Fulton County Department of Family and Children Services
230 Peachtree Street NW, Suite 400, Atlanta, GA 30303
(404) 657-5219 (404) 651-8209 fax
Request for Proposals
First Placement/Best Placement
Issuance Date: Tuesday, September 10, 2002
We propose to furnish and deliver any and all of the deliverables and services named in the attached Request for
Proposal (RFP) for which prices have been set. The price or prices offered herein shall apply for the period of time
stated in the RFP.
We further agree to strictly abide by all the terms and conditions contained in the Georgia Vendor Manual as
modified by any attached special terms and conditions, all of which are made a part hereof. Any exceptions are
noted in writing and included with this bid.
It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the Fulton
County Department of Family and Children Services and subject to the terms and conditions of such acceptance,
will constitute a valid and binding MOU between the undersigned and the County Department.
It is understood and agreed that we have read the County Department‟s specifications shown or referenced in the
RFP and that this proposal is made in accordance with the provisions of such specifications. By our written
signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and
all such County Department specifications. We further agree, if awarded a contract, to deliver goods and services
which meet or exceed the specifications.
It is understood and agreed that this proposal shall be valid and held open for a period of one hundred twenty (120)
days from proposal opening date.
PROPOSAL SIGNATURE AND CERTIFICATION
(Bidder must sign and return with proposal)
I certify that this proposal is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services
and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of
State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide
by all conditions of the proposal and certify that I am authorized to sign this proposal for the Offeror. I
further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq.
have not been violated and will not be violated in any respect.
Authorized Signature: ____________________________________________________________
Print /Type Name: _____________________________________________________________
Print/Type Title: ________________________________________________________________
Print/Type Company Name: ______________________________________________________
Print/Type Company Address: ___________________________________________________
Print/Type name of service being offered: ___________________________________________
TABLE OF CONTENTS
SECTION TOPIC PAGE
SECTION 1.0 INTRODUCTION
1.1 Purpose of Procurement 5
1.2 Basic Guidelines for Request for Proposals 5
1.3 Instructions 6
1.4 Schedule of Events 6
1.4 Restrictions on Communications with County Department Staff 6
1.5 Definitions 6
1.6 Contract Term 11
SECTION 2.0 BACKGROUND INFORMATION
2.1 Authority 12
2.2 Mission 12
2.3 Goals for the Proposed Contract 12
SECTION 3.0 PROGRAM AND SERVICE REQUIREMENTS
3.1 Background 13
3.2 Synopsis 13
3.3 Target Population 13
3.4 Location of Services 13
3.5 Services to be Provided 13
3.6 Work Flow 20
3.7 Collaboration with Department of Family and Children Services 21
3.8 Workplan and Time Frames 22
3.9 Staff Requirements 22
3.10 Specific Staff Requirements 23
3.11 Offeror Qualifications 23
3.12 Reports 23
3.13 Records 25
3.14 Monitoring 25
3.15 Quality Assurance 25
3.16 Pricing 26
3.17 Performance Evaluation 26
SECTION 4.0 PROPOSAL SUBMISSION AND EVALUATION
4.1 Economy of Presentation 27
4.2 Required Organization of Proposals 27
4.3 Submission of Proposals 27
4.3 Retention of Proposals 27
4.4 Technical Proposal 27
SECTION 5.0 EVALUATION CRITERIA AND PROCESS
5.1 County Department Review of Proposals 28
5.2 Evaluation Team Review of Proposals 28
5.3 Evaluation of Proposals 28
5.4 Evaluation Criteria 28
5.5 Award 30
SECTION 6.0 TERMS AND CONDITIONS
6.1 Vendor Registration 31
6.2 RFP Addenda/Amendments 31
6.3 Proposal Withdrawal 31
6.4 Cost for Preparing Proposal 31
6.5 Conflict of Interest 31
6.6 Confidentiality Requirements 32
6.7 Subcontractor Payments Quarterly Reports 32
6.8 Financial Information 32
6.9 Standards of Performance 32
6.10 Nondiscrimination by Contractors 33
6.11 Contract Modification 33
6.12 Accounting and Audits 33
6.13 Suspension of Work 33
6.14 Termination for Convenience 34
6.15 Termination for Default 34
6.16 Hold Harmless 35
6.17 Insurance 35
6.18 Criminal Records Investigation 36
6.19 Drug-Free Workplace 36
6.20 AIDS Policy 37
6.21 Governing Law 37
ATTACHMENT A SCHEDULE OF EVENTS
ATTACHMENT B Fulton County Department of Family and Children Services Guiding Principles
for Service Provision
ATTACHMENT C Proposal to Provide First Placement/Best Placement Services to Fulton County
Department of Family and Children Services
1.1 Purpose of Procurement
The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish contracts with
qualified and experienced vendors to provide services that will ensure appropriate services and
placements and will help guide permanency planning for children.
1.2 Basic Guidelines for this Request for Proposal
Pursuant to the provisions of the Official Code of Georgia Annotated 50-5-67(a), Fulton County
Department of Family and Children Services (hereinafter “County Department”) has determined that the
use of competitive sealed bidding will not be practical or advantageous to County Department in
completing the acquisition of the services described herein. Competitive sealed proposals shall be
submitted in response hereto in the same manner as competitive sealed bids and shall be opened in the
same manner as competitive sealed bids. All proposals submitted pursuant to this request shall be made
in accordance with the provisions of the Georgia Vendor Manual, these instructions, and specifications.
The proposals shall be evaluated in accordance with the evaluation criteria set forth in this Request for
Proposal (RFP). Subsequent to the opening of the sealed proposals, discussions may be conducted by
County Department with responsible Offerors who submit proposals determined to be reasonably
susceptible of being selected for award for the purpose of clarification to assure full understanding of and
responsiveness to the solicitation requirements. Offerors shall be accorded fair and equal treatment with
respect to any opportunity for discussion and revision of proposals; and such revisions may be permitted
after submissions and prior to award for the purpose of obtaining best and final offers.
In conducting any such discussions, there shall be no disclosure of any information derived from
proposals submitted by competing Offerors. All such discussions shall be conducted by the County
Department Regional Contracts Specialist named below:
Name: Laleta Williams
Fax Number: 404-657-5049
If an Offeror fails to provide all categories of information required in this RFP no further clarification will
be solicited from the Offeror and the Offeror may be disqualified from further consideration. However,
County Department reserves the right at its sole discretion to waive minor irregularities.
Vendors submitting responses to this RFP must be willing to abide by and indicate in writing their
agreement to comply with all applicable Division of Family and Children Services Policies and
Procedures, professional standards, and the terms and conditions of this RFP. Vendors must also agree to
utilize standard DFCS or County Department forms when applicable.
Award(s) shall be made to the responsible Offeror(s) whose proposal(s) is determined in writing to be the
most advantageous for County Department, taking into account all of the evaluation factors set forth in
this RFP. No other factors or criteria shall be used in the evaluation. County Department reserves the
right to reject any and all proposals submitted in response to this request.
Whenever the terms „shall”, “must”, “will” or “is required” are written in the RFP, the specification being
referred to is a mandatory requirement of this RFP. Failure to meet any mandatory requirement will
cause rejection of Offeror‟s Proposal.
Whenever the terms “can,” “may” or “should” are used in the RFP, the specification being referred to is
discretionary. Therefore, although the failure to provide any items so termed will not be cause for
rejection, such failure will probably cause a reduction in the score awarded.
All requirements specified in this RFP are the minimum requirements that the Offeror must meet with
respect to the program described.
1.4 Schedule of Events
See Attachment A.
1.5 Restrictions on Communications with County Department Staff
From the issue date of this RFP until a contractor is selected and the selection is announced, Offerors are
not allowed to communicate for any reason with any DCFS staff except through the Regional Contracts
Specialist named herein, or during the Offeror‟s conference, or as provided by existing MOU‟s or work
agreement(s). For violation of this provision, the County Department shall reserve the right to reject the
proposal of the offending Offeror. All questions concerning this RFP must be submitted in writing (fax
may be used) to the Regional Contracts Specialist. No questions other than written will be accepted. No
response other than written will be binding upon the County Department. Questions must be submitted by
date shown in Schedule of Events.
Administrative Review – Pursuant to PL 96-272, a review conducted by a panel of appropriate persons, at
least one of whom is not responsible for the case management of, or the delivery of service to, either the
child or the parents who are the subject of the review. This review is open to the participation of the
parents or legal guardian of the child. The purpose of this review is to determine the continuing necessity
and appropriateness of the placement, the extent of compliance with the case plan and the extent of
progress that has been made toward alleviating or mitigating the causes necessitating placement in foster
care; and to project a likely date by which the child may return to the home or be placed for adoption or
legal guardianship or to identify another appropriate permanent plan.
Adoption – A social and legal process designed to establish a new legal parent/child relationship giving a
child the same rights and benefits of a child who is born to the adoptive parent(s).
Award – The Memorandum of Understanding that results from this solicitation.
Behavior Management Plan – A daily, individualized written plan of specific interventions and strategies
that is developed often as a component of an Individualized Treatment Plan to provide the therapeutic
parent with guidance in affecting prescribed changes and outcomes in a child‟s behavior, attitude, or
Case Management – Is goal oriented, time-limited, individualized supervision for a child and his or her
family, which is developed by the agency in cooperation with the family and the child on all matters
relative to family stabilization (in-home), permanency planning (out-of-home), admission, legal status,
assessment, planning, service delivery, case review, treatment and discharge of the child.
Case Records – Those reports and records which contain information on all matters relative to admission,
legal status, assessment, planning, service delivery, case review, treatment and discharge of the child
and/or family and will include all pertinent documents relating to the child and/or family‟s progress
relative to the case plan and/or ISP.
Case Responsibility – The duty of the case manager for the case management, service delivery,
permanency planning and case coordination for a family, a child, or both.
CFR – U.S. Code of Federal Regulations.
Child Abuse – A condition in which children are victims of or at risk of neglect, abandonment, physical
or emotional mistreatment to the extent that their safety is compromised.
Child Case Management – A process through which the case manager assures that a child who is placed
out of home receives the services appropriate to facilitating permanency for the child. These services
include foster care placements, coordination of medical services, family visits, educational placements,
psychological and psychiatric treatment, day care services, homemaker/respite services, structured
summer activities and the adherence to the Interstate Compact on the Placement of Children. Other
services provided can include treatment planning, support and consultation to therapeutic foster parents,
contact with the child on a weekly basis, support and consultation to the families of the child, community
liaison and advocacy and being on call for crises.
Child Lifebook – A book written for an individual child that provides a chronology of significant events
in the child‟s life, giving the child a source of information about his life and family history that most
children gain from direct access to family members and the family album. The Lifebook can help the
case manager and child understand the influence of past events on the child‟s present behavior, identify
patterns of behavior in the child and his family, and assess the child‟s resolution of past losses and his
readiness to form new attachments.
Child Life History – A written document that accurately describes a child‟s background and current and
prospective medical, developmental and/or other issues developed as part of the process of preparing for a
child‟s adoption. The child life history should present a “full picture” of the child that not only includes a
description of the child‟s special needs, but other details as well, including personality, “likes and
dislikes”, strengths and interests, cultural and religious affiliation, typical behaviors, and family
connections. The purpose is to paint a picture of the child as he or she experiences day to day living.
Child Protective Services – A broad range of short and long-term services provided for the protection and
safety of minor children including child care, homemaker services and ongoing supervision in
cooperation with parents and guardians which has as its goal keeping families intact.
Committed – A child who has been adjudicated to the custody of the Department of Family and Children
Services due to a determination by the court that the child is a deprived child.
County Department – Fulton County Department of Family and Children Services, a local unit of the
Division of Family and Children Services, Georgia Department of Human Resources.
CPS – child protective services.
Deprived child – as defined by Georgia State law, is a child who:
1. Is without proper parental care or control, subsistence, education as required by law, or other care
or control necessary for the child's physical, mental, or emotional health or morals;
2. Has been placed for care or adoption in violation of law;
3. Has been abandoned by his or her parents or other legal custodian; or
4. Is without a parent, guardian, or custodian.
Division of Family and Children Services or DFCS – The division of the state Department of Human
Resources which assists families and children in need to achieve healthy, stable lives by offering an array
of services, benefit programs and support designed to protect, assist and promote self-sufficiency and
independence. The division comprises 159 offices located in each county of the state.
Dulaney House – A short-term residential facility for children who are victims of abuse, neglect,
abandonment who have been caught in the crossfire of domestic violence.
Early Intervention – A voluntary service provided by the County Department to provide family support
services and information about community services to prevent problematic family issues from escalating
to the point of requiring child protective services intervention. Early intervention services are provided to
families who have had CPS referrals that were substantiated and closed due to low risk, CPS referrals that
were unsubstantiated and closed, CPS referrals that were screened out, or an open CPS case that was
reassessed as low risk and subsequently closed.
Family Case Management – A process through which the case manager assures that the family receives
the services appropriate to facilitate reunification or stabilization. As case manager, the case manager
must coordinate responses for the family that are made by all other professionals and significant parties
involved in a helping relationship with the client family. He or she must recognize and respond to
cultural, ethnic, and language differences of client families, and tailor a case approach that will
incorporate all family strengths. He or she must identify barriers to effective service delivery so that case
planning can include specific strategies and time frames for overcoming them.
Specific services include: completing a comprehensive family assessment; developing and implementing
a case plan; keeping accurate and up to date case records; providing crisis intervention services;
counseling; making referrals for professional evaluations and services; preparing court reports and
appearing at all court hearings; making home visits; and attending all administrative reviews. Case
management includes assisting families in accessing day care, emergency, respite and homemaker
services. When children from the family are placed out of home, case management includes coordinating
family visits and the provision of services that could lead to reunification.
Family-centered practice – An approach to social service delivery that is concerned with the integrity and
diversity of the family. Family-centered practice is based on the conviction that family members are
important and belong together. It is our belief that children need and are entitled to a safe and protected
environment and a permanent family. Optimally, the birth family is the place for these to occur.
Foster Care – A placement service which provides long or short-term residential care in family or group-
home settings for minor children who are unable to reside with birth parents.
Homemaker Services – A voluntary service provided by paraprofessional staff to families who are
experiencing stress. The purpose of the service is to ensure family stability and to ensure the safety and
protection of children by improving parenting competency. Service activities may include teaching and
provision of home management, including meal planning and preparation, budgeting, shopping and child
care; health care; teaching parenting skills; observation of family interaction; and assessment of client
Immediate risk of placement – means that a determination has been made by the County
Department that conditions exist in a family that warrant the decision to separate a child or
children from his or her family unless there is immediate and sufficient change in the family
environment that reduces the risk of substantial harm to the child(ren).
Individual Education Plan (IEP) – A written statement for each handicapped child, generated by the state
education agency that includes a statement of the present level of education performance, the annual
goals, including short-term instructional goals; specific educational services to be provided in a regular
school; the projected date for initiation and anticipated duration of services; evaluation procedures and
schedules for determining every six months whether instructional objectives are being achieved.
Individual Service Plan (ISP) – A written plan of action, based on assessment data, that identifies the
child‟s needs, the strategy for providing services to meet those needs, where appropriate treatment goals
and objectives, and the criteria for terminating the specific interventions. At a minimum, it includes, but
is not limited to, therapeutic, physical, psychological, behavioral, family, medical, social, educational,
recreational, and when appropriate, vocational and nutritional needs.
The ISP will address the manner in which the family will be involved in the process of meeting the
child‟s needs. For those children who have been determined to be educationally handicapped and in need
of special education services and programs, the ISP will address the special educational needs identified
in the IEP.
Intensive Case Management – The process through which the case manager assures that a child and
family receives services specific to meeting their individual needs. Routine face to face contacts with the
child and family occur on at least a weekly basis or as often as is warranted to ensure that individual
needs are met. The case manager is the primary case manager and carries a very small caseload, is
responsible for developing the strengths-based assessment, facilitating the service plan, brokering
services, linking child and family to these services and monitoring the outcome of service delivery.
Intensive Family Preservation Services – Family-focused, community-based crisis intervention services
that are designed to maintain children safely in their homes and prevent unnecessary separation of
families. The program provides intensive services to children and families in cases of documented child
abuse or neglect in which the child is at immediate risk of removal from the home. The services are
characterized by very small caseloads (no more than 4 families) for trained and qualified professionals,
short duration of services, 24-hour availability of staff, high intensity and the provision of services
primarily in the child‟s home environment.
MOU – Memorandum of Understanding, a legally binding agreement between the County Department
and a private agency or individual that details all terms and conditions around services to be provided by
the agency or individual to the County Department for specified payment.
Normalization – Making the commonly accepted patterns and conditions of everyday life available to
children with severe special needs, developmental disabilities and other handicapping conditions.
Oak Hill Homes – A long-term residential facility for adolescents who are unable to reside with their birth
O.C.G.A. – Official Code of Georgia Annotated (State Statute).
Offeror – A respondent to a Request for Proposals.
ORS – Georgia Department of Human Resources Office of Regulatory Services, responsible for licensing
all child caring institutions in Georgia.
Parent Aide – A paraprofessional support program offered to families with open Social Services cases for
the purpose of ensuring the safety and protection of children by improving parenting competency. The
County Department has chosen to provide all Parent Aide services as Homemaker services. The County
Department does not expect to fund any group parenting education classes for the foreseeable future.
Permanency Planning – The process established under P.L. 96-272, “Child Welfare and Adoption
Assistance Act of 1980,” through which a child in foster care benefits from case planning, periodic
reviews and other procedural safeguards to ensure that the child enters care only when necessary, is
appropriately placed and is returned home or to a permanent living situation in a timely fashion.
Prevention of Unnecessary Placement (PUP) – The provision of a variety of services to at-risk families so
that placement of children in foster care may be avoided. Services may include housing, referrals for job
training, substance abuse rehabilitation or any other assistance that encourages stability and a risk-free
environment for children.
Psychologist – A person with a doctoral degree in psychology and license to practice psychology in the
State of Georgia.
Purposeful home visit – a face-to-face visit with the client in a mutually agreed upon location. The
purposeful visits can include in-home visits, medical visits, job search activities, housing searches, and
community resource visits. A purposeful visit is initially defined in the referral agreement or service plan
for a client family.
Qualified Mental Health Professional – Professional with education, training and experience adequate to
perform the duties required in accordance with professional standards. At a minimum a QMHP must
have a bachelor degree in a mental health related field. When required to do individual counseling to
mentally ill youth, the person will have at least a master‟s degree in a mental health field, training and
experience in the provision of mental health counseling
Respite Care – A service that is available to the primary caretaker as a means of providing temporary
relief from the daily child caring responsibilities.
Request for Proposals (RFP) – A document used in the competitive proposals process whereby Offerors
are asked to submit proposals for the supply of goods and/or services in a format which allows for the
consideration of factors other than price in the evaluation and award process; awards made pursuant to an
RFP are made to the Offeror whose proposal is most advantageous to DFCS by providing the best overall
value to DFCS.
Strengths-based services – An approach to practice which recognizes that every child and family has
strengths and abilities. It is designed to identify those strengths across all life domains and to give the
child and family the support they need to build on those strengths. This approach is in contrast to one that
focuses solely on the needs of the child and family. To implement a strengths-based approach takes more
than just identifying strengths. It requires thinking about the child and family in a different way and using
that way of thinking as the basis of service delivery.
Treatment – is the coordinated and planned provision of services and use of procedures designed to
produce a planned outcome in a person‟s behavior, attitude, or general condition based on a thorough
assessment of possible contributing factors. Treatment typically involves the teaching of adaptive, pro-
social skills and responses which equip individuals with the means to deal effectively with conditions or
situations which have created the need for treatment. The term treatment presumes stated, measurable
goals based on professional assessment, a set of written procedures for achieving them, and a process for
assessing these results. Treatment accountability requires that goals and objectives be time limited and
outcomes systematically monitored.
Treatment Team – a multi-disciplinary team comprised of all professional staff providing services to the
child; therapeutic and birth family members; and, where appropriate, the child which shall meet on a
regular basis to develop a treatment plan, monitor progress in achieving the plan‟s goals and revise the
plan as needed.
Wrap-around Service – a wrap-around intervention developed and/or approved by an inter-disciplinary
services team, is community-based, family focused, cost effective and unconditional. It is centered on the
strengths of the child and family and is culturally competent. It includes the delivery of coordinated,
highly individualized services.
The Offeror will define any other terms used in its proposal which are not commonly used or which have
1.7 Contract Term
The contract awarded as a result of this solicitation will be on a State of Georgia fiscal year basis
beginning July 1 and ending June 30 each year with options to renew for two (2) additional contract
periods. The initial contract awarded as a result of this solicitation will begin on or about October 15,
2002 with a service commencement date on or about October 15, 2002. Contract award will be by the
issuance of a Notice of Award. Annual contract renewal(s) shall be contingent upon satisfactory
performance, annual appropriations, and mutual agreement of both parties. Renewals will be
accomplished through the issuance of a Notice of Award Amendment.
2.0 BACKGROUND INFORMATION
The Fulton County Department of Family and Children Services was founded in 1935 during the
Depression to administer and manage the county‟s public welfare program. Today, under the leadership
of the county administrator and a board appointed by the Fulton County Board of Commissioners,
approximately 1,300 staff throughout the county carry out a wide range of responsibilities that deliver
financial assistance and social services to thousands of Fulton County residents each month. These
services are available at five service centers within Fulton County.
The mission of Fulton County Department is to help families and individuals in economic need attain
successful independent living, protect vulnerable adults and enhance and strengthen a family's capacity to
provide the care and protection essential for healthy child development.
2.3 Goals for the Proposed Contract
To provide assessments and services that will ensure appropriate placements and supportive services and
will help guide permanency planning for children in care.
3.0 Program and Service Requirements (Scope of Work)
The Fulton County Department of Family and Children Services provides services to children and their
families who have come to the attention of child protective services. In some cases the children are
removed from their families and placed in foster care due to a determination that the children cannot
otherwise be protected from abuse or neglect.
Children are placed in foster care to ensure their safety and well being. The County Department works to
ensure that children are returned to their birth family or placed in an alternative kinship or adoptive family
in a timely manner. Goals while children are in foster care are to minimize the number of placements that
children experience by placing them in the least-restrictive placements that can meet their needs and
ensuring that all necessary supports are in place to ensure the success of placements.
First Placement/Best Placement services are one avenue to ensuring both that children are placed in
appropriate placements and that needed services are identified and put in place quickly to ensure that the
child has a stable placement while in foster care and achieve a permanent placement in a timely manner.
The Offeror shall provide First Placement/Best Placement services for up to five hundred (500) children
who have been removed from their homes due to abuse or neglect.
The role of First Placement/Best Placement services is to provide comprehensive assessments for children
and families as the basis for foster care placements, permanency planning decisions, and court
recommendations for the juvenile court. First Placement/Best Placement wrap-around services are to
provide those services and supports that will both stabilize a child‟s current placement and help to achieve
the child‟s permanency plan goal.
3.3 Target Population
The Offeror shall provide First Placement/Best Placement services for up to five hundred (500) children
who are in foster care.
The Offeror should propose the number of families it can serve in response to this RFP.
3.4 Location of Services
Services are to be provided in the families‟ homes and in their communities. Some assessments will be
completed in the offices of qualified professionals. Occasionally meetings will take place in the Offeror‟s
offices or another central location.
3.5 Services to be Provided
The Offeror shall provide, or have completed, comprehensive assessments (the exact combination of
which shall be determined by the child‟s age, any previously completed assessments, and presenting
issues) and shall prepare a report that summarizes the assessments and implications for placement and
service needs. All services shall be in compliance with Georgia Department of Human Resources,
Division of Family and Children Services, Form 65, “Standards for Child and Family Assessments” (June
2000, or as revised).
The Offeror may also provide short-term intervention (or “wrap-around”) services, generally as
recommended through the First Placement/Best Placement assessment process. These services include
in-home case management, crisis intervention services, and transitional living services.
All assessments and the resulting FP/BP report must be designed to evaluate family strengths and needs,
to assist the case manager in making a decision about the child‟s placement and permanency goal, and to
recommend comprehensive services that would be needed to achieve those goals. The results of all
assessments must be incorporated into the Offeror‟s FP/BP report.
The Offeror will arrange all medical and psychological appointments with an associated provider.
The Offeror will make appropriate contacts with school officials to obtain all information required for
educational assessment and will obtain any and all school records.
The Offeror will transport children to all required appointments.
To provide continuity and develop a trusting relationship between the family and Offeror staff, services
for a family should be provided as much as possible by the same individuals.
The component assessments, while not required to be recorded on the state forms (all of which are
included in Form 65), must include at least all of the information required by those forms.
The types of assessments required under First Placement/Best Placement are a developmental screening
or assessment, psychological assessment, educational assessment, medical assessment, child and family
assessment, and for children ages 14 to 18, an adolescent assessment. For some children, a relative home
assessment will also be required. All assessments must comply with the state standards and the
requirements of this RFP.
A developmental screening is to be completed for children under the age of four. If the developmental
screening yields any developmental delays or concerns, a developmental assessment is required. An
assessment is a more in-depth evaluation, requiring the use of appropriate, specialized professionals.
Developmental screenings and assessments must include all of the following sections:
Reason for referral;
Summary of past evaluations and treatment;
Developmental screening and assessment:
Self-help or daily living skills,
Communication or language skills,
Fine and gross motor skills;
Summary and recommendations; and
Name, date and signature of licensed professional.
Developmental assessments are not required for children under the age of one except in unusual
circumstances and with the express approval of the Social Services Administrator or designee.
Children between the ages of four and eighteen are to receive psychological assessments.
Before the start of the psychological assessment, the psychologist must be supplied with:
Results of any hearing and vision screenings;
Background information and answers to any questions the psychologist wants answered;
Copies of all prior psychological evaluations, psycho-educational and other relevant reports; and
Information on any medication that the child is taking.
Psychological assessments are to include all of the following sections (for full detail, see Form 65):
Reason for referral,
Summary of past evaluation and treatment,
Behavior observations/mental status,
Evaluation results, to include:
Intellectual assessment (unless previous assessment meets FP/BP inclusion guidelines),
Adaptive behavior scales
Academic screening and assessment,
Standardized behavioral check list,
DSM-IV multi-axial diagnoses,
Summary and recommendations:
Referring question and any presenting problems,
Referrals for additional assessments; and
Name, date and signature of psychologist.
All school-aged children are to receive an educational evaluation, based on information received from a
certified teacher or school psychologist.
The evaluation must cover all areas delineated in Form 65, to include:
Summary of the child‟s functioning in the current grade; and
All children are to receive a medical evaluation.
Medical evaluations must cover the following areas (for full detail, see Form 65):
Reason for visit,
Information on any present illnesses,
Family health history,
Child‟s health history,
Results of physical examination,
Child‟s dental history;
Name, date and signature of physician or registered nurse.
All youth ages 14 to 18 are to receive an adolescent assessment. The adolescent assessment is used to
help guide young people from foster care to self-sufficiency. It is to be completed in partnership with
teens so they can identify areas of strength and challenges as they move toward adulthood.
Adolescent assessments must cover the following areas (for full detail, see Form 65):
Background and summary, including
Reason for referral and background information,
Child and Adolescent Functional Assessment Scale (CAFAS) information,
Family assessment recommendation and concerns,
The following areas and domains must be evaluated and included as an integral part of the
1. Independent Living Skills
· Daily Living Tasks
· Self Care
· Housing and Community Resources
· Social Development
· Money Management
2. Family of Origin Strength and Issues
3. Interpersonal Relationships and Social Support Networks
4. Future Perspective
5. Pre-Vocational and Vocational Goals
6. Alcohol and Drug Use
7. Coping Skills and Self Esteem
8. Sensitive Issues
9. Interviews with Youth, Caregivers, Caseworkers and Teachers
Summary and recommendations,
Name, date and signature of individual completing assessment.
Child and family assessment
The Offeror is to complete a child and family assessment for every child. The assessment is designed to
assess whether the child‟s parents can mobilize their internal and external strengths and resources to
successfully meet the child‟s needs. To determine this, the assessor must use a combination of
observations, interviews, self-report measures and the background in the social history.
Family and child assessments are to be dynamic – revealing the family‟s energy, style and behavior. The
family and child must be observed over a period of time and observed in action.
The child and family assessment is to take place in three stages:
Stage I: parent or caregiver;
Stage II: child (or each child in sibling group); and
Stage III: family subsystem seen together and in separate units.
The outcome of each stage of the child and family assessment must meet the requirements of Form 65.
The assessor must complete each stage unless permission to do otherwise (with justification) is requested
of and given in writing by the Social Services Administrator.
All parents are to be interviewed, including those who are incarcerated. Extended family members are to
be contacted. If the custodial parent refuses to permit contact with extended family, the County
Department case manager shall determine if the contact should occur.
The County Department recommends that assessors observe the child and family over a period of time
with multiple visits. They should spend at least two hours observing the child and family over each of the
three stages, for a total minimum of at least six hours. A home visit is required as part of the assessment
process, unless permission to do otherwise (with justification) is requested of and given by the Social
Services Administrator. Both the request and the approval must be in writing.
The child and family assessment must cover the following areas (for full detail, see Form 65):
Key data (those interviewed, dates, etc.),
Prior agency involvement,
General financial status and employment history,
Health of all household members,
History of criminal activity (parents and children),
Relationship between parent and child,
Relationship between placement resource and child,
Areas of assessment:
Safety and protection,
Caregiver child interactions,
Child‟s perception of parent,
Parent‟s knowledge of parenting,
Limit setting skills and discipline,
Family stressors and resources,
Caregiver(s) strengths and limitations,
Child strengths and needs,
Summary – conclusions and recommendations,
Name, date and signature of credentialed professional who conducted assessment.
Relative Home Assessment
The Offeror shall complete a relative home assessment for any relative who is being considered as a
placement resource for a child referred for assessment. The Offeror shall get written authorization from
the child‟s County Department case manager before undertaking a relative home assessment.
The relative home assessment must cover the following areas (for full detail, see Form 65):
Data (names and address of relative, contact information, household composition),
Prior agency involvement (including Child Protective Register check),
General financial status and employment history,
General health of all household members ,
History of criminal activity (all household members), to include results of GBI record check,
Relationship between relative and child,
Family‟s strengths and needs
References (at least two),
Results of assessment,
Summary and recommendation.
Name and signature of person completing assessment.
The County Department will provide Offerors with the standards by which relatives are to be assessed for
appropriateness as caregivers.
Multidisciplinary team staffing
The Offeror is to take responsibility for convening and recording results of Multidisciplinary Team
staffing (including completion of Form #3). Scheduling the Multidisciplinary Team staffing (MDT) shall
be done in consultation with the County Department Case Manager. The County Department will
provide the Offeror will an appropriate facility and any additional information necessary for facilitation.
The Offeror shall make every effort to have the child‟s parents and extended family present at the MDT
staffing. This shall include scheduling the staffing around the parent‟s schedule and making follow-up
contact with the parents to confirm and re-confirm date, time, and place. The Offeror shall document
efforts made to ensure family participation.
At the Multidisciplinary Team staffing, the Offeror‟s assessor and associated professionals shall present
and discuss the results of their assessments, explore options for the child and family, and make
recommendations about appropriate placement for the child (or children) and needed supportive services.
At a minimum, at least the Offeror‟s assessor and one of the professionals completing an assessment for
the child or family shall be present at the Multidisciplinary Team staffing.
The participants of the MDT shall make recommendations as to the child‟s placement, permanency plan
goal, and services to be put in place for the child while in a foster home and/or for the child and family in
preparation for or in support of reunification.
Three types of wrap-around services could be provided under this MOU. They are In-Home Case
Management, Crisis Intervention, and Transitional Living services. Services are to be provided as
directed in the child‟s case plan, which incorporates decisions made at the MDT staffing through
previously provided FP/BP services.
In-Home Case Management is provided to the child and birth or other family to ensure successful
completion of a child‟s case plan goal. Covered activities include, but are not limited to, providing direct
services, coordinating community services, and advocating for service provision; coordinating and
supervising family visitation; preparing families for reunification and monitoring for safety and stability
following reunification; assessing child functioning through such instruments as the Child and Adolescent
Functional Assessment Scale; coordinating and facilitating family conferences; and preparing children for
adoption, including developing and discussing Life Books.
The Offeror shall provide services based on the service plan developed in consultation with the family
and County Department case manager. The service plan shall detail the areas of support to be provided to
the family, the general hours in which the family expects to need services, the time of day and average
hours per week that services will be provided, and the projected time span for service delivery.
The time of day during which services shall be provided will be based on the normal family routines;
families will not be expected to rearrange their days so that they can work with the Offeror‟s staff. The
Offeror shall work around the family‟s schedule. The Offeror shall maintain a program that is able to
meet service demands during early morning, evening, and weekend hours. Services shall last no longer
than eight months.
To provide continuity and develop a trusting relationship between the family and In-Home Case
Management provider, services for a family should be provided as much as possible by the same
Crisis Intervention services can be provided in a birth, relative or foster home. Services are provided on
an immediate basis to stabilize a volatile family situation that could result in a placement disruption. The
Offeror must respond twenty-four hours per day, seven days a week, with either phone contact or home
visits as necessary. The Offeror‟s staff must be available by cell phone or pager at all times.
The Offeror shall provide services based on the service plan developed in consultation with the family
and County Department case manager. The service plan shall detail the areas of support to be provided to
the family, the reason(s) that the service is expected to be needed, the approach to be taken to diffusing
crises, and the projected time span for service delivery. Services shall last no longer than eight months.
To provide continuity and develop a trusting relationship between the family and crisis intervention
service providers, services for a family should be provided as much as possible by the same individuals.
Transitional Living services are provided to youth in foster care ages 18 to 21 who are employed and sign
a voluntary agreement to remain in foster care. The Offeror shall through this community-based service
provide youth an opportunity to live independently with necessary supervision and supports. The Offeror
shall work with the youth to develop a written Transitional Living Plan and then ensure that the youth
receives the services and support necessary to achieve the goals of the plan. Required services include
education, vocation, employment, medical and mental health, and recreation.
The Offeror shall provide a Case Manager who will be responsible for no more than five youth. The Case
Manager will meet with each youth at least twice per week and will provide emergency access for the
youth 24 hours per day, seven days per week. The Case Manager will work with the youth to develop life
3.6 Work Flow
First Placement/Best Placement referrals will be made by the County Department Social Services
Administrator using Forms 1 and 2, with as much information as is available at the time. The referral can
be faxed or hand delivered to the Offeror.
The Offeror shall not accept referrals for County Department clients from any other source, nor shall the
Offeror accept any referral that is not on Form 1 with the signature of the County Department case
manager, supervisor, and Administrator or designee.
The Offeror will advise the County Department Social Services Program Director or Administrator within
two business days if it makes a determination that it is unable or unwilling to service a particular family
and shall state the reasons for this decision.
The County Department case manager will complete the pre-evaluation and forward it and all necessary
documentation (including social summary, medical history, Social Security number, Medicaid numbers,
previous assessments) within five business days of the Offeror‟s receiving the referral and will make the
case record available to the assessor within the same time frame. The Offeror will meet with the Case
Manager to obtain intake information, family history, and any goals of the case plan.
The Offeror will make contact with each family referred for services within two business days of the date
The Offeror shall initiate requests for any required assessments within five business days of accepting the
Should the County Department determine that it does not need the FP/BP assessment after the Offeror
accepts the referral, the County Department shall inform the Offeror immediately by fax and shall retain a
copy of the fax and confirmation. Should the cancellation be made within five business days of the
Offeror‟s acceptance of the referral, there will be no payment to the Offeror. Should the cancellation be
made after that and the Offeror can document significant work done toward completing the assessment,
there will be a partial payment to the Offeror. Cancellations occurring after that time shall not affect the
County Department‟s obligation to pay the Offeror the full cost upon completion of all requirements of
The Offeror shall convene the Multidisciplinary Team staffing within thirty calendar days of receiving the
FP/BP referral. At the MDT, the Offeror shall share all assessment reports and the draft FP/BP report, as
they are integral to decisions made at the staffing.
The Offeror shall return to the County Department Case Manager a completed comprehensive First
Placement/Best Placement report within two business days of the MDT. The Offeror shall not be
required to resubmit the component assessments if a complete set were given to the Case Manager at the
The Case Manager shall have five business days to review the report for completeness. If any areas are
lacking, the Case Manager shall return the report to the Offeror within five business days of receiving it.
The Offeror shall have another five business days to revise the report and correct any errors or omissions.
If, due to extraordinary circumstances, the Offeror believes it will be unable to complete the First
Placement/Best Placement process within thirty days, the Offeror shall at least five business days before
the report is due, request an extension (waiver) from the Social Services Administrator. The Offeror shall
make the request in writing using Form #4, “First Placement/Best Placement Extension Request Form”
indicating the number of additional days requested. Under no circumstances shall the waiver request be
for more than thirty days nor shall more than one waiver request be granted for any child or family
Wrap-around service referrals will be made by the County Department Social Services Administrator
using the Referral for Wrap-Around Services (Form 6). The referral can be faxed or hand delivered to the
The Offeror shall not accept referrals for County Department clients from any other source, nor shall the
Offeror accept any referral that is not on the Referral for Wrap-Around Services form with the signature
of the County Department case manager, supervisor, and Administrator or designee.
The Offeror will advise the County Department Social Services Program Director or Administrator within
twenty-four hours if it makes a determination that it is unable or unwilling to provide a particular family
with wrap-around services and shall state the reasons for this decision.
The County Department case manager will forward all necessary documentation (including social
summary, medical history, previous assessments) within five business days of the Offeror‟s receiving the
referral and will make the case record available to the assessor within the same time frame. The Offeror
will meet with the Case Manager to obtain any additional information on the child or family.
The Offeror will make contact with each family referred for services within two business days of the date
of referral, to include foster and birth families.
The Offeror shall develop a service plan in consultation with the case manager and family members. The
case plan will be signed by the Offeror‟s staff, County Department case manager, and family members;
the Offeror shall submit a signed copy to the case manager.
The Offeror shall submit monthly progress reports to the case manager, indicating all dates and times of
contact, purpose of contact, results of contact, and progress toward achieving case plan goals.
3.7 Collaboration with Department of Family and Children Services
The Offeror and the County Department will be responsible for developing and maintaining a partnership
to ensure that planning and service provision is a cooperative process.
The County Department will assign a Program Monitor to monitor the work of the Offeror.
The Offeror shall report monthly on service provision to the County Department Program Monitor in a
format provided by the County Department.
The Offeror shall call Child Protective Services to report any concerns about possible abuse or neglect
that it observes.
The Offeror will provide its staff with guidance and supervision, policies and protocols, and will
collaborate with County Department staff and remain in compliance with DFCS policies and procedures
to include, but not be limited to, the following:
1. the implementation of services and programs for children;
2. the recruitment, evaluation and training of staff;
3. documentation requirements; and
4. maintenance of confidentiality regarding children in the County Department‟s care.
3.8 Work Plan and Time Frames
The County Department is looking for Offerors who will be prepared to accept referrals by October 15,
2002. Offerors should indicate any reason that they would not be able to start work on October 15, 2002.
3.9 Staff Requirements
The Offeror shall employ and maintain staff as required to fulfill the requirements of providing First
Placement/Best Placement services.
Individuals providing First Placement/Best Placement services shall have documented experience
working with at-risk children and families.
The Offeror will maintain documentation that each staff person possesses adequate training, qualifications
and competence to perform the duties to which she/he is assigned.
Direct service staff and supervisors are required to successfully undergo a criminal record history
investigation before the start of service provision, as detailed in Article XXVI of this agreement.
The Offeror will ensure that all direct and indirect care staff, including but not limited to consultants, do
not have any prior criminal record of convictions for child abuse or molestation, sexual abuse or rape, or
drug possession or distribution.
The Offeror will submit to the Contract Administrator, within thirty days of contract execution or when
new staff are hired, current health certificates for all staff, indicating that they are free of communicable
diseases and in appropriate health to work in close contact with children.
The Offeror will maintain an individual personnel file for each staff person hired to provide services
under this MOU which will contain the application for employment, employment history and/or resume,
professional and/or personal references, applicable credentials/certifications, records of required medical
examinations, personnel actions including time records, documentation of all training received, notation
of any allegations of professional or other misconduct and Offeror‟s actions with respect to the
allegations, and date and reason(s) if terminated from employment. All of these personnel materials will
be made available to the Contract Administrator upon request.
The Offeror will provide orientation sessions for all staff with respect to administrative procedures,
program goals, policies and practices to be adhered to under this MOU. The Offeror shall describe in
detail how it will ensure that all staff provides services that are family-centered and strengths-based.
The Offeror shall maintain written job descriptions covering all positions funded under this contract. This
documentation must be included in the Offeror‟s files and be available for inspection by County
Department officials upon request. Job descriptions shall include education, experience, and/or
licensing/certification criteria, a description of duties and responsibilities, hours of work, salary range and
performance evaluation criteria.
Any changes in staffing patterns or job descriptions for positions funded under this contract will be
approved in writing by the Contract Administrator two weeks in advance of such changes.
Staff persons must meet all applicable requirements for certification and/or licensing, and will be
adequately trained to perform required duties.
The Offeror shall maintain a staff training program. At a minimum, all staff must complete and master 20
hours of initial training in areas related to their positions and 20 hours of annual in-service training
thereafter. The program should include a listing of topics to be covered, the qualifications of trainers, and
amount of time to be given on each topic.
Any staff for whom there is reason to believe that he or she has engaged in:
1. physical and/or sexual abuse of children or other staff persons;
2. verbal abuse of children, family members or other staff persons; or
3. drug or alcohol use on the premises or with children, or such that he or she was intoxicated
while on duty
shall not perform services under this MOU. Use of such staff to perform services under this MOU will be
sufficient cause for termination of this MOU as a result of the Offeror‟s default.
3.10 Specific Staff Requirements
In their proposals, prospective Offerors should include the resumes of persons who would hold key
positions in any MOU resulting from this RFP.
All First Placement/Best Placement staff should have at a minimum a Master‟s degree in social work,
counseling, or psychology, have a current license to practice counseling with a professional association
such as the American Medical Association, American Psychological Association or the State of Georgia
Composite Board of Professional Counselors, Social Workers and Marriage and Family Therapists, and
be in good standing with that authority; or shall have a Master‟s degree in social work or counseling and
be under the clinical supervision of an individual licensed to practice counseling with one of the
professional associations listed above.
Family assessors shall be licensed professionals in the field of child welfare or social services who have
demonstrated training and comparable work experience. Qualified licensed professionals may supervise
individuals who are unlicensed or lack training/experience with families. However, the qualified licensed
professionals are responsible for the overall assessment and report and approval signature.
The Offeror‟s supervisory staff shall have a master‟s degree in counseling, a current license to practice
counseling with a professional association such as the American Medical Association, American
Psychological Association or the State of Georgia Composite Board of Professional Counselors, Social
Workers, and Marriage and Family Therapists and be in good standing with that authority.
Only Licensed Psychologists are eligible to complete psychological evaluations. Psychometicians may be
used to administer and score tests. The psychologist is responsible for diagnoses, summaries and
Only teachers or school psychologists are eligible to complete educational evaluations.
Individuals providing In-Home Case Management shall have a Bachelor‟s degree in social work,
counseling, psychology or a related field.
Individuals providing Crisis Intervention services shall have a minimum of a Master‟s degree in social
work, counseling, or psychology with a current license to practice counseling with a professional
association such as the AMA, APA, or the State of Georgia Composite Board of Counselors, Social
Workers, and Marriage and Family Therapists, and be in good standing with that authority. The in-home
intensive treatment activities may be completed by an individual with a Master‟s degree in social work or
counseling who is under the clinical supervision of an individual licensed to practice counseling with one
of the professional associations listed. Non-clinical intervention services may be provided by an
individual with a Bachelor‟s degree in social work, counseling, psychology or a related field. The Offeror
shall indicate which services will be provided by Bachelor‟s level staff.
3.11 Offeror Qualifications
The Offeror shall maintain the administrative capacity to support program success. The Offeror shall
maintain the ability to support the program financially, and to hire the qualified staff required by the
The Offeror shall have and maintain its approval from Department of Human Resources to be a First
Placement/Best Placement vendor and shall be up to date on state-mandated training.
The Offeror may subcontract some of the work resulting from an MOU with prior written approval from
the County Department Regional Contracts Specialist. Any such subcontractor must meet the standards
of this RFP. The Offeror shall remain responsible for the quality and on time completion of any
assessments or wrap-around services provided by a subcontractor. The Offeror shall be responsible for
billing for any subcontracted services. The subcontractors shall not bill the County Department directly
nor shall the County Department pay the subcontractors directly.
The Offeror will prepare and submit to the Contract Administrator or Program Monitor reports as
required by the County Department.
The Offeror will submit a monthly report to the County Department case manager by the 7th day after the
end of each month of service, using the Wrap-Around Services Documentation Report. Wrap-around
service providers shall prepare monthly progress reports for every child and family served.
The Offeror will submit a written final report to the Program Monitor no later than 30 days after the end
of the MOU period, summarizing all service delivery data, accomplishments, issues, and
The Offeror will submit to the Contract Administrator a Certified Audit report no later than 90 days after
the end of the MOU period or the end of the Offeror‟s fiscal year. The report will be prepared by an
independent Certified Public Accountant.
The Offeror will report unusual incidents to the Program Monitor within 24 hours by fax or telephone and
in writing within three days of said incident. An unusual incident is an event affecting staff or clients
significantly different from the regular course of events or established procedures. Examples include, but
are not limited to: death; injury; unexplained absence of a child from the program; allegations of physical,
sexual or verbal abuse of a child by staff, other children or others; staff negligence; fire; theft; destruction
of property; or sudden serious problems in the physical plant; complaints from children, their families,
their attorneys, or others regarding services; request for information from the press, attorneys, or
government officials outside DFCS; and child behavior requiring attention of staff outside the scope of
that envisioned in this MOU.
On a quarterly basis, the Offeror will submit to the Contract Administrator an inventory of all property
valued over five hundred dollars ($500.00) purchased with County Department funds. All such property
will revert to the County Department within 60 days of MOU termination.
The Offeror shall keep accurate records reflecting assessments, any service plans, and for wrap-around
service providers, the on-going progress of each family, in a form prescribed by the County Department.
The Offeror will have records available for review at all times by the Program Monitor.
The Offeror will maintain a separate file for each family with comprehensive documentation and case
notes, to include:
1. Referrals and assessments;
2. Records of all contact with the child, family or County Department case manager;
3. Records of all contact with family or collateral contacts, including date, time, purpose and
4. Documentation regarding any incidents, accidents or other unusual events; and
5. Copies of all written reports.
All records are the property of the County Department and will revert to the County Department upon
termination of this MOU.
The Program Monitor and Regional Contracts Specialist will monitor the performance of the MOU
requirements as set forth in the Scope of Services and elsewhere in the MOU.
The Offeror will provide the Program Monitor and other authorized representatives of the County
Department such reasonable access to its facilities, clients and staff as may be necessary for monitoring
and inspection purposes. All access will be conducted during normal business hours. Visits to the
Offeror‟s facility may be announced or unannounced.
3.15 Quality Assurance
The Offeror shall have a quality assurance mechanism to ensure the provision of effective services and to
lead to increasing service delivery capability.
The Offeror shall use the results of its quality assurance assessments to design additional staff training to
address any areas of weakness and to build on staff strengths.
For First Placement/Best Placement services, the Offeror shall be paid at the rate of:
$1,400 for each completed First Placement/Best Placement assessment with all components, upon
acceptance by the County Department case manager;
up to $400 for each referral which is cancelled within ten business days of the Offeror‟s
acceptance of the referral, for which the Offeror can document significant work toward
completion of the assessment;
$700 for an adolescent assessment for an adolescent whose comprehensive FP/BP assessment
was completed previously;
$350 for a completed relative home assessment.
The total fee to the Offeror shall not exceed $1,400 per child, excluding relative home assessments.
For Wrap-Around services, the Offeror shall be paid at the rate of:
For In-Home Case Management $45 per hour plus mileage at a rate of $0.28 per mile up to a
maximum of $5,000 per family.
For Crisis Intervention $60 per hour for clinical services and $30 per hour for services provided
by an individual with a Bachelor‟s degree, plus mileage at a rate of $0.28 per mile.
3.15 Performance Evaluation
The performance of any MOU resulting from this RFP will be judged on the following criteria:
1. Number of families and children served;
2. Offeror‟s responsiveness to service referrals;
3. Timeliness of completion of First Placement/Best Placement assessments and reports;
4. Quality and comprehensiveness of assessments and reports;
5. Usefulness of First Placement/Best Placement reports in making planning decisions for the child
6. Timeliness and outcomes of Multidisciplinary Team meetings;
7. Percent of those involved with family who participate in Multidisciplinary Team meetings; and
8. For wrap-around service providers, the percent of children whose placements are stable and/or
who successfully achieve their permanency plan goal through the provision of wrap-around
The Offeror shall propose the number of families that it believes it can assist in achieving each of the
measures of success and the time frames in which it will be able to achieve these outcomes.
4.0 PROPOSAL SUBMISSION AND EVALUATION
4.1 Economy of Presentation
Proposals to provide comprehensive assessments only do not require a narrative. These proposals
should consist of the proposal letter and completed proposal form (Attachment C) with requested
Proposals to provide wrap-around services require a short narrative of no more than five (5) pages. Each
proposal shall be prepared simply and economically, providing concise delineation of Offeror's
capabilities to satisfy the requirements of this RFP. Emphasis of each proposal must be on completeness
and clarity of content. To expedite the evaluation of proposals, it is essential that Offerors follow the
format and instructions contained herein.
4.2 Required Organization of Proposals
Wrap-around service proposals must address how the Offeror will organize and provide such services.
Succinct, well-written, and thorough responses should be provided. While the Offeror is required to
comply with all specifications of the RFP, simple paraphrasing of the requirements of the RFP would
create an insufficient proposal. The Offeror is expected to show in its response that it has thought through
both the organizational and programmatic implications of the proposed program and that it brings
experience and outside knowledge to developing the specifics of its proposed program. This knowledge is
to be used to write a comprehensive description of how the vendor will provide the requested services that
will both meet the requirements of the RFP and enhance the well-being of the children or families served.
4.3 Submission of Proposals
Offeror‟s Technical Proposals must be submitted in a sealed envelope, identified as follows:
Proposal Opening Date and Time: Friday September 27, 2002 at 4:00 PM
All proposals are due at the location specified no later than the date and time specified herein. Proposals
shall be delivered by mail, courier or in person. Proposals submitted by facsimile will not be accepted.
4.3 Retention of Proposals
All proposal documents will be retained by the County Department and will not be returned to the
4.4 Technical Proposal.
The Technical Proposal must include detailed information relative to how the Offeror proposes to
accomplish the tasks described in the Scope of Work (Section 3.0) contained in this document. The
Technical Proposal must not include any cost figures. An original and four (4) copies of the Technical
Proposal are required. The Proposal Letter, included as the second page of this package, must be included
in this part and must be signed by a person authorized to legally bind the company. Failure to include this
signed letter will result in the rejection of your response.
5.0 EVALUATION CRITERIA AND PROCESS
5.1 County Department Review of Proposals
The Regional Contracts Specialist will review all proposals received to ensure that all administrative
requirements of the RFP have been met. Failure to meet these requirements will be cause for rejection of
the proposal. All technical proposals that meet the administrative requirements will then be turned over
to members of the technical evaluation team for further evaluation.
5.2 Evaluation Team Review of Proposals
Proposals will be submitted to a Technical Evaluation Team, a panel of reviewers with experience in
similar programs or in the areas of social work or child welfare. Members of the technical evaluation
team will first review the proposals received to determine if they meet the mandatory requirements of the
RFP. Any vendor who fails to address/meet the mandatory requirements will not be eligible to receive
Proposals to provide comprehensive First Placement/Best Placement services that meet the
requirements of this RFP will be accepted and MOU’s entered into.
Proposals to provide wrap-around services that meet the mandatory requirements will be evaluated to
determine the quality and completeness of the responses to each requirement of the RFP. This review
will consist of an independent review of each proposal by each member of the Evaluation Team.
Technical proposals can receive a maximum of 100 points. To arrive at the number of technical points to
be assigned, the scores of individual evaluators for specific evaluation items will be added together and
averaged. The results for each specific item are added together to yield the total number of points
5.3 Evaluation of Proposals
Offerors will be evaluated on the following types of information presented in the technical proposal. The
County Department reserves the right to validate any information provided by the Offeror in response to
this RFP. Validation may consist of communication with current or former clients, on-site visits, review
of records, and/or confirmation of the information with third parties.
The evaluation team will evaluate how well the Offeror conveys an understanding of the scope of the
requirements of this RFP, the Offeror's ability to provide the program required, and the quality of the
proposed program (meet requirements, innovation, soundness of the approach, etc.). In this evaluation
the Offeror's responses to each service requirement as outlined in this RFP, but integrated into a complete
program approach, including supporting information and documents contained in appendices, will be
5.4 Evaluation criteria
5.4.1 Evaluation Factor: Technical Understanding of the 0 – 30 points
Requirement and Approach
Sub-Evaluation Factor: Technical Approach – The Offeror shall demonstrate a clear
understanding of the work to be performed. The Offeror shall explain its technical
approach and how the technical approach shall meet the requirements of the statement of
Sub-Evaluation Factor: County Department needs for children and families – The Offeror shall
demonstrate how its proposed services will meet children and family‟s individualized
needs as outlined in the statement of work.
Sub-Evaluation Factor: Ability to provide effective and innovative strategies – The Offeror shall
demonstrate its ability to provide effective and innovative strategies in order to stabilize
and maintain children who have a history of abuse and neglect.
5.4.2 Evaluation Factor: Management Plan 0 – 15 points
Sub-Evaluation Factor: Project Organization – The Offeror shall demonstrate a thorough
understanding of the service through its description of how the service is to be organized
and managed in accordance with the requirements contained in the statement of work.
Sub-Evaluation Factor: Subcontracting Management – The Offeror shall demonstrate how it
would manage and coordinate/subcontractor efforts to meet the requirements of the
statement of work.
Sub-Evaluation Factor: Organizational Chart – The Offeror shall provide an organizational chart
that displays internal and external organizational relationships and demonstrates who has
responsibility for administrative oversight and clinical supervision over each contract
5.4.3 Evaluation Factor: Quality Improvement 0 – 10 points
The Offeror shall provide a proposed quality assurance/improvement plan that the Offeror shall
use to monitor and evaluate its internal program effectiveness based on quality improvement
requirements of the statement of work.
5.4.4 Evaluation factor: Personnel 0 – 15 points
Sub-Evaluation Factor: Resumes – The Offeror shall provide resumes of proposed staff that
demonstrate the proposed staff‟s qualifications, experience, and expertise in providing the
service outlined in the statement of work.
Sub-Evaluation Factor: Staffing mix – The staffing mix shall demonstrate the expertise and
qualifications to successfully accomplish the requirements outlined in the statement of
work. The Offeror shall provide for each proposed staffing category the number of hours
and an explanation for the number of hours proposed.
Sub-Evaluation Factor: Agency resources and experience – The Offeror shall provide a
supporting explanation that specifies the Offeror‟ organizational resources, capability and
experience to provide initial workforce and replacement, if necessary, for an effort of this
5.4.5 Evaluation Factor: Past Performance 0 – 10 points
Sub-Evaluation Factor: Offeror‟s past performance – For government contracts, grants or
subcontracts for the same or similar services within the last three years.
Sub-Evaluation Factor: References – The Offeror shall provide references for any contracts,
grants or subcontracts for similar services that it has been awarded with then last three
years, to include:
The name and number of a point of contact
Duration of performance period
Service provided under the contract
5.4.6 Evaluation Factor: Target Population 0 – 20 points
The Offeror shall demonstrate an understanding and working knowledge of the identified target
population and communities and years of experience providing services for this population.
A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful
Offeror within the time for acceptance specified in the offer, shall result in a binding contract without
further action by either party. Before the offer's specified expiration time, the County Department may
accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written
notice of withdrawal is received before award.
The County Department may, at its option, award a contract on the basis of initial offers received without
discussions. Therefore, each initial offer should contain the Offeror's best terms.
6.0 TERMS AND CONDITIONS
6.1 Vendor Registration
Vendors responding to this RFP should become a registered Vendor in order to sell products or services
to the State of Georgia. The Bid Room will e-mail you the Internet registration address and a pass code
that will enable you to self-register electronically. Registering to become part of the State Purchasing
vendor file is important because:
Buyers in all state government and educational agencies often refer to the file to target vendors
supplying a particular product or service. Please note that the vendor file is a good source for vendor
information but not the only source. Registration does not guarantee that your firm will be solicited
for any or all requirements. All vendors should check the Procurement Registry on the Internet
If you have any questions of concerns, please feel free to contact:
Vendor Certification Officer
Department of Administrative Services
State Purchasing Office
Suite 1307, West Tower
200 Piedmont Avenue, SE
Atlanta, Georgia 30334-9010
Telephone: (404) 657-5858 FAX (404) 651-6763
6.2 RFP Addenda/Amendments
The County Department reserves the right to addend the RFP prior to the date of proposal submission.
Vendors who sign for a copy of the RFP will be notified by fax of any addenda or amendments to the
RFP. See Attachment A, Schedule of Events for address.
6.3 Proposal Withdrawal
Prior to the proposal due date, a submitted proposal may be withdrawn by the Offeror by submitting a
written request to the Regional Contracts Specialist named herein. A person authorized to sign for the
Offeror must sign all such requests.
6.4 Cost for Preparing Proposals
The cost for developing the proposal is the sole responsibility of the Offeror. The County Department
will not provide reimbursement for such costs.
6.5 Conflict of Interest
If an Offeror has any existing client relationship(s) that involve the County Department that would
prevent their being objective, the Offeror must disclose such relationship(s).
The Offeror shall comply with the provisions of the Official Code of Georgia Annotated, Sections 45-10-
2 through 45-10-28, amended, which prohibit and regulate certain transactions between certain state
officials or employees and the State of Georgia, have not been violated and will not be violated in any
The Offeror shall not engage in any prior understanding, agreement, or connection with any corporation,
firm, or person submitting a proposal for the same services. Collusive bidding is a violation of State and
Federal Law and can result in fines, prison sentences, and civil damage awards.
6.6 Confidentiality Requirements
The Offeror shall abide by all state and federal laws, rules, and regulations and the Department of Human
Resources policy on respecting confidentiality of an individual‟s records. These citations include: OCGA
49-5-40, 49-5-41, 50-18-72 and 45CFR 205.50. Offeror further agrees not to divulge any information
concerning any individual to any unauthorized person without the written consent of the individual
employee, client, or responsible parent or guardian.
Staff members that are assigned by the successful Offeror to this project may be required to sign a
departmental disclosure statement. Proposals are subject to the Georgia Open Records Act and may be
provided to anyone properly requesting it, after contract award. The state cannot protect proprietary data
submitted in Offeror proposals.
6.7 Subcontractor Payments Quarterly Reports
On the tenth day of the first month of each calendar quarter, the Offeror shall provide a report of all
payments, that together total more than $2500 to any single subcontractor, supplier, business partner, joint
venture and/or agent, that the Offeror has used to fulfill the requirements of this contract. The report shall
provide the name of the business, their Federal Employment Identification Number, the purchase order or
contract number and the amount paid. Again, reports are due on the 10th day of January, April, July and
October for the previous quarter. All reports shall be forwarded to the Regional Contracts Specialist.
6.8 Financial Information
The County Department is concerned about the Offeror‟s financial capability to perform. Therefore,
please provide sufficient data to lead evaluators to the conclusion that your firm has the financial
capability to perform. As detailed financial data is generally proprietary and bidders do not wish such
information to be part of the public record under the Georgia Open Records Act (G.O.R.A.), the County
Department reserves the right to perform additional due diligence in this area, at the sole discretion of the
County Department, prior to award of any contract.
The County Department also reserves the right, upon request, to examine successful vendor‟s records
regarding any and all business conducted between the County Department and successful vendor,
including statistical data and financial records.
6.9 Standards of Performance
The Offeror shall at all times act in good faith and in the best interests of the County Department, use its
best efforts and exercise all due care and sound business judgment in performing its duties under this
The Offeror agrees that all work done as a part of this MOU will comply fully with all requirements
established by applicable Federal and State laws, rules, and regulations, and agrees to fully reimburse the
County Department for any loss of funds or resources resulting from noncompliance by the Offeror, its
staff, agents or subcontractor as revealed in any subsequent audits.
6.10 Nondiscrimination by Contractors
The Offeror agrees to comply with federal and state laws, rules and regulations, and DFCS policy relative
to nondiscrimination in employment and client service practices. In accordance with applicable law, the
Offeror shall not, and agrees that it will not, discriminate in any manner on the basis of political
affiliation, religion, race, color, age, sex, disability, marital status, national origin or sexual orientation.
The Offeror shall bind its subcontractors to the provisions of this section.
6.11 Contract Modification
No modification or alteration of this agreement will be valid or effective unless such modification is made
in writing and signed by both parties and affixed to this contract as an amendment indicating the County
Department MOU number involved, the original contracting parties and the original effective date of the
contract and the paragraph(s) being modified or suspended.
6.12 Accounting and Audits
The Offeror shall maintain an accounting system which conforms with generally accepted accounting
principles which permits an audit of all income and expenditures received or disbursed by the Offeror in
the provision of services under this contract.
The Offeror shall make provisions, upon request by the Regional Contracts Specialist or their designee(s),
for inspection of contract and financial records, including but not limited to, audited financial statements
and tax returns for a maximum of three (3) years after the termination of this contract.
6.13 Suspension of Work
The Contracting Officer may order the Offeror, in writing, to suspend, delay, or interrupt all or any part of
the work of this contract for the period of time that the Contracting Officer determines appropriate for the
convenience of the County Department
1. If the performance of all or any part of the work is, for an unreasonable period of time,
suspended, delayed, or interrupted
(a) by an act of the Contracting Officer in the administration of this contract, or
(b) by the Contracting Officer's failure to act within the time specified in this contract (or
within a reasonable time if not specified),
an adjustment shall be made for any increase in the cost of performance of this contract
(excluding profit) necessarily caused by the unreasonable suspension, delay, or interruption, and
the contract modified in writing accordingly. However, no adjustment shall be made under this
clause for any suspension, delay, or interruption to the extent that performance would have been
so suspended, delayed, or interrupted by any other cause, including the fault or negligence of the
Offeror, or for which an equitable adjustment is provided for or excluded under any other term
or condition of this contract.
2. A claim under this clause shall not be allowed
(a) For any costs incurred more than 20 days before the Offeror shall have notified the
Contracting Officer in writing of the act or failure to act involved (but this requirement
shall not apply as to a claim resulting from a suspension order); and
(b) Unless the claim, in an amount stated, is asserted in writing as soon as practicable after
the termination of the suspension, delay, or interruption, but not later than the date of
final payment under the contract.
6.14 Termination for Convenience
The County Department may terminate performance of work for convenience under this contract, in
whole or, from time to time, in part if the Contracting Officer determines that a termination is in County
Department‟s best interest.
The Contracting Officer shall terminate by delivering to the Offeror a Notice of Termination specifying
the extent of termination and the effective date. The County Department will attempt, when practicable,
to notify the Offeror at least 30 days prior to the effective date of termination.
When it receives a Notice of Termination, except as directed by the Contracting Officer, the Offeror shall
immediately proceed with the following obligations:
Stop work as specified in the notice.
Place no further subcontracts or orders except as necessary to complete the continued portion of the
Terminate all applicable subcontracts and cancel or divert applicable commitments covering
personal services that extend beyond the effective date of termination.
With approval or ratification to the extent required by the Contracting Officer, settle all outstanding
liabilities and termination settlement proposals arising from the termination of subcontracts;
approval or ratification shall be final for purposes of this clause.
Complete performance of the work not terminated.
Take any action that may be necessary for the protection and preservation of property related to this
6.15 Termination for Default
The County Department may, subject to the paragraphs below, by written notice of termination to the
Offeror, terminate the MOU in whole or in part if the Offeror fails to:
Perform the services within the time specified in this MOU or any extension;
Make progress so as to endanger performance of this MOU; or
Perform any of the other material provisions of this MOU.
The County Department‟s right to terminate this contract may be exercised if the Offeror does not cure
such failure within 10 days (or such longer period as authorized in writing by the Contracting Officer)
after receipt of the written notice to cure from the Contracting Officer specifying the failure. The
termination shall be accomplished in writing and specify the reason and termination date.
Upon termination of this contract, the Offeror shall not incur any new obligations after the effective date
of this termination and shall cancel as many outstanding obligations as possible. The Offeror will be
required to submit the final contract expenditure report not later than 45 days after the effective date of
written notice of termination.
The rights and remedies of County Department in this clause are in addition to any other rights and
remedies provided by law or under this agreement.
6.16 Hold Harmless
The Offeror shall save and hold harmless and indemnify County Department against any and all liability,
claims, and costs of whatever kind and nature for injury to or death of any person or persons and for loss
or damage to any property occurring in connection with or in any way incident to or arising out of the use,
service, operation, or performance of work under the terms of this MOU resulting from the negligent acts
or omissions of Offeror, of any employee, agent, or representative of Offeror or any subcontractor.
The Offeror, at its expense, shall obtain, at the minimum, insurance coverage as set forth below prior to
award of the contract and keep such insurance in force throughout the contract period.
1. The Offeror shall carry commercial general liability coverage of at least $100,000 per person
and $300,000 all occurrences for Offeror and its employees.
2. The Offeror shall carry automobile liability insurance written on the comprehensive form of
policy. The policy shall provide for bodily injury and property damage liability covering the
operation of all automobiles used in connection with performing the contract. Policies covering
automobiles shall provide coverage of at least two hundred thousand dollars ($200,000) per
person and five hundred thousand dollars ($500,000) per occurrence for bodily injury and
twenty thousand dollars ($20,000) per occurrence for property damage.
3. The Offeror shall carry workers' compensation insurance covering all of its employees employed
upon its premises and in connection with its other operations pertaining to this contract, and
shall comply at all times with the provisions of the workers' compensation laws of the State of
4. All insurance provided by the Offeror as required by this section, except comprehensive
automobile liability and worker's compensation insurance, shall set forth the Fulton County
Department of Family and Children Services as additional insured. All insurance shall be
written with responsible companies. The policies of insurance shall provide for at least thirty
(30) days written notice to the County Department prior to their termination or material
6.18 Criminal Records Investigation
The Offeror agrees that, for the filling of positions or classes of positions having direct
care/treatment/custodial responsibility for services rendered under this contract, individuals selected for
such positions shall undergo a criminal record history investigation which shall include a fingerprint
record check pursuant to the provisions of O.C.G.A. Section 49-2-14. In order to initiate this
requirement, the County Department will provide forms that will include required data from the applicant.
The Offeror shall obtain the required information (which will include two proper sets of fingerprints) and
transmit said fingerprints directly to the Georgia Crime Information Center together with the fee as
required by said Center for a determination made pursuant to O.C.G.A. Section 49-2-14 or any other
relevant statutes or regulations.
After receiving the information, the County Department will review any derogatory information and, if
the crime is one which is prohibited by duly published criteria within DFCS, the Offeror will be informed
and the individual so identified will not be employed for the purpose of providing service under this
If the Offeror chooses to subcontract out the work of the contract, the Offeror must submit a notarized
statement to the County Department warranting that each individual to provide services under the
subcontract is clear of documented records of criminal conviction for the following offenses: murder,
kidnapping, rape, armed robbery, cruelty to children, sexual offenses, aggravated assault and aggravated
battery, arson, or drug related convictions.
If the Offeror fails to cooperate in obtaining the necessary criminal records check or if the Offeror fails to
successfully pass such a check, the MOU shall:
- in the case of an Independent Contractor be immediately terminated.
- in the case of an agency, the particular individual failing the criminal records check will be
terminated from working on services provided under the MOU.
6.19 Drug-Free Workplace
If the Offeror is an individual, he or she shall certify that he or she will not engage in the unlawful
manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana
during the performance of this contract.
If Offeror is an entity other than an individual, it shall certify that:
1. A drug-free workplace will be provided for this Offeror‟s employees during the performance of
this contract; and
2. It will secure from any subcontractor hired to work the following written certification: “As a
part of the subcontracting agreement with [Contractor‟s name, subcontractor‟s name] certifies
to the Offeror that a drug-free workplace will be provided for the subcontractor‟s employees
during the performance of this contract pursuant to Paragraph 7 of subsection B of Code
3. Contractor may be suspended, terminated, or debarred if it is determined that the Offeror has
made false certification herein above; or the Offeror has violated such certification by failure to
carry out the requirements of O.C.G.A Section 50-24-3.
6.20 AIDS Policy
The Offeror agrees, as a condition to provision of services to the County Department‟s clients, not to
discriminate against any client who may have AIDS or be infected with the Human Immunodeficiency
Virus. The Offeror is encouraged to provide or cause to be provided appropriate AIDS training to its
employees and to seek AIDS technical advice and assistance from DFCS or the County Department, as
the Offeror deems necessary. The Offeror further agrees to refer those clients requesting additional AIDS
related services or information to the appropriate county health department.
6.21 Governing Law
This contract shall be governed by and construed in accordance with applicable federal and Georgia State
law, as well as the Division of Family and Children Services Child Protective Services Manual, the
Division of Family and Children Services Administrative Policy and Procedures Manual and the Georgia
Schedule of Events
Proposal Issuance Date: September 10, 2002
Deadline for Written Questions: Wednesday September 18, 2002 at 4:00 PM
Questions must be typed.
Submit via fax at 404-657-5049
Laleta Williams, Regional Contracts Specialist
Fulton County Department of Family and Children Services
Questions & Answers will be posted on the
Georgia Association of Homes and Services for Children web page
(on/about): September 23, 2002
Proposals Due: Friday September 27, 2001, at 4:00 PM
Hard copy required; not electronic copy or via e-mail
Fulton County Department of Family and Children Services
230 Peachtree Street, NW
Atlanta, Georgia 30303
Contract Award (on/about): October 9, 2002
Services Start Date (on/about): October 15, 2002
1. Every child has a right to be safe and protected from harm.
2. Every child deserves to grow up in a family. Whenever appropriate, the
best family placement is with the birth family.
3. Families are to be supported in their efforts to care for their children.
4. Families need the help and support of a community to raise their children.
5. Out of home placement should provide for the safety, stability and basic
needs of the child while in care and should facilitate timely reunification
or placement with a permanent family.
6. The diversity of culture, language, race, religion and sexual orientation of
the children and families served must be respected and supported while
their individual needs are recognized and met.
7. Services should be provided with integrity, be fiscally responsible and
result in safe outcomes and permanence for children.
Proposal to Provide First Placement/Best Placement Services
to Fulton County Department of Family and Children Services
Agency Name _________________________________________________________
Phone Number _________________________ Fax Number ________________________
Name of individual completing this proposal: _______________________________________
Please indicate the approximate number of families for which you could provide services each month:
Comprehensive First Placement/Best Placement Assessments __________
Wrap Around Services:
In-home case management ___________
Crisis intervention services ___________
Please confirm that you meet each of the eligibility criteria:
Are you approved by the Division of Family and Children
Services to provide First Placement/Best Placement services? _____ _____
Are you approved by the Division of Family and Children
Services to provide adolescent assessments? _____ _____
Does your agency have at least three years experience in a clinical
setting working with children and families? _____ _____
The following must be attached with your proposal:
_____ Copy of application to the Georgia Division of Family and Children Services to become a First
Placement/Best Placement provider.
_____ Resumes for licensed professionals who will be competing all aspects of assessments.
_____ Copies of at least two completed comprehensive First Placement/Best Placement assessments.
_____ If applying to provide wraparound services, a comprehensive program narrative.
First Placement/Best Placement Proposal
List names of those individuals who will be providing each of the following (and attach a resume for each):
Infant and toddler screening:
Child and Family Assessment:
Relative Home Assessment:
Convening Multidisciplinary Team Staffing: