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HomeMy WebLinkAboutMINUTES - 11042008 - C.26 TO: BOARD OF SUPERVISORS .........:off`. Contra FROM: Joseph P. Valentine, Director ?� Costa Employment'and Human Serviceso. ST'S COU ,� V u n t rl`, , DATE: November 4, 200E SUBJECT: Notice of Intent Regarding Child Abuse Prevention, Intervention and Treatment (CAPIT), Promoting Safe and Stable Families (PSSF), and Community Based Child Abuse Prevention (CBCAP) Pian Contracts. , SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: APPROVE and AUTHORIZE the Employment and Human Service Department Director, or designee, to submit the Notice of Intent Regarding Child Abuse Prevention, Intervention, and Treatment (CAPIT); Community Based Child Abuse Prevention (CBCAP), and Promoting Safe and Stable Families (PSSF) Plan Contracts for Fiscal Years 2008 through 2010 to the California Department of Social Services(CDSS), Office of Child Abuse Prevention and AUTHORIZE the Chair, Board of Supervisors to SIGN the Notice of Intent and ACCEPT funding from California Department of Social Services in an amount not to exceed $968,964 for Fiscal Year 2008-09. (All Districts) FISCAL IMPACT: County to receive up to $968,964: 100% State (Child Abuse Prevention, Intervention, and Treatment$294,484; Community Based Child Abuse Prevention $52,295; Promoting Safe and Stable Families$622,185). CONTINUED ON ATTACHMENT:_ X YES SIGNATURE: RECOMMENDATION OF OF COUNTY ADMINISTRATOR RE MMENDATION OF BOARD COMMITTEE APPROVE HER SIGNTURE(S): ACTION-OF-BOARD ON l APPROVE AS RECOMMENDED y( OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD AYES: NOES: OF SUPERVISORS ON THE DATE SHOWN. ABSENT: ABSTAIN: ATTESTED M DAVID TWA,CLERK OF THE 8PARD OF SUPERVISORS X I COUNT ADMINISTRATOR Contact: MICHAEL ROETZER 3-1582 VALERIE EARLEY-CFS EHSD CONTRACTS UNIT(EB) COUNTY ADMINISTRATOR /� l (� AUDITOR-CONTROLLER BY: 1V tMS!�`DEPUTY Page Two Notice of Intent Regarding Child Abuse Prevention, Intervention and Treatment(CAPIT), Promoting Safe and Stable Families (PSSF), and Community Based Child Abuse Prevention (CBCAP) Plan Contracts. CHILDREN'S IMPACT STATEMENT; The board order supports all five of Contra Costa County's community outcomes: (1) "Children Ready for and Succeeding in School"; (2) "Children and Youth Healthy and Productive Adulthoods", (3) "Families that are Economically Self-Sufficient', (4) "Families that are Safe, Stable and Nurturing", and (5) "Communities that are Safe and Provide a High Quality of Life for Children and Families, by providing services to children and families to promote healthy, stable, and safe families and communities, BACKGROUND: The Notice of Intent which includes the Contra Costa County CAPIT/CBCAP/PSSF Interim Plan for FYs 2008- 2010 (Plan) is a collaborative product of the County and community partners and takes into account community needs assessments, child welfare statistics and County demographics. The Plan continues to target areas of high risk communities in the County based on factors such as poverty, unemployment, school success, child health and welfare, and child removal rates. The services target the most vulnerable children and families in our communities including monolingual Spanish speaking families and foster and adoptive families. The Plan builds upon the vision of"providing neighborhood-based services that promote safe, stable, and healthy families and communities. In addition, the Plan is closely aligned to the Child Welfare Redesign Plan which places emphasis on prevention and early intervention, and promotes strong partnerships with the community. Services are designed to offer comprehensive, community based, culturally competent family support that utilizes a coordinated family centered approach. ATTACHMENT A STATE OF CALIFORNIA-HEALTH AND HUMAN SERVICES AGENCY CALIFORNIA DEPARTMENT OF SOCIAL SERVICES NOTICE OF INTENT REGARDING CAPIT/CBCAP/PSSF PLAN CONTRACTS FOR Contra Costa COUNTY STATE FISCAL YEARS: 2008 THROUGH 2010 The undersigned confirms that the county intends to contract, or not contract with public or private nonprofit agencies, to provide services in accordance with Welfare and Institutions Code. (W&I Code Section 18962(a)(2)). In addition, the undersigned assures that funds associated with Child Abuse Prevention, Intervention and Treatment (CAPIT), Community Based Child Abuse Prevention (CBCAP), and Promoting Safe and Stable Families (PSSF) will be used as outlined in statute. The County Board of Supervisors designates EHSD Children and Family Services as the public agency to administer the combined CAPIT, CBCAP and PSSF Plan. Note: W&I Code, Section 16602 (b) requires that the local Welfare Department shall administer the PSSF program. Please check the appropriate box. ❑✓ The County intends to contract with public or private nonprofit agencies to provide services. El The County does not intend to contract with public or private nonprofit agencies to provide services and will subcontract with County to provide administrative oversight of-the projects. In order to receive funding, please sign and return the Notice of Intent by September 30, 2008 to: California Department of Social Services Office of Child Abuse Prevention 744 P Street, MS 11-82 Sacramento, California.Q5814 CoLr6ty Board of Supervisors Authorized Signature Date Print Name Title ATTACHMENT A STATE OF CALIFORNIA-HEALTH AND HUMAN SERVICES AGENCY CALIFORNIA DEPARTMENT OF SOCIAL SERVICES NOTICE OF INTENT REGARDING CAPIT/CBCAP/PSSF PLAN CONTRACTS FOR Contra Costa COUNTY STATE FISCAL YEARS: 2008 THROUGH 2010 The undersigned confirms that the county intends to contract, or not contract with public or private nonprofit agencies, to provide services in accordance with Welfare and Institutions Code. (W&I Code Section 18962(a)(2)). In addition, the undersigned assures that funds associated with Child Abuse Prevention, Intervention and Treatment (CAPIT), Community Based Child Abuse Prevention (CBCAP), and Promoting Safe and Stable Families (PSSF) will be used as outlined in statute. The County Board of Supervisors designates EHSD Children and Family Services.— as the ervices.as_the public agency to administer the combined CAPIT, CBCAP and PSSF Plan. Note: W&I Code, Section 16602 (b) requires that the local Welfare Department shall administer the PSSF program. Please check the appropriate box. �✓ The County intends to contract with public or private nonprofit agencies to provide services. ❑ The County does not intend to contract with public or private nonprofit agencies to provide services and will subcontract with County to provide administrative oversight of the projects. In order to receive funding, please sign and return the Notice of Intent by September 30, 2008 to: California Department of Social Services Office of Child Abuse Prevention 744 P Street, MS 11-82 Sacramento, California 95814 ►�1� 1 ( Lk CouWy Board of Supervisors Authorized Signature Date Print Name Title ATTACHMENT A STATE OF CALIFORNIA-HEALTH AND HUMAN SERVICES AGENCY CALIFORNIA DEPARTMENT OF SOCIAL SERVICES NOTICE OF INTENT REGARDING CAPIT/CBCAP/PSSF PLAN CONTRACTS FOR Contra Costa COUNTY STATE FISCAL YEARS: 2008 THROUGH 2010 The undersigned confirms that the county intends to contract, or not contract with public or private nonprofit agencies, to provide services in accordance with Welfare and Institutions Code. (W&I Code Section 18962(a)(2)). In addition, the undersigned assures that funds associated with Child Abuse Prevention, Intervention and Treatment (CAPIT), Community Based Child Abuse Prevention (CBCAP), and Promoting Safe and Stable Families (PSSF) will be used as outlined in statute. The County Board of Supervisors designates EHSD Children and Family Services as the public agency to administer the combined CAPIT, CBCAP and PSSF Plan. Note: W&I Code, Section 16602 (b) requires that the local Welfare Department shall administer the PSSF program. Please check the appropriate box. �✓ The County intends to contract with public or private nonprofit agencies to provide services. ❑ The County does not intend to contract with public or private nonprofit agencies to provide services and will subcontract with County to provide administrative oversight of the projects. In order to receive funding, please sign and return the Notice of Intent by September 30, 2008 to: California Department of Social Services Office of Child Abuse Prevention 744 P Street, MS 11-82 Sacramento, California 95814 Co my Board of Supervisors Authorized Signature Date Print Name Title j COIU?iTv CONTRI& COsv;t asra couK� C13CItpicp&plvrl irimteprix" Plan rys 2008, 2010 Table of Contents Executive Summary ........................................................1 CAPC and Required Collaborative............................................4 Vision/Mission Statement ......................................................5 Needs Assess menet/Description of Services......... ....................6 PSSFServices...............................................................1 1 CAPIT/CBCAP Services..................................................20 Planning Process...................................................................27 Competitive Bid Process/Allocation of Revenue........................33 Goals/Outcomes/Evaluation...................................................35 CAPIT/CBCAP/PSSF Program Accpuntability and Oversight........36 CountyReporting...................................................................38 Fiscal......................................................................................39 List of Attachments and Appendices.........................................40 Contra Costa County CAPITICBCAPIPSSF Interim Plan The Employment and Human Department, through the Children and Family Services Bureau (CFS), is the county agency that has been designated to provide oversight for CAPIT, CBCAP and PSSF programs. With guidance from the Child Welfare Redesign Committee and the Family and Children's Trust Committee (the collaborative bodies comprised of community stakeholders providing oversight for PSSF and CAPIT/CBCAP respectively), CFS has elected to extend its existing CAPIT/CBCAP/PSSF approved Plan and vendor contracts, until our next County Self Assessment(CSA)/System Improvement Plan (SIP) cycle. The interim Plan is a collaborative product of the county and its community partners, and takes into account community needs assessments, child welfare statistics and county demographics. The interim Plan will continue to target areas the high- risk communities in the county based on factors such as poverty, unemployment, school success, child health and welfare, and child removal rates. Our services target the most vulnerable children and families in our communities including monolingual Spanish speaking families and foster and adoptive families. The Interim Plan builds upon our core vision of providing neighborhood-based services that promote safe, stable, and healthy families and communities. I n addition, this plan is closely aligned to our Child Welfare Redesign plan (Contra Costa is one of 11 Cohort 1 counties implementing state-supported child welfare reforms), which places emphasis on prevention and early intervention and promotes strong partnerships with the community. The services funded are designed to offer comprehensive, community-based, culturally competent family support that utilizes a coordinated, family-centered approach. The Interim Plan also will continue its service component that will respond to the widespread problem of disproportionality among African Americans in the child welfare system by providing intensive case management services to African American families with children 0-2 years of age in West County. We employed a collaborative and competitive bid process (Request for Proposals or.RFP) when selecting non-profit service providers under the original 1 Contra Costa County CAPITICBCAPIPSSF Interim Plan 3-year plan. We strictly adhered to county RFP procedures to ensure a fair selection process. Successful bidders demonstrated certain basic qualifications such as the ability to deliver effective, collaborative, community-based, culturally competent services, the evidence of broad-based community support and the ability to sustain programs through use of leverage. Over the past two years, we have developed strong collaboratives with our community partners and have elected to continue our existing contracts through the course of this Interim Plan. Our current community partners have both exhibited a commitment to providing optimal services to our communities and have maintained an exemplary compliance to our agreed upon contracts.- Current services funded under this integrated plan include parent education and support services, family counseling services, substance abuse prevention and intervention services for families and/or children, community-based case management, after school care, respite services, kinship supportive services, mentoring programs, gang prevention services and information and referral services.Each service component has specific goals and outcomes that will be closely monitored through regular site visits, monthly collaborative meetings and other reporting tools such as surveys and mid-year/year-end reports. Data collected from each project during the site-visits and from reports are compiled for county reporting purposes. The county has designated a Co-Liaison who is administratively responsible for the oversight and monitoring of the service components. - - - - -- - - - -All of the CAPIT/CBCAP and PSSF projects have the ability to transmit data and information electronically. Our Fiscal Unit maintains all of the financial and accounting records (in electronic formats) related to these programs, including demands and invoices. Separate tracking of CAPIT/CBCAP/PSSF fiscal data is also done by our Fiscal Unit and they ensure that each program expenditure meets the specific requirements of that program. As we review the hard work and effort put forth over the past 2 years of our Plan, we remain steadfast in our commitment of collaboratively working with our community partners towards the shared responsibility of protecting our 2 Contra Costa County CAPITICBCAPIPSSF Interim Plan children and building stronger communities. We are proud of the strides we've made through our CAPIT, CBCAP, and PSSF programs. Through our funded services, we continue our efforts of improving the lives of our most vulnerable children and families and effecting positive changes that would promote stronger and safer communities in Contra Costa County. 3 Contra Costa County CAPITICBCAPIPSSF Interim Plan CONTRA COSTA COUNTY CAPIT/CSCAP/PSSF Interim PLAN FYs 2008-2010 x i t4 :4 -fir aJ m df ,. is 5r f x 't a:}r a Mfr esx 2 a , PC�a;;nd, Reaaui,redPSSF�Co,llaboratiue .r `•�i..n r.__ ..: Asx n ..;....., w1«i;_. -w -. s» s.._....si .. _.. ,.v. ....ra.,arh..:J'' "=' 1'.a''' t.; •�h ,t ..+.r' �. _ a.s:.=A..•*,.��-`.�,'•,. t PSSF The Child Welfare Redesign (CWR) Steering Committee is the collaborative body that provides oversight and direction to the county's PSSF program. This Committee was convened in February 2001 by Children and Family Services (CFS) from various stakeholders comprised of community agencies (including PSSF collaborative members), faith based community, key county officials, law enforcement, the Child Abuse Prevention Council Director, former foster youth, and parents/consumers, to help CFS shape its new approach to child welfare system. With the help and guidance of the Steering Committee, CFS adopted a Child Welfare Redesign Plan, which now puts emphasis on prevention and early intervention and promotes developing strong partnerships with the community and sharing responsibility to child protection. Since our PSSF services are - - - aligned :with our-overall Child Welfare Redesign-efforts; the-CWR Steering - Committee's role has been expanded to include the provision of oversight to CFS related to the PSSF program. (Please refer to APPENDIX 1, List of CWR Steering Committee members and staff.) CAPIT/CBCAP In 1982, the Board of Supervisors of Contra Costa County established the Family and Children's Trust Committee (FACT), to make recommendations to the Board on the allocation of a variety of funds for prevention and intervention services to reduce child abuse and neglect, provide supportive services to families of young children, and promote a more coordinated, seamless system of services for families. 4 Contra Costa County CAPITICBCAPIPSSF Interim Plan FACT Committee members are appointed by the Board and include private citizens with expertise in a variety of family and children's issues including: child welfare and child abuse/neglect services, public health, education, substance abuse, family law, early childhood education, mental health, and family, maternal and child health. In addition, the Director of.the Contra Costa Child Abuse Prevention Council sits as ex-officio member of the Committee and participates in all matters except actually voting on funding recommendations (as the Council is a FACT-funded contractor, this would constitute a conflict of interest.) All other FACT Committee members are without any conflict of interest in relationship to any FACT-funded community-based non-profit, agency, nor any agency that might apply for funds. The broad areas of expertise brought by the members of the FACT Committee have helped to ensure an unbiased, multi-disciplinary and focused approach to the planning, coordination and funding of prevention and intervention services through community-based agencies, and the improved functioning of the child abuse and neglect system in the county. (Please refer to APPEND/X2, Family and Children's Trust Committee Membership and Affiliation.) Currently, the FACT Committee makes funding recommendations to the Board of Supervisors on the combined CAPIT funds, Birth Certificate revenue, - - - -Community-Based-Child Abuse -Prevention (CBCAP) funds, and private - - donations to the county's Family and Children's Trust Fund. They also are responsible for allocating a portion of the county's childcare funds derived from a hotel occupancy tax. z;tYi`it,F'ti '��'' €- �3 FYI ,f .� z� � +� S � C ik " V�S`�on/Mi'SS�'d011 J��tGI�GIlt7 ?_ , ..-.a..�._...,�1_tri.. •:2rxeta .<3 �_ ,.4..,_._ .�. Y,.04 7.-2 .f+�.�r?:'t h?.N�+..F,C?.#. ,5 �'a 'h t Vision Statement: "To provide neighborhood-based services that promote safe, stable, and healthy families and communities." 5 Contra Costa County CAPITICBCAPIPSSF Interim Plan The mission of Children and Family Services (CFS) is to protect children from abuse and neglect and to promote the well being of children and their families. When children cannot be cared for by their families due to safety issues, they are placed with other families that are willing to make a lifelong commitment to them. CFS works in collaboration with the community toward healthy independence for families and their. children. CFS believes in' the following core values: 0 Children should be raised by family. All people should be treated with respect Y Cultural diversity should be.respected. 'L 6,1rf t.`.0 4"'H ,�-. ... >¢ *jt' M+�4S Fid�"i321P-rr5'j` a f€ 3 t r,y �'a,7,.Sr. ' y-1.f„ ', 3y , 'S52#q'�- S Fsi,+S,vi; h §:c-25 .� -... .•,} �. «C uJ4 ``+y �L �`t�: "4 ,q; .-.t �Sr �2.,-. r.t ; f I o"- j s� �} ;tix 3... - ¢�laax,.r-t,'[ n .�+��. , .' '+lea ` � ��+.� °} 4vt{,di��Y k� �_'�� III n Needs}-Assessmen�t� ,,p'g,ription of'Services t rt � .c.:.., s3;. .•:.y..e:a.. .F,..�.,mt:.xc4,n.�Ana..;...—e._, n,wa r.-.nn,..urz+r:h-d.x� nt..�.:_x•<; .�..+ Three separate needs assessment processes, along with recent county child removal statistics, were taken into account in the development of this CAPIT/CBCAP/PSSF plan. The first needs assessment used was the Community Needs Assessment conducted by the Contra Costa Community Services Department in July 2003. This report includes basic county demographic information, including birth rates and county educational statistics. The second needs assessment process used was the August 2003 Keeping Children Safe survey conducted by CFS in collaboration with its community partners. The goal of this survey was to identify service gaps in the specific target communities of Child Welfare Redesign. The third process utilized was the FACT Committee's three-part Needs Assessment. Data collected from these 3 different needs assessment were used to guide CFS in making service priorities for this CAPIT/CBCAP/PSSF Interim plan. A. Community Needs Assessment/County Demographics Contra Costa County's Community Services Department conducted a. needs assessment and. demographics report (based on 2000 census data) in July 2003. While the data reflects a median family income of $73,039 - overall, the county is economically disproportionate and divided. There are areas of i 6 Contra Costa County CAPITICBCAPIPSSF Interim Plan great affluence as well as many areas in the county that are extremely impoverished and have significant problems in areas of family and community stability, low school achievement rates, rapidly growing immigrant populations whose language is other than English, high rates of child abuse and neglect reports and out-of-home placements, inadequate housing and transportation, and poor perinatal and other health outcomes. San Pablo and Richmond in West County, and Pittsburg and Bay Point in East County are the communities in Contra Costa that have the highest percentage of its population below the poverty level. The unemployment rate for the county overall is 4.9% as of April 2004, with San Pablo (10%), Richmond (9.3%) and Pittsburg (6.9%) once again having the highest level of unemployment within the county. Per the 2000 Census, Contra Costa County has a total population of 948,816. The population is predominantly white (58%), followed by Hispanic (17%), Asian (1 1%) and African American (9%). Less than 1% of the population is Native American. Although whites make up about 60% of the county's population, they constitute only 46% of the child population. This trend is reversed in the Hispanic population due to a higher birth rate - they constitute .18% of Contra Costa's population but 25% of the child population. The Hispanic community is fast growing in Contra Costa and if State projections hold true, Hispanics will make up 40% of the county's population by 2050 (as per California Department of Finance projections). The Monument Corridor in Central County is the area that has the highest- concentration of Hispanics in the county. The 2000 census also shows there were 251 ,794 children between the ages of 0-17. Of this number, close to 10% are living in poverty. 19,082 of the children are -0-5 living in very low-income household. Upwards of 44,000 children in the county qualify for free or reduced lunches. Contra Costa ranks 47th in highest rate of child poverty out of the 58 counties of California. The county experiences approximately 13,000 births per year. Of these, an average of 613 are to teen mothers, (28.4 per thousand) 5,121 to first-time 7 Contra Costa County CAPITICBCAPIPSSF Interim Plan parents (40% of all births,) 858 are low birth-weight babies (6.6% of all births,) and 1 508 mothers received no or only 3rd trimester prenatal care. As the children age, additional poor outcomes are prevalent. The dropout rate for children in grades 9-12, is 6.4% with the heaviest concentration of dropouts in the 8 specific zip codes that correspond to the target areas for the Plan. B. 2003 Keeping Children Safe Survey Contra Costa is one of 1 1 Cohort 1 counties in the state that has implemented significant state-supported child welfare improvements through our Child Welfare Redesign Plan. The plan calls for early intervention and prevention .services and building strong communities in the targeted areas (by zip codes) through community partnership. In August 2003, CFS, in collaboration with our community partners, conducted a Family-to Family community needs survey to identify service gaps in the target communities of Child Welfare Redesign. The survey, of which 60% was administered door to door in the respondent's native language, was conducted in West County (Richmond 94801 ,94804 and San Pablo 94806), Central (Monument Corridor 94518,94519,94520) and East County (Antioch 94509 and Pittsburg 94565). The intent of the survey was to identify the types of services families currently use, what services they believed that "families needing help with -- - - - children"-might need, what services were lacking in the community. It also- - - - - identified types of barriers families had accessing needed services. There were 2,165 survey respondents. More than 70% of the survey respondents were women. In terms of ethnicity, .the majority of West County respondents (58%) were African American, while the majority of respondents in Central County.(89%), Antioch (68%) and Pittsburg .(44%) were Hispanic. The survey results illustrate the unique service needs in each area of the County. For example, in West County, alcohol and drug prevention services, after school care, and gang violence prevention/intervention ranked among the top service needs identified by families. In Central County, English as a Second Language (ESL) classes, after school childcare and mental health services were the top service needs. In 8 Contra Costa County CAPITICBCAPIPSSF Interim Plan East County, respondents identified alcohol and drug prevention services, after-school childcare and gang intervention, as the services families needed most. In Central County and East County (which both have a high number of Hispanic families), language was identified as the top barrier to accessing services. (Please refer to APPEND/CES 3 and 4 for a copy of the survey and survey results.) C. Family and Children's Trust Committee Needs Assessment Every two years, the Family an.d Children's Trust Committee (FACT) conducts a Community Needs Assessment (see next two sections) to identify gaps in prevention services, and help determine the priorities for the use of the funds for which the Committee has responsibility (CAPIT, CBCAP, Birth Certificate, and Trust fund donations.) This assessment consists of an on- line survey sent to an extensive number of local non-profit service agencies, representatives of public agency programs, community leaders, and other private citizens to elicit their input regarding service needs. The FACT Committee also holds well-publicized Public Hearings to encourage interested individuals, clients, and community service delivery staff to provide in-person testimony about needs in their communities. Phone surveys of "key community informants" are also conducted to provide - - - - - additional-information about needed services from politicians, agency staff, - CBO's and community residents not normally involved in the county's child abuse system. The results of these assessments and hearings, along with information from needs assessments done by other agencies/programs (e.g. First 5, .Health Department, United Way, etc.), are analyzed to develop the priority areas for services in the resulting RFP. D. Child Removal Rates By Zip Code In terms of child welfare statistics, there were 9,848 unduplicated counts of child abuse/neglect reports in 2003 and of this number, close to 2,000 were substantiated. In that same year, 843 children entered a child welfare 9 Contra Costa County CAPITICBCAPIPSSF Interim Plan supervised placement for the first time. East County had the highest number of child abuse and neglect referrals in 2003, with Antioch (zip code 94509) leading at 1 ,230 and Pittsburg (zip code 94565) at 1 ,187. West County followed with Richmond (zip codes 9.4801 and 94804 combined) at 1 ,302 and San Pablo (94806) at 640. Concord's Monument Corridor came third with a total of 1 ,013 referrals (zip codes 94518, 94519, 94520 combined). The following pages (1 1 -19 for PSSF; 22-27 for CAPIT/CBCAP) will detail the PSSF and CAPIT/CBCAP services that are funded based on the various needs assessments conducted. Results of the Needs Assessments: PSSF Service Priorities Based on-care ful analysis of the aforementioned assessments, we have established funding priorities for comprehensive, culturally competent family support services that may include: ■ Increased linkage to community resources including housing, childcare, health services ■ Case management services for at-risk families • After-school resources • Teen programs including drop in centers, mentoring, and gang prevention ■ Parent education -- - -- ■ Supportive services for relative caregivers and adoptive families ■ Alcohol and Other Drug (AOD) prevention/education ■ Mental Health services ■ Domestic violence/anger management services In the target areas of: ■ Richmond and San Pablo (zip codes 94801 and 94804) ■ San Pablo (zip code 94806) ■ Concord (Monument Corridor zip codes 9451 8,9451 9,94520) ■ Pittsburg and Bay Point (within zip code 94565) ■ Antioch (within zip code 94509) 10 Contra Costa County CAPITICBCAPIPSSF Interim Plan Description of Current PSSF-Funded Services to Extend for FYs 2008-10 The following service information relates to those PSSF projects that will be funded in FYs 2008-2010, during the Interim Plan. The PSSF target population includes: children at risk of child abuse and neglect (in particular, children under the age of 5); low-income and/or at-risk families; families impacted by domestic violence; at-risk children and teens; special needs children; low- income and/or at-risk Spanish speaking families; children in foster care or out- of-home placements; relative caregivers; adoptive children and their families. Below is a list of PSSF services that will be funded under this Interim Plan. All of these services are wholly or partially funded by PSSF dollars. 1 . Collaborative Projects Pittsburg/Antioch (East County) The Healthy Families Collaborative, a comprehensive, community- based continuum of services for low-income, at-risk families, children and youth residing in Pittsburg and.Antioch. The collaborative with Brighter Beginnings as the lead fiscal agent, partners with One Day at A Time, Success Through Self Academy, - - -- -- -- - -- City-of Pittsburg and First Baptist-Church. During the FY 2006-07 - -the collaborative served 1 ,195 unduplicated clients. Services: ■ .Mentoring services, gang and violence prevention support and parenting education classes ■ Recreational scholarships to low income families and at-risk children ■ After school tutoring and mentoring services Housing referral and case management ■ Family Support, Advocacy and Referral Services ■ Summer youth program 11 Contra Costa County CAPITICBCAPIPSSF Interim Plan ■ Leadership training to community via an after school program specifically for teens 2006/2007 Service Highlights:. . 0 57 families received housing-related services 0 50 teen participants attended the Mentoring Program whose guest speaker was Carmen Ochoa, owner of a private video production company and Paul Ramirez from the California Department of Labor. 0 214 11 th grade students and 358 1 Ot" grade students attended a conference stressing the importance of school testing, attendance and academic supportive services. Parents and youth attended 4 various Gang Prevention Presentations hosted by Johnny Rodriguez of ODAT 0 Over 800 youth and teens participated in the Mentoring Program at Antioch High School. Bay Point (East CountV� Bay Point Teen Center(Ambrose Recreation and Park District) Services: - - - — - - — - ■ Recreational-scholarships to low income families- and-at-risk - -- -- children Youth leadership training ■ Spanish Parenting classes ■ After-school program 2006/2007 Service Highlights: - Approximately 29 teens participated in the Teen Center's after- school and summer programs 27 teens participated in a variety of educational and recreational field trips 11 youth received employment through PSSF services 12 Contra Costa County CAPITICBCAPIPSSF Interim Plan 45 youth participated in a variety of recreational, educational and leadership training camps The collective G.P.A of the 20-25 participants I the program increased from 2.1 .to 3.2. Richmond (West Count yl The Neighborhood House of North Richmond/Helms Middle School Collaborative integrates community-based case management services to both at-risk for truancy and truant students and their families. During the FY 2006-07, over 315 unduplicated students benefited from the collaboration while 67 students have received intensive services and case management. Additionally, 48 families received other supportive services such as parenting workshops and food and/or housing referral assistance. Lastly, the collaborative has provided 100 students with individual and/or group counseling services. Services: • Parenting workshops • Individual and group counseling • Tutoring and academic support O Food and/or housing referral assistance - 2006/2007 Service Highlight • A total of 6,770 students participated in a variety of Lunch Time HCP sponsored activities during Sept. 06 to Feb. 07 • 30 Students participated in weekly 1 :1 mentoring and tutoring sessions held by the Univeristy of Berkeley's "Student REACH" program • 95 Students participated in bi-weekly individual and group college guidance sessions • 150 students participated in the After-School Sports Competition program 13 Contra Costa County CAPITICBCAPIPSSF Interim Plan • 18 Families participated in the Annual Holiday Gift Drive for Families in Transition North Richmond (West County) North Richmond collaborative (partners include Center for Human Development as lead, Neighborhood House Multicultural Senior Center and the City of Richmond Public Library/LEAP) Services: • Mentorship/academic support for grades 4-6 Verde Elementary school students (Verde placed in the lowest percentile in standardized testing among state schools) • Mentorship program by seniors for at-risk youth (many are foster youth) • Gang prevention services* • After-school care and recreational activities for low-income children and youth • .Job Readiness training • Family Support, Advocacy and Referral Services • KidzLit academic reading program 2006/2007 Service.Highlights: • 20 Verde School students were academically supported to remain on the Honor Roll (4 were in foster care) • 387 low-income children and youth received a backpack filled with school supplies • Over 705 (duplicated count) children (including foster children) participated in a variety of recreational and educational activities • 24 youth participated in a variety of recreation and education activities including the Environmental justice Festival,.Bruno Marsh Clean-up Day, KB Homes Workshop, and Hip/Hop HIV/AIDS Prevention Dance 14 Contra Costa County CAPITICBCAPIPSSF Interim Plan Coronado (West County The Greater Coronado All That collaborative (partners include YMCA of the East Bay as lead, Early Childhood Mental Health, Family Stress Center, and West Contra Costa Youth Services Bureau) Services: 0 Support group for expelled students 0 Gang prevention services 0 Mentorship/support program for teen girls 0 Therapeutic services for violence-exposed children 0 Parenting classes After school care and recreational activities for low-income children and youth Therapeutic support group for Spanish-Speaking first time mothers via the "Ser Mama" program 0 Therapeutic support group for grandparents and relative caregivers 2006/2007 Service Highlights: 0 16 unduplicated grandparents attended 23 Therapeutic Support Groups 0 22 teen males and females successfully graduated the-All that Young Men's and Girl's Groups- . 0 Over 100 children were enrolled in the after school program with a daily average attendance of 60. Concord(Central County Monument Community Partnership Collaborative: The Monument Community Partnership Collaborative with STAND! Against' " Domestic Violence as the lead agency provides comprehensive services to monolingual, low-income, at-risk families, children and youth residing in Central Costa County. Services: 15 Contra Costa County CAPITICBCAPIPSSF Interim Plan • Teen mentoring program • Immigration supportive services Parenting Education classes • Spanish Speaking Domestic Violence support groups • Domestic violence awareness and support 2006/2007 Service Highlights: • The resource center provided 2,400 information and referral services • 33 resident leaders were trained to provide community outreach and education services •. 2 resident leaders have become trainers and community consultants • Over 200 individuals received immigration related supportive services • 25 families with children 0-5 years of age received.family literacy and support services through the First Five Center and School Readiness programs • 15 Spanish-speaking women have actively participated in weekly domestic violence awareness support groups 2. Community-Based Case Management Services (Path 1 and 2) Service Provider: Catholic Charities (Central County) Services.- Path ervices.Path 1 Intensive community-based case management services will be offered to families who are referred to but are not served by CFS. Services will be offered to families at the earliest possible time to keep them supported in caring better for their children, . ultimately preventing child abuse and neglect. • Path 2 - The focus of Path 2 will be on families referred to CFS and currently received an assessment. As in path 1 , intensive 16 Contra Costa County CAPITICBCAPIPSSF Interim Plan community-based case management services will be offered to families to assist them in caring for their children. 2006/2007 Service Highlights: • Only 10% of the children whose families engaged in DR Path 1 services had a substantiated referral within 12 months of service engagement-compared to 17% of children whose families did not engage in offered DR services 3. Intensive Family Preservation Services (4 FTE) The Intensive Family Preservation Program provides ongoing case management services that engage and establish a positive rapport with families who have been referred from existing Child Welfare cases who are experiencing multiple stressors impacting their ability to parent effectively and who are consequently at risk of having their children placed in out of home care. Services include but are not limited to: case management, psychosocial assessments, family needs assessments, and twenty-four (24) hours emergency response. 2006/2007 Service Highlights: 75 ami ies received IFP services -- • Average time of intervention was 10.4 weeks • 95% of the families served, successfully achieved stability, preventing out of home placement of their children 4. Parent Partner Services (4 FTE) The mission of the Parent Partner Program is to help families to develop supportive relationships that will strengthen and support parents and families involved in the child welfare system, and to honor their ability to draw on family strengths and resources in order to facilitate timely permanency for their children. Parent Partners are life-trained paraprofessionals who have successfully negotiated the child welfare 17 Contra Costa County CAPITICBCAPIPSSF Interim Plan system. Our Parent Partner program offer a wealth of knowledge and experience in two ways: • As parent advocates, the Parent Partners serves as a mentor for parents currently involved in the system. • As parent.leaders, the Parent Partners act as the "parent's voice" as participants on various committees and workgroups. In FY 2006-07, 262 Families participated in the Parent Partner program. Below are a couple of quotes from parent participants: Parent quotes: "You have an attorney. You have a social worker. And then there's a judge. There's all these people against you. They're all sitting over here, and you're this little Ione person sitting over here by yourself, and they're telling you all this stuff that you've been doing wrong. (Your Parent Partner) is like that star, like that light in a bunch of blackness that you're like - oh, god; somebody that will help me. (She's) here for you." --Birth Parent "She's like a steady rock. When we are in a difficult situation -- ----- ------_- - about-this or that and we want to know-what we can'do, she - -- " orients us" --Birth Parent 5. Kinship Services Q sites - East County, West County, Central County) The Kinship Care program provides community based support services to relative caregivers so that children can remain with their extended families and avoid placement in the foster care system. Services include.- respite nclude:respite care, therapeutic support groups, educational forums, tutoring for children, case management, recreational activities for caregivers and youth, limited emergency assistance, and legal services including guardianship applications 18 Contra Costa County CAPITICBCAPIPSSF Interim Plan 2006/2007 Service Highlights: • 450 unduplicated clients received some type of kinship assistance • 950.individual clients were served • 98% of all clients receiving services reported program satisfaction • 99.5% of the families receiving KSSP services maintained placement stability 6. Adoption Services (Educational Support & Mediation) A wide array of supportive services are provided to children and their adoptive families, during and after the adoption process. Services include educational advocacy and support services (including referrals to tutoring and other special educational needs), mediation services and access to support groups and adoption resource centers. Descriptions of the funding amounts for these respective projects are included in Attachment C1 , Services Goals/Outcomes and Expenditure Plan Summary. Over the duration of our Interim Plan, we will continue to integrate PSSF, CAPIT, and CWR services by shifting funds to community services that better align with needs identified in 2003 Keeping Chi/dren.Safe survey and recent child removal rates. We have successfully implemented additional PSSF modifications as planned in years 2 and 3 of our original 3-year plan. Said modifications have further strengthened and integrated PSSF with CAPIT, CBCAP and our overall CWR efforts. During this interim plan, we will extend our current contracts as we further assess the growing needs of our communities and prepare for our upcoming Peer Quality Case Review and System Improvement Plan. 19 Contra Costa County. CAPIT/CBCAP/PSSF Interim Plan CAPIT/CBCAP Needs Assessments: Priorities for Service The results of the FACT.Committee's needs assessments (see page 6 for a description of the process) is the basis for development of the priorities for services. These priorities are reviewed and further refined by the Family and Human Services Committee of the Board of Supervisors to ensure their congruence with county policies. Following this priority setting, the Committee develops and releases an RFP to interested private, non-profit, community-based organizations soliciting proposals for programs addressing the priority service areas. The Committee reviews, discusses and ranks each resulting proposal during an open, public meeting and then makes its recommendations to the Board of Supervisors on the programs to be funded based on the available dollars within the four funding streams. The final decision on program awards rests with the Board of Supervisors. Programs are funded for one year with the possibility of continuing for a second year pending availability of funds, adherence to all contract requirements, and evidence of goal achievement based on data collection and twice-yearly project monitoring site-visits conducted by FACT Committee members - The-most--recent Needs-assessment was completed in the late winter--of 2006. Following analysis of all the surveyed information, an RFP was released in March 2007 to solicit proposals from community-based agencies countywide. (Please see APPENDIX 5, RFP # 1093). The funding priorities for the RFP derived from the needs assessment were: •Culturally and linguistically appropriate, evidence-based parent education programs in two high-risk areas of the county; •Supportive group, individual and peer-led counseling for families with children who have developmental, physical and low-incidence disabilities; 20 Contra Costa County CAPITICBCAPIPSSF Interim Plan *Bilingual/bicultural case management, counseling and parent education services for Spanish, Farsi, Bosnian and Russian speaking families; oCase management, group counseling, resiliency training and child therapy for children and families impacted by sexual assault and family violence; *Educational, supportive and therapeutic services to children of substance- abusing parents and their families; Parenting and life skills education, mentoring/tutoring, child care and health education to teen parents that encourages continued school enrollment, understanding child development and the adoption of positive parenting practices; Hospital outreach and engagement services to enroll high-risk families in coordinated home visiting programs immediately after the birth of their child, In addition to these specific priorities, the FACT Committee requires that all projects integrate the following principles into their projects: 1 . Adopt a strong family-centered approach in the design and delivery of services for families and children. -- -- -- -.-- - .- .2.- Apply best and promising .practices in..program design, -. methodology, and delivery of services. 3. Demonstrate planning and coordination with other public and private agencies serving the same client population. 4. Provide access to culturally and linguistically appropriate client-driven services. 1 . Systematically encourage client and community resident participation in planning, developing and assessing services. 2. Facilitate accessibility of services (location, transportation, hours of 21 Contra Costa County s CAPITICBCAPIPSSF Interim Plan operation, availability of childcare, etc.) 7. Leverage FACT funds with funding from other sources. Currently-Funded CAPIT/CBCAP Programs Following completion of the competitive bid process, the Board of Supervisors accepted all of the funding recommendations put forward by the FACT Committee in August 2007 (see APPENDIX 6, Board Order). The Family and Children's Trust Committee continues to oversee, monitor, and provide technical assistance to the projects originally funded in FY 2007, all of which are designed to provide prevention and early intervention services to isolated and at-risk families of young children, are wholly or partially supported with the CAPIT/CBFRS funds. Each is described below. 1. Ujima Family Recovery Services This program provides intensive services to children ages 6 to 16 who have been affected by parental. substance abuse issues, and also provide services to their families, including foster and kinship families. The following services will continue: a. Kids' Groups and Teen Groups: 280 Groups. 50 children will attend age-appropriate substance-abuse preventive education and/or counseling sessions lasting one hour on a regularly scheduled basis (7 groups per week, 10-12 week sessions begun four times per year). b. Counseling Sessions: 600 Sessions. 25 children and 25 adults will attend counseling/therapy/treatment sessions in 30-minute intervals conducted by a substance abuse counselor. Foster, adoptive and .kinship families are included in these sessions. c. Parent Education and Multifamily Groups: 48 Groups. 60 adults will attend 90-minute group sessions to provide parent education for adults 22 Contra Costa County CAPITICBCAPIPSSF Interim.Plan and/or substance abuse prevention and family support activities to create nurturing family environments to prevent child abuse and neglect. d. Communication with other professionals and parents to link, coordinate and integrate contractor services with other services families might need to improve family stability and prevent child abuse and neglect. Outcomes of Services: L"Program goals: • To strengthen alcohol and drug-abusing families and their ability to nurture, support, and care for their children. • To build strength and foster resilience in children of alcoholics/addicts. • To prevent and ameliorate emotional and physical child abuse and neglect. • To help prevent future substance abuse in high-risk teens. ii. Program outcomes: • 85% of the children in Kids' or Teens' Groups will evidence increased understanding of the disease` of addiction, decreased feelings of isolation and increased positive coping skills as measured by pre- and post tests. 85% of the teens will exhibit a decreased risk of substance abuse.. • 85% of the parents who have completed the family-centered parent component (parenting groups, multifamily activities and parent/child interaction groups) will show measurable improvements in their parenting skills and knowledge of child development and child abuse prevention including an increased ability to handle stress and increased 23 Contra Costa County CAPITICBCAPIPSSF Interim Plan awareness of positive discipline practices as measured by pre and post tests. 85% of the families in the Children's Recovery.and Family Education Program will receive services to strengthen and maintain healthy family- centered systems including sustained parental recovery and increased family connections to multifamily activities as measured by attendance in groups, counseling, and multifamily activities and communication with program staff. 2. Crossroads Hlgh School Teen Program This program provides supportive services to pregnant and parenting teens on the Crossroad High School Campus of the Mt. Diablo Unified School District. The services address the emotional, social and academic needs of the students and their children through the provision of counseling in English and Spanish, reading enrichment, parenting support and education, quality child care while the teens are attending classes, and life skills/self- sufficiency .planning and development activities. The following services will continue: -- - a. -Daily Child Care:--Child care-and, development -services-are-provided to- for the children (up to 5 years old) of the teens enrolled in the program while they attend school. b. Counseling and School Psychologist Services: Teens will receive individual and group counseling services in Spanish to assist the teens to resolve issues of violence, lack of parental support, poor self-esteem. Additionally, services will include child psychology classes„ the provision of guest speakers to address specific topics, conflict resolution services, and resource and referral services. c. One-on-One Tutoring. and Mentoring Services Enrolled teens will receive individual. academic support and mentoring services to assist 24 Contra Costa County CAPITICBCAPIPSSF Interim Plan in identifying future plans for themselves and their children and developing a portfolio of their progress and plans. d. Parenting Education: Teens will participate in parenting education groups to learn about child development, needs of babies and toddlers, and. positive parenting practices. e. Resource and Information Referral: Enrolled teens will receive services to assist in the navigation of social services, health services, and the legal systems to ensure that additional resources are accessed as needed. Outcomes of Services: i. Program goals: •. To assist pregnant and parenting teens to continue their education, break the cycles of teen pregnancy, poverty, violence, and abuse. that affect their lives, learn to provide loving, appropriate parenting to their children, and work toward eventual family self-sufficiency; -- -ii. Program outcomes - - - - - - - -- - • To decrease the incidents of abuse and domestic violence; To improve reading skills; • To promote continued growth in communication and parenting skills; . To improve healthy outcomes for the children of parenting teens; • To improve goal-setting and realistic planning for future self-sufficiency skills in pregnant and parenting teens. 25 i Contra Costa County CAPITICBCAPIPSSF Interim Plan 3. Child Abuse Prevention Council(CAPC) FACT has supported the CAPC for over 10 years with CAPIT funds, understanding that this support would go a long way towards improving the coordination of the county's child abuse and neglect service system and would also provide the most broad-based educational programs for professionals, service delivery staff, consumers and community residents. FACT also supports the Baby Bag program of CAPC to expand the number of . hospitals at which the bags are delivered and ensuring that enough copies of the educational materials are in relevant languages (e.g. Spanish.) The following services will continue: • The coordination of services and communication among public and private agencies involved in child abuse prevention • The coordination of community education and training for professionals regarding child abuse prevention/treatment • Advocating for needed changes in existing services and/or the addition of services to promote child abuse prevention/treatment -- --- Dissemination of materials relating to-child abuse and neglect- - - - • Promoting the coordination of child abuse prevention/treatment programs in obtaining funding limited to generic programs rather than to specific agencies • Maintaining a,library-related to child abuse for use by professional and general public • Advocacy on local, state and federal Ievels for legislative changes to promote child abuse prevention/treatment 26 Contra Costa County CAPITICBCAPIPSSF Interim Plan 4. Home Visiting Program The last project that will continue to be supported with CAPIT/CBCAP funds during this interim plan, is the new home visiting program designed to provide intensive case management services to African American families with children 0-2 years of age. The problem of disproportionality among African Americans in the child welfare and foster care systems is significant at both the national and local level. This program targets high-risk families in West County (the area of the county with the largest concentration of African American families,) with very young children and provide intensive home visiting until the child reaches two years of age. There are two primary goals for the project: 1 . Reduce the rate of substantiated child abuse reports among African American families in the targeted zip codes and, 2.- Reduce the out-of-home placement rate among those families with a substantiated report through the.provision of intensive support services coordinated with child welfare staff. Descriptions of the funding amounts for these respective projects are included -- in Attachment C1 , Services Goals/Outcomes and Expenditure Plan Summary. PSSF Contra Costa County remains committed to a high level of collaboration with its community partners and has included a wide variety of stakeholders in the l development of its SIP, CWR and CAPIT/CBCAP/PSSF plans. The Child Welfare Redesign Steering Committee meets regularly to monitor ongoing implementation and provide oversight of our SIP, CWR and CAPIT/CBCAP/PSSF 27 Contra Costa County CAPITICBCAPIPSSF Interim Plan plans. Moreover, local community partnership committees comprised of individuals from local community-based agencies, and faith-based organizations, schools, county agencies, foster parents and parent partners/consumers, meet in each target area on a monthly basis. These local based meetings keep the community apprised of the progress of our overall CWR efforts, promote ongoing collaboration, and ensure that there is an avenue in which community members can share ideas and concerns, and work as a team towards the shared responsibility of protecting children in the community. Local community partnership committee members were active in the development and implementation of the "Keeping Children Safe" survey that was conducted in 2003. They also helped to establish the funding priorities for the CWR mini grants iss.ued.over the past three fiscal years. Children and Family Services has also worked closely with the First Five Commission, the Family and Children's Trust Fund, the Health Department's Partnership for Public Health, and other funders to promote coordination of local efforts and minimize unnecessary duplication. Our current PSSF plan builds upon the foundation that was created during the early years of our PSSF program. This Interim PSSF/CAPIT/CBCAP plan reflects the integration of previously planned modifications to our earlier plans, further increasing the level of coordination with- currentCWR efforts-.-- As fforts.As we move towards the implementation of this interim plan, Contra Costa County recognizes the need to continually employ a collaborative, transparent and community-driven planning process. CAPIT/CBCAP As noted above, the planning process for CAPIT/CBCAP is completely predicated on the participation and collaboration of a vast number of professionals, agency/program staff, service providers, community residents consumers, and the general public. 28 Contra Costa County CAPITICBCAPIPSSF Interim Plan The Needs Assessment process is carefully constructed and implemented to ensure the largest number of respondents will participate. To that end, there are three components of the process: 1 . An extensive web-based survey that is sent to over 125 people; 2. Personalized phone calls to key informants in the community (judges, physicians, education specialists, law officers, community funders, city and county politicians and other stakeholders in the child abuse and neglect system) who might not be inclined to complete a survey, but are responsive to a personalized call, and 3. Public hearings that are well publicized by email, newspaper and word of mouth and targeted particularly to current and previous clients, community residents and others interested in discussing the needs for services in their geographic area. In order to foster a completely unbiased and information-driven planning process the FACT Committee uses only the information from this extensive needs assessment to develop the priorities for funding in the resulting RFP, because the information specifically was gathered from key stakeholders. -- CHILD ABUSE PREVENTION COUNCIL (CAPC) PARTICIPATION IN PLANNING The Director of the Child Abuse Prevention Council in Contra Costa has been fully involved in both the PSSF and CAPIT/CBCAP planning from the beginning. She sits as an ex officio member of the FACT Committee (she is ex officio only because the CAPC is funded with CAPIT/CBCAP monies and she would be in a conflict position were she to'vote on-the allocation of other funds) and she is also on the Child Welfare Redesign Steering.Committee, the planning body for PSSF. The Contra Costa Child Abuse Prevention Council has a long and successful history in this county. Established in 1976, it was designated as the county's Child Abuse Council by the Board of Supervisors in 1982, when the Council was 29 Contra Costa County CAPITICBCAPIPSSF Interim Plan assigned the task of being the Coordinating Agency of the Interagency Child Abuse System Review Committee. It is a strong, active Council that has been instrumental in developing numerous prevention programs and- activities in the local child abuse delivery system. They have also taken a leadership role within the California Consortium of Child Abuse Councils and are involved in other statewide activities. Because the CAPC and the FACT committee were designated by the Board of Supervisors 23 years ago, we have had difficulty finding copies of the original Board Orders. However, the following list of Council activites and the Board Order for FACT projects in Appendix S clearly indicates the Board's position vis a vis the bodies. Specifically, the Council provides 1 . Coordination of Services: To facilitate coordination and communication between public and private agencies involved in child abuse prevention/treatment. ❖ Child Abuse Systems Review Committee (CASRC): CAPC serves as the coordinating agency for the CASRC, a multidisciplinary committee to identify problems in the child abuse response system, which hinders effective delivery of services, and to make recommendations to improve the child abuse system in Contra -'Costa County. — ❖ Child Death Review Team CAPC acts as the coordinating agency for the Contra Costa County Child Death Review Team. This is a multidisciplinary team, which reviews cases of child death for the purpose of enhanced coordination among agencies . involved in child death investigation and prosecution. ❖ Multidisciplinary Training and Education Committee The purpose of this committee is to coordinate planning and development of regular cross training bringing law enforcement, child welfare, schools, health and other disciplines together to improve multidisciplinary working relationships. 30 Contra Costa County CAPITICBCAPIPSSF Interim Plan ❖ Children's Sexual Abuse Interview Center Advisory Committee (CICAC.) CAPC serves on the CICAC and provides the administrative support for the committee and assistance in policy development for the effective use of the Interview Center. 2. Information Sharing: To produce and disseminate information and materials on child abuse prevention, reporting and treatment. ❖ West County Satellite Office: CAPC maintains a satellite office in the Richmond Police Substation as a clearinghouse for information and a base for training volunteers. ❖ Surviving Parenthood Resource Directory: A comprehensive resource directory of primary prevention and support services. ❖ Baby.Bag Project: Baby bags are canvas tote bags filled with educational materials such as "Surviving Parenthood" and "Bringing Up Baby: A Guide to Parenting" and handouts on SIDS, Shaken Baby Syndrome and other parenting issues. Baby Bags are given to every new mother delivering at Contra Costa Regional Medical Center, Doctor's Hospital, and Sutter Delta Hospital. ❖ Lend.ing Library: CAPC maintains a lending library including books, films, video and audiotapes, periodicals, and educational handouts for children and adults. ❖ "Educational Handouts and Brochures: CAPC develops and distributes a wide range of informational brochures and handouts available free to the public. ❖ Phone Referrals: jl Contra Costa County CAPITICBCAPIPSSF Interim Plan CAPC acts as the County's clearinghouse for child abuse prevention information and education responding to approximately 900 calls from concerned community members, parents and professionals regarding suspected cases of child abuse. 3. Public Education: Coordinate community education and training for professional regarding child abuse prevention/treatment. a. Community Education Program: The Community Education Program reaches over 20,000 people , throughout the county by providing workshops and trainings and distributing Baby Bags, bi-lingual as appropriate. b. Multidisciplinary Training and Education Committee: The purpose of this committee is to coordinate planning and development of regular training for professionals in child abuse issues. c. Annual Conference CAPC sponsors an educational conference addressing child abuse and domestic violence issues. Each April, CAPC coordinates Contra Costa County's participation in National Child Abuse Prevention Month activities. 4. Advocacy: To advocate for child abuse prevention on the local, State and Federal level and through program development. a. Legislative Committee: CAPC's Legislative Committee -meets monthly to review and take action on legislation effecting children's issues, including the California Children and Families First Initiative. 3. Family and Children's Trust Fund (FACT): CAPC.acts in an advisory capacity to the FACT Committee providing advocacy for needed services for children and families and input 32 Contra Costa County CAPITICBCAPIPSSF Interim Plan regarding priorities for services to be funded by the County's Children's Trust Fund. 5. Special Needs Fund: CAPC continues to maintain its Special Needs Fund to support clients of community-based agencies and the general public by providing small cash grants to help meet the "special needs" of families in which children may be in jeopardy or at-risk for abuse. 4x`"€�,='c'T EY3';'�"" '".« r'-.., v" .�,:rY av 1"'x.5`7,�r`.a s�",i'L 'r�N"s'_s�z n .. r �3 i3a fi t sssUN 3:�t s iaCfuiue; t1 53 '3Yv�' 3 ' �V�'��� wCornpetitikve�Bid�Proces{s/�AllocationsFof- Reuenue� a�. rR�{vfP.s,✓.1.�:s_[.ru.rm.�. .,r:4.,..,..s,.�..b..vA.»nr:�aw,c.sr,Y-.,s.,:xn,.,:.F^.,3m,.r✓,�..... ._aehs�.,...eha�,:-s,`sz_.�.�..., �?+,r_Lx. :ua!'. '•10�,.z =3:'.-�a.YY...�:,re. PSSF During this interim plan (FYs 2008-2010), Children and Family Services will continue to deliver PSSF services under the existing PSSF collaborative agencies. These contractors were selected through a competitive bid process - Request for Proposal (RFP) # 1085 in March 2006 (please refer to APPENDIX 7, RFP # 1085). The RFP reflected program/service delivery changes that complemented our SIP and CWR plans, as well as better streamlined our combined funding allocation for CAPIT/CBCAP/PSSF. The following activities were conducted in preparation for the issuance of the RFP: 1 . Updated the 2003 Keeping Children Safe Survey to ensure that the results were still .current and relevant in the target communities. 2. _Collected updated data regarding CFS child removal rates. The results of the aforementioned activities, along with our CWR goals and basic service tenets, provided the foundation for our RFP. As in the past, successful bidders were expected to demonstrate the following: 33 Contra Costa County CAPITICBCAPIPSSF Interim Plan 1 . Ability to deliver collaborative, community-based family support services that are culturally competent and sensitive; 2. Effective programs in child abuse and prevention that offer a strong family-centered approach in the design and delivery of services for families and children; 3. Ability to leverage PSSF funds with other public or private funding sources; 4. Capability to transmit data electronically and provide meaningful evaluation using specific and measurable outcomes; 5. Active involvement within the CWR target area and evidence of broad- based community support; 6. Sound fiscal practices and procedures. With strict adherence to county RFP procedures (in terms of. publishing, conducting mandatory bidders' conference, selecting review panel members, evaluating proposals) the RFP was an open and fair process. At least one of our parent partners and a community member (who has no conflict of interest) was invited to sit on the independent review panel. The successful bidders were recommended for funding to our Board of Supervisors, after which individual contracts were awarded. Programs were funded for one year with the possibility of renewal pending availability of funds, adherence to all contract requirements, and evidence of goals achievement. Under the interim plan, PSSF funds will be allocated as follows: PSSF.Servke,Component Percentage of ' FY 200&09 Allocatio ufflmirimum) A116cation Total=`$622;185.:. Family Preservation Between 20% - 25% $153,058 (24.6%) Family Support Between 20% - 30% $159,678 (25.7%) Time-Limited Family Reunification Between 20% - 25% $153,000 (24.6%) Adoption Promotion and Support Between 20% - 25% $155,058 (24.9%) * .22% ($1,391).of FY 2000-09 allocation has been set aside as discretionary funds for emerging community needs and/or for administrative purposes (i.e.to conduct another community survey) 34 Contra Costa County CAPITICBCAPIPSSF Interim Plan CAPIT/CBCAP Please refer to pages 18-20 of this Plan (CAPIT/CBCAP Needs Assessment: Priorities for Service) for discussion of CAPIT/CBCAP RFP process. Based on the RFP process concluded in 2007, five projects have been awarded contracts for FY 2007-2008. These projects will be eligible for a second year of funding pending availability of funds, adherence to all contract requirements and achievement of stated goals per their proposals. Another RFP cycle, beginning with a new needs assessment process, will be, undertaken beginning Fall, 2008. a 1" S S++ro nt` 'a !"'' 'a`&+x fi�'.ws "'• . '2rNAM ;..$R F. n �- _M__�. 4 r . ,�4 4 i. 'i rr i`arY.RIA 3 "�. ,te ry f, frtrsy,.ccS"yn+r' ; , S� p'- -, 'y1e�,z', # * ` `�"'��, �. Y�r r� °tk 1 `.P,__ +' ri+ ' `' ''-".� r`".;._ Vf� Goa�l�s/O,u,tcornes�/EvalIuaitFi,onk. 2 R4 � 2 r"1??�3;^a„ ., PSSF Each of the PSSF services described in this report has objectives and outcomes that are measurable and time-limited (short term, intermediate and long-term). PSSF service providers employ data reporting tools (such as client satisfaction -surveys) that assist in measuring goals and outcomes. Monthly meetings between CFS PSSF contract monitor and collaborative providers provide a forum to evaluate progress and make adjustments (Le., conduct more outreach efforts) whenever necessary, and to disseminate information regarding new -program compliance requirements and, policies. In addition to the year-end reports, service providers are required to submit comprehensive mid-year reports, which contain statistical data and program. activities, which are then used for evaluating specific PSSF services. The contract monitor also provides technical assistance to contractors, as requested, to help them meet their service goals and/or to help them leverage additional dollars. Since the PSSF collaborative providers are located in child welfare redesign target areas, we are working with the county redesign data team to measure 35 Contra Costa County CAPITICBCAPIPSSF Interim Plan child abuse and neglect rates over time. These rates will be analyzed in conjunction with PSSF internal outcomes, objectives, and indicator data to assist us in making sound decisions on service impact and future service delivery. Please refer to APPENDIX 8for detailed description of PSSF service goals and outcomes for FY 2008-09. CAPIT/CBCAP Each of the CAPIT/CBCAP projects has specific goals and objectives identified in their contracts. These, short term, intermediate and long-term goals as well as specified measurement and data collection plans. Goal and outcome achievement are monitored by the FACT committee via reports, site-visits, and survey data collection (e.g. satisfaction surveys.) Please refer to pages 20-27 of this plan for specific CAPIT/CBCAP services goals and outcomes. a �7� '� d 'KL" s '� +'�� � ¢.``^�' � t``.+i?y, � *��yr`_h',ik 'Y' +PITS/CBCAP/PSSFProgramccoumtab.e�l'It�ya}ndfx �7 spa . rtY � x *ie ? a{ � x � s , - , • . a 1 k' r. of, P �* -t t;sr •t' sG�' �; 7g�t�i.n+.�k,.,"x _ -.�..:is"-.C., `" �s°--.''�. '"�.u. �74:5°tiA=..�a�r'"!,,.'si�ek 2�.�i�i� '�.. +:F s�;,�' '�:^Jh' :t"w I_t��x.�4�29',a�.91..��`xe'i '.$'='�I.�1•'�'. _. .The Employment.and Human Department, through the Children and Family _ Services Bureau, is the county, agency that has been designated to provide oversight for CAPIT, CBCAP and PSSF programs. In addition, the Child Welfare Redesign Steering Committee and the FACT Committee, as the collaborative body respectively for PSSF and CAPIT/CBCAP, also provide guidance and policy direction to CFS. CFS also has a staff person that serves as program monitor for PSSF and CAPIT/CBCAP (Rhonda Smith). The program monitor, who serves as the liaison between the service providers and the County, is responsible for ensuring that these programs are carried out in conformance with state and federal regulations. Regular site visits (quarterly and/or biannually) are conducted to ensure program compliance. 36 Contra Costa County CAPITICBCAPIPSSF Interim Plan PSSF collaborative agencies meet with the contract monitor every month to review progress towards achievement of program goals and work on any plan amendments that may be needed. The program monitor also ensures that required data collection is done properly and consistently, and that providers comply with the reporting requirements of their contract. The contract monitor also provides technical and fiscal assistance and is responsible for the overall program coordination and preparation of required reports. The FACT Committee has developed a monitoring/evaluation and project oversight plan for all of the FACT-funded projects (not only CAPIT/CBCAP) whereby each project receives site-visits by a team of FACT Committee members and provides significant outcome 'and process data during the course of their project. There are two site-visits conducted in the first year to ensure projects have been able to implement their new services according to the agreed upon timetable. This allows FACT committee members to provide technical assistance, if required, before any problems/issues can escalate and jeopardize the success of the programs. In the second year of funding, only one site-visit is.conducted because the Committee spends such a significant amount of time on the Needs Assessment process and developing the RFP for the next two-year funding cycle. However, in lieu of a second site-visit, each project is required to submit a comprehensive final project report for-the entire funding period (two years). To ensure that each project receives the same careful monitoring, the FACT Committee has developed a specific instrument that is universally used during the site-visits. Each Project Director submits the completed form prior to the site-visit so the Team has time to review it, note any questions, and then use the questionnaire to structure the conversation with all of the staff of the project. This approach has worked well for FACT and the site-visit teams have often been able to provide significant technical assistance before any problems serious barriers to goal achievement. (Please see APPEND/X9 fora copy of the site-visit form). 37 Contra Costa County CAPITICBCAPIPSSF Interim Plan ''`.Y,-I,1.I.�rI= >yx2trCv..vOx.,.ti^t+Ua.�s.1�?u-:...x}:yl-��,.ru�If_fw1.�..ks}.�."Es'r_z..H+`.atE�✓i -.:-�-..aTrs�.*.._.-.l'.sh,-:, li'tcbns..ya.,�ir"7 ,AMnc+a„�m'',k4''sF�#` i' 7'�_4.tsz-Y.;r.r:t'_4.t i t .^�xr"dIgo, + r-r`xnr_SJ?.Wtw- S : PSSF-Funded Projects County data for child welfare participants is collected and compiled in our CWS/CMS database to measure incidents of abuse and neglect. Abuse and neglect rates are categorized according to age, race, sex, and abuse type. Through this baseline data, zip codes in Contra Costa County with high child abuse and neglect rates were identified and PSSF programs are located in these communities. The PSSF collaborations are located in child welfare redesign target areas and we are working with the county redesign data group to measure child abuse and neglect rates over time. These rates will be analyzed in conjunction with PSSF internal outcomes, objectives, and indicator data to make judgments on service impact and future service delivery. Each year, reports describing PSSF service provision and effectiveness are developed and analyzed. These reports help explain how many people are served, how effective services are, and how much variance there is from the previous year's baseline data. CAPIT/CBCAP Funded Projects In addition to the data that is collected from each project during the site-visits, the CAPIT/CBCAP projects are required to maintain accurate data to comply with the State's Reporting forms for these projects. Site-visit teams are responsible for monitoring adherence to these reporting requirements during the visits. The final report for each project is compilation of data for the two years that provides service statistics (how many people, how many visits, etc.), data on the achievement of specific goals that were outlined in their proposals, and anecdotal information to explain in what ways clients have indicated their 38 Contra Costa County CAPITICBCAPIPSSF Interim Plan satisfaction with services and the effectiveness of the services to ameliorate problems. All of the CAPIT/CBCAP and PSSF projects have the ability to transmit data and information electronically. "M sealr4 /! S �.�`rti .� � t� n �' t��x G+„"�.z€�, .�.,� �yfi ,,:.st� J '�k'S�k � T`a '�.: ��. e-•+'tk's�,ae�3� f,�N.�d,�ti, The County's Employment and Human Services Department has responsibility for the fiscal oversight of these programs. Our Fiscal Unit maintains all of the financial and accounting records (in electronic formats) related to these programs, including demands and invoices. Separate tracking of CAPIT/CBCAP/PSSF fiscal data is done by our Fiscal Unit. Our contracts also have audit requirements that must be met by our providers. 39 Contra Costa County CAPITICBCAPIPSSF Interim Plan List of Attachments and Appendices Attachment A Notice of Intent Regarding CAPIT/CBCAP/PSSF Plan Contracts Attachment C1 -a Service Goals/Outcomes - CAPIT Attachment C1 -b Service Goals/Outcomes - CBCAP Attachment C1, -c Service Goals/Outcomes - PSSF Attachment C1 A List of PSSF Providers and Services, FY 2008-09 Appendix 1 Child Welfare Redesign Steering Committee Roster Appendix 2 Family and Children's Trust Committee Roster Appendix 3 Keeping Children Safe Survey Questionnaire Appendix 4 Keeping Children Safe Survey Results Appendix 5 FACT RFP # 1093 -- - --- -A endix 6 ---- - - -- Board Order Approving pproving FACT Funding Recommendations -- -- Appendix 7 PSSF RFP # 1085 Appendix 8 PSSF FY 2008-09 Goals and Outcomes Appendix 9 FACT Site Visit Form 40 ` CDN 1 d � e- E F-- voi U- C)uiW 5 O u ' N � CY 4 Q U U) cn c a O O c = U � F—I o 4 cn o a) d 4 E v � 0 N U C O � O U O LO 0 ~ O >+ d c o E O °' 00 O E U) Cr N ani CL E cn `� rn a u d J 0 O o QCD o Z3 O O O U o , O 4 N N "0 0 4 CL cn (DCL E N MW xLO LO 0 �+' (.3 p W WL-LL G3 � m C <L C Q cn N 0. co O L /� + ,� 0) U j , 0 Qto u7 O LO d c E Q OU s c O U CL o tU a) F i `� Q fl to H .� LO m 5 -a oo �� c _ O o a o O O Q L Q3 QO .crn Q a � � M a a (D a U �y '4 to N N O a r U4 tE cn U E LL 43 d? 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D) U o � m (`u O N a v v cu N V) U m (� _ ❑ CU CD C: c a) u v) � c) c V N U (n U) c W a) U Z ? U U) E � c w - U LL Im LL o U o U v) `o U) (n •- D vi U—CL LLQ U o - U d U U lA U ❑ a Lo a) >, Q .� o w W o c m ❑ Z cl c U t c0a ❑ ❑ ❑ U o w U) E E m a cu cu � o 'N v U Q 0 c W a. lL O J IL U LL (n (n m m Z O m U- W w U U Z D m D- m W W W � a) .�Im 'o L cu = _ cC (u ,[ O O c O > L rr c C O O N i 03 O (u Y J m o > c`u (`u cu c c •a) O � "O c c cu a) .� a) Y ._ >, a) cu O O (u a) O (u cu L , c .c N O m m m m m U U U U iL m m a w cn cn c� cn ❑ U m . cu cu c _ N a LI 0 > cu v c o ° m L E Z (`-° o (`u v L o c ;L) lL N a) (u L Dc a) p O O7 U (`0 C>6 (`B Y U) 0o m Y m U 0 Of d 2 } U H m U' ❑ = Q m m ❑ Y J cu 4 Appendix 2 FACT Committee Membership The following FACT Committee members were involved in the needs assessment process, priority setting, and competitive bid processes. 1 .Kathleen Tabor: Family and children's services consultant; Chairperson, First 5 Contra Costa Commission. 2. Naomi Zipkin:.Child development specialist; early childhood education consultant. 3. Marianne Gagen: South County Board of Education. 4. Lisa Johnson: Contract manager, First 5 Contra Costa Commission. 5. Carol Carrillo: Executive Director, Contra Costa Child Abuse Council. 6. Tony Thurmond: Family and children's services and youth -- - -- - development consultant. - - 7. Belinda Lucey: Education specialist. 8. Desiree Michael: Education. Appendix 3 Family to Family 'Keeping Children Safe Survey Surveyors, please complete! Date survey completed: Type of survey ❑ door-to-door Incentive provided: ❑ Yes ❑;No ❑ phone ❑administered at survey table 1 . Gender:- ❑ Female ❑ Male 2. Location: (street/zip code): 3. Language(s) spoken at home: 4. Ethnicity (check all that apply) ❑ African-American ❑ Asian. ❑ Pacific Islander ❑ Caucasian ❑ Hispanic ❑ Native American ❑ Other: 5. Are there children in your home? ❑ Yes (go to q. 6) ❑ No (go to q. 8) 6. What is your relationship to the.children in your home (check all that apply): ❑ Parent ❑ Parent's girlfriend/boyfriend ❑ Grandparent ❑ Caregiver/Foster Parent ❑ Other (specify): 1 August 2003 Appendix 3 .Family to Family Keeping Children Safe Survey 7. Please list the ages of the children in your home: 8. Interviewer: I am going to read a list of services. After I read each service tell me yes if you or your family is using the service now or has used it in the past. Tell me no if,you are not using or have not used that service. Interviewer: I am going to begin with services for children. Read each service for children and indicate yes or no in the correct column. At the end of that category say: Interviewer: Of those services for children I just read, which are not available in our community? Check those services the respondent feels are unavailable in the community in the last column. After you have completed that, you may want to restate the directions before moving to the next category. interviewer: . Remember, a "yes" means your or yourJamily is using or has.used that service, a "no" means you family has not used that service. Then I want you to tell me which of the services is not available in our community. Table begins on following page 1 . 2 August 2003 Appendix 3 Family to Family Keeping Children Safe Survey y va Yes No Not available in ; communityx,,.¢ .. Zwvlces for'Children �y a g After school childcare ❑ ❑ ❑ Daytime/evening/,drop-in childcare or respite ❑ ❑ ❑ Mentoring for children and _ youth at risk ❑ ❑ ❑ Perinatal and infant parenting information ❑ ❑ ❑ Workshops in nutrition and children's health issues ❑ ❑ ❑ n$ervice�sforYoutt r . � .. Family planning services for teens and adults ❑ ❑ ❑ Gang intervention programs ❑ ❑ ❑ ' Youth drop-in center El Domestic violence prevention classes for teens ❑ ❑ ❑ Se�rvoces f3orAdults�nd y .. Families Alcohol and drug abuse prevention &treatment ❑ ❑ ❑ Domestic violence classes ------ -or_counseling---r.._.. - --❑ _ ----❑----- --- -- ❑ - _. -_.. -- ------ ---- — - -- -- Support services for relative caregivers ❑ ❑ ❑ Services for physically and mentally disabled ❑ ❑ ❑ Mental health services ❑ ❑ ❑ English as a Second Language classes ❑. ❑ ❑ Services for Parents A place for parents to meet and talk with other parents ❑ ❑ ❑ Parenting classes ❑ ❑ ❑ Family counseling El El 3 August 2003 Appendix 3 Family to Family Keeping Children Safe Survey Anger management classes ❑ ❑ ❑ ' Interviewer: Next, I would like you to think about all the families in our community who may need help with their children. I am going to read the services again and after I read each service, tell me how important it is for these families. Give me a number from 1 to 4. 1 means the service is a high need for these families. 4 means the service is of lower need for these families. The respondent may be confused by the directions. They may state that if you have a kid in a gang then gang intervention services would be a high need. Your job is to help them understand that they are to look at the need for families in the community who need help with their children overall, not specific to each family. At the end of each category of services (or periodically) you may want to restate the directions: Interviewer: Remember, you are rating each service for families who may need help with their children. A "1" is a high need and a "4° is a Dower need. r Table begins on the following page 4 August 2003 Appendix 3 Family to Family Keeping Children Safe Survey Ht h � ;� � Lovu Vi x U$ < a m Servkicesfor'Children High . Low After school child care 1 2 3 4 Daytime/evening/drop-in 1 2 3 4 childcare or respite Mentoring for children and 1 2 3 4 . youth at risk Perinatal and infant 1 2 3 4 arenting information . Workshops in nutrition and 1 2 3 4 children's health issues 5 S@rYBces for Youth n a a Family planning services for 1 2 13 4 teens and adults Gang intervention programs 1 2 3 4 Youth drop-in center 1 2 3 4 1 Domestic violence 1 2 3 4 prevention classes for teens Services for'Adults and ' 3a6 Alcohol-and drug,.abuse 1 2 3 4 prevention &treatment Domestic violence classes 1 2 3 4 or counseling Support servicesfor relative 1 2 3 4 -----— -caregivers _ ,_.. -- — -_ _. . ---- - — - Services for physically and 1 2 3 4 mentally disabled Mental health services 1 2 3 4 English as a Second 1 2 3 4 Language classes A place for parents to meet 1 2 3 4 and talk with other parents Parenting classes 1 2 3 4 Family counseling 1 2 3 4 Anger management classes 1 2 3 4 5 August 2003 Appendix 3 Family to Family Keeping Children Safe Survey 9. Interviewer: We are almost done with the survey. Below is a list of reasons why it may be hard for you or your family to use services like those we just discussed.. I am going to read each of the reasons to you and please tell me yes if that is a reason,why it is hard for you or your family to use these services.' Read the directions above and then state each reason below. Respondent . should answer yes for,reasons that affect their family's ability to use services and no for those that do not. In the second column, check all "yes"responses. Then review all of the yes responses: Interviewer: You listed these reasons (read them or aloud or point to them on the survey) why it is difficult to use services.. I want to circle the reason that most affects your family's ability to use these services?, (OR:."Which of these is the main reason why it is hard to use services".). Read all of those services marked "yes" (as a group) and restate the direction below. Circle the barrier that most affects the family's ability to use services. Interviewer: I will circle the reason that most affects your family's ability to use services. Reasons that make it difficult to use Yes services (check all that apply) Language/culture barriers El Hours that services are available makes it hard to use them ❑ Lack of or cost of transportation Most of the services are not in our community ❑ - Cost is too high No child care is available for me to use these services I have little or no difficulty using these services ❑ 6 August 2003 Appendix 3 Family to Family Keeping Children Safe Survey r 10.Interviewer: Is there one particular agency, religious organization or group that your family turns to if you need help? (If yes: What is its name?) ❑ Yes Name: ❑ No 11.Interviewer: I am going to now read a Fist of issues that many families in our community worry about. Please tell me which one of these affects your family the most. ❑ Employment ❑ Food ❑ Health services ❑ Housing ❑ Immigration.services ❑ Transportation ❑ Other: ❑ None of the above Interviewer: Children and Family Services has a new focus called Family to Family. A goal of Family to Family is to find more foster families in your community so children can stay in their own neighborhoods. Children can be close to their families and attend their own schools while in foster care. -------- 12.Are-you now-or have-you ever been a licensed-or certified foster-family?--- - — - --- -- Yes, in Contra Costa County ❑Yes, in another county El No 13.Would you be interested in becoming a foster parent or helping to recruit foster families in your neighborhood? ❑Yes ❑ No If the respondent is interested in becoming a foster parent or helping to recruit foster families remember to take down their name, address and phone on the form provided to you. 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N p N cZ m a p r Omoo . 30 p O-, S CD� N Su °O °O' t O 6 N O N t0 co 03. , O n N n -, SC ° 3 S9 N �'o 3 mo � c m 3 � � 'CAD m 3 c � 0 CD LO @ ? @ c tp Co N N � l D n CD nr 3 � s CO W N o �,� � o r3 0a -() �, o p o o Z rn SU O Oco � ° tf] N CD W (D C @_^ ° n • 5 CD (PCP :3 4 0 LO CD CD o CL CD CD cr CD N N co iv N ° N APPENDIX 5 SE ` Contra r COSta ot County 11LY AND CHILDREN'S TRUST °sTA noun `A~� WEST FOR PROPOSAL #1093 The Contra Costa County Employment and Human Services Department (EHSD) Family and Children's Trust Committee is pleased to announce issuance of the RFP #1093 for Ann Adler Family And Children'sTrust Funds, AB 1733, AB 2994, and Community-Based Family Resource Funds for Family And Children's Services. This RFP is a process by which the County solicits responses to build a list of qualified individuals/agencies that may be selected to enter into a contract with.the County. Please read this entire packet carefully. Interested parties are invited to attend a MANDATORY Bidder's Conference March 30, 2007 40 Douglas Drive, Martinez Room 101-102 10:00 AM — 12 noon Attendance at this mandatory Bidder's Conference is a requirement for submitting a response to the RFP. The Bidder's Conference will afford the opportunity to ask questions about the RFP and to receive technical assistance. Final responses will be due at 40 Douglas Drive in Martinez t _.5:00 p.m..on Friday, April 20,.2005 Please call the Employment and Human Services Department at (925) 313-1717 with any questions about this RFP. Thank you in advance for your effort in preparing your response. Family and Children's Trust 1 RFP# 1093 March, 2007 APPENDIX 5 REQUEST FOR PROPOSAL (RFP) NO. 1093 FOR ANN ADLER FAMILY AND CHILDREN'S TRUST FUND, AB 1733, AB 2994, AND COMMUNITY-BASED FAMILY RESOURCE FUNDS FOR FAMILY AND CHILDREN'S SERVICES DATE OF NOTICE — March 19, 2007 The Contra Costa County Employment and Human Services Department announces Request for Proposal (RFP) No.1093 to private, non-profit agencies and educational institutions for services contracted to the Department under the auspices of the Family and Children's Trust Committee (FACT). The FACT Committee, an advisory body of community volunteers appointed by the Board of Supervisors, is charged with establishing priorities for funding, seeking and reviewing proposals, and recommending successful bidders to the Board of Supervisors for approval. The Employment and Human Services Department. has the responsibility for administering this Request for Proposal and the related contracting and fiscal policies and procedures. The total amount of funds available for awards for the period July 2007 through June 2008 is estimated to be up to $710,000. These funds derive from contributions to the County's Family and Children's Trust Fund in memory of Ann Adler, dedicated child advocate; AB 1733 (State Office of Child Abuse Prevention funds); AB 2994 (Birth Certificate funds), and. Community-Based Family Resource Funds. The largest share of these monies is allocated for the support of prevention and early intervention services to abused and neglected children, or to children at risk of abuse and neglect and their families. The maximum award for any one prevention or intervention services project to a single agency shall not exceed $85,000 for the contract year. Contract extensions of one year may be granted depending on the availability of funds, compliance with requirements, provision of quality services and the achievement of successful outcomes. Joint proposals from two or more agencies that promote collaboration and cooperation. among providers serving'the same clients are strongly encouraged. While there-is no stated limit to the amount awarded for a collaborative proposal, we would anticipate that some cost savings would accrue through agency collaboration. The total amount will be determined by the number of agencies involved and their relative level of participation. To be eligible to bid on this RFP, an applicant must be a private non-profit agency tax exempt under IRS ruling 501(c)(3). Limited funding is available for public educational institutions and high school districts. Any other public entity wishing to respond to this RFP may do so but only in association with a 501(c)(3) organization that will serve as the lead agency and assume responsibility for the contract and the delivery of specified services. Family and Children's Trust 2 RFP# 1093 March, 20,07 APPENDIX 5 Although.no eligible proposal will be rejected at the outset, significant priority will be given to proposals from agencies incorporated in Contra Costa County whose majority of clients, directors and volunteers reside in the County. Successful bidders are expected to enter into a standard Contra Costa County Purchase of Service contract for the period July 1, 2007, through June 30, 2008. Contractors may receive an extension through June 30, 2009. However, the subsequent effective date of the renewed contract and the funding amount is dependent upon the availability of funds at the time the extension is to go into effect and achievement of outcomes during the current contract period. This RFP includes a schedule for application procedures and deadlines, describes the services required, provides instructions and forms for the preparation and submittal of the proposal, outlines the'; review process and contains administrative and program information useful to prospective bidders. Address all correspondence and submit the completed proposal to: Contra Costa County Employment and Human Services Department Contracts and Grants Unit, ATTN: RFP No. 1093 40 Douglas Drive Martinez, CA 94553 Proposals must be received at the above address no later than 5:00 P.M. on Friday, April 20th. Proposal received via mail or hand delivery after 5:00 P.M. on Friday, April 20th, 2007, will NOT be considered. .Faxed or electronically delivered proposals will NOT be accepted. A mandatory bidder's conference has been scheduled for Friday, March 30, 2007, at 10 a.m., at 40 Douglas Drive, Room 101-102, Martinez, to provide further clarification on this RFP and answer questions by prospective bidders. Any agency wishing to respond to this RFP must have a representative attend this meeting. Family and Children's Trust 3 RFP# 1093 March, 2007 APPENDIX 5 TABLE OF CONTENTS ANNOUNCEMENT page 1 TABLE OF CONTENTS 4 SCHEDULE FOR PROPOSAL PROCESS 5 BACKGROUND AND FUNDING PRIORITIES General Information 6 Guiding Principles 6 Funding Priorities 7 RFP REQUIREMENTS AND INSTRUCTIONS FOR BIDDERS General Requirements 8 Instructions 10 Proposal Outline and Content 10 Submittal Checklist 15 PROPOSAL REVIEW Review Process and Scoring 16 Evaluation Criteria 16 ATTACHMENTS Addendum I Proposal Cover Sheet. 22 Addendum II Scope of Work Form 23 Addendum III Service Estimates Form 24-25 Addendum IV Demographic Data Form 26 Addendum V Evaluation Plan Form 27 Addendum VI Budget Form and Instructions 28-31- Addendum VII MOU Format 32 Addendum VIII Board of Directors Form 33 Addendum IX Sfatement of Qualifications Form 34-35 Addendum X Grants and Contracts Form 36 Exhibit 1 Monitoring and Evaluation of Contract Services Exhibit 2 . County Contract Specifications and General Conditions Family and Children's Trust 4 RFP# 1093 March, 2007 APPENDIX 5 RFP SCHEDULE 1. RFP released March 16, 2007 2.. Mandatory Bidder's Conference Friday, March 30, 2007 10:00 a.m. — 12:00 noon 40 Douglas Drive, Room 101-102, Martinez, CA 3. Proposal Submission Deadline Friday, April 20, 2007 5:00 P.M. Employment and Human Services, 40 Douglas Drive, Martinez, CA (No proposals will be accepted after this date and time) 4.. Proposal Review and Funding Recommendations FACT Committee Meeting Monday, May 14, 2007 1 p.m. 40 Douglas Drive, Room 101-102, Martinez, CA 5. Notification of FACT Recommendations May 15, 2007 6. Deadline to Submit Appeal Letters Wednesday, May 30, 2007 7. FACT Submits Funding Recommendations to Board of Supervisors June 1, 2007 8. Contract Period Begins July 1, 2007 Family and Children's Trust 5 RFP# 1093 March, 2007 APPENDIX 5 1. BACKGROUND AND PRIORITIES FOR FUNDING 1.1. General Information The Contra Costa County Employment and Human Services Department is seeking applications from qualified nonprofit agencies to develop and implement services and programs to prevent child abuse and neglect or to serve abused and neglected children, or children at risk of abuse or neglect and to provide supportive services to their families. Through the support of prevention and intervention programs in the community, the County seeks to protect children, stabilize families, break the generational cycle of violence and promote and maintain healthy and productive family and community environments. The FACT Committee, created by the Board of Supervisors in 1982, is responsible for: ® .identifying priority service needs, developing and distributing Requests for Proposal, • reviewing and rating submitted proposals, and, • recommending to the Employment and Human Services Department Director and the Board of Supervisors the award of contracts for family and children's services, including the level of funding for each contract. Throughout the next funding cycle, the Family and Children's Trust will make targeted investments to improve the systems and services for abused and neglected children and their families and to support and develop services to prevent child abuse and neglect in Contra Costa County. The largest share of these investments will be granted in a request for proposal process focusing on several priority areas detailed below. If additional funds become available during this funding cycle other investments, including, but not limited to, enhancement of existing programs, may be undertaken based on specific needs and opportunities identified by the FACT Committee. The specific strategies and priorities for services included in this RFP were identified through a needs assessment process conducted by the Committee that included an online survey, interviews with key informants, and a review of available and current needs assessment data and literature. The selected services were determined to be of the highest priority and have the greatest degree of potential for success in preventing and ameliorating child abuse and neglect in the county. 1.2 Guiding Principles The FACT Committee has identified specific guiding principles that are required of programs supported by FACT funds and that will be considered in the review of all program proposals,. irrespective of the services proposed. Strengthen families and their ability to nurture, support and care for their children. Families are at the center of all services, and programs will adopt a family-centered approach in the design and delivery of services. Such an approach will recognize the important role of parents in their children's lives and seek to build upon family strengths in a respectful and collaborative process. Family and Children's Trust 6 RFP# 1093 March, 2007 APPENDIX 5 Recognize and value the diversity of families and promote access to services for all families. Programs must provide services that are culturally and linguistically appropriate and reach out to underserved populations. Programs will take into account other barrier to services for families and provide ancillary services that facilitate access to programs (location, transportation, hours of operation, availability of childcare, etc.) Support implementation of programs that use the best that research and experience have to offer. Programs will apply best and promising practices drawn from research and model programs in program design, methodology and delivery of services. Support and encourage collaboration that leverages resources, enhances services and links systems. Programs will demonstrate planning and coordination with other public and private agencies serving the same client population, adopt collaborative strategies that expand and enhance systems of"care for families, and/or leverage FACT funds with funding from other sources. Encourage community and consumer participation in program development, implementation and. assessment. Programs will demonstrate systematic strategies that support client and community resident participation in planning, developing and assessing services 1.3 Funding Priorities The following programs/services are requested through RFP # 1093: 1. Culturally and linguistically appropriate, evidence-based parent education programs with a special focus on new parents, court-ordered families, families with special needs children, and newly immigrated families; 2. Family violence intervention services including education, direct services and/or referrals for victims, perpetrators and children involved in, or witnessing violence; _3. Multilingual, multicultural family .counseling services that .include specific referral.__._______ ___ agreements/coordination with higher-level mental health services, especially for families/children not eligible for Medi-Cal;. 4. Supportive services for teen parents, provided on-site and in coordination with the schools at which the teens are enrolled, that include child care, parenting and life • skills education, mentoring/tutoring, etc., to encourage continued school enrollment, understanding of child development and the adoption of positive parenting practices. Family and Children's Trust 7 RFP# 1093 March, 2007 APPENDIX 5 2. RFP REQUIREMENTS AND INSTRUCTIONS FOR BIDDERS 2.1 General Requirements The bidder requirements in this section are mandatory. The County reserves the right to waive any nonmaterial variation. a. All bidders shall submit one original proposal package and thirteen'(13) complete copies for each proposal, under sealed cover, by mail or hand-delivery to the address shown on the Request For Proposal (RFP #1093) Notice so as to be received no later than Friday, April 20, at 5:00 P.M. Each submission must be marked on the outside with the Agency's name and the RFP No. 1093. Proposals received via mail or hand delivery later than 5:00 P.M., Thursday, April 20, 2007, will be unacceptable for consideration. Postmarks are not acceptable, nor are faxed or electronic submissions. b. Proposals and required attachments shall be submitted as specified and must be signed by officials authorized to bind the bidder to the provisions. All costs incurred in the preparation of a proposal will be the responsibility of the bidder and will not be reimbursed by the County. c. A proposal may be withdrawn in person by a bidder's authorized representative prior to Friday, April 20, 2007 at 5:00 P.M., if the bidder provides appropriate identification and signs a receipt attesting to his/her receipt of the proposal. d. A Mandatory RFP Conference for prospective bidders will be held Friday, March 30, 2007, 10:00 a.m. at 40 Douglas Drive, Room 101-102, Martinez, to answer questions about the RFP process. In order to submit a proposal, bidders must attend this Bidder's Conference. The purpose of the conference is to clarify the contents of this RFP. Such clarifications may aid potential applicants in deciding whether to submit proposals. It is not intended to provide technical assistance to individual applicants on how to prepare their proposal packages. e. The Employment and Human Services Department may issue an RFP amendment to make changes or corrections to specifications or provide additional data. Amendments will be sent to each bidder to whom the RFP has been furnished. The Department may extend the RFP submission date, if necessary, to allow bidders adequate time to consider such additional information and submit required data. f. The RFP process may be canceled in writing by the Employment and Human Services Department prior to awards if the County Board of Supervisors determines that cancellation is in the best interest of the County. g. With respect to this Request for Proposal, the County reserves the right to reject any, some, or all bids and proposals. The County also reserves the right to negotiate separately in any mariner to serve the best interests of the County. It is understood that all proposals will become a part of the official file on this matter without obligation to any bidder. Family and Children's Trust 8 RFP# 1093 March, 2007 APPENDIX 5 h. Proposals will be judged on the overall quality of content and responsiveness to the purpose and specifications in this RFP. Proposals should be without expensive art work, unusual printing, or other materials not essential to the utility and clarity of the proposal. Evaluation criteria and weight factors are described in SECTION 3. i. A review panel consisting of all FACT Committee members will evaluate the proposals received. After that panel has made funding recommendations to the Employment and Human Services Department Director and the Board of Supervisors, bidders are notified of the decision in writing. Award of a contract by the Board of Supervisors will constitute acceptance of a proposal. j. Only bidders who have submitted a proposal in accordance with RFP No.1093 may appeal the RFP process. Any appeal must be submitted in writing to the address shown on the Request for Proposal (RFP) Notice, no later than 5:00 P.M., Wednesday, May 30, 2007. Notification of the final decision on the appeal shall be made in writing to the bidder. k. Successful bidders will be requested to immediately begin contract negotiation activities with the Employment and Human Services Department. These activities may result in mutually agreed upon changes in plans or activities identified in the proposal. For example, the potential contractor may be asked to serve a different geographic area than originally proposed. As a result of these negotiation activities, the actual contract(s) may also include other agreements and clarifications regarding activities consistent with the intent of this RFP. I. Services will begin upon the signing of a contract and according to the mutually agreed upon start-up schedule. The County is not liable for any cost incurred by the contractor prior to the effective date of any contract. m. The selected contractor will be required to assume responsibility for all services offered in their proposal whether or not contractor possesses them within the current organization, such as subcontracting or multiple agency submissions. n. The Employment and Human Services Department will actively oversee implementation and delivery of services, and the FACT Committee will conduct periodic contract monitoring visits. Any violation of the stated contract requirements will constitute grounds by which to terminate the contract. o. The contracting person or agency must state that there is agreement to support implementation of the County's alcohol/drug abuse prevention/treatment policy, policies related to the reporting of child abuse, and to comply with the Employment and Human Services Department in.monitoring and evaluation procedures. p. For the project to be supported by AB 1733 funds, no contract staff, paid or volunteer, who has been convicted or been arrested and is.currently released on bail or is on his/her own recognizance pending trial for any sex crimes, drug crimes, or crimes of violence may knowingly be employed by the project. Family and Children's Trust 9 RFP# 1093 March, 2007 t . APPENDIX 5 2. 2 Proposal Instructions a. Submissions in response to this RFP must be in the form-of a proposal package containing the complete proposal. and all the required supporting information and documents. b. Each bidder must submit one (1) original proposal package 'and thirteen (13) complete copies with attachments included, unless otherwise noted on Submittal Checklist (Page 15). C. All narrative materials are to be single-spaced on 8 1/2" X 11" paper with no less than 1" margins on each side of the paper. Use one side of paper only. Complete proposal may not exceed 15 pages excluding cover sheet, program summary, table of contents, budget, budget narrative, and required attachments. d. All pages must be stapled together, not bound or in binders, and numbered consecutively with each section identified by the appropriate Roman numeral. e. Addendums I-X, attached to the RFP, are to be completed fully and attached at the end of the submitted proposal document in the order indicated in the Submittal Checklist, with the exception of the Proposal Cover Letter and Program .Summary; which must precede the proposal narrative. 2.3. Proposal Outline and Content a. .Assemble and arrange each proposal in the order below and address the required content/questions. The order in which items are presented is important, as proposal reviewers will follow this order in looking for specific areas to evaluate. Refer to proposal evaluation criteria to assure adherence and responsiveness to scoring requirements. All information in the proposal package must be presented in the following sequence: (This listing shall comprise the Proposal Table of Contents.) I. Cover Sheet Complete the proposal Cover Sheet Form (Addendum 1). This sheet will serve as the cover of your proposal. An official authorized to bind the entity must sign. Do not place anything over this sheet. IL 'One-Page Project Summary (not included in the 15 page limit) Begin with a brief summary of the proposal that is no longer than one page (1 inch margins, 11 pt font single spaced). This summary should concisely describe the project, its goals, the population to be reached, and the proposed plan of action. Briefly discuss the relationship of the proposed project to the stated priorities and the impact(s) expected from the project. Family and Children's Trust 10 RFP# 1093 March, 2007 APPENDIX 5 III. Proposal Narrative A. Problem/Need Statement • Briefly describe the community you intend to serve and the target population(s) who will participate in the proposed program. • Explain why the program is needed (e.g., What are the issues, deficiencies, gaps, and other factors that show evidence of the need for this program in your proposed service area?) Include available data such as local/state data, research studies, literature, surveys, etc. Include a source citation for each. B. Agency Description/Capability • Provide a brief history of the organization/agency that includes the date of establishment and examples of relevant prior accomplishments and current projects related to the purpose of this RFP. • If appropriate, state how many people were served by your organization during 2006 and approximately how many of these were children at risk of abuse and neglect and their families. • Describe your agency's commitment to the proposed project and how the project described in this RFP fits your organization's mission and goals. • Provide evidence of the agency's cultural/linguistic competence to work with the targeted population. _If-a collaborative is proposed, describe the relevant experience-and------- --- - -- --- strengths the partner group(s) offers the project. • Describe your experience and capacity to manage projects of the size and scope proposed. C. Project Description - 1. For this narrative portion of the application, please address the following, as appropriate: • Describe the proposed approach and the rationale for this approach. Provide evidence that the approach is appropriate to achieve results toward the selected indicator(s) and the target population. Provide evidence from studies, journal articles, and/or evaluations that indicate this approach is a "best practice". Family and Children's Trust 1 I RFP# 1093 March, 2007 APPENDIX 5 ® Describe the target population, the numbers to be reached and how you will reach them. Discuss how you will address the cultural/linguistic needs of the population(s) to be served. Briefly describe the overall goals, outcome objectives and the key - activities of the proposed project. ® Where applicable, discuss how you plan to reach and work with underserved/isolated communities to reduce barriers and increase utilization of services, e.g., hours of operation, interpreter services, transportation, child care and incentives. o Identify the other organizations whose cooperation/participation-is necessary to ensure the success of your project, and the specific roles they will play. 1n the appendices include a letter of commitment or memorandum of understanding (MOU) from any such organizations, signed by an official authorized to bind the agency. • Describe how the communities being served will be involved in the planning and evaluation of the project. 2. Scope of Work: Project Objectives, Tasks and Timeline ® Complete the Scope of Work Form (Addendum II) to presentyour key program objectives, tasks and timelines (This form will not be considered as part of the 15 page limit). a Discuss any issues related to implementing your proposed plan of action. l I l 3. Service Estimates ® Complete Service Estimate Form, Addendum III. Specify the length of time and the total number of each type of service unit you will provide to clients annually during the contract period, i.e., number and length of services, interventions, counseling sessions, education sessions, outreach activities, etc. Indicate how the delivery of service units will be monitored. In the narrative.section, clearly describe/define each type of"service unit" to be provided. ® Complete the Demographics Data Form, Addendum IV O If the some or all of the proposed program services are currently available, in the narrative describe how the proposed project enhances or improves existing services. Provide baseline numbers of clients currently served and describe how services will be integrated with existing services without duplicating services or supplanting funding. Family and Children's Trust 12 RFP# 1093 March, 2007 APPENDIX 5 D. Staffing, Subcontractor and Consultant Qualifications 1. Describe all current and/or projected staff that will work on this project, including their job titles, estimated percent time, and experience they have had in planning and implementing similar projects as well as their experience working with diverse communities. • If you are proposing a subcontractor(s) to provide part of the deliverables, please address key staff qualifications for subcontractor(s). 2. Include an organizational chart illustrating the relationship between the lead agency and all project staff and collaborative partners, if appropriate. Place resumes and/or job descriptions of relevant staff, including subcontractors, in the Addendum section. E. Evaluation Plan — Project Outcomes and Performance Measures 1. In this narrative portion of the application, address the following: • Describe what evaluative data will be collected and how it relates to the proposed objectives/outcomes. • Describe how, when and by whom data will be collected and managed. • Describe data collection tools and/or methods you plan to use. -- - — --- —-- -----------e---Describe any*additional-planning for evaluation that will be- required. e required. 2. Using the Project Outcomes and Performance Measures Form (Addendum V), please identify the intended project outcomes (measurable where possible) and performance measures that you will use to monitor your effectiveness in achieving your stated objectives. -JIV. Budget/Budget Narrative Requirements: Budgets should reflect common business practices and be adequate to ensure the success of the project. Family and Children's Trust 13 RFP# 1093 March, 2007 APPENDIX 5 A. Fiscal Management and Sustainability 1. In the narrative section of the proposal discuss the following: • Describe internal management and fiscal control systems. • Discuss any additional sources of income that have been or will be added to support the project: • Describe how you are planning for the long-term sustainability of your project. B. Complete and attach the Lead Agency Line Item Budget, Addendum VI, showing the amount and purpose of requested funds, and the other resources, including in-kind, available to the-agency to support this project. C. Provide a budget narrative describing all line items included in the budget and the justification for each line item in the budget including what the specific item is, how the specific item relates to the program and how the amount shown in the budget was arithmetically determined. The indirect cost/overhead line item is intended to cover costs that are necessary to conduct the contract, yet are not readily identified as direct program expenses (e.g. reporting costs, payroll processing, fund development, insurance, other administrative costs, etc.) Indirect costs are limited to 15% of personnel and operating costs and must be described in the budget narrative. (See budget instructions Addendum VI.) D. If applicable complete a line item budget for each subcontractor showing the amount and purpose of requested funds. E. Provide a budget narrative describing all line items included in the subcontractor budget and the justification for each line item in the budget. Family and Children's Trust 14 RFP* 1093 March, 2007 APPENDIX 5 2.4 Submittal Checklist All items listed below shall be included in submittal package at time of delivery to County Offices as per the ''RFP. This list is intended to assist responding organizations. It is the sole responsibility of each responding organization to ensure that their Application conforms to the requirements of the RFP. Forms are provided in the Addendums. 1. Proposals must be received no later than 5:00 p.m., on April 20, 2007. Fax, e-mail or postmarked copies of application will not be accepted. 2. One (1) original wet=signed cover sheet in blue ink signed by individuals authorized to bind the responding organization/institution contractually and thirteen (13) copies of Application in the format specified. Required order of the document is as follows: 1) Cover Sheet 2) Program Summary 3) Application Narrative Sections 4) Budget 5) Budget Narrative 6) Subcontractor Budget . 7) Subcontractor Budget Narrative Attachments (Additional Required Forms and Submissions): A. Scope of Work B. Estimated Services C. Demographic.Data D. Evaluation Plan E. Applicant's Organizational Chart with proposed project included F. Resumes and job descriptions of key project staff/consultants G: Memoranda of Understanding (MOU) from all partners signed by authorized agent of the organization outlining specific types and levels of -- -- ----- commitment or partnership if appropriate to this application. H. Roster of Applicant's Board of Directors with affiliations I. Statement of Qualifications J. Grants and Contracts K. Letters of support as appropriate. (No more than 5) L. Agency Brochure, if available M. Proof of non-profit status N. Applicant Organization's Current Year Operating Budget O. The-agency's most recent CPA audit or year-end financial statement. (Submit 2 copies only) P. Bidder's manual of fiscal procedures and policies, one copy, if available, attached to original proposal copy. Family and Children's Trust 15 RFP# 1093. March, 2007 APPENDIX 5 3. PROPOSAL REVIEW Each proposal will be subjected to a three-step review process to determine responsiveness to the RFP requirements. , 3.1. Review Process and Scoring A. Stage I— Staff Review. RFP Compliance Proposals must first pass the staff review in order to be eligible for further evaluation. This is a pass/fail evaluation. To pass the RFP compliance review, the applicant agency must have included all required proposal components or provide a documented reason why not. Proposals that do not pass this review will be considered unresponsive and will not be eligible for further consideration. B. Stage 11- Individual Proposal Evaluation Each proposal that passes the staff review will be submitted to the FACT Committee members for individual assessment and scoring. Each proposal will be reviewed and scored by each member of the Committee based upon the adequacy and thoroughness of the response to the RFP. This is a scoring of the merit of each individual proposal only, C. Stage 111—Full Committee Review and Final Recommendations The full FACT Committee will meet to review and discuss the submitted proposals as a group and apply additional criteria as necessary (e.g. geographic,distribution of services, breadth of services within each priority area, etc.) to determine the contract award recommendations to be forwarded to the Board of Supervisors for final approval. . The six weighted proposal evaluation criteria 'are shown below, along with the maximum number of points possible. Proposal scores may range from 0 to 100 points, as follows: Category Maximum Score Statement of Need 10 points r- Agency Description/Capability 10 points Project Description 35 points Approach/Methodology (5 points) Outreach and Accessibility (5 Points) Coordination (5 points) Services (10 points) Scope of Work/Action Plan (10 points) Staff, Consultant and Subcontractor Qualifications 10 points Evaluation Plan 5 points Required Agency/Project Budgets and Fiscal Review 30 points 100 points possible Proposals\that do not attain an average score of 75 points are unlikely to be eligible for further consideration for funding, Family and Children's Trust 16 RFP# 1093 March, 2007 APPENDIX 5 3.2 Proposal Evaluation Criteria The Committee will evaluate each applicant's organizational structure, mission, current services available, level and amount of services, types of experience, budget and capabilities. The specific evaluation criteria that will be applied to all proposals are as follows: 1. Project Statement of Need/Relationship to Priorities (10 points maximum) a. To what extent does the project address one or more of the priorities identified for the RFP? b. To what extent do the data justify the need for the project? Does the project reflect the ethnic, geographic and service needs of the community? 2. Agency Description/Capability (10 points maximum) a. To what extent does the applicant have the appropriate qualifications to undertake the proposed work? b. To what extent does the applicant's past accomplishments or current projects/efforts (and those of its subcontractors, if any) relate to the type of work required under this RFP? c. To what extent does the project described in this RFP fit the applicant's mission and goals? Is there evidence of organizational commitment to this project? d. To what extent does the applicant have relevant experience working with collaboratives and/or serving the communities and populations described in _ ___,___this. RFP? __To what _degree_are_they:.culturally/linguistically. competent_Jo- provide the proposed services? e. To what extent do the applicant's examples of similar or prior experiences adequately demonstrate the ability to provide deliverables in a timely manner and demonstrate the applicant's ability to manage fiscal resources responsibly? f. To what extent does the applicant have adequate facilities and office support. -services at its disposal to perform work under this RFP? r" g. To what extent is the applicant's management ability adequate to coordinate and monitor the project? Family and Children's Trust 17 RFP# 1093 March, 2007 J i APPENDIX 5 3. Project Description (35 points maximum) Approach/Methodology (5 points) a. Does the summary clearly describe the goals and scope of the project? To what extent is the planned approach clear? b. To what extent are the scope, scale and potential impact of the project appropriate to the funding available to conduct the program? c. To what extent do the proposed services, methods and strategies demonstrate best or promising practices for the intended target population? d. Is there adequate evidence that the planned approach is feasible and appropriate for the community? Outreach and Accessibility (5 Points) e. To what extent does the applicant demonstrate the ability to serve socially. and geographically isolated communities and/or increase access .to services for families of young children? Are their outreach and barrier reduction plans adequate to do so? f. To what extent has the applicant demonstrated the active involvement of the communities affected by this project? Is there evidence of an active role in the project by a community advisory group? Coordination (5 points) g. To what extent will other local partners and stakeholders be involved in the project? Are their roles clear? Is the plan for collaboration realistic? Is the ,evidence of their participation adequate? h. To what extent is there coordination with existing services where appropriate? Scope of Work/Action Plan (10) i. To what extent are proposed objectives measurable, realistic and attainable? To what extent does the proposed project seem likely to achieve the stated goals and objectives? j. To what extent are the proposed activities appropriate for carrying out.the project successfully? k. To what extent are timelines appropriate and feasible? .Family and Children's Trust 18 RFP# 1093 March, 2007 APPENDIX 5 Services (10 points) I. If the proposed program is an expansion of an existing program or if services currently exist, to what extent are the existing and proposed expansion services, target population and staffing articulated and described? m. To what extent are the units of services and numbers of persons to be reached feasible and appropriate? Are they reasonable in relationship to the amount of the requested/available funds? 4. Staff, Consultant and Subcontractor Qualifications (10 points maximum) a. To what extent does the applicant have/propose to have appropriately qualified staff to carry out the, designated scope of work including those with skills and cultural and linguistic competency necessary for the proposal? b. If the applicant is including subcontractor(s) to provide part of the deliverables, is there appropriate justification for subcontractor duties? c.. To what extent has the applicant identified and engaged appropriately qualified consultants to carry out the proposed consultant work? d. To what extent is the proposed project adequately integrated into the agency to support project management and supervision of staff. 5. Evaluation Plan (5 points maximum) a. To what extent will the evaluation plan support assessment of the project? b. To what extent has the applicant provided effective performance measures that can be used to monitor both project implementation and project impact? c. To what extent are data collection and record-keeping systems and resources adequate to perform evaluation and monitoring activities? d. Is appropriate level of staffing designated for evaluation activities? 6. Budget (30 points maximum) a. To what extent are the requested funds appropriate to carry out the project? Does the funding amount requested related appropriately to the proposed level of effort? Are other agency resources, including in-kind, available to support the project? b. Is there adequate justification for all line items? Are all line items appropriate, related and responsive to the activities and objectives of the project? c. Are subcontractor budgets and narratives justifiable and appropriate to the proposed project? Family and Children's Trust 19 RFP# 1093 March, 2007 APPENDIX 5 d. To what extent does the applicant possess sufficient management and fiscal systems and controls? e. To what extent has the applicant shown the ability to plan for long-term sustainability of the project? Are the applicant's plans for sustaining the project efforts after the contract period realistic? f. Are overall agency resources sufficient to establish and maintain proposed services? TOTAL POSSIBLE POINTS 100 Family and Children's Trust 20 RFP# 1093 March, 2007 APPENDIX 5 ADDENDUMS Forms and .Instructions Family and Children's Trust 21 RFP# 1093 March, 2007 APPENDIX 5 Addendum Complete and attach as the first page of each proposal. Original signatures must be submitted on cover page of one proposal. COVER SHEET-RFP# 1093 r APPLICANT ORGANIZATION NAME ADDRESS Applicant Phone Applicant Fax Web Address CONTACT PERSON Contact Phone Contact E-mail Contact Fax ADDRESS OF PROGRAM (if different than above) PROGRAM TITLE PRIORITY FOCUS COLLABORATIVE PARTNERS/SUBCONTRACTORS (If applicable) AMOUNT OF FUNDING REQUEST TOTAL AMOUNT REQUESTED $ FEDERAL EMPLOYER NUMBER 501(C)(3 EXEMPTION EXPIRATION DATE AGENCY PRIOR YEAR NET OPERATING BUDGET AUTHORIZATION We submit the attached response to the Notice of Request for Proposal No.1082 dated February 2005 and all attachments and declare that: If this Response is accepted by the Board of Supervisors of Contra Costa County, I will enter into a standard contract with Contra Costa County to provide all work specified herein at the costs, which I have proposed, or in accordance with modifications required by Contra Costa County. Funds obtained through this contract will not be used to supplant or augment funding for other programs operated by the bidder/contractor unless stipulated within the proposal and accepted by the County. AUTHORIZED REPRESENTATIVES: (two signatures required) Name: Title: Executive Director Signature: Date: Name: Title: Board President Signature: Date: Family and Children'.s Trust 22 RFP# 1093 March, 2007 N f� � q•r t Y �© r y"r srit r s v �y 'Y S in In pl.jlng �v: O .E a. !moi L ? >F} LL Q' APPENDIX 5 Addendum III SERVICE ESTIMATES INSTRUCTIONS Complete the Service Unit Form on the following page. Specify the length of time and the total number of each type of service unit you will provide to clients during the contract period,(i.e., number and length of services, e.g., counseling sessions, education sessions, outreach activities, etc.) Indicate how the performance of services will be monitored. Indicate number of unduplicated clients are to be served. f F Numberjof tUnits Time for Number 7� , Monitoring Y K Service�Unit Unduplicated s°* Tool r; ofhService w x w Risk Screening 500 screenings 500 women Screening Questionnaires Completed Provider Training 3 sessions 40 minx3 = 2 12 staff Agenda hours Attendance sheets Referral to SA 65 referrals 65 women Referral forms Specialist Needs 55 assessments Case mgmt files Assessments Case Management 52 weekly 30 min each 52 women Case mgmt files Home visits EXAMPLE Family and Children's Trust 24 RFP# 1093 March, 2007 APPENDIX 5 Addendum III .b� �; 'y- .,-,`ryy,+%r'z .;r^ate"' k K�. i7�e �"`,�.;+..1*"ry x ��+.�s-�.. .t•��3. �(�' er, 's�Hf'�t�-'`�"K'��.J. ''.�f ,&+ -.n�. �4 '� "'���G' "'F'� ""^�'�"=.".eu",'�•�f'���'«�t°4�w ��,� --ey�' `i*.%'������i�� 2�Fs"�J'_...x� d s.i '{``�'F�,Fyl'���`�.t^ �L`«F3 �`�' l...w rt' ,>y_�C.���2. Service Unit'Type Number of Time for r Number _ "` Monitoring 2. ;Units of Service<Unit z';Unduplicated Tool '? Service ents . Family and Children's Trust 25 RFP# 1093 , March, 2007 APPENDIX 5 Addendum IV Family and Children's Trust26 RFP# 1093 March, 2007 APPENDIX 5 '' ��+.,` ,'T'4'"v -,g .. `L�- :y` Rc -� Y v '.s:: f � s� t 1� Indicate numberjof eactwcate o�of�clie't served b` our�: hr�Number��# Numbei•�To %ofOverall" organization currently(2) Indicate the esf�matednumber to bey x �Cu ertly � Be Served Number ,.u} served throu`gh�the proposed program�(3),Indicate what% � �� ._Served, column#2 represents of thertotal`numoer'of clients current) �h ` r served'b �ou�or arization� Y t, Organrzatron �Proposed �0 ganrzatron ._..> Y Y 9 ,« Expectant Women under 19 years of age Expectant Women over 19 years of age Parents under 19 years of age Parents over 19 years of age Children 0-5 Children 6-12 Adolescents 13-19 Kinship caregivers Foster Parents. Providers of Care Other describe �Ients byaceandth (1)� � 2t)� " 1d atenumber m ca;te.n� of:cl�ents1served b ou . Number" 4 %6 Of ' �g �' Yy ., NU II r anrzation currentd:� 2 andreate the�esfimated num r to be r � r --`M5, g �;� � � y, ) � ��C urrentl "� Number Y o � yBeServed �; erved#hrou h e proposed ro am(�3)�ndica e,wh Keach Served _ „ el erVe� 9 9 r �BeServed —M, nurribertobeserveti�by Wil p; r0 QSed r0 TaTll w x � + �» PiObSed 5 pI � ri er � � �P iOg6am pro ram 4 African American Latino/ Hispanic Asian/ Pacific Islander Native American/Alaskan Native Caucasian Multiracial or Biracial Other describe) Tot al raphrc Drsfr ' rbutr`on � � � .. ..�., x '�''. . '�:' 'i�'i• 9 Areas % of Overall Number County Areas To Be Served East Far East West Central South Family and Children's Trust 27 RFP# 1093 March, 2007 0. 3���#�� � Rai �� }C� •�3I n;'~�'�� � � xzo Id M 04 c4 7 cc YS" . � G w4 WON PSI 1V pa N ril" d t m C14 Cc � 4 a � � -104 fh d p � mt O. 5 4 ... kma �.k`- .�"3 P�✓f: + �i114("M���ivnlS ..�'Y W d h U MCF) � C. Q c O MASaLL LL APPENDIX 5 ADDENDUM VI t�' d7. » � �-� � r BQ;Olt ,Y.u1:.°+a lk�'�ils},� ' REVENUES` Project Revenue Sources Cash Revenues In-Kind Revenues Total Project Revenues FACT Other: Identify Source Total Income COST CATEGORIES h = r 1. ADMINISTRATIVE STAFF Title Position Monthly Salary/Wage % of time (FTE) FACT Request $ Subtotal $ 2. SERVICE DELIVERY STAFF Title Position .- . -- _Month) Sala /Wage % of time (FTE) FACT.Request . .-- $ $ Subtotal $ 3. TAXES AND FRINGE BENEFITS FICA $ SIU $ Worker's Compensation $ Other (Specify) $ Subtotal Fringe Benefits $ z TOTAL PERSONNEL $ Family and Children's Trust 29 RFP# 1093 March, 2007 APPENDIX 5 � i 7 A rvm�)•vsywwxrx3s+.� �:PC i�r '7 s��` _r%� �v r1 F Nr` w.,araena aS - ,uti•N„ s,tt�S.h' 3,.. [x"prF�'"{`%:F t ' „ .� ; 4> a mw T �ti �; ��`: xsts.� 1i ...n_a,r.-•5i�'� �,....�. .r'�1 s�..�. tem ,.t�_ '�.a�. rt.a ..�5: ,Asa' .1_ st. v. pix,u. Item Total Cost FACT Amount 1. Occupancy 2. Utilities 3. Telephone, Postage, Insurance 4. Equipment, specify 5. Materials and Supplies, specify 6. Printing and Copying 7. Client Incentives, specify 8. Travel/Mileage 9. Training 10. Other Expenses, specify 11' Consultants 12. Subcontractors (attach separate budget if over $5,000 Total Operating Costs $ $ ��ti: �cr� e'wk�r�',�^„ xngy y�=: � �r�,.�ra��t s�:���x�• 5��avz. -q. `+5 � .� `��* � ��� c'�, "� �, ru`ix tF-��-�`a ^' �,� �.zv""'.'r`. .,..�f t �:,E. w '"„.•r,.-fl� ,�s�.:. `�`"'o-" x`.44�'�� .;.� 'rw5 .,. .3�'.���.'���aa��"'�� �"�.,��r rC'.'�s_ .'ft �ff1n_.i..?•'�.. F.,:(r..FR. :yrs-�"`.'�."'„ +. � « ._� �J- Total Personnel and'Operating Costs . $ $ Total Indirect Costs $ (Up to 15% of totalpersonnel-and operating costs requested of FACT Subtotal $ 10% Match $ ;ggg'a. ✓ ,aTM,tia' �zn. t� - tN ;>.0 3., H;a " '• ..Y+.�..�.,a: ;:;3 s+.-"Ffa,<•'r��,•...,..r ca „, i a.:j �e's'r' � � =4 IOTA 1,-`PAZ (Total costile_ss 10 vu yR� a c 'Y•"s' Family and Children's Trust 30 RFP.# 1093 March, 2007 APPENDIX 5 INSTRUCTIONS FOR COMPLETING BUDGET ADMINISTRATION/SALARIES/BENEFITS . Administration and Support Include supervisors, directors;clerical support staff, administrative staff who have no service delivery responsibilities. Divide the salaries of staff that have both "Service Delivery" and "Administration" responsibilities in proportion to the time allotted for each activity. List such staff in both categories. Indicate titles, rate of pay, time allotted to program and full time equivalent (FTE). Explain in narrative. Program Staff Include all staff involved in service delivery. Indicate titles, rate of pay, time allotted to program and FTE. Payroll Fringe Benefits The estimated cost of benefits, paid vacations, sick leave and training days shall be reported on the line-item budget. Narrative shall list staff by title, number (FTE), rate of pay and amount of time allocated. Include for each staff title by type (FICA, SUI, FUTA, Worker's Compensation, leave-and health and other insurance), applicable rates or basis. • Indirect/Administrative costs may not exceed 15% of total request. • A financial audit for the project by an outside accountant will be required at the end of the contract term and is an allowable cost. (Total audit costs should be prorated among all agency programs.) OPERATIONS. Occupancy Describe all applicable factors (e.,g. rent/leases) and basis for allocating costs to program. Utilities -- - Describe all applicable factors-and basis for allocating costs to program Telephone, Postage, Insurance, List by type, justification of cost and basis for allocating costs to program. Printing/Photocopying List cost by type and describe justification for costs and basis for allocating costs to program. Materials ` List by type and describe justification of costs. Supplies (Office and.Program) List by type and describe justification of costs Travel Describe type, justification, and basis of costs. Include service delivery and administration mileage and transportation costs for clients. The bidder shall be allowed expenses as follows: $.48.5/mile (subject to adjustment under standard IRS mileage rules.) Family and Children's Trust 31 RFP# 1093 March, 2007 l APPENDIX 5 Miscellaneous Indicate kinds of anticipated miscellaneous costs such as childcare for clients while receiving services. Items over$100 should be individually explained. Additional Funding If FACT funding represents only a portion of the funds designated for this program, indicate other sources and amounts received or anticipated. MATCHING FUNDS • A 10% match of FACT funds is required in either cash or in-kind. Indicate amount, type and source of match including projected revenues in the narrative. • Match may not include use of any State of California funds. Example of Match Calculation: Total Program Cost $ 55,000 Match $ 5,500 Total FACT Funds Requested $ 49,500 Family and Children's Trust 32 RFP# 1093 March, 2007 APPENDIX 5 ADDENDUM VII Memorandum of Agreement/Understanding Outline I. Partners Identify the organizations that are.subcontractors and partners in the collaboration and the individuals representing them. Provide a'statement which indicates that by signing the document, the organizations commit to executing the activities, supporting the achievement of outcomes and providing the resources detailed in the agreement. II. Program Activities Summarize the responsibilities and activities to be carried out by each organization relative to the proposed program. III. Commitment of Resources Delineate the resources each organization will provide to the program. Also indicate the amount of funds, if any, each organization will receive. IV. Term of Agreement Indicate the specific dates of the agreement. The term of the agreement should at least endure the term of the funding. V. Signatures A representative from the applicant organization and each subcontractor or partner organization in the collaboration must sign this document. The agreement must be signed by individuals with authority to bind the organizations contractually. An MOU with original signatures must accompany the original application submission. Copies of the original may accompany the application copies Family and Children's Trust 33 RFP# 1093 March, 2007 APPENDIX 5 ADDENDUM VIII CURRENT BOARD OF DIRECTORS (APPLICANT) 1. Number of Board members required by agency's bylaws: . 2. Number of members on current Board: 3. When and how often does the Board meet: 4. List current Board members below (or attach Board List in this format): BOARD OF DIRECTORS cd- ,�rd^*.F.. +�3.,.w +k. .� , Member Nam dd;ess9, . R�Occupation/ '` w-- w,� s.,,' - POSItIOn a Z y v a n i ��^^'Ei '`e5 �t'.' on {, 3 x FYearson r �..k �,sy " .� � rit " t ,E " .� t E' �`t� Board 7 4 .zr':".1e,.s�dwny �?: '� a "a. �? C a._k.�'"�a:Rvlt&.,13�'a �a�." 3 V� r YJ c C •�v,.e.x,..,..., °�A a i Family and Children's Trust 34 RFP# 1093 March, 2007 APPENDIX 5 ADDENDUM IX BIDDER'S STATEMENT OF QUALIFICATIONS. 1. List any licenses or certifications held by the agency, with expiration dates. 2(a) Who administers your agency's fiscal system? Name: Phone: Title: Work Schedule: 2(b) Indicate the CPA firm that prepares the agency's annual audit. Name: Phone: Address: 3. Number of year's bidder has been in business under the present business name. List related prior business names, if any, and time frame for each. 4. Number of years of experience bidder has had in providing the services described in this proposal or related services. 5. Has bidder failed or refused to complete any contract? Yes No ---- --- — -- __.-If yes, briefly.explain.------- - - ----- -- ---- - — - - -- - --- -- - -- --- -- - 6. Has there been any litigation in connection with contracts for services involving bidder or any principal officer of the agency? Yes No If yes, briefly explain. 7. Does bidder have a controlling interest in any other firm(s)? Yes No If yes, please list below. Family and Children's Trust 35 RFP# 1093 March, 2007 APPENDIX 5 8. Does bidder have commitments or potential commitments, which may impact assets, lines of credit or otherwise affect agency's ability to fulfill this RFP? Yes No If yes, specify below. 9. Supply names, addresses, and phone numbers of two references, one each in the areas of financial/administrative management and social service delivery to substantiate experience and qualifications. Bidder specifies that all answers provided above are complete and accurate. Bidder also agrees toy provide the County with any other information the County decides is necessary for an accurate"determination of bidder's qualifications to perform proposed services. Name and Title Date (Executive Director or Board President) Family and Children's Trust 36 RFP# 1093 March,2007 APPENDIX 5 ADDENDUM X FINANCIAL SUPPORT: CONTRACTS AND GRANTS (You may make additional copies of this form) 1. List significant active contracts and subcontracts, including government contracts and/or grants: ��Contract.with eontact ServicesrPro.�ided�4- i Contract Amount �;�4 ��'��EffectiveDates 14 3.i . ;ks+ sda'! '" y`to{ "' 1� c•a` e. t..,uw'�``p. T".;''S" .rat's.,", �u*rc r-..` r4"1�' 3�"' 1'S4'.ir.+T�nformation &f-' . j- '3 ,M 4 4 p k..i"'baiA x` s-' «e'F#`3 p-' •r R�>` .kms T �,'�,yam t'(Y1'3' 1,.'z+.�...er. ....__-._........:.._...m,...:...a ...'t.. svr,...,k�o��,...N_^ +�_•wr h3. .........s...r '�i'..:.t':�.r�r...n e..e. ,e��es a_.,z...,. ., �' CC', 1. List primary sources of income for the past five years and amounts below: ®RFundingSources .r � Sery ces l?r ded 4Y C'ontract Amo'ur�t� Effective 1:6, � .�tuie.� "��•t.. .t �•.,_:=& . m_.Val � 3. Bidder agrees to allow County to contact contractorsfor information relative to bidder's performance. Sign below. Name and Title Date Family and Children's Trust 37 RFP# 1093 March, 2007 APPENDIX 5 r Family and Children's Trust 38 RFP# 1093 March, 2007 APPENDIX 6 TO: BOARD OF SUPERVISORS IF, Contra -'s Costa FROM: Joseph P. Valentine, Director �• yti4o Employment and Human Services Department °srq�eK County DATE: August 7, 2007 SUBJECT: Family and Children's Trust Committee (FACT) Funding Recommendations. SPECIFIC'REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: 1) ACCEPT the Family and Children's Trust Committee (FACT) funding recommendations resulting from Request for Proposal (RFP) #1093 as listed below. 2) APPROVE AND AUTHORIZE the Employment and Human Services Director, or designee, to contract with the following agencies in the total amount of$483,300 for services as set forth in the agency responses to RFP #1093 for the period of July 1, 2007 through June 30, 2008: AGENCY CONTRACT# PROGRAM AMOUNT Center for Human #19-344-0 Four Corners Project $ 60,000 Development Community Violence Solutions #19-346-0 Safe and Bright Futures for Children Impacted by $120,000 Sexual Assault and Domestic Violence (Collaboration with STAND! Against Domestic Violence) CONTINUED ON ATTACHMENT: X YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. _ 'ATTESTED JOHN CULLEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact: Valerie Earley, 3-1583 cc: CONTRACTS UNIT(EB) COUNTY ADMINISTRATOR BY DEPUTY AUDITOR-CONTROLLER CONTRACTOR MARY KAY MILLER,3-1614 APPENDIX 6 (Family and Children's Trust Committee (FACT) Funding Recommendations continued) AGENCY CONTRACT# PROGRAM AMOUNT Contra Costa ARC/CARE #19-348-0 Parent Connections II $80,000 Parent Network (Collaboration with We Care Services for Children dba Barbara Milliff Children's Center) Jewish Family & Children's #19-347-0 Multicultural Family Support Program $75,000 Services of the East Bay Mt. Diablo Unified School Dist. #19-345-0 Crossroads High School $ 63,300 Ujima Family Recovery Services #19-349-0 Children's Recovery & Family Education Project . $ 85,000 TOTAL: $483,300 FINANCIAL IMPACT: $294,484 Child Abuse Prevention, Intervention and Treatment (CAPIT) AB 1733; 100% State. $188,816 Birth Certificate Fund AB 2994 and Ann Adler Family and Children's Trust Fund; 100% County. CHILDREN'S IMPACT STATEMENT: The contracts will support all five of the community outcomes: (1) "Children Ready for and Succeeding in School", (2) "Children and Youth Healthy and Preparing for Productive Adulthood", (3) "Families that are Economically Self Sufficient", (4) "Families that are Safe, Stable and Nurturing", and, (5) "Communities that are Safe and Provide a High Quality of Life for Children and Families" by delivering to children and families a combination of therapeutic, educational, and supportive services. Expected program outcomes are improved quality of life for children with developmental, emotional, and/or physical disabilities; reduced child abuse and neglect; reduced incidences of domestic violence and sexual assault; reduced incidences of parent and child substance abuse; and, improved parental.knowledge and understanding of child development and appropriate parenting practices. BACKGROUND: The FACT Committee undertook a needs assessment process, including a survey of County service providers, meetings with key child abuse/neglect stakeholders, and a public meeting to develop the service strategies and priorities for RFP #1093. The Board of Supervisors approved release of this RFP in March, 2007 Funds were made available for culturally and linguistically appropriate evidence-based parent education programs; family violence intervention services; multilingual, multicultural family counseling services coordinated with higher-level mental health services; and, supportive school-based services for teen parents including child care, parenting and life skills education and mentoring. Each of the projects recommended by the FACT Committee for funding, addresses one or more of the identified services strategies and/or priorities and was selected following a thorough technical and financial review of the proposals submitted. 6 5E L : =- �;-°,'• Contra APPENDIX 7 Costa County Promoting FOR PROPOSALS (RFP) 1085 cis•"'----�" OA rA �o�N Promoting Safe and Stable Families Program The Contra Costa County Employment and Human Services Department (EHSD) is pleased to announce the availability of funds for the Promoting Safe and Stable Families (PSSF) Program in 2006-2007. Historically, PSSF funds have targeted communities in East and West regions of Contra Costa County. This funding cycle, we seek to begin realigning services and service areas with our overall Child Welfare Redesign plan. To accomplish this goal, we will allocate PSSF funds to phase-in areas, which include the following zip codes: 94801,94804 and 94806 in West County_ ; 94518, 94519, and 94520 in Central County; and 94509 and 94565 in East County. This RFP is the process by which the County will solicit proposals for the purpose of entering into a contract with selected respondents. Please read this entire packet carefully. Interested parties are invited to attend a MANDATORY Bidder's Conference Tuesday, March 28, 2006 9:30 a.m. to 12:00 p.m. Employment and Human Services 40 Douglas Drive Martinez, California 94553 Attendance at this mandatory Bidder's Conference is a preliminary requirement for submitting.a proposal. The Bidder's Conference will afford the opportunity to ask questions about the RFP and to receive technical assistance. Final proposals will be due at 40 Douglas Drive in Martinez by 5:00 p.m. on April 27, 2006 Call the Employment and Human Services Dept. at (925) 313-1514 with any questions about this RFP. Thank you in advance for your effort in preparing your RFP 1085 response. Page 1 APPENDIX 7 TABLE OF CONTENTS APPLICATION PACKET Page No. Legal Classified Notice 3 RFP Timeline 4 Introduction to the Family Preservation and Support Program 5 Service Priorities 6 EHSD Goals for FPSP 7 RFP Requirements and Instructions for Bidders 9 Application Instructions and Proposal Outline 11. Program Narrative 12 Program Budget Information 15 Proposal Review and Selection 17 Rating Sheet 18 Monitoring and Evaluation of Contracts 19 County Contract Requirements 20 Required Attachments and Respondent Checklist 21 Bidder's Conference RSVP Form 22 Forms 1-4 (to be completed by all bidders) 23-27 RFP 1085 Page 2 APPENDIX 7 LEGAL CLASSIFIED NOTICE REQUEST FOR PROPOSALS Family Preservation and Support Services CCC'.s Employment and Human Services Department (EHSD) announces the issuance of Request for Proposal (RFP) # 1085 to eligible community-based and faith-based organizations to provide prevention and support services to families in their respective communities. For fiscal year 2006-2007, available funding to facilitate the phase-in of these services will be allocated.in the selected zip codes as follows: In West County, $253,000 for zip codes 94801, 94804, and 94806; in Central County, $75,000 for zip codes 94518, 94519, and 94520; and in East County, $259,000 for zip codes 94509 and 94565. A mandatory bidder's conference is scheduled for Tuesday, March 28, 2006, at 9:30 a.m. at 40 Douglas Drive,.Martinez, CA 94553. Proposals are due by 5:00 p.m., April 27, 2006. Additional information and RFP copy is available at website: www.ehsd.org/rfp. RFP 1085 Page 3 APPENDIX3 RFP TIMELINE 1. RFP announced: Friday, March 3, 2006 2. Mandatory bidders' conference 9:30 a.m. to 12:00 p.m., March 28, 2006 40 Douglas Dr, Martinez, CA 94553 3. Proposal submission deadline: 5:00 PM, April 27, 2006 40 Douglas Drive, Martinez, CA 94553 No proposal will be accepted after this date and time. 4. Review and rating process from May 1, 2006 through May 12, 2006 5. Written notification of RFP award recommendations sent out to RFP respondents May 15, 2006 6. Appeal period, May 15, 2006 through May 30, 2006 Deadline to submit appeal letters: 5:00 PM, May 25, 2006 7. Board of Supervisors approval and authorization to award contracts is tentatively scheduled for the June 28, 2006 agenda. RFP 1085 Page 4 APPENDIX 7 PROMOTING SAFE AND STABLE FAMILIES PROGRAM Background The Promoting Safe and Stable Families Program (PSSF) offers the Employment and Human Services Department an opportunity to continue its commitment to the vision of secure and healthy communities in Contra Costa County. The purpose of PSSF is to promote strong, safe, stable, and enriched families and neighborhoods through community-based, culturally competent social services. PSSF services will be available to Contra Costa County residents through the collaborative efforts of existing community based organizations that are capable of providing these important community services. Funding A combined total of $587,000 has been allocated to fund the PSSF community based collaborative efforts for all service areas, and the contract period is from July 1, 2006 through June 30, 2007. West County will receive a total of $253,000, Central County will receive a total of $75,000 and East County will receive a total'of $259,000, and the Contra Costa Employment and Human Services Department will administer these funds. At least 20% of each award must be spent on Family Preservation activities, 20% must be spent on Family Support activities, 20% must be spent on Adoption Promotion,,and 20% must be spend on Time-Limited Family Reunification activities, b with the remaining 20% to be allocated to either activity, as decided by the community. Agencies may apply for all, or a portion of the funds available in each community. No agency will be selected to be the fiscal agent for more than one community. Agencies are encouraged to be creative in approaches to program design and collaborative proposals that address the.array of needs identified.by members of.. .—__.___ the respective communities during the 2005 Community Needs Assessment Survey will be given preference for receiving funding. Family Support Services Family Support Services are community-based services that promote the well-being of children and families, increase the strength and stability of families (including adoptive, foster and:extended families), increase parents' confidence and competence in their parenting abilities, afford children a stable and supportive family environment, and otherwise"enhance child development. Family Support Service activities include parenting education, information and referral, counseling and family therapy and respite care for parents and caregivers. Family Preservation Services Family Preservation Services are community-based services for children and families in crisis and/or in jeopardy of entering the Child Welfare System. Family preservation activities assist these families and help to avoid the need for intervention by the Child RFP 1085 Page 5 APPENDIX 7 EHS® COALS FOR PSSF Welfare System. Family Preservation Service activities include case management and intensive crisis intervention designed to address high-risk circumstances that may result in the removal of children from their homes. Time Limited Family Reunification Services Time Limited Family Reunification Services include activities that are provided to families where children have been removed from the home, and are designed to facilitate a safe reunification of those children with their families within 15 months from the date the child entered foster care. These services include counseling and mental health services, substance abuse treatment, domestic violence intervention, and temporary childcare and transportation services. Adoption Promotion Adoption Promotion includes pre-adoption services that are designed to expedite the adoption process through identifying prospective adoptive parents, conducting adoption planning and assessments for children, and providing placement assistance, support and encouragement to the families through finalization. Adoption Promotion also includes post-adoption services and activities designed to ensure permanence for children, and include continued support to adoptive families and independent living skills programs for adolescents. SELECTION OF SERVICE AREAS The Child Welfare Redesign Steering Committee has designated communities in the following zip codes as service areas: 94801, 94804 and 94806 in West County; 94509 and 94565 in East County; and a phase-in of services in 94518, 94519, and 94520 in Central County. These communities were selected based on the following factors: 1. High concentration of low-income families and high rates of unemployment, low level of education (less than a high school diploma) and a lack of financial and personal resources. 2. High incidence of child abuse reports and foster care placements.. �3.. Readiness to supportcollaborative, community-based service planning and delivery. RFP 1085 Page 6 APPENDIX 7 The 2005 Keeping Children Safe Survey revealed that families in the communities have identified several services that were either not currently available in their neighborhoods, or cited specific barriers that make using the services difficult or impossible. The survey results of the Keeping.Children Safe Survey are included at the end of this document. Based on the survey results, as well as the goals of Child Welfare Redesign, PSSF service priorities for the respective regions are: West County: I. After school programs for children and teens II. Mentoring programs for children III. Gang Prevention programs IV. Daytime and after-hours drop-in childcare services Central County: I. English as a Second Language classes II. Parenting Education and Counseling III. After school programs for children and teen IV. Alcohol/Other Drug Prevention and Intervention East County: I. After school programs for children and teens II. Mentoring programs for children III. Alcohol/Other Drug Prevention and Intervention IV. Domestic Violence Prevention PSSF.resources should create an infrastructure of ongoing, community-based support and services, as well as develop and strengthen programs within the community. In addition to the specific service priorities listed above, program proposals should emphasize the organization's capacity to provide the following: 1. Services that are coordinated with programs funded through Child Welfare Redesign 2. Community-'based services that involve local community organizations and residents (including parents) in their design, delivery and evaluation 3. Collaborative, multi-agency service provision. Co-located agencies, with services made more effective through collaboration, are preferred RFP 1085 Page 7 APPENDIX 7 4. Strength-based, family focused services that enhance individual and community growth, and development and work to directly reduce violence in the community 5. Activities that complement and strengthen existing services - 6. Easily accessible services, delivered in the home or community-based settings, convenient to parents' schedules 7. Culturally relevant and sensitive services that are delivered in the primary languages of diverse families in the community, such as Spanish and Southeast Asian languages 8. Services readily available.to families and children in the community, which are affordable, accessible through public transportation, and are offered at hours and times during which the families can utilize them 9. Meaningful evaluation components that incorporate specific, measurable outcomes 10.Ability to raise matching funds incrementally over'a successive three-year period at 5%, 10% and 15% respectively s 11.Services designed to promote and enhance safety for children and families that directly reduce violence in the community RFP 1085 Page 8 APPENDIX 7 RFP REQUIREMENTS AND INSTRUCTIONS FOR BIDDERS The bidder requirements in this section are mandatory. Contra Costa County reserves the right to waive any nonmaterial variation. l I. All bidders shall submit one original proposal package and ten (10) complete copies of the proposal, under sealed cover, by mail or hand-delivery to EHSD at 40 Douglas Drive, Martinez, CA 94553 to be received no later than April 27, 2006 at 5:00 PM. Each submission must be marked on the outside with the Agency's name and RFP No. 1085. Any proposal received after the deadline will be rejected. Postmarks and faxed submissions are not acceptable. II. Proposals and required attachments shall be submitted as specified and must be signed by officials authorized to bind the bidder to the provisions of the RFP. All costs incurred in the preparation of a proposal will be the responsibility of the bidder and will not be reimbursed by the County. III. A proposal may be withdrawn in person by a bidder's authorized representative prior to 12 p.m. on April 27, 2006. If withdrawing a proposal, the bidder's authorized representative must provide appropriate identification (i.e. driver's license) and sign a receipt attesting to his/her withdrawal of the proposal. IV. A mandatory conference for prospective bidders will be held on March 28, 2006, at the Employment and Human Services Department, 40 Douglas Drive, Martinez, CA 94553 at 9:30 a.m. to answer questions about the RFP process. For a proposal to receive consideration by EHSD,. bidders must attend this conference. V. EHSD may amend this,RFP, if needed, to make changes or corrections to specifications or provide additional data. Amendments will be sent to each bidder to whom the RFP has been furnished, or, if after the bidder's conference, to all those attending. EHSD may extend the RFP submission date, if necessary, to allow bidders adequate time to consider additional information and submit required data. VI. The RFP process may be canceled in writing by the Employment and Human Services Department prior to awards if the Contra Costa County Board of Supervisors determines that cancellation is in the best interest of the County. VII. With respect to this RFP, the County reserves the right to reject any, some, or all bids and proposals. The County reserves the right to negotiate separately in any manner to serve the best interests of the County. All proposals become property of the County, without obligation to any bidder. RFP 1085 Page 9 APPENDIX 7 VIII. Proposals will be judged on overall quality of content and responsiveness to the purpose and specifications of this RFP. Proposals should be without expensive artwork, unusual printing, or other materials not essential to the utility and clarity of the proposal. Evaluation criteria and weight factors are described below. IX. A five-person review panel consisting of County representatives, PSSF Sub- Committee members and community residents will evaluate all proposals received. On the basis of panel ratings, the EHSD Director will make recommendations to the Contra Costa County Board of Supervisors. Bidders will be notified of this recommendation in writing. Award of a contract by the Board of Supervisors will constitute acceptance of a proposal. X. Only bidders submitting a proposal in accordance with RFP No.1085 may appeal the RFP process. Appeals must be submitted in writing and should be addressed to the Employment and Human Services Department Director and received at 40 Douglas Dr., Martinez, CA 94553 no later than 5:00 p.m. on May 25, 2006. Notification of a final decision on the appeal shall be made in writing to the bidder. XI. Successful bidders will be expected to promptly enter contract negotiation with EHSD. This may result in'mutually agreed upon changes in plans or activities identified in the proposal. As a result of this negotiation, actual contract(s) may include other agreements and clarifications of activities, consistent with the intent of this RFP. XII. Services will begin upon the signing of a contract according to a mutually agreed upon start-up schedule. The County is not liable for any cost incurred by.the contractor prior to the effective date of any contract. XIII. Selected contractors will be responsible for all services offered in their,proposal, whether or not contractors.perform them directly or through subcontractors in multiple agency collaboration. XIV. EHSD will actively monitor service implementation and delivery and provide contract monitoring. Any material breach of contract requirements will constitute grounds for terminating the contract. XV. Contracts from this RFP will be for a twelve-month period (July 1, 2006 through June 30, 2007) with satisfactory first-year performance as a condition of any future contract renewal for up to two additional years. . XVI. All contracted parties must agree to implement the County's alcohol/drug abuse prevention/treatment policy and comply with related monitoring and evaluation procedures. RFP 1085 Page 10 APPENDIX 7 APPLICATION INSTRUCTIONS AND PROPOSAL OUTLINE APPLICATION INSTRUCTIONS 1. Responses must be in the form of a proposal package containing a complete proposal and all required supporting information and documents. 2. Each bidder must submit one original proposal package and ten (10) complete copies with attachments included, unless otherwise noted on Respondent's Checklist. 3. All narrative materials are to be single-spaced on 8 1/2" X 1 1" paper with no less than.1" margins on each side of paper. Use one side ofpaper only. Total proposal should not exceed 15 pages excluding cover sheet, program summary, table of contents, budget, budget narrative and required attachments. 4. Pages must be stapled together and numbered consecutively with each section identified by an appropriate Roman numeral. 5. Forms 1-4 (attached to this RFP) are to be fully completed and attached in the order indicated on the Respondent's Checklist. 6. All information in the proposal package must be presented in the following sequence: (This listing shall comprise the Proposal Table of Contents.) -- -- -- PROPOSAL OUTLINE -- Section I. - Introduction 1.1 Proposal Cover Statement (Form #1) The Proposal Cover Statement with original signatures of the bidder's Board of Directors' President and Executive Director attached to the original of the proposal must precede the-narrative. Copies of the form must also serve as a cover page to the remaining ten (10) proposal copies submitted. 1.2 Table of Contents Include a table of contents. RFP 1085 Page 11 APPENDIX 7 SECTION II - PROGRAM NARRATIVE 11.1 Agency Overview (1-2 pages for each agency/party) � (Submit an agency overview for each party in a.collaborative.) A. State your agency's mission and its overall service and treatment philosophy. . B. Describe briefly: 1. Your agency's primary program components and services, and years in operation 2. Target population(s) served: number of clients, demographic and geographic information, and types of services provided. 3. Experience providing services to children and families, particularly programs and activities that enhance child development, foster positive communication and parenting techniques, and address high risk factors, such as substance abuse and domestic violence, that may result in the removal of children from their homes 4. Community outreach efforts and networking relationships 5. Staffing pattern (size, composition, education level) 6. Extent of involvement of interns and volunteers (include training, duties, supervision) 7. Primary sources of financial support 8. Location of agency to provide PSSF services 11.2 Program Proposal (8 pages or fewer) A. Describe each program for which PSSF funds are requested. For each program, please address the following: 1. Program design, methodology. & objectives • What are the organization's mission and objectives, and how are they compatible with the service goals and objectives of PSSF? Who is the target population? Please provide details on demographic information on the target population, including client household composition, number of clients served, age range of clients served, and geographic location. EHSD will give consideration to those agencies that are located outside the identified zip codes that have demonstrated their capacity to provide access to residents of the identified service areas. • What services will be provided to this population and who will provide the services? Where and how will the services be offered? Please indicate the days and hours when the services will be offered, languages in which services will be provided, any costs to be incurred by the clients, and service delivery methods, including how accessible RFP 1085 Page 12 APPENDIX 7 services are to families through public transportation, etc. • How will "service units" be defined? Specify the length of time and the total number of each type of service unit that will be provided to clients during the contract period. Example: Contractor will provide a minimum of 12 parenting education classes a year. Each parenting class will be 4 hours in duration and will have a minimum attendance of 10 people. 2. Program evaluation — outcomes Evaluation: Describe in specific detail how you will determine the success of the program. • How will service delivery be monitored? Example: A minimum of 90%'of clients who attend parenting skills workshops will show improvement of parenting skills knowledge as evidenced by a pre- test/post-test. Outcome Objectives Respondents will be required to develop specific outcomes that measure the impact or results for each service component. Good program outcomes address overall contract goals and should provide a quantifiable answer to these questions: (1) What service will be provided and by when? (2) To whom will services be delivered? (3) What will change? (4) How will the change be measured? 3. Collaboration and Coordination _ Collaboration: If this proposal is a collaborative effort, describe the primary ___,activities and responsibilities of each collaborator. Indicate how._ _ _____ resources will be shared, how funds will be leveraged and blended, and how service duplication will be avoided. Please include memorandums of cooperation. Coordination: Indicate how this program will interface with other public and private agencies serving the same target populations or providing related services and how residents (families) will be involved with i service design and/or delivery. Please include memorandums of +, support. Show how you will: * Build community * Use existing community resources * Complement and strengthen existing resources 4. Matching Funds RFP 1085 Page 13 APPENDIX 7 Indicate plans made by your agency or collaborative agencies to incrementally raise matching funds over a three-year period as follows: * First Year: The agency or collaborative agencies must raise at least 5% of the total portion of the PSSF grant given for their respective part of the County Second Year: The agency or collaborative agencies must raise' at least 10% of the total portion of the PSSF grant given for their respective part of the County Third Year: The agency or collaborative agencies must raise at least 15% of the total portion of the PSSF grant given for their respective part of the County 5. Describe the process goals and timeline for implementation of the service plan._ Process goals describe the action-steps that the agency or collaborative will take in order to implement the service plan. If the proposal is a collaborative effort, describe-each agency's specific responsibilities and timelines, and the respective primary roles of staff in each agency in completing the action-steps. 6. Program staff (full time equivalencies, responsibilities, experience) 11.3 Cultural Sensitivity (1 page) Indicate,how proposed programs will address issues of cultural diversity. Describe strategies and processes you will use to assure that services are culturally sensitive and relevant to the client population. 11.4 Bidders' Experience (1 page) Describe your agency's current or past experience in providing the proposed services, including length of time your agency has been providing these services. Indicate staff experience with methodologies to be used. Note any other relevant aspects of your agency's service history that demonstrate capacity to provide the proposed services. Additionally, agencies located outside of the targeted zip codes should note any demonstrated capacity to provide services to communities located in the selected service areas. 11.5 Fiscal Management Information Narrative (1 page) A. Provide a brief description of the lead agency's accounting system and internal controls. Include the following as appropriate: 1. Overall system (accrual, double-entry, automated or manual) 2. Timekeeping system 3. . Inventory system 4. Payroll system 5. Cost allocation plan and methodology RFP 1085 Page 14 r APPENDIX 7 6. Ledger system for receivables, payables, expenses, disbursements, petty cash B. Explain how your fiscal system is administered and by whom. Include responsibilities of Board of Directors, Executive Director and fiscal staff in fiscal management. Describe experience and qualifications of fiscal staff. C. Describe fiscal procedures and policies or attach a manual of fiscal procedures and policies.. SECTION III. - PROGRAM BUDGET INFORMATION 111.1 Program Budget Complete a line-item budget for all programs, showing all costs. 111.2 Program Budget Narrative Each budget cost item must be detailed in the narrative section and should reflect the basis for the computations. Every item must be completed if applicable. Minimal narrative requirements are described below: Describe the following budget rationale and calculations: A. Administration/Salaries/Benefit 1. Administration and Support Include supervisors, directors, clerical support staff, administrative staff with no service delivery responsibilities. Divide the salaries of staff with both "Service Delivery" and "Administration" responsibilities in proportion to the time allotted for each activity. List such staff in both categories. Indicate titles, rate of pay, time allotted to program and FTEs. Explain in narrative. Administrative costs may not exceed 15% of total request. 2. Program Staff Include all staff involved in service delivery. Indicate titles, rate of pay, time allotted to program and_FTE's. 3. Payroll Fringe Benefits Report estimated costs of benefits, vacations, sick leave and training days on the line-item budget. Narrative shall list staff by title, FTE's, pay rate and amount of time allocated. Include for each staff title by type (FICA, SUI, FUTA, Worker's Compensation, leave and health and other insurance), applicable rates or basis. RFP 1085 Page 15 APPENDIX 7 B.' OPERATIONS 1. Occupancy Describe all applicable factors (e.g. rent/leases) and basis for allocating cost to program. 2. Utilities Describe all applicable factors and basis for allocating cost to program. 3. Telephone, Postage, Insurance, Equipment List by type, justification of cost and basis for allocating cost to program. 4. Printing/Photocopying List cost by type and describe justification for cost and basis for allocating costs to program. 5. Materials List by type and describe justification of.cost. 6. Travel Describe type, justification, and basis of cost. Include service delivery, administration mileage and transportation costs for clients. 7. Miscellaneous Indicate kinds of anticipated miscellaneous costs, such as childcare for clients while receiving services. Each item over $100 should be explained individually. A financial audit for the project by an outside accountant will be required at the end of the contract term and is an allowable cost. Total audit costs should be prorated among all agency programs. RFP 1085 Page 16 APPENDIX 7 PROPOSAL REVIEW AND SELECTION All proposals submitted in compliance with the RFP requirements will be eligible for review and selection. Proposals will be evaluated in two distinct areas: 1. Service proposal and bidder's implementation capability. 2. Fiscal proposal and bidder's fiscal management capability. Proposal Selection Methodology: 1. EHSD Contracts and Grants Unit staff will review each proposal's adherence to RFP specifications, including: -Proposal Cover Statement -Proposal Narrative -Agency Information (including required attachments) -Budget forms -Other fiscal information (including required attachments) Minor irregularities in submissions may be waived. All proposals deemed responsive will be referred to the PSSF RFP Review Committee and to EHSD fiscal staff. 2. The PSSF RFP Review Committee will review all proposals and evaluate and score all service and budget elements per the attached Rating Sheet. 3. Proposal selection will be guided by community-specific goals. 4. The Employment and Human Services Department and the PSSF RFP Review Committee may make on-site visits and use other information available to it before making final recommendations. RFP 1085 Page 17 APPENDIX 7 RATING SHEET Program elements will be weighted as follows with a maximum score of 100: Program Elements and Possible Score 1. Proposal Cover Statement - required but not weighted 2. Agency Overview/Components 0 - 5 3. Bidder's current or past experience and demonstrated ability of applicant to deliver services to the targeted communities as specified 0 - 10 4. Program Proposal # Program design/methodology (10 pts.) # Program evaluation/outcomes (10 pts.) # Collaboration with other organizations(10 pts.) # Coordination (5 pts.) # Ability to raise matching funds (5 pts.) # Program accessibility (location(s) and hours) (5 pts.) 0 - 45 5. Program Implementation and Oversight # Program staffing (FT equivalencies, responsibilities, experience) and management # Action-steps and timeline for implementation, including primary roles and responsibilities, as well as a target date by which the program will be operational 0 - 5 6. Cultural sensitivity of program and relevance of services to diverse client populations, including delivery of services in the clients' primary language 0 - 5 7. Use of local resources, inclusion of local residents in program planning, implementation and evaluation 0 - 10 8. Program Budget (line-item and narrative) 0 _ 1a 9. Bidder's fiscal operation and administration 0 - 10 Total 100 pts. RFP 1085 Page 18 APPENDIX 7 MONITORING AND EVALUATION OF CONTRACTS EHSD will actively monitor services provided through these contracts. At a minimum, contractors will be expected to: 1. Complete any required State data collection forms as supplied by the Employment and Human Services Department. 2. Complete program monitoring forms supplied by EHSD. 3. Maintain adequate records of service provision to document compliance with service plan. 4. Cooperate with the collection of other fiscal/administrative/service data as requested by EHSD. EHSD will: 1. Monitor subcontracts written by and entered into by the contractor; 2. Provide information to contractors concerning additional State or County data requirements not provided herein; and 3. Provide technical assistance to contractors, as requested, to help meet project goals. RFP 1085 Page 19 APPENDIX 7 COUNTY CONTRACT REQUIREMENTS Upon acceptance of a proposal and award of a contract by the Board of Supervisors, the successful bidder will enter into a. standard County contract that specifies: 1. Parties to the Contract 2. Effective Dates 3. Legal Authority 4. Signatories to the Contract 5. Service Specifications and Provisions for Reporting, Monitoring, and Evaluation 6. Fiscal Provisions a. Method of payment to contractor. Either a fee-for-services contract or a cost reimbursement contract may be negotiated with bidder at County's option. b. Program budget segregated into personnel and operating costs, indirect costs and revenue (if any) to allow determination of reasonableness and allocability'of line items. C. Provisions for audit. 7. General Conditions Contractors must comply with standard County Contract General Conditions, which will be available at the bidder's conference. 8. Special Conditions, as required. Contractors may have to satisfy additional insurance requirements prior to contract effective date. No contractor will be reimbursed for service until insurance requirements are met. J RFP 1085 Page 20 Y APPENDIX 7 REQUIRED ATTACHMENTS & RESPONDENT CHECKLIST Each respondent must submit a proposal in the following order with documents as described (unless otherwise noted). Duplicate enclosed forms as necessary. ( ) A. Proposal Cover Statement (Form #1) attached as cover to each proposal ( ) B. Table of Contents O C. Program Description ( ) D. Proposal Narrative O E. Program Budget ( ) F. Fiscal Management Information Narrative ( ) G. List of Agency Board of Directors (Form #2). ( ) H. Agency'Organizational Chart indicating how proposed project relates with other agency projects and programs. ( ) I. Job Descriptions and Resumes of Executive Director and key program staff ( ) J. Bidder's Statement of Qualifications (Form #3), completed and signed by Agency Executive*Director and President of Agency Board of Directors. (Form #3 with original signatures must accompany original proposal.) ( ) K. Bidder's Contracts and Grants (Form #4), completed and signed by the Agency Executive Director and the President of the Board of Directors. (Form #4 with original signatures must accompany original proposal.) ( ) L. Fiscal Attachments , a 1 copy of bidder's IRS 501(c)(3) determination letter attached to original proposal copy, b. 1 copy of bidder's manual of fiscal procedures and policies, if available, attached to original proposal copy. c. 1 copy of bidder's last audited financial statement attached to original ----- --- --- -- _ - - proposal copy:.. . d. 4 copies of current Agency Operating Budget with revenues and expenses indicated. ( ) M. Agency.Brochure (as available) O N. Other Relevant Attachments RFP 1085 Page 21 APPENDIX, 7 Bidder's Conference RSVP Form To: Contra Costa County Employment and Human Services Department Contracts Administrator: Attention: RFP #1085 40 Douglas Drive - Martinez, California 94553 RE: Attendance of Bidder's Conference for RFP #1085. I/we plan to attend the Bidder's Conference in Martinez on.March 28, 2006 from 9:30 a.m. to 12:00 p.m. Name: Organization: Address: Phone: 1 / we will be bringing (#) of people. 1 I / we are most interested in learning about (check all that apply): More details regarding PSSF Budget Preparation . Evaluation Designated Funding Areas Other Please return completed form to the above address by 5:OO pm, Friday, March 24, 2006, or fax it to the EHSD Contracts Unit at (925) 313-1758. RFP 1085 Page 22 APPENDIX 7 FORM #1 PROPOSAL COVER STATEMENT - PSSF RFP NO. 1085 Applicant Organization Business Address Phone Year Organization Founded Contact Person & Title 501(c)3 yes Exemption Expiration Date no Other (explain): Federal Employer Number: List Collaborative Partners, if applicable: Title of Proposal Agency Prior Year Net Operating Budget $ Total Program Budget $ Program Funds Requested From FPSP $ Total Number of Clients to be Served Ethnicity of Client Population(s) Proposed Geographic Service Area We submit the attached proposal and attachments'in response to Contra Costa County's Request for Proposals #1085 dated March 3, 2006, and declare that: If the Board of Supervisors of Contra Costa County accepts this proposal, we will enter into a standard contract with Contra Costa County to provide all work specified herein as proposed or in accordance with modifications required by Contra Costa County. Funds obtained through this contract will not be used for other programs operated by the bidder/contractor unless -- — -- - - stipulated within the proposal and accepted by the County: Authorized representatives: (two signatures required) Name: Date: Signature: Executive Director Name: Signature: Date: Board President This form must accompany the proposal package when submitted. Only one copy with original signatures is required. ,RFP 1085 Page 23 v APPENDIX 7 FORM #2 RFP No.1085 CURRENT BOARD OF DIRECTORS 1. Number of Board members required by agency's bylaws: 2. Number of members on current Board: 3. When and how often does the Board meet: . 4. List current Board members below (or attach Board List in this format): Name of Member City of Residence Occupation/Affiliation Board Position 5. Describe key roles and responsibilities of the Board: RFP 1085 Page 24 - APPENDIX 7 FORM #3 RFP No.1085 BIDDER'S STATEMENT OF QUALIFICATIONS 1. List any licenses or certifications held by the agency, with expiration dates. 2 (a) Who administers your agency's fiscal system? Name: Phone: Title: Work Schedule: (b) What CPA firm prepares the agency's annual audit? Name: Phone: Address: 3. Number of years bidder operated under the present business name. List related prior business names, if any, and timeframe for each. 4. Number of years bidder has provided the services described in this proposal or related services. - ---- -- - -- -------- -- --- - -- --- - -------- --------- 5. Has bidder failed or refused to complete any contract? Yes No If yes, briefly explain. 6. Is there any past, present or pending litigation in connection with contracts for services involving the bidder or any principal officer of the agency? Yes No . If yes, briefly explain. RFP 1085 Page 25 APPENDIX 7 FORM #3, Continued 7. Does bidder have a controlling interest in any other firm(s)? Yes No If yes, please list below. 8. Does bidder have commitments or potential commitments that may impact assets, lines of credit or otherwise affect agency's ability to fulfill this RFP? Yes No If yes, specify below. 9. Supply names, addresses and phone numbers of two references, one each in the areas of financial/administrative management and social service delivery to substantiate experience and qualifications. Bidder attests, under penalty of perjury, that all information provided herein is complete and accurate. Bidder agrees to provide to County other information the County may request as necessary for an accurate determination of bidder's qualifications to perform proposed services. Name and Title Date (Executive Director or Board President) Name and Title Date (Executive Director or Board President) Note: When more than one agency will collaborate in providing services(s), each agency involved must complete this form. RFP 1085 Page 26 0 APPENDIX 7 FORM #4 RFP No.1085 CONTRACTS AND GRANTS 1. List current contracts and subcontracts including government contracts and/or grants: Contact Name/Phone # Services Provided Contract of Contractor/Grantor Under Contract Dates 2. List key contracts/grants completed in the last five years, including government contracts/grants: .3. Bidder agrees to allow County to contact contractors for information relative to bidder's performance. Sign below. Name and Title Date (Executive Director or Board President) Name and Title Date (Executive Director or Board President) Note: When more than one agency will collaborate in providing services(s), each agency involved must complete this form. RFP 1085 Page 27 l j < , APPENDIX 9 FACT FIRST MONITORING VISIT SITE VISIT QUESTIONNAIRE (To be conducted in fall/winter.of the first year of a new funding cycle) SECTION I: GENERAL INFORMATION 1. Agency Name: 2. Program Name: 3. Date of Site Review: 4. FACT Site Review Team Members: Primary FACT member with responsibility for written report. (This individual will remain as monitor for this agency throughout the two-year cycle.) Other team members: 5. Agency/Program Staff Interviewed: Name: Title: SECTION II. PROGRAM PHILOSOPHY AND GOALS L Please describe the problem that your FACT-funded program seeks to address. 2. What are your current program goals? (Please list specific goals) Do they differ in any way from those cited in your proposal? If so, please explain the differences (s). Revised 10/03 1 3 Specifically, what population is served by this program (all families, specific high risk groups, single neighborhood, current abusers, etc.)? 4. Who is your primary client? (infant, child,parent, or family/extended family) 5. 'How successfully do you think you are covering your target area? Approximately what percentage of the target population are you able to serve? 6. How many clients are you actually serving in this first quarter compared to your original prof ections? / SECTION III: ORGANIZATIONAL MANAGEMENT/STAFFING L. Briefly describe how this FACT-funded program is fitting into the overall operations of your agency. 2. Does your Board have any involvement with your FACT-funded program? What role does your,Board play, if any? 3. Is the staffing fully in place for your FACT program? Or, if your program is a continuing one from prior years, have you had any changes in staffing? 4. Does your staff receive any specific training for your FACT program? When hired? Ongoing? 5. Is your program using any volunteers? If so, how are they recruited and trained? How many are currently involved? Revised 10/03 ' 2 SECTION IV: CLIENT FLOW 1. Are you spending your FACT dollars as projected for this program? Are your expenses running higher or lower than your original projections? If so, please explain. 2. Do you anticipate spending down your FACT'funds at a relatively consistent rate (i.e. approximately 1/12 of the contracted amount each month?)? If not, what is the reason? SECTION V: RESOURCE ALLOCATION 1. From where are most of your clients coming? What types of outreach do you do? 2. How do clients learn about your program? 3. ' What screening criteria determine who is served and who is screened out from your program? , 4. What happens to clients not accept for services? 5. What problems are most of your clients experiencing? (e.g. drug/alcohol abuse, child abuse, homelessness, mental health issues, unemployment,etc.) 6. Do all clients receive the same services? If not, how do you determine a specific intervention plan? Is the client involved in this planning? 7. Do you maintain a waiting list? How are clients handled during this period? About how many people are on the waiting list at any one time? 8. On average, how long does the process from referral to receipt of services take? Revised 10/03 3 9. How is a client's progress reviewed? By whom? How often? 10. What type of coordination/information sharing do you do with referral agencies? (CPS, schools,juvenile court, health, mental health, other CBO's) 11. On average, how long does a client receive services? 12. What criteria do you use to close a case? Who makes this decision? 13. What type of client follow-up do you do or do you plan to do? (formal or informal, how often, with whom?) SECTION VI: COMMUNITY CONTEXT 1. In general, is your program well-known and received positively in the community? What issues/barriers have you.encountered? SECTION VII: INTERAGENCY COOPERATION 1. Is your project a specific collaboration with other agencies?, If so, which agencies? 2. What benefits have you found from this collaboration? 3. What challenges have you'encountered from this collaboration? 4. How does this FACT program coordinate with other agencies around the problem(s) you are seeking to address? Revised 10/03 4 r SECTION VIII: MISCELLANEOUS 1. What predicted or unforeseen problems have you encountered? What specific actions are you taking to address these problems? 2. Are there other issues or facets of your program of which you would like FACT Committee to be.aware? 3. Please attach copies of: • Any publicity your program has received(July 2004 to date) r • Any specific materials you have developed for the program • Fiscal demands to the County for FACT-funded services (July 2004 to date) 4_ What predicted or unforeseen problems have you encountered? What specific actions are you taking to address these problems? 5. Are there other issues or facets of your program of which you would like FACT Committee to be aware? 6. Please attach copies of: • Any publicity your program has received (July 2004 to date) • Any specific materials you have developed for the program • Fiscal demands to the County for FACT-funded services (July 2004 to date) Revised 10/03 5