STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES REFUGEE SERVICES PROGRAM

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1 STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES REFUGEE SERVICES PROGRAM INVITATION TO NEGOTIATE (ITN) Integration Assistance Services for Refugees and Entrants in Broward and Palm Beach Counties ITN#: 01K17BS2 Release Date: 02/17/2017 DCF ITN: 01K17BS2 1 of 69

2 TABLE OF CONTENTS 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 Florida Certified 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 Solicitation Written Inquiries Notice of Intent to Submit a Reply Receipt of Replies Form PUR Department s Reserved Rights SECTION 3. SPECIFICATIONS Mandatory Requirements Minimum Programmatic Specifications Minimum Financial Specifications Vendor Registration in MyFloridaMarketPlace Composition of the Contract Order of Precedence SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN How to Submit a Reply Content of the Programmatic Reply DCF ITN: 01K17BS2 2 of 69

3 4.3 Content of the Financial Reply Public Records and Trade Secrets SECTION 5. THE SELECTION METHODOLOGY Selection Criteria Application of Mandatory Requirements Evaluation Phase 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: QUESTION SUBMITTAL FORM APPENDIX V: MANDATORY REQUIREMENTS CHECKLIST APPENDIX VI: SUBCONTRACTOR LIST APPENDIX VII: BUDGET SUMMARY AND DETAILED INSTRUCTIONS..63 APPENDIX VIII: PROJECT BUDGET SUMMARY APPENDIX IX: REPLIED COST ALLOCATION PLAN 66 APPENDIX X: FIXED PRICE BUDGET WORKSHEET INSTRUCTIONS 67 APPENDIX XI: FIXED PRICE BUDGET WORKSHEET 68 APPENDIX XII: The Department s Standard Integrated Contract Part 1 APPENDIX XIII: The Department s Standard Integrated Contract Part 2 APPENDIX XIV: Form PUR 1000 APPENDIX XV: Form PUR 1001 NOTE: In addition to the Appendices included in this document, the Appendix listed as IX XII above are stand-alone documents that must be included in this solicitation. These documents can be found as artifacts in the Department s Procurement and Contract Management Playbook and the Department s Office of Contracted Client Services (OCCS) Intranet site. DCF ITN: 01K17BS2 3 of 69

4 SECTION 1. INTRODUCTION 1.1 Introduction to the Procurement The Department of Children and Families (Department), Refugee Services (RS) Program is issuing this solicitation for the purpose of obtaining integration assistance services for refugees and entrants in Broward and Palm Beach Counties. Any person interested in submitting a reply must comply with any and all terms and conditions described in this Invitation to Negotiate (ITN). The goal of the Department of Children and Families, Refugee Services Program is to assist refugees/entrants to effectively resettle and become economically self-sufficient as quickly as possible following their arrival in the United States. While most refugees and entrants arrive in the United States ready and able to become employed with the assistance of existing services, some more vulnerable individuals require focused services and a more holistic approach to overcoming challenges and barriers. Refugees/entrants who have resided for protracted periods in refugee camps, experienced trauma or torture, and those who have very limited formal education and/or formal work experiences or who are older, disabled or grappling with a significant medical condition may need assistance in addressing these challenges. Those who arrive as asylees or entrants are unable to participate in initial refugee resettlement services such as assistance in applying for benefits, required health screenings, information, referrals, and follow-up for community resources, and housing options available through voluntary resettlement programs. Certain refugees/entrants who are most vulnerable and unable to thrive within the existing array of refugee services may need Integration Assistance services to facilitate appropriate, evidence-based interventions to improve factors that impede effective resettlement and economic self-sufficiency. Additionally, outreach to potentially vulnerable communities through radio broadcasts and community presentations serving specific eligible populations may also be offered. Integration Assistance Services is composed of the following basic elements: Information and referral services; Outreach to the targeted community; Screen potential clients for those who would most benefit from intervention; Assess the screened, eligible refugee/entrant, identifying areas of concern, mitigating factors, & areas of strength and resiliency; Create a case plan that aligns each area of need identified in the assessment with at least one (1) specific and measurable goal; and Provide case management services (evidence-based interventions, transitional and close-out services). 1.2 Statement of Purpose The purpose of this ITN is to identify and negotiate with Vendors who have the knowledge and capacity to provide Integration Assistance Services in Palm Beach and Broward Counties. The Department intends to contract with (1) or more entities to provide appropriate interventions to eligible refugee/entrants that lead to effective resettlement, economic self-sufficiency, and community participation. DCF ITN: 01K17BS2 4 of 69

5 1.3 Term of the Agreement The anticipated start date of the resulting contract is October 1, The anticipated duration of the contract is three (3) years from the initiation of service (contract execution). The contract may be renewed for a period not to exceed three (3) years or for the term of the original contract, whichever period is longer. Such renewal 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 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 total estimated dollar range for contracts resulting from this ITN is subject to the availability of funds. Combined funds are estimated to be between $400,000- $420,000 each year for all contracts and likely to be at the lower end of that range. Funding amounts will largely depend on the Office of Refugee Resettlement (ORR) priorities, the number of clients to be served, the area of service, and types of services, as determined by the Department. 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 reserved the right to add funding to meet additional scope of services and tasks or decrease contract value as 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: Florida Department of Children and Families Jenifer L. Fonseca, M.S.W. Mailing Address: Florida Department of Children and Families 1317 Winewood Blvd., Bldg 6 Suite 200 Tallahassee, FL Jenifer.Fonseca@myflfamilies.com All contact with the Procurement Manager shall be in writing via electronic mail, U.S. Mail, or other common courier. Use of for contact is permitted. 1.5 Definitions The program or service specific terms and definitions that apply to the ITN can be found at DCF ITN: 01K17BS2 5 of 69

6 1.6 Supporting Documentation This table lists the supporting documentation and the associated link to download the supporting documentation. Subject Description Link Department of Children and Families, Refugee Services Program Current Refugee Services Contracted Vendors Administration for Children and Families, Office of Refugee Resettlement (ORR) Florida s Refugees Population Statistical Reports Website giving an overview of the program, (describes services, lists resources, and includes a calendar of events); List of DCFcontracted Vendors currently providing refugee services in Florida; Website of the federal organization responsible for allocating funds aimed at assisting refugees, entrants, and others; Detailed statistical information on refugee arrivals, services received, country of origin, etc.; docs/providerinfo.pdf html DCF ITN: 01K17BS2 6 of 69

7 Subject Description Link Important Refugee Federal and National contact information Provides information on many national and international groups providing assistance to refugees. resources.shtml 1.7 Small, Minority, and Florida Certified Veterans Business Participation Small Businesses, Certified Minority and Florida Certified Veteran Business Enterprises are encouraged to participate in any scheduled conferences, conference calls, pre-solicitation, or preproposal meetings. All vendors shall be accorded fair and equal treatment. SECTION 2. ITN PROCESS 2.1 General Overview of the Process The ITN process is divided into two (2) phases, the Evaluation Phase and the Negotiation Phase. The Evaluation Phase involves the Department s initial evaluation of replies. During the Evaluation Phase, all responsive replies will be evaluated against the evaluation criteria set forth in this ITN. The Department will then select one (1) or more vendors (Shortlist) within the competitive range to participate in negotiations. A vendor will be deemed responsive unless determined to be nonresponsive as defined in this solicitation document. The Negotiation Phase involves negotiations with the vendor(s). During the Negotiation Phase, the Department may request revised replies and best and final offers based on the negotiations. Following negotiations, the Department will post a notice of intended contract award, identifying the vendor(s) that provides the best value. 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 Department of Management Services (DMS) Vendor Bid System (VBS) located at: 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. DCF ITN: 01K17BS2 7 of 69

8 2.2.2 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 located in Chapter 119, Florida Statutes. Section 4.4 addresses the submission of trade secret and other information exempted from public inspection. 2.3 Protests and Disputes Any protest concerning this solicitation shall be made in accordance with subsections (3) and (2), Florida Statutes (F.S.), and Chapter , Florida Administrative Code. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SUBSECTION (3), F.S., 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, F.S. 2.4 Limitations on Contacting Department Personnel and Others General Limitations Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state approved holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. As part of a response to a Department request for additional or clarifying information, vendor representatives may communicate directly with other Department personnel or consultants identified by the Procurement Manager for such purposes Limitations During Negotiations During the Negotiation 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 negotiation team for the Department is permissible, but only "on the record" (as required by subsection (2), F.S.) 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 Department representatives is permissible only as determined in writing by the Procurement Manager. As part of an activity initiated by the Department during the negotiations phase, such as service or product demonstration, testing or development, vendor representatives may communicate directly with other Department personnel or consultants identified by the Procurement Manager or the Lead Negotiator for such purposes Violation of Contact Limitations Violations of Section 2.4 of this ITN will be grounds for rejecting a proposal, if determined by the Department to be material in nature. DCF ITN: 01K17BS2 8 of 69

9 2.5 Schedule of Events and Deadlines Activity Date Time Eastern ITN advertised and released on Florida VBS: *Solicitation Conference (Call) to be held: Submission of written inquiries must be received by: February 17, 2017 Address 4:45 PM DMS VBS Electronic Posting site: March 7, :00AM Conference Call #: Participant Code: March 14, :00 PM Attn: Jenifer L. Fonseca, M.S.W. Procurement Manager Dept. of Children & Families 1317 Winewood Blvd Bldg 6, Suite 200 Tallahassee, FL Section Reference Anticipated date for posting Department's Response to Inquiries: Notice of Intent to Submit a Reply Sealed Replies must be received by the Department: *Reply Opening and Review of Mandatory Requirements: *Debriefing Meeting of the Evaluators and ranking of the replies: March 21, :00PM DMS VBS Electronic Posting site: March 28, :00 PM Attn: Jenifer L. Fonseca, M.S.W. Procurement Manager Dept. of Children & Families 1317 Winewood Blvd Bldg 6, Suite 200 Tallahassee, FL April 27, :45 PM Attn: Jenifer L. Fonseca, M.S.W. Procurement Manager Dept. of Children & Families 1317 Winewood Blvd Bldg 6, Suite 200 Tallahassee, FL April 27, :50 PM 1317 Winewood Blvd Bldg 6, Suite 200 Tallahassee, FL May 11, :00AM 1317 Winewood Blvd Bldg 6, Suite 200 Tallahassee, FL , , DCF ITN: 01K17BS2 9 of 69

10 Activity Date Time Eastern Anticipated posting of qualified Vendors (shortlist) for Negotiation: Anticipated negotiation period: *Meeting of Negotiation Team to Develop Recommendation for Award: Anticipated posting of Intended Contract Award: Anticipated Effective Date of Contract: Address May 15, :00 PM DMS VBS Electronic Posting site: May 22, June 2, 2017 TBD 1317 Winewood Blvd Bldg 6, Suite 200 Tallahassee, FL June 6, :00AM 1317 Winewood Blvd Bldg 6, Suite 200 Tallahassee, FL June 13, :00 PM DMS VBS Electronic Posting site: Section Reference October 1, 2017 N/A N/A 1.3 *All vendors are hereby notified that 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, during 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 Solicitation Conference Call The purpose of the Solicitation Conference Call is to review the ITN with interested vendors. The Department encourages all prospective vendors to participate in the Solicitation Conference Call, during which prospective vendors may pose questions. The Solicitation Conference Call for this ITN will be held at the time and date specified in Section 2.5. Participation in the Solicitation Conference Call is not a pre-requisite for acceptance of replies from prospective vendors. The Department shall be only bound by written information that is contained within the solicitation documents or formally posted as an addendum or a response to questions. 2.7 Written Inquiries Other than during the Solicitation Conference Call, prospective vendor questions will only be accepted if submitted as written inquires to the Procurement Manager as specified in Section 1.4, via electronic mail, U.S. Mail, or other delivery service, and received on or before the date and time DCF ITN: 01K17BS2 10 of 69

11 specified in Section 2.5. Vendors should use the template provided in APPENDIX IV of this ITN to submit written inquiries. Written inquires will not be accepted by facsimile. The responses to all inquiries will be made available by the date and time specified in Section 2.5 through electronic posting on the VBS at: 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 Receipt of Replies Reply Deadline Replies must be received by the Department no later than the date/time and at the address provided in Section 2.5. Any replies that are not received at the specified address, by the specified date and time, will not be evaluated. 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 borne exclusively by the prospective vendor Binding Replies By submitting a reply, each vendor agrees its reply shall remain a valid offer for at least ninety (90) calendar days after the reply opening date and, in the event the contract award is delayed by appeal or protest, such ninety (90) calendar day period is extended until entry of a final order in response to such appeal or protest 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 Department initiates negotiations or requests supplemental replies. The Department reserves the right to correct minor irregularities, but is under no obligation to do so Right to Rely on Department Information In selecting vendor(s) for negotiation and in making a final selection, the Department reserves the right to rely on information about a vendor in the Department s records or known to its personnel Receipt Statement Replies not received at the specified place or by the specified date and time, or both, 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 72 hours after the reply opening time and date 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 DCF ITN: 01K17BS2 11 of 69

12 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 1001 (APPENDIX XV) The standard General Instructions to Respondents Form PUR 1001 (10/06) is hereby attached to this ITN by reference as if fully recited herein. Sections 3, 4, 5, 14, and 18 of Form PUR 1001 are not applicable to this solicitation. In the event of any conflict between Form PUR 1001 and this ITN, the terms of this ITN shall take precedence over Form PUR 1001, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001(APPENDIX XV) and is also 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 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 proposal 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 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. By rejecting all replies the Department 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. By withdrawing the ITN the Department 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 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. DCF ITN: 01K17BS2 12 of 69

13 Other Reserved Rights The Department reserves all rights described elsewhere in this ITN. SECTION 3. SPECIFICATIONS 3.1 Mandatory Requirements The vendor must meet the requirements of Section A reply that fails to meet the Mandatory Requirements will be deemed nonresponsive and will not be evaluated. 3.2 Minimum Programmatic Specifications General Statement Integration Assistance Services will be provided to assist eligible refugees and entrants in Broward and Palm Beach Counties Programmatic Authority This program is administered under the authority of section , 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 outlines in any resulting contract. The Vendor must also ensure that it operates in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Grant Guidance). The Vendor shall ensure compliance with these federal regulations. The Department requests that the Vendor submit a variety of documents demonstrating compliance (see Section for detailed requirements) Scope of Service Integration Assistance Services will be provided to eligible refugees/entrants who reside in Broward & Palm Beach Counties. Refugees/Entrants residing in neighboring counties may be served with prior written approval from the Department Major Program Goals The primary purpose of Integration Assistance Services is to assist the most vulnerable refugees/entrants who have been or are at-risk of becoming unable to successfully integrate into their communities and become economically self-sufficient. The major program goal is to promote the social and economic independence of Florida s most vulnerable refugees by providing mechanisms through which psychosocial, medical, and other practical factors impeding economic self-sufficiency and community integration are addressed Contract Limits DCF ITN: 01K17BS2 13 of 69

14 Services funded under any resulting contract may be only refugee/entrant specific services, which are designed to meet refugee/entrant needs and are in keeping with the rules and objectives of the refugee program Funds for any resulting contract may be administered under the terms of the Social Services Grant, Cuban-Haitian Set-Aside of the Social Services Grant, Older Refugee Set-Aside of the Social Services 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 Department The Department reserves the right to alter or adjust the service locations and the number of clients and add service priorities as needed Case management service recipients shall not be receiving similar services through any program Client Eligibility Clients to be served are refugees/entrants residing in Broward or Palm Beach County requiring Integration Services. Refugees receiving resettlement services through a resettlement agency must have completed the initial ninety (90) day resettlement period to be eligible for services Refugees are eligible if they have been in the United States for sixty (60) months or less as allowed by the funding source. The Vendor shall not deny any services under any resulting contract to any individual because an individual refuses to provide his or her social security number Client Determination Eligibility shall be determined as defined within C.F.R. Parts 400 and 401 and other eligibility memoranda distributed by the Department. The Department has final authority on client eligibility Client Eligibility Determination. The successful Vendor shall determine refugee/entrant program eligibility based on the individual s immigration status, country of origin, and date of entry to the US using original documents provided by the client. The period of eligibility is calculated from the client s date of arrival in the US, with the exception of asylees, whose period of eligibility is calculated from the date asylum was granted, and victims of severe forms of trafficking whose eligibility is determined using the date on the Office of Refugee Resettlement s (ORR) eligibility letter (children) or certification letter (adults). A legible copy (front and back) of immigration documentation verifying refugee/entrant eligibility is required to accurately determine eligibility. An eligibility guide describing specific client determination information is available from the Department or by visiting the Department s Refugee Services Program website at: 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 DCF ITN: 01K17BS2 14 of 69

15 through the SAVE/VIS Program. Client documentation that provides proof of eligibility in accordance with RS guidelines is sufficient to provide services Service Priorities The Department has established general guidelines that define the priority level of each client enrolled in Integration Assistance Services. Service priorities based on funding type are listed below. This information can also be found in any resulting contract as it is finalized with the successful vendor. Social Services Grant- (CFDA ) can be utilized to serve refugees/entrants residing in Broward or Palm Beach counties who have been in the United States for less than sixty (60) months or the date of eligibility, as applicable, & are seeking Integration Assistance Services. The following priorities apply to clients eligible for Integration Assistance Services funded through the Social Service Grant. -First Priority. All newly arriving refugees/entrants during their first year in the US who apply for services; -Second Priority. Refugees/entrants who are receiving cash assistance; -Third Priority. Unemployed refugees/entrants who are not receiving cash assistance; and -Fourth Priority. Employed refugees/entrants in need of services to retain employment or attain economic self-sufficiency. Cuban/Haitian Set-Aside, Social Services Grant (CFDA ) funds can be utilized to serve Cuban or Haitian refugees/entrants residing in Broward or Palm Beach Counties seeking Integration Assistance services. The following priorities apply to clients eligible for services funded through the Cuban/Haitian Set-Aside: -First Priority. Cuban/Haitian refugees/entrants within (12) months of their date of asylum or applicable eligibility date; and -Second Priority. Cuban/Haitian refugees/entrants who are not receiving initial reception and placement assistance from a voluntary agency through a cooperative agreement with the Department of State or Department of Homeland Security (DHS) and are within their first sixty (60) months from their date of eligibility. Services to Older Refugees Set-Aside, Social Services Grant (CFDA ) funds can be utilized to serve older refugees/entrants (over the age of 60 years old) whose eligibility date is less than sixty (60) months. The following priorities apply to clients eligible for services funded through the Services to the Older Refugees Set-Aside: -First Priority. All newly arriving older refugees/entrants during their first year of service eligibility who apply for services; -Second Priority. Older refugees/entrants who have lost, or are at risk of losing, Supplemental Security Income (SSI) and/or other federal benefits; and -Third Priority. Older refugees/entrants with the greatest relative risk of nursing home placement. DCF ITN: 01K17BS2 15 of 69

16 3.2.9 Service Components Task List Due to the unique nature of the individuals to be served, some of the specific tasks that the Vendor will be required to complete are negotiable. All tasks, however, must be designed to satisfy the Department s established goals and objectives (See Section 1.2 and Section 3.2.4). Below is a preliminary task list. The final list of tasks and appropriate performance measures will be negotiated with the successful Vendor. The successful Vendor shall perform the following substantive service tasks at a minimum: Outreach Services The Vendor shall carry out outreach activities designed to familiarize the potentially eligible clients with available contract services, to explain the purposes of the services, and to facilitate access to contractual services. These activities must at a minimum include, but are not limited to, the development of brochures, posters, media advertisements, other up-to-date forms of mass media including social media, and public announcements regarding meetings, workshops, or training. The provider shall submit all materials to the Department for review and approval thirty (30) calendar days prior to publication and dissemination. The Provider may coordinate with voluntary agencies resettling refugees in the community and with other vendors to identify refugee clients in need of integration assistance services. Outreach activities may take place in various locales including, but not limited to, community organizations, places of worship, and gathering places of potentially eligible populations. Radio Shows. The Vendor shall host, participate, and organize a radio show for at least one target refugee population in Broward and Palm Beach Counties. Topics of discussion shall include general information about services available for refugees, community resources, availability of assistance in the areas of employment, healthrelated services, legal services, housing, positive parenting, education in the US, laws regarding child abuse and neglect, domestic violence and other elements of violence prevention education Intake Upon determination of client eligibility, the Vendor shall conduct an intake and initial data collection including, but not limited to, legal name, alien number, country of origin, immigration status, arrival date in the United States, current county of residence, date of birth, gender, and if available, social security number and port of entry Information and Referral Services The Vendor shall assist eligible client obtain information and access community resources. These resources include, but are not limited to, ACCESS, food banks, emergency assistance agencies, federally qualified health centers, mental health counseling, low-cost or subsidized housing, county health departments, KidCare, low-cost medical clinics, social security administration, transportation options, and other community resources that would benefit the target population. At a minimum, the Vendor shall provide services in Haitian Creole with the capacity to provide services in Spanish and languages of the populations currently resettling refugee DCF ITN: 01K17BS2 16 of 69

17 groups. The Vendor shall have the capacity to respond to trends in refugee resettlement and provide necessary language accommodations. Information and Referral Services shall be provided over the telephone or on a walkin bases. No formal refugee eligibility determination is required to receive this component. No referral follow-up is necessary. The Vendor shall maintain a list of name, country of origin, & immigration status for all those served. (Client selfattestation suffices for this component.) Case Management Services The Vendor shall provide case management services to vulnerable refugees/entrants for a maximum time frame of six (6) months. Vulnerable refugees/entrants include those with unstable housing, frequent unemployment, no source of income, signs of domestic abuse, victim of torture or trauma, former refugee camp resident, over 55 years of age, unable to read and/or write in native language, extremely limited formal education, no transferable job skills, acute and/or chronic medical conditions, and signs/symptoms of mental health issues. The Vendor shall develop a case management service delivery model that tailors evidence-based interventions to client need. The frequency and intensity of intervention would vary based on the need of the individual. A screening tool shall be employed to ensure only those refugees/entrants in need of services are served. The Vendor shall develop a service delivery model that includes an assessment instrument to evaluate all aspects of a case management client s past and current experiences and gauge where strengths and deficits may exist and an individual/family case plan to be updated on a continuous basis with attainable and measurable goals tied to challenges identified during assessment. The completion of the assessment shall occur no later than seven (7) days after intake. The completion of the initial case plan shall occur no later than seven (7) calendar days after assessment completion. Both the assessment and case plan shall be developed with input from the client during a face-to-face interaction. The service delivery model shall facilitate services such that the clients are able to be transitioned to a community-based program or have needs sufficiently addressed for service closure. A successful closure will be defined using parameters specific to each case and further defined during the negotiation process. Linkages to existing community resources providing similar services to the general population shall be strengthened and leveraged for optimum outcome for the refugee client. Agreements with mental health counseling centers are encouraged. The utilization of mental health therapies in lieu of or in conjunction with traditional psychotherapy is encouraged. Art therapy & music therapy are two such examples. The Vendor is encouraged to be creative and consider therapies with evidence of efficacy here in the US traditional to the refugee population being served. Home visits are encouraged to gain a deeper understanding of a client s strengths and challenges, develop a greater trust relationship between case manager and client, and to provide clients the opportunity to be in a setting most comfortable to them enhancing a client s receptiveness and adherence to interventions. DCF ITN: 01K17BS2 17 of 69

18 Services shall be focused on refugees/entrants who are unable to access needed services without assistance and who lack a support system. Internal case staffing is encouraged for clients whose needs are being addressed by multiple staff members to enhance communication and service coordination. Emergency Services In the event a client demonstrates possible signs of being a threat to himself/herself or others, qualified staff shall be consulted and per the qualified staff member s professional judgment, the appropriate authorities shall be contacted immediately. Advocacy on behalf of the client is necessary to encourage the totality of the client s situation is respected by mental health professionals Informative Presentation/Workshops The Vendor shall provide Informative Presentations/Workshop Services targeting refugees/entrants during their initial year in the US. Presentations/workshops shall be hands-on, interactive, and engaging and focused on topics pertinent to the refugee groups being settled. Topics shall include, but not be limited to, practical living skills, social and cultural norms and practices in the United States, and the acquisition of knowledge of community resources. Presentation/Workshop settings shall vary depending on target population and topic to be covered. Vendors are encouraged to make full use of community settings. Presentations/Workshops shall not duplicate orientation sessions provided by other refugee service providers. Instructors shall utilize best practices of adult learners. Instruction shall be in the language of the participants incorporating elements of the English language whenever possible Interpreter Interpretation may be provided, at no cost to the client, to assist in obtaining needed services Support Services The Vendor shall have established links with other local providers to ensure that the supportive service needs of program participants can be met. The Vendor shall have a list of service providers to which clients can be referred including the services they provide, referral information, and eligibility criteria as well as a procedure for identifying additional service providers to meet currently unidentified client need. Such support services shall include public benefits, transportation, legal assistance, English language instruction, vocational training, medical services, employment services, and other relevant services Emergency Client Assistance Emergency client assistance may consist of limited housing and/or utility assistance (excluding phone and cable) or other types of approved assistance for refugees/entrants. All recipients must undergo eligibility determination which may include immigration status and date of entry/date of status, intake, and formal assessment of need for emergency client assistance. Additional requirements for receipt of emergency client assistance may include eviction notice, late payment notice, limited income, or others which will be established during negotiations. DCF ITN: 01K17BS2 18 of 69

19 Funding for emergency client assistance requires the approval of the Health and Human Services (HHS)/Office of Refugee Resettlement through a waiver and will not be an allowable expense until approval is received by the Department Additional Services The Vendor may provide additional services such as limited transportation services for participants in case management. Limited Transportation Assistance Vendors are encouraged to provide client with the knowledge and tools necessary to facilitate their own transportation whenever possible as part of the client s adaptation and resettlement process. The use of volunteers, students, community members, and other non-professional staff is encouraged in the provision of transportation services Client Case File and Case Notes For each client served, the Vendor shall maintain an individual case file that includes a detailed chronological account of service delivery. The details of the expectations of case file content are in the Records and Documentation section of any resulting contract. o All contact shall be documented in the case notes. o A client case file is not required for community presentations or information and referral participants Termination of Services and Case Closure The Vendor shall include a statement regarding status of the client s case at closure, including explanation of the reason for closure, self-sufficiency including employment status and/or source of income. The Vendor shall close a client s case for these reasons: (1) client completion of all objectives and no longer in need of services; (2) no longer meets eligibility criteria for the program; (3)written or verbal notification by the client of withdrawal from the program; (4) client relocation out of the service area; (5) non-participation of the client (the client has not participated in 30 days, unsuccessful closure, client participated, but objectives not achieved); or (6) death of client. All cases shall be closed if no client contact occurs for more than four (4) consecutive weeks Additional Tasks The Vendor is encouraged to propose additional allowable tasks which may assist in the successful accomplishment of the program goal. Additional tasks may be negotiated with the successful Vendor Task Limits The successful Vendor shall not make stipend payments to a client under the terms of any resulting contract. DCF ITN: 01K17BS2 19 of 69

20 Staffing Levels The successful Vendor shall not perform any tasks related to the program, other than those described in any resulting contract, without the express written consent of the Department The successful Vendor shall not deny any services under any resulting contract to any individual because an individual refuses to provide his or her social security number 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 Expiration of the contract period does not close cases. All pending services not resolved within the contract period will be carried over into the next contract period or referred to another provider Tasks and task descriptions may change over the life of the contract to comply with new regulations, laws, and grant requirements The successful Vendor shall ensure adequate program staffing for technical, administrative, and clerical support. The Vendor shall maintain an adequate administrative organizational structure and support staff sufficient to discharge its contractual responsibilities The staffing levels the successful Vendor included in the budget (Appendices VII - XI) shall be sustained throughout the resulting contract period(s) Staffing Changes. The successful Vendor may make staffing changes for those staff funded either in whole or in part with funds from any resulting contract only with the prior notification and review by the Department. The successful Vendor shall replace, on the project, any employee whose continued presence would be detrimental to the success of the project with an employee of equal or superior qualifications Professional Qualifications Professional and paraprofessional staff shall be qualified, as detailed in the job description, in a field appropriate to the services being provided under this contract. Preference shall be given to professional social workers or those with extensive experience providing social work services to disenfranchised groups The Vendor shall require a security background screening and five-year employment rescreening in accordance with Chapter 435, Florida Statutes, of all program personnel employed by the Vendor who work with children served by the provider. Security background investigation documentation shall be maintained on file with the Vendor s employment records Subcontractors Subject to Section 4.3 of the Standard Contract, the successful Vendor may subcontract for services under the terms of any resulting contract with the prior written DCF ITN: 01K17BS2 20 of 69

21 approval from the Department. Subcontracting shall in no way relieve the successful Vendor of any responsibility for performance of its duties under the terms of any resulting contract The Vendor shall execute contracts for subcontracted services within ninety (90) days of the contract or budget amendment execution date. In the case of an anticipated delay in meeting this requirement, the Vendor shall submit a written request for an extension to the Department prior to the expiration of the ninety (90) day deadline The successful Vendor shall include in all appropriate subcontract agreements: a detailed scope of work; clear and specific deliverables; performance standards; sanctions for non-performance including financial consequences; programmatic monitoring requirements; fiscal monitoring requirements; and, detailed documentation requirements. The Vendor's monitoring procedures for its subcontracts shall be structured to ensure the satisfactory delivery of services as well as the appropriate expenditure of funds. Within 30 days of executing contracts for subcontracted services, the Vendor shall provide copies of the executed contract to the contract manager. The Vendor shall ensure that all subcontractors have a representative attend a majority of local Refugee Taskforce meetings Service Delivery Location Under the terms of any resulting contract, the successful Vendor shall provide services in Broward or Palm Beach County, Florida. The service location(s) shall be accessible by public transportation. Refugees/Entrants residing in neighboring counties may be served with prior written approval from the Department In the event that there are several successful Vendors under this ITN, the sole discretion to allocate and restrict the service area for each successful Vendor will lie with the Department Changes in Location Service Times. The successful Vendor shall request approval from the Department, in writing, a minimum of thirty (30) calendar days prior to making changes in location, or any change which will affect the Department s ability to contact the successful Vendor by telephone, electronic mail, or facsimile transmission Services shall be provided, at a minimum, during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, local time of the service location, except for state recognized holidays. Because many clients can be better served with extended hours, the successful Vendor is encouraged to offer evening and weekend service times Any changes in service times and any additional holidays that the successful Vendor would like to observe must be included in the reply and approved in writing by the Department Services are expected to be provided through the full term of the contract. The successful Vendor is expected to manage staff and intakes to ensure the availability of services to priority clients through the entire contract period. DCF ITN: 01K17BS2 21 of 69

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