STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES REFUGEE SERVICES PROGRAM

Transcription

1 STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES REFUGEE SERVICES PROGRAM INVITATION TO NEGOTIATE (ITN) UNACCOMPANIED REFUGEE MINOR PROGRAM IN MIAMI-DADE COUNTY ITN # SNR15K02 United Nations Standard Products and Services Codes (UNSPSC): , , , , , , DCF ITN # SNR15K02 1 of 84 Unaccompanied Refugee Minor Program Miami-Dade

2 TABLE OF CONTENTS Unaccompanied Refugee Minor Program in Miami-Dade County SECTION 1. INTRODUCTION Introduction to the Procurement Statement of Purpose Term of the Agreement Contact Person and Procurement Manager Definitions Supporting Documentation Small, Minority, and Service-Disabled Veterans Business Participation... 7 SECTION 2. ITN PROCESS General Overview of the Process Official Notices and Public Records Protests and Disputes Limitations on Contacting Department Personnel and Others Schedule of Events and Deadlines Notice of Intent to Submit a Reply Solicitation Conference Call Written Inquiries Receipt of Replies Request to Withdraw Reply Cost of Preparation of Reply Form PUR Department s Reserved Rights SECTION 3. MINIMUM SPECIFICATIONS Vendor Qualifications Minimum Programmatic Specifications Composition of the Contract Order of Precedence Minimum Financial Specifications Invoicing and Payment of Invoices Vendor Registration in MyFloridaMarketPlace Performance Bond Not Required Prior to Contract Execution.48 DCF ITN # SNR15K02 2 of 84 Unaccompanied Refugee Minor Program Miami-Dade

3 SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN How to Submit a Reply Content of the Reply Reply Format Public Records and Trade Secrets SECTION 5. THE SELECTION METHODOLOGY Application of Mandatory Requirements Evaluation Methodology for Ranking and Shortlisting Negotiation Process for Final Selection Final Selection and Notice of Intent to Award Contract APPENDIX I Notice of Intent to Submit a Reply APPENDIX II Certificate of Signature Authority APPENDIX III Vendor s Certifications APPENDIX IV Budget Summary and Detail Instructions APPENDIX V Project Budget Summary APPENDIX VI Fixed Price Budget Worksheet Instructions APPENDIX VII Fixed Price Budget Worksheet APPENDIX VIII Replied Cost Allocation Plan APPENDIX IX Mandatory Requirements Checklist DCF ITN # SNR15K02 3 of 84 Unaccompanied Refugee Minor Program Miami-Dade

4 SECTION 1. INTRODUCTION 1.1 Introduction to the Procurement. The Department of Children and Families (Department), Refugee Services (RS) Program is seeking interested parties to develop and manage an Unaccompanied Refugee Minor Program in Miami-Dade County and/or neighboring counties if approved by the Department. Any Vendor interested in submitting a reply must comply with any and all of the terms and conditions described in the Invitation to Negotiate (ITN). These services are for refugees and are not related to the unaccompanied alien children crossing the border. The Department aspires to find a Vendor that will develop and manage an Unaccompanied Refugee Minor Program (URMP) aimed at providing foster care and child welfare services to eligible unaccompanied refugee minors (URMs) who are in the United States without a parent or guardian. The primary goal of this program is to ensure the self-sufficiency of URMs through a cohesive system of care that provides URMs access to the same types of services and benefits available to children in the State foster care system as defined in Florida s title IV-B Plan. In relation to this goal, the URMP shall develop unified methodical case plans, aggressively recruit qualified foster parents, assist URMs in the pursuit of permanency, and establish and nurture community relations that enhance the capabilities of the URMP and of each URM. The winning Vendor must be capable of offering a variety of placement options to URMs or be capable of subcontracting with other qualified organizations able to offer placement options. The Office of Refugee Resettlement (ORR) policy requires a range of placement options for all youth in the URMP that includes, but is not limited to, traditional foster care, therapeutic foster care, group homes, residential treatment centers, semi-independent living, and independent living. The winning Vendor shall also provide or facilitate access to a wide array of services to URMs. As required by ORR and 45 C.F.R. ss and , services that must be offered include, but are not limited to, family reunification, permanency planning, education, case planning/management, mental health, medical, cultural preservation/religious heritage, and immigration, citizenship, and naturalization legal services. The Vendor shall be knowledgeable of and fully compliant with all applicable state and federal laws, rules, and regulations that affect or may affect the subject area of this program. In accordance with 45 C.F.R. Part 400, the Vendor shall deliver to URMs the same types of services, benefits, and protections available to children in Florida s foster care program as defined in current state and federal laws, rules, and regulations. Please note refugee resettlement is a complex system involving many parties. The US Department of State contracts with several providers to perform reception and placement activities for newly admitted refugees. Due to existing agreements that bind State URM programs, respondents to this ITN must be affiliated or willing to become affiliated as a Reception and Placement agency with either Lutheran Immigration and Refugee Services (LIRS) or the United States Conference of Catholic Bishops (USCCB). If an interested Vendor does not already fall under the umbrella of LIRS or USCCB, then that organization would need to enter into an agreement and/or subcontract with LIRS or USCCB, or with an agency already under the auspices of LIRS or USCCB, that would allow the Vendor to provide reception and placement services to unaccompanied refugee minors in Miami-Dade County. DCF ITN # SNR15K02 4 of 84 Unaccompanied Refugee Minor Program Miami-Dade

5 This solicitation is issued in accordance with the provisions of section , Florida Statutes, Chapter 60A-1, Florida Administrative Code (F.A.C), and applicable Department policies and procedures. Any person interested in responding to the solicitation must comply with any and all of the terms and conditions described in the solicitation. A failure to read, understand, or comply with the terms of the solicitation may result in the Department s inability to accept or fully consider the response. 1.2 Statement of Purpose. The purpose of this ITN is to identify and negotiate with Vendors who are capable of developing and managing a URMP in Miami-Dade County. As stated above, the winning Vendor will be expected to offer a variety of services and placement options for all youth served by the URMP. The Vendor must also be capable of providing a variety of services that ensure the safety, wellbeing, and permanency of URMs. Section of the ITN describes in detail the tasks that the Vendor must be capable of completing. A brief description of each task is listed below: Complete all Organizational Responsibilities which include, but are not limited to, outreach, legal compliance, URM Handbook maintenance, URM case files, staff development training, and a quality management plan Provide Enrollment Services which include client eligibility determination, intake, and conducting appropriate assessments Provide Case Planning Services which include, but are not limited to, the development of a comprehensive case plan that addresses transition to self-sufficiency, citizenship, education, permanency, and financial management and responsibility Conduct case Staffing which includes, but is not limited to, multi-disciplinary staffing, trafficked URM placement staffing, annual staffing, and quarterly staffing Provide URM Services which include, but are not limited to, family reunification, licensing foster parents and homes, and providing varied placement options to meet the individual needs of URMs (e.g. relative caregiver placements, residential group care, specialized therapeutic foster care, medical foster homes, placements that best suit the ethnic background of the URM, etc.). URM Services also include foster and adoptive parent recruitment and licensing Provide Case Management Services which encompass a wide assortment of tasks including, but not limited to, on-going monitoring and tracking of each URM s progress, in home face-to-face visits, following up on all judicial reviews, providing referrals, providing authorized representation in applying for medical coverage and other benefits, reporting on incidents, facilitating transportation, compiling and maintaining case files, facilitating mentoring opportunities, the coordination of services with foster parents, and providing opportunities for URMs to follow ethnic, cultural, and religious practices consistent with their native traditions and social experiences. The Coordination of Services with foster parents requires the Vendor to work closely with foster parents to coordinate and supervise the provision of medical, legal, dental, educational, recreational, remedial, or other specialized services and resources as described in Florida s title IV-B Plan and the Refugee Assistance Plan Provide Road to Independence (RTI) Services which include Post-Secondary Services and Support (PESS) and Aftercare Services. DCF ITN # SNR15K02 5 of 84 Unaccompanied Refugee Minor Program Miami-Dade

6 1.3 Term of the Agreement. The anticipated start date of the initial contract is January 1, The initial contract shall end on September 30, The contract may be renewed for a period(s) not to exceed three (3) years or for the term of the original contract, whichever period is longer. Such renewal(s) shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the Department and shall be subject to the availability of funds. Any renewal(s) shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract including any amendments. The Department may negotiate lower pricing when renewing the contract. The total estimated dollar range for any contract resulting from this ITN is subject to the availability of funds. Funds are estimated to be between $1,500,000 - $2,000,000 for each year. Funding amounts will largely depend on the number of clients to be served, area of service, and the types of services, as determined by the Department. Please note that estimates are based on the availability of funds. Due to the unpredictability of refugee arrival patterns, federal grant requirements, and grant award amounts, the Department reserves the right to add funding to meet additional scope of services and tasks or decrease contract value if needs change or federal grant amounts decrease. 1.4 Contact Person and Procurement Manager. This ITN is issued by the State of Florida, Department of Children and Families. The sole contact point for all communication regarding this ITN is: Mailing Address: David Draper, Procurement Manager Florida Department of Children and Families Refugee Services 1317 Winewood Blvd, Building 6, Room 200 Tallahassee, Florida David.Draper@myflfamilies.com All contact with the Procurement Manager shall be in writing via electronic mail, U.S. mail, or other common courier. No facsimiles or telephone calls will be accepted for any reason. 1.5 Definitions Contract Terms. Contract terms used in this document can be found in the Department s Glossary of Contract Terms, which is hereby incorporated by reference and maintained at the following website: Program or Service Specific Terms. Program or service specific terms used in this document can be found in the Department s Refugee Services Glossary, which is hereby incorporated by reference. The link to the glossary is: Supporting Documentation. Information below lists the supporting documentation, filename(s) of the supporting documentation, and the associated link to download the supporting documentation. These documents are incorporated into this ITN by reference as if fully recited herein Department of Children and Families, Refugee Services Program DCF ITN # SNR15K02 6 of 84 Unaccompanied Refugee Minor Program Miami-Dade

7 1.6.2 Current Refugee Services Contracted Vendors Administration for Children and Families, Office of Refugee Resettlement (ORR) Florida s Refugees Population Statistical Reports Important Refugee Federal and National contact information Small, Minority, and Service-Disabled Veterans Business Participation. Small Businesses, Certified Minority and Florida Certified Veterans Business Enterprises are encouraged to participate in any conferences, conference calls, pre-solicitation, or pre-proposal meetings which are scheduled. All Vendors shall be accorded fair and equal treatment. THIS SPACE LEFT BLANK INTENTIONALLY DCF ITN # SNR15K02 7 of 84 Unaccompanied Refugee Minor Program Miami-Dade

8 SECTION 2. ITN PROCESS 2.1 General Overview of the Process. Replies that meet the Mandatory Requirements of this ITN (see Section 5.1 and Appendix IX) and are otherwise responsive will be eligible for evaluation. Responsive Vendors will be evaluated and ranked and a Short List (defined in Section 5.2) of Vendors selected for negotiation will be posted as described in Section of this ITN. Following negotiations with shortlisted Vendors, the Department will post a notice of intended contract award, identifying the Vendor selected for award. Final contract terms will be established with the selected Vendor. 2.2 Official Notices and Public Records Notices Regarding the ITN. All notices, decisions, intended decisions, addenda and other matters relating to this procurement will be electronically posted on the VBS website located at: In order to find postings at such location: 1. Click on Search Advertisements 2. Under Agency select Department of Children and Families 3. Scroll down to the bottom of the screen and click on Initiate Search It is the responsibility of prospective Vendors to check the VBS for addenda, notices of decisions, and other information or clarifications to this ITN Public Records. All electronic and written communications pertaining to this ITN, whether sent from or received by the Department, are subject to the Florida public records laws. Section 4.4 addresses the submission of trade secret and other information exempted from public inspection. 2.3 Protests and Disputes Time Limits for Filing Protests. Any person who is adversely affected by the decision or intended decision made by the Department pursuant to this solicitation shall file with the Department a notice of protest in writing within seventy-two (72) hours (Saturdays, Sundays, and state holidays excluded) after the posting of the notice of decision, or intended decision. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed Protests of Terms, Conditions and Specifications. With respect to a protest of the terms, conditions and specifications contained in this solicitation, including any provisions governing the methods for ranking replies, awarding contracts, or modifying or amending any contract, the notice of protest shall be filed in writing within seventy-two (72) hours (Saturdays, Sundays, and state holidays excluded) after the posting of the solicitation. For purposes of this provision, the term the solicitation includes any addendum, response to written questions, clarification or other document concerning the terms, conditions, or specifications of the solicitation. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed. DCF ITN # SNR15K02 8 of 84 Unaccompanied Refugee Minor Program Miami-Dade

9 2.3.3 Protest Bond Requirement. When protesting a decision or intended decision (including a protest of the terms, conditions and specifications contained in the solicitation), the protestor must post a bond equal to one percent (1%) of the Department s estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor. If no contract price was submitted, the Department shall provide the estimated contract amount to the protestor within seventy-two (72) hours (excluding Saturdays, Sundays, and state holidays) after the notice of protest has been filed. The estimated contract amount is not subject to protest pursuant to section (3), Florida Statutes. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which action is brought and in any subsequent appellate court proceeding. FAILURE TO FILE THE PROPER BOND AT THE TIME OF FILING THE FORMAL PROTEST WILL RESULT IN A REJECTION OF THE PROTEST. In lieu of a bond the Department may accept a cashier check, official bank check, or money order in the amount of the bond Filing a Protest. A notice of protest, formal protest, and bond are filed, when received by the contact person listed in Section 1.4 above. Filing may be achieved by hand-delivery, courier, US Mail or facsimile transfer. Filing by will not be accepted. All methods of delivery or transmittal to the Department s contact person shall remain the responsibility of the protestor and the risk of non-receipt or delayed receipt shall be upon the protestor. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION (3), FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES. 2.4 Limitations on Contacting Department Personnel and Others General Limitation. Prospective Vendors or persons acting on their behalf may not contact, between the release of this ITN and the end of the seventy-two (72) hour period (Saturdays, Sundays and State holidays excluded), following the Department's posting of the notice of intended award, Department personnel or any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the contact person identified in Section 1.4 above or as provided in this solicitation. Any such contact by an affiliate, a person with a relevant business relationship with a prospective Vendor, or an existing or prospective subcontractor to a prospective Vendor is assumed to be on behalf of a prospective Vendor unless otherwise shown Contact during the Negotiations Phase. During the negotiations phase of this ITN: (i) any contact and communication between the members of the negotiations team for the prospective Vendor(s) with whom the Department is negotiating and the negotiations team for the Department is permissible, but only "on the record" (as required by section (2), Florida Statutes) during the negotiations meetings; (ii) communication between the lead negotiator for the prospective Vendor(s) with whom the Department is negotiating and the lead negotiator for the Department outside of the negotiations meetings is permissible so long as it is in writing; and (iii) communications between prospective Vendor representatives and other DCF ITN # SNR15K02 9 of 84 Unaccompanied Refugee Minor Program Miami-Dade

10 Department representatives is permissible only as determined in writing by the Procurement Manager Violation of Contact Limitations. Violation of the provisions of Section 2.4 of this ITN will be grounds for rejecting a reply, if determined by the Department to be material in nature. 2.5 Schedule of Events and Deadlines ACTIVITY DATE TIME ADDRESS ITN advertised and released on Florida Vendor Bid System: * Solicitation Conference Call (Round 1) to be held: Submission of written inquiries (Round 1) must be received by: Anticipated date for posting Department's Response to Inquiries (Round 1): Notice of Intent to Submit a Reply to be received by the Department: March 26, 2015 April 23, 2015 April 30, 2015 May 12, 2015 June 3, :00PM 1:00PM 5:00PM 5:00PM 5:00PM Vendor Bid System (VBS) Electronic Posting site: vbs_www.main_menu Conference Call #: Participant Code: Attn: David Draper Dept. of Children and Families Refugee Services 1317 Winewood Blvd Bldg. 6, Room 200 Tallahassee, FL David.Draper@myflfamilies.com VBS Electronic Posting site: vbs_www.main_menu Attn: David Draper Dept. of Children and Families Refugee Services 1317 Winewood Blvd Bldg. 6, Room 200 Tallahassee, FL David.Draper@myflfamilies.com Section Reference * Solicitation Conference Call (Round 2) to be held: June 8, :00PM Conference Call #: Participant Code: Submission of written inquiries (Round 2) must be received by: June 18, :00PM Attn: David Draper Dept. of Children and Families Refugee Services 1317 Winewood Blvd Bldg. 6, Room 200 Tallahassee, FL David.Draper@myflfamilies.com 2.8 Anticipated date for posting Department's Response to Inquiries (Round 2): June 30, :00PM VBS Electronic Posting site: vbs_www.main_menu 2.8 DCF ITN # SNR15K02 10 of 84 Unaccompanied Refugee Minor Program Miami-Dade

11 ACTIVITY DATE TIME ADDRESS Sealed Replies must be received by the Department: * Reply Opening and Review of Mandatory Requirements: * Final Debriefing Meeting of the Evaluators and ranking of the replies: Anticipated posting of qualified Vendors ( Short List ) for Negotiation: * Organizational Meeting of Negotiation Team: Anticipated negotiation period: * Meeting of Negotiation Team to Develop Recommendation for Award: Anticipated posting of Intended Contract Award: Anticipated Effective Date of Contract: July 23, 2015 July 23, 2015 August 6, 2015 August 11, 2015 August 17, 2015 August 24, 2015 September 10, 2015 September 11, 2015 September 15, 2015 January 1, :40PM 4:45PM 10:00AM 5:00PM 2:00PM Attn: David Draper Dept. of Children and Families Refugee Services 1317 Winewood Blvd Bldg. 6, Room 200 Tallahassee, FL David.Draper@myflfamilies.com Dept. Of Children and Families 1317 Winewood Blvd Bldg. 6, Conference Room A Tallahassee, FL Dept. Of Children and Families 1317 Winewood Blvd Bldg. 6, Conference Room A Tallahassee, FL VBS Electronic Posting site: vbs_www.main_menu Dept. Of Children and Families 1317 Winewood Blvd Bldg. 6, Conference Room A Tallahassee, FL Section Reference , TBD TBD :00AM 5:00PM Dept. Of Children and Families 1317 Winewood Blvd Bldg. 6, Conference Room A Tallahassee, FL VBS Electronic Posting site: vbs_www.main_menu 5.3, N/A N/A N/A *All Vendors are hereby notified that the meetings noted with an asterisk above (*) are public meetings open to the public and may be electronically recorded by any member of the audience. Although the public is invited, no comments or questions will be taken from Vendors or other members of the public (except for the Solicitation Conference Call, in which comments and questions will be taken from Vendors). All times in the event schedule are local times for the Eastern Time Zone. Although the Department may choose to use additional means of publicizing the results of this ITN, posting on the VBS is the only official notice recognized for the purpose of determining timeliness in the event of protest. 2.6 Notice of Intent to Submit a Reply. Vendors who are interested in responding to this ITN are encouraged to send a Notice of Intent to Submit a Reply (Appendix I) to the Procurement Manager specified in Section 1.4, on or before the date and time specified in Section 2.5. Submission of a Notice of Intent is not a prerequisite for acceptance of replies from prospective Vendors. DCF ITN # SNR15K02 11 of 84 Unaccompanied Refugee Minor Program Miami-Dade

12 2.7 Solicitation Conference Call. The purpose of the Solicitation Conference Call is to review the ITN with interested Vendors so that areas of misunderstanding or ambiguity are clarified. The Department encourages all prospective Vendors to participate in the Solicitation Conference Call, during which Vendors may pose questions. The Solicitation Conference Call for this ITN will be held at the time and date specified in Section Official Department Responses. Only responses posted on the VBS website are to be considered official Department responses to questions whether the question is presented during the Solicitation Conference Call or submitted in accordance with Section 2.8 below Participation is not a Pre-requisite. 2.8 Written Inquiries. Participation in the Solicitation Conference Call is not a pre-requisite for acceptance of replies from prospective Vendors. Other than during the Solicitation Conference Call, prospective Vendor questions will only be accepted if submitted in writing to the Procurement Manager specified in Section 1.4, via electronic mail, U.S. mail, or other delivery service, and received on or before the date and time specified in Section 2.5. No questions will be accepted by facsimile or telephone. Copies of the responses to all inquiries, and clarifications or addenda if made to the ITN, will be made available by the date and time specified in Section 2.5 through electronic posting on the VBS website at: Receipt of Replies Reply Deadline. Replies must be received by the Department no later than the date and time and at the address provided in Section 2.5. All methods of delivery or transmittal to the Department s contact person remain the responsibility of the prospective Vendor and the risk of non-receipt or delayed receipt shall be exclusively the risk of the prospective Vendor Binding Replies. By submitting a reply, each Vendor agrees that its reply shall remain a valid offer for at least ninety (90) days after the reply opening date and that, in the event the contract award is delayed by appeal or protest, such ninety (90) day period is extended until entry of a final order in response to such appeal or protest Bid Bond Not Required. A bid bond or equivalent security is not required in order to submit a reply to this ITN Payment and Performance Bond Not Required. A payment and performance bond is not required for this contract and submission of evidence of the Vendor s ability to do so is not required in order to submit a reply to this ITN Changes to Replies after Submission Prohibited. Once the reply opening deadline has passed, no changes, modifications, or additions to the reply submitted will be accepted by or be binding upon the Department until the DCF ITN # SNR15K02 12 of 84 Unaccompanied Refugee Minor Program Miami-Dade

13 Department initiates negotiations or requests supplemental replies. The Department reserves the right to correct minor irregularities as provided in Section 2.13, but is under no obligation to do so Receipt Statement. Replies that are not received at the specified address, by the specified date and time, will be rejected and returned unopened to the Vendor by the Department. The Department will retain one unopened original for use in the event of a dispute Request to Withdraw Reply. A written request to withdraw a reply, signed by the Vendor, may be considered if received by the Department within seventy-two (72) hours after the reply opening date and time as specified in Section 2.5 above. A request received in accordance with this provision may be granted by the Department upon proof of the impossibility to perform based upon an obvious Vendor error Cost of Preparation of Reply. By submitting a reply, a Vendor agrees that the Department is not liable for any costs incurred by the Vendor in responding to this ITN Form PUR The standard General Instructions to Respondents Form PUR 1001 (11/06) is hereby incorporated into this solicitation by reference as if fully recited herein. Sections 3, 4, 5, 14, and 17 of the Form PUR 1001 are not applicable to this solicitation. In the event of any conflict between Form PUR 1001 and this solicitation, the terms of this solicitation shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes, in which case the term contained in Form PUR 1001 shall take precedence. The Form PUR 1001 form is available at: Department s Reserved Rights Waiver of Minor Irregularities. The Department reserves the right to waive minor irregularities when doing so would be in the best interest of the State of Florida. A minor irregularity is a variation from the terms and conditions of this ITN which does not affect the price of the reply or give the Vendor a substantial advantage over other Vendors and thereby restrict or stifle competition and does not adversely impact the interest of the Department. At its option, the Department may correct minor irregularities but is under no obligation to do so. When correcting minor irregularities, the Department may request the Vendor to provide clarifying information or additional materials to correct the minor irregularity. However, the Department will not request and the Vendor shall not provide additional materials that affect the price of the reply, or give the Vendor an advantage or benefit not enjoyed by other Vendors Right to Inspect, Investigate and Rely on Information. In ranking replies for negotiation and in making a final selection, the Department reserves the right to inspect a Vendor s facilities and operations, to investigate any Vendor representations and to rely on information about a Vendor in the Department s records or known to its personnel. DCF ITN # SNR15K02 13 of 84 Unaccompanied Refugee Minor Program Miami-Dade

14 Rejection of All Replies. The Department reserves the right to reject all replies at any time, including after an award is made when doing so would be in the best interest of the State of Florida, and by doing so assumes no liability to any Vendor Withdrawal of ITN. The Department reserves the right to withdraw the ITN at any time, including after an award is made when doing so would be in the best interest of the State of Florida, and by doing so assumes no liability to any Vendor Reserved Rights After Notice of Award The Department reserves the right to schedule additional negotiation sessions with Vendors identified in the posting of a Notice of Award in order to establish final terms and conditions for contracts with those Vendors The Department reserves the right, after posting notice thereof, to withdraw or amend its Notice of Award and reopen negotiations with any Vendor at any time prior to execution of a contract Other Reserved Rights. The Department reserves all rights described elsewhere in this ITN. THIS SPACE LEFT BLANK INTENTIONALLY DCF ITN # SNR15K02 14 of 84 Unaccompanied Refugee Minor Program Miami-Dade

15 SECTION 3. MINIMUM SPECIFICATIONS Specifications relevant to the Vendor s preparation of a response to this solicitation can be found in Section 4 that focuses on the formatting of replies. Section 4.2 focuses on the content of the reply. The selected Vendor shall also perform the tasks and be compensated in the manner set forth in any resulting contract in accordance with all terms thereof. A draft version of the contract will be posted on the VBS along with this solicitation, and is herein incorporated by reference. The final resulting contract will be negotiated with the successful Vendor. 3.1 Vendor Qualifications The Vendor will be required to specify at a minimum specific or essential qualifications as it relates to the proposed services of this ITN. These qualifications may include, but are not limited to, size, experience, required licenses, staffing levels, facilities, legal status, organizational type, financial qualifications, governance structures, or mandatory relationships or affiliations The Vendor submitting a reply must comply with all the Mandatory Requirements in order to be considered for selection under this ITN. The mandatory requirements for this ITN are set forth in Appendix IX Vendors must provide thorough and specific responses for how they propose to address each of the programmatic specifications, cost allocations, and required Financial Stability Documentation as outlined in Sections 4.1 through , of this ITN Vendors must comply with the Project Budget Summary and Detail Instructions, Project Budget Summary, Fixed Price Budget Worksheet Instructions, Fixed Price Budget Worksheet, and Replied Cost Allocation forms (Appendix IV, V, VI, VII, and VIII) that provide a detailed description for each item listed Vendors must comply with Section in demonstrating financial stability through financial documentation and/or certified financial reports in support of the Vendor s Financial Stability Vendor Disqualification Under PUR Form Persons or affiliates placed on the Convicted Vendor List or the discriminatory Vendor list are disqualified pursuant to sections 7 and 8 of the PUR Form Vendor Disqualification for Previous Failure to Perform. In addition to other criteria set forth herein, failure to have performed any previous contractual obligations with the Department in a manner satisfactory to the Department will be a sufficient cause for disqualification or termination. To be disqualified as a Vendor under this provision, the Vendor must have: Previously failed to satisfactorily perform in a contract with the Department, been notified by the Department of the unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of the Department; Had a contract terminated by the Department or other State of Florida agency for cause; or Failed to sign a certification regarding debarment, suspension, ineligibility and voluntary exclusion contract/subcontracts (Appendix III). DCF ITN # SNR15K02 15 of 84 Unaccompanied Refugee Minor Program Miami-Dade

16 3.2 Minimum Programmatic Specifications General Statement. The Unaccompanied Refugee Minor Program is a federal foster care system administered by the State. URM services consist of a unique blend of services and program management, with a specific cognizance of both refugee resettlement concerns and child welfare practices. These services will be provided to eligible refugee minors who are in the United States without a parent or guardian. The primary goal of this program is to ensure that unaccompanied refugee minors attain self-sufficiency and permanency by targeting services to the specific and individual goals established for each URM Programmatic Authority. This program is administered under the authority of section and , Florida Statutes, 45 C.F.R. Part 400 (Health and Human Services Refugee Resettlement Program), 45 C.F.R. Part 401 (Cuban/Haitian Entrant Program), and the State of Florida's plan for the provision of refugee services through the State's Refugee Program. The successful Vendor must comply with all applicable state and federal laws, regulations, action transmittals, program instructions, review guides, and similar documentation, including, but not limited to, the applicable laws and regulations as outlined in any resulting contract Scope of Service. URM foster care is to be provided to eligible unaccompanied refugee minors residing in Miami-Dade County, Florida. Eligible unaccompanied refugee minors residing outside of Miami-Dade County may be served in limited circumstances if a significant need exists. If the Vendor wishes to continue to serve a URM who moves outside of the service area, the Vendor must present an amendment to the URM s case plan demonstrating how the Vendor will continue to meet its supervisory obligations under the contract and 45 C.F.R. s Written approval must be obtained from the contract manager Major Program Goals. The primary goal of the State s unaccompanied refugee minor program is to ensure that unaccompanied refugee minors attain self-sufficiency and permanency by targeting services to the specific and individual goals established for each URM. URMs must have access to the same range of services, benefits, and protections available to other children in Florida s foster care system as identified in the State s plans under titles IV-B and IV-E of the Social Security Act. The successful Vendor will be expected, at a minimum, to perform a variety of tasks to assist in this process. This includes completing all organizational responsibilities (outreach, staff development, quality management plan, etc.) while providing a variety of services that include, but are not limited to, Enrollment Services, Case Planning Services, Staffing, URM Services, Case Management Services, and Road to Independence Services Contract Limits Services funded under any resulting contract may be only URMP specific services, which are designed to meet URM needs and are in keeping with the rules and objectives of the refugee program. DCF ITN # SNR15K02 16 of 84 Unaccompanied Refugee Minor Program Miami-Dade

17 Funds for any resulting contract may be administered under the terms of the Social Services Grant, Cuban and Haitian Discretionary Grant, Refugee School Impact Grant, Services to Older Refugees Discretionary Grant, Cash and Medical Assistance Grant, and 45 C.F.R. Parts 400 and 401, and are subject to all grant and federal regulatory requirements. Discretionary funding and other sources may also be utilized if administered by the RS program The Department reserves the right to alter or adjust the service locations and the number of clients and to add service priorities if needed Client Eligibility Clients to be served are URMs living in Miami-Dade County, Florida requiring foster care. URMs residing in other counties may be served with prior written approval from the Department Client Determination Client Eligibility. Eligibility shall be determined as it is defined within 45 C.F.R. Parts 400 and 401 and other eligibility memoranda distributed by the Department. The Department has final authority on client eligibility. Children eligible to enter the URMP in Florida must meet the definition of an Unaccompanied Refugee Minor (URM) as described in 45 C.F.R. s and , reside in Miami-Dade County, Florida, and possess an immigration status or classification permitting URMP placement and services. Eligible clients include refugees and entrants and, under specific criteria, Special Immigrant Juveniles and children in U nonimmigrant status. Please review the Refugee Services glossary for a complete list of populations eligible to receive these services (a link to the glossary can be found in Section of this ITN). Eligible URM s residing in neighboring counties may be served with prior written approval from the Department Client Determination. The Office of Refugee Resettlement (ORR) and the Department s Refugee Services Program determine URM eligibility. URMP eligibility is controlled by statute (see, INA s. 412(d) and section , Florida Statutes), federal regulations (45 C.F.R. Parts 400 and 401), and other eligibility memoranda distributed by the Department and/or ORR. The Department has final authority on URMP eligibility Immigration Status Verification. In the event the successful Vendor elects to utilize the SAVE/VIS system, the successful Vendor shall follow the procedures for the system included in any resulting contract. Not-for-profit entities are not required to verify eligibility through the SAVE/VIS Program. Client documentation that provides proof of eligibility in accordance with RS guidelines is sufficient to provide services Service Components Task List. The successful Vendor must be capable of providing a variety of services to meet the needs of URMs in Miami-Dade County. The criteria outlined in this section are largely based on Florida Statutes and rules. The department reserves the right to modify any of the outlined criteria in future contracts to reflect legislative and regulatory changes as they occur. The Vendor shall ensure that the following substantive service tasks are performed: DCF ITN # SNR15K02 17 of 84 Unaccompanied Refugee Minor Program Miami-Dade

18 Organizational Responsibilities The winning Vendor shall ensure that the following activities are completed appropriately and, when applicable, within the designated time frame Outreach The Vendor shall ensure that a variety of appropriate outreach activities are designed to familiarize URMs and foster parents with available contract services, to explain the purpose of those services, and to facilitate access to those services Legal Compliance The Vendor shall comply with all state and federal laws that affect the subject areas of this upcoming contract. In meeting its obligations under 45 C.F.R. s , the Vendor shall maintain fluency with Florida s foster care system and laws which include but are not limited to relevant sections in Florida Statutes Chapters 39, 394, 397, and Quality Management Plan The Vendor shall implement a Quality Management Plan for the URMP. The plan shall include the quality assurance and improvement activities to be conducted by the Vendor and any subcontracted organizations, the interval at which they will be conducted, and the types of data which will be collected, analyzed and reported Staff Development Training The Vendor shall ensure that each staff member, including program directors directly involved in service provision, receive at least thirty (30) hours annually of ongoing, planned staff development training activities, relevant to the URMP population, including mandatory reporting requirements related to child abuse, neglect, or abandonment in accordance with section , Florida Statutes URM Program Handbook The Vendor shall develop, maintain, and submit to the Department for approval, a comprehensive written handbook, outlining practice guidelines for the Unaccompanied Refugee Minor Program, including but not limited to: (1) Authorities; (2) Background Information; (3) Philosophy of Services; (4) Service Delivery Model; (5) Intake Process; (6) Case Plan Development Process; (7) Establishing Legal Custody; (8) Judicial Review Process; (9) Special Circumstances; (10) Incident Reporting; (11) Foster Parent Recruitment Plan; and (12) Foster Parent Training URM Case File The Vendor shall maintain a case file for each URM that shall include legible and detailed chronological case narrative information as well as any and all related eligibility documentation, referrals, intake forms, the URM s photograph, case plans, assessments, incident reports, judicial reviews, termination documentation, and any other applicable document related to the URM s case Enrollment Services The winning Vendor shall ensure that the following tasks are completed appropriately and, when applicable, within the designated time frame. DCF ITN # SNR15K02 18 of 84 Unaccompanied Refugee Minor Program Miami-Dade

19 Client Eligibility Determination The Vendor shall work with ORR and RS to determine a URM s eligibility based on the individual s age, immigration status, country of origin, and other factors permitted by law. The Vendor is encouraged to review the RS Eligibility Determination manual on the RS website for general eligibility guidance: Intake Upon determination of URMP eligibility, the Vendor shall conduct an intake and initial data collection including, but not limited to: (1) legal name; (2) alien number; (3) social security number; (4) current county of residence; (5) date of birth; (6) gender; (7) race; (8) religion; (9) country of origin; (10) immigration status; (11) arrival date in the United States; (12) port of entry; (13) name of available contact information of parents, siblings, or other persons significant to the minor; (14) fingerprints; and (15) photograph of the child. During the intake process, the Vendor shall ensure that each URM is aware of his/her rights and responsibilities and the rights and responsibilities of the Vendor. A copy of the Rights and Responsibilities form in both the URM s native language and in English shall be signed by the URM, when age appropriate, and by the Vendor. The Vendor shall also ask the URM to sign the Client Release of Information Form. The Vendor will explain to the URM the reason that the information is being collected and to whom the information may be released. In the event a URM refuses to sign the Client Release of Information Form, the Vendor shall sign and date the appropriate section of the form stating that the Vendor has explained the form and its purpose to the URM Annual Photograph of URMs - The Vendor shall submit a current photograph of the URM to the contract manager upon intake and annually thereafter on the anniversary of the initial intake of the minor, until the URM client exits the URMP Assessments Initial Assessment Within twenty-four (24) hours of receiving physical custody of the URM the Vendor shall: (1) perform an initial assessment of the URM s immediate physical and mental health needs; (2) place the URM in a facility duly licensed under section , Florida Statutes. and relevant administrative codes (Rules 65C-13, 65C- 14, and 65C-15, F.A.C.); (3) give preference in placement of URMs to homes in which at least one parent matches the language and/or culture of the URM when possible, except in cases where a URM explicitly requests to be matched with a foster parent from a different culture than their own. To the maximum extent feasible, URMs under twelve DCF ITN # SNR15K02 19 of 84 Unaccompanied Refugee Minor Program Miami-Dade

20 Case Planning years of age shall be placed in ethnically matched foster homes; and (4) notify the Department s Refugee Services Program System of Care Assessment The Vendor shall develop and utilize a System of Care Assessment aimed at determining the types of services and level of care appropriate for each URM in the URMP. Once the URM is assessed, the Vendor shall share findings with the URM and, if applicable, with the URM s foster parent(s). The Vendor must provide the URM and foster parent(s) with the resources and support that they need to enable them to provide or receive the necessary services. See Section for more information on System of Care Mental Health Assessment The Vendor shall, within 30 days of a URM entering the program, ensure that URMP staff obtains a mental health assessment of each URM, from a licensed mental health professional Residential Group Care (RGC) Assessment The Vendor shall, prior to placement of a URM in a licensed RGC facility, ensure that an assessment, comparable to that defined in section , Florida Statutes, is completed. The winning Vendor shall ensure that the following tasks are completed appropriately and, when applicable, within the designated time frame Case Plan Within thirty (30) calendar days of receiving physical custody of the URM, the Vendor shall develop a case plan for each URM that, at a minimum, meets the requirements of 45 C.F.R. s and, as applicable, section , Florida Statutes. The case plan shall be reviewed quarterly and shall address the attainment of permanency, self-sufficiency goals, immigration status and citizenship, education needs and goals, placement options and goals, potential for permanency, and the specific tasks that are necessary to meet the needs of the individual URM and attain the stated goals. The plan shall also describe health and mental health needs as well as preparation for independent living, cultural orientation needs, and preservation of the child s ethnic and religious heritage. Additionally, the roles and responsibilities of the foster parents and case managers shall be described in the case plan. For URMs between the ages of 13 and 17, the case plan shall describe in detail how basic life skills will be acquired. The Vendor DCF ITN # SNR15K02 20 of 84 Unaccompanied Refugee Minor Program Miami-Dade