1. Texas Health and Human Services Commission (HHSC ) Procurement and Contracting Services (PCS) Vendor Conference Post Permanency Services - Statewide Request for Proposals # 530-17-0003 Date: July 11, 2016 1

2. Welcome  Introductions  Laura Steadman, HHSC Procurement and Contracting Services (PCS)  Theresa Moran, CPS Regional Contracts Program Specialist, DFPS  Paula Lovell, CPS Regional Contracts Program Director  Debbie Bouldin, CPS Kinship Program Specialist  Jillian Bonacquisti, CPS Foster Adopt Team Lead  Joy Simmons, HUB Coordinator, HHSC Procurement and Contracting  Housekeeping Items 2

3. HHSC Procurement Roles PCS- Responsible for procurement activity PCS- Responsible for procurement activity Program- Responsible for project scope, requirements, performance, results, contract management/monitoring Program- Responsible for project scope, requirements, performance, results, contract management/monitoring HUB- Responsible for HUB activity HUB- Responsible for HUB activity Legal – Legal activity and any questions/answers pertaining to legal activities Legal – Legal activity and any questions/answers pertaining to legal activities 3

4. Vendor Conference Overview  Procurement Activities  Program Overview  HUB Items  Questions Submittal  Break  Preliminary Responses to Questions  Closing Comments 4

5. Procurement Activities  Sole Point of Contact – Section 1.2  Schedule of Events – Section 1.3  RFP Amendment and Announcements - Section 1.11  Questions & Answers – Section 3.2  Solicitation Access http://esbd.cpa.state.tx.us/ http://esbd.cpa.state.tx.us/  Submission Requirements – Section 3.14 & 3.15  Evaluation Criteria & Screening – Section 5 5

6. Schedule of Events RFP Release Date Pre-proposal Conference Deadline for Submitting Questions HHSC Post Answers to Vendor Questions Deadline for Submission of Proposals Anticipated Contract Begin Date 6

7. Proposal Content Certification and Other Required Forms Certification and Other Required Forms Project Work Plan Project Work Plan Key Personnel Key Personnel Background and Experience Background and Experience Price Price HUB Subcontracting Plan HUB Subcontracting Plan 7

8. Post Permanency Services Program Overview 8

9. Post Permanency Services  This service is offered in recognition of the fact that the needs of children who were severely abused and neglected often do not surface until after the caregiver(s) is granted Permanent Managing Conservatorship (PMC).  The children, that the Department places with a caregiver who is granted PMC, come into care with multiple needs. Some needs are obvious prior to and at the time of placement, some are predicted to occur after placement and at new developmental stages. Children Heal Best in Families 9

10. 1.1. Scope This solicitation will result in one (1) contract with a Child Placing Agency (CPA) within each of the 11 regions for coverage statewide. This solicitation will result in one (1) contract with a Child Placing Agency (CPA) within each of the 11 regions for coverage statewide. This procurement’s intent is that each selected Contractor will serve as the prime CPA Contractor for one (1) region and must either provide post permanency services directly to the family or subcontract with other CPAs within that region. This procurement’s intent is that each selected Contractor will serve as the prime CPA Contractor for one (1) region and must either provide post permanency services directly to the family or subcontract with other CPAs within that region. The family to be served will have the option to select the CPA who previously worked with this family prior to permanency or the ability to select another CPA within the region. The family to be served will have the option to select the CPA who previously worked with this family prior to permanency or the ability to select another CPA within the region. 10

11. 1.6. Background The role of the DFPS and CPS Program is to protect children and to act in the children’s best interest. The objectives for this procurement are to purchase Post Permanency Services to: The role of the DFPS and CPS Program is to protect children and to act in the children’s best interest. The objectives for this procurement are to purchase Post Permanency Services to: Help the family and child; Help the family and child; adjust to the Permanent Managing Conservatorship; adjust to the Permanent Managing Conservatorship; cope with any history of abuse or neglect in the child's background; cope with any history of abuse or neglect in the child's background; cope with mental health issues the child may have; and cope with mental health issues the child may have; and Avoid the permanent or long-term removal of children from the family. Avoid the permanent or long-term removal of children from the family. 11

12. 2.2. Project Scope DFPS is seeking to procure Post Permanency Services from qualified Respondents for DFPS referred and self- referred PMC families and child(ren) that has an effective, efficient and comprehensive operation for administrative and direct service delivery. 12 2. Mission Results/Scope of Work

13. 2.2. Project Scope continued Direct Service Delivery includes but is not limited to: Outreach, Referral and Service Authorization Outreach, Referral and Service Authorization Casework and Service Planning Casework and Service Planning Crisis Intervention Crisis Intervention Support Groups Support Groups Parent/Caregiver Training Parent/Caregiver Training Post Permanency Counseling Post Permanency Counseling Day Treatment Services Day Treatment Services Therapeutic or Specialized Camp Therapeutic or Specialized Camp Intermittent Alternate Care (Respite) Intermittent Alternate Care (Respite) Other DFPS Approved Services Other DFPS Approved Services 13

14. 2.3. Eligible Population Contractor may certify a family as eligible for post permanency services if all three (3) of the following criteria are met. Eligible families need not reside in Texas to receive services. 2.3.1. DFPS served as the child's managing conservator and the caregiver was granted Permanent Managing Conservatorship; or a licensed child-placing agency in Texas served as the child's managing conservator for Permanent Managing Conservatorship. 2.3.1.1. Families involved may include non-parent relatives and fictive kin who fall under the following categories: Kinship caregivers who receive PMC with PCA (Permanency Care Assistance); Kinship caregivers who receive PMC with PCA (Permanency Care Assistance); Kinship caregivers who receive PMC without PCA; Kinship caregivers who receive PMC without PCA; Foster parents who receive PMC with PCA; and Foster parents who receive PMC with PCA; and Foster parents who receive PMC without PCA. Foster parents who receive PMC without PCA. 14

15. 2.3. Eligible Population continued 2.3.2. The PMC caregiver has requested post permanency services; and 2.3.3. The child is younger than eighteen (18). (When necessary, services may continue for up to ninety (90) days past the child's 18th birthday to ensure an orderly termination of services.) CPS Handbook, 8411.1 Exception: If initial services began during the child’s seventeenth (17 th ) year, services may continue up to six (6) months after the child’s 18 th birthday. (TAC 700.1726, D) 15

16. 2.8.1. Outreach & Referrals Outreach - by the Contractor is an important component of post permanency services. Contractors must have a process that integrates outreach to potentially eligible children and families into post permanency services. Outreach by the Contractor must be designed to reach the Eligible Population. Outreach - by the Contractor is an important component of post permanency services. Contractors must have a process that integrates outreach to potentially eligible children and families into post permanency services. Outreach by the Contractor must be designed to reach the Eligible Population. Referrals - DFPS may refer families that have PMC of a child who is under age 18. Referrals - DFPS may refer families that have PMC of a child who is under age 18. Details are stated in the solicitation document. 16

17. 2.8.2. Eligibility & Service Authorization Contractor must: Develop, implement, and maintain a process to verify and document eligibility for post permanency services. Develop, implement, and maintain a process to verify and document eligibility for post permanency services. Complete a manual Service Authorization, Form 2054 and submit a copy to the CPS Regional Designee within five (5) business days of completion. Complete a manual Service Authorization, Form 2054 and submit a copy to the CPS Regional Designee within five (5) business days of completion. 17

18. 2.8.3. Coordination & Delivery of Services Delivery of the post permanency services is the responsibility of the Contractor. The Contractor must deliver post permanency services that meet the needs of children and their families; Delivery of the post permanency services is the responsibility of the Contractor. The Contractor must deliver post permanency services that meet the needs of children and their families; If service is provided by a subcontractor, Contractor is responsible for ensuring that the service supports and meets the needs of families (includes adoption agencies); and If service is provided by a subcontractor, Contractor is responsible for ensuring that the service supports and meets the needs of families (includes adoption agencies); and Services accessed through a community resource or service provider must be coordinated by the Contractor. Services accessed through a community resource or service provider must be coordinated by the Contractor. 18

19. 2.8.3. Coordination & Delivery of Services continued The Prime Contractor is responsible for: Being knowledgeable about services being provided by their subcontractors and ensure that subcontractors are meeting family needs. Being knowledgeable about services being provided by their subcontractors and ensure that subcontractors are meeting family needs. Becoming familiar with what resources are available in their community and developing resource networks to support families. Becoming familiar with what resources are available in their community and developing resource networks to support families. 19

20. 2.9. Casework & Service Planning Contractor must provide children and their families with post permanency services based on the results of a written intake assessment and must: 2.9.1.-2.9.2. Ensure eligibility of child, family, and providers; 2.9.1.-2.9.2. Ensure eligibility of child, family, and providers; 2.9.3. Length of services; 2.9.3. Length of services; 2.9.4. Manage reimbursement based on the invoicing guide; 2.9.4. Manage reimbursement based on the invoicing guide; 2.9.5. Conduct Casework; 2.9.5. Conduct Casework; 2.9.6. Conduct Service Planning; 2.9.6. Conduct Service Planning; 2.9.7. Conduct Crisis Intervention; and 2.9.7. Conduct Crisis Intervention; and 2.9.8. Request Residential Treatment Center (RTC) care. 2.9.8. Request Residential Treatment Center (RTC) care. 20

21. 2.9.5. Casework Services Must be provided by the Prime Contractor; Must be provided by the Prime Contractor; Document eligibility in accordance with the criteria specified in Section 2.8.2.; Document eligibility in accordance with the criteria specified in Section 2.8.2.; Conduct an initial meeting with each family to explain services available from Contractor; Conduct an initial meeting with each family to explain services available from Contractor; Discussion with a family on the adequacy of services that the family is currently receiving and on the nature of services needed; Discussion with a family on the adequacy of services that the family is currently receiving and on the nature of services needed; Participation in staffing or service planning meeting with other agencies or community resource coordination group (CRCG) that are providing assistance to a child or family; Participation in staffing or service planning meeting with other agencies or community resource coordination group (CRCG) that are providing assistance to a child or family; Participation and provision of educational support to the child and family in the child's school, such as attendance in the Admission, Review, and Dismissal (ARD) committee meetings; and Participation and provision of educational support to the child and family in the child's school, such as attendance in the Admission, Review, and Dismissal (ARD) committee meetings; and When all other services have been exhausted, take into consideration the safety and therapeutic needs of the family, prior to utilizing residential treatment care (RTC) outside the home. When all other services have been exhausted, take into consideration the safety and therapeutic needs of the family, prior to utilizing residential treatment care (RTC) outside the home. 21

22. 2.9.8. Request for RTC Although Residential Treatment Care is not provided by Contractor, there are specific case management tasks required when a family referral is made to CPS for this service. Family must have exhausted all community resources including local mental health authority-MHA and Youth Empowerment Services-YES Waiver wraparound services; Family must have exhausted all community resources including local mental health authority-MHA and Youth Empowerment Services-YES Waiver wraparound services; Their insurance benefits; and Their insurance benefits; and Available post permanency services. Available post permanency services. Also refer to 2.9.8.3. Before Service Delivery and 2.9.8.4. Termination of Services (when CPS is named TMC of child) 22

23. 2.10. Post Permanency Services Support Groups Support Groups Parent/Caregiver Training Parent/Caregiver Training Post Permanency Counseling Post Permanency Counseling Day Treatment Services Day Treatment Services Therapeutic or Specialized Camp Therapeutic or Specialized Camp Intermittent Alternate Care (Respite) Intermittent Alternate Care (Respite) Other DFPS Approved Services Other DFPS Approved Services 23

24. 2.11. Fair Hearings Any family that meets the eligibility requirements for post permanency services in TAC §700.1057(c) of this title (relating to Post Permanency Services), has a right to a fair hearing if a contractor denies, delays, or reduces post permanency services requested by the family. The family must request the hearing either orally or in writing within 90 days after the effective date of the action that the family disagrees with. Any family that meets the eligibility requirements for post permanency services in TAC §700.1057(c) of this title (relating to Post Permanency Services), has a right to a fair hearing if a contractor denies, delays, or reduces post permanency services requested by the family. The family must request the hearing either orally or in writing within 90 days after the effective date of the action that the family disagrees with. A Contractor must have written grievance policies and procedures and must document reasonable actions to resolve disagreements with clients. A Contractor must have written grievance policies and procedures and must document reasonable actions to resolve disagreements with clients. 24

25. Trauma Informed Care Child Welfare Practice Trauma Informed Training: Casework staff – 2 hour computer based training required (2.12.3.2.) Casework staff – 2 hour computer based training required (2.12.3.2.) Clinical staff – prefer evidence based trauma informed child welfare Cognitive Behavioral Therapy CBT (2.10.3.1.) Clinical staff – prefer evidence based trauma informed child welfare Cognitive Behavioral Therapy CBT (2.10.3.1.) 25

26. Required Reports & Records Required Reports (2.13. Table 4): Monthly Activity Report - PCS-110 Monthly Activity Report - PCS-110 Service Plan – 5600 Service Plan – 5600 Contract Performance Measure Data Report Contract Performance Measure Data Report Required Individual Client and Personnel records (2.14. and 2.15. Tables 5-6) 26

27. 2.17. Performance Measures Goal of the Contract: To provide support services to PMC families through purchased Post Permanency Services in order to prevent Permanent Managing Conservatorship (PMC) dissolution 27

28. Output #1: Contractor is responsive to PMC families' requests for Post Permanency services. Purpose: To evaluate the Contractor’s timeliness in initiating contact with families requesting Post Permanency services. Output #1: Contractor is responsive to PMC families' requests for Post Permanency services. Purpose: To evaluate the Contractor’s timeliness in initiating contact with families requesting Post Permanency services. Output #2: Contractor is prompt in addressing the needs of PMC families' requesting Post Permanency services. Purpose: To evaluate the Contractor’s timeliness in developing individualized service plans. Output #2: Contractor is prompt in addressing the needs of PMC families' requesting Post Permanency services. Purpose: To evaluate the Contractor’s timeliness in developing individualized service plans. Output #3: Contractor is efficient in addressing the needs of PMC families' requesting Post Permanency services. Purpose: To evaluate the Contractor’s efficiency in adhering to individualized service plans. Output #3: Contractor is efficient in addressing the needs of PMC families' requesting Post Permanency services. Purpose: To evaluate the Contractor’s efficiency in adhering to individualized service plans. 28 Performance Measures - Outputs

29. Performance Outcome Outcome #1: Clients are satisfied with the authorized services provided by the Contractor. Outcome #1: Clients are satisfied with the authorized services provided by the Contractor. Purpose: To evaluate the contractor’s overall quality of service as perceived by Clients Purpose: To evaluate the contractor’s overall quality of service as perceived by Clients 29

30. Utilization Data Table 7 (page 55) provides data on the children who exited through permanency to a relative by fiscal year of exit over a 5 year period. Table 7 (page 55) provides data on the children who exited through permanency to a relative by fiscal year of exit over a 5 year period. The data is provided to give you a general idea of how many families are out there who could potentially request services. The data is provided to give you a general idea of how many families are out there who could potentially request services. Keep in mind this is a new population being served and awareness of availability of this service could take time. Keep in mind this is a new population being served and awareness of availability of this service could take time. 30

31. Reminder This was a brief overview of the terms and conditions included in this RFP for Post Permanency Services. This was a brief overview of the terms and conditions included in this RFP for Post Permanency Services. Respondents must read and familiarize themselves with all details within the solicitation document. Respondents must read and familiarize themselves with all details within the solicitation document. 31

32. HUB Subcontracting Plan (HSP) Requirements Joy Simmons 32

33. Historically Underutilized Business (HUB) Requirements

34. Requirements HUB PARTICIPTATION REQUIREMENTS The goal for this solicitation is: 26.0% Responding entities must choose an HSP method and provide proper, and complete documentation. A Notification to solicit HUBs is preferred to be in writing. Review attached HSP Checklist for assistance. To meet eligibility requirement for HUB certification you must be: For Profit, 51% owned by an Asian Pacific American, Black American, Hispanic American, American Women, Native American and/or Service Disabled Veteran who reside in Texas and actively participate in the control, operations and management of the company’s affairs. Definitions: Respondent – a person that submits a response – go to CPA website: Rule 20.11, (24), that is posted on ESBD or other websites, providing a bid for the entire project. Subcontractor – firm providing Respondent with bid – go to CPA website: Rule 20.11, (27) for a particular scope or portion of the solicitation including supplies. Responses that do not include a complete HSP shall be Rejected pursuant to Texas Gov’t Code §2161.252(b).

35. HUB SUBCONTRACTING PLAN (HSP) METHODS & REQUIREMENTS Respondent Information Respondent Company Information List of Subcontractors + percentage Good Faith Effort – Attachment A when using all certified HUB’s for project, or meeting or Exceeding the HUB goals Self Performing Justification Good Faith Effort – Attachment B use when HUB total does not meet or exceed HUB goals HUB Subcontracting Opportunity Notification form (optional) Progress Assessment Report Method IIMethod IIIMethod IVMethod VMethod I HSP Submission Requires HSP Methods

36. HSP Method Options Method I 100 % of your subcontracting opportunities will be performed using only HUB vendors; Method II Method utilizes HUB protégé (HUB only) for one or more of the subcontracting opportunities. Which is an approved M/P relationship by a state agency and posted on CPA’s website. Method III Method utilizes HUB’s and Non-HUB’s to perform the subcontracting work identified and the HUB goal identified in the solicitation is met or exceeded. Method IV Method utilizes HUB’s and Non-HUB’s to perform the subcontracting work identified and the HUB goal identified in the solicitation is not met or exceeded. Method V Respondent intends to self-perform all of the work utilizing their own resources, equipment, materials, supplies, transportation, delivery and employees. All Methods Require respondent information, company name and requisition number, plus subcontracting intentions and affirmation signature. HSP SUBMISSION METHODS

37. HSP Method Options All Methods Require Respondent, Company and Requisition information, plus subcontracting intentions and affirmation signature. (Note: Please be sure to thoroughly read page 3 section 4 of the HSP) HSP SUBMISSION METHODS

38. HUB SUBCONTRACTING PLAN – RESPONDENT PLANNING ON SUBCONTRACTING This page is for subcontracting opportunities identified by the scope of work. Place subcontracting opportunity description, percentage of the contract expected to be subcontracted to HUBs and Non- HUBs in correct column. 3. Subcontracting Opportunities 2. Respondent’s Subcontracting Intentions 1. Respondent Name/ Req. Number 1 2 3

39. 3. Subcontractor Selection 2. Subcontracting Opportunity 1. Respondent Name/ Req. Number Identify: Company Name Texas Certified HUB (Y) or (N) (note: VID # is required, for HUB and Non-HUB. Do not enter Social Security Numbers). Texas VID or Federal EIN # Number Percentage Dollar Amount HSP ATTACHMENT A – IF USING METHOD I OR III (required for each subcontracting opportunity listed) 1 2 3

40. HSP ATTACHMENT B – IF USING METHOD II (required for each subcontracting opportunity listed) 3. Mentor Protégé Program (check yes) 2. Subcontracting Opportunity Description 1. Respondent Name/ Req. Number Complete section B2: if the respondent is participating in a Mentor Protégé Program please complete section B1 and B2 for each sub- contracting opportunity. 1 2 3

41. HSP ATTACHMENT B – IF USING METHOD IV (required for each subcontracting opportunity listed) 3. Subcontractor Written Notification 2. Subcontracting Opportunity Description 1. Respondent Name/ Req. Number Complete form documenting contact information for each subcontracting opportunity listed. List (3) three certified HUBs and (2) two Trade Organizations or Development Centers for each subcontracting opportunity listed. Provide Supporting documentation (email, fax, etc.). Contact potential bidders with a minimum of 7 Working days. The initial day of notification is Considered to be “day zero”. 1 2 3

42. HSP ATTACHMENT B – IF USING METHOD II OR IV (required for each subcontracting opportunity listed) 3. Subcontractor Selection Name Identify: Company Name Texas Certified HUB (Y) or (N) (note: VID # is required, for HUB and Non-HUB. Do not enter Social Security Numbers). Texas VID or Federal EIN # Number Percentage Dollar Amount (please provide justification if Non-HUB subcontractor is not selected) 2. Subcontracting Opportunity Description 1. Respondent Name/ Req. Number 1 2 3

43. Method V Requires Respondents, Company, Requisition information, subcontracting intentions, page 3 “Self Performing Justification and affirmation signature. HSP if using Method V 1. Respondent Name/ Req. Number 2.Subcontracting Intentions 3.Self Performing Justification 1 2 3 4. Affirmation Signature 4

44. HSP REMINDERS Documentation is also a key to a successful HUB Subcontracting Plan. The Respondent must submit documentation to the HUB Program Office with their initial response to demonstrate that a Good Faith Effort was made in the process of developing and submitting an HSP. Examples include : 1.Read Receipt from email 2.Fax Log 3.Certified Letter Supporting Documentation for Method IV Communication Changes to the HSP are not allowed by the Respondent, until after Contracts are awarded. The HUB Program Office must be notified immediately and in advance in order to receive approval of the HUB Subcontracting Plan. The HUB Program Office will contact the awarded contractor requesting their participation in a Post Award Meeting once the contract has been awarded.

45. POST AWARD REMINDERS Prime Contractor Progress Assessment Report Required Monthly with All Pay Request. List All Sub-contractors payments (HUBs and Non-HUBs). Required even if you are Self-Performing all the work. Send notification to subcontractors within 10 days of the award and Email a copy to the HUB Program Office at HHSCHUB@hhsc.state.tx.us

46. QUESTIONS – HHS HUB PROGRAM COORDINATORS DFPS Joy Simmons – 512/406-2535 joy.simmons@hhsc.state.tx.us The link below will access the HHSC website for HUB organizations and subcontracting opportunities. http://comptroller.texas.gov/procurement/prog/hub/searching_cmbl.html The link below will access general information and step by step instructions concerning the required steps to complete the form(s). http://www.hhsc.state.tx.us/about_hhsc/Contracting/rfp_attch/HSPPKG.pdf DADS/DARS Stella Roland – 512/406-2534 stella.roland@hhsc.state.tx.us DSHS Michael Herman – 512/406-2523 michael.herman@hhsc.state.tx.us DSHS Karen Williams– 512/406-2541 karen.williams2@hhsc.state.tx.us HHSC Sherice Williams – 512/406-2542 sherice.williams@hhsc.state.tx.us HHSC John Wesley Smith– 512/406-2536 johnwesley.smith@hhsc.state.tx.us Health and Human Services Commission – HHSC Department of Aging and Disability Services – DADS Department of Assistive and Rehabilitative Services – DARS Department of Family and Protective Services – DFPS Department of State Health Services - DSHS

47. Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services (PCS) Responses to pre-meeting questions 47

48. Post Permanency Services Non-Binding responses to Vendor Questions Responses given at the Vendor Conference are non-binding verbal responses to vendor questions. Binding responses will be posted on the Electronic Business Daily website by or around July 29th, 2016. 48

49. Texas Health and Human Services Commission Closing Comments 49