SOLICITATION Family Intensive Treatment Team 2017 002 Fiscal Year 2017 2018
SECTION 1: BACKGROUND, NEED AND PURPOSE, STATEMENT OF WORK, AND REQUIRED PROPOSAL CONTENT I. Background LSF Health Systems is the Managing Entity for the Department of Children and Families Behavioral Health programs responsible for the administration of mental health and substance abuse treatment programs for children and adults. LSF Health Systems covers the Northeast and North Central region of Florida, encompassing the following Counties: Alachua, Baker, Bradford, Citrus, Clay, Columbia, Dixie, Duval, Flagler, Gilchrist, Hamilton, Hernando, Lake, Lafayette, Levy, Marion, Nassau, Putnam, St. Johns, Sumter, Suwannee, Union and Volusia. Each program serves the most vulnerable and neediest individuals and provides for a comprehensive array of outpatient, inpatient and residential services including, but not limited to; therapy, case management, medication management, residential, room and board, crisis and emergency support, prevention, intervention, outreach, supported housing, and supported employment. Clients served must meet the eligibility requirements outlined in the Managing Entity contract and 65E 14, F.A.C. The anticipated effective date of the proposed contract is January 15, 2018. LSF Health Systems will accept proposals with total budgets of $600,000; funding is subject to availability of funds from the Department. I. Need and Purpose The Family Intensive Treatment (FIT) team model is designed to provide intensive team based, family focused, comprehensive services to families in the child welfare system with parental substance abuse. Treatment shall be available and provided in accordance with the indicated level of care required and providers shall meet program specifications outlined in Appendix A Incorporated Document 28 Family Intensive Treatment (FIT) Model Guidelines and Requirements. LSF Health Systems seeks to contract with an agency in St. Johns and Putnam counties to coordinate the processes described above. To ensure the implementation and administration of these programs, the agency shall adhere to the staffing, service delivery and reporting requirements described in Appendix A Incorporated Document 28 Family Intensive Treatment (FIT) Model Guidelines and Requirements. II. Statement of Work The terms and conditions of the LSF Health Systems standard contract and its supplemental documentation will be in effect for this award. All services rendered under this potential contract are subject to the rules, regulations and governance of the LSF DCF contract, the State of Florida and the Federal Government. Information specific to this project is contained in Appendix A. This document, subject to revision by LSF Health Systems, will be incorporated into any contract entered into by recipients of this award. Page 1
The agency shall be a current substance abuse agency which provides residential and detoxification services. Preference will be given to agencies that currently provide services to child welfare families and have established relationships Community Based Care (CBC) agencies. The agency will be expected to subcontract with Betty Griffin House for a 0.5 FTE Certified Domestic Violence Advocate position. The award recipient will be expected to leverage existing resources where available. III. Required Proposal Content This section describes the format and organization of the agency's response. Failure to conform to these specifications may result in the disqualification of the submission. A. Number of Responses Agencies shall submit only one proposal per agency. Each contract shall be entered into by only one agency. B. Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of agency s ability to meet the requirements of the proposed project. C. Trade Secrets Should any materials contained within a submission contain information subject to the protections of a trade secret, agencies submitting said material shall enclose the portions which are subject to this protection in a separate envelope clearly labeled, Trade Secret with a watermark indicated any pages contained trade secrets printed clearly across the document. Failure to submit protected information in this manner waives the agency s right to assert a trade secret privilege in later public records requests, should they arise. D. Response Content and Organization The response to this solicitation must be organized in the following format and must contain, as a minimum, all listed items in the sequence indicated: Title Page; Table of Contents; Narrative Program Description; Proposed Budget with Narrative Description; References. Forms for some of the above requirements are contained within the appendices. If no form is provided, agencies may utilize the format of their preference. Agencies selected for negotiation or award will be subject to providing evidence of eligibility to subcontract for state or federal funding. Several additional forms, certifications and documents will be required upon notification of an award. Failure to provide the requested materials will disqualify the recipient from funding and the agency with the next highest score will be contacted for negotiations. Page 2
Any response that does not adhere to the requirements outlined in this solicitation may be deemed non responsive and rejected on that basis. The following is a list of required content: A. Title Page Agency s response must include a coversheet or title page detailing the agency name, Procurement Manager Name and contact information along with a title page addressed to the contact indicated in Section 2. B. Table of Contents The table of contents must contain a list of all sections of the response and the corresponding page numbers. Alternatively, submissions may contain tabs as an index to the contents contained therein. C. Narrative Program Description The response to the solicitation should address the need and purposed outlined herein with an overview of how the agency intends to meet same. The agency must provide a thorough description of objectives and services to be provided under the project. Agencies must provide a detailed description of staffing in their responses. The minimum requirements for this section are: A description of the staff that will be employed or contracted by the provider and their qualifications such as education, years of work experience, role and management responsibilities, licenses, certificates, and any relevant technical courses or training. Identify the number of unduplicated consumers that the team anticipates serving under the project. Describe any community partnerships in place to support the project. If any matching funds or collaborative funding sources are available for this project, provide details on said availability. D. Budget and Budget Narrative Agencies will include a proposed budget, accompanied by a detailed budget narrative. The budget narrative must explain and demonstrate that each entry on the line item budget sheet is allowable, reasonable and necessary. E. References Each proposal should contain three references who can be contacted to obtain a recommendation concerning the provider s performance in providing services similar to those required by this project. Agencies may submit letters of support in lieu of simply listing a reference. Page 3
SECTION 2: SUBMISSION INSTRUCTIONS I. Process The process involved in soliciting proposals, evaluation proposals, and selecting the agency for contract negotiation leading to the award of a contract is a multi step process: a. Solicitation release by LSF Health Systems; b. Written questions submitted in accordance with the Schedule of Events and Deadlines; c. Response to written questions in accordance with the Schedule of Events and Deadlines; d. Agency s responses submitted in accordance with Schedule of Events and Deadlines; e. Evaluation of Proposals; f. Negotiations; and g. Notification of award recipients. II. Contact Person This solicitation is issued by LSF Health Systems, the DCF SAMH Managing Entity for the Northeast Region. The single point of contact is: Shelley Katz Vice President of Operations Shelley.katz@lsfnet.org 904 900 1075 III. Proposer Questions or Inquiries Questions related to this solicitation must be received in writing by the contact person listed in Section 2, II, and in accordance with the Schedule of Events and Deadlines. Questions must be sent via e mail. Responses to questions will also be published in accordance with the Schedule of Events and Deadlines. Inquiries shall not be made via telephone. No inquiry shall be made to any other personnel from either LSF Health Systems or the Department of Children and Families with regard to this solicitation. IV. How to Submit a Proposal This section describes how to correctly submit a proposal for this solicitation. Failure to submit all information requested or failure to follow instructions may result in the proposal being considered non responsive and therefore rejected. Please follow the instructions carefully. 1. Proposals must be delivered, sealed, clearly marked Solicitation, Family Intensive Treatment Team, and delivered by the deadline indicated in the Schedule of Events and Deadlines. 2. Pages should be numbered, have 1 inch margins, using size 11.5 font, 1.15 spaced, on 8 ½ by 11 paper and printed on one side only. Double sided proposals will not be accepted. Applicants are encouraged to use economy in preparing submissions and present information in the most succinct manner possible. Page 4
3. Do not include spiral or bound materials or pamphlets. All attachments or exhibits must be letter sized, and if reduced to letter sized, must be readable. Ink and paper colors must not prevent the entire proposal from being photocopied. 4. Each proposal should be unbound, collated, and include a table of contents with each section clearly labeled with the appropriate heading. 5. An original and two copies of the proposal and supporting materials are required. An electronic version of the proposal should be submitted on a USB Thumb Drive. The original must be marked original and must contain an original signature of an official of the agency who is authorized to bind the agency to its proposal. V. Limitations on Contacting LSF Health Systems Personnel Prospective agencies are prohibited from contacting LSF Health Systems personnel, DCF personnel or any person other than the person named in Section 2, II regarding this solicitation. Violation of this limitation may result in disqualification of the prospective agency. VI. Acceptance of Proposals Proposals must be received by LSF Health Systems by 5pm on the assigned date in accordance with the Schedule of Events and Deadlines at 9428 Baymeadows Rd, Ste 320; Jacksonville, FL 32256. No changes, modifications or additions to the proposals submitted after this deadline will be accepted by or be binding on LSF Health Systems. Any proposal submitted shall remain a valid offer for at least 90 days after the proposal submission date. Proposals not received at either the specified place or by the specified date and time, or both, will be rejected. Proposals may be sent via U. S. Mail, commercial carrier or hand delivered. Proposals submitted by facsimile or electronically will be rejected. LSF Health Systems reserves the right to reject any and all proposals or to waive minor irregularities when to do so would be in the best interest of LSF Health Systems. Minor irregularities are defined as a variation from the terms and conditions which does not affect the process of the proposal, or give the prospective agency an advantage or benefit not enjoyed by other prospective agencies, or does not adversely impact the interest of the agency. At its opinion, LSF may correct minor irregularities, but is under no obligation to do so. VII. Withdrawal of Proposal A written request for withdrawal, signed by the agency, may be considered if received by LSF Health Systems within 72 hours after the proposal opening time and date indicated in the Schedule of Events and Deadlines. A request received in accordance with this provision may be granted upon proof of the impossibility to perform based upon obvious error on the part of the agency. VIII. Special Accommodations A person with a qualified disability shall not be denied equal access and effective communication regarding any proposal documents or the attendance at any related meeting or proposal opening. If accommodations are needed because of a disability, please contact: Page 5
Shelley Katz Vice President of Operations 9428 Baymeadows Rd, Ste 320 Jacksonville, FL 32256 Shelley.katz@lsfnet.org 904 900 1075 IX. Cost of Developing and Submitting a Proposal LSF Health Systems is not liable for any costs incurred by any agency in responding to this solicitation. All proposals become the property of LSF Health Systems and will not be returned to the agency once opened. LSF Health Systems shall have the right to use any and all ideas or adaptations of ideas contained in any proposal received in response to this solicitation unless protected by trade secret and submitted in the manner outlined in the document herein required to assert such privilege. Selection or rejection of a proposal will not affect this right. SECTION 3: EVALUATION AND AWARD I. Selection Committee Each submission meeting the minimum requirements will be reviewed and evaluated by at least three people comprised of LSF Health Systems and Department of Children and Families staff members, and/or a community member. The submissions will be ranked based on the scores assigned by the reviewers during their evaluations. LSF Health Systems shall award the contract to the responsible and responsive agency that LSF Health Systems determines will provide the best value to the state, based on the selection criteria and will be the final decision making authority. II. Evaluation Phase Methodology I. The maximum possible score for any proposal is 100 points. While developing the response, please refer to the scoring criteria below for assuring completion. All proposals will remain with LSF Health Systems and will not be returned to the agency. Scored criteria are grouped into the following categories and weighting: Response to Need and Purpose (15 maximum points): The proposal contains sufficient information to determine that the agency understands the need for and purpose of the project. Description of Objectives/Services to be Provided (25 maximum points): The proposal contains a narrative description of the activities to be performed, including a detailed work plan and sustainability plan that is adequate and sufficient to accomplish the requirements of the project as described in the Statement of Work and referenced Guidance Document. The proposal contains a description of the system used to monitor and evaluate project implementation and effectiveness. The description should include an explanation of: how the provider will monitor the progress of the work and accomplishments of the outcomes; how the provider will identify and address any project issues, problems, or concerns as they arise; and how the provider will evaluate the effectiveness of the project. Page 6
Ability of Agency to Develop and Implement Project (25 maximum points): The agency shall be sufficiently established with appropriate community connections and resources to institute the project. The submission shall clearly outline factors contributing to the ability to be successful in developing, implementing and maintaining the team as well as documenting and reporting on the team s successes following implementation. Description of Staffing (15 maximum points): Person(s) engaged to complete the activities of this project are qualified to perform the required duties, including relevant experience in the areas of assessment of individuals experiencing mental health and substance use and are organized to meet the time frames established. Describe how the staffing will address communication with individuals who have limited English proficiency, who are deaf or who are hard of hearing. Response to Mandatory Specifications (Pass/Fail): Only substance abuse agencies that currently provide residential and detox are eligible to apply. The proposal addressed all items listed in the solicitation. Agencies who fail this portion of the proposal will not be considered. Budget and Budget Narrative (15 maximum points): The proposal includes a proposed line item budget, accompanied by a detailed budget narrative, on a separate sheet of paper. The budget narrative must explain and demonstrate that each entry on the line item budget sheet is allowable, reasonable and necessary. The budget and narrative must present a cost effective funding level for achieving the purpose of the project. References (5 maximum points): The proposal includes at least three references. Letters of support shall carry additional weight over references which may be validated. TOTAL MAXIMUM POINTS: 100 II. Determination of Ranking Each member from the selection committee will read and score each proposal independently, and then submit final results for tabulation. The score from each member will be summed and a final score will be assigned to the proposal. The scoring from the Evaluation Phase shall serve as a recommendation only. Scores will be ranked in numerical order and be submitted to the Selection Committee and the Negotiations Team to make a determination to include those agencies on the Move Forward List based on the competitive range of total scores. III. Selection and Posting of Move Forward List Upon approval of the list of agencies selected for negotiations, LSF Health Systems will post the Move Forward List on the LSF Health Systems website at: https://www.lsfnet.org/lsf healthsystems/resources/. Responsive agencies that are not listed in the posting will not be formally eliminated from the ITN process until the posting of the notice of intent to award. Unless otherwise provided in the posting of the Move Forward List, no presumption of preference or merit in the negotiation process or for contract award shall arise from the Evaluators scores, the ranking or the order of agencies listed in such posting. No responsive agency will be formally eliminated from consideration for award of a contract under this ITN until the posting of a Notice of Intended Award is issued. Page 7
IV. Negotiation Process for Final Selection LSF Health Systems intends to initially negotiate concurrently with the agencies on the Move Forward List approved by the Selection Committee and the Negotiations Team. However, LSF Health Systems reserves the right, after posting notice thereof, to expand the Move Forward List to include additional responsive agencies for negotiation or change the method of negotiation [e.g., concurrent versus by order of ranking], if it determines that to do either would be in the best interest of the system of care. V. Supplemental Replies LSF Health Systems reserves the right to require agencies on the Move Forward List to submit a supplemental reply or other submission prior to conducting negotiations. Notice of such requirement will be posted on the LSF Health Systems website at: https://www.lsfnet.org/lsfhealth systems/resources/. VI. Goal of Negotiations The negotiation process is intended to enable LSF Health Systems to determine which agency presents the best value, whether and with whom it will contract, and to establish the principal terms and conditions of such contract. There may be additional negotiations to finalize all terms and conditions of the contract after a notice of selection is posted. VII. Discretion After the initial negotiation session with the selected agency(s), in its sole discretion, LSF Health Systems shall determine whether to hold additional negotiation sessions and with which agency(s) it will negotiate. VIII. Other LSF Health Systems Rights During Negotiations At any time during the negotiation process, LSF Health Systems reserved rights include but are not limited to: Schedule additional negotiating sessions with any or all responsive agency(s); Require any or all responsive agency(s) to provide additional or revised replies and detailed written proposals addressing specified topics; Require any or all responsive agency(s) to provide a written best and final offer; Require any or all responsive agency(s) to address services, prices, or conditions offered by any other agency; Pursue a contract with one or more responsive agency(s) for the services encompassed by this solicitation, any addenda thereto, and any request for additional or revised detailed written proposals or request for best and final offers; Pursue the division of contracts between responsive agency(s) by type of service or geographic area, or both; Arrive at an agreement with any responsive agency, finalize principal contract terms with such agency and terminate negotiations with any or all other agencies, regardless of the status of or scheduled negotiations with such other agency(ies); Decline to conduct further negotiations with any agency; Reopen negotiations with any agency; Take any additional administrative steps deemed necessary in determining the final award, including additional fact finding, evaluation, or negotiation where necessary and consistent with the terms of this ITN; Page 8
Review and rely on relevant information contained in the replies received as outlined in this ITN; and Review and rely on relevant portions of the evaluations conducted by the Selection Committee and Negotiations Team. LSF Health Systems has sole discretion in deciding whether and when to take any of the foregoing actions, the scope and manner of such actions, the responsive agency or agencies affected and whether to provide concurrent public notice of such decision. IX. Negotiation Meetings Not Open to Public Negotiations between LSF Health Systems and agencies are not open to the public pursuant to subsection 286.0113(2), Florida Statutes. Negotiation strategy meetings of the LSF Health Systems Negotiation Team are exempted by subsection 286.0113(2)(a), F.S. X. Final Selection and Notice of Intent to Award Contract A. LSF Health Systems Negotiation Team Recommendation The LSF Health Systems Negotiation Team will develop a recommendation as to the award that will provide the best value to the state based on the selection criteria set forth in this ITN. In so doing, the Negotiation Team is not required to score the Agencies, and will base the Negotiation Team s recommendation on the selection criteria and will arrive at its recommendation by majority vote. The Negotiation Team s recommendation will be forwarded to the CEO, or his or her designee, for review. B. Selection of Agency(ies) The CEO, or his or her designee, will then decide which solutions and agency(ies) represent the best value, based on the selection criteria in this ITN, and to whom the contract should be awarded under this ITN. In so doing, the CEO, or his or her designee, is not required to score the agencies, and will base his or her decision on a determination of best value. If the CEO determines that two or more replies most advantageous to the state are equal with respect to all relevant considerations, including price, quality, and service, the award will be made in accordance with section 295.187, Florida Statutes, and Rule 60A 1.011, Florida Administrative Code. C. Reserved Rights LSF Health Systems reserves the right to: Select one or more agencies for the services encompassed by this solicitation, any addenda thereto and any request for additional or revised detailed written proposals or request for best and final offers; Divide the work among agencies by type of service or geographic area, or both; Award contracts for less than the entire service area or less than all services encompassed by this solicitation, or both; and Award a contract which includes one or more subcontractors proposed by any other agency(ies). D. Posting Notice of Award LSF Health Systems will post the Notice of Intent to Award Contract, stating intent to enter into one (1) or more contracts with the agency or agencies identified therein, on the LSF Health Systems Page 9
website at: https://www.lsfnet.org/lsf health systems/resources/. Any negotiations to finalize terms and conditions of the contract after such notice will involve LSF Health Systems Negotiations Team. XI. Post Award & Contract Development LSF Health Systems will contact the agency selected for the award to begin contract negotiation. As part of the contract negotiation process, conditions identified by either LSF Health Systems staff of the Selection Committee and the Negotiations Team will be addressed. If the agency has had their financial statements audited, a copy of the most recent audit statement, along with any management letter, will be requested. Additional materials evidencing the ability to contract with LSF Health Systems will be requested. In the event the agency fails to provide any requested materials, execute the contract, or defaults in performance, LSF Health Systems has the right to post a notice of withdrawal of award and reopen negotiations with any agency at any time prior to execution of the contract or re procure services in accordance with Rule 60A 1.006(3) Florida Administrative Code. Page 10
SECTION 4: PROPOSAL SCHEDULE OF EVENTS AND DEADLINES ACTIVITY/EVENT DATE METHOD Solicitation published 12/05/2017 LSF Health Systems Website: https://www.lsfnet.org/lsfhealth systems/resources/ Written questions due 12/08/2017 Submit to: Shelley Katz VP of Operations shelley.katz@lsfnet.org Responses to written questions 12/13/2017 Posted on LSF Health Systems Website: https://www.lsfnet.org/lsfhealth systems/resources/ Sealed responses due solicitation 12/15/2017 Submit to: Shelley Katz VP of Operations 9428 Baymeadows Rd Ste 320 Jacksonville, FL 32256 Mandatory evaluation begins criteria 12/18/2017 LSF Health Systems Negotiations begin Week of 01/03/2018 Notice of Intended Award 01/08/2018 LSF Health Systems Website: https://www.lsfnet.org/lsfhealth systems/resources/ Anticipated Contract start date 1/15/2018 Page 11
APPENDIX A: Incorporated Document 28 Family Intensive Treatment (FIT) Model Guidelines and Requirements Page 12
Program Guidance for Contract Deliverables Incorporated Document 28 Contract Reference: Family Intensive Treatment (FIT) Model Guidelines and Requirements Sections A-1.1, C-1.3.2 and Exhibit C2 Requirement: Specific Appropriation 372 of the General Appropriations Act for Fiscal Year 2014-2015 Due Date: Specific Appropriation 377J of the General Appropriations Act for Fiscal Year 2014-2015 Specific Appropriation 385 of the General Appropriations Act for Fiscal Year 2016-2017 Monthly Progress Report using the FIT data report template by the 20 th day of the month following service delivery Description Specific Appropriations 372 (FY14-15), 377J (FY15-16) and 385 (FY16-17) provide funding to implement the Family Intensive Treatment (FIT) team model that is designed to provide intensive teambased, family-focused, comprehensive services to families in the child welfare system with parental substance abuse. Treatment shall be available and provided in accordance with the indicated level of care required and providers shall meet program specifications. To ensure the implementation and administration of this proviso project, the Managing Entity shall require that Behavioral Health Providers providing FIT services (herein referred to as FIT Team Providers ) adhere to the service delivery and reporting requirements described in this Incorporated Document. Goals of the FIT Model 1. Provide intensive treatment interventions targeted to parents with Child Welfare cases determined to be unsafe; 2. Establish a team based approach to planning and service delivery with Community Based Care Lead Agencies, child welfare Case Management Organizations, Managing Entities, FIT Team Providers and other providers of services. 3. Integrate treatment for substance use disorders, parenting interventions and therapeutic treatment for all family members into one comprehensive treatment approach. This comprehensive approach includes coordinating clinical children s services which are provided outside of the FIT team funding. 4. Promote involvement in recovery-oriented services and supports; 5. Provide for immediate access to substance abuse and co-occurring mental health services for parents in the child welfare system; 6. Help parents with substance use disorders recover; 7. Promote increased engagement and retention in treatment; 8. Facilitate program completion and aftercare; and 9. In collaboration with Community Based Care Lead Agencies and child welfare Case Management Organizations: a. Promote safety of children in the child welfare system whose parents have a substance use disorder; Updated 07/01/2017 Incorporated Document 28, Page 1
Program Guidance for Contract Deliverables Incorporated Document 28 Client Eligibility b. Develop a safe, nurturing and stable living situation for these children as rapidly and responsibly as possible; c. Provide information to inform the safety plan; d. Reduce the number of out-of-home placements when safe to do so; and e. Reduce rates of re-entry into the child welfare system. The FIT Team Providers shall deliver services to parents who meet all of the following criteria: 1. Are eligible for publicly funded substance abuse and mental health services pursuant to s. 394.674, F.S.; including persons meeting all other eligibility criteria who are under insured. 2. Have a substance use disorder; 3. Have at least one child between the ages of 0 and 10 years old, with priority given to families with a child between the ages of 0 and 8; 4. At the time of referral to FIT: Referral s a. A child in the family has been determined to be Unsafe and in need of child welfare case management; and b. The parent(s) are willing to participate in the FIT Program or the parent is court ordered to participate in FIT services. In either case, enhanced efforts to engage and retain the parent(s) in treatment are expected as a critical element of the FIT program. The FIT Team Providers shall accept families referred by the child protective investigator, child welfare case manager or Community Based Care Lead Agency, provider of family intervention services, or the dependency court system. FIT Process Requirements The FIT Team Providers shall deliver an array of behavioral health services to eligible parents and other adult family members when necessary. Once a referral for an eligible parent(s) is received, the FIT Team Provider shall: 1. Initiate contact with the parent(s) to begin the engagement and enrollment process within two (2) business days of receiving a referral. The FIT Team Provider shall ensure that initial and recurring efforts to contact and engage the referred parent(s) are documented. 2. Document the date of enrollment as the date the parent signs consent for services. 3. Complete the initial assessments to determine the level of care and severity within fifteen (15) business days of enrollment and include the following assessments, at a minimum: a. American Society of Addiction Medicine (ASAM) to assess level of care; and b. Biopsychosocial Assessment to assess the severity of substance use disorders and other behavioral health needs. 4. Provide treatment services by the clinician within two (2) business days of completing the initial assessments (ASAM and Biopsychosocial Assessment). Completion of the treatment plan with the family may be the first service. Updated 07/01/2017 Incorporated Document 28, Page 2
Program Guidance for Contract Deliverables Incorporated Document 28 5. Complete additional assessments within thirty (30) calendar days of enrollment, to include the following at a minimum: a. Functional Assessment of Mental Health and Addiction (FAMHA) or other assessment as designated by the Department; b. A mental health assessment when indicated; and c. Adult Adolescent Parenting Inventory (AAPI-2) to assess parenting capacity and family functioning; 6. Complete an initial Adverse Childhood Experience (ACE) screening within sixty (60) calendar days of enrollment with each parent receiving FIT services and update as needed to consider new information related to trauma that may impact the ACE score. Note: may be completed sooner if clinically appropriate. 7. Develop a comprehensive family care plan within thirty (30) calendar days of enrollment to guide the provision of FIT services. At a minimum, the comprehensive family care plan shall: a. Be developed with the participation of the family receiving services; b. Include a case management plan that shows how support services will be provide to the enrolled parent(s). The case management plan may be a separate document or included as a component of the comprehensive family care plan; c. Coordinate clinical services received by the children, to align with the parents clinical services; d. Identify how support will be provided to parents to address the child s therapeutic, medical, and educational needs; e. Be reviewed with the family and revised as needed every three months, or more frequently to address changes in circumstances impacting treatment; and f. Align with the individual services treatment plan of the enrolled parent(s) and the child welfare case plan. If the child welfare case plan has not been developed at the time of the development of the comprehensive family care plan, the comprehensive family care plan shall be revised upon completion of the child welfare case plan. 8. If parents are not engaging in services, immediately notify the assigned child welfare case manager to allow for strategies to be developed jointly. Notification and strategy development efforts must be documented. 9. The FIT team will inform the child welfare case manager s ongoing assessments of caregiver protective capacities through their progress updates. The Community Based Care Lead Agency will keep the case open until it has been assessed, with FIT Team Provider consultation, that: a. The caregivers have enhanced their caregiver protective capacities to the point where there are no longer danger threats within the home and the children are safe, or; b. The children otherwise achieve permanency. 10. Review the family s treatment during a multidisciplinary team (MDT) meeting no later than seven (7) days prior to a family s transition from the FIT program. The review shall include the parent(s) receiving FIT services; other family members or significant others identified by the parent(s); and the child welfare case manager and other providers serving the family. If it is not possible to hold an MDT meeting prior to the family s transition from the FIT program; for Updated 07/01/2017 Incorporated Document 28, Page 3
Program Guidance for Contract Deliverables Incorporated Document 28 example, when treatment is interrupted due to factors such as judicial action or a parent going to jail; the MDT is optional. However, communication should occur between the FIT provider and the child welfare case manager regarding the status of the family at the time of discharge. The purpose of the MDT meeting is to ensure that: a. The family will receive behavioral health services that address the behavioral health condition and promote relapse prevention and recovery; b. The family has in place the services necessary to address their physical health care including a primary care physician for the parents and children; c. The support services put in place while in FIT; such as housing supports, supportive employment, financial benefits, etc.; can be sustained; d. The FIT Team Provider has identified available community services for the parents and children to provide for their ongoing well-being such as child care, early intervention programs, therapies, and community based parenting programs; e. The family s natural supports have been engaged to the degree possible; and f. Information about community support programs such as Alcoholics Anonymous, Narcotics Anonymous, a faith-based group or other recovery supports has been provided to the family. 11. Complete a FIT services Discharge Summary no later than seven (7) business days after discharge from all FIT services, including aftercare. The summary shall, at minimum, include: a. The reason for the discharge; b. A summary of FIT services and supports provided to the family; c. A summary of resource linkages or referrals made to other services or supports on behalf of the family; and d. A summary of each family member s progress toward each treatment goal in the substance abuse treatment plan and comprehensive family plan. 12. Provide information related to utilization as required to the Department and Managing Entity. FIT Programmatic Requirements As part of a comprehensive array of behavioral health services and supports, FIT team services shall include the following activities, tasks, and provisions: 1. An emergency contact number for parents to reach someone in case of emergency 24 hours a day, 7 days a week; 2. Peer coaching and support services to promote recovery, engagement and retention in treatment, and skill development; 3. Case management services to address the basic support needs of the family and coordinate the therapeutic aspects of services provided to all family members regardless of payer source; 4. Coordination of services and supports with child protective investigators and child welfare case managers; 5. Individualized treatment provided at the level of care that is recommended by standardized placement criteria; Updated 07/01/2017 Incorporated Document 28, Page 4
Program Guidance for Contract Deliverables Incorporated Document 28 6. Intensive in-home treatment, inclusive of individual and family counseling, related therapeutic interventions, and treatment to address substance use disorders, based on individual and family needs and preferences; 7. Group treatment to address substance use disorders, based on individual and family needs and preferences; 8. During the first phase of treatment, approximately the initial three to four months, clinical services will occur for approximately three hours a week with additional case management and peer services. 9. Trauma-informed treatment services for substance use disorders and co-occurring substance abuse and mental health disorders; 10. Therapeutic services and psycho-education in: a. Parenting interventions for child-parenting relationships and parenting skills; b. Natural support development, including the family when appropriate; and c. Relapse prevention skill development and engagement in the recovery community. 11. Care coordination with a multi-disciplinary team to promote access to a variety of services and supports as indicated by the needs and preferences of the family, including but not limited to: a. Domestic violence services; b. Medical and dental health care; c. Basic needs such as supportive housing, housing, food, and transportation; d. Educational and training services; e. Supported employment, employment and vocational services; f. Legal services; and g. Other services identified in the comprehensive family care plan. 12. The FIT Team Provider will be trained in the use of substance abuse treatment and evidence based parenting practices found effective for serving families in the child welfare system. 13. The FIT Team Provider may provide Incidental Expense services, as defined in Rule 65E-14.021, F.A.C., to the extent the primary need for such services demonstrably removes barriers and supports the family s recovery or reunification goals as documented in the family s treatment plan. Contracting Requirements 1. At minimum, the FIT Team Provider must be licensed for outpatient substance abuse services pursuant to Chapter 65D-30, F.A.C. If additional service components, for which the FIT Team Provider is not licensed, are needed for individualized treatment, the FIT Team Provider must purchase the service from an appropriately licensed provider. 2. FIT Team Providers are responsible for providing or subcontracting for all behavioral health services needed by individuals enrolled in FIT that are not directly provided by the team, including: detoxification; residential; crisis stabilization; medication management; aftercare; and other Covered Services as defined in Rule 65E-14.021, F.A.C., as needed. The FIT provider is Updated 07/01/2017 Incorporated Document 28, Page 5
Program Guidance for Contract Deliverables Incorporated Document 28 responsible for immediate access to these services and for coordinating all services provided or purchased. 3. The FIT funds should not be used to purchase children s services however the FIT team must coordinate clinical services with providers serving children in the family. 4. Services provided by the core FIT team staff and funded by FIT contract dollars cannot be billed to any third party payers. Services provided outside of the core FIT team staff may be billed to Medicaid or private insurance, to the extent allowable under these programs. The FIT team remains responsible for immediate access to services for enrolled individuals, regardless of payer. Administrative Tasks Staffing for FIT teams started prior to July 2016 The FIT Team must include the following general functions: 1. Program Management; 2. Clinical services for Substance Use Disorders and co-occurring mental and substance use disorders; 3. Specialized Care Coordination; and 4. Family Support/Peer Services. Staffing for FIT teams started after July 2016 For approximately every 20 families served, programs should have a minimum of: 1. 2 Behavioral Health Clinicians; 2. 1 Case Manager; and 3. 1 Peer Specialist. Programs serving more than 40 families must also have a program manager. Adjustments to staff and management ratios must be approved by the Managing Entity. This ratio is based on enrolled clients. Minimum Staffing Qualifications for FIT Teams started after July 2016 1. Program Manager - A Master s degree in Behavioral Health Sciences, such as psychology, mental health counseling, social work, art therapy, or marriage and family therapy; and an active license issued by the Florida Board of Clinical Social Work, Marriage and Family Therapy, and Mental Health Counseling; and a minimum of three years working with adults with substance use disorders. 2. Behavioral Health Clinicians - A Master s degree in Behavioral Health Sciences, such as mental health counseling, social work, art therapy, or marriage and family therapy; and a minimum of two years of experience working with adults with substance use disorders. (in smaller teams without a program manager one behavioral health clinician must be licensed). 3. Case Manager - A Bachelor s degree with a major in counseling, social work, psychology, criminal justice, nursing, rehabilitation, special education, health education, or a related field which includes the study of human behavior and development; and a minimum of one year of experience working with adults with behavioral health needs and child welfare involvement; or a Bachelor s degree with a major in another field and a minimum of three years of experience working with adults with Updated 07/01/2017 Incorporated Document 28, Page 6
Program Guidance for Contract Deliverables Incorporated Document 28 substance use disorders. This position does not serve as the Dependency Case Manager and FIT does not fund the Dependency Case Manager. 4. Peer Specialist - Certification as a Certified Recovery Peer Specialist certified by the Florida Certification Board; or direct personal experience living in recovery from substance abuse and mental health conditions and has been in recovery for at least 2 years with a minimum of one year work experience as a peer. Opportunities should be provided to peers to enhance and develop their skill sets. Peers can maximize their abilities if given opportunities to receive training that will further complement their lived experience. Monthly Progress Report The Managing Entity shall submit FIT data, using Template 17 FIT Reporting Template, by the 20 th day of the month following service delivery. Performance Measures for the Acceptance of Deliverables Monthly and yearly service targets should be determined by the Managing Entity, taking into account capacity of the provider, needs of families served, as well as geographical considerations. An estimated cost of $10,000 to $12,500 per family may be used to set targets for number of families to be served during a fiscal year, taking into consideration the above factors. The estimates should assume that families will remain in treatment and after care for several months, in some cases over a year. Managing Entities may consider a higher estimated cost and must discuss this recommendation with the Regional SAMH Director and with the FIT headquarters coordinator. In the event the Provider fails to achieve the minimum performance measures, the Managing Entity may apply appropriate financial consequences. Programmatic Performance Measures and Methodologies The Managing Entity shall include the following performance measures and methodologies in each FIT Team Provider subcontract: 1. At discharge, 90% percent of parents served will be living in a stable housing environment: a. The numerator is the sum of the number of parents discharged during the reporting period who are living in a stable housing environment. b. The denominator is the sum of the total number of parents discharged during the reporting period. c. The percentage of parents living in a stable housing environment at discharge should be equal to or greater than 90%. 2. 80% percent of parents served will improve their level of functioning as measured by the Functional Assessment of Mental Health and Addiction (FAMHA) or other assessment as designated by the Department: a. Measure improvement is based on the change between admission and discharge on the FAMHA or other assessment as designated by the Department. b. The numerator is the sum of the number of parents discharged during the reporting period with an overall functioning score that is higher at discharge than at admission, indicating an improvement in their level of functioning. Updated 07/01/2017 Incorporated Document 28, Page 7
Program Guidance for Contract Deliverables Incorporated Document 28 c. The denominator is the sum of the number of parents with both admission and discharge assessments who are discharged during the reporting period. d. The percentage of parents who improve their level of functioning should be equal to or greater than 80% 3. 80% of the parents served who complete a pre and post Adult Adolescent Parenting Inventory (AAPI-2) will improve their parenting functioning as measured on the AAPI-2 between admission and discharge. a. Measure improvement is based on the change between the AAPI-2 completed at admission and at discharge b. The numerator is the sum of the number of parents discharged during the reporting period with an overall functioning score that is higher at discharge than at admission. c. The denominator is the sum of the total number of parents with assessments for admission and discharge with the discharge being within the reporting period. 4. The FIT Team Provider will complete 85% of Discharge Summaries within seven (7) days of discharge from services: a. The numerator is the sum of the number of parents with Discharge Summaries completed within seven days of discharge. b. The denominator is the sum of the total number of parents discharged during the reporting period. c. The percentage of parents with a Discharge Summary completed within seven days of discharge during the reporting period should be equal to or greater than 85%. 5. The FIT Team Provider will complete 85% of the initial level of care assessments (Biopsychosocial Assessment and ASAM) within fifteen (15) days of enrollment into FIT services: a. The numerator is the sum of the number of parents who received initial assessments (Biopsychosocial Assessment and ASAM) within fifteen (15) days of enrollment into FIT services during the reporting period. b. The denominator is the sum of the total number of parents who were enrolled during the reporting period for at least five days. c. The percentage of parents who receive assessments within five (15) days of enrollment during the reporting period should be equal to or greater than 85%. 6. The FIT Team Provider will initiate treatment services for 90% of parents within 2 business days of completing the initial assessments (Biopsychosocial Assessment and ASAM): a. The numerator is the sum of the number of parents who receive treatment services within 48 business hours of completing their initial assessments during the reporting period. b. The denominator is the sum of the total number of parents who completed the initial assessments during the reporting period. c. The percentage of parents who receive treatment services within 48 business hours of completion of their initial assessments during the reporting period should be equal to or greater than 90%. Updated 07/01/2017 Incorporated Document 28, Page 8
APPENDIX B: FORMS Exhibit C Projected Operating and Capital Budget Exhibit D Personnel Detail Report Page 13
Exhibit C SAMH PROJECTED OPERATING AND CAPITAL BUDGET AGENCY CONTRACT # Date Fiscal Year PART I: PROJECTED FUNDING SOURCES & REVENUES FUNDING SOURCES & REVENUES DCF Total Revenue IA. STATE SAMH FUNDING (1) Management, Oversight and Administration $ $0 (2) Services Revenue $ $0 IB. OTHER GOVT. FUNDING (1) Other State Agency Funding $ $ $ $ $ $ $ $0 (2) Medicaid $ $ $ $ $ $ $ $0 (3) Local Government $ $ $ $ $ $ $ $0 (4) Federal Grants and Contracts $ $ $ $ $ $ $ $0 (5) In-kind from local govt. only $ $ $ $ $ $ $ $0 TOTAL GOVERNMENT FUNDING = $0 $0 $0 $0 $0 $0 $0 $0 $0 ========== ========== ========== ========== ========== ========== ========== ========== ========== IC. ALL OTHER REVENUES (1) 1st & 2nd Party Payments $ - $ - $ - $ - $ - $ - $ - $0 (2) 3rd Party Payments (except Medicare) $ - $ - $ - $ - $ - $ - $ - $0 (3) Medicare $ - $ - $ - $ - $ - $ - $ - $0 (4) Contributions and Donations $ - $ - $ - $ - $ - $ - $ - $0 (5) Other Grants and Contracts $ - $ - $ - $ - $ - $ - $ - $0 (6) In-kind $ - $ - $ - $ - $ - $ - $ - $0 TOTAL ALL OTHER REVENUES = $0 $0 $0 $0 $0 $0 $0 $0 $0 TOTAL PROJECTED FUNDING = $0 $0 $0 $0 $0 $0 $0 $0 $0 ` Page 1 Revised 07.01.2016