
providing an array of services to prevent child abuse and neglect in targeted counties
where there appears to be increased incidents of child abuse and neglect.
B. To provide services such as parent education, group sessions, basic need supports,
respite care and other related prevention services to fathers that will help them to be
better parents and encourage them to be more committed to their children’s well-being
with the goal of increasing protective factors and reducing the risk of child abuse and/or
neglect.
In accordance with the requirements of the Family Code §265.002, the PEI Division of DFPS
provides services for children in at-risk situations and for the families of those children. PEI
contracts for programs with the goal of providing early intervention or prevention of at-risk
behavior that leads to child abuse or neglect, delinquency, running away, and truancy. PEI
consolidates prevention and early intervention services within the jurisdiction of a single agency
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 7
in order to avoid fragmentation and duplication of services, and to increase the accountability for
the delivery and administration of these services.
PEI is responsible for the following:
A. Planning, developing, and administering a comprehensive and unified delivery system of
prevention and early intervention services to children and their families in at-risk
situations;
B. Improving the responsiveness of services for at-risk children and their families by
facilitating greater coordination and flexibility in the use of funds by state and local
service providers;
C. Providing greater accountability for prevention and early intervention services in order to
demonstrate the impact or public benefit of a program by adopting outcome measures;
and
D. Assisting local communities with the coordination and development of prevention and
early intervention services in order to maximize federal, state, and local resources.
1.6. Background
1.6.1. Overview of the Health and Human Services Commission
Since 1991, the Texas Health and Human Services Commission (HHSC) has overseen and
coordinated the planning and delivery of health and human service programs in Texas. HHSC
is established in accordance with Texas Government Code Chapter 531 and is responsible for
the oversight of all Texas Health and Human Service agencies (HHS Agencies). HHSC’s chief
executive officer is Chris Traylor, Executive Commissioner of Health and Human Services.
As a result of the consolidation due to House Bill (HB) 2292, 78th Texas Legislature in fiscal
year 2003, some of the contracting and procurement activities for the HHS Agencies have been
assigned to the Procurement and Contracting Services (PCS) Division of HHSC. As such, PCS
will administer the initial stages of the procurement process, prior to the contract award,
including RFP announcement and publication, handling of communications from the
Respondent, as well as managing the receipt and handling of valid responses for final review
and evaluation. PCS directs the execution of the contract after the awarded vendor has been
selected.
1.6.2. Project Overview
The Child Abuse Prevention and Treatment Act (CAPTA), of 1974 is a key Federal legislation
that addresses the prevention of child abuse and neglect in all 50 states. Title II of this Act
established Community-Based Care Abuse Prevention (CBCAP) programs and funding to:
A. Support community-based efforts to develop, operate, expand, enhance, and coordinate
initiatives, programs, and activities to prevent child abuse and neglect;
B. Support the coordination of resources and activities to better strengthen and support
families to reduce the likelihood of child abuse and neglect; and
C. Foster an understanding, appreciation, and knowledge of diverse populations in order to
effectively prevent and treat child abuse and neglect.
Research has shown that five protective factors are closely linked to a decreased likelihood of
child abuse and neglect:
(1) Family functioning/resiliency;
(2) Social support;
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 8
(3) Knowledge of parenting/child development;
(4) Concrete support; and
(5) Nurturing and attachment.
DFPS seeks to contract for evidence-based or promising practice programs that increase these
protective factors, resulting in stronger families and communities and ultimately preventing child
abuse and/or neglect.
Statistical analysis shows data indicating physical abuse fatalities over a 4 year period (FY10FY13) was used to select counties for this solicitation. Historically a significant number of the
physical abuse fatalities are committed by a male perpetrator; therefore, PEI will target counties
with high numbers of victims of male perpetrators (DFPS data book website:
https://www.dfps.state.tx.us/About_DFPS/Data_Books_and_Annual_Reports/2014/)
CBCAP programs are designed to rely on a variety of areas to build a strong base of support for
families and communities in child abuse and neglect prevention.
One important CBCAP
program that is designed to help address the prevention of child abuse and neglect is
Fatherhood services.
1.7. Strategic Elements
1.7.1. Contract Type and Term
DFPS will award up to three (3) cost reimbursement contracts for evidence-based or promising
practice, prevention education programs that target fathers or father figures which will increase
protective factors in families who are considered at-risk for child abuse and neglect under this
RFP. The initial award period will be thirty-three (33) months. DFPS reserves the option to
extend the term of the contract for up to six (6) months, or as necessary to complete the mission
of the procurement. Extension is at the sole discretion of DFPS.
1.7.2. Contract Elements
The term “contract” means the contract awarded as a result of this RFP and all exhibits thereto.
At a minimum, the following documents will be incorporated into the contract: this RFP and all
attachments and exhibits; any modifications, addendum or amendments issued in conjunction
with this RFP; DFPS Uniform Contract Terms & Conditions (UTCs); and the successful
Respondent’s proposal.
HHSC and DFPS reserve the right to negotiate additional contract terms and conditions.
Respondents are responsible for reviewing the UTCs and noting any exceptions, reservations,
and limitations on the Respondent Information and Disclosures form.
1.7.3. Data Use Agreement (DUA)
By entering into contract with a Texas Health & Human Services agency, the Respondent
agrees to be bound by the terms of the HHS Data Use Agreement available on the DUA
website:
http://www.hhsc.state.tx.us/about_hhsc/BusOpp/data-use-agreement.pdf.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 9
Information that explains the terms of the DUA and what laws require us to protect and
safeguard agency confidential data can be found at:
http://hhscx.hhsc.state.tx.us/data-use-agreement-compliance/docs/understanding-dua.pdf
1.7.4. HHSC’s Basic Philosophy: Contracting for Results
HHSC’s fundamental commitment is to contract for results. HHSC defines a successful result
as the generation of defined, measurable, and beneficial outcomes that satisfy the contract
requirements and support HHSC’s missions and objectives. This RFP describes what is
required of the contractor in terms of services, deliverables, performance measures and
outcomes, and unless otherwise noted in the RFP, places the responsibility for how they are
accomplished on the contractor.
1.8. External Factors
External factors may affect the project, including budgetary and resource constraints. Any
contract resulting from the RFP is subject to the availability of state and federal funds. As of the
issuance of this RFP, HHSC anticipates that budgeted funds will be available to reasonably
fulfill the project requirements. If, however, funds are not available, HHSC reserves the right to
withdraw the RFP or terminate the resulting contract without penalty.
1.9. Legal and Regulatory Constraints
1.9.1. Delegation of Authority
State and federal laws generally limit HHSC’s ability to delegate certain decisions and functions
to a contractor, including but not limited to:
(1) Policy-making authority; and
(2) Final decision-making authority on the acceptance or rejection of contracted services.
1.9.2. Conflicts of Interest
A conflict of interest is a set of facts or circumstances in which either a Respondent or anyone
acting on its behalf in connection with this procurement has past, present or currently planned
personal, professional or financial interests or obligations that, in HHSC’s determination, would
actually or apparently conflict or interfere with the Respondent’s contractual obligations to
HHSC. A conflict of interest would include circumstances in which a party’s personal,
professional or financial interests or obligations may directly or indirectly:
A. Make it difficult or impossible to fulfill its contractual obligations to HHSC in a manner
that is consistent with the best interests of the State of Texas;
B. Impair, diminish or interfere with that party’s ability to render impartial or objective
assistance or advice to HHSC; or
C. Provide the party with an unfair competitive advantage in future HHSC procurements.
Neither the Respondent nor any other person or entity acting on its behalf, including but not
limited to subcontractors, employees, agents and representatives, may have a conflict of
interest with respect to this procurement. Before submitting a proposal, Respondents should
carefully review Article 3.6.5 of the DFPS Uniform Contract Terms & Conditions (UTCs) for
additional information concerning conflicts of interests.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 10
Respondent must certify that it does not have personal or business interests that present a
conflict of interest with respect to the RFP and resulting contract (see the Required
Certifications form). Additionally, Respondent must disclose all potential conflicts of interest.
The Respondent must describe the measures it will take to ensure that there will be no actual
conflict of interest and that its fairness, independence and objectivity will be maintained (see the
Respondent Information and Disclosures Form). HHSC will determine to what extent, if any, a
potential conflict of interest can be mitigated and managed during the term of the contract.
Failure to identify potential conflicts of interest may result in HHSC’s disqualification of a
proposal or termination of the contract.
1.9.3. Former Employees of a State Agency
Respondents must comply with Texas and Federal laws and regulations relating to the hiring of
former state employees (see e.g., Texas Government Code §572.054 and 45 C.F.R. §74.43).
Such “revolving door” provisions generally restrict former agency heads from communicating
with or appearing before the agency on certain matters for two (2) years after leaving the
agency. The revolving door provisions also restrict some former employees from representing
clients on matters that the employee participated in during state service or matters that were in
the employees’ official responsibility.
As a result of such laws and regulations, Respondent must certify that it has complied with all
applicable laws and regulations regarding former state employees (see the Required
Certifications form).
Furthermore, Respondent must disclose any relevant past state
employment of the Respondent’s or its subcontractors’ employees and agents in the
Respondent Information and Disclosure form. These forms are located at the HHSC “Business
Opportunities” link.
1.10. HHSC Amendments and Announcements Regarding this RFP
HHSC will post all official communication regarding this RFP on its website, including the award
announcement. HHSC reserves the right to revise the RFP at any time. Any changes,
amendments, or clarifications will be made in the form of written responses to Respondent
questions, amendments, or addendum issued by HHSC on its website. Respondents should
check the website frequently for notice of matters affecting the RFP. To access the website, go
to the HHSC Contract Opportunities page and enter a search for this procurement.
Respondent’s failure to periodically check the HHSC website for RFP updates will in no way
release the selected Respondent from “addenda or additional information” required to meet the
requirements of the RFP.
A link to the documents referenced above and maintained on the HHSC website will be posted
to the Electronic State Business Daily (ESBD).
1.11. RFP Cancellation/Partial Award/Non-Award
HHSC reserves the right to cancel this RFP, to make a partial award, or to make no award if it
determines that such action is in the best interest of the State of Texas.
1.12. Right to Reject Proposals or Portions of Proposals
HHSC may, in its discretion, reject any and all proposals or portions thereof.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 11
1.13. Costs Incurred
Respondents understand that issuance of this RFP in no way constitutes a commitment by
HHSC to award a Contract or to pay any costs incurred by a Respondent in the preparation of a
response to this RFP. HHSC is not liable for any costs incurred by a Respondent prior to
issuance of or entering into a formal agreement, contract, or purchase order. Costs of
developing proposals, preparing for or participating in oral presentations and site visits, or any
other similar expenses incurred by a Respondent are entirely the responsibility of the
Respondent, and will not be reimbursed in any manner by the State of Texas.
1.14. Protest Procedures
Texas Administrative Code Title 1, Part 15, Chapter 391, Subchapter D outlines HHSC’s
Respondent protest procedures.
1.15. Interpretive Conventions
Whenever the terms “shall,” “must,” or “is required” are used in this RFP in conjunction with a
specification or performance requirement, the specification or requirement is mandatory. A
Respondent’s failure to address or meet any mandatory requirement in a proposal may be
cause for HHSC’s rejection of the proposal.
Whenever the terms “can,” “may,” or “should” are used in this RFP in conjunction with a
specification or performance requirement, the specification or performance requirement is a
desirable, but not mandatory, requirement. Accordingly, a Respondent’s failure to address or
provide any items so referred to will not be the cause for rejection of the proposal, but will likely
result in a less favorable evaluation.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
2.
Page 12
Scope of Work
2.1. Project Schedule
Project schedule reflects expectations for delivery of services and complete integration of Scope
of Work (SOW) requirement by the Contractor:
Table 2 – Project Schedule
Anticipated Contract Start
Transition and Ramp Up Period (max 60 days)
December 1, 2015
December 1, 2015 –
January 31, 2016
Begin Direct Services (no later than)
January 31, 2016
Delivery of the Continuum of all SOW Services
(no later than)
January 31, 2016
Contract End
August 31, 2018*
*Contract end date is subject to the availability of funds, unless otherwise terminated in
accordance with the provisions of the Contract.
2.2. Project Scope
Recent statistical studies show that 24 million children live in homes without their biological
father, 1 in 3 children nationally live in father-absent homes, 2 of 3 in the African American
community live in father-absent homes and 2 of 5 children in father-absent homes have contact
with their fathers less than once per month. Children in father-absent homes are two to five
times more likely to live in poverty, fail in school, develop emotional or behavioral problems,
abuse drugs, be involved in crime, or be a victim of abuse and neglect, visit the following
website for additional information:
www.fatherhood.org
Children growing up without a responsible father or father figure are significantly more likely to
experience poverty, perform poorly in school, and engage in criminal activity, abuse drugs
and/or alcohol. Fathers play an important role in the lives of their children. They contribute to
laying a foundation of emotional, physical, and psychological development. The father’s
presence and positive interaction in a child’s life helps to promote healthy families and provide
for a better life and brighter future.
The Fatherhood EFFECT program is an evidenced-based or promising practice program
designed to assist fathers or other male father figures with parent education skills, guidance and
support systems which help them improve the well-being of their children by being involved,
responsible and committed fathers. Participation in the program is voluntary and during service
delivery, fathers are exposed to a multitude of topics such as parenting skills, group sessions,
support groups, basic need supports, case management, respite services, discipline techniques,
communication skills and other training and technical assistance endeavors designed to help
fathers become better parents.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 13
2.3. Project Purpose
The overarching purpose of the Fatherhood EFFECT program is:
A. To improve the wellbeing of Texas children by promoting positive involvement of fathers
in their children's lives.
B. To educate, facilitate and otherwise support the father's abilities to provide emotional,
legal and financial support for their children.
C. To help promote paternity establishment at childbirth so that every father and child has,
at a minimum, a legal connection.
D. Educate young men on the responsibilities of fatherhood with the goal of reducing the
number of men who have children before they are ready for the responsibilities of
fatherhood.
2.3.1. Goal of the Contract
To prevent or reduce child abuse and neglect by increasing protective factors in “at-risk” families
(based on the eligible client population as defined in §2.4)
2.4. Eligible Population
A. The eligible client population is limited to families:
(1) That include a primary caregiver who is a male father figure or a male caregiver that
plays a significant role in the target child's life, for program purposes, the male father
figure receiving services should be registered as the primary caregiver; and
(2) Either expecting a child or who have at least one child age 0-17 - identified as the
target child for services. It is the expectation of the program that entire family unit will
benefit from the prevention services provided.
B. The eligible population is further defined as:
(3) Clients who enter into services voluntarily;
(4) Clients who are not charged a fee for participating in the program or for any program
participation related costs; and
(5) Fathers and families who are eligible without regard to their economic status.
C. Additional conditions for the provision of program contacted services:
(1) No more than 25% of the annual target population can be incarcerated males/male
caregivers. Fatherhood EFFECT services cannot begin earlier than ninety (90)
calendar days prior to the anticipated release date of the incarcerated male caregiver.
(2) Programs must target families exhibiting one or more of the following risk factors:
a. Parent/Guardian has negative attitudes and attributions about child's behavior;
b. Parent/Guardian has inaccurate knowledge and expectations about child
development;
c. Parent/Guardian or child suffers from depression or anxiety;
d. Non-traditional family structure - especially single parent with lack of social
support or a high number of children in the household;
e. Social isolation and a lack of support of the family, parent, or guardian;
f. Poor parent-child interaction;
g. Teen parent;
h. High parent conflict, separation or divorce;
i. High general stress level; or
j. Homelessness of the family.
(3) Families with an open or substantiated Child Protective Services (CPS) case cannot
be served under CBCAP programs.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 14
For clarification, an open or substantiated investigation case is any type of service
provided by CPS. The Contractor must ask families if they have an open or
substantiated CPS case. If a Contractor receives information indicating that a CPS
case has been opened concerning a family who is already receiving CBCAP services,
the Contractor can continue services during the investigation. Contractor must make
a good faith effort to determine the disposition or determination of the case (such as
requesting the formal CPS letter from the client). If the open case is referred to
Family Based Support Services (FBSS) or other services offered by CPS, or if the
child is removed, CBCAP services must be terminated. Continuation of services
during and after investigation (to meet the conditions noted above) is allowable if such
continuation does not compromise fidelity to the evidence-based or promising practice
model.
2.5. Service Delivery Areas
The Contractor must provide services to clients in the entire county designated as a Service
Delivery Area (SDA) and chosen by Contractor in their response to the RFP.
Link to map of Texas Counties on DFPS website:
http://www.dfps.state.tx.us/Contact_Us/map.asp
2.6. Service Deliverables
The Contractor must provide all services contained within this SOW in a manner that assures
quality services, timeliness, accuracy and efficiency. The following sections describe further the
services and deliverables the Contractor must provide:
2.6.1. Program Model Implementation and Requirements
The Contractor must provide the selected evidence-based or promising practice program model
as defined in response submitted to RFP for the delivery of Fatherhood services in the SDA
specified by the Contractor in the RFP response, (see §3c of Attachment A, Response
Template).
2.6.2. Service Authorization and Intake Process
The Contractor’s service authorization and intake processes and procedures must ensure that
the issues presented by the potential client are appropriate for the fidelity of the program model
used by the Contractor. The intake process must include at a minimum:
A. Completion of the PEI Registration Form (Form 7482a);
B. The Eligibility Form, (Form 9463-CBCAP); and
C. The Pre-Service Protective Factors Survey (Form 9466).
The Contractor must develop and implement a process for intake and assessment of the needs
for services of each family and this intake and assessment processes must:
D.
E.
F.
G.
Screen for eligible population criteria;
Assessment of needs;
Frequency and duration of services to be provided;
Minimum and optimal dosage range;
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 15
H. Client engagement including any incentives; and
I. Be documented in each client's case file.
The Contractor must develop and use:
J. An assessment process to satisfy these requirements; and
K. A referral policy and procedure that provides for alternative service options through other
community resources when the contract is at capacity.
2.6.3. Recruitment and Outreach
The Contractor must:
A. Track and document the primary means of recruitment of new clients, including the
names of the referring agencies.
B. Establish a working relationship with their local CPS office and provide information to the
CPS workers about their Fatherhood EFFECT program and the process for referring
clients into the program.
C. To the greatest extent possible ensure that families are not denied or services delayed
due to a wait list.
D. Have referral policies and processes in place that provide alternative service options
either through the Contractor or through other community resources when contract
service delivery is at capacity.
The Contractor must develop and implement an outreach program that encompasses all at-risk
families with children 0-17 years of age that includes innovative methods to locate them, engage
them and how to educate fathers or father figures in the local community who could benefit from
the Fatherhood EFFECT program.
2.6.4. Documentation
The Contractor shall maintain books, records, document and electronic storage media,
hereinafter called "documents, sufficient to reflect all programmatic service delivery efforts and
expenditure of funds provided by DFPS under the subsequently awarded contract. The
Contractor shall make all documents available for inspection to DFPS, persons duly authorized
by DFPS, federal authorities or law enforcement personnel upon demand. At no additional cost
to DFPS, the Contractor shall make and supply such copies of documentation to any
organization or person duly authorized to inspect such documents.
2.6.4.1. Case Record Management and Documentation
The Contractor must create, manage and maintain individual case record to document services
and program actives for each family.
2.6.4.1.1. Tracking Referrals
The Contractor must maintain a tracking system to record families referred to the Contractor for
services, including:
A. The origin of the referral;
B. Services were provided, if any; and
C. Any subsequent referrals were made for the family or youth to another social service
provider.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 16
2.6.4.1.2. Documentation of Service Delivery
The Contractor must document service delivery using the appropriate PEI documents and forms
based on the approved service delivery plan presented in the "Project Work Plan, (see §3 of
Attachment A, Response Template)".
The Contractor must ensure that all service documentation is:
A.
B.
C.
D.
E.
Complete;
Accurate;
Maintained in an organized fashion;
Made available to DFPS staff upon request within a reasonable timeframe; and
Maintained in a manner that protects the confidentiality of the families served.
The Contractor must support service delivery by documentation including but is not limited to:
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
Registration forms
Eligibility forms
Case notes, including phone logs, office visit notes, etc.
Attendance or sign-in sheets, for group activities
Initial and Ongoing assessment tools
Service plans
Referral logs
Monthly Service Tracking forms
Pre and Post Protective Factor Surveys
Assessment tools, as applicable
All services provided by Contractor and their subcontractors (if applicable) must have valid
documentation that supports verification of participant attendance. For example: sign-in sheets
and attendance rolls including a signature certifying information validity, individual and group
progress notes, training information, materials, hand-outs, and additional documentation, as
appropriate to the service provided.
In addition to the annual Post-Protective Factor Survey, Contractors must determine and
document how often a family should be reassessed utilizing the service plan created at intake
for each individual family.
2.6.5. Prevention Early Intervention Services (PEIS) Database
Following training provided by PEI the Contractor must key-enter all service data for all
participants served through the Fatherhood EFFECT program into the DFPS PEIS database
using a secure internet connection. Data entered required into the PEIS database includes:
A. Registration information;
B. Service data; and
C. Outcome data (e.g. the DFPS Pre and Post Service Protective Factors Surveys and the
Satisfaction Survey).
The Contractor must ensure:
D. Computer equipment used for data entry meets minimum requirements established by
DFPS for efficient connection to the PEIS database (see PEI-Certified Computer
Assurance Form);
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 17
E. Accurate data entry into the PEIS database;
F. Enter all data for a specific month into the system no later than thirty (30) calendar days
following the close of the month in which a registration occurred, services were provided,
or the file was closed;
G. Contractor staff must have completed all DFPS required background checks; and have
been granted access to the PEIS database system (using Form 4020) before gaining
access to the PEIS database; and
H. All persons given permission to enter or view Fatherhood EFFECT data strictly adhere to
DFPS rules, regulations and standards for confidentiality, security and integrity of
program data.
The Contractor is responsible for entering all data into the PEIS database. Data entry must not
be subcontracted or performed by any subcontracted service provider.
2.6.6. Protective Factors Surveys
Prior to service delivery, the Contractor must administer a Pre-Service Protective Factor Survey
to primary caregivers. The survey must be provided either shortly before or at the beginning of
the first service session. The Pre and Post Protective Factors Survey are utilized by the
FRIENDS National Resource Center found at:
http://friendsnrc.org/home
The Contractor may provide this survey to any secondary caregivers who are participating in
program services.
The Contractor must administer a Post-Service Protective Factors Survey’s to Primary
Caregivers when the family meets the timeframe for completing per the performance measure.
The Contractor may also provide this survey to any secondary caregivers who are participating
in program services. The Contractor must enter the survey data into the PEIS database within
the required data entry timeframe.
The Contractor must maintain the original Pre and Post-Service Protective Factors Surveys in
the client files.
2.6.7. Satisfaction Survey
The DFPS Satisfaction Survey (Form 8485) must be:
A. Collected from each primary caregiver per the performance measures;
B. Collected from primary caregivers anonymously; and
C. Maintained separately from the client files and in a secure location.
2.6.8. Area Information Center, 2-1-1
Contractors must:
A. Add their services to their community's 2-1-1 Area Information Center; and
B. Update their information within thirty (30) days of any changes in the scope of their
program; and
C. Keep Contractor information current on the Texas 2-1-1 website.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 18
2.6.9. Supervision of Staff
The Contractor must provide supervision, support activities and training sessions at least two (2)
times per month to clinical, other staff, and volunteers. Support activities and training includes
but is not limited to day to day support, opportunity for case discussion, education, and
professional development.
2.6.10. Required Staff Training
Contractor must ensure staff obtains the following minimum training:
A. Each Fatherhood staff member must obtain a minimum of twelve (12) hours of annual
training NOT related to the training required by the program model selected by the
Contractor. Staff organizational training must include:
(1) A minimum of three (3) hours of cultural competency training annually. Cultural
Competency training must be delivered to all staff working on the DFPS contract
whether contract staff, subcontracted service providers, direct or indirect volunteers,
regardless of paid or non-paid status.
(2) Organizational orientation training for new employees.
B. Each direct care staff delivering service under the program model selected by the
Contractor must meet the training requirements set forth by the Program Developer of
the model.
C. In addition the following minimum training requirements apply specifically to the
Financial Manager and the Program Director only:
(1) If licensed, these staff positions must meet the training requirements necessary to
obtain the Continuing Education Unit (CEUs) needed to maintain their license.
(2) If not licensed, these staff positions must obtain a minimum of twenty-four (24) hours
of job related training, which can include the cultural competency and new employee
orientation trainings.
All training activities must be documented and kept in the agency personnel files and all
attendees must sign attendance logs to indicate attendance and completion. All training
activities must also be noted in the quarterly program reports.
2.6.11. Caseloads and Group Classes
Maximum allowable size:
A. Caseload must not exceed thirty-five (35) families for each full time direct service staff;
B. Group classes must not exceed twenty-five (25) participants for each class session.
Caseloads and group classes' maximums must be maintained.
Note: If the program model used by the Contractor has lower caseload requirements the model
requirements are required to be met rather than the maximum cited.
2.6.12. Focus on Primary and Secondary Prevention
Programs must be for primary and secondary prevention of child abuse or neglect. Programs
intended for tertiary prevention of child abuse or neglect that has already occurred or to prevent
recidivism or reduce harm due to abuse or neglect is not allowable under this SOW.
2.6.13. DFPS Policy Requirements
The Contractor must follow all policy updates and clarifications issued by DFPS and those
provided by PEI Program Staff.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 19
2.6.14. Ancillary Services
The Contractor must provide at least one (1) ancillary service to clients including but not limited
to:
A. Support groups;
B. Booster sessions;
C. Childcare;
D. Referral to other resources;
E. Transportation;
F. Basic needs support; and
G. Other needs as identified or specified by Contactor in response. (Reference the "Project
Work Plan", §3 Attachment A, Response Template.)
2.6.15. Conferences, Summits, and Conference Calls
The Contractor must participate with at least one staff member who is knowledgeable about the
Fatherhood EFFECT program in all DFPS sponsored Fatherhood related conferences, summits,
webinars and conference calls which may occur throughout each fiscal year. For planning
purposes, these events may include, but are not limited to:
A. New Provider Orientation Meeting
B. Annual Partners in Prevention Training (PIP) Conference
C. Texas Fatherhood Summit
D. Webinars
E. Fatherhood Conference Calls
Details of the New Provider Orientation, PIP conference events and the Texas Fatherhood
Summit will be released as soon as they are finalized and the information is available for
publication.
2.6.16. Sustainability
The Contractor must develop and implement a written "sustainability plan" which addresses the
steps and activities that the Contractor will take in order to sustain Fatherhood EFFECT
services beyond the period of the contract. Using an innovative public and private collaboration
effort, The Contractor will help encourage local resources to continue prevention services for
fathers, children, youth and families in the local community. The sustainability plan must be
available for DFPS review no later than ninety (90) days after contract execution.
2.6.17. Promote Child Abuse Prevention
The Contractor must promote child abuse prevention and healthy parenting through prevention
activities. Activities must be available to the general community at large, including all families,
regardless of risk, for the purpose of increasing knowledge and awareness of child maltreatment
and the promotion of healthy parenting and family interaction. Examples of expected activities
may include, but is not limited to:
A. Media campaigns;
B. Educational presentations;
C. Participation in community wide events; and
D. Public awareness campaigns associated with Child Abuse Prevention Month, or other
child abuse prevention campaigns.
It is expected that these efforts will receive emphasis in April, which has been declared as "Child
Abuse Prevention Month" by the Federal government.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 20
2.6.18. Required Reports
Required Report
Quarterly Report
(Form 7487)
Annual Report
(Form 7488)
Table 3 – Required Reports
Purpose of Report
Minimum Requirements
Provide ongoing
Complete responses to
information regarding
questions included in
achievements and
report template.
challenges in implementing
the Fatherhood EFFECT
program during the
preceding quarter.
Provide a summary of the
achievements and
challenges of the full
contract year, and plans
for program changes in the
upcoming fiscal year.
Complete responses to
questions included in
report template.
Due Date
December 15*
March 15*
June 15*
*or next
business day
45 days after
the close of the
prior DFPS
fiscal year
October 15*
*or next
business day
2.6.19. Transition Planning
The Contractor will be allowed a brief start-up period (60 calendar days or less) for transition
planning and startup activities such as recruiting, hiring and training (including developer
training) of new personnel, acquiring equipment and office space, finalizing policies and
procedures and other necessary startup activities in order to provide direct services to fathers
and families in a smooth and professional manner. Client services should be initiated as soon
as possible with full capacity on or before 60 calendar days following contract execution.
2.6.20. Quality Control
The Contractor must provide high quality services and as part of that effort a commitment to
quality control is essential. The Contractor must have and maintain a quality control processes
that provides both review of current services and feeds a continuous quality improvement
program. The Contractor must systematically review service delivery and process to take
specific action as a result of review to insure quality to service, timeliness, and results. Quality
control must specifically address, but is not limited to:
A. Fidelity to the Model of Program Service Delivery;
B. PEIS Database Accuracy;
C. Submission and Accuracy of Required Reports;
D. Background Screening;
E. Administration of subcontracts;
F. Monitoring (internally and subcontractors);
G. Corrective Action;
H. Complaints against the Agency and; and
I. Complaints against a staff member.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 21
2.7. Minimum Qualifications
2.7.1. Minimum Organizational Qualifications
The Contractor must meet or exceed these minimum organizational qualifications:
A. Prior experience and measurable positive results in providing programs to families,
youth, and parents/caregivers;
B. Prior experience in managing budgets, grants, and contracts for social services; and
C. Has not had a contract with DFPS or another state agency terminated for cause within
the last five (5) years.
2.7.2. Minimum Staff Qualifications
2.7.2.1. Direct Service Staff and Volunteers
Direct service staff and volunteers who are primarily responsible for delivering the core program
model curriculum must have either:
A. An associate’s degree or higher in a health and human service field, or
B. Two (2) years of direct service experience in a health and human services field.
Note: If the program model used by the Contractor has greater staff qualification requirements,
those requirements are required to be met rather than the minimum requirements cited.
2.7.2.2. Financial Manager
The Financial Manager is the Contractor position responsible for the financial oversight of the
Contractor's organization. The person holding this position must be a direct employee of the
Contractor and must have at a minimum:
A. An associate's degree in a financial field such as accounting or finance with a minimum
of five (5) years' work experience in accounting, have proficient skill in automated
accounting system(s) and Microsoft Excel; or
B. A bachelor's degree or higher in a financial field, such as Finance or Accounting, with a
minimum of two (2) years of work experience in accounting, have proficient skill in
automated accounting system(s) and Microsoft Excel.
C. If the person assigned to the Financial Manager position does not have a degree in a
financial field, experience may be substituted for education on a year for year basis, in
which case they must have a minimum of seven (7) years of accounting experience.
2.7.2.3. Program Director
The Program Director is the primary program contact and responsible for program service
delivery and oversight. The Program Director must be the direct supervisor of all direct service
staff and volunteers. If direct services are subcontracted, the Program Director is responsible
for the oversight of the services provided by the subcontractor.
A. The person occupying this position must have at least a bachelor's degree in a
services field and a minimum of three (3) years of work experience in the
services field.
B. Experience may be substituted for education on a year-for-year basis if the
holding the position of Program Director does not have a Bachelor's Degree in a
human
human
person
human
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 22
services field, in which case said person must have a minimum of seven (7) years of
human services experience.
C. If licensed, this staff position must meet the training requirements to obtain the
Continuing Education Units (CEUs) needed to maintain their license.
Note: If the model used by the Contractor has greater requirements, the Contractor is required
to meet those requirements rather than the minimum requirements cited.
2.8. Minimum Insurance Requirements
In order to mitigate risk under this contract, DFPS will require the Contractor to submit
verification all required insurance and bond coverage carried meets or exceeds current
minimum DFPS insurance requirements and provide the Certificate of Insurance with the signed
contract to be included in the Contract file before Contract is finally executed.
2.8.1. Required Documentation
The Contractor will provide DFPS with documentation that meet these requirements; which can
include, but is not limited to insurance policies, accords, certificates, self-insurance plans and/or
bonds. DFPS reserves sole discretion to determine whether a document provided to DFPS
meets the current minimum insurance requirements, coverage and limits.
2.8.2. Insurance Rating
If the coverage will be provided through one or more insurance policies or other similar
insurance documents, all issuing insurance companies must be authorized to do business in the
State of Texas and have "B" or higher rating.
2.8.3. Self-Insurance Plans
If the coverage will be provided through a Self-Insurance Plan, then the plan submitted must
demonstrate that it meets or exceeds these requirements.
2.8.4. Bonds or Other Instruments
If the coverage will be provided through a bond or other financial instrument, then the issuer
must be authorized to do business in the State of Texas.
2.8.5. Coverage and Limits
The following current DFPS minimum insurance coverage and limits must be maintained
throughout the Contract term:
A. Commercial General Liability Insurance or equivalent insurance coverage including, but
not limited to, liability with minimum combined bodily injury (including death) and
property damage limits of $300,000 per occurrence, and $600,000 aggregate.
B. Commercial Crime Insurance or equivalent insurance coverage to cover losses from
fraudulent and dishonest acts with a minimum limit of $25,000. The Commercial Crime
Insurance or equivalent insurance coverage must include a third party endorsement and
an employee dishonesty endorsement or equivalent endorsements.
C. The Contractor will immediately provide written notice to DFPS or any material changes
to any document submitted under this Subsection, such notification also includes
cancellation of coverage before the expiration date (i.e., end of policy period) if the
applicable document.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 23
D. The Contractor will be responsible for ensuring that any document submitted under this
Subsection is current and in full force and effect. If the document has a period of
coverage, then the Contractor will ensure that after each renewal, they immediately
provide the new coverage document. In the event that the Contractor obtains coverage
from a new issuer or insurer, then the Contractor will immediately provide this document
to DFPS.
E. The Contractor will provide any required documents under this Subsection without
expense or delay to DFPS.
2.9. Automated Background Check System
Prior to delivering services to clients, all DFPS Contractor staff, volunteers and subcontractor
staff must successfully meet and comply with all Automated Background Check System (ABCS)
background screening requirements. The ABCS Users Guide dated 2009 can be referenced at
this location:
http://www.dfps.state.tx.us/documents/PCS/ABCSUserGuideFY09.pdf
§411.114 of the Texas Government Code and agency policy require DFPS to do Criminal and
Abuse/Neglect/Exploitation background checks. The Contractor will be required to disclose and
release, or cause its employees, subcontractors and volunteers with direct client contact or
access to client records to disclose and release, any allegation made against that employee,
subcontractor or volunteer alleging the commission of an act of abuse, neglect or exploitation of
children, the elderly or persons with disabilities; criminal history or any current criminal
indictment (for felonies) or information (for misdemeanors) involving an offense described in
Form 2282UTC, Uniform Contract Terms & Conditions (UTCs), Purchased Services Contract.
Disclosure and release are required of all individuals who have or will have, direct contact with
clients or access to client records, prior to such contact or access and shall be accomplished
through use of:
A. A criminal history background check;
B. A DFPS abuse and neglect history check;
C. An FBI background check (as applicable), and
D. A signed disclosure and release by each such person attesting to this information, which
shall be maintained by the Contractor and available for review by the Department.
Background checks must be renewed at intervals not to exceed twenty four (24) months while
any DFPS contract is in effect.
E. The Contractor will be required to submit criminal, abuse, and neglect history information
for background checks electronically through the DFPS ABCS according to instructions
in the user guide.
F. The Contractor will secure information necessary to run these checks which will be
collected via Forms 2970c and 2971c. It may be necessary for the Contractor to obtain
additional information from the employee, subcontractor, or volunteer if the person does
not live in Texas or has recently lived outside of Texas and may have a criminal history
in another state.
G. Prior to providing any services under contract, current background checks must be
completed on the Contractor service provider staff, and evidence of cleared checks must
be obtained.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 24
An ABCS Administrator within the Contractor organization must be identified and approved prior
to contract initiation and the Contractor must appoint an ABCS "User" who will be responsible
for entering pertinent information into the ABCS.
The CLASS background screening system is not authorized for use under this contract.
2.10. Performance Measures and Associated Remedies
DFPS will monitor the performance of the Contractor. All services and deliverables under the
contract must be provided at an acceptable quality level and in a manner consistent with DFPS
contract, program requirements, and acceptable quality level in a manner consistent with
acceptable industry standard, custom, and practice. DFPS reserves the right to impose
remedies included in the RFP and resulting contract. Remedies DFPS may impose include, but
are not limited to:
A.
B.
C.
D.
Written corrective action plans;
Additional reporting;
Withholding/offsetting payments; and
Termination or suspension of the contract.
State agencies report a contractor’s performance on any purchase of $25,000 or more from
contracts administered by DFPS or any other purchase made through an agency's delegated
authority or a purchase made pursuant to the authority in Government Code, Title 10, Subtitle D
or a purchase exemption from CPA/TPASS procurement rules and procedures.
The Contractor will be required to achieve measures, as stated in Attachment C, Performance
Measures. Measures, indicators, targets, data sources, or methodologies are subject to change
during the Contract Period or at Renewal.
DFPS will track Contractor performance throughout the term of the Contract. Any and all
analyses can be used by DFPS to determine subsequent performance targets, new baselines,
the need for contract changes, or to adjust the nature and intensity of DFPS contract monitoring
and quality assurance activities, and to evaluate and communicate the success of the
contracting effort.
2.11. Compensation
2.11.1. Funding
DFPS anticipates the maximum funding available for contracts resulting from this RFP to be
$1,650,000.00 over a thirty-three (33) month period. Table 4 reflects the specific minimum and
maximum anticipated contract amount for each service delivery area (County) noted:
Table 4 - Funding
FY 16 (9 Months)
Service Delivery Area (SDA)
County
Denton
Fort Bend
Tarrant
Minimum
$110,000
$110,000
$110,000
Maximum
$150,000
$150,000
$150,000
FY 17 (12 Months)
Minimum
$150,000
$150,000
$150,000
Maximum
$200,000
$200,000
$200,000
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 25
DFPS does not guarantee the funding at any level and may increase or decrease funds at any
time during the term of a contract resulting from this procurement.
The Contractor may not use funds received from DFPS to replace any other federal, state or
local source of funds awarded under any other contract. Additionally, Contractors may not use
DFPS funds as "Match" (in-kind or cash match) for any other funding opportunity (grant
application) in which the awarded Contractor may be participating.
2.11.2. Method of Payment
Contractor will be paid on a cost reimbursement basis.
DFPS is not obligated to pay unauthorized costs or to pay more than Contractor’s allowable and
actually incurred costs consistent with federal and state regulations. Contractor is responsible
for submitting bills in an accurate and timely manner for each service period and for notifying
DFPS of a need to expedite payment.
2.11.3. Prompt Payment
DFPS will make reasonable efforts to process all bills received in an accurate and timely
manner, but does not warrant immediate payment. In accordance with the Prompt Payment
Act, Texas Government Code, Chapter 2251, DFPS will make payment on properly prepared
and submitted invoice within thirty (30) calendar days of receipt.
2.11.4. Invoicing
No payment will be made without the submission of a correct invoice. Invoices must be
received at the designated DFPS contract office. Contractor staff responsible for preparing
invoices will receive instructions on the specifics of invoicing DFPS. The format for invoicing
DFPS is determined by the DFPS Contract Manager. Contractor must submit:
A. Invoices to the PEI Contract Manager or Contract Technician, as directed;
B. Invoice only after costs have been incurred and paid by the Contractor; and
C. Supplemental invoices quarterly on dates determined by DFPS for costs not included on
the main monthly bill or if additional costs exceed $2,500. Only one supplemental
invoice may be submitted for each month, all additional costs must be included on that
invoice.
2.11.5. Billing
Costs must be billed to the month in which they were incurred, either on the primary invoice for
that month or on a supplemental invoice.
Contractors must submit requests for payment of allowable costs to DFPS no more than thirty
(30) calendar days after the last day of the month in which the costs were incurred and paid.
Failure to submit invoices on time may be considered a contract compliance issue and be used
in evaluating whether to renew or terminate the contract. Request for payment must include:
A. Form 4116X, State of Texas Purchase Voucher: Contractor must submit a signed and
dated Form 4116X, State of Texas Purchase Voucher with each invoice.
B. Billing Management Spreadsheet: DFPS will provide the Contractor with a billing
management spreadsheet loaded with the initial contract budget which must be
maintained to document monthly costs being submitted for payment. Contractor must
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 26
submit an updated copy of the spreadsheet demonstrating the costs being billed with
each invoice.
C. Other Available Supporting Documentation: Contractor must submit any other supporting
documentation requested by DFPS with each invoice.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
3.
Page 27
General Instructions and Proposal Requirements
3.1. RFP Information Conference
An RFP Information Conference will be made available by HHSC on:
Date: July 22, 2015
Time: 10:00 A.M. to 12:00 Noon
The Conference will be available in several formats:
A. Conference Call Number:
Participant Code:
1-877-848-7300
5935164
Participants may join the conference by phone. When prompted, enter the participant
code. Note: The conference call’s capacity is limited to fifty (50) callers. Please share
one call line with other participants from your organization by using your telephone’s
speaker capabilities. PowerPoint presentation will be posted on line at ESBD and
available to follow along on the day of the conference.
B. GoToWebinar Website:
Participants can register for the webinar at the following link:
Register for GoToWebinar
Participants will be able to view the PowerPoint presentation during the live presentation
of the call and the web stream. The Power Point charts will also be posted on ESBD
after the conclusion of the RFP Information Conference.
C. In Person:
Room Number:
Department of Family and Protective Services
701 W. 51st Street
Austin, Texas 78751
510E 5th Floor Winter’s Building
Participants will be able to view the PowerPoint presentation with a live presentation of
the call and web stream. PowerPoint charts will also be posted on the ESBD after the
conclusion of the RFP Information Conference.
Participation in the conference is strongly recommended, but is not required.
Respondents may email questions for the conference to the HHSC Point of Contact (see §1.2).
HHSC will give Respondents the opportunity to submit written questions during the conference.
All questions should reference the appropriate RFP page and section number. HHSC will
attempt to respond to questions during the conference, but responses are not official until
posted in final form on both the ESBD and HHSC websites. HHSC reserves the right to amend
answers prior to the proposal submission deadline.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 28
3.2. Questions and Comments
All questions and comments regarding this RFP should be sent to the HHSC Point of Contact
(see §1.2). Questions must reference the appropriate RFP page and section number, and must
be submitted by the deadline set forth in §1.3. HHSC will not respond to questions received
after the deadline. HHSC responses to questions will be posted to the ESBD and HHSC
websites. HHSC reserves the right to amend answers prior to the proposal submission
deadline.
Respondents must notify HHSC of any ambiguity, conflict, discrepancy, exclusionary
specification, omission or other error in the RFP by the deadline for submitting questions and
comments. If a Respondent fails to notify HHSC of these issues, it will submit a proposal at its
own risk, and if awarded a contract:
A. Shall have waived any claim of error or ambiguity in the RFP or resulting contract;
B. Shall not contest HHSC interpretation of such provision(s); and
C. Shall not be entitled to additional compensation, relief or time by reason of the
ambiguity, error, or its later correction.
3.3. Modification or Withdrawal of Proposal
Prior to the proposal submission deadline set forth in §1.3, a Respondent via a written request
to the HHSC Point of Contact identified in §1.2 may:
A. Withdraw its proposal; or
B. Modify its proposal.
HHSC may request proposal modifications at any time.
HHSC reserves the right to waive minor informalities in a proposal and award a contract that is
in the best interest of the State of Texas. A “minor informality” is an omission or error that, in
HHSC’s determination, if waived or modified when evaluating proposals, would not give a
Respondent an unfair advantage over other Respondents or result in a material change in the
proposal or RFP requirements. When HHSC determines that a proposal contains a minor
informality, it may at its discretion provide the Respondent with the opportunity to correct.
3.4. News Releases
Prior to award announcement, a Respondent may not issue a press release or provide any
information for public consumption regarding its participation in the procurement. Requests
should be directed to the HHSC Point of Contact identified in §1.2.
This section does not preclude business communications necessary for Respondent to develop
a proposal or required reporting to shareholders or governmental authorities.
3.5. Incomplete Proposals
HHSC may reject without further consideration a proposal that does not include a complete,
comprehensive, or total solution as requested by the RFP.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 29
3.6. State Use of Ideas
HHSC reserves the right to use any and all ideas presented in a proposal unless the
Respondent presents a valid legal case that such ideas are trade secret or confidential
information, and identifies the information as such in its proposal (see §3.13). A Respondent
may not object to the use of ideas that are not the Respondent’s intellectual property and so
designated in the proposal that:
A. Were known to HHSC before the submission of the proposal;
B. Were in the public domain through no fault of HHSC; or
C. Became properly known to HHSC after proposal submission through other sources or
through acceptance of the proposal.
3.7. Property of HHSC
Except as otherwise provided in this RFP or the resulting contract, all products produced by a
Respondent, including without limitations the proposal, all plans, designs, software, and other
contract deliverables, become the sole property of HHSC and DFPS.
3.8. Copyright Restriction
HHSC will not consider any proposal that bears a copyright.
3.9. Additional Information
By submitting a proposal, the Respondent grants HHSC the right to obtain information from any
lawful source regarding the Respondent’s and its directors’, officers’, and employees’:
A. Past business history, practices, and conduct;
B. Ability to supply the goods and services; and
C. Ability to comply with contract requirements.
By submitting a proposal, a Respondent generally releases from liability and waives all claims
against any party providing HHSC information about the Respondent. HHSC may take such
information into consideration in evaluating proposals.
3.10. Multiple Responses
A Respondent may only submit one proposal as a prime contractor. If a Respondent submits
more than one proposal, HHSC may reject one or more of the submissions. This requirement
does not limit a subcontractor’s ability to collaborate with one or more Respondents submitting
proposals.
3.11. No Joint Proposals
HHSC will not consider joint or collaborative proposals that require it to contract with more than
one Respondent.
3.12. Texas Public Information Act
3.12.1. General Requirement for the Release of Proposals
Proposals will be subject to the Texas Public Information Act (the Act), located in Texas
Government Code Chapter 552 and may be disclosed to the public upon request. Subject to
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 30
the Act, Respondents may protect trade secret and confidential information from public release.
If the Respondent asserts that information provided in the proposal is trade secrets or other
confidential information, it must be clearly marked such information in boldface type and include
the words “confidential” or “trade secret” at top of the page. Furthermore, the Respondent must
identify trade secret or confidential information, and provide an explanation of why the
information is exempted from public disclosure, on the Respondent Information and Disclosures
form.
HHSC will process any request from a member of the public in accordance with the procedures
outlined in the Act. Respondents should consult the Texas Attorney General’s website
www.oag.state.tx.us for information concerning the Act’s application to proposals and potential
exceptions to disclosure.
3.12.2. Publication of Major Contracts
Texas Government Code §322.020 requires HHSC to provide copies of “major contracts” to the
Legislative Budget Board (LBB). If the contract resulting from this procurement falls within the
§322.020 definition of a “major contract,” the LBB will provide the public with access to all
contract documents. This includes the proposal, unless the Respondent can demonstrate that
all or part of the proposal is exempted from disclosure under the Texas Public Information Act.
In such cases, the Respondent will be responsible for preparing, for HHSC’s approval, an
appendix that describes the exempt information contained in the proposal without disclosing its
content, as required by Texas Government Code §322.020 (d).
3.13. Instructions for Submitting Proposals
3.13.1. Number of Copies
A. Submit one (1) original and one (1) copy of the proposal. An authorized representative
must sign the original in ink; and
B. Submit one electronic copy of the proposal on portable media, such as a flash drive,
compatible with Microsoft Office 2010.
HHSC will not accept telephone and facsimile proposals. Any disparities between the contents
of the original printed proposal and the electronic proposal will be interpreted in favor of HHSC.
3.13.2. Submission
Submit all electronic and hard copies of the proposal to HHSC Procurement and Contracting
Services (PCS) Division no later than date and time specified in §1.3, Procurement Schedule.
All submissions will be date and time stamped when received by PCS. The clock in the PCS
office is the official timepiece for determining compliance with the deadlines in this procurement.
HHSC reserves the right to reject late submissions.
Submit the Business and Cost proposals in separate sealed packages as described below and
marked on the outside of the package with the procurement number and either, “Business
Proposal” or “Cost Proposal.” It is the Respondent’s responsibility to appropriately mark and
deliver the proposal to HHSC by the specified date.
Physical Address for U.S. mail, hand delivery, overnight, and commercial:
HHSC Procurement and Contracting Services (PCS)
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 31
Attn: Larry Torres, Project Manager
1100 W 49th St
Mail Code: 2020
Austin, TX 78756
512.406.2509
All proposals become the property of HHSC after submission.
3.13.3. Additional Requirements
All proposals must:
A. Be clearly legible;
B. Be sequentially page-numbered and include the Respondent’s name at the top of each
page;
C. Include electronic “pdf” (flash drive) copy compatible with Microsoft Office 2010 and
marked with Respondent’s name and RFP number;
D. Organized in the sequence outlined in §3.15;
E. Bound by placement in one or more Letter Size, 3.5 inch expandable pocket folders
(brown is preferred);
F. Clearly identified on the outside of each envelope or box with:
1. Either “Business Proposal” or “Cost Proposal”;
2. The RFP number;
3. The subject; and
4. Submittal deadline.
G. Responsive to all RFP requirements;
H. Typed on 8½ by 11 paper; and
I. In Arial or Times New Roman font, size 11 for normal text, no less than size 9 for tables,
graphs and appendices.
Proposals may not include materials or pamphlets not specifically requested in this RFP.
3.14. Format and Content
The proposal must consist of the following parts:
A. Part 1 – Business Proposal
B. Part 2 – Cost Proposal
3.14.1. Part 1 – Business Proposal
The Business Proposal must include the following sections:
A. Section 1 – Executive Summary
B. Section 2 – Background and Experience
C. Section 3 – Project Work Plan
D. Section 4 – Value-added Benefits
E. Section 5 – Assumptions
F. Section 6 – Appendices
G. Section 7 – HUB Subcontracting Plan, in accordance with Section 4
H. Section 8 – Certifications and Other Required Forms
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 32
3.14.1.1. Section 1 – Executive Summary
Using Attachment A, Response Template the Respondent must provide a narrative that
condenses and highlights the content of Respondent’s proposal to provide Fatherhood services.
The Executive Summary should provide DFPS and HHSC with a broad understanding of the
Respondent’s approach to meeting the RFP’s requirements. The summary must demonstrate
an understanding of goals and objectives for this procurement. Executive Summary must be
limited to two (2) pages and contained to the designated space provided within Attachment A,
Response Template.
3.14.1.2. Section 2 – Background and Experience
In this section Respondent will describe business and project staff background and experience.
Include in this section project descriptions highlighting Respondent’s business background and
experience, as well as, staff experience to be required related to projects similar in scope and
complexity to the project described in this RFP.
3.14.1.2.1. Business Background and Experience
The response to Section 2, Business Background and Experience includes:
A. The narrative response provided in the space identified within Attachment A,
Response Template.
The Respondent must describe business or corporate
background as it relates to projects similar in scope and complexity to the project
described in this RFP;
B. Using the form provided with this RFP titled, Appendix I-A, Business Reference Form
provide at least three (3) references from projects performed within the last five (5) years
that demonstrate the Respondent’s ability to perform the Scope of Work described in the
RFP. If Respondent performed the work as a subcontractor, Respondent must describe
the scope of subcontracted activities performed by Respondent.
Note: References cannot be employees or subcontractors of Respondent’s business.
C. Provide a list or roster of board members that includes:
1. Names;
2. Position;
3. Contact Information (address, telephone, and email), and
4. Affiliation.
Mark this list, Appendix I-C Board Members.
D. Provide organizational charts:
1. Respondent’s Organizational Chart - Mark this chart, Appendix I-D
Organizational Chart; and
2. Project Organizational Chart that includes all Fatherhood Project Staff – Mark
this chart, Appendix I-E Project Organizational Chart.
3.14.1.2.2. Project Staff Background and Experience
The response to Section 2, Proposed Project Staff Background and Experience includes:
A. Project staff job description for each proposed position. The job description provided
must clearly establishes minimum qualifications including but not limited to:
1. The title of the project position;
2. Description of the project duties and responsibilities of the position;
3. Required education;
4. Required work experience;
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 33
5. Required professional licenses, if any; and
6. Required Certifications, if any.
Mark these job descriptions, Appendix I-F Project Staff Job Descriptions.
Remember to account for the minimum requirements defined by the program model you
have chosen to provide.
B. If project staff is already in place, Respondent must provide a résumé for each staff
filling a proposed project position. Résumés must at a minimum include:
1. Title of Project Position staff will fill;
2. Demonstrated experience germane to the position staff will fill;
3. Experience with work on projects similar in scope and size to project position
staff will fill; and
4. Cite specific functions performed on projects.
Mark these résumés, Appendix I-G Project Staff Résumés. Remember to account
for the minimums defined by the model you have chosen to provide.
C. If project staff is already in place, Respondent must complete the form provided with this
RFP titled, Appendix I-B, Project Staff Reference Form and provide at least three (3)
references from projects within the last five (5) years that demonstrate the staff’s ability
to perform the Scope of Work described in the RFP.
Note: References cannot be employees or subcontractors of Respondent’s business.
3.14.1.2.3. Section 2 – Financial Capacity
Respondent must supply evidence of financial stability sufficient to demonstrate reasonable
stability and solvency appropriate to the requirements of this procurement. Respondents must:
A. Submit a current financial statement plus
B. Two (2) years of audited financial reports including:
1. All supplements; and
2. Management discussion and analysis;
3. Actuarial opinions; and
4. Notes to financial statements.
At a minimum, such financial statements and reports include:
5. Balance sheet;
6. Statement of income and expense;
7. Statement of changes in financial position;
8. Cash flows; and
9. Capital expenditures.
Mark these documents as Appendix II – Financial Capacity and include the name of the
Respondent on each page of the supporting documents submitted.
3.14.1.3. Section 3 – Project Work Plan
Respondent must complete and return with the RFP response Attachment A, Response
Template. The final Scope of Work (SOW) will consist of §2 of this RFP and the responses
provided to the on Attachment A, Response Template and associated response documents
provided by Respondent. A specific response to each question in Attachment A, Response
Template is required.
3.14.1.3.1. Section 3 Service Delivery Area (SDA)
In Attachment A, Response Template Respondent must select the SDA, one (1) of the counties
listed in which services will be provided.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 34
Note: If Respondent wants to offer services in more than one (1) SDA a complete, separate and
independent response must be submitted for each SDA.
Fatherhood services proposed will be provided in the SDA (county) selected on Attachment A,
Response Template in one of the counties selected:
A.
Denton;
B.
Fort Bend; or
C.
Tarrant.
All services proposed must be made available throughout the SDA chosen.
3.14.1.3.2. Section 3 Fatherhood Model
In this section Respondent must select one (1) of the evidence-based or promising practice
program models for delivering Fatherhood services listed below with additional detail provided in
RFP Supplements I - IV. The only program models DFPS will consider for contract award are:
A.
Option I: 24/7 Dad™ Program (RFP Supplement I);
B.
Option II: Becoming Parents Program (RFP Supplement II)
C.
Option III: Nurturing Fathers Program (RFP Supplement III); or
D.
Option IV: Supporting Father Involvement Program (RFP Supplement IV)
3.14.1.3.3. Section 3 Fatherhood Goals, Purpose and Objectives
In this section, Respondent must describe approach to providing the chosen Fatherhood Model
services including program goals and propose. Include at least three (3) objectives for the
proposed Fatherhood Service Model offered.
3.14.1.3.4. Section 3 Cultural Competence
In this section Respondent must describe approach to providing Fatherhood services that
demonstrate an understanding and consideration for cultural diversity highlighting special
incentives and staff training programs that make cultural competency a center point of your
approach to Fatherhood services.
3.14.1.3.5. Section 3 Recruitment and Outreach
In this section Respondent must describe approach to recruitment and outreach including
tracking and documenting the primary means of recruitment of new clients, establishing a
working relationship with local CPS office, action steps to ensuring Fatherhood services are not
denied or delayed.
3.14.1.3.6. Section 3 Ancillary Services
In this section select at least one (1) ancillary service that will be delivered and describe how
ancillary services will benefit the target population, and approach to identifying, providing,
tracking and documenting ancillary services.
3.14.1.3.7. Section 3 Sustainability
In this section describe approach and plan for sustainability of Fatherhood services beyond the
term of any contract award. Specifically address steps and activities that the Respondent will
take in order to sustain Fatherhood EFFECT program into the future.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 35
3.14.1.3.8. Section 3 Quality Control
In this section describe your approach to ensuring the ongoing services and support activities
are part of a continuous quality improvement process. Specifically address the scope,
processes, and actions to be taken or activity to be provided.
3.14.1.4. Section 4 – Value-added Benefits
Describe any services or deliverables that are not required by the RFP that the Respondent
proposes to provide at no additional cost to DFPS. Respondents are not required to proposed
value-added benefits, but inclusion of such benefits may result in a more favorable evaluation.
3.14.1.5. Section 5 – Assumptions
State any business, economic, legal, programmatic, or practical assumptions that underlie the
Respondent’s response to Part 1, Business Proposal. DFPS and HHSC reserve the right to
accept or reject any assumptions. All assumptions not expressly identified and incorporated
into the contract resulting from this RFP are deemed rejected by HHSC.
3.14.1.6. Section 6 – Appendices
Respondents are not required to submit appendices to Part 1, Business Proposal other than
those which are required and listed below or elsewhere in the RFP.
Table 5 - Appendices
Identifier
Title
Purpose
I-A
Business
Reference Form
To collect business
references for background
and experience information
I-B
Project Staff
Reference Form
To collect project staff
references for background
and experience information
I-C
Board Members
I-D
Organizational
Chart
I-E
Project
Organizational
Chart
I-F
Project Staff Job
Descriptions
I-G
Project Staff
Resumes
To create a roster and collect
information on board
members
To provide a visual reference
of business organization
To provide a visual reference
of where Fatherhood staff fit
into the business
organization
To provide definition to job
responsibilities, duties, and
establish minimum education
and experience requirements
To provide background and
experience information on
staff already employed by
Document
Link
Bus Ref 070115
Staff Ref 070115
Return with
Response
Yes
Yes
Provided by
Respondent as
original document
Yes
Provided by
Respondent as
original document
Yes
Provided by
Respondent as
original document
Yes
Provided by
Respondent as
original documents
Yes
Provided by
Respondent as
original documents
Yes
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 36
Table 5 - Appendices
Identifier
Title
I-H
Community
Reference Letter
II
Financial Capacity
Purpose
Respondent
To demonstrate support and
commitment for the
Fatherhood program within
the community to be served.
To collect financial and
accounting information on
the Respondent
Document
Link
Return with
Response
Provided by
Respondent as
original document
Yes
Provided by
Respondent as
original documents
Yes
3.14.1.7. Section 7 – HUB Subcontracting Plan
Attach the Respondent’s Historically Underutilized Business (HUB) Subcontracting Plan.
Instructions for completing this section are in §4 of the RFP.
3.14.1.8. Section 8 – Certifications and Other Required Forms
Respondents must submit the following required forms with their proposals:
A. Child Support Certification;
B. Certification – Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion
for Covered Contracts;
C. Certification – Regarding Federal Lobbying Certification;
D. Nondisclosure and Procurement Integrity Statement;
E. Required Certifications – Certification Letter;
F. Respondent Information and Disclosures;
G. Anti-Trust Certification; and
H. HHS Enterprise Data Use Agreement – Information Security and Privacy Initial Inquiry
(SPI)
The required forms are located on HHSC’s website, under the HHSC Business Opportunities
link. HHSC encourages Respondents to carefully review all of these forms and submit
questions regarding their completion prior to the deadline for submitting questions in §1.3.
3.14.2. Part 2 – Cost Proposal (Attachment B)
The Cost Proposal must be placed it in a separate, sealed package, clearly marked on the
outside as The Cost Proposal and include the Respondent’s name, the RFP number, and the
RFP submission date. Respondents must base their Cost Proposals on the Scope of Work
described in §2, of this RFP.
Part 2, Cost Proposal includes:
A. RFP Attachment B, Budget – Nine (9) month budget for December 1, 2015 –August
31, 2016
B. RFP Attachment B, Budget – Twelve (12) month budget and budget narrative for
September 1, 2016 –August 31, 2017
Cost Proposal budget must be completed on the Excel spreadsheets provided with this RFP as
Attachment B. Respondents must complete and return the Excel spreadsheets Form 2030 for
both budget periods with the response package submitted by the Respondent.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 37
C. RFP Attachment B, Budget Narrative – Nine (9) month budget narrative for December
1, 2015 –August 31, 2016
D. RFP Attachment B, Budget Narrative – Twelve (12) month budget narrative for
September 1, 2016 –August 31, 2017
The completed budget narrative must clearly describe and explain each budget line item
amount. Narrative must also address how the proposed division of funds within the budget
supports the proposed Program. Respondents must complete and return a separate narrative
for each budget period with the response package submitted.
There are a couple of documents related to Part 2, Cost Proposal that will be helpful in
completing the required budget and budget narrative:
1. Attachment B - Form 2030INS, Instructions for Completing Budget Worksheets.
2. A document titled, Additional Budget Specific Information has been provided as
supplemental guidance for completing cost proposal worksheets and budget
narrative. The icon below is the additional information for guidance in with
completion of the budget worksheets and narrative. Double click on the icon to open
the supplemental instructions:
Add Budget Info
070715
Respondent must also include two budget narrative documents with the Cost Proposal and
related specifically to proposed cost.
E. Cost Proposal Assumptions
This section should include any business, economic, legal, programmatic, or practical
assumptions that underlie the Cost Proposal. HHSC reserves the right to accept or reject any
assumptions. All assumptions not expressly identified and incorporated into the contract
resulting from this RFP are deemed rejected by HHSC.
F. Cost Proposal Value-Added Benefits
Respondents must separately identify value-added benefits, cost-savings and cost-avoidance
methods and measures, and the effect of such methods on the Cost Proposal and Scope of
Work.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
4.
Page 38
Historically Underutilized Business Participation
In accordance with Texas Government Code Chapter 2161, Subchapter F, §2161.252 (b) a
proposal that does not contain a HUB Subcontracting Plan (HSP) is non-responsive and will be
rejected without further evaluation. In addition, if HHSC determines that the HSP was not
developed in good faith, it will reject the proposal for failing to comply with material RFP
specifications.
4.1. Introduction
HHSC is committed to promoting full and equal business opportunities for businesses in state
contracting in accordance with the goals specified in the State of Texas Disparity Study. HHSC
encourages the use of Historically Underutilized Businesses (HUBs) through race, ethnic and
gender-neutral means. HHSC has adopted administrative rules relating to HUBs and a Policy
on the Utilization of HUBs which is located on HHSC’s website.
Pursuant to Texas Government Code §2161.181 and §2161.182 and HHSC’s HUB policy and
rules, HHSC is required to make a good faith effort to increase HUB participation in its
contracts. HHSC may accomplish the goal of increased HUB participation by contracting
directly with HUBs or indirectly through subcontracting opportunities.
4.2. HHSC’s Administrative Rules
HHSC has adopted the CPA’s HUB rules as its own. HHSC’s rules are located in the Texas
Administrative Code Title 1, Part 15, Chapter 392, Subchapter J and the CPA rules are located
in Texas Administrative Code Title 34, Part 1, Chapter 20, Subchapter B. If there are any
discrepancies between HHSC’s administrative rules and this RFP, the rules shall take priority.
4.3. Statewide Annual HUB Utilization Goal
The CPA has established statewide annual HUB utilization goals for different categories of
contracts in Texas Administrative Code Title 34, Part 1, Chapter 20, Subchapter B, §20.13 of
the HUB rules. In order to meet or exceed the statewide annual HUB utilization goals, HHSC
encourages outreach to certified HUBs. Contractors shall make a good faith effort to include
certified HUBs in the procurement process.
This procurement is classified as an All Other Services procurement under the CPA rule and
therefore has a statewide annual HUB utilization goal of 26.0% per fiscal year.
4.4. Required HUB Subcontracting Plan
In accordance with Texas Government Code Chapter 2161, Subchapter F, §2161.252 each
state agency that considers entering into a contract with an expected value of $100,000 or more
over the life of the contract (including any renewals) shall, before the agency solicits bids,
proposals, offers, or other applicable expressions of interest, determine whether subcontracting
opportunities are probable under the contract.
In accordance with Texas Administrative Code Title 34, Part 1, Chapter 20, Subchapter B,
§20.14(a)(1)(C) of the HUB Rule, state agencies may determine that subcontracting is probable
for only a subset of the work expected to be performed or the funds to be expended under the
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 39
contract. If an agency determines that subcontracting is probable on only a portion of a
contract, it shall document its reasons in writing for the procurement file.
HHSC has determined that subcontracting opportunities are probable for this RFP. As a result,
the Respondent must submit an HSP with its proposal. The HSP is required whether a
Respondent intends to subcontract or not.
In the HSP, a Respondent must indicate whether it is a Texas certified HUB. Being a certified
HUB does not exempt a Respondent from completing the HSP requirement.
HHSC shall review the documentation submitted by the Respondent to determine if a good faith
effort has been made in accordance with solicitation and HSP requirements. During the good
faith effort evaluation, HHSC may, at its discretion, allow revisions necessary to clarify and
enhance information submitted in the original HSP.
If HHSC determines that the Respondent’s HSP was not developed in good faith, the HSP will
be considered non-responsive and will be rejected as a material failure to comply with
advertised specifications. The reasons for rejection shall be recorded in the procurement file.
4.5. CPA Centralized Master Bidders List
Respondents may search for HUB subcontractors in the CPA’s Centralized Master Bidders List
(CMBL) HUB Directory, which is located on the CPA’s website at:
http://www2.cpa.state.tx.us/cmbl/cmblhub.html.
For this procurement, HHSC has identified the following class and item codes for potential
subcontracting opportunities:
A.
B.
C.
D.
E.
F.
G.
4.5.1. National Institute of Governmental Purchasing (NIGP) Class/Item Code(s):
Class 952- Item 15: Case Management
Class 952- Item 18: Child Care Services
Class 952- Item 43: Family and Social Services
Class 952- Item 67: Parenting Intervention Services
Class 952- Item 90: Training and Instructors
Class 961- Item 75: Translation Services
Class 961- Item 87: Volunteer Services
Respondents are not required to use, nor limited to using, the class and item codes identified
above, and may identify other areas for subcontracting.
HHSC does not endorse, recommend nor attest to the capabilities of any company or individual
listed on the CPA’s CMBL. The list of certified HUBs is subject to change, so Respondents are
encouraged to refer to the CMBL often to find the most current listing of HUBs.
4.6. HUB Subcontracting Procedures – If a Respondent Intends to Subcontract
An HSP must demonstrate that the Respondent made a good faith effort to comply with HHSC’s
HUB policies and procedures. The following subparts outline the items that HHSC will review in
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 40
determining whether an HSP meets the good faith effort standard. A Respondent that intends
to subcontract must complete the HSP to document its good faith efforts.
4.6.1. Identify Subcontracting Areas and Divide Them into Reasonable Lots
A Respondent should first identify each area of the contract work it intends to subcontract.
Then, to maximize HUB participation, it should divide the contract work into reasonable lots or
portions, to the extent consistent with prudent industry practices.
4.6.2. Notify Potential HUB Subcontractors
The HSP must demonstrate that the Respondent made a good faith effort to subcontract with
HUBs. The Respondent’s good faith efforts shall be shown through utilization of all methods in
conformance with the development and submission of the HSP and by complying with the
following steps:
Divide the contract work into reasonable lots or portions to the extent consistent with prudent
industry practices. The Respondent must determine which portions of work, including goods
and services, will be subcontracted.
Use the appropriate method(s) to demonstrate good faith effort. The Respondent can use either
method(s) 1, 2, 3, 4 or 5:
4.6.2.1. Method 1: Respondent Intends to Subcontract with only HUBs:
The Respondent must identify in the HSP the HUBs that will be utilized and submit written
documentation that confirms 100% of all available subcontracting opportunities will be
performed by one or more HUBs; or,
4.6.2.2. Method 2: Respondent Intends to Subcontract with HUB
Protégé(s):
The Respondent must identify in the HSP the HUB Protégé(s) that will be utilized and should:
A. Include a fully executed copy of the Mentor Protégé Agreement, which must be
registered with the CPA prior to submission to HHSC, and
B. Identify areas of the HSP that will be performed by the Protégé.
HHSC will accept a Mentor Protégé Agreement that has been entered into by a Respondent
(Mentor) and a certified HUB (Protégé) in accordance with Texas Government Code §2161.065.
When a Respondent proposes to subcontract with a Protégé(s), it does not need to provide
notice to three (3) HUB vendors for that subcontracted area.
Participation in the Mentor Protégé Program, along with the submission of a Protégé as a
subcontractor in an HSP, constitutes a good faith effort for the particular area subcontracted to
the protégé; or,
4.6.2.3. Method 3: Respondent Intends to Subcontract with HUBs and NonHUBs (Meet or Exceed the Goal):
The Respondent must identify in the HSP and submit written documentation that one or more
HUB subcontractors will be utilized and that the aggregate expected percentage of subcontracts
with HUBs will meet or exceed the goal specified in this solicitation. When utilizing this method,
only HUB subcontractors that has existing contracts with the Respondent for five years or less
may be used to comply with the good faith effort requirements.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 41
When the aggregate expected percentage of subcontracts with HUBs meets or exceeds the
goal specified in this solicitation, Respondents may also use non-HUB subcontractors; or,
4.6.2.4. Method 4: Respondent Intends to Subcontract with HUBs and
Non-HUBs (Does Not Meet or Exceed the Goal):
The Respondent must identify in the HSP and submit documentation regarding both of the
following requirements:
A. Written notification to trade organizations or development centers to assist in identifying
potential HUBs of the subcontracting opportunities the Respondent intends to
subcontract.
Respondents must give trade organizations or development centers at least seven (7) working
days prior to submission of the Respondent's response for dissemination of the subcontracting
opportunities to their members. A list of minority and women trade organizations is located on
CPA’s website under the Minority and Women Trade Organization Links.
B. Written notification to at least three (3) HUB businesses of the subcontracting
opportunities that the Respondent intends to subcontract. The written notice must be
sent to potential HUB subcontractors prior to submitting proposals and must include:
1. A description of the scope of work to be subcontracted;
2. Information regarding the location to review project plans or specifications;
3. Information about bonding and insurance requirements;
4. Required qualifications and other contract requirements; and
5. A description of how the subcontractor can contact the Respondent.
C. Respondents must give potential HUB subcontractors a reasonable amount of time to
respond to the notice, at least seven (7) working days prior to submission of the
Respondent's response unless circumstances require a different time period, which is
determined by the agency and documented in the contract file.
D. Respondents must also use the CMBL, the HUB Directory, and Internet resources when
searching for HUB subcontractors. Respondents may rely on the services of contractor
groups, local, state and federal business assistance offices, and other organizations that
provide assistance in identifying qualified applicants for the HUB program.
4.6.3. Written Justification of the Selection Process
HHSC will make a determination if a good faith effort was made by the Respondent in the
development of the required HSP. One or more of the methods identified in the previous
sections may be applicable to the Respondent’s good faith efforts in developing and submission
of the HSP. HHSC may require the Respondent to submit additional documentation explaining
how the Respondent made a good faith effort in accordance with the solicitation.
A Respondent must provide written justification of its selection process if it chooses a non-HUB
subcontractor. The justification should demonstrate that the Respondent negotiated in good
faith with qualified HUB Respondents and did not reject qualified HUBs who were the best value
responsive Respondents.
4.7. Method 5: Respondent Does Not Intend to Subcontract
When the Respondent plans to complete all contract requirements with its own equipment,
supplies, materials and/or employees, it is still required to complete an HSP.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 42
The Respondent must complete the “Self Performance Justification” portion of the HSP, and
attest that it does not intend to subcontract for any goods or services, including the class and
item codes identified in §4.5. In addition, the Respondent must identify the sections of the
proposal that describe how it will complete the Scope of Work using its own resources or
provide a statement explaining how it will complete the Scope of Work using its own resources.
The Respondent must agree to comply with the following if requested by HHSC:
A. Provide evidence of sufficient Respondent staffing to meet the RFP requirements;
B. Provide monthly payroll records showing the Respondent staff fully dedicated to the
contract;
C. Allow HHSC to conduct an onsite review of company headquarters or work site where
services are to be performed; and
D. Provide documentation proving employment of qualified personnel holding the
necessary licenses and certificates required to perform the Scope of Work.
4.8. Post-award HSP Requirements
The HSP shall be reviewed and evaluated prior to contract award and, if accepted, the finalized
HSP will become part of the contract with the successful Respondent(s).
After contract award, HHSC will coordinate a post-award meeting with the successful
Respondent to discuss HSP reporting requirements. The contractor must maintain business
records documenting compliance with the HSP and must submit monthly subcontract reports to
HHSC by completing the HUB HSP Prime Contractor Progress Assessment Report. This
monthly report is required as a condition for payment to report to the agency the identity and the
amount paid to all subcontractors.
As a condition of award, the Contractor is required to send notification to all selected
subcontractors as identified in the accepted/approved HSP. In addition, a copy of the
notification must be provided to the agency’s Contract Manager and/or HUB Program Office
within ten (10) days of the contract award.
During the term of the contract, if the parties in the contract amend the contract to include a
change to the scope of work or add additional funding, HHSC will evaluate to determine the
probability of additional subcontracting opportunities. When applicable, the Contractor must
submit an HSP change request for HHSC review. The requirements for an HSP change
request will be covered in the post-award meeting.
When making a change to an HSP, the Contractor will obtain prior written approval from HHSC
before making any changes to the HSP. Proposed changes must comply with the HUB
Program good faith effort requirements relating to the development and submission of a HSP.
If the Contractor decides to subcontract any part of the contract after the award, it must follow
the good faith effort procedures outlined in §4.6 of this RFP (e.g., divide work into reasonable
lots, notify at least three (3) vendors per subcontracted area, provide written justification of the
selection process, and/or participate in the Mentor Protégé Program).
For this reason, HHSC encourages Respondents to identify, as part of their HSP, multiple
subcontractors who are able to perform the work in each area the Respondent plans to
subcontract. Selecting additional subcontractors may help the selected contractor make
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 43
changes to its original HSP, when needed, and will allow HHSC to approve any necessary
changes expeditiously.
Failure to meet the HSP and post-award requirements will constitute a breach of contract and
will be subject to remedial actions. HHSC may also report noncompliance to the CPA in
accordance with the provisions of the Vendor Performance and Debarment Program.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
5.
Page 44
Proposal Evaluation
HHSC will use a formal evaluation process to select the successful Respondent(s). HHSC will
consider capabilities or advantages that are clearly described in the proposal, which may be
confirmed by oral presentations, site visits, demonstrations, and references contacted by HHSC.
HHSC reserves the right to contact individuals, entities, or organizations that have had dealings
with the Respondent or proposed staff, whether or not identified in the proposal.
HHSC will more favorably evaluate proposals that offer no or few exceptions, reservations, or
limitations to the terms and conditions of the RFP, including the awarding agency's UTCs.
5.1. Evaluation Criteria
HHSC will evaluate proposals for demonstrated competence, knowledge and qualifications to
perform activities and provide services in the plan of operation as documented in Project Work
Plan and related attachments provided in response to this RFP. HHSC will also considering the
reasonableness of the proposed costs including allocation of funds requested. To evaluate
these criteria, HHSC will evaluate proposals based on the following best value criteria, listed in
order of precedence:
A. The extent to which the services (65%):
1. Meet the needs of clients to be served
2. Meet the needs of HHSC and DFPS for project management;
3. Demonstrate an understanding of the project goals and objectives; and
4. Support HHSC and DFPS goals and objectives.
B. Indicators of probable performance such as (20%):
1. Ability to perform, including Respondent’s experience with projects similar in scope
and size;
2. Project staff experience;
3. Past Respondent performance;
4. References; and
5. Reliability and quality of services.
C. Project Cost (15%):
1. Total cost of project;
2. Division of cost among project line items;
3. Financial capacity; and
4. Internal Control Structure Questionnaire (ICSQ).
5.1.1. Past Performance
A Respondent’s past performance will be measured based upon pass/fail criteria, in compliance
with applicable provisions of §2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Gov't
Code. Respondents may fail this selection criterion for any of the following conditions:
A. A score of less than 90% in the Vendor Performance System,
B. Currently under a Corrective Action Plan through the CPA,
C. Having repeated negative Vendor Performance Reports for the same reason,
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 45
D. Having purchase orders that have been cancelled in the previous twelve (12) months for
non-performance (i.e. late delivery, etc.).
Contractor performance information is located on the CPA web site at:
http://www.window.state.tx.us/procurement/prog/vendor_performance/
HHSC may conduct reference checks with other entities regarding past performance. In
addition to evaluating performance through the Vendor Performance Tracking System
(as authorized by 34 Texas Administrative Code §20.108) HHSC may examine other
sources of vendor performance including, but not limited to, notices of termination, cure
notices, assessments of liquidated damages, litigation, audit reports, and non-renewal of
contracts. Any such investigations shall be at the sole discretion of HHSC, and any
negative findings, as determined by HHSC, may result in non-award to the Respondent.
5.2. Initial Compliance Screening
HHSC will perform an initial screening of all proposals received. Unsigned proposals and
proposals that do not include all required forms and sections are subject to rejection without
further evaluation.
In accordance with §3.3, HHSC reserves the right to waive minor informalities in a proposal and
award contracts that are in the best interest of the State of Texas.
5.3. Competitive Range Determinations
HHSC and DFPS may determine that certain proposals are within the competitive range for
admission to discussions. The competitive range consists of the proposals that receive the
highest or most satisfactory evaluations. HHSC may, in the interest of administrative efficiency,
place reasonable limits on the number of proposals that will be included the competitive range.
5.4. Oral Presentations and Site Visits
HHSC may, at its sole discretion, request oral presentations, site visits, and/or demonstrations
from one or more Respondents admitted in the competitive range. HHSC will notify selected
Respondents of the time and location for these activities, and may supply agendas or topics for
discussion. HHSC reserves the right to ask additional questions during oral presentations, site
visits, and or demonstrations to clarify the scope and content of the written proposal.
The Respondent’s oral presentation, site visit, and/or demonstration must substantially
represent material included in the written proposal, and should not introduce new concepts or
offers unless specifically requested by HHSC.
5.5. Best and Final Offers
HHSC may, but is not required to, permit Respondents to prepare one or more revised offers.
For this reason, Respondents are encouraged to treat their original proposals, and any revised
offers requested by HHSC, as best and final offers.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 46
5.6. Discussions with Respondents
HHSC may, but is not required to, conduct discussions with all, some, or none of the
Respondents in the competitive range for the purpose of obtaining the best value for HHSC. It
may conduct discussions for the purpose of:
A. Obtaining clarification of proposal ambiguities;
B. Requesting modifications to a proposal; or
C. Obtaining a best and final offer.
HHSC and DFPS may make an award that represents best value to the State of Texas.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
6.
Page 47
Definitions and Acronyms
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
ABCS
Automated Background Check System
Absolute Increase
A documented increase in the score for a subscale in the PostService Protective Factors Survey Questionnaires relative to the
score for the same subscale in the Pre-Service Protective Factors
Survey Questionnaires.
ACORD
Association for Cooperative Operations Research and Development
– Insurance Industry Standard Certificate of Insurance
Addendum
An addition or supplement to a solicitation document issued prior to
the closing date (date all responses are due).
Amendment
A formal revision or addition to a contract.
At-risk for Child Abuse
and Neglect
Children are at risk of abuse or neglect when there is a reasonable
likelihood that they will be abused or neglected (as defined by the
Chapter 261 of the Texas Family Code) in the near future. This
chapter makes clear that: Abuse is an act or omission that
endangers or impairs a child’s physical, mental or emotional health
and development. Child abuse may take the form of physical or
emotional injury, sexual abuse, sexual exploitation, physical neglect,
medical neglect, or inadequate supervision (Office of the Texas
Attorney General [OAG], 2010).
ATTN
Attention
Automated Background
Check System (ABCS)
A web-based application that is designed for DFPS Contractors to
electronically submit criminal as well as abuse and neglect history
background checks for their employees and/or volunteers.
Basic Needs Support
Items that are essential for a person for family to function; these
include food, clothing, baby care items, hygiene or other related
items to fulfill unmet personal and household needs.
Best Value
The optimum combination of economy and quality that is the result
of fair, efficient, and practical procurement decision-making and
achieves procurement objectives.
Business Days
Any day other than a Saturday, a Sunday, or a day in which Texas
state offices are authorized or obligated by law or executive order to
be closed. A list of State Holidays can be found by clicking on the
link: State Holiday Schedule
CAPTA
Child Abuse Prevention and Treatment Act
Caregiver
An individual who attends to the needs of a child.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 48
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Case Actions
Individual steps in the child’s case management plan for treatment,
care, placement, etc.
Case Plan
The plan for addressing the tasks for the child and family and the
services provided to the child and the family when in open stages of
service past investigations. It consists of a Child’s Service Plan and
a Family Service Plan, if services are being provided to the family.
Caseload
The number of families assigned to a Contract staff member for
whom they become responsible.
CBCAP
Community-Based Child Abuse Prevention Program
CBT
Computer Based Training
Child
A person under 18 years of age who is not and has not been married
or who has not had the disabilities of minority removed for general
purposes.
Child Abuse and Neglect At a minimum, any recent act or failure to act on the part of a parent
or caretaker, which results in death, serious physical or emotional
harm, sexual abuse or exploitation, or an act or failure to act which
presents an imminent risk of serious harm.
Client Records
Information pertaining to a post adopt client, recorded or delivered
in any medium, that is not available through public records or
casual observation, including but not limited to the following (not all
inclusive):
 name and address
 age
 social security number
 educational records
 medical records
 financial records
 case information
 school attendance information
CMBL
CPA’s Centralized Master Bidders List
COI
Certificate of Insurance
Commission
Texas Health and Human Services Commission.
Community-Based
Services
Services responsive to the needs of the child and family within the
community intended to provide services as close to the family home
as feasible.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 49
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Complaint
A concern reported to or made know to DFPS or the Contractor
regarding professionalism, quality of work, or actions regarding a
client’s safety or wellbeing.
Complete (the
Fatherhood Parent
Education Program)
The Contractor has determined that the primary caregiver has
received all necessary services as defined by the developer of the
evidence-based program and has indicated within the PEIS
database that the individual completed the program.
Completed Protective
Factors Survey
Questionnaire
A primary caregiver responds to a minimum of 80% of the questions
in parts I-IV of the questionnaire.
Completed Satisfaction
Survey Questionnaire
An initial questionnaire received in which responses are made to all
of the items in the questionnaire.
Concrete Support
Perceived access to tangible goods and services to help families
cope with stress, particularly in times of crisis or intensified need. All
concrete support items requested for reimbursement through this
contract will be subject to TAC and OMB regulations.
Confidential Information
Any communication or record (whether oral, written electronically
stored or transmitted, or in any other form) that consist of: (1)
Confidential Client information, including Protected Health
Information; (2) All non-public budget, expense, payment and other
financial information; (3) All privileged Work Product; (4) All
information designated by HHSC or any other State agency as
confidential, including all information designated as confidential
under the Texas Public Information Act, Texas Government Code,
Chapter 552; (5) Unless publicly disclosed by HHSC or the State,
the pricing , payments, and terms and conditions of the Agreement;
and (6) Information that is utilized, developed, received, or
maintained by HHSC, the Contractor, or participating State agencies
for the purpose of fulfilling a duty or obligation under this Agreement
and that has not been publicity disclosed.
Continuing Education
Units (CEUs)
Training units required for licensed professionals, such as Licensed
Masters in Social Work (LMSW), Licensed Professional Counselors
(LPC), Certified Public Accountants (CPA) etc.
Contract
A promise or a set of promises, for breach of which the law gives a
remedy, or the performance of which the law in some way
recognizes as a duty. It is an agreement between two or more
parties creating obligations that are enforceable or otherwise
recognizable at law. The term also encompasses the written
document that describes the terms of the agreement. For state
contracting purposes, it generally describes the terms of a purchase
of goods or services from a vendor or service provider.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 50
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Contract Action
The exercise of any action authorized under the terms of the
contract related to the contract. Contract actions include, but are not
limited to, modifications, renewals, and assessment of remedies.
Contract Management
Contract management is a core function that involves the continual
monitoring of a contractor's performance to ensure its compliance
with terms and conditions of a contract. It begins once all parties
have signed a contract.
Contract Period
Time period of the beginning date through the ending date specified
in the term of the original Contract, including Contract renewals or
Contract extensions.
Contract Renewal
The act of time beginning with the commencement date or effective
date of a contract and ending when the contract expires in
accordance with its terms, or when it has been terminated. The
contract term includes renewal options that have actually been
exercised.
Contract Term
The period of time beginning with the commencement date or
effective date of a contract and ending when the contract expires in
accordance with its terms, or when it has been terminated. The
contract term includes renewal options that have actually been
exercised.
Contractor
An entity or person holding a written agreement with DFPS to
provide goods and services; Contractor who is awarded a contract
pursuant to this RFP.
CPA
Comptroller of Public Accounts – State of Texas Agency
CPS
Child Protective Services – Division of the Texas Department of
Family and Protective Services
CTPM
Certified Texas Procurement Manager
Cultural Competence
The ability of individuals and systems to provide services effectively
to people of various cultures, races, ethnic backgrounds, and
religions in a manner that recognizes, values, affirms, and respects
the worth of the individuals and protects and preserves their dignity.
Culturally Appropriate
Services are provided in a way that is respectful of the values,
beliefs, traditions, customs, and parenting styles of the people that
the provider serves.
Data Source
The system or process from which information about a performance
measure will be gathered.
DBA
Doing Business As
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 51
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Deliverable
A written, recorded or otherwise tangible work product prepared,
developed, or procured by the contractor that is to be provided as
part of the contractor’s obligations under the contract. A distinct type
or increment of work. The work may involve the delivery of goods or
services.
Department
Texas Department of Family and Protective Services
Designated Caregiver
An individual who has a longstanding and significant relationship
with the child’s family or the child in DFPS legal conservatorship and
who provides the substitute care placement for the child.
DFPS
Texas Department of Family and Protective Services
DUA
HHS Data Use Agreement
EFFECT
Educating Fathers For Empowering Children Tomorrow
Effective Date
The date of complete execution of the contract or the date upon
which the parties agree the contract shall take effect.
Eligible (To respond to
the Post-Service
Protective Factors
Survey Questionnaire)
A primary caregiver that has completed a Pre-Service Protective
Factors Survey Questionnaire and;
 Completed the prescribed Fatherhood EFFECT Program; or
 Participated in the Fatherhood EFFECT Program for 12
sessions; or
 Exited the Fatherhood EFFECT Program
Eligible (To respond to
the Pre-Service
Protective Factors
Survey Questionnaire)
A primary caregiver that is newly registered into the Fatherhood
EFFECT Program during the current contract period.
ESBD
Electronic State Business Daily
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 52
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Evidence-Based
Program
An evidence-based program is a parenting education program that:
 Is research-based and grounded in relevant, empirical
knowledge and program-determined outcomes;
 Has comprehensive standards ensuring the highest quality
service delivery with continuous improvement in the quality of
service delivery
 Has demonstrated significant positive short-term and longterm outcomes
 Has been evaluated by at least one rigorous, random,
controlled research trial across heterogeneous populations or
communities with research results that have been published in
a peer-reviewed journal
 Substantially complies with a program manual or design that
specifies the purpose, outcomes, duration, and frequency of
the program services; and
 Employs well-trained and competent staff and provides
continual relevant professional development opportunities to
the staff.
Exited
A primary caregiver stopped accepting services during the output
performance period without completing the program.
Expectation
Participant’s perception of satisfaction as indicated by responses
made to the items on the feedback forms.
Face-to-face Contact
In each other's presence; "a face-to-face encounter."
Family
A household including one or more caregiver(s) or parent(s) who is
currently caring for at least one child under the age of 18 years and
meets the criteria stated in the Purpose of this RFP.
Fidelity
The extent to which a program is implemented as it was designed by
the developers of the program. Fidelity refers not only to whether all
of the intervention components and activities were actually
implemented, but whether they were implemented according to the
design.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 53
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Financial Audit
An independent audit to establish the reliability of an entity's financial
information by determining whether the information is presented
fairly in accordance with recognized criteria, performed in
accordance with applicable auditing standards. Financial audits
performed in accordance with Generally Accepted Government
Auditing Standards (GAGAS) also provide users information
regarding the entity's internal controls and compliance with laws,
regulations and provisions of contracts and grant agreements as
they relate to financial transactions, systems and processes.
Financial Remedies
Monetary assessments for not fulfilling any and all contract
responsibilities or requirements.
Fiscal Monitoring
A review of a contractor's financial operations which may include a
review of internal controls for program funds in accordance with
state and/or federal requirements, an examination of principles, laws
and regulations, and a determination of whether costs are
reasonable and necessary to achieve program objectives.
Fiscal Year (State of
Texas)
The period beginning September 1 and ending August 31 of each
year.
GAGAS
Generally Accepted Government Auditing Standards
Health and Human
Services Agency
A state agency identified in §531.001, Government Code.
Health and Human
Services Commission
An agency of the state established by Government Code, Chapter
531.
HHS
Health and Human Services
HHSC
Health and Human Services Commission
Historically Underutilized A minority or women-owned business as defined by Government
Business (HUB)
Code, Chapter 2161.
HSP
HUB Subcontracting Plan
HUB
Historically Underutilized Business
ICSQ
Internal Control Structure Questionnaire
Incentives
Items that encourage participation in and completion of a program.
Some incentives are provided throughout the program; other are
provided only at the time of completion (it varies by contractor and
the contractor must determine what would work best with their
client/community). Incentives may be Basic Need Support items, but
are more often items that encourage family togetherness, such as
educational board games, trips to the zoo, etc.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 54
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Indicator
The operational description of a performance measure.
Individual Cultural
Competence
The knowledge, skill or attribute one has relative to cultures other
than his/her own that is observable in the consistent patterns of an
individual’s behavior, interaction and work related activities over
time, which contributes to the ability to effectively and equitably meet
the needs of families receiving services. Individual Cultural
Competence must be an on-going journey achieved through formal
training and subsequent opportunities for open and honest
discussions of racial and ethnic identity and the importance of a
healthy racial and ethnic identity.
Invoice
A contractor’s bill or written request for payment under the contract
for services performed.
Key Positions
The Contractor’s employees who are ultimately responsible for the
management, delivery, or financial and accounting aspects of the
contracted service.
Maltreatment
An incidence of physical, mental or emotional abuse or neglect of a
child.
Methodology
A general description of the process that is used to calculate a
performance measure.
Negotiations
A consensual bargaining process in which the parties attempt to
reach agreement on a matter. In a contractual sense, negotiation
means the “dealings conducted between two or more parties for the
purpose of reaching an understanding”.
NIGP
National Institute of Governmental Purchasing
Office Supplies
For budgeting purposes, these are office items that the contractor's
staff use in their daily work to perform their daily functions (i.e.
paper, pens, staplers, etc.). Does not include items used in the
classroom for training such as 3-ring binders or training materials, or
items used by parents.
Organizational Cultural
Competence
A set of values, behaviors, attitudes, and practices within a system,
organization, program or among individuals, which enables staff,
subcontractors and volunteers to work effectively with families from
other cultures. Furthermore, it refers to their ability to honor and
respect the beliefs, language, interpersonal styles, and behaviors of
individuals and families receiving services. The organization must
demonstrate these values by providing formal education and ongoing opportunities for staff, subcontractor and volunteer discussions
to promote understanding of the importance of racial and ethnic
identity for the CPS client family.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 55
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Outcome
A measure that reflects or reveals change or impact. Demonstrates
the effect a service has on clients, typically related to improvements
in the lives of clients with regard to safety, permanency, and wellbeing or support for CPS staff in meeting these goals.
PCS
Purchased Client Services - HHSC
PEI
Prevention and Early Intervention Division (DFPS)
PEIS Prevention and
A web-based application that Contractors are required to use for
Early Intervention (PEIS)
maintenance of program data.
Database
Performance Audit
Performance audits entail an objective and systematic examination
of evidence to provide an independent assessment of the
performance and management of a program against objective
criteria as well as assessments that provide a prospective focus or
that synthesize information on best practices or cross-cutting issues.
Performance audits are performed in accordance with applicable
auditing standards.
Performance Based
Contracting
The structuring of all aspects of the procurement of services around
the purpose of the work to be performed and the desired results with
the contract requirements set forth in clear, specific, and objective
terms with measurable outcomes.
Performance Measure
A client outcome, a system improvement, or an administrative
measure used to assess the performance of the contractor.
Performance Period
The period of time during which performance will be measured.
PIP
Partners in Prevention
Post-Service Protective
Factors Survey
Questionnaire
A tool identical to the Pre-Service Protective Factors Survey
Questionnaire administered to the Primary Caregiver following the
receipt of services and designed to assess the Primary Caregiver’s
level of family functioning/resiliency, social emotional support,
concrete support, and nurturing and attachment.
Pre-Service Protective
Factors Survey
Questionnaire
A tool administered to the Primary Caregiver prior to the receipt of
services and designed to assess the Primary Caregiver’s level of
family functioning/resiliency, social emotional support, concrete
support, and nurturing and attachment.
Primary Caregiver
For the purposes of this RFP, is a father, father figure or a male
caregiver that plays a significant role in the target child's life.
Examples of such are father, stepfather, uncle, or grandfather.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 56
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Primary Prevention
Services
Primary prevention activities are directed at the general population
and attempt to stop maltreatment before it occurs. All members of
the community have access to and may benefit from these services.
Primary prevention activities with a universal focus seek to raise the
awareness of the general public, service providers, and decisionmakers about the scope and problems associated with child
maltreatment. Universal approaches to primary prevention might
include:

Public service announcements that encourage positive
parenting

Parent education programs and support groups that focus on
child development, age-appropriate expectations, and the roles
and responsibilities of parenting
 Family support and family strengthening programs that enhance
the ability of families to access existing services, and resources
to support positive interactions among family members
Promising Practice
Program
A promising practice program is a parenting education program that:
 Has an active impact evaluation program or demonstrates a
schedule for implementing an active impact evaluation program;
 Has been evaluated by at least one outcome-based study
demonstrating effectiveness or random, controlled trial in a
homogeneous sample;
 Substantially complies with a program manual or design that
specifies the purpose, outcomes, duration, and frequency of the
program services;
 Employs well-trained and competent staff and provides
continual relevant professional development opportunities to the
staff; and
 Is research-based and grounded in relevant, empirical
knowledge and program-determined outcomes.
Proposal
An executed offer submitted by a respondent in response to an RFP
and intended to be used as a basis to negotiate a contract award.
Used interchangeably with the term “response” and “offer”.
Proprietary
Products or services manufactured or offered under exclusive rights
of ownership, including rights under patent, copyright or trade secret
law.
Protective Factors
Personal characteristics or environmental conditions that interact
with risk factors to reduce the likelihood of problem behaviors.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 57
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Protective Factors
Survey User Manual
A guide that provides instructions for administering the Protective
Factors Survey as well as computing subscale data and technical
information about the Protective Factors Survey Questionnaire.
Provider
Any individual providing services under a contract to a DFPS as a
result of this RFP.
Purpose
The reason for inclusion of a performance measure.
Race
The standards have five categories for data on race: American
Indian or Alaska Native, Asian, Black or African American, Native
Hawaiian or Other Pacific Islander, and White.
http://www.doi.gov/diversity/doc/racedata.htm
Reasonable Cost
Cost that, in its amount and nature, is consistent with what a
reasonable person would incur in the conduct of the same business
in the same or similar circumstances.
Reasonable Person
Ordinary, prudent person who normally exercises due care while
avoiding extremes of both audacity and caution.
Remedies
Rights or opportunities under the terms of a contract or applicable
law to take action against a contracting party to ensure performance
or to redress wrongs. Some examples include the right to pursue
actual damages, require corrective action plans, assess liquidated
damages, seek an injunction, withhold payment, or terminate the
contract.
Respondent
Any individual or entity that submits a proposal pursuant to this RFP.
Response
Includes Part 1 - Business Proposal and Part 2 - Cost Proposal and
includes all certifications and other forms, attachments and exhibits
required by the RFP. Also known as the "proposal".
RFP
Request for Proposals
Safe In Care
There is no validated incident of abuse, neglect or maltreatment and
that any risk factors for abuse, neglect or maltreatment are
controlled.
Safety
Secure from maltreatment or the risk of maltreatment.
SDA
Service Delivery Area
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 58
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Secondary Prevention
Services
Secondary prevention activities with a high-risk focus are offered to
populations that have one or more risk factors associated with child
maltreatment, such as poverty, parental substance abuse, young
parental age, parental mental health concerns, and parental or child
disabilities. Programs may target services for communities or
neighborhoods that have a high incidence of any or all of these risk
factors. Approaches to prevention programs that focus on high-risk
populations might include:

Parent education programs located in high schools, focusing
on teen parents, or those within substance abuse treatment
programs for mothers and families with young children

Parent support groups that help parents deal with their
everyday stresses and meet the challenges and responsibilities
of parenting

Home visiting programs that provide support and assistance
to expecting and new mothers in their homes

Respite care for families that have children with special
needs
 Family resource centers that offer information and referral
services to families living in low-income neighborhoods
Software
All operating system and applications software used by the
Contractor to provide the services described in this RFP the
contract.
Software
All operating system and applications software used by the
Contractor to provide the services described in this RFP the
contract.
Solicitation
A document requesting submittal of proposals for services in
accordance with the specifications in the document.
SOW
Statement of Work
Special Needs
Needs beyond basic needs of care.
Specifications
A description of what the purchaser requires and what a Contractor
or proposer must offer. The written statement or description and
enumeration of particulars of goods to be purchased or services to
be performed.
SPI
Security and Privacy Inquiry
State
The State of Texas
State Agency
Agency of the State of Texas as defined in Texas Government Code
2056.001.
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Page 59
Table 6 – Definitions and Acronyms
TERM/ACRONYM
DEFINITION
Statement of Work
(SOW)
A statement defining outcomes and specific services a Contractor is
expected to perform, indicating the type, level and quality of service,
as well as the time schedule required.
Subcontract
A written agreement between the original contractor and a third party
to provide all or a specified part of the goods, services, work, and
materials required in the original contract.
Subcontractor
Any individual or entity that has entered into a subcontract with
contractor.
Subscale
Groups of questions on the Protective Factors Survey Questionnaire
indicative of one of five protective factors: Family
Functioning/Resiliency, Social Emotional Support, Nurturing and
Attachment and Child Development/Knowledge of Parenting.
System of Care
A comprehensive and broad array of services and supports which
are organized into a coordinated network to meet the multiple and
changing needs of young children and their families. These services
involve families as full partners and are individualized to meet the
unique needs of each child and family; delivered in ways that are
accessible; and responsive to cultural, racial, and ethnic diversity.
Target
The required level of performance for a performance measure.
Target Child
The child, 0 through 17, who is expected to benefit from the child
abuse/neglect prevention services provided.
Terms and Conditions
The provision of specifying the nature of a contract.
Unduplicated Family
A family with a unique registration ID number in which the Primary
Caregiver receiving at least one service is only counted one time
during the performance period.
USPS
United States Postal Service
Validated Complaint
A complaint DFPS contract staff has determined is supported by the
information gathered about the complaint.
7.
RFP Attachments
Identifier
Title
Attachment
A
Response
Template
Table 7 - Attachments
Purpose
To provide Respondent with
questions and items requiring a
response to SOW requirements
Document
Att-A Res Temp
070815
Return
Yes
Fatherhood EFFECT – DFPS/PEI
Counties: Denton, Fort Bend, Tarrant
RFP #530-16-0004
Released: July 14, 2015
Identifier
Title
Attachment
B
Budget for
Purchase of
Service
Contracts
Table 7 - Attachments
Purpose
To collect cost information. These
Excel spreadsheets, also called
Form 2030 provide budget and
narrative. Two budget periods
must be accounted for each
requiring a complete budget
response.
Document
Att-B Cost F2030
070815
Instructions for
Completion of
Form 2030
Instructions for completion of
Excel spreadsheets Form 2030.
This is a “pdf” document
Att-B Cost F2030INS
070715
Additional
Budget Specific
Information
Supplemental instructions for
completion of Form 2030. This is
a “pdf” document
Add Budget Info
070715
Attachment
C
Performance
Measures
Attachment
D
Proposal
Response
Checklist
8.
Page 60
To establish output and outcome
measures and provide additional
detail of measures to which
Contractor will be held
To provide Respondent with a
tool to help in preparation of
response and HHSC with a guide
to help locate the information
within the response.
Att-C Performance
Measures 062915
Att-D Res Cklist
070815
Return
Yes
No
No
No
Yes
RFP Supplements
Number
Title
Table 8 - Supplements
Purpose
I
24/7 Dad™ Program
Additional model information
II
Becoming Parents
Program
Additional model information
III
Nurturing Fathers
Program
Additional model information
IV
Supporting Father
Involvement
Program
Additional model information
Document
24-7 Dad Model
070715
Becoming Parents
Model 070715
Nuturing Fathers
Model 070715
Sup Father Involve
Model 070715
Return
No
No
No
No
Download