REQUEST FOR PROPOSALS (RFP)

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  • 1. RFP # 1576 BMCW 10/13/06 RECRUITMENT OF FOSTER AND ADOPTIVE FAMILIES REQUEST FOR PROPOSAL RFP #1576 BMCW-SM RECRUITMENT OF FOSTER AND ADOPTIVE FAMILIES FOR CHILDREN IN OUT OF HOME PLACEMENTS SERVED BY THE BUREAU OF MILWAUKEE CHILD WELFARE ISSUED BY: STATE OF WISCONSIN DEPARTMENT OF HEALTH AND FAMILY SERVICES DIVISION OF CHILDREN AND FAMILY SERVICES BUREAU OF MILWAUKEE CHILD WELFARE PROPOSALS MUST BE SUBMITTED NO LATER THAN 4:00 PM ON NOVEMBER 17, 2006 LATE PROPOSALS WILL BE REJECTED 10/113/06 1576 BMCW-SM 1
  • 2. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Bureau of Milwaukee Child Welfare Recruitment of Foster and Adoptive Families TABLE OF CONTENTS 1.0 GENERAL INFORMATION 4 1.1 Introduction and Background 4 1.2 Scope of the Project 4 1.3 Recruitment Services Requirements 5 1.4 Staff Qualification Requirements 6 1.5 Who May Apply? 7 1.6 Procuring and Contracting Agency 7 1.7 Clarification and/or revisions to the specifications and requirements 8 1.8 Vendor Conference 8 1.9 Calendar of Events 9 1.10 Contract Term and Funding 9 1.11 Reasonable Accommodations 10 1.12 VendorNet Registration 10 2.0 PREPARING AND SUBMITTING A PROPOSAL 10 2.1 General Instructions 10 2.2 Submission Requirements 12 3.0 PROPOSAL SELECTION, AWARD PROCESS AND CRITERIA 13 3.1 Award and Final Offers 13 3.2 Notification of Intent to Award 13 3.3 Preliminary Evaluation 13 3.4 Evaluation of the Proposal 14 3.5 Evaluation Criteria 15 3.6 Right to Amend 19 3.7 Presentations 19 3.8 Minority Business Vendors 19 3.9 Vendor Responses 19 3.10 Public Information 20 3.11 Appeals Process 20 3.12 Withdrawal of Proposals 21 4.0 ADDITIONAL INFORMATION 21 4.1 Overview of Bureau of Milwaukee Child Welfare with Service Projections for 2006 21 4.2 What is Recruitment? 23 4.3 Principles of the Recruitment Specialist 24 4.4 BMCW Outcomes Measures and Program Objectives 24 4.5 Listing of Administrative and Service Related Cost Categories 27 10/13//06 2
  • 3. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT 5.0 CONTRACT TERMS AND CONDITIONS 28 5.1 Payment for Services 28 5.2 Special Contract Requirements 28 5.3 Special Contract Terms and Conditions 28 5.4 General Contract Requirements 29 5.5 Standard and Supplemental Terms and Conditions 35 6.0 Standard Terms and Conditions Standard Terms and Conditions (Requests for Bids/ Proposals) (DOA-3054) Supplemental Standard Terms and Conditions for Procurement for Services (DOA-3681) 7.0 Required Forms Designation of Confidential and Proprietary Information (DOA-3027) Vendor Information Sheet (DOA-3477) Vendor Reference (DOA-3478) DOA 3261 Cover Page (See Section 2.1.1) SUPPLEMENTAL INFORMATION Attachments Service Territory Map and Boundary Descriptions A-1 Related Child Welfare and Program Definitions A-2 Foster and Adoption Recruitment Services RFP Evaluation Criteria A-4 Foster and Adoption Recruitment Services Budget Template A-5 1.0 GENERAL INFORMATION 10/13//06 3
  • 4. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT 1.1 Introduction and Background The purpose of the Request for Proposal (RFP) is to solicit creative proposals for the recruitment of a diverse pool of quality foster care and adoptive families to care for children who need out-of-home care placement served by the Bureau of Milwaukee Child Welfare (BMCW). 1.2 Scope of the Project 1.2.1 Project Description Recruitment for Foster and Adoptive Families will focus on recruiting quality candidates to provide safe, nurturing homes for children placed temporarily in out-of-home care and for children who are in need of a permanent adoptive family. The primary function of the program is to recruit continuously for quality families for children who need them. Recruitment specialists will work diligently to involve targeted areas of the community (based on the identified needs of children in care) to generate foster care and adoption interest from churches, mosques, synagogues, people who are associated with faith-based organizations; business and community agencies and institutions, ethnic populations, and other non-traditional venues. Recruitment specialists will seek qualified and committed families or individuals who will join us in accomplishing our mission to provide safe, nurturing foster care and adoptive families for children. The service will work collaboratively with the BMCW, its partner agencies and the community, to ensure quality care in the best interest of children; and to educate the broader community about the diverse needs of children in out-of-home placement. 1.2.2 Current Operations The BMCW currently contracts with two vendors to provide Out-of-Home Care and Adoption services. The services that are provided by these two contracts have been redesigned to better meet the needs of families served, and children in need of foster and adoptive families. The current Out-of-home Care functions include recruitment, licensing/re-licensing for foster homes, retention and support of foster homes, training for foster parents and matching and placement of children. The current functions of the Adoption contract include recruitment, licensing/re-licensing for adoptive homes and matching and placement of children in need of an adoptive family, case management services for children in need of adoption, training for adoptive parents and permanency consultation services. The redesign has split these functions into four separate contracts: recruitment, permanency consultation, training for foster and adoptive parents, and licensing/re-licensing of foster and adoptive families, retention of foster and adoptive families, support for these families, matching and placement of children in need of a foster and adoptive family, and case management services for children in need of adoption. This RFP addresses recruitment of foster and adoptive families. 1.2.3 Needs 10/13//06 4
  • 5. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT BMCW data shows in 75% to 80% of the cases in which the rights of parents are terminated and the child is in need of adoption placement, the child is placed with the family who has been caring for him or her. One focus of the redesign is joint recruitment of foster and adoptive families, assessment of foster and adoptive parents early on, and joint home-studies for foster and adoptive families as needed. Parents interested in either foster care or adoption will be referred to the same contracting agency. Feedback and experience from staff within the BMCW, community partners, advocates and concerned community members was incorporated into the redesign. This redesign to providing services to foster and adoptive families and children in their care is a part of the continuing efforts to expedite permanency for children, and to continue to improve the quality of services being provided. This new design will prove to be more functional and will promote greater efficiency and flexibility. 1.2.4 Objectives The successful vendor will have a thorough knowledge and understanding of the diverse and changing needs of children who require out-of-home care (OHC) and adoptions; demonstrate best practice recruitment strategies designed to increase and maintain a pool of viable candidates for licensure as foster parents and adoptive parents; and ensure the needs of children served by the BMCW are the primary consideration in all recruitment efforts. The BMCW will award a single contract to an agency or consortium of agencies that best meet the requirements of this RFP. 1.3 Recruitment Services Requirements 1.3.1 General Requirements The general requirements of the Recruitment of Foster and Adoptive Families program are to: • Recruit a diverse pool of quality foster and adoptive families to care for children served by BMCW; • Work in partnership with the BMCW to comply with the terms of the Jeanine B. Settlement Agreement; • Work in partnership with the BMCW in meeting the federal Child and Family Services Review outcomes for children and families; • Manage funds carefully so that objectives are achieved within funding constraints; • Cooperate with the Office of the Milwaukee Ombudsman for Child Welfare; • Effectively use the eWiSACWIS system to make timely documentation of all case work and service activity in accordance with BMCW policy. 10/13//06 5
  • 6. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT 1.3.2 Specific Requirements The specific requirements of the Foster and Adoption Recruitment Services program are to: • Conduct a needs assessment to determine recruitment approaches and strategies; • Develop and implement innovative, flexible, targeted, general, and child specific recruitment strategies; • Develop and implement a comprehensive recruitment work plan; • Continually inform and educate the broader Milwaukee community of the need for temporary and permanent families for children who are in out-of- home care; • Develop and implement orientation/informational meetings for prospective parents; • Receive and forward completed foster and adoptive home proposals to the foster care and adoption licensing staff; • Stay educated and informed about the trends and changing needs of children entering the child welfare system in order to tailor recruitment messages and strategies; • Establish and maintain partnerships with broad community agencies, institutions, churches, and businesses; • Assess the effectiveness and outcomes achieved, and modify as needed. 1.4 Staff Qualification Requirements A commitment to workforce recruitment and retention is necessary for continuity of staff with minimal turnover that will assure stability in services provided to children and families with minimal disruptions. This requires successful strategies to stabilize and develop the workforce through (1) excellence in human resource practices for recruiting, interviewing, pre-employment screening, and day-to-day management; (2) enhanced compensation, benefits, and training; (3) appropriate credentialing and certification; and (4) opportunities for academic education and career advancement within existing positions. Strategies should take into account the Review of Turnover in Milwaukee County Private Agency Child Welfare Ongoing Case Management Staff report prepared in January 2005, as well as the University of Wisconsin-Milwaukee Child Welfare League of America (CWLA) Recruitment and Retention Project recommendations. All current and newly hired staff must successfully complete and comply with the staff professional development requirements and core competencies for their employment position within the timeframes identified by the BMCW. This may include core, pre- service, supervisory, and ongoing training; and any other identified professional development requirements or activities. The vendor must also cooperate in the implementation of any additional requirements developed to help ensure the recruitment and retention of a professional workforce of qualified recruitment specialists. 10/13//06 6
  • 7. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT The direct services and supervisory staff must have core competencies to: • Understand and apply appropriate, culturally competent strategies in working with broad community lenders, agencies, businesses, and church and faith organizations; • Engage communities in understanding the critical need for quality temporary and permanent families for children in out-of-home care; • Understand the responsibilities and functions of public child welfare; • Understand the diverse and ever-changing needs of children in out-of-home care and use this information to tailor recruitment strategies and messages; • Establish and maintain partnerships with churches, businesses, community based organizations and non-traditional venues. 1.5 Who May Apply? An agency or consortium of agencies which meets the following criteria may apply: • Demonstrates an understanding of the diverse and changing needs of the children served by the BMCW and their families; • Have established positive, collaborative relationships with churches, human service agencies, businesses, and other community-based organizations; • Have the capacity to provide services, carry out the expectations, and meet the goals of Foster and Adoption Recruitment Services; • Demonstrates a commitment to partner with the BMCW and its partner agencies. If the proposal is submitted jointly by a consortium of organizations, one organization must be designated as the lead agency. Specific information must be provided regarding the corporate structure to provide clarity regarding roles and structure, and to assure that any parent organization is actively involved in the planning, management, and financial viability of the lead agency in the implementation of the contract. The proposal must identify and describe the role of the lead agency and the names and responsibilities of all partner agencies in the consortium. The agency (or lead consortium agency) must have experience in managing a budget in a fiscally responsible manner. The agency (or lead consortium agency) must maintain worker’s compensation insurance and standard and adequate agency liability insurance covering injury to persons and damage to property for the responsibilities associated with the agency. 1.6 Procuring and Contracting Agency This RFP is issued for the State of Wisconsin Department of Health and Family Services (DHFS) by the Division of Children and Family Services (DCFS) Bureau of Milwaukee Child Welfare. 10/13//06 7
  • 8. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT The Procurement Manager for this RFP is: Susan McKercher Bureau of Fiscal Services Division of Management & Technology 1 West Wilson PO Box 7850 Madison WI 53707-7850 mckersl@dhfs.state.wi.us (608)267-7637 The contract resulting from this RFP will be administered by the Bureau of Milwaukee Child Welfare. The contract administrator will be Martha Johnson. 1.7 Clarification and/or revisions to the specifications and requirements Vendors may submit written questions regarding the RFP requirements. The BMCW will supply written responses to all questions submitted by October 27, 2006. Answers to questions will be posted on the State of Wisconsin’s VendorNet at http://vendornet.state.wi.us/vendornet/default.asp and at the DHFS Website http://dhfs.wisconsin.gov/rfp/index.htm. Written requests for technical assistance on the proposal process should be addressed to: Linda Ashley Bureau of Milwaukee Child Welfare 1555 N. Rivercenter Drive, Suite 220 Milwaukee, WI 53212 Email Address: AshleLB@dhfs.state.wi.us Telephone # 414-220-7063 Collect calls will not be accepted. Telephone requests are discouraged. All requests will be responded to in writing. Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP document by October 18, 2006. If an vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should notify immediately the above named individual of such error and request modification or clarification of the RFP. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all recipients of this initial RFP. Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or revisions thereof. Any contact with state employees concerning this RFP are prohibited, except as authorized by the RFP manager during the period from date of release of the RFP until the notice of intent to contract is released. 10/13//06 8
  • 9. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT 1.8 Vendor Conference A vendors' conference will be held on Friday, October 20, 2006, from 11:00 a.m. to 1:30 p.m., CST, at BMCW Region 1 office; 1730 W. North Avenue, Milwaukee, WI 53205; to respond to written questions and to provide any needed additional instruction to vendors on the submission of proposals. If no questions are received, the State reserves the right to cancel the vendors' conference. All vendors who intend to respond to the RFP are encouraged to attend the vendors' conference. Any questions answered verbally are not binding until or unless they are followed up in writing. 1.9 Calendar of Events October 13, 2006 Release of RFP October 18, 2006 Deadline for Submission of Written Questions October 20, 2006 Vendor Conference Friday, October 20, 2006 BMCW Region 1 Office 1730 W. North Avenue Milwaukee, WI 53205 11:00 a.m. to 1:30 p.m. October 27, 2006 BMCW Reply to Written Questions and Questions from Vendor Conference October 27, 2006 VendorNet notification of supplements or revisions to the RFP November 17, 2006 Due Date for Proposals at 4:00 p.m. December 15, 2006 Final Award Letters Mailed December 15, 2006 Public Inspection of Proposals January 1, 2007 Contract Start Date (subject to change based on vendor transition). 1.10 Contract Term and Funding The Bureau of Milwaukee Child Welfare expects to enter into a contract for Recruitment of Foster and Adoptive Families Services with the successful vendor(s) for the initial period of January 1, 2007 through December 31, 2007. The dates may vary in order to ensure a smooth transition due to changes in service providers. Transition plans provide for continuity to ensure minimal disruptions for children and families. Satisfactory agency performance and funding availability will result in annual renewals for a total of four (4) years; that is, one (1) initial contract period and four (4) renewal options. The following provisions will be discussed and renegotiated as needed during an active annual review process: case rates, budget, workforce stability, program outcomes. 10/13//06 9
  • 10. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT The BMCW proposed budget, based on the DCFS 05-07 request, has the following amounts: Recruitment Services: 12 Month Budget Recruitment Services $700,000 Average Projected Funds Per year: $700,000 In the contract resulting from this RFP, vendors will receive a cost-based payment for Recruitment Services. 1.11 Reasonable Accommodations The BMCW will provide reasonable accommodations, including the provision of informational material in alternative format, for qualified individuals with disabilities who are applying for one or more of these contracts. For special needs, contact: Linda Ashley 1555 N. Rivercenter Drive Suite 220 Milwaukee, WI 53212 414-220-7063 1.12 VendorNet Registration The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies, commodities and services that the state buys, and tips on selling to the state. Vendors may use the same Web site address for inclusion on the bidders list for commodities and services that the organization wants to sell to the state. A subscription with notification guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in its designated commodity/service area(s) with an estimated value over $25,000. Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $25,000 or less. Vendors also may receive e-mail notices of these simplified bid opportunities. 2.0 PREPARING AND SUBMITTING A PROPOSAL 2.1 General Instructions The evaluation and scoring of the proposal is based on the information provided by the responder. With the exception of information that may result from presentations identified in Section 3.7, the only information evaluators will be given about a project is that which is contained within the proposal, and it is that information which will be 10/13//06 10
  • 11. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT scored in determining the merits of one proposal over another. For that reason, each copy must be a duplicate of the entire original proposal, including any attachments. Failure to respond fully to each of the requirements and specifications in the RFP may be the basis for rejecting a proposal. Proposals must include the following items, submitted in the order listed: 1. Cover Page Form DOA 3261; 2. Outline and Table of Contents; 3. Narrative Components (not to exceed a combined total of 15 pages* for items a through d as listed here); a. Developing and Maintaining an Effective Foster Care and Adoption Recruitment Plan; b. Building and Maintaining a Qualified, Stable Workforce; c. Quality Assurance; d. Collaboration and Communication with the BMCW, its Partner Agencies, Families and the Community; 4. Budget (Attachment A-5) plus 2 pages of narrative and any other supporting financial documentation; 5. Designation of Confidential and Proprietary Information Form DOA-3027. *Evaluators will only review a combined total of 15 pages of documentation for items a-d. Additional information will not be considered or scored in the evaluation of the proposal. 2.1.1 Cover Page The cover page (DOA 3261) of proposals must identify the vendor and include the following information: 1. The name, address, and telephone number of the agency submitting the proposal. (Note: “Agency” is defined as the legal entity that will contract with the BMCW to provide all services and administrative tasks under the contract); 2. The name, address, and telephone number of the contract fiscal agent. (Note: The fiscal agent is the agency designated by a consortium of two or more organizations that have come together to submit a proposal to this RFP that is responsible for the receipt and administration of the funds and for the submission of all fiscal reports to the BMCW); 10/13//06 11
  • 12. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT 3. The Internal Revenue Service number assigned to the agency that is responsible for the employees hired under this professional services contract; 4. The name, title, and telephone number of the official authorized to commit the vendor agency to a contract. This official must also sign the cover page of the proposal. 2.1.2 Proposal Technical Specifications Successful vendors must be accountable for fulfilling the requirements of this RFP. Each of the specific RFP response requirements in sections 3.5.1 through 3.5.6 must be addressed in your proposal. In recognition that some responses or parts of responses to topics may be relevant in more than one section, where appropriate, the same language or response can be used in more than one section. However, the response to each section must be complete in itself. This RFP process will determine the best proposal for the operation of the BMCW’s Foster and Adoption Recruitment Services program. The determination will be based on the information submitted, including: • Commitments to guide our mutual priorities; • The ability to shape an effective collaborative process to address these priorities; • The ability to manage this program while collaborating with other BMCW contract partners. 2.2 Submission Requirements All proposals must be typed single-spaced in 12-point Times New Roman or similar font and submitted on 8.5 by 11-inch paper with pages numbered and bound securely with a combined total of 15 pages for the four RFP narrative components 3.5.1 through 3.5.5 and no more than two pages, plus Attachment A-5 for component 3.5.6, plus supporting documentation. Proposals must be prepared in accordance with the requirements set forth in the RFP. The original and twelve (12) copies of the proposal must be received by the closing date for the receipt of all proposals under this solicitation, which is November 17, 2006. Proposals may be mailed or hand-delivered. A proposal will be accepted and considered received on time if: • The proposal is received at the address, time, and date shown below; or • The proposal is hand-delivered to the Division of Children and Family Services, Bureau of Milwaukee Child Welfare at the address, time, and date shown below. Linda Ashley/BMCW 1555 North Rivercenter Drive Suite 220 10/13//06 12
  • 13. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Milwaukee, WI 53212 No faxes or E-mails will be accepted. All proposals will be date-stamped and time verified upon receipt. To ensure confidentiality, all proposals must be packaged, sealed and show the following information on the outside of the package: REQUEST FOR PROPOSAL FOR BUREAU OF MILWAUKEE CHILD WELFARE Vendor’s Name and Address Proposal Due Date: November 17, 2006, 4:00 p.m. CST Receipt of a proposal by the State mail system does not constitute receipt of a proposal by the office identified in this section, for purposes of this RFP. Proposers are cautioned to allow sufficient time for delivery by the U.S. Post Office because it can sometimes take several days to receive mail from outlying areas. Any proposals, which are received after the closing date and time, will not be reviewed and will be returned to the vendor. No exceptions will be allowed. Supplemental and clarifying information will not be accepted from an vendor after the deadline for submittal of proposals, unless requested by BMCW. 3.0 PROPOSAL SELECTION, AWARD PROCESS, AND CRITERIA 3.1 Award and Final Offers The State will compile the final scores (technical and cost budget) for each proposal. The award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested by the State and submitted by the vendor, they will be evaluated against the stated criteria, scored and ranked by the evaluation committee. The award then will be granted to the highest scoring proposer. However, a proposer should not expect that the State will request a final and best offer. 3.2 Notification of Intent to Award All vendors who respond to this RFP will be notified in writing of the State's intent to award the contract(s) as a result of this RFP. After notification of the intent to award is made, and under the supervision of agency staff, copies of proposals will be available for public inspection as described in Section 3.10. Each vendor whose proposal has not been approved shall be given an opportunity to discuss with the BMCW representative the reasons for rejection or may write the BMCW representative requesting the reason for the decision. Upon request, the BMCW representative will verbally clarify the reasons for rejection or will respond in writing explaining the reasons for the rejection. 3.3 Preliminary Evaluation 10/13//06 13
  • 14. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT RFP proposals are due by 4:00 PM on November 17, 2006, and will be initially reviewed for completeness; incomplete proposals may be rejected. In the event that all vendors do not submit a complete proposal, the State reserves the right to continue the evaluation of the proposals and to select the proposal that most closely meets the requirements specified in this RFP. 3.3.1 General Information Submission of a proposal shall constitute vendor recognition, understanding, acceptance, and consent to adhere to the requirements, responsibilities, terms, and conditions of this RFP. This RFP may or may not result in an award of a contract. The BMCW reserves the right, at its sole discretion, to cancel this RFP at any time for any reason. Submission of proposals confers no rights upon the vendor. Receipt of the proposals shall not, in any manner whatsoever, obligate the BMCW or the State of Wisconsin, or any employees thereof. Award of a contract to a vendor will be based on an evaluation of the information submitted in the proposal process, references, presentations, if required, and written clarifications and corrections, if any, requested by the BMCW. 3.3.2 Supplemental and Clarifying Information The BMCW may require references from vendors, as well as references from other service industry sources and users known to the evaluation team, and the contract administrator will provide the results of these references to the Evaluation Committee. The Evaluation Committee will consider the results of the information obtained through references using such information, as is appropriate, to amend its scores in accord with the original evaluation criteria. To remain in the selection process, the vendor must provide the requested information within the time specified by the BMCW. Unless requested by the BMCW, no additional information will be accepted from a vendor after the deadline for submittal of proposals. 3.3.3 Notice of Non-Approval and Rights of Vendor Each vendor whose proposal has not been approved shall be given an opportunity to discuss with the BMCW representative the reasons for rejection or may write the BMCW representative requesting the reason for the decision. Upon request, the BMCW representative will verbally clarify the reasons for rejection or will respond in writing explaining the reasons for the rejection. 3.4 Evaluation of the Proposal The information described in this section, and information from references [including those not cited in the proposal, and any presentation(s), if requested] will be used to determine the qualifications of the vendors. Accepted proposals will be reviewed by an 10/13//06 14
  • 15. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT evaluation committee and scored against the stated criteria. A vendor may not contact any member of the evaluation committee except at the direction of DCFS/BMCW. The committee may review references or documents, request interviews, and/or conduct on- site visits and use the results in scoring the proposals 3.5 Evaluation Criteria The maximum points for each proposal are distributed as shown in the table below. For additional details on evaluation criteria, please see Attachment A-4. ITEM Max. Points EVALUATION CRITERIA Allowed 3.5.1 Developing and Maintaining an Effective Foster Care and 50 Adoption Recruitment Plan 3.5.2 Building and Maintaining a Qualified, Stable Workforce 50 3.5.3 Quality Assurance 50 3.5.4 Collaboration and Communication with the BMCW, its 40 Partner Agencies, Families and the Community 3.5.5 Cultural Competency Practice 50 3.5.6 Budget 20 TOTAL 260 Evaluators will use the following evaluation criteria in reviewing and scoring proposals: 3.5.1 Developing and Maintaining an Effective Foster Care and Adoption Recruitment Plan (50 Points) Background: A comprehensive recruitment plan that meets the diverse placement needs of children in out-of-home care is essential and necessary to achieve the public child welfare outcomes of safety, permanence, and well-being of children. Describe the strategies that your agency will implement to: 1. Ensure a diverse pool of quality foster and adoptive families are available to match the needs of children requiring out-of-home care and adoptive placement, including sibling groups and children with particular needs (i.e. medically needy, pregnant and parenting teens, e.g.); 2. Engage, inform, and educate the broader community about the needs of children who require out-of-home care and adoptive placement; 10/13//06 15
  • 16. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT 3. Establish and maintain positive connections and partnerships with traditional and non-traditional partners in the business, human services and faith-based communities; 4. Identify the current and changing needs of children in BMCW care; 5. Include maternal and paternal relatives as potential foster/adoptive placements; 6. Identify, develop and implement general, targeted and child specific recruitment strategies in response to the unique needs of children; 7. Develop and implement recruitment efforts that will result in a diverse pool of culturally competent foster and adoptive families. Please include how your efforts will help meet the requirements of the federal Multiethnic Placement Act; 8. Describe how recruitment efforts will result in a pool of competent foster and adoptive families who recognize and understand that reunification and permanence are primary goals in meeting the needs of children in the out-of- home care system; 9. Identify foster and adoptive families within the neighborhoods and zip code areas children are removed from to ensure continuity of school, familial, and community ties. 3.5.2 Building and Maintaining a Qualified, Stable Workforce (50 Points) Background: A vendor’s workforce must demonstrate sufficiency, accessibility, and continuous quality assurance and improvement in order to provide and support quality recruitment services for children in out-of-home care. Please describe how your agency will: 1. Ensure the recruitment and retention of sufficient numbers of direct services staff and managers to conduct responsibilities of this contract; 2. Ensure the recruitment specialists are oriented to their roles and responsibilities and receive ongoing training; 3. Ensure a diverse and culturally competent workforce who understand the comprehensive needs of children served by the BMCW in foster care and adoptions; 4. Ensure a strong, collaborative leadership, management and supervision of the staff and program. 3.5.3 Quality Assurance (50 Points) Background: The BMCW wants to ensure quality recruitment efforts that result in successful recruitment outcomes. Recruitment efforts should include continuous planning and internal evaluation to ensure that homes being recruited reflect quantity, quality, and geographical attributes to meet the needs of the children who need out-of- home care placement. It is essential that a vendor understand the current and changing 10/13//06 16
  • 17. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT needs of the children in order to determine quality resource options in the best interest of the child. Describe how your agency will: 1. Develop, implement, and maintain the quality of recruitment strategies; 2. Define measurable performance outcomes related to recruitment of foster and adoptive families; 3. Monitor performance outcomes, including reassessment of outcomes; 4. Identify and address barriers to performance outcomes; 5. Provide both private and public performance outcomes, including methodology to be used and frequency of such reports. 3.5.4 Collaboration and Communication with the BMCW, its Partner Agencies, Families, and the Community (40 points) Background: The BMCW wants to ensure that the recruitment plan includes collaborative efforts with the agencies contracted to provide ongoing case management and foster/adoptive family case management to recruit quality foster and adoptive families. Recruitment specialists must be able to engage BMCW case managers, families, and the community in discussions regarding placement resource needs, with attention to cultural responsiveness to children and families. Please respond to the following: 1. Describe how your agency will ensure effective communication and collaboration with case management and licensing staff; 2. Describe how your agency will engage with other economic and community supports in approaches to assure recruitment efforts are coordinated and delivered; 3. Describe how your agency will demonstrate cultural responsiveness and culturally competent services: a. Your agency is aware of and responsive to cultural distinctions families present to successfully engage them in a culturally appropriate and effective way; b. Your agency has sufficient language proficiency among staff and contractors to communicate and interact effectively with non-English speaking children and families; 4. Describe your agency’s commitment at the highest level of leadership to working with the BMCW, other contract partner agencies, and key 10/13//06 17
  • 18. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT stakeholders in the implementation of best practice recruitment strategies and outcomes for children. 3.5.5 Cultural Competency Practice (50 points) Background: Understanding and respecting the culture of families served by the BMCW is essential to quality program services. Culture is not limited to ethnicity; it also encompasses socio-economic background, educational level, lifestyle choices, values, spiritual beliefs, and a specific family culture. Staff must be willing and able to explore the myriad of cultures that co-exist in an urban setting. They must also assist foster parents and adoptive families in understanding and valuing the cultural background of the child in their care. Please describe how your agency will: 1. Incorporate a value for cultural diversity into the ethos of its organization; 2. Ensure staff is culturally competent and exhibits a respect and value for cultural diversity in a broader sense. 3.5.6 Budget (20 points) Background: The BMCW must ensure that funds provided for Foster and Adoption Recruitment Services are used in a fiscally responsible manner. 1. Please prepare a financial response and provide anticipated income and expenditures in Attachment A-5 that will tie back to the narratives you have provided to achieve recruitment goals for items in sections 3.5.1 through 3.5.5. a. Personnel; i. Title of Position: List each full time and part time project position by its title (professional and clerical) which will be funded by the contract; ii. Percent of Time Budgeted; iii. Hourly Rate or Monthly Salary: List the hourly rate or monthly salary for each project position listed. If salary increases are to be effected during the contract period, this amount must be budgeted at the time of proposal; iv. Hours per Week: In the case of employees paid on the basis of hours worked only, estimate for each of those positions the total number of hours per week to be devoted to the project; v. Number of Months: Indicate the total number of months of employment to be devoted to the project for each position listed; vi. Personnel Cost: Indicate the salary to be charged to the project for each position listed; 10/13//06 18
  • 19. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT vii. Salary Sub-Total: This is the sum of the lines above in column vi. that lists the agency project positions; b. Fringe Benefits; List the Fringe Benefits costs for all positions that will be funded by the project. If the position is assigned a fraction of time to the project, only that same fraction should be charged to the fringe benefits column. Fringe benefits include such items as FICA, Unemployment Insurance, Retirement, Life Insurance, Workers Compensation, and Health Insurance. Also, enter the percentage used to compute fringe benefits; c. Insurance; If applicable, enter the cost for agency personal liability insurance; d. Travel for Staff; 2. Agency reflects sound fiscal judgment and responsibility. 3.6 Right to Amend BMCW reserves the right to modify, at its sole discretion, this RFP at any time prior to the proposal due date by issuing written RFP addenda. These include, but are not limited to revisions, additions, clarifications and deletions. This RFP and any RFP addenda shall become part of the final contract. Answers to written questions may also become part of the RFP. BMCW will send RFP addenda via certified or overnight mail to all vendors. 3.7 Presentations After the initial rating of the written proposals, the Evaluation Committee may require the vendors with the top scoring proposals to make presentations. The Evaluation Committee may amend their ratings of the proposals, based on the presentations, in accord with the pre-established criteria specified in the Evaluation of Proposals subsection of this RFP. Vendors will be notified of the time and place for the presentation, if requested. The presentation will be made at no cost to the State of Wisconsin. A vendor invited to make a presentation must, at minimum, include the fiscal agent and key staff person from the lead agency who will be responsible for the implementation and direction of the vendor’s role in the Bureau of Milwaukee Child Welfare System. If presentations are requested and held, the proceedings will be recorded and the Evaluation Committee’s questions and each vendor’s responses will be relevant to any ensuing contract. 3.8 Minority Business Vendors A proposal from a vendor certified as a Minority Business Enterprise will have points weighted by a factor of 1.00 to 1.05 to provide a 5% preference to these vendors. 3.9 Vendor Responses The evaluations of proposals are based on the information submitted in the vendor’s proposals of this RFP process, plus any references and any required presentations. The DCFS/BMCW reserves the right to waive minor informalities. The determination of 10/13//06 19
  • 20. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT whether an RFP condition is substantive or a minor formality shall reside solely with the DCFS/BMCW. A provision is substantive if the DCFS determines it is important for a complete and accurate understanding of the proposal and important to the performance of the role of lead agency. For vendors of the process whose bid(s) are accepted, the DCFS/BMCW reserves the right to negotiate different or additional terms, the award amount, the programmatic goals and methods, and the budget items with the selected vendor(s) prior to entering into an agreement. If contract negotiations cannot be negotiated successfully with the highest scoring vendor, the Division may negotiate a contract with the next highest scoring vendor. All program requirements outlined in the RFP and included in the proposal response(s) from the successful vendor(s) will be incorporated into the contract requirements for this requisition unless specifically stated otherwise. 3.10 Public Information It is the intention of the State to maintain an open and public process in the submission, review and approval of contract awards. All material submitted by vendors will be made available for public inspection after mailing notice to vendors of the scoring outcomes generated from the evaluation(s) of the proposals which were submitted. This information will be available for public inspection during the hours of 8:00 a.m. to 4:00 p.m., Monday through Friday (except holidays) following the Notice of Intent to award. The information will be available at the BMCW Administrative Office, 1555 North Rivercenter Drive, Suite 220, Milwaukee WI. No entire proposal submitted to the state may be marked as confidential. Proprietary information as specified in DOA-3027 can be held as confidential with appropriate agency submission of DOA-3027. Evaluation tabulation and scoring by individual evaluators will also be open for public inspection, but these scores will not identify individual evaluators. 3.11 Appeals Process Notice of protest and final protests must be made in writing. A protestor may appeal the decision of the procuring agency, provided the protestor alleges a violation of a statute or a provision of this chapter, to the Secretary within five (5) working days of issuance of the decision.. The Secretary, or designee, shall take necessary action to settle and resolve the protest and shall promptly issue a decision in writing, which shall be mailed or otherwise furnished, to the protestor. The written notice of protest of the rejection of a proposal must be filed with: Helene Nelson, Secretary Department of Health and Family Services 1 West Wilson Street, Room 650 P.O. Box 7850 Madison, Wisconsin 53707-7850 The written notice of protest must be received by the DHFS Secretary’s Office no later than five (5) working days after the notice of the RFP results is issued. 10/13//06 20
  • 21. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT The full, final written protest must be received in the DHFS Secretary’s Office of no later than ten (10) working days after the notice of the RFP results is issued. The decision of the Secretary of the Department of Health and Family Services may be appealed to the Secretary of the Department of Administration within five (5) working days of issuance, with a copy of the appeal filed with the procuring agency, providing the appeal alleges a violation of statute(s) or a provision of Wisconsin Administrative Code. 3.12 Withdrawal of Proposals Proposals may be withdrawn by written notice. Vendors may withdraw proposals in person or an authorized representative who signs a receipt for the proposal. 4.0 ADDITIONAL INFORMATION 4.1 Overview of Bureau of Milwaukee Child Welfare with Service Projections for 2006 Effective January 1, 1998, the DHFS assumed direct responsibility for child welfare administration in Milwaukee County, as required by 1997 Wisconsin Act 27. The Bureau of Milwaukee Child Welfare (BMCW) is the state agency mandated in statute to investigate allegations of child abuse and neglect in Milwaukee County, to ensure the protection of children at risk of maltreatment, and to provide services to children and families. The Bureau of Milwaukee Child Welfare performs a public child welfare function within the Division of Children and Family Services and contracts with private agencies in order to provide many of the child welfare services in Milwaukee County. The mission of the Bureau of Milwaukee Child Welfare is "to promote the best interest of children by supporting and encouraging families' efforts to resolve problems that threaten the safety of their children. We remove children from their homes when they are not safe. When children cannot be reunified with their families, we will provide suitable alternatives in permanent, stable, and nurturing homes". The safety, permanence, and well-being of children are the primary focus for all programs within BMCW. Safety outcomes are designed to ensure that children are protected from abuse and neglect and are safely maintained in their homes whenever possible. Permanency and stability in their living situations are a priority, as is the preservation of family and community relationships and connections, when appropriate. Child well being focuses on ensuring that case plans and services are directed toward increasing the families’ capacity to provide for their children’s needs, including educational, physical, and mental health needs. BMCW consists of a public/private partnership in a decentralized case management services model delivered from three regional territories. 10/13//06 21
  • 22. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT BMCW Child Welfare Programs and Service Projections: 1. Intake and Assessment is defined as child protection intake and initial assessment functions in response to child abuse and neglect reports and in response to child welfare referrals where a parent or child is requesting assistance with a special need. (This work is done by state employed staff and is not included in this RFP.) 2. Ongoing Case Management is defined as family–centered assessment, case planning, service procurement, coordination and monitoring, court appearances, and other necessary services for children in out-of-home care and children at home under court supervision, and their families. Successful Ongoing case management ensures the identification and implementation of services and evaluation of family outcomes that bring a child as quickly as possible to a safe and supportive permanent home, either through reunification, placement with family, or adoption. (This work is done by privately contracted employed staff and is not included in this RFP.) 3. Safety Services are defined as family-centered assessment and case planning, identification and implementation of services, and evaluation of family outcomes that ensure the safety and mitigation of risk factors of children who are determined to be safe at home, if supported by appropriate and necessary services. (This work is done by privately contracted employed staff and is not included in this RFP.) 4. Permanency Consultation Services is defined as ensuring prompt quality permanence outcomes for children who are placed in out-of-home care. (This work is done by privately contracted employed staff and is not included in this RFP.) 5. Recruitment Services is defined as providing child welfare recruitment services for foster/adoptive families as placement resources for the children in the custody of the BMCW. (These services are included in this RFP.) 6. Foster Care and Adoption Licensing , Placement, and Support Services is defined as the support and licensing of foster/adoptive care families, provides case management to pre-adoptive children and provides the centralized function with respect to matching/authorizing placement of children in foster/adoptive homes, group homes, treatment foster care homes, and residential care centers for children and youth. (This work is done by privately contracted employed staff and is not included in this RFP.) 7. Families in Need of Supportive Services (FISS) program: FISS provides assessment and intervention services for adolescents and their families to assist them in avoiding unnecessary juvenile court involvement. (This work is done by privately contracted employed staff and is not included in this RFP.) 10/13//06 22
  • 23. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT 8. Wisconsin Kinship Care program: The Kinship Care program financially supports both unlicensed relative placements that are ordered by the county Children's Court, as well as relative living arrangements that are privately arranged absent Children's Court or Child Protective Services involvement. (This work is done by privately contracted employed staff and is not included in this RFP.) 9. Group Setting: Group Setting Care is an out of home care program designed to address the changing needs of high risk adolescents in the areas of Independent Living, Reproductive Health, Domestic Violence, Pregnant and / or Parenting Teens, and Adolescents with Alcohol and Other Drug Abuse Issues (AODA). These high risk youth have much difficulty in traditional child welfare out of home placement and act on behaviors that are frequently a danger to themselves and or others. (This work is done by privately contracted employed staff and is not included in this RFP.) 4.2 What is Recruitment? Recruitment is the development and implementation of recruitment strategies designed to increase and maintain a pool of viable candidates for licensure as foster or adoptive parents. Recruitment activities include but are not limited to; the development and implementation of orientation/informational meetings; receiving and forwarding completed proposals; the development of a comprehensive recruitment plan; conducting a Needs Assessment to determine whether targeted recruitment is appropriate, and; performing functions designed to continually inform residents of the Milwaukee community of the need for families for children who are placed temporarily or permanently out of their homes. • A recruitment plan is developed and implemented to ensure that a number and variety of foster and adoptive homes are available to match the needs of children requiring out-of-home care and adoptive placement. • The recruitment plan includes collaborative efforts with the agencies contracted to provide ongoing case management and foster/adoptive family case management services in recruiting quality foster and adoptive families. • The recruitment efforts result in a diverse pool of culturally competent foster families who recognize and understand that reunification and permanence are primary goals in meeting the needs of children in the out-of-home care system and meet the requirements of the federal Multiethnic Placement Act. • The recruitment efforts include a continuous planning and an internal needs evaluation component to ensure that the homes being recruited reflect the needs of the children who need out-of-home care and adoptive placement. 10/13//06 23
  • 24. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT • Targeted recruitment efforts shall include efforts to meet the specific needs of children entering out-of-home care (i.e. medical needs, sibling placements, location of placement provider.). 4.3 Principles of the Recruitment Specialist 4.3.1 Guiding Principles • The health, well-being, and safety of the child are our primary concern. • The child's best interest should always be at the heart of any decision-making. • All children deserve a safe, permanent, nurturing family and home that encourages well-being and provides support so that the child can flourish and grow into capable adults. • Children should remain in their own homes whenever possible, provided their health and safety can be assured. • A child's cultural heritage and spiritual beliefs are valued and considered in all resource recruitment. • Promote a collaborative, community involved, multi-disciplinary approach to our practice. 4.3.2 Practice Principles • All child welfare endeavors must be timely and adhere to all applicable federal and the Wisconsin Children's' Code (Chapter 48). • Family members should be involved in resource recruitment to the extent possible. • The family identifies who its members are and inform us regarding their cultural and spiritual heritage for use in searching for appropriate caregiver resources. • Keeping siblings together is valued. • Parents should be treated with respect, empathy, sincerity, and fairness. • Workers should demonstrate cultural competency and embrace diversity. • Workers involved in resources recruitment efforts should remain impartial and open to all resource options. • Respect and understand that reunification is a valued permanency option. • Ensure that resource families understand and respect a family's desire for reunification. • Recruitment efforts include seeking resources through non-traditional venues. • Recruitment efforts consider the long-term care needs for some children. 4.4 BMCW Outcomes Measures and Program Objectives The Bureau of Milwaukee Child Welfare’s Child Protective Services System will accomplish the following outcomes and program objectives in a creative and dynamic partnership approach between the Contract Agencies, the State of Wisconsin, and the Milwaukee community: 4.4.1 Safety and Child Protection 10/13//06 24
  • 25. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Children are first and foremost protected from abuse and neglect through comprehensive and timely investigations of reports of child maltreatment. Children are safely maintained in their homes when possible and appropriate through the implementation of services to protect children and prevent removal. 4.4.2 Permanency for Children • Children have permanency and stability in their living situations by decreasing the time in foster care through: o Timely and appropriate permanency goals; o Increasing the stability of foster care placements, including proximity of placements to family and schools, and placement of children with siblings. • Continuity of family relationships and connections are preserved for children through: o Placements with siblings; o Visiting with parents and siblings while in foster care; o Relative placements. 4.4.3 Child and Family Well-Being • Families have enhanced capacity to provide for their children’s needs by: o Strengthening their capacity to provide a safe, stable, and nurturing environment for their children; o Increasing the effectiveness of support for foster parents by improving their access to information, training and resources; o Increasing coordination efforts with schools to ensure that children receive appropriate educational services. • Children receive adequate services to meet their physical and mental health needs by: o Improving case planning and assessment efforts that ensure children receive adequate physical and mental health services; o Collaborating in the pilot managed care program in Milwaukee County for children in foster care that will provide every child with mental, physical, and dental health care. 4.4.4 Program Specific Objectives - Recruitment 10/13//06 25
  • 26. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT The following are objectives for the Recruitment of Foster and Adoptive Families program: • Enhance community awareness of the need for foster and adoptive families through a variety of public announcements and recruitment efforts; • Provide information about foster care and adoption that is easily understood by the general public; • Provide orientations and information sessions to prospective foster care and adoption vendors on a regular basis in a variety of easily accessible settings within the community and advertise the dates/times; • Develop a diverse pool of foster care and adoptive families to care for the multiple needs of children who enter out-of-home care and those who become in need of adoptive families; • Lead community-based efforts to recruit resource families, such as the faith- based initiative and initiatives within the public schools; • Maintain a record of all contacts, orientations, resources fairs, etc. and the resulting recruitment; • Education the broader community about the needs of children who are abused and neglected and the resources available to support foster and adoptive families; • Collaborate with BMCW partners and the community; • Maintain qualified staff. 4.4.5 Consumer Satisfaction and Quality Assurance • Assure the proposal of policy, procedure and automation through staff training and mastery of child welfare work competencies; • Increase recruitment and retention of quality staff. Additional specific outcome measures and goals that must be met to include those outlined in the December 3, 2002 Children’s Rights, Inc., Lawsuit Settlement Agreement, Wisconsin’s Program Enhancement Plan (PEP), and KidsFirst Agenda: • Lawsuit Settlement Agreement: BMCW and Children's Rights, Inc. reached a settlement of the lawsuit filed in 1993 on behalf of "Jeanine B. et. al" with an agreement approved by federal court December 3, 2002. The Ongoing Case Management agency must ensure compliance with the terms of the Settlement Agreement. To review the Settlement Agreement online, go to http://dhfs.wisconsin.gov/bmcw/progserv/About BMCW/generalinfo/SettlementDescription.htm. • Wisconsin’s Program Enhancement Plan: In August 2003, the federal Administration for Children and Families (ACF) evaluated Wisconsin’s child welfare program. Similar 10/13//06 26
  • 27. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT to every other state that has undergone the review, Wisconsin was found to be in substantial nonconformance with many of the outcomes and systemic factors in the Child and Family Services Review (CFSR). In response to these findings, Wisconsin created the statewide Program Enhancement Plan (PEP), of which BMCW is an important part. The plan must produce measurable progress within two years (November 1, 2004 – October 31, 2006), toward improving outcomes for children and improving the systemic factors that support child welfare program operations statewide. The contracting agency at each site must participate in the implementation of the PEP. To review the Wisconsin Program Enhancement Plan online, go to: http://dhfs.wisconsin.gov/cwreview/PEP.htm. KidsFirst Agenda: In his KidsFirst Agenda, issued in Spring 2004, Governor Doyle proposed several strategies for improving the safety, permanence, and well being of children involved in the Bureau of Milwaukee Child Welfare System. These include: • Recruit, train, and retain a quality, diverse child welfare workforce; • Effectively engage and partner with community-based service providers that address the needs of birth parents; • Coordinate case planning and service delivery with the appropriate W2 provider for families eligible for or enrolled in the state’s W2 program to assure that plans make sense for families; • Develop and maintain a quality, responsive service provider network that meets the social, behavioral, and physical health needs of children and families in the child welfare system. To review the KidsFirst Agenda online, go to: http://www.wisgov.state.wi.us/docs/kidsfirst.pdf 4.5 Listing of Administrative and Service Related Cost Categories Administrative Related: • CEO Salaries; • Parent Company Charge Backs (Administrative Fees) – i.e. Accounting, HR; • Technology, CFO; • Chief Operating Officer; • Quality Assurance Manager/Auditors; • Allocated Portion of Telephone Charges Based on FTEs; • Operational Charges such as Utilities, Occupancy, Liability Insurance, etc.; • Purchased Services, such as Supplies; Administrative Services, such as Shredding; • Clerical Positions. Categories for Direct Service or Service Related: • Foster and adoptive parent recruitment specialist positions; • Direct line supervisor positions; 10/13//06 27
  • 28. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT • Employee Travel (There may be employee travel included for non direct service related but those are very minimal.); • Allocated Portion of Telephone Charges Based on FTEs; • Program Director/Manager. 5.0 CONTRACT TERMS AND CONDITIONS 5.1 Payment for Services The BMCW will use a cost based payment mechanism for the Recruitment Services. Features of payment mechanisms are: • Agencies will be paid a monthly payment based on cost subject to a contract maximum. • Calculation of allowable costs is based on the DHFS Allowable Cost Policy Manual. Costs associated with Foster and Adoption Recruitment Services include staff costs, fringe benefits, supplies, administrative expenses, informational meetings, recruitment and community events, foster/adoptive parent interest surveys and promotional advertising on radio, television, faith-based forums, newspaper coverage, internet sites, word of mouth and yellow pages, etc. 5.2 Special Contract Requirements The vendor must ensure the provision of Foster and Adoption Recruitment services will comply with all the aspects of The Wisconsin Model. This document provides a specific structure for gathering, organizing and assessing relevant information in Child Protective Services (CPS) cases so that it may be used most effectively to make critical decisions throughout the CPS case process. Submittal of the proposal by the vendor will constitute the vendor’s full understanding of, commitment in, and adherence to the requirements listed below and those contained within the RFP and all attachments. 5.3 Special Contract Terms and Conditions The contractor’s staff must be available for contract responsibilities and attend all meetings and training required by DCFS /BMCW to maintain up-to-date knowledge of federal and state laws, regulations, standards, and policy interpretations. At minimum, the contractor shall be open and provide staffing to conduct normal business during the same days and hours that the BMCW is open. (The BMCW is open for business Monday through Friday from 8:00 a.m. until 5:00 p.m. The BMCW is 10/13//06 28
  • 29. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT closed on the following holidays: Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve Day, Christmas Day, New Year's Eve Day, New Year's Day.) 5.4 General Contract Requirements The following items are required to assure the continuation of funds. These requirements will form part of the contract used to award these funds. Failure to comply with these requirements may result in disallowance of expenditures or termination of the agreement. a) Acceptance of Proposal Content A successful vendor who receives this award will be obligated to meet all requirements mandated within this RFP. Mandated requirements include language in this RFP narrative which reads “must,” “must ensure,” “is responsible for ensuring,” and any other statement which denotes that a specific action or responsibility is expected. b) Allowable Costs A successful vendor will be required to comply with the DHFS Allowable Cost Policy Manual. A copy of the DHFS Allowable Cost Policy Manual is available on line at: http://www.dhfs.state.wi.us/Grants/Administration/ACPM.HTM. c) Capital Equipment Funds may be used to purchase capital equipment with prior written approval from the BMCW. Capital equipment costs are defined as all costs associated with the acquisition of assets having a value in excess of $5,000, and a useful life in excess of one year. d) Reports and Documentation Reports and documentation of both programmatic and fiscal activity will be required for the purpose of documenting the satisfactory meeting of contract responsibilities, in accordance with the requirements contained within this RFP and in the final contract. Detailed policies and procedures related to documentation and reporting of information to eWiSACWIS, must be followed. The vendor must accept the cost of decentralization, such as the cost of automation, although BMCW will seek to help with federal matching funds when appropriate and available. The official and required reporting and documentation system is eWiSACWIS, and the vendor must ensure that staff have basic proficiencies with the use of electronic technologies including use of FAX, email, Window NT, Microsoft Word, and telephone answering equipment. Failure of the successful vendor to accept these obligations may result in cancellation of the award. As part of its contract obligations, the successful vendor shall, at the request of BMCW, appear before the administrator, managers, or any other persons or groups, including committees or the Legislature, to clarify findings and to answer 10/13//06 29
  • 30. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT any questions at any time during or after the contract period. The successful vendor shall complete and submit all reports for state or federal reporting as required in the contract. e) News Releases and Public Relations Activities News releases pertaining to this award or any part of the proposal shall not be distributed without the prior written approval of BMCW. Copies of any news releases distributed regarding this program during the contract period will be submitted to and approved by DCFSBMCW prior to release. The successful vendor is required to cooperate with the public relations activities of the BMCW, the Department of Health and Family Services, and the Office of the Governor as needed or requested. f) Legal Services Contract funds may be used to provide legal advice to the lead agency for purposes of carrying out its contract obligations, however, legal opinions related to program or policy interpretation must first be sought through the Department’s Office of Legal Counsel. Funds may not be used for lobbying or contract disputes that might arise with BMCW whether pursued directly by the contractor or through a representative. The lead agency will indemnify and hold harmless the State of Wisconsin and all of its officers, agents and employees for all suits, actions, damages, or claims of any character, including attorney’s fees, brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the lead agency, or any of its contractors, in prosecuting work under this agreement. g) Employment The successful vendor will not engage the services of any person or persons now employed by the State of Wisconsin, including any department, commission, or board thereof, to provide services relating to this agreement without the written consent of the employer of such person or persons and of the BMCW. h) Dual Employment Section s. 16.417, Stats., prohibits an individual who is a state employee or who is retained as a consultant full-time by a state agency from being retained as a consultant by the same or another agency where the individual receives more than $12,000 as compensation within the same one-year period as the resulting contract. This prohibition applies only to individuals and does not include corporations or partnerships. Contrary to intent of Wisconsin Administrative Rule HFS 56.04(2) on who can be issued a foster care license, BMCW prohibits any staff (State or contracted 10/13//06 30
  • 31. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT partner) to be licensed as a foster parent by BMCW or by the licensing agent contracted with BMCW. Staff may be licensed as a foster parent by another county or by a private child placing agency for children who are not under BMCW’ custody or responsibility (subject to verification that no conflict of interest exists.) i) Sub-contracting Foster and Adoption Recruitment Services functions cannot be subcontracted. j) Minority Business The State of Wisconsin is committed to the promotion of minority business in the State’s purchasing program and has a goal of placing five (5) percent of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.755, and 560.036(2), Wis. Stats. The contracting agency is committed to the promotion of minority business in the state’s purchasing program. With this procurement, the successful vendor will be encouraged to purchase services and supplies from minority businesses certified by the Wisconsin Department of Commerce, Bureau of Minority Business Development. A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of Minority Business Program, (608) 267-7806. This information is also available on line at the following web address: http://www.doa.state.wi.us/section_detail.asp?linkcatid=46 k) Audits The contractor that is the successful vendor will submit to the BMCW a certified annual audit report within 180 days after the close of the fiscal year. The audit shall be in accordance with the applicable federal and state audit requirements, which could include: a. Federal OMB Circular A-133 Audits of States, Local Governments, and Non-Profit Organizations (on line at www.whitehouse.gov/omb/ circulars); b. The State Single Audit Guidelines (on line at www.ssag.state.wi.us) if the Provider is a local government that meets the criteria of OMB Circular A- 133 for needing an audit in accordance with that Circular; c. The Provider Agency Audit Guide (on line at www.dhfs.state.wi.us/ grants/Audit/PAAG/) for all other Providers. The Department reserves the right to conduct an independent audit of the successful vendor if the vendor fails to secure an audit covering all funds 10/13//06 31
  • 32. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT or a follow-up review of selected areas is determined to be necessary. In the event that the successful vendor fails to secure an audit, the Department’s costs for completing an audit will be charged back to that organization. l) Termination of Agreement The BMCW may terminate this agreement at its sole discretion with ninety (90) days written notice to the lead agency. The State reserves the right to terminate this agreement with less notice if BMCW determines a breach or default has occurred or it is necessary to protect the best interests of the State. The Department may immediately terminate this Contract, by notice of termination, if it is found after due notice and examination that there is a violation by the Contractor of any conflict of interest, ethics or similar state laws, including the disclosure requirements under sec. 19.45, Stats., applicable to the Contractor in the procurement of or performance under this Contract. Upon termination, BMCW liability will be limited to the cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of BMCW. If the Department, after due diligence, has not secured a replacement contractor at the end of the 120 day period, the Contractor shall continue providing the services under this Contract until such replacement is secured. During this notice period the Contractor remains responsible, and shall provide, the services as described under this Contract. The Department shall be liable only for payment in accordance with the terms of this Contract and only for services provided prior to the effective date of termination. However, the Department will reimburse the Contractor for actual Costs, subject to the Contract's maximum reimbursement, incurred by the Contractor for providing the services under this Contract after the 120 day period and until replacement is secured. If such termination is prompted by the lead agency, a written notice to that effect must be delivered by the lead agency to the BMCW not less than six (6) months prior to said termination. The lead agency retains responsibility for the requirements of the contract throughout this time period. In the event that either the successful vendor or BMCW terminates this agreement, for any reason whatsoever, the successful vendor will refund to BMCW within fourteen (14) days of said termination all payments made hereunder by BMCW to the successful vendor for work not completed or costs not incurred. Upon termination of this Contract, the Contractor shall forthwith return to the Department all confidential information, paper materials and other properties held by the Contractor for purposes of providing services under this Contract. In 10/13//06 32
  • 33. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT addition, each party will assist the other party in orderly termination of this Contract and the transfer of all aspects hereof, tangible and intangible, as may be necessary for the orderly, nondisrupted business continuation of each party. The BMCW may require that the lead agency continue providing services during a turnover period extending beyond the planned termination date if a successor agency is not fully prepared to provide services. m) Incurring Costs The State of Wisconsin is not liable for any cost incurred by vendors in responding to this RFP. Costs for the contract may not be incurred prior to the effective date of the contract. n) Waiver of Informalities The BMCW reserves the tight to accept or reject any or all responses to the RFP, waive minor informalities and to accept only those proposals which meet the basic requirements of the RFP in the judgment of the BMCW. The determination of whether an RFP condition is substantive or a mere informality shall reside solely with the BMCW. o) Proprietary Information Data contained in the proposal, all documentation provided therein, and materials and innovations developed as a result of this contract award cannot be copyrighted or patented without written authorization from DCFSBMCW. All data, documentation, and innovation become the property of the State of Wisconsin and the Department of Health and Family Services. The successful vendor agrees that DHFS shall have royalty-free, non-exclusive, and irrevocable rights to reproduce, publish, or otherwise use and authorize others to use any materials and innovations developed as a result of this contract award. Any copyright material authorized by DHFS or distribution of materials developed through this contract award will acknowledge use of DHFS funds. p) Affirmative Action and Civil Rights Compliance The successful vendor or subcontractor to the successful vendor with a contract of an expected value of $25,000 or more and who has a workforce of 25 or more employees must 1) submit an affirmative action plan for approval to OSF within fifteen (15) working days after the contract is awarded (instructions on preparing the plan and technical assistance regarding this requirement are available from the DHFS Affirmative Action/Civil Rights Compliance Office); and 2) must agree to post in conspicuous places, available for employees and vendors for employment, a notice to be provided by OSF that sets forth the provisions of the State of Wisconsin’s nondiscrimination law. Failure to comply with the conditions of this section may result in the successful vendor or subcontractors becoming declared an “ineligible” contractor, termination of the contract, or withholding of payment. No other qualified persons shall be excluded from participation in, be denied the benefits of, or otherwise be subject to discrimination in any manner on the basis of race, color, national origin, religion, 10/13//06 33
  • 34. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT sex, disability, or age. This policy covers eligibility for and access to service delivery and treatment in all programs and activities. In delivering services to adolescents and their families, the successful vendor must ensure civil rights compliance consistent with the Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act. q) Non-Discrimination in Employment In connection with the performance of work under this contract, the successful vendor and any subcontractor agree not to discriminate against any employee or vendor for employment because of age, race, religion, color, handicap, sex, marital status, physical condition, arrest or conviction record except as provided in s. 48.685, Wis. Stats., developmental disability as defined in s. 51.01 (5), Stats., sexual orientation or national origin. This provision shall include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The successful vendor agrees to post in conspicuous places, available for employees and vendors for employment, notice to be provided by the contracting administrator setting forth the provisions of the non-discrimination clause. The successful vendor and any subcontractors agree to take affirmative action to ensure equal employment opportunities. r) Terms and Conditions Vendors must read the Standard Terms and Conditions Form, DOA-3054, and Supplemental Terms and Conditions Form, DOA-3681, and must agree to the terms and conditions contained therein. s) Availability of Records All information provided to or obtained by the successful vendor is the sole property of the State of Wisconsin. The successful vendor will maintain the confidentiality required by state and federal law. The DCFSBMCW in its monitoring of the contract, reserves the right to inspect or investigate any and all contract and subcontract agency records, procedures, and operations at any time during and after the close of the contract period. t) State and Federal Statutes The successful vendor must ensure that all of its employees and any of its agents have a working knowledge of and comply with all applicable state and federal statutes and regulations in performance of services delivered under the RFP. u) Confidentiality The successful vendor must provide all staff with information and training on 10/13//06 34
  • 35. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT federal and state statutes, administrative codes, and applicable policies and procedures related to confidentiality of client records as defined by DHFS. The successful vendor will indemnify and hold harmless the Department from all damages, costs, liabilities, and expenses caused by or arising from the vendor’s failure to protect confidential information. v) State Policies The successful vendor must comply with all policies, procedures and provisions as referenced or attached to this RFP or otherwise provided by BMCW. w) Executed contract to constitute entire agreement In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, and the proposal of the successful proposer, and additional terms agreed to, in writing, by the agency and the contractor shall become part of the contract. Failure of the successful proposer to accept these as a contractual agreement may result in a cancellation of award. 5.5 Standard and Supplemental Terms and Conditions The State of Wisconsin reserves the right to incorporate standard State contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions (DOA-3054) and Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681). Failure of the successful vendor to accept these obligations in a contractual agreement may result in cancellation of the award. 10/13//06 35
  • 36. RFP # 1576 BMCW 10/13/06 RECRUITMENT OF FOSTER AND ADOPTIVE FAMILIES Attachment A-1 Map of the BMCW Service Territories 10/113/06 1576 BMCW-SM 36
  • 37. RFP # 1576 BMCW 10/13/06 RECRUITMENT OF FOSTER AND ADOPTIVE FAMILIES Attachment A-1 Service Territory Boundary Descriptions Description of the Region #1 and Region #2 dividing line. Beginning at the North Milwaukee County line and the intersection of the Western boundary of the City of Brown Deer, travel south and east along City of Brown Deer boundary until the line intersects with the City of River Hills boundary; then Follow the City of River Hills boundary south to the City of Glendale boundary; then Follow the City of Glendale boundary south to W. Silver Spring; then Follow W. Silver Spring west to N. 27th; then Follow N. 27th south to N. Teutonia; then Follow N. Teutonia south to W. Ruby; then Follow W. Ruby west to N. 26th; then Follow N. 26th north to W. Glendale; then Follow W. Glendale west to N. Hopkins; then Follow N. Hopkins south to W. Congress; then Follow W. Congress west to N. Sherman; then Follow N. Sherman south to W. Locust; then Follow W. Locust to N. 24th; then Follow N. 24th south to W. Juneau. This point ends the dividing line between New Region #1 and New Region #2. Description of the northern boundary of New Region #3. Beginning at the intersection of the Western Milwaukee County boundary and the Southern City of Wauwatosa boundary, follow the Southern boundary of the City of Wauwatosa east to the intersection of the Menominee River; then follow the Menominee River east to W. Wisconsin; then follow W. Wisconsin east to N. 35th; then follow N. 35th north to W. Juneau; then follow W. Juneau east to N. Prospect; then follow N. Prospect south to Mason; then follow Mason east until end of road and; then follow an imaginary line extended from the end of Mason to the eastern Milwaukee County Boundary. This point ends the northern boundary of New Region #3. 10/113/06 1576 BMCW-SM 37
  • 38. RFP # 1576 BMCW 10/13/06 RECRUITMENT OF FOSTER AND ADOPTIVE FAMILIES Attachment A-2 Related Child Welfare and Program Definitions The following definitions are used throughout the RFP or are pertinent to child welfare and resource recruitment: “Adoption” is the method provided under ss. 48.81 to 48.975, or if applicable, the laws of another state or jurisdiction, to establish the legal relationship of parent and child between persons who are not related by birth, with the same mutual rights and obligations that exist between children and their birth parents. “Adoption Assistance” means assistance provided by the Department of Health and Family Services (DHFS), as provided under ss. 48.975 and relevant administrative code, to the prospective parents of a child placed for adoption. “Adoption Exchange” is an organization that contracts with the State to photo list all children available for adoption and needing an adoptive or foster/adopt home. If no placement is identified for the child within 90 days of listing or if the needs of the child require a unique home then the adoption exchange will list the child on the National Adoption Network. “Adoptive Placement” means the placement of a child who is legally free for adoption in an approved prospective adoptive family which has been approved for placement with a signed adoptive placement agreement as required by s.48.64 (1m) Stats. or 48.833, Stats. “AdoptUSkids” is an organization that contracts with the Federal Government to assist in finding homes for children available for adoption. This listing is done on a national level so that a larger number of potential resources can be identified. “Vendor” means one organization or two or more organizations joined together for the purpose of submitting a proposal in response to this RFP. “Approved for Placement” means a determination has been made that the vendor meets all eligibility criteria and is available for placement of a special needs child of the description recommended in the home assessment. “BMCW” or “Bureau” means the Bureau of Milwaukee Child Welfare. “Child placing agency” means a child welfare agency licensed under s. 48.60, Stats. and Ch.HFS 54, Adm. Code, to place children in out-of-home care. “Child Protective Services” or “CPS” means specialized services provided to families, which are designed to control for the safety of children who have been maltreated or who are at risk of maltreatment, to ameliorate the effects of maltreatment, and to alter the conditions that create the risk of child maltreatment. 10/113/06 1576 BMCW-SM 38
  • 39. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-2 “Community & Neighborhood-Based Services” means services which are advanced from and within local resources; such services rely upon locally designed and implemented, deliberate and structured arrangements at the service site or other local level among public and private agencies, both informal and formal; services are designed for the purpose of responding more immediately and flexibly to family needs in order to improve the safety, health, functioning, success, and overall well-being of children and families. "Concurrent Planning" is an approach to permanency planning for children placed in foster care which involves a dual focus throughout the care episode to allow timely movement towards termination of parental rights and adoption if reunification is not accomplished promptly. “Consortium” means an agreement, combination, or group of agencies formed to submit a proposal in response to this RFP as the vendor, including a designated lead agency and fiscal agent. “Consultation” responsibilities will support the quality and timeliness of permanency by developing and maintaining supportive, informative working relationships with local child welfare agency staff, court representatives, service providers, and families. “Contractor” means the vendor awarded the contract based on this RFP. "Coordinated Service Team (CST) means a team of individuals (formal and informal members) who will support the family after system involvement in identifying services and providers to meet the needs of the family. “Corporation” means a legal body formed and authorized by law to act as a single entity although constituted by one or more persons or organizations and legally endowed with various rights and duties responding to this RFP as the vendor. “Cultural Competence” is a set of congruent behaviors, attitudes, practices, and policies that are formed within a system, within an agency, and among professionals that enable the system, agency and professionals to work respectfully, effectively, and responsibly with customers/clients from diverse family traditions and socio-economic backgrounds. “Cultural Diversity” is the presence of individuals and groups from different cultures; cultural diversity in the workplace refers to the degree to which an organization, agency, or other group is comprised of people from a variety of differing backgrounds related to behaviors, attitudes, practices, beliefs, values, and racial and ethnic identity. Department” or “DHFS” means the Wisconsin Department of Health and Family Services. 10/13//06 39
  • 40. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-2 “Division” or “DCFS” means the Division of Children and Family Services within the Department of Health and Family Services. “Domestic Violence” is a pattern of assaultive and coercive behavior, which may include physical, sexual, and psychological attacks, as well as economic coercion, that is used towards one’s partner, adult family member, or cohabitant. “eWISACWIS" means Wisconsin’s automated child welfare database and case management system. “Evaluation Committee” means a group of representatives from key stakeholders whose responsibility is to review and evaluate all responding proposals to this RFP and to recommend the selection of the successful proposal. “Expedited TPR (Fast Track)” is the termination of parental rights process within a shortened period of time. “Family” is a group of individuals who share common life experience and form connections with one another and defines itself as a family. Family may include a child and his or her biological, adoptive, or temporary foster parents, plus siblings, extended family, significant others and any other blood and in-law relatives as defined by the family. “Family Assessment” is a component of the CPS casework process in which the ongoing caseworker engages the family in a study and analysis of concerns contributing to safety in order to arrive at a case plan that will reduce the risk of maltreatment and eliminates the threat to safety or controls for safety. The caseworker must make attempts to engage the family. To the greatest extent possible, the assessment should reflect the judgments of the family and caseworker together. “Family-Based Services” are the assessment, treatment, and case management services which 1) have a family focus and consider the family as a unit; 2) use an ecological or systems theory approach to service delivery; 3) are committed to family preservation unless child safety cannot be assured; 4) are community and home-based; 5) are predicated on a close working partnership with the family; and 6) are committed to empowering families, instilling hope, and helping families to set and achieve their own priorities and goals. “Family-Managed Safety Planning” is the process of moving the family toward self management of the child safety factors. There are three phases of family-managed safety planning: control, family stabilization and self-management. 10/13//06 40
  • 41. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-2 “Fiscal Agent” is an agency managing the finances of the contracts. It is responsible for the receipt and administration of funds and for the submission of all fiscal reports to the Wisconsin Department of Health and Family Services. For a single vendor, the fiscal agent is that vendor. A consortium vendor must designate a fiscal agent. “Fit and Willing Relative" a fit and willing relative is a relative of the child who successfully completes a background check under s. 48.685, who has expressed a willingness to provide care for the child until the child is 18 years of age, and who has the capacity to provide for the child until the child’s 18th birthday. “Foster home” means any facility operated by a person required to be licensed under s. 48.62(1)(a), Stats., and Ch. HFS 56, Adm. Code, in which care and maintenance are provided for no more than 4 foster children or up to 6 in the case of foster children who are siblings. “Foster Home Conversion” is the adoption of a child by a family that served as the foster family of the child before the child was freed for adoption, and that was subsequently selected as the best potential adoptive placement. “Foster parent” means a person licensed under s. 48.62(1)(a) or (b), Stats., and Ch. HFS 56 or Ch. HFS 38, Adm. Code, with primary responsibility for the care and supervision of foster children placed in his or her home, or a parent in a family-operated group home licensed under s.48.625, Stats., and Ch. HFS 57, Adm. Code. “Guardianship” Legal guardianship means a judicially created relationship between child and caretaker, which is intended to be permanent and self-sustaining as evidenced by the transfer to the caretaker of the following parental rights with respect to the child: protection, education, care, and control of the person, custody of the person, and decision-making. The term "legal guardian" means the caretaker in such a relationship. “Independent Living” means the transitional necessary services, supports and opportunities provided to assist youth in transition when leaving out-of-home care to independent living in order to maximize their ability to become self-sufficient, productive, and healthy adults. “Initial Assessment” is a component of the CPS casework process that involves problem validation, initiates service provision, and begins the establishment of a working relationship between CPS and the family. “Intake” means a component of the CPS casework process that involves the identification of possible child maltreatment and initiates the assessment of child safety and risk of maltreatment. 10/13//06 41
  • 42. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-2 “Kinship Care" Kinship care means the program described under s. 48.57(3m), which provides specific assistance to children and families through the provision of a monthly payment to a relative. “Lead Agency” is a member of an vendor consortium designated responsible to fulfill the roles described for the lead agency on pages 3 and 4 of this RFP. The lead agency is responsible for signing the contract. The lead agency may also be the fiscal agent. “Legal Risk Placement” is a foster care placement of a child who is not yet legally free for adoption. The child welfare agency has established a permanency plan of termination of parental rights for adoption. The foster is approved as an adoptive family, the family is aware of the legal risks and the family currently states a willingness to adopt the child if the child is freed for adoption. A legal risk placement cannot be an adoptive placement unless the “legal risk” is an appeal of a completed termination of parental rights. “Long Term Foster Care” is a placement option for children who do not reach permanency. “Maltreatment” means the negative physical, emotional, or sexual treatment of a child in such a manner that the child’s emotional, cognitive, or physical development is or will be impaired. Physical and sexual abuse and emotional damage are defined at s. 48.02(1), Stats., and neglect is defined at s. 48.981(1)(d), Stats. “Neighborhood Network of Family Services” means a community-based system of service providers developed by a lead agency or agencies to provide treatment services designed to ameliorate the need for CPS involvement. Such services can include parent education services, mental health counseling and psychiatric services and substance abuse treatment services. “Ongoing Caseworker” is staff person who actively regulates assistance provided to children and families. As part of child protective services case management, the ongoing caseworker directs the child protective service case process including the continuous assessment of child safety, development of plans and use of services to ensure child safety, completion of a family assessment, development of a case plan, coordination of treatment services, evaluation of case progress, and movement toward case closure. “Out-of-Home Placement” means care provided to a child removed from his or her home; this care could be provided through a relative, a foster home, a treatment foster home, shelter care, a group home, or a residential care center for children and youth. “Outcome” means a positive result or change in behavior, emotion, cognition, role performance, interactions of family members, or environmental circumstances which, when achieved, reduces the risk of maltreatment. 10/13//06 42
  • 43. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-2 “Partnership Council” means a group of representatives who are responsible for providing program and policy suggestions, recommending evaluation measures, funding opportunities and priorities, systems coordination and capacity building. The formation of this council and its composition are described in statute established under 1995 Wisconsin Act 303. “Permanency Consultation” is the use of a permanency consultant in permanency planning for children placed in a temporary out-of-home placement. The approach involves a dual focus throughout the care episode to allow timely movement towards termination of parental rights and adoption if reunification is not accomplished promptly. “Permanency Goals” is the desired outcome of intervention and service that is consistent with the health, safety, well-being, and best interest of the child. “Permanency Plan” is a specific plan for a child placed outside of his or her home, required under s. 48.38, Stats., for promptly reuniting a child with his or her family or arranging for a permanent home. “Photo Listing” with the Adoption Exchange is required for any child in need of an adoptive placement as stated in HSS 50, Wis. Adm. Code. Photo listing is also used for legal risk children in need of a foster/adopt home prior to TPR. “Pre-Qualification” means the first phase of the RFP process in which the vendors must demonstrate their experience and qualifications as an organization to perform the duties of a lead agency for ongoing case management and safety services for the BMCW. Those agencies that meet the predetermined minimum requirements are eligible to participate in Phase II of the RFP process. “Proposal” means the response to this RFP. “Risk” means the likelihood that maltreatment will occur. “Safe Haven” is an act by which a parent can relinquish custody of child up to 72 hours after birth. “Safety” means the present security and well being of a child who has been assessed to be at risk of maltreatment. “Safety Services” means specialized assistance provided to a family following the completion of an analysis of child safety and intended for the sole purpose of controlling for safety; safety services differ from treatment services in that they are short-term and used strictly to control for the immediate safety and well-being of the child. 10/13//06 43
  • 44. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-2 “Safety Services Case Management” consists of specialized services utilized following the completion of an analysis of child safety and intended for the sole purpose of controlling for safety, stabilizing the family, and assisting the family in developing linkages to informal, formal, and natural supports in order to safely care for children in the home without further child protective or safety services program involvement. “Safety Services Manager” means the person responsible for coordinating in home services to ensure child safety and evaluating service provision and for ensuring the thorough completion of program requirements with each assigned family. “Safety Services Providers” means professionals, para-professionals, and volunteers of safety services lead agency and/or organizations or programs with whom the safety services lead agency has developed sub-contractual or other formal arrangements to deliver specific safety services to children and families referred to the safety services lead agency by the initial assessment units of the Bureau of Milwaukee Child Welfare. “Services Provider Network” means a community-based system of service providers developed by a lead agency or agencies to provide treatment services designed to ameliorate the need for CPS involvement. “Service Site or Territory” means a specific geographical area within Milwaukee County designated by the BMCW as a service region. “Sub-contractor” means an organization or group with whom the vendor has developed or proposes to develop a contractual agreement to provide permanency consultation services within a lead agency. “Sustaining Care” is a legal contractual relationship established by a court. DHFS maintains guardianship, the county is granted custody and the court grants certain rights and responsibilities, subject to the authority and responsibilities of the guardian and legal custodian, to a licensed foster parent or kinship care relative following the termination of the parental rights of the parents of the child. The court further determines that the child is unlikely to be adopted or that adoption is not in the best interest of the child. “Termination of Parental Rights” is a court procedure which ends the parental rights of one or both parents of a child, informs the birth parent(s) of the adoption records provisions of the statutes and, if the rights of both parents are terminated, transfers guardianship and custody of the child. “Treatment Services” are specialized services identified in the assessment utilized to address the core conditions causing risk of maltreatment. Treatment Services are intended to achieve the outcomes identified in the case plan, to alleviate core conditions warranting CPS intervention, and to ameliorate any effects resulting from maltreatment. 10/13//06 44
  • 45. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-2 “Vendor” means a firm/organization submitting a proposal in response to this RFP. “Wraparound” means an individualized, empowerment approach to service delivery emphasizing community, family, and strength based service approaches that are flexible, categorically unconditional, and culturally competent, and which rely on measurable objectives. 10/13//06 45
  • 46. RFP # 1576 BMCW 10/13/06 RECRUITMENT OF FOSTER AND ADOPTIVE FAMILIES Attachment A-4 Foster and Adoption Recruitment Services RFP Evaluation Criteria 3.5.1 Developing and Maintaining an Effective Foster Care and Adoption Recruitment Plan (50 Points) In this section of the proposal, the vendor is to provide a full discussion regarding the following elements: Agency describes how they will: 1. Ensure a diverse pool of quality foster and adoptive families are available to match the needs of children requiring out of home care and adoptive placement, including sibling groups and those children with particular needs (i.e. medically needy, pregnant and parenting teens, e.g.); (0-10 points) 2. Engage, inform, and educate the broader community about the needs of children who require out of home care and adoptive placement; (0-5 points) 3. Establish and maintain positive connections and partnerships with non- traditional partners in the business and faith-based communities; (0-5 points) 4. Identify the current and changing needs of children in BMCW care; (0-5 points) 5. Include maternal and paternal relatives for potential foster/adoptive placements; (0-5 points) 6. Develop and implement general, targeted and child specific recruitment strategies; (0-5 points) 7. Develop and implement recruitment efforts that will result in a diverse pool of culturally competent foster families. Please include how your efforts will help meet the requirements of the federal Multiethnic Placement Act; (0-5 points) 8. Describe how recruitment efforts will result in a pool of competent foster and adoptive families who recognize and understand that reunification and permanence are primary goals in meeting the needs of children in the out-of- home care system. (0-5 points) 9. Identify foster and adoptive families within the neighborhoods and zip code areas children are removed from to ensure continuity of school, familial, and community ties. (0-5 points) 10/113/06 1576 BMCW-SM 46
  • 47. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-4 3.5.2 Building and Maintaining a Qualified, Stable Workforce (50 Points) In this section of the proposal, the vendor is to provide a full discussion regarding the following elements: Agency describes how they will: 1. Ensure the recruitment and retention of sufficient numbers of direct services staff and managers to conduct responsibilities of this contract; (0-15 points) 2. Ensure the recruitment specialists are oriented to their roles and responsibilities and receive ongoing training; (0-15 points) 3. Ensure a diverse and culturally competent workforce who understand the comprehensive needs of children served by the BMCW in foster care and adoptions; (0-10 points) 4. Ensure a strong, collaborative leadership, management and supervision of the staff and program. (0-10 points) 10/13//06 47
  • 48. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-4 3.5.3 Quality Assurance (50 Points) In this section of the proposal, the vendor is to provide a full discussion regarding the following elements: Agency describes how they will: 1. Develop, implement, and maintain the quality of recruitment strategies; (0-10 points) 2. Define measurable performance outcomes related to recruitment of foster and adoptive families; (0-10 points) 3. Monitor performance outcomes, including reassessment of outcomes; (0- 10 points) 4. Identify and address barriers to performance outcomes; (0-10 points) 5. Provide both private and public performance outcomes, including methodology to be used and frequency of such reports. (0-10 points) 10/13//06 48
  • 49. RFP # 1576 BMCW 10/13/06 RECRUITMENT OF FOSTER AND ADOPTIVE FAMILIES Attachment A-4 3.5.4 Collaboration and Communication with the BMCW, its Partner Agencies, Families, and the Community (40 points) In this section of the proposal, the vendor is to provide a full discussion regarding the following elements: Agency describes how they will: 1. Ensure effective communication and collaboration with case management and licensing staff; (0-10 points) 2. Engage with other economic and community supports in approaches to assure recruitment efforts are coordinated and delivered; (0-10 points) 3. Demonstrate cultural responsiveness and culturally competent services: a. Your agency is aware of and responsive to cultural distinctions families present to successfully engage them in a culturally appropriate and effective way; (0-5 points) b. Your agency has sufficient language proficiency among staff and contractors to communicate and interact effectively with non-English speaking children and families; (0-5 points) 4. Commit at the highest level of leadership to working with the BMCW, other contract partner agencies, and key stakeholders in the implementation of best practice recruitment strategies and outcomes for children. (0-10 points) 10/113/06 1576 BMCW-SM 49
  • 50. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-4 3.5.5 Cultural Competency Practice (50 points) In this section of the proposal, the vendor is to provide a full discussion regarding the following elements: Please describe how your agency will: 1. Incorporate a value for cultural diversity into the ethos of its organization; (0-25 points) 2. Ensure staff is culturally competent and exhibits a respect and value for cultural diversity in a broader sense. (0-25 points) 10/13//06 50
  • 51. RFP #1576 BMCW -SM 10/13/06 RECRUITMENT Attachment A-4 3.5.6 Budget (20 points) In this section of the proposal, the vendor is to provide a full discussion regarding the following elements: 1. Agency provided costs (see Attachment A-5) that will tie back to the narratives you have provided to achieve recruitment goals for items in sections 3.5.1 through 3.5.4. (0-15 points) a. Personnel i. Title of Position: List each full time and part time project position by its title (professional and clerical) which will be funded by the contract. ii. Percent of Time Budgeted iii. Hourly Rate or Monthly Salary: List the hourly rate or monthly salary for each project position listed. If salary increases are to be effected during the contract period, this amount must be budgeted at the time of proposal. iv. Hours per Week: In the case of employees paid on the basis of hours worked only, estimate for each of those positions the total number of hours per week to be devoted to the project. v. Number of Months: Indicate the total number of months of employment to be devoted to the project for each position listed. vi. Personnel Cost: Indicate the salary to be charged to the project for each position listed. vii. Salary Sub-Total: This is the sum of the lines above in column vi. that lists the agency project positions. b. Fringe Benefits List the Fringe Benefits costs for all positions that will be funded by the project. If the position is assigned a fraction of time to the project, only that same fraction should be charged to the fringe benefits column. Fringe benefits include such items as FICA, Unemployment Insurance, Retirement, Life Insurance, Workers Compensation, and Health Insurance. Also, enter the percentage used to compute fringe benefits. c. Insurance If applicable, enter the cost for agency personal liability insurance. d. Travel for Staff 2. Agency budget reflects sound fiscal judgment and responsibility. (0-5 points) 10/13//06 51
  • 52. RFP # 1576 BMCW 10/13/06 RECRUITMENT OF FOSTER AND ADOPTIVE FAMILIES Attachment A-5 Foster and Adoption Recruitment Services Foster/Adoptive Family Recruitment Services Available Allocation 700,000 Category Expense Total Salaries and Wages CEO/Director - Management - Supervisory - Direct Line Staff - Clerical Support - Other - - Payroll Taxes and Fringe Benefits Payroll Taxes - Fringe Benefits - - Operation and Maintenance Advertising - Depreciation - Equipment - Maintenance and Repair - Miscellaneous - Permits and Licenses - Postage and Shipment - Publications and Printing - Rental/Occupancy - Supplies - Telephone - Utilities - Vehicle Expense - - Employee Expense Meetings and conferences - Travel - Training - Memberships - - Purchased Services Accounting and Auditing expense - Professional Services - Professional Liability Insurance - Business/Auto Insurance - Other - - Client Services Network Services - Client Needs - - Parent Organization Chargebacks Allocated Costs - - Grand Total Expense - 10/113/06 1576 BMCW-SM 52