RFP Template · Web viewA master’s degree or higher in a Health and Human Services Field, or A bachelor’s degree in a Health and Human Services Field and two (2) years of relevant

Provider Enrollment (PEN)For

HIP Program: Helping Through Intervention and PreventionRegions: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 and 11

Procurement Number: HHS0000069

Enrollment Period Opens: February 7, 2014

Enrollment Period Closes: December 31, 2019Contains Revisions:

Addendum #30 (August 31, 2019)Addendum # 29 (August 31, 2018)

Addendum #28 (April 25, 2018)Addendum #27 (November 21, 2017)

Addendum #26 (August 4, 2017)Addendum #25 (June 7, 2017)

Addendum #24 (February 27, 2017)Addendum #23 (January 18, 2017)

Addendum #22 (December 16, 2016)Addendum #21 (November 4, 2016)

Addendum #20 (September 27, 2016)Addendum #19 (September 6, 2016)

Addendum #18 (August 4, 2016)Addendum #17 (June 29, 2016)Addendum #16 (June 22, 2016)Addendum #15 (June 15, 2016)Addendum #14 (May 11, 2016)

Addendum # 13 (January 11, 2016)Addendum # 12 (July 07, 2015)

Addendum # 11 (June 29, 2015)Addendum # 10 (May 14, 2015)Addendum # 9 (April 29, 2015)

Addendum # 8 (March 06, 2015)Addendum # 7 (February 20, 2015)Addendum # 6 (November 4, 2014)

Addendum # 5 (October 21, 2014) Addendum # 4 (September 12, 2014)

Addendum # 3 (July 14, 2014)Addendum # 2 (May 30, 2014)

Addendum # 1 (February 26, 2014)

HIP Program: Helping Through Intervention and PreventionProcurement Number: HHS0000069Released: February 7, 2014 Page 2 of 41

TABLE OF CONTENTS

(Hold down the "Ctrl" key while clicking on the page number below to go directly to that PEN Section.)

1. GENERAL INFORMATION............................................................................................................41.1. INTRODUCTION............................................................................................................................. 41.2. SCOPE......................................................................................................................................... 51.3. DFPS MISSION............................................................................................................................ 51.4. POINT OF CONTACT...................................................................................................................... 51.5. PROCUREMENT SCHEDULE...........................................................................................................51.6. AMENDMENTS AND ANNOUNCEMENTS REGARDING THIS PEN.........................................................61.7. ELIGIBLE APPLICANTS................................................................................................................... 61.8. DELIVERY OF NOTICES.................................................................................................................. 61.9. INFORMATION SECURITY AND PRIVACY INITIAL INQUIRY (SPI).........................................................6

2. STATEMENT OF WORK................................................................................................................72.1. PROGRAM PURPOSE..................................................................................................................... 72.2. NEED FOR SERVICE...................................................................................................................... 72.3. SERVICE DELIVERY AREA (SDA)...................................................................................................72.4. ELIGIBLE POPULATION.................................................................................................................. 82.5. CLIENT SERVICE PROVISIONS.......................................................................................................82.6. MINIMUM QUALIFICATIONS.............................................................................................................82.7. RESOURCE MATERIALS PROVIDED BY DFPS...............................................................................112.8. EIR ACCESSIBILITY CLAUSE........................................................................................................112.9. INSURANCE STANDARDS.............................................................................................................122.10. SERVICE AUTHORIZATION............................................................................................................132.11. INITIAL CONTACT........................................................................................................................ 142.12. MISSED OR CANCELLED APPOINTMENTS......................................................................................142.13. RECORDS MANAGEMENT.............................................................................................................152.14. MAJOR SERVICE DELIVERABLES..................................................................................................162.15. REQUIRED RECORD KEEPING......................................................................................................172.16. REQUIRED REPORTS.................................................................................................................. 192.17. GOAL AND PERFORMANCE MEASURES.........................................................................................192.18. TRANSITION PLANNING................................................................................................................20

3. UTILIZATION AND COMPENSATION.........................................................................................213.1. UTILIZATION............................................................................................................................... 213.2. COMPENSATION..........................................................................................................................21

4. HISTORICALLY UNDERUTILIZED BUSINESSES.....................................................................255. APPLICATION INFORMATION AND REQUIREMENTS.............................................................26

5.1. USE OF IDEAS BY THE STATE OF TEXAS......................................................................................265.2. PROPERTY OF HHSC................................................................................................................. 265.3. COPYRIGHT RESTRICTIONS.........................................................................................................265.4. NEWS RELEASES........................................................................................................................ 265.5. HOLD FIRM STATEMENT..............................................................................................................265.6. COSTS INCURRED....................................................................................................................... 275.7. TERMS OR CONDITIONS ATTACHED BY APPLICANT.......................................................................275.8. ERRORS WITHIN PEN.................................................................................................................275.9. PEN CANCELLATION/PARTIAL AWARD/NON-AWARD.....................................................................275.10. RIGHT TO REJECT APPLICATIONS OR PORTIONS OF APPLICATIONS...............................................275.11. AMENDMENTS TO APPLICATIONS.................................................................................................27


5.12. JOINT APPLICATIONS..................................................................................................................275.13. WITHDRAWAL OF APPLICATIONS..................................................................................................275.14. DEBRIEFING............................................................................................................................... 275.15. PROTEST PROCEDURES..............................................................................................................285.16. APPLICATION SUBMISSION INSTRUCTIONS....................................................................................28

6. ELIGIBILITY DETERMINATION..................................................................................................306.1. SCREENING................................................................................................................................ 306.2. BEST VALUE FACTORS................................................................................................................306.3. NON-RESPONSIVE APPLICATIONS................................................................................................326.4. CORRECTIONS TO AN APPLICATION.............................................................................................336.5. REVIEW AND VALIDATION OF APPLICATIONS.................................................................................336.6. ADDITIONAL INFORMATION...........................................................................................................336.7. CONTRACT AWARD..................................................................................................................... 33

7. GLOSSARY.................................................................................................................................. 348. ATTACHMENTS AND FORMS....................................................................................................39

8.1. A-1: PERFORMANCE MEASURES..................................................................................................398.2. A-2: FEE SCHEDULE................................................................................................................... 398.3. A-3: PEN APPLICATION AND CONTRACT......................................................................................398.4. A-3: CONTRACTOR SERVICE INFORMATION..................................................................................398.5. B: REQUIRED FORMS.................................................................................................................. 39


1. General Information

1.1. Introduction

1.1.1. Provider Enrollment (PEN) and Resulting ContractThis PEN, Procurement Number HHS0000069, begins with Section 1 and concludes with Section 8.

The Contracts resulting from this PEN consist of this Solicitation document, the PEN Application and Contract and supporting documents submitted by the Applicant, and all attachments and forms named and incorporated by reference. Accordingly, some language may be written in a manner that presents content as Contractual language, rather than Provider enrollment Solicitation language, it is applicable to both the PEN and resulting Contract.

1.1.2. Uniform Contract Terms and ConditionsThe terms and conditions outlined throughout this solicitation govern the PEN and any resulting contract. Any Contract awarded under this PEN includes the following:

The HHSC Vendor Uniform Contract Terms and Conditions, which Contractor can access in the following embedded document: See Package 9 Form M

Most current version the DFPS Special Conditions, which Contractor can access in the following embedded document: See Package 10 Form N

Most current Version of HHSC Vendor General Affirmations, which contractor can access in the following embedded document: See Package 11 Form O

1.1.3. Effective Date of ContractThe Effective Date of a Contract Awarded from this PEN will be the date entered in Attachment A-3, PEN Application and Contract.

1.1.4. BackgroundDFPS will use HIP Program services to prevent Child abuse and neglect in the target population.

Services procured under this Solicitation are intended to support the Safety of Children based on the definition of a Child being safe. A Child is not safe when:

1.1.4.1. Threats of dangers exist in the Family;1.1.4.2. The Child is vulnerable to such threats; and 1.1.4.3. The family does not have sufficient protective capacities to manage or control threats.

1.2. ScopeThe Texas Health and Human Services Commission (HHSC), on behalf of the Department of Family and Protective Services (DFPS), and pursuant to its authority under Texas Human Resources Code §40.058, seeks to enter into a Contract under its HIP Program: Helping through Intervention and Prevention program with one or more qualified Providers to provide short term in-home parenting education using an Evidence Based or Promising Practice Program. Contractors will provide parenting education and support services through a home visiting model to current and former foster youth and high risk families with newborns up to two (2) years old, in accordance with the Specifications contained in and referenced by this Provider Enrollment (PEN).


1.3. DFPS MissionThe mission of DFPS is to protect Children, the elderly, and people with disabilities from abuse, neglect, and exploitation by working with clients, Families, and communities.

1.4. Point of Contact

The sole point of Contact for inquiries concerning this PEN is: Name: Caretta JacksonPhone: (512) 840-7988Email Address: [email protected]

Prior to Contract Award Applicant must direct all communications relating to this PEN to the Health and Human Services Commission (HHSC) Point of Contact named above unless specifically instructed to an alternate Contact by HHSC Procurement.

Note DFPS Encrypted Emails : Email encryption offers a reliable, secure level of personal information protection when sending Email messages over the Internet. Correspondence sent by DFPS may be encrypted. The document at the following link will guide Email recipients on how to access and read encrypted Emails from DFPS:

https://www.dfps.state.tx.us/Contact_Us/Email_Encryption/default.asp

1.5. Procurement ScheduleAll dates are subject to change at DFPS' discretion.

Table 1 - Procurement Schedule

Enrollment Period Opens

02/07/14 1

Application should be submitted as soon as possible.

Enrollment Period Closes 08/31/2019

HHSC Post Awards to HHS Enrollment Opportunities a website maintain by Health &

Human Services Commission (HHSC)Beginning April 2015

Anticipated Contract Start Date Approximately thirty days (30) after all screening requirements are met.

1.6. Amendments and Announcements Regarding this PENHHSC will post all official communication regarding this PEN on the HHS Enrollment Opportunities. DFPS and HHSC reserve the right to revise the PEN at any time. It is the responsibility of each Applicant and Contractor to comply with any changes, Amendments, or clarifications posted to HHS Enrollment Opportunities. Applicant and Contractor must check HHS Enrollment Opportunities frequently for changes and notices of matters affecting this PEN. Applicant or Contractor’s failure to periodically check HHS Enrollment Opportunities will in no way release the Applicant or Contractor from “addenda or additional information” resulting in additional costs to meet the requirements of the PEN.

1 DFPS accepts Applications and Awards Contracts throughout the enrollment period. Award recommendations are made as screening is completed. Applicants should not wait until the end of the enrollment period to submit Applications.

https://www.dfps.state.tx.us/Contact_Us/Email_Encryption/default.asp


1.7. Eligible ApplicantsDFPS is authorized to enter into Contracts with entities that:

1.7.1. Are not debarred or suspended from participating in Federal Contracts; and

1.7.2. Are not barred from participating in State Contracts under Government Code § 2155.077.

1.8. Delivery of NoticesAny notice required or permitted under this Contract by one party to the other party must be in writing and correspond with the contact information noted in this section. At all times, Contractor will maintain and monitor at least one active electronic mail (Email) address for the receipt of Contract-related communications from DFPS. It is the Contractor's responsibility to monitor this Email address for Contract-related information.

1.9. Information Security and Privacy Initial Inquiry (SPI)The Applicant must submit the Information Security and Privacy Initial Inquiry (SPI) form with their Application to this open enrollment. See Package 8 Form L

The remainder of the page is intentionally left blank.

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2155.htm#2155.077


2. Statement of Work

2.1. Program PurposeIn accordance with the requirements of the Family Code §265.002, the DFPS Prevention and Early Intervention (PEI) Division provides services for children in at-risk situations and for the families of those children. PEI contracts for programs with the goal of providing early intervention or prevention of at-risk behavior that leads to child abuse or neglect, delinquency, running away, and truancy. PEI consolidates prevention and early intervention services within the jurisdiction of a single agency in order to avoid fragmentation and duplication of services, and to increase the accountability for the delivery and administration of these services.

HHSC on behalf of the DFPS Prevention and Early Intervention (PEI) Division is soliciting Applications from Applicants that can conduct home assessments, create family service plans and provide short term in-home parenting education using Evidence Based or Promising Practice Programs that are proven to be effective in increasing protective factors for families of children zero (0) to five (5) years old who are identified as at-risk for child abuse and neglect.

2.2. Need for ServiceFamilies who have a history of parental rights termination of one or more children due to abuse or neglect or who have had a child die due to abuse or neglect are at a high risk for recidivism for child abuse and neglect. This program is designed to provide services to those families who have this history, and who have recently had a new birth. Services can be provided for families with children from birth to age two (2). In addition, this program may serve foster youth (current and former) who are pregnant, who have recently given birth and are parenting a child up to two (2) years old. This includes teen fathers who are foster youth (current and former). The families must participate on a voluntary basis.

DFPS seeks to Contract with qualified Providers to assist DFPS’s PEI Division in achieving program purpose and objectives by providing Family intervention and prevention services. DFPS does not guarantee any minimum level of utilization or specific number of Referrals. The final decision for use, partial use, and non-use of these services lies within the authority of DFPS.

2.3. Service Delivery Area (SDA)This is a Statewide Procurement. An Applicant may propose to serve one or more counties in a Region or within multiple Regions as their primary SDA. The geographic area to be served consists of DFPS’ Regions 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 and 11.

DFPS Regions and Counties CLOSED out as of 01/04/2019Regions Counties

1 Lubbock2 All Counties3 All Counties4 All Counties5 All Counties6 All Counties7 All Counties8 All Counties

9 All Counties10 N/A11 All Counties


All Regions and Counties that are not listed within the above table are open for applications.

2.3.1. A map of all DFPS regions may be accessed at the following link:

https://www.dfps.state.tx.us/contact_us/map.asp

2.3.2. Applicant may select a secondary SDA that the Applicant is willing to serve and will only receive service authorizations in this area if the SDA has not been identified as a primary or secondary SDA by another Contractor.

2.4. Eligible Population

Individuals referred directly to Contractor by DFPS are eligible for services as determined by DFPS Contract. The eligible client population that will be referred by DFPS includes:

2.4.1. Families who have a newborn child, birth to two (2) years of age, who previously had their parental rights terminated in the two years preceding the birth month of the newborn child, due to child abuse or neglect;

2.4.2. Families who have a newborn child, birth to two (2) years of age, who previously had a child die in the two years preceding the birth month of the newborn child, with the cause identified as child abuse or neglect; and

2.4.3. Foster youth (current and former) who are pregnant, who have recently given birth and are parenting a child up to two (2) years old. This includes teen fathers who are foster youth (current and former).

2.5. Client Service Provisions

2.5.1. Contractor must serve Families within the following parameters: 2.5.1.1. All Families must enter into services voluntarily.2.5.1.2. Contractor cannot charge Families a fee for participating in a program or for any program

participation related costs.2.5.1.3. Contractor must provide services to Families without regard to their economic status.

2.5.2. If the Contractor is unable to accept new service authorizations based on capacity, Contractor must give PEI Staff a ten (10) day written notice.

2.6. Minimum Qualifications

2.6.1. Minimum Organizational Qualifications2.6.1.1. For Applicants who do not have a current Contract with HHSC or another State Agency to

provide a Home Visiting Program, the Applicant must:2.6.1.1.1. Have been in business, delivering services for a minimum of two (2) years to At-Risk

Families with children between the ages of zero (0) to five (5) years or have a minimum of three (3) years Child Protective Services experience (Worker IV or higher) as an Intensive Family Based Services caseworker or Conservatorship caseworker with extensive Monitor to Return experience.

2.6.1.1.2. Have experience conducting home assessments, creating family service plans and providing in-home parenting education using an Evidence Based or Promising Practice Program to Families, parents, and/or Caregivers within the past two (2) years preceding receipt of the Application.

https://www.dfps.state.tx.us/contact_us/map.asp


2.6.1.1.3. Demonstrate the Applicant is competent in managing and budgeting social service programs and daily operations in their local community by submitting the following documents for the most recent twenty-four (24) months preceding receipt of the Application.

2.6.1.1.3.1. All monitoring reports from any Texas City, County, State Agency, or Federal funding entity. Eligible Applicants must have not had any Contracts where the following has occurred in the twenty-four (24) month period preceding receipt of Applicant's Application to the PEN and have no such action throughout the DFPS screening and Contract Award process under this PEN:

2.6.1.1.3.1.1. Had non-compliance that resulted in harm to a client, child, or family; 2.6.1.1.3.1.2. Had a contract suspended or terminated due to fiscal non-compliance.

2.6.1.1.3.2. All completed fiscal audits performed on the Applicant’s social service operation;2.6.1.1.3.3. Applicant's balance sheet(s), and a statement of income and expenses;2.6.1.1.3.4. Capital expenditure report(s); and2.6.1.1.3.5. Statement of changes in financial position or cash flows, if applicable.

2.6.1.2. For Applicants who have a current Contract with HHSC or another State Agency to provide a Home Visiting Program, the Applicant must:

2.6.1.2.1. Have been in business, delivering services for a minimum of two (2) years to At-Risk Families with children between the ages of 0-5 years or have a minimum of three (3) years Child Protective Services experience (Worker IV or higher) as an Intensive Family Based Services caseworker or Conservatorship caseworker with extensive Monitor to Return experience.

2.6.1.2.2. Have experience conducting intensive home assessments, creating family service plans and providing in-home parenting education using an Evidence Based or Promising Practice Programs to Families, parents, and/or Caregivers within the past two (2) years preceding receipt of the Application.

2.6.1.2.3. Demonstrate the Applicant is competent in managing and budgeting social service programs and daily operations in their local community by submitting the following documents for the most recent twenty-four (24) months preceding receipt of the Application;

2.6.1.2.4. All monitoring reports from any Texas City, County, State Agency, or federal funding entity. Eligible Applicants must have not had any Contracts where the following has occurred in the twenty-four (24) month period preceding receipt of Applicant's Application to the PEN and have no such action throughout the DFPS screening and Contract Award process under this PEN:

2.6.1.2.4.1. Had non-compliance that resulted in harm to a client, child, or family; 2.6.1.2.4.2. Had a contract suspended or terminated due to fiscal non-compliance.

2.6.1.2.5. All completed fiscal audits performed on the Applicant’s social service operation;2.6.1.2.6. Applicant's balance sheet(s), and/or a statement of income and expenses;2.6.1.2.7. Capital expenditure report(s); and2.6.1.2.8. Statement of changes in financial position or cash flows, if applicable.

NOTE: Personal financial statements will not be accepted for any Applicant other than a sole proprietor.

2.6.2. Minimum Service Delivery Staff QualificationsContractor will assign only Qualified Personnel to this Contract. DFPS recognizes required staff positions, roles and specific areas of responsibility for Contractors related to providing home-


based services. DFPS defines the roles and the minimum qualifications for the person(s) responsible for these roles as follows:

2.6.2.1. Program Director Minimum QualificationsThe Program Director, or equivalent position, will be the primary program Contact and will be responsible for program oversight. In addition, the Program Director should be the direct Supervisor of direct service staff and volunteers.

2.6.2.1.1. Education and Experience2.6.2.1.1.1. Any person holding this position must have at least a bachelor's degree in a

Health and Human Services Field and a minimum of three (3) years of relevant work and volunteer experience in a Health and Human Services Field; or

2.6.2.1.1.2. Experience may be substituted for education on a year for year basis if the person holding the position of Program Director does not have a bachelor's degree in a Health and Human Service Field, in which case said person must have a minimum of seven (7) years of Health and Human Services Field experience.

2.6.2.1.1.3. Varying education and experience from requirements listed in 2.6.2.1.1.1. and 2.6.2.1.1.2. will be considered based on supporting documentation.

2.6.2.2. Assessment Staff Minimum QualificationsContract Assessment Staff are responsible for conducting the home assessment and must meet the following minimum qualifications prior to the delivery of any services under this Contract:

2.6.2.2.1. Education and Experience2.6.2.2.1.1. A master’s degree or higher in a Health and Human Services Field, or 2.6.2.2.1.2. A bachelor’s degree in a Health and Human Services Field and two (2) years of

relevant direct service work and volunteer experience with at-risk families with children ages 0-5 years.

2.6.2.2.1.3. Experience may be substituted for education on a year for year basis if the person holding this position does not have a bachelor's degree in a Health and Human Services Field, in which case said person must have a minimum of six (6) years of Health and Human Services experience working with at-risk families with children ages 0-5 years.

2.6.2.3. Direct Service Staff Minimum QualificationsDirect service staff and volunteers who are primarily responsible for delivering the Home Visiting Program must meet the following minimum qualifications prior to participating in the delivery of any services under this Contract:

2.6.2.3.1. Education and Experience2.6.2.3.1.1. An associate’s degree or higher in a Health and Human Services Field, or2.6.2.3.1.2. Two (2) years of relevant direct service work and/or volunteer experience in a

Health and Human Services Field. Relevant direct service work or volunteer experience must consist of working with families with complex needs and children ages zero (0) to five (5), families that have interacted with the child welfare system or families that are at a high risk of becoming involved with the child welfare system.

2.6.2.3.1.3. If the Evidence Based or Promising Practice Home Visiting model proposed has greater requirements, they are required to be met rather than the minimum requirements cited above.


2.6.2.3.2. Specialized Training Direct service staff must meet all training requirements of the Home Visiting Program being used.

At the time of application, at least one person must be trained in the Home Visiting Program that will be utilized by the operation.

2.6.3. Conferences, Workshops, Meetings and Conference CallsThe Contractor must participate with at least one staff member who is knowledgeable about the

HIP Program in all DFPS sponsored conferences, workshops, meetings, webinars and conference calls which may occur throughout each fiscal year. For planning purposes, these events may include, but are not limited to:2.6.3.1 Annual Partners in Prevention Training (PIP) Conference2.6.3.2 HIP Conference Calls2.6.3.3 Webinars

Details of the annual PIP conference events will be released as soon as they are finalized and the information is available for publication.

2.6.4. Minimum Organizational Training2.6.4.1. Each HIP Program Staff member must obtain organizational orientation for new

employees that include mandated reporting of child abuse and neglect, domestic violence, grief, cultural competency, and trauma.

2.6.4.2. Each direct care staff member delivering the chosen Home Visiting Program must meet the training requirements set forth by the developer of the selected Home Visiting Program.

2.6.4.3. All training must be documented in the personnel files and attendees must sign to indicate attendance/completion and must be available for program monitoring upon request.

2.6.5. Staff SubstitutionsContractor, in its reasonable discretion, may substitute appropriate key personnel to accomplish its duties so long as the substituted personnel are equally qualified and skilled in the tasks necessary to accomplish the tasks and services required. Contractor will provide to DFPS prior thirty (30) day written notice (if possible) of any proposed change in key personnel who will be involved in providing services under this Contract. DFPS will make the final determination whether staff is equally skilled and qualified. A Plan of Operations and A3 changes will need to be made prior to final approval.

2.7. Resource Materials Provided by DFPSDFPS has provided the following resources for Contractors that supports services purchased under this PEN for certification and training at the DFPS website:

http://infanttoddler.tamu.edu https://theounce.csod.com/default.aspx?c=aod_tx_custom

We also provide CEU credits and training at our annual PIP conference, and will make available training and resources to contractors throughout the year as part of our Texas Prevention Network.

https://theounce.csod.com/default.aspx?c=aod_tx_custom

http://infanttoddler.tamu.edu/


2.8. EIR Accessibility ClauseThis section applies if the Contract requires the Contractor to procure or develop Electronic and Informational Resources (EIR) for DFPS, or to change any of DFPS’ EIR. This section also applies if the Contract requires the Contractor to perform a service or supply goods that include EIR that DFPS employees are required or permitted to access or members of the public are required or permitted to access. Contractor must comply with the Electronic Information Resource (EIR) accessibility requirements as specified in the terms and conditions located at:

http://accessibility.hhs.texas.gov/2.9. Insurance Standards

DFPS will not execute a Contract if the documentation required in this section is not provided or is found to not meet the insurance requirements.

2.9.1. Required Coverage 2.9.1.1. During the term of the Agreement and until final acceptance of all Services and

Deliverables, the Contractor will procure, at Contractor’s own expense, the following insurance coverage:

2.9.1.1.1. Standard Worker's Compensation Insurance coverage; however Contractors who do not have an employee are exempt from this insurance requirement; and

2.9.1.1.2. General Liability Insurance including Bodily Injury coverage of $100,000.00 per each occurrence and Property Damage Coverage of $25,000.00 per each occurrence.

2.9.1.2. If the Contractor's current General Liability insurance coverage does not meet the requirements of Section 2.9.1.1.2, the Contractor will obtain sufficient Supplemental Liability Coverage or equivalent coverage amounts for bodily injury and property damage that occurs away from Contractor's business premises.

2.9.1.3. Contractor will provide HHSC with proof of insurance coverage within ten (10) calendar days after the Agreement is executed. Contractor is responsible for any and all deductibles stated in the policies. Insurance will be maintained at all times during the performance of the Agreement. Insurance coverage will be issued by insurance companies authorized by applicable law to conduct business in the State of Texas, and must name HHSC as an additional insured.

2.9.1.4. The insurance policy will have an extended reporting period of two years. When insurance policies are renewed or replaced, the insurance policy retroactive date must coincide with, or precede, the start of work on the Agreement.

2.9.2. Proof of Insurance Coverage2.9.2.1. Contractor will furnish the HHSC Project Manager an original Certificate of Insurance

(form 4736) evidencing the required coverage to be in force on the date of award, and renewal certificates of insurance, or such similar evidence, if the insurance coverages have an expiration or renewal date occurring during the term of the Agreement, the Contractor will submit evidence of insurance prior to Agreement award. The failure of HHSC to obtain such evidence from Contractor before permitting Contractor to commence work will not be deemed to be a waiver by HHSC and Contractor will remain under continuing obligation to maintain and provide proof of the insurance coverage.

2.9.2.2. The insurance specified above will be carried until all services required to be performed under the terms of the Agreement are satisfactorily completed. Failure to carry or keep such insurance in force will constitute a violation of the Agreement, and HHSC maintains the right to stop work until proper evidence of insurance is provided.

2.9.2.3. The insurance will provide for thirty (30) calendar days prior written Notice to be given to HHSC in the event coverage is substantially changed, canceled, or non-renewed. Contractor must submit a new coverage binder to HHSC to ensure no break in coverage.

2.9.2.4. Subcontractor Insurance Coverage. Contractor will require all subcontractors operating in Texas to carry Worker’s Compensation coverage in the amounts required by Texas law.

http://accessibility.hhs.texas.gov/


Contractor will also require subcontractors to carry General Liability Insurance including Bodily Injury coverage or $100,000.00 per occurrence and Property Damage Coverage of $25,000.00 per occurrence. Contractor may provide the coverage for any or all subcontractors, and, if so, the evidence of insurance submitted will so stipulate.

2.9.2.5. The Parties expressly understand and agree that any insurance coverages and limits furnished by Contractor will in no way expand or limit Contractor’s liabilities and responsibilities specified within the Contract documents or by applicable law.

2.9.2.6. Contractor and each subcontractor agree that insurer will waive their rights of subrogation against HHSC.

2.9.2.7. Contractor expressly understands and agrees that any insurance maintained by HHSC will apply in excess of and not contribute with insurance provided by Contractor under the Agreement.

2.9.2.8. If Contractor, or its subcontractor(s), desire additional coverage, higher limits of liability, or other modifications for its own protection, Contractor and each of its subcontractors will be responsible for the acquisition and cost of such additional protection.

2.9.3. Insurance VerificationIn order to mitigate risk under this Contract, DFPS will require the Contractor to submit verification of insurance that meets or exceeds current minimum DFPS requirements. Verification must be provided via the ACORD Certificate of Insurance, or a copy of the policy before this Contract is finally executed.

2.10. Service Authorization The Contractor will schedule and provide services as requested and in the timeframes referenced in this Solicitation upon receipt of a properly completed Service Authorization Form.DFPS will provide authorization to Contractor to provide services for Families.

2.10.1. After receiving Service Authorization, Contractor will send out the template welcome letter to the Family within twenty-four (24) hours of receipt.

2.10.2. Contractor will then follow up with the Family within three (3) business days with an introductory phone call to set up the Intake and Assessment Home Visit. If client can't be reached by phone, the contractor will to attempt the first initial Contact via home visit within 48 hours. The Contractor will have no more than six (6) Business Days to attempt contact with the Family via U S. Postal mail, telephone and home visit.

2.10.3. Service Authorization Form 2.10.3.1. HIP Program services are authorized by DFPS using a Service Authorization Form.

Contractor must accept and have sufficient resources and capacity to complete authorized work. The Service Authorization Form may be transmitted to the Contractor via:

2.10.3.1.1. Email; or2.10.3.1.2. Fax.

2.10.3.2. Services must be authorized on a valid Service Authorization Form prior to being rendered. The individual Case Record must include the Service Authorization Form and the Contractor must follow the specifics addressed in the form, including but not limited to:

2.10.3.2.1. The time limit specified; Service Authorizations expire after the second failed initial contact or thirty (30) days, whichever occurs first.

2.10.3.2.2. Services end at the earliest date, based on when one of these events occurs:2.10.3.2.2.1. The number of sessions specified per the selected Home Visiting Program have

been delivered based on the needs of the family; or2.10.3.2.2.2. The request for service is terminated in writing by DFPS.

2.10.3.3. Specifics related to non-payment:The following claims will be subject to non-payment or collection:


2.10.3.3.1. Service claims that exceed the number of authorized sessions per the selected Home Visiting Program;

2.10.3.3.2. Services provided outside the time frames specified on the Service Authorization Form;

2.10.3.3.3. Missed visits; and

2.10.3.3.4. Claims that result from the Contractor not following all procedures outlined in Section 2.10.1. and 2.10.2.

2.10.4. Intake Process

The Intake process must include completion of the HIP Registration Form and the Pre-Service Protective Factors Survey Contractor must have a process for intake and assessment of a family's need(s) for services and this Intake process must be documented in each family's case file. Initial contact must be attempted within six (6) business days of receiving a Service Authorization Form as outlined in Section 2.10.1. Intake and Assessment must be completed within ten (10) business days of receiving a Service Authorization Form. Contractor may request an extension from PEI Staff only in extenuating circumstances.

Transition/Case Closure Procedure Case closure must include collection of the Post Service Protective Factors Survey and Program Experience Survey. When services are completed, the Contractor must document closure of the case on the Client Registration Form and in the PEI database or other data reporting tools. Any Referrals made for additional services to other local social Service Providers must be tracked by the Contractor in their self-created Referral tracking tool.

2.10.5. Release of Confidential Information FormThe Contractor’s Referral must include a completed Release of Confidential Information Form, signed and dated by the client.

2.11. Initial ContactContractor must demonstrate efforts made to Contact DFPS authorized Families.

2.11.1. Contractor must attempt initial contact within six (6) Business Days of receiving the Service Authorization and/or schedule an appointment time with the Family.

2.11.2. Contractor will send out the template welcome letter to the Family within twenty-four (24) hours of receipt of the Service Authorization. Contractor will then follow up with the family within three (3) business days with an introductory phone call to set up the Intake and Assessment Home Visit. If client can't be reached by phone, the contractor will attempt the first initial Contact via home visit within 48 hours. If the client is unavailable, the Contractor will attempt another phone call and then a second home visit will be attempted.

2.11.3. If Contractor is unable to make contact with a family in the required time frame, the Contractor must contact the HIP Program Specialist and cc: the HIP Contract Manager via the HIP email box, detailing in the email the extenuating circumstances that caused the delay of contact with the family as required.


2.12. Missed or Cancelled Appointments

2.12.1. Missed by ContractorContractor Missed appointments are not billable to DFPS.

2.12.2. Cancelled by ContractorThe Contractor is responsible for a twenty-four (24) hour prior notification to Families when a visit must be canceled. If the client cancels the appointment, the appointment can then be billed as an Unsuccessful Attempt home visit. Contractor must maintain documentation regarding notification of cancellation and Contacts in each relevant Family’s file. DFPS may conduct periodic random phone interviews with clients to ensure scheduled appointments are being conducted and ample cancellation notice is given when absolutely necessary.

2.13. Records Management

2.13.1. DFPS PEI Database or Other Data Reporting Tools2.13.1.1. HIP Contractor must key-enter all service data for all participants served through the HIP

program into the DFPS PEIRS database or other data reporting tools using a secure internet connection. Data entered into the PEIRS database or other data reporting include the registration information, service data, and Outcome data (e.g. the Pre and Post Service Protective Factors Surveys and the Program Experience Survey). Contractor must ensure that computer equipment used for data entry meets minimum requirements established by DFPS for efficient connection to the PEIS database.

2.13.1.2. The Contractor must ensure accurate data entry into the PEIRS database or other data reporting tools and must enter all data for a specific month into the system no later than thirty (30) calendar days following the close of the month in which a registration occurred, services were provided, or the file was closed.

2.13.1.3. In order to be approved for database access, prior DFPS and criminal background check clearance must be obtained. Any person given permission to enter or view HIP Program data must strictly adhere to DFPS rules, regulations and standards for confidentiality, security and integrity of program data.

2.13.1.4. The Contractor is responsible for entering all data into the PEIS database or other data reporting tools. Data entry must not be Subcontracted out or performed by any Subcontracted service Provider.

2.13.2. Tracking ReferralsContractor must develop and maintain a tracking system to record Families authorized for services, whether services were provided and/or if any subsequent Referrals were made for the Family to another social service Provider.

2.13.3. DocumentationContractor will track all services provided in accordance with the Contractor's approved Plan of Operation and using the appropriate PEI documentation forms. Contractor must ensure that all service documentation is complete, accurate, maintained in an organized fashion, and made available to DFPS staff upon request. Contractor must maintain records in a manner which protects the confidentiality of the Families being served. Service Documentation should include, but is not limited to:

2.13.3.1. DFPS Registration Form;2.13.3.2. Welcome Letter and postage stamped envelope;2.13.3.3 Pre-Service Protective Factors Survey;2.13.3.4 Program Experience Survey;2.13.3.5 Post-Service Protective Survey;


2.13.3.6 Release of Information Form and/or Confidentiality Agreement2.13.3.7 Case notes, including phone logs, office visit notes, etc;2.13.3.8 Initial and Ongoing assessment tools;2.13.3.9 Service Plans;2.13.3.10 Receipts for Basic Needs Support and Program Supplies2.13.3.11 Referral Logs and Outreach Logs2.13.3.12 Monthly Client Activity Logs.

2.13.4 DFPS will provide the Registration, Pre and Post-Service Protective Factors Survey and Program Experience Survey Forms to the Contractor through the PEIRS database. If the Contractor is unable to access the PEIRS database, Contractor must contact PEI staff ASAP at [email protected] to be granted temporary access to the above mentioned forms.

2.14 Major Service DeliverablesDFPS purchases home assessments, family service plans and Home Visiting Program services that provide short term in-home parenting education using an Evidence Based or Promising Practice Program to meet the needs of Families at risk of Child abuse and neglect.Major Service Deliverables include:

2.14.1 Home-Based Assessments2.14.1.1 Applicant must conduct an initial home-based assessment of the Family to determine the

following:2.14.1.1.1 The overall Family functioning; 2.14.1.1.2 Parental and Family resilience; 2.14.1.1.3 Knowledge of parenting/Child development; 2.14.1.1.4 Social supports;2.14.1.1.5 The home environment; and2.14.1.1.6 The overall well-being and Safety of the Newborn/Child.

2.14.1.2 If serious concerns about the Safety or well-being of the Newborn or any other Child residing in the home develop during the assessment, the Contractor must immediately refer the case to Child Protective Services (CPS).

2.14.1.3 A formal, written assessment must be completed within two weeks of the home visit, identifying the strengths of the Family, any concerns noted, a service plan, basic needs support rendered, and any Referrals made to the Family during the assessment. The assessment should be kept in the Family file.

2.14.2 Home Visiting Program2.14.2.1 Applicant may provide Family home-based, parent education services, by utilizing one (1)

Evidence-Based or Promising Practice Home Visiting Program (see Section 7, Glossary). Applicants are who are trained in CICC Parenting Programs and/or SafeCare are encouraged to apply but Applicants trained in other Evidence-Based or Promising Practice Home Visiting Program models will also be evaluated. Please see the websites for CICC Parenting and SafeCare below:

http://www.ciccparenting.org/parenting-programs.phphttp://safecare.publichealth.gsu.edu/

Please Note: The Home Visiting Program used must be an Evidence-Based or Promising Practice Program that is rated for children zero to five (0-5) years old.

2.14.2.2 After the assessment has been conducted, Home Visiting Program services may be provided for up the maximum dosage of home visit sessions as noted within the selected Home Visiting program model. Only one session per home visit is permitted to ensure fidelity of the Home Visiting Program.

http://safecare.publichealth.gsu.edu/

http://www.ciccparenting.org/parenting-programs.php

mailto:[email protected]


(Memo released to providers 1/31/2019).

2.14.2.3 At the time of Application, at least one Program Staff member must be trained in the Home Visiting Program that will be utilized by the operation.

2.14.3 Basic Needs Support 2.14.3.1 Contractors may provide each family with basic needs support. Approved basic needs

support consists of: diapers, formula, clothing, cribs, pack-n-plays, bassinets, food, car seats, toiletries, or any items used for the baby, in addition to emergency assistance for the family.

2.14.3.2 Contractors may spend up to $200.00 per family on basic needs support.2.14.3.3 Up to $75.00 of basic needs support may be billed prior to the completion of the home-

based assessment.2.14.3.4 The remaining funds may be billed during the course of Home Visiting Program services

based on the needs of the family.2.14.3.5 Contractors are strongly encouraged to utilize other resources, such as: food banks, car

seat distribution programs (such as Safe Riders, http://www.dshs.state.tx.us/saferiders/), church clothing closets, etc. to leverage resources when possible.

2.14.3.6 When providing items such as cribs, pack n' plays, or car seats, Contractors are responsible for ensuring they meet safety guidelines.

2.14.3.7 Use of basic needs support for emergency assistance such as help with rent or utilities will be considered on a case-by-case basis. The HIP Program Specialist should be contacted for clarification and approval in these cases.

2.14.4 Program Outreach2.14.4.1 Contractors are required to facilitate and/or participate in outreach efforts with the DFPS

Child Protective Services office(s) that are located in their Service Area. These efforts should be substantial, continual and assist in relationship building between the Contractor and CPS, along with promotion of the HIP Program.

2.14.4.2 Outreach activities can include attending CPS Regional Resource Fairs, CPS unit meetings, CPS All-Program meetings, CPU/RTPC Regional Provider Meetings and other opportunities that will allow the Contractor to promote the HIP Program with DFPS CPS staff and other professional parties that work with CPS staff (i.e. – CASA, Guardian Ad Litems, Foster Parents, Shelter staff etc.).

2.14.5 Additional Program RequirementsThe Awarded Contractor must adhere to the following:

2.14.5.1 Implement the Home Visiting Program with fidelity to the program model (see Attachment B for some examples).

2.14.5.2 Provide clinical/Staff supervision sessions at least one (1) time per month for direct service staff and volunteer support to include case discussion, education, and professional development.

2.14.5.3 If the Home Visiting Program proposed has greater requirements, they must be met rather than the minimum requirements cited in this PEN.

2.14.5.4 Contractor is responsible for following all policy updates and clarifications issued by DFPS subsequent to this PEN as provided by DFPS staff via Email or as agreed upon by both DFPS and Awarded Contractor.

2.14.5.5 Contractor may Subcontract services as needed. No HIP Contractor may transport a HIP client in a personal or business vehicle. If the Contractor is a Child Placing Agency (CPA), Contractor may not transport a client in a personal or business vehicle while performing HIP Program services.


2.15 Required Record KeepingThe Contractor must ensure compliance with all record keeping requirements stated in this Contract as well as the http://hhscx.hhsc.texas.gov/sites/extranet/files/docs/pcs/vendor-UTC.pdf . All records must be housed in a central location and made available and accessible to DFPS without limitations.

Table 2 - Required Records2.15.1 Individual Family Service Case Record

Purpose To support and maintain details of services requested by DFPS and provided by the Contractor.

Minimum Requirements

Contractor will track all services provided in accordance with the Contractor's approved Plan of Operation and by using the appropriate PEI documentation forms. Contractor must ensure that all service documentation is complete, accurate, maintained in an organized fashion, and made available to DFPS staff upon request. Contractor must maintain records in a manner which protects the confidentiality of the Families being served. The Contractor must maintain individual client records. Records may be maintained electronically; however, Contractor must be able to promptly produce an easily legible hard copy of any records, if requested by DFPS. Family records must be housed or maintained in a central location, although backup copies of records may be maintained in an alternate secure location. The Case Record must contain, but is not limited to:2.15.1.1 Valid DFPS Authorization Form, with documented receipt

date;2.15.1.2 Documentation notes and dates of all Family services

occasions and any other Family service Contacts;2.15.1.3 Record of Contract-related notices and communications;

Welcome Letter and postage stamped envelope;2.15.1.4 Initial and Ongoing assessment tools;2.15.1.5 Pre-Service Protective Factors Survey2.15.1.6 Program Experience Survey;2.15.1.7 Post-Service Protective Factors Survey2.15.1.8 Release of Information and/or Confidentiality Agreement

2.15.1.9 Family Service Plans;2.15.1.10 Referral Logs; 2.15.1.11 Receipts for Basic Needs Support2.15.1.12 Monthly Client Activity Logs; and2.15.1.13 A copy of all required reports.

2.15.1.14 All required documentation for Program Supplies2.15.1.15 All required documentation for Program Outreach

2.15.2 Required Personnel RecordsPurpose To support and maintain for monitoring purposes evidence of the

Contractor’s minimum requirements for staff, Subcontractors, and volunteers with regards to qualifications.


Individual file for each staff, Subcontractor and volunteer must include at a minimum, but is not limited to the following documentation:2.15.2.1 Documentation clearly establishing that the Contractor's

Service Providers meet the minimum qualifications as required by this Contract:

2.15.2.1.1 Background checks requirements;

http://hhscx.hhsc.texas.gov/sites/extranet/files/docs/pcs/vendor-UTC.pdf


Table 2 - Required Records2.15.2.1.2 Business files to support compliance with insurance

requirements; and2.15.2.1.3 Completed training.

2.15.3 Billing RecordsPurpose To support and maintain for monitoring purposes evidence Invoices,

payments and adjustments related to services provided by the Contractor and billed to DFPS.


Contractor must create and maintain reliable and accurate records to support all actions related to invoicing, payments and adjustments for services provided to DFPS clients. Records must include at a minimum, but are not limited to the following:2.15.3.1 Copy of all Invoices submitted by the Contractor;2.15.3.2 Form 4116X, State of Texas Purchase Voucher ;2.15.3.3 Documentation clearly establishing date signed Invoice was

submitted; 2.15.3.4 HIP Services Expenditure Report, Monthly Mileage Log, Basic

Needs Support Receipts, Monthly Client Activity Log; and2.15.3.5 Any other supporting documentation requested by DFPS.

2.16 Required Reports

The Contractor must ensure compliance with all reporting requirements stated in this Contract as well as the http://hhscx.hhsc.texas.gov/sites/extranet/files/docs/pcs/vendor-UTC.pdf

Table 3 - Required Reports2

2.16.1 Monthly ReportPurpose An overview of services provided on a monthly basisMinimum

Requirements2.16.1.1 Provide complete responses to questions included in the template

Format 2.16.1.2 Monthly Report must be submitted using the PEIRS database or other data reporting tool.

Due Date 2.16.1.3 Fifth (5th) day of the month following the month of service delivery or the next Business Day if the Fifth (5th) day of the month is not a business day

Submitted To 2.16.1.4 PEI Program Specialist

2.16.2 Annual ReportPurpose To summarize services provided during the yearMinimum

Requirements2.16.2.1 Provide complete responses to questions included in the template

Format 2.16.2.2 Annual Report can be mailed or emailed.Due Date 2.16.2.3 Fifteenth (15th) day of October following the end of the Fiscal year

Submitted To 2.16.2.4 PEI Program Specialist

2 DFPS reserves the right to require additional reports from the Contractor.

http://hhscx.hhsc.texas.gov/sites/extranet/files/docs/pcs/vendor-UTC.pdf

https://www.google.com/url?q=http://www.dfps.state.tx.us/Application/FORMS/showFile.aspx%3FName%3D4116xe.doc&sa=U&ei=DUnTUM-3PPSA2AWowoCIBw&ved=0CAsQFjAC&client=internal-uds-cse&usg=AFQjCNGs3F_nDsBvvXWdp3H6aq19Y5h9Pw


2.17 Goal and Performance MeasuresContractor performance evaluation is based on assessment of the output and Outcome measures outlined in Attachment A-1, Performance Measures and compliance with the terms and conditions of the Contract, as indicated by DFPS records and Contract monitoring performed by DFPS staff.

2.17.1 GoalThe Goal of the Contract is to provide home visiting services and short term in-home parenting education using an Evidence Based or Promising Practice Program to Families with newborns, up to two (2) years of age and foster youth (current and former) who are pregnant, who have recently given birth and are parenting a child up to two (2) years old who have been identified by DFPS as being at risk of child abuse and neglect, in order to enhance protective factors in the Family and prevent child maltreatment.

2.17.2 Performance MeasuresIn addition to the Contractor's compliance with all of its obligations and duties under the Contract, DFPS measure’s the performance of the Contractor on the basis of the Performance Measures contained in Attachment A-1, Performance Measures.

2.18 Transition PlanningAt the end of the Contract Term, including Contract Renewal if any, other Contract termination or cancellation, the Contractor shall in good faith and in reasonable cooperation with the Department, aid in transition to any new arrangement or Provider of services. Unless otherwise directed in writing by DFPS, the Contractor will comply with all DFPS service authorizations received through the end date of the Contract.



3 Utilization and Compensation

3.14 UtilizationDFPS does not guarantee any minimum level of utilization or specific number of referrals. Utilization rates will vary according to the needs of individual clients and DFPS budgetary allocations. Actual utilization is within the discretion of DFPS.

3.15 Compensation

3.15.1 Availability of FundsThis Contract depends upon the availability and receipt of State or federal funds that the Department has allocated to this Contract. Contract is contingent upon the continued availability of lawful appropriations by the Texas Legislature. If funds for this Contract become unavailable during any budget period, DFPS may immediately terminate or reduce the amount of this Contract at the discretion of the Department. Contractor will have no right of action against DFPS if DFPS cannot perform its obligations under this Contract as a result of lack of funding for any activities or functions contained within the scope of this Agreement.

3.15.1.1 DFPS does not guarantee funding at any level and may increase or decrease funds at any time during the term of a Contract resulting from this Procurement.

3.15.1.2 Contractor may not use funds received from DFPS to replace any other federal, State, or local source of funds Awarded under any other Contract. Additionally, Contractors may not use DFPS funds as match (in-kind or cash match) for any other funding opportunity (grant application) in which the Awarded Contractor may be participating.

3.15.2 Method of PaymentThe Contract resulting from this Procurement will be paid on a combination of fee for service and cost reimbursement methods.

3.15.2.1 Basis of Payment3.15.2.1.1 Attempted Initial Home Visit

3.15.2.1.1.1 An attempted initial home visit (see Section 2.11 of this PEN) that resulted in either no one home, a refusal of services, or a scheduled home visit for the assessment to be conducted will be paid at $75.00 per attempt.

3.15.2.1.1.2 If no contact is made on the initial home visit another attempt must be made; however, no more than two attempted initial home visits may be billed per Family. In addition, Contractor must attempt to Contact Family through alternate means, such as phone calls, mail, letter left at residence, and include documentation of such attempts before billing a second attempted home visit.

3.15.2.1.2 Completed Initial Home Visit with AssessmentThe initial home visit to conduct the Family assessment will be paid at $240 per Family.

3.15.2.1.2.1 DFPS recognizes that all assessments cannot be completed in one home visit. An additional visit to complete the assessment will be paid at $155.

3.15.2.1.2.2 The assessment must be completed by the second visit.

3.15.2.1.3 Subsequent Home VisitsAfter the assessment has been conducted, home visits may be billed per family per the dosage noted within the selected Home Visiting program.


3.15.2.1.4 Unsuccessful Home VisitsAfter the assessment has been conducted, no more than two (2) attempted visits resulting in the family not being available, may be billed at $60 per visit. These visits are billed as "Unsuccessful Home Visits one (1) and two (2)".

Basic Needs Support Services Basic needs support services will be paid on a cost-reimbursement basis, with a maximum of $200.00 per Family. (See Section 2.14.3 of this PEN, Basic Needs Support).Up to $75 may be spent on basic needs support services to engage the Family. The remaining funds may be spent based on the outcome of the assessment conducted with the Family, and may be billed during the course of home visitation services.

Program OutreachOutreach events will be paid at $75 per event with the maximum attendance of two outreach events per month, no more than 24 events per fiscal year. Mileage and any necessary lodging will be reimbursed as noted in Section 3.15.2.3.1 and Section 3.15.2.3.3. Contractor must provide PEI with documentation on the necessity of lodging prior to reimbursement. Documentation will also be required for all outreach event attendance prior to reimbursement.

3.15.2.2 Acceptance of RatesContractor accepts the method of payment and rates set by Attachment A-2, Fee Schedule.

3.15.2.3 Fee ScheduleContractor will be paid in accordance with Attachment A-2, Fee Schedule with the following additional limitations related to payment:

3.15.2.3.1 Travel

Vendor's travel expenses, which include, but may not be limited to, transportation, lodging, meals, and incidental expenses and must comply with DFPS Travel Policy and Uniform Grant Guidance (UGG). Mileage is reimbursed at the State Comptroller Rate.

Hotel rates are based on approved GSA rates for in state and out of state travel based on location. Per Diem is reimbursed at the DFPS Travel rate for in state and out of state travel.

3.15.2.3.2 Contract Specific Training Expenses for Contract specific training, unless requested by DFPS, are not billable. The Contractor will not receive direct compensation for time spent in training. Contractor cost related to training for their staff with responsibilities under this Contract is included in the rate proposed by and accepted by DFPS.

http://www.dfps.state.tx.us/Handbooks/Travel_Services/default.asp

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup

https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php

https://www.ecfr.gov/cgi-bin/text-idx?SID=11ea5a992085c4dc3ca5e60e94c0734b&mc=true&node=se2.1.200_1474&rgn=div8

http://www.dfps.state.tx.us/Handbooks/Travel_Services/default.asp


3.15.2.3.3 Other Incidental Expenses and Program SuppliesIncidental expenses the Contractor may incur to conduct this program (i.e. client engagement/welcome basket items, printing, postage, etc.), may be reimbursed up to $500 per fiscal year by DFPS. Receipts must be submitted for reimbursement. DFPS will provide translator services to Contractor and reimburse lodging costs incurred while providing HIP services as long as funding is available. Lodging will be paid at the approved GSA rate provided by the Texas Comptroller for In-State Lodging as stated in Section 3.15.2.3.1 of this PEN. Once funds have been depleted, the Contractor is responsible for covering their own hotel expenses and providing translator services to clients as an Incidental Expense.

3.15.3 Regulation ComplianceThe Contractor will remain in compliance with 45 CFR Part 74 as applicable, Uniform Grant Guidance: 2 CFR Part 200, Appendix XI Compliance Supplement, 2 CFR, Part 215, 2 CFR, Part 220, 2 CFR, Part 225, 2 CFR, Part 230, the Uniform Grant Management Standards (UGMS) as applicable, and 40 Texas Administrative Code (TAC) §§732.240–256 as applicable.

3.15.4 Prompt PaymentSubject to the foregoing, DFPS makes all payments in accordance with the Texas Prompt Payment Act, Government Code, and Chapter 2251.

3.15.5 Sufficient ResourcesThe Contractor should expect a two (2) month delay between the time the Contractor incurs costs and the time that DFPS makes payment for those costs. Contractor should maintain a sufficient amount of funds in reserve to account for the delayed DFPS payment, its own cash flow needs and to cover its ongoing operating expenses during the entire term of the Contract including any Contract Renewals.

3.15.6 Invoicing ProcessThe Contractor must submit to DFPS a total bill each month in the format prescribed by the Department, and must accept as payment in full the Contracted rate.

3.15.6.1 Instructions for Invoicing DFPSDetailed instructions on the invoicing process and procedures for the HIP Program are located at:

http://www.dfps.state.tx.us/PCS/Regional_Contracts/forms.asp

3.15.6.1.1 No payment whatsoever shall be made under this Contract without the prior submission of detailed, correct Invoices mailed to DFPS PEI Division.

3.15.6.1.2 Invoice billing statements submitted to DFPS must include:3.15.6.1.2.1 Department pre-bill, signed and dated, reflecting services authorized and

delivered; 3.15.6.1.2.2 Form 4116X, State of Texas Purchase Voucher ; 3.15.6.1.2.3 Delivered Services Input, Form 2016, for anyone served but not listed on pre-bill.

A separate Form 2016 is required for each month of service when a resubmitted or supplemental claim is being made;

3.15.6.1.2.4 HIP Services Expenditure Report, Monthly Mileage Log, Basic Needs Support Receipts, Program Outreach Log, Program Supply Receipts, Monthly Client Activity Log; and

https://www.google.com/url?q=http://www.dfps.state.tx.us/Application/FORMS/showFile.aspx%3FName%3D4116xe.doc&sa=U&ei=DUnTUM-3PPSA2AWowoCIBw&ved=0CAsQFjAC&client=internal-uds-cse&usg=AFQjCNGs3F_nDsBvvXWdp3H6aq19Y5h9Pw

http://www.dfps.state.tx.us/PCS/Regional_Contracts/forms.asp

http://www.gpo.gov/fdsys/pkg/CFR-2011-title45-vol1/pdf/CFR-2011-title45-vol1-part74-appA.pdf


3.15.6.1.2.5 Any other supporting documentation requested by the Department.

3.15.7 PaymentContractor will not be paid for services provided:

3.15.7.1 Without a Service Authorization from DFPS;3.15.7.2 Outside the date range authorized in the Service Authorization; or3.15.7.3 Without the required monthly report (see Section 2.16.1. of this PEN); and3.15.7.4 Services rendered where Contractor did not follow requirements noted in Section 2.10.1

3.15.8 Due DateThe Contractor must submit a signed and dated Invoice with all required documents by the 5th of the following month reflecting services authorized and delivered. Invoices must be received at the designated DFPS Contract office.

Failure to submit Invoices on time may be considered a Contract noncompliance and may be used in evaluating whether to renew or terminate the Contract.

.




4 Historically Underutilized Businesses

HHSC and DFPS adhere to the administrative rules, policies, and forms developed by the Health and Human Services Commission relating to Historically Underutilized Businesses (HUBs). This PEN does not require Applicants to complete a HUB Subcontracting Plan. For more information about the HUB program at HHSC, contact the HHSC HUB Coordinator at [email protected].




5 Application Information and Requirements

5.1 Use of Ideas by the State of TexasDFPS reserves the right to use any and all ideas presented in a PEN Application unless the Applicant presents a valid legal case that such ideas are a trade secret or Confidential Information, and identifies the information as such in its PEN Application. An Applicant may not object to the use of ideas that are not the Applicant’s intellectual property and so designated in the PEN Application that:

5.1.1 Are known to DFPS before the submission of the PEN Application, 5.1.2 Are in the public domain through no fault of DFPS, or 5.1.3 Become properly known to DFPS after PEN Application submission through other sources or

through acceptance of the PEN Application.

5.2 Property of HHSCExcept as otherwise provided in this PEN or the resulting Contract, all products produced by Applicant or Contractor as a result of this PEN or the resulting Contract become the sole property of HHSC, including, without limitation, all plans, designs, Software, and other Contract Deliverables.

5.2.1 If Applicant or Contractor develops any copyrightable material as a result of this PEN or the resulting Contract, then Applicant or Contractor shall grant the State of Texas, DFPS, and the HHSC a royalty-free, non-exclusive, and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use, the work for governmental purposes.

5.2.2 This Section does not apply to any report, document, or other data, or any invention of Contractor which existed prior to, or was developed or discovered identified from, its activities related to or funded by this PEN or the resulting Contract.

5.3 Copyright RestrictionsHHSC and DFPS will not consider a PEN Application that bears copyright.

5.4 News ReleasesThis Section does not preclude business communications necessary for an Applicant to develop their Application including discussions with potential Subcontractors, or required reporting to shareholders or governmental authorities.

5.4.1 Prior to AwardApplicant may not issue a press release or provide any information for public consumption regarding its participation in the Procurement without prior written authorization. Requests should be directed to the HHSC Point of Contact identified in Section 1.4 of this PEN.

5.4.2 After AwardContractor may not issue a press release or provide any information for public consumption regarding their Contract with DFPS without prior written approval from DFPS Contract Manager. Requests should be directed to the DFPS Contract Manager.

5.5 Hold Firm StatementUnless withdrawn under Section 5.13 of this PEN, submitted Application, as amended, will be firm and binding through the Effective Date of any Contract Awarded under this PEN. Applicant guarantee’s the delivery of all applicable services specified in this PEN at the payment rates specified through the period of performance of the Contract Awarded under this PEN, including any Contract Renewals.


5.6 Costs IncurredApplicants understand that issuance of this PEN in no way constitutes a commitment by DFPS to Award a Contract or to pay any costs incurred by an Applicant in the preparation of an Application to this PEN. DFPS is not liable for any costs incurred by an Applicant prior to issuance of or entering into a formal Agreement, Contract, or purchase order. Costs of developing an Application, preparing for or participating in oral presentations and site visits, or any other similar expenses incurred by an Applicant are entirely the responsibility of the Applicant, and will not be reimbursed in any manner by the State of Texas.

Pursuant to Texas Government Code, Title 10, Subtitle D, Section 2155.004(a), the Applicant has not received compensation for participation in the preparation of Specifications for this Solicitation.

5.7 Terms or Conditions Attached by ApplicantAny terms or conditions attached to the Application will not be considered unless specifically referred to in this PEN and may result in disqualification of the Application.

5.8 Errors within PENApplicants must notify HHSC of any ambiguity, conflict, discrepancy, exclusionary Specifications, omission or other error in the PEN before submitting an Application. If an Applicant fails to notify HHSC of these issues, it will submit an Application at its own risk, and if awarded a Contract:

5.8.1 Will have waived any claim of error or ambiguity in the PEN or resulting Contract;5.8.2 Will not contest DFPS’ or HHSC’s interpretation of such provisions(s); and5.8.3 Will not be entitled to additional compensation; nor relief, nor time by reason of the ambiguity,

error, nor its later correction.

5.9 PEN Cancellation/Partial Award/Non-AwardAt its sole discretion, DFPS may cancel this entire PEN; make partial Award or no Awards.

5.10 Right to Reject Applications or Portions of ApplicationsAt its sole discretion, DFPS or HHSC may reject one, all, or portions of Applications.

5.11 Amendments to ApplicationsApplicants have the right to amend their Application at any time prior to Award, by submitting a written Amendment to the Point of Contact, as designated in Section 1.4. DFPS or HHSC may request modifications, clarifications, and additional information to supplement Application at any time.

5.12 Joint ApplicationsDFPS will not consider joint or collaborative Applications that require it to Contract with more than one Applicant.

5.13 Withdrawal of ApplicationsApplicants have the right to withdraw their PEN Application from consideration at any time prior to Contract Award, by submitting a written request for withdrawal to the Point of Contact, as designated in Section 1.4.

5.14 DebriefingAny Applicant who is not awarded a Contract may request a debriefing by submitting a written request to the Sole Point of Contact as provided in Section 1.4 of this PEN. DFPS' debriefing provides information to the Applicant on the strengths and weaknesses of their Application.


5.15 Protest ProceduresThe protest procedure for an Applicant who is not awarded a Contract to protest an Award or tentative Award made by DFPS is allowed for competitive Procurements. This Procurement is non-competitive and cannot be protested as provided in 1 TAC §391.405.

5.16 Application Submission InstructionsIt is the Applicant’s responsibility to appropriately mark and deliver the Application and related materials in response to this PEN by the Application due date. Submission of an Application does not execute a Contract.

5.16.1 Organization of Electronic Submission of ApplicationApplicant must organize its scanned and signed Application packets in the following order and format. Each electronic copy of its Application packet will include three (3) file folders with documents included in the following order:

5.16.1.1 File Folder 1: PEN Application and Contract (Attachment A-3)All information must be provided as requested by the Application form. Incomplete/partial Applications may not be accepted.

5.16.1.1.1 Application MUST BE SIGNED.5.16.1.1.2 The PEN Application and Contract will be its own folder. Submit as a file folder named

“A-3 Application”.

5.16.1.2 File Folder 2: Supporting DocumentationSupporting documentation will be its own folder, such as proof of education, proof of insurance, proof of training in the Home Visiting Program selected; subcontract or subcontract template, if applicable and other requested documentation in the same order as they are requested in the PEN Application and Contract.

5.16.1.2.1 Scan in the same order as the request appears within the PEN Application and Contract.

5.16.1.2.2 Documents in each File Folder must be saved as individual subfolders.5.16.1.2.3 Submit as a file folder named “Supporting Documentation”.

5.16.1.3 File Folder 3: Required Forms (Attachment B)Required forms are included as a part of this PEN.

5.16.1.3.1 Applicant must return all required forms with the Application.5.16.1.3.2 Forms must be signed where applicable.5.16.1.3.3 Forms must be scanned and saved on the electronic copy in the same order as

requested in the Required Forms list.5.16.1.3.4 Forms and requested documents in each File Folder must be saved as individual

subfolders.5.16.1.3.5 Submit as a file folder named “Required Forms”.

5.16.2 Additional Requirements5.16.2.1 Each document, as appropriate must bear signatures where indicated by designated

signature authority.5.16.2.2 All pages must be collated.5.16.2.3 All pages must be sequentially numbered.

http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=1&pt=15&ch=391&rl=405


5.16.3 Electronic CopyApplicant must submit) electronic copy of its entire Application via secure email to the HIP mailbox ([email protected]) and cc the Point of Contact listed in Section 1.4 of this PEN. The electronic Application submission must be organized as directed in Section 5.16.1 of this PEN.

5.16.4 Transmission via FaxPEN Applications submitted via fax or paper will not be accepted.




6 Eligibility Determination

6.1 ScreeningHHSC will screen all Applications to determine eligibility to enroll based on the process described in this section.

6.2 Best Value FactorsIn accordance with 1 TAC §391.131, the following Best Value factors will be considered in making Contract Award:

Table 8 - Best Value FactorsBest Value

Factor Criterion Considered Weight

6.2.1Delivery Terms & Conditions

A signed Application indicates acceptance of the terms and conditions outlined within the:6.2.1.1 PEN Section 2, Statement of Work;6.2.1.2 All other terms in the PEN Solicitation document;

andPEN Section 1.1.2, DFPS Uniform Contract Terms and Conditions (UTCs-DUA). Any terms and conditions attached to the Application will not be considered unless specifically referred to in this PEN and may result in disqualification of the Application.

Pass/Fail

6.2.2Price

Submission of an Application to this PEN will constitute acceptance of the rates specified in the Attachment A-2, Fee Schedule.

Pass/Fail

6.2.3MinimumQualifications

Applicant must clearly establish that they meet the Program Director, or equivalent position; assessment staff; and direct service staff qualifications as provided in Section 2.6.2, Minimum Service Delivery Staff Qualifications.

Pass/Fail

http://www.dfps.state.tx.us/Application/FORMS/showFile.aspx?Name=2282UTCDUA.doc


http://info.sos.state.tx.us/pls/pub/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=1&pt=15&ch=391&rl=121




6.2.4Home Visiting Program

Submission of: 6.2.4.1 A plan for following the fidelity of the Home

Visiting Program to include:6.2.4.1.1 Description of the Home Visiting Program

purpose, goals, and objectives; 6.2.4.1.2 Description of proposed service delivery

including program duration and frequency of visits;

6.2.4.1.3 Description of training program to include initial training requirements for selected Home Visiting Program and continuing education requirements for staff.

6.2.4.2 Documentation of completed training for Direct Service Staff referenced in 6.2.4.1.3.

6.2.4.3 Documentation that the selected Home Visiting Program is authorized to be used by the Applicant (if selected Home Visiting Program provides authorization documentation); and

6.2.4.4 For Evidence-Based Programs, submit the name of the program your operation will utilize; or

6.2.4.5 For Promising Practice Program: 6.2.4.5.1 Submit the name of Evidence-Based

Program(s) upon which you have based your program design; and

Pass/Fail




6.2.5Probable Performance Based on Past Contracts3

Past performance based upon Texas Comptroller's Vendor Performance System:6.2.5.1 An acceptable score, if available;6.2.5.2 Not on a Corrective Action Plan;6.2.5.3 Not having repeated negative Performance

Reports for the same reason; or6.2.5.4 Not having purchase orders that have been

cancelled in the previous twelve (12) months for non-performance (i.e. late delivery, etc.).

Contractor performance information can be located on the Comptroller's web site at:

http://www.window.state.tx.us/procurement/prog/vendor_performance/

Documented past performance based upon DFPS experience with the Applicant.

Documented past performance based upon HHSC Enterprise Agency experience with the Applicant.

Documented past performance based upon experience with any other governmental entity.

Note: Applicant may be denied a Contract or a Contract already in existence may be terminated if negative information becomes known to DFPS at a later date or during the Contract Term.

Pass/Fail

In compliance with the provisions of Texas Government Code, Title 10, Subtitle D, Section 2155.074, Section 2155.075, Section 2156.007, Section 2157.003 and Section 2157.125, and Texas Administrative Code, Title 1, Chapter 113.6, information obtained from the Texas Procurement and Support Services Vendor Performance Tracking System may be used in reviewing the Application and supporting materials submitted in response to Solicitations for goods and services to determine the Best Value for the State.

6.3 Non-Responsive Applications6.3.1 Unless subject to Section 6.4 of this PEN, an Application will be considered Non-Responsive

and will not be considered further when any of the following conditions occurs:6.3.1.1The Applicant fails to meet major PEN Specifications;6.3.1.2The Applicant is not eligible under Section 1.7;6.3.1.3Applicant does not accept the rate established in the PEN.

3 HHSC is required by rule (34 TAC §20.108(b)) to report vendor performance through the Vendor Performance Tracking System (VPTS). VPTS entries may provide DFPS with important information prior to making a Contract Award. DFPS may also use other past performance records including but not limited to our own records, records of other Contractors including private Contractors, and public records to access past performance.

http://www.window.state.tx.us/procurement/prog/vendor_performance/


6.3.2 Opportunity to ReapplyIf an Application is determined to be Non-Responsive while the Procurement is still open, the Applicant may submit another complete Application prior to the Application closing date as long as the Applicant meets eligibility criteria as provided in Section 1.7 of this Solicitation.

6.3.3 No Responsive ApplicationsIf no Responsive Applications are received, DFPS reserves the right to Award a Contract based on noncompetitive negotiations in compliance with HHSC Procurement policy.

6.4 Corrections to an Application6.4.1 40 TAC §§732.215-217 describes when DFPS may allow for corrections to an Application and

supporting materials submitted in response to PEN during the screening process. Allowable corrections include but are not limited to:

6.4.1.1The Application is not signed.6.4.1.2The Applicant’s Application is not clearly legible and typewritten.6.4.1.3The Applicant fails to submit required supporting documentation or forms.6.4.2 Corrections allowed to the Application must be made within the timeframes set by DFPS and

meet any additional requirements specified by DFPS.

6.5 Review and Validation of ApplicationsThe Applicant must provide full, accurate, and complete information as required by this Solicitation. As part of the review process, DFPS staff may validate any aspect of the Application. Validation may consist of on-site visits, review of records, and confirmation of the information submitted by the Applicant with the Applicant and third parties.

6.6 Additional Information6.6.1 By submitting an Application, the Applicant grants DFPS and HHSC the right to obtain

information from any lawful source regarding the Applicant’s, its directors’, officers’, and employees’:

6.6.1.1Past business history, practices, and conduct;6.6.1.2Ability to supply the goods and services; and6.6.1.3Ability to comply with Contract requirements.

6.6.2 By submitting an Application, an Applicant generally releases from liability and waives all claims against any party providing DFPS and HHSC information about the Applicant. DFPS and HHSC may take such information into consideration in screening or validation of information on Applications or supporting documentation.

6.7 Contract AwardDFPS intends to Award Contracts throughout the life of this posting and may Award multiple Contracts within a SDA, see Section 2.3 of this PEN. At the sole discretion of DFPS enrollment in an individual SDA may be opened or closed as appropriate to meet the business needs of DFPS.


http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tac_view=5&ti=40&pt=19&ch=732&sch=L&rl=Y



7 Glossary

TERM DEFINITION

Active Impact Evaluation Program

An assessment currently being used or that will be used to assess the effectiveness of the Home Visiting Program.

Agreement A promise or a set of promises, for breach of which the law gives a remedy, or the performance of which the law in some way recognizes as a duty. It is an Agreement between two or more parties creating obligations that are enforceable or otherwise recognizable at law. The term also encompasses the written document that describes the terms of the Agreement. For State Contracting purposes, it generally describes the terms of a purchase of goods or services from a vendor or service Provider.

Amendment A formal revision or addition to a Contract.

Applicant Any sole proprietor or entity that has an established business that currently provides services described in this PEN that submits an Application.

Application An Application submitted by an Applicant in response to this PEN. Used interchangeably with the term “response” or “offer.”

At-Risk Families Families in whom risk factors have been identified that are associated with child abuse and neglect findings.

Award The act of communicating acceptance of an Application to the Applicant, thereby forming a Contract.

Best Value The optimum combination of economy and quality that is the result of fair, efficient, and practical Procurement decision-making and achieves Procurement objectives.

Business Day Any day other than a Saturday, Sunday, or day in which Texas State offices are authorized or obligated by law or executive order to be closed.

http://sao.hr.state.tx.us/compensation/holidays.html

Caregiver An individual who attends to the needs of a Child.

Case Record Any documentation and materials in both the electronic file and external file associated with a specific case.

Child(ren) A person under 18 years of age who is not and has not been married or who has not had the disabilities of minority removed for general purposes.

Commission Texas Health and Human Services Commission.

http://sao.hr.state.tx.us/compensation/holidays.html


TERM DEFINITION

Confidential Information Any communication or record (whether oral, written, electronically stored or transmitted, or in any other form) that consist of: (1) Confidential Client information, including Protected Health

Information; (2) All non-public budget, expense, payment and other financial

information; (3) All privileged Work Product; (4) All information designated by HHSC or any other State Agency as

confidential, including all information designated as confidential under the Texas Public Information Act, Texas Government Code, Chapter 552;

(5) Unless publicly disclosed by HHSC or the State, the pricing , payments, and terms and conditions of the Agreement;

(6) Information that is utilized developed, received, or maintained by HHSC, the Contractor, or participating State agencies for the purpose of fulfilling a duty or obligation under this Agreement and that has not been publicity disclosed; and

(7) Any other information deemed confidential under State or federal confidentiality laws.

Contact To get in touch with or communicate with via face-to-face, electronic communication (telephone, text, Email, or computer/webcam) or letter.

Contract A promise or a set of promises, for breach of which the law gives a remedy, or the performance of which the law in some way recognizes as a duty. It is an Agreement between two or more parties creating obligations that are enforceable or otherwise recognizable at law. The term also encompasses the written document that describes the terms of the Agreement. For State Contracting purposes, it generally describes the terms of a purchase of goods or services from a vendor or service Provider.

Contract Performance Measures Report

A reporting tool developed and prepared by DFPS to compare an individual Contractor’s performance to the target established for the Output or Outcome.

Contract Renewal The act of time beginning with the commencement date or Effective Date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated. The Contract Term includes Contract Renewal options that have actually been exercised.

Contract Term The period of time beginning with the commencement date or Effective Date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated. The Contract Term includes Contract Renewal options that have actually been exercised.

Contractor An entity or person Awarded a Contract pursuant to this PEN that to provide goods and services, as well as all key personnel and principals/Subcontractors (both individuals and legal entities) of the Contractor.

CPS Child Protective Services, a division of Texas Department of Family and Protective Services.


TERM DEFINITION

Cultural Competency The ability of individuals and systems to provide services effectively to people of various cultures, races, ethnic backgrounds, and religions in a manner that recognizes, values, affirms, and respects the worth of the individuals and protects and preserves their dignity.

Data Source The system or process from which information about a Performance Measure will be gathered.

Deliverable A written, recorded or otherwise tangible work product prepared, developed, or procured by the Contractor that is to be provided as part of the Contractor’s obligations under the Contract. A discrete type or increment of work. The work may involve the delivery of goods or services.

Department Texas Department of Family and Protective Services

DFPS Texas Department of Family and Protective Services

Effective Date The date of complete execution of the Contract or the date upon which the parties agree the Contract shall take effect.

Evidence-Based Program A Home Visiting Program that:(1) Is research-based and grounded in relevant, empirically based

knowledge and program-determined outcomes;(2) Is associated with a national organization, institution of higher

education, or national or state public health institute;(3) Has comprehensive standards that ensure high-quality service

delivery and continuously improving quality;(4) Has demonstrated significant positive short-term and long-term

outcomes;(5) Has been evaluated by at least one rigorous randomized controlled

research trial across heterogeneous populations or communities, the results of at least one of which has been published in a peer-reviewed journal;

(6) Follows with fidelity a program manual or design that specifies the purpose, outcomes, duration, and frequency of the services that constitute the program;

(7) Employs well-trained and competent staff and provides continual relevant professional development opportunities;

(8) Demonstrates strong links to other community-based services; and(9) Ensures compliance with Home Visiting Program standards.

Family (Families) A household including one or more caregivers or parents that is currently caring for at least one child under the age of eighteen (18) years.

Health and Human Services Commission (HHSC)

An agency of the State established by Government Code, Chapter 531.

Health and Human Services Field

Field which has a focus on the Safety and welfare of individuals and Families. Example degrees in this field include: sociology, social work, criminology, psychology, and counseling. It does not include education, political science, and other liberal arts degrees.

Home Visiting Program Includes Evidence-Based or Promising Practice Programs.


TERM DEFINITION

Intake The act of receiving, logging, and creating an individual Family file at the Contractor’s site indicating acceptance of the service authorization.

Invoice A Contractor’s bill or written request for payment under the Contract for services performed.

Management The act or art of managing: the conducting or supervising of something, as a business.

Non-Responsive Noncompliance with a material aspect of the Solicitation document resulting in an Application being excluded from Contract Award consideration.

Outcome A measure that demonstrates the effect a service has on clients, typically related to improvements in the lives of clients with regard to Safety, permanency, and well-being or support for DFPS staff in meeting these goals.

Performance Measure A client Outcome, a system improvement, or an administrative measure used to assess the performance of the Contractor.

Procurement The acquisition of goods or services.

Program Staff Employees working under the auspices of HIP Contractors, including subcontractors and volunteers who will be providing support and services to authorized Families.

PEI Program Staff An employee who works for the Department of Family and Protective Services, Prevention and Early Intervention (PEI) Division.

Promising Practice Program A Home Visiting Program that:

(1) Has been evaluated by at least one outcome-based study demonstrating effectiveness or a randomized controlled trial in a homogeneous sample;

(2) Follows with fidelity a program manual or design that specifies the purpose, outcomes, duration, and frequency of the services that constitute the program;

(3) Employs well-trained and competent staff and provides continual relevant professional development opportunities;

(4) Demonstrates strong links to other community-based services; and(5) Ensures compliance with Home Visiting Program standards.

Provider Any sole proprietor or entity providing services under a Contract to a DFPS client under a Contract Award as a result of this PEN.

Purpose The reason for inclusion of a Performance Measure.

Qualified Personnel Persons with proper training and, in some cases, credentials.

Referral Service recommendations to Families beyond the services the Contractor is required to provide through this PEN.

Region DFPS Regions 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, and 11.

Responsive The Applicant has complied with all material aspects of the Solicitation document, including submission of all required documents.

http://www.merriam-webster.com/dictionary/managing


TERM DEFINITION

Safety Secure from maltreatment or the risk of danger or harm.

Satellite Office Any office, other than the Contractor's main office, where services are provided by the Contractor, employees, or Subcontractors.

Service Authorization The act of directing a Family for services by DFPS via a Service Authorization Form.

Service Delivery Area (SDA) A geographical area designated by DFPS, within which Contracted services may be provided.

Service Providers Persons providing services under Contract to DFPS or Subcontract to the primary Provider.

Software All operating systems and applications used by the Contractor to provide the services described in this PEN.

Solicitation A document requesting submittal of an Application to provide goods or services in accordance with the advertised Specifications.

Specifications A description of what the DFPS requires and what an Applicant must provide. The written statement or description and enumeration of particulars of goods to be purchased or services to be performed.

Standard Risk Standard risk clients in need of services that are not determined to be High Risk as determined by DFPS.

State The State of Texas.

State Agency Agency of the State of Texas as defined in Texas Government Code §2056.001.

Subcontract A Subcontract is a written Contract that assigns some of the obligations of a prime Contract to a third party selected by the prime Contractor. The third party assumes some of the obligations of the primary Contractor. The prime Contractor remains completely responsible to DFPS for all actions carried out by the Subcontractor.

Subcontractor Any individual or entity that has entered into a Contract with the prime DFPS Contractor to assume some of the obligations of the prime Contractor.

Supervisor The person who manages the activities of all parties prior to, during and after the visit on behalf of the Contractor including any persons acting as the Observer to facilitate the visit.

Uniform Terms and Conditions (UTCs) The terms and conditions applicable to any Contract resulting from this PEN that governs the Application and any resulting Contract.

DFPS Uniform Contract Terms and Conditions (UTCs-DUA)

8 ATTACHMENTS AND FORMS

8.1 A-1: Performance MeasuresDouble click on the icon to open the attachment.



After double clicking on the icon, you may have to click “OK” two or three times if a dialogue box opens.

A-1 Performance Measures (Package 2 Form C)

8.2 A-2: Fee ScheduleDouble click on the icon to open the attachment.


A-2 Fee Schedule (Package 2 Form D)

8.3 A-3: PEN Application and ContractDouble click on the icon to open the attachment.

After double clicking on the icon, you may have to click on “OK” two or three times if a dialogue box opens.

Application and Contract (Package 2 Form B)

8.4 A-3: Contractor Service InformationDouble click on the icon to open the attachment.


Attachment A-3 Contract Service Information (Package 2 Form E)

8.5 B: Required FormsForms must be closely read and carefully completed. A complete answer includes a written response and any supporting documents required by the form. In addition, “Not Applicable” is a proper response when a given question or form does not apply to Applicant’s organization.

Applicants must complete and submit the Required Forms attached to this PEN in the order they occur.

Double click on the icon to open the attachment.


Attachment B - Required Forms (Package 2 Form F)
