ADDENDUM TWO, QUESTIONS and ANSWERS

Date: August 4, 2017

To: All Bidders

From: Robert Thompson/Teresa Fleming, Buyers

AS Materiel State Purchasing Bureau

RE: Addendum for Request for Proposal 5659 Z1

to be opened August 21, 2017 at 2:00 p.m. Central Time

Questions and Answers

Following are the questions submitted and answers provided for the above mentioned Request for Proposal. The questions and answers are to be considered as part of the Request for Proposal. It is the Bidder’s responsibility to check the State Purchasing Bureau website for all addenda or amendments.

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Question Number / RFP
Section
Reference / RFP
Page Number / Question / State Response
1. / Can you please provide information as to whether your RFP 5659 Z1 has a pre-proposal conference. Form B, as referenced, is not the document noted within the document. / There is no pre-proposal conference scheduled for this RFP (5659 Z1). Section I.E. and I.F. are boilerplate options that were inadvertently left in the final RFP by mistake. Please see Addendum One – Correction, posted on the RFP webpage.
2. / I wanted to inquire if there is an current incumbent for RFP 5659 Z1. / There is a current provider who develops and delivers New Worker Training and In Service Training.
3. / Please provide incumbent details for this opportunity. / The current subaward and amendment can be located at:
http://dhhs.ne.gov/children_family_services/SubGrants/University%20of%20NE%20CCFL%20Training%2010-1-16%20to%2012-31-17.pdf
http://dhhs.ne.gov/children_family_services/SubGrants/University%20of%20NE%20CCFL%20Training%20Amendment%201%2010-1-16%20to%209-30-17.pdf
4. / VI.A.2.i / 36 / Background: In regard to staff resumes, the RFP states “Resumes should include . . . at least three (3) references . . . who can attest to the competence and skill level of the individual.”
Question: May the bidder’s staff cite current employees of the Nebraska Department of Health and Human Services as their references? / Yes.
5. / V.A.
Project Description and Scope of Work / 28 / Question: Under the heading “V. Project Description and Scope of Work,” p. 38 of the RFP states that “The bidder should provide the following information in response to this RFP,” which is followed by a list of requirements delineated in points A-I (p. 28-33). We are a bit unclear as to how to interpret this statement. Are applicants expected to:
1.  Develop a narrative that responds to the points outlined in Section V?
2.  Incorporate the points outlined in Section V within the Requirements Matrix of the Technical Approach? OR
3.  Do both (1) and (3)? / The bidder is expected to incorporate Section V. Project Description and Scope of Work into the Requirements Matrix on page 39.
6. / VI.A.2.i. / 36 / For nonincumbent bidders, is it necessary to provide resumes for every position proposed or just leadership positions? / All bidders should provide resumes for all personnel proposed by the bidder to work on the project.
7. / VI.A.2.i. / 36 / If new positions are being proposed for which personnel have yet to be identified, should job descriptions be included in lieu of resumes? / Yes, for proposed positions or positions yet to be filled, the job description and required qualifications should be included.
8. / V. A. / 28 / Is there a current vendor?
How long has the current operator been in place? / Yes, please see State Response to questions 2. and 3.
The current provider has been delivering this service for more than 20 years.
9. / V. B.1. / 28 / Do you have current job descriptions for trainers and other anticipated team members available?
Is the structure of how services are provided the same throughout the state? Example a CPS worker in one region does work from intake to exit but in another region the workers specialize. It is the same in the region(s) with private agencies that provide the services?
Has the state conducted a jobs analysis? If so, can we access this information?
How many new workers are employed per year?
Can they wait to start training on a cycle basis?
Where in the state are the employers hired (what are the cities or regions with largest number of new employees per year?
What is the retention rate of workers?
What is the average length of employment for workers?
What efforts is the agency making to retain workers?
What is the level of education of a new worker? Social work degree, other degrees, field experience in the professional prior to being hired, etc.? / DHHS does not have the job descriptions from the current provider.
The Nebraska Department of Health and Humans Services is responsible for the statewide Child Abuse and Neglect Hotline and all initial assessments throughout the State. Additionally, the State agency is responsible for all ongoing case management except in Douglas and Sarpy Counties. The scope of this RFP excludes employees of the private contacted agency in Douglas and Sarpy Counties (see page 28, V.B.2). The structure in how services are provided throughout the State varies by each service area. In the rural areas, CFSS may have families from initial assessment to case closure; in more populated areas, CFSS may specialize in initial assessment and ongoing. One exception is the statewide Child Abuse And Neglect Hotline, CFSS who work at the hotline are specialized intake workers.
The State does not have a current jobs analysis available.
Section V. B. 1. a. iv. is hereby amended to read:
Average number of CFS Trainees hired over the last two years:
a) October 1, 2014-September 30, 2015 = 161
b) October 1, 2015 – September 30, 2016 = 168
Refer to Section V. B. 3, page 28 of the RFP. The frequency of New Worker Pre Service training start dates must reflect the needs of the field.
The CFS Service Area Map can be located at: http://dhhs.ne.gov/children_family_services/documents/CFSPSMap.pdf, the most populous counties include Douglas, Sarpy and Lancaster.
CSA / ESA / NSA / SESA / WSA / Other / Total
New Hires (10/1/14 - 9/30/2015): / 24 / 46 / 35 / 32 / 19 / 5 / 161
New Hires (10/1/15 - 9/30/2016): / 26 / 37 / 40 / 40 / 19 / 5 / 168
Approximately 67% of CFSS employed on 8/1/2016 are still with DHHS one year later on 8/1/2017. The retention rate is defined as the number of persons whom still work for DHHS (irrespective of demotions/transfers to other DHHS divisions/promotions) one year from a reference date.
Note: this data contains CFSS’ employed for the Bridge to Independence program and Adult Protective Services. These specializations are not required to attend New Worker Pre Service training.
As of 8/2/2017, of the 341 employed CFSS:
·  Average Experience in Current Role (Active): 3.76 Years
·  Average Experience with State Government (Active): 4.81 Years
Retention strategies include, but are not limited to:
-  Skip interviews
-  Flexible work schedules
-  Employee recognition
-  Initial Assessment teaming
-  Employee Relations Committee (Newsletter, food days and events, suggestion box)
-  Triage staffing with IA teams
Please see link to CFSS job description in Section V. B. 1. a. ii. on page 28 of the RFP.
10. / V. B.2. / 28 / We understand that Boys Town provides some of your services. What private agencies will be involved with this training? Who manages or coordinates the work between those agencies and the training contractor? Does this create any special issues that would impact the training? / The Subrecipient of this RFP will be the sole entity providing CFS Pre Service New Worker Training to DHHS employees. Nebraska Families Collaborative (NFC), the current agency providing ongoing case management in Douglas and Sarpy County, is responsible to train their employees.
The Scope of Work for New Worker Pre Service Training, Section V. D. is hereby amended to add:
“10. The Subrecipient must coordinate and collaborate with the organization under contract with DHHS providing case management and DCFS to comply with Neb. Rev. Stat. 68-1214. This includes but is not limited to: monthly meetings and partnering on training activities (such as development of curricula, sharing learning objectives, etc.). The DCFS Training Administrator and Training Program Specialist located at DCFS Central Office will support the coordination between agencies.”
11. / V. C. 7 / 28 / Will the state managers and supervisors be involved in the development of curricula, field based learning, or evaluating the training program?
What measurements will be used to evaluate the training program and to assess the employees competency improvements?
What are the practice/service areas the state or federal reviews have identified as needing improvements or not meeting standards? (CFSR, Title IV, AFCAR, etc.)
Are there any major new or changing programs or policies? i.e., Agency SACWIS system, case management methods, new laws, etc.
Is the state under court order/sanctions in any area of practice?
Beside Structured Decision Making are there any other case management or evidence based models the state uses?
Motivational Interviewing, Progressive Visitation, trauma informed practice, differential response, family centered, principle based, solution focused, safety planning. / DHHS will provide support in training development by making DHHS staff experts and specialists available as consultants to insure accuracy in training content.
Employee competencies are evaluated per the Child and Family Services Specialist Competency Development Tool (CDT), Attachment B – SALT, of the RFP.
The Child and Family Services Review (CFSR) was completed in June 2017, the State is awaiting final report. Other data related to Nebraska’s child welfare system can be found in the Adoption and Foster Care Analysis and Reporting System (AFCARS) and the National Child Abuse and Neglect Data System (NCANDS).
See the DHHS Business Plan at http://dhhs.ne.gov/Documents/BusinessPlan.pdf
Not enough information or explanation for the State to provide a response.
Page 30 of the RFP specifies core concepts to be included in New Worker Pre Service Training which does include trauma informed practice, family/person centered practice, safety planning, etc.
12. / V. D. 2. A. / 29 / What combination of field learning, asynchronous and synchronous training is desired?
Will there be considerable changes required in the curricula from prior years?
Is the current curricula owned by an entity or does the State own it?
Do we need to use a state operated LMS for registration and tracking or can we use our own LMS?
Does curriculum need to go through a review and approval process by DHHS staff? / The State has no predetermined expectation for the proportion of field learning vs asynchronous vs synchronous training.
The curricula needs to ensure the CFSS receive the necessary knowledge, skills and abilities to perform case management duties. While DHHS has the final approval for all curricula, the development of the curricula is the responsibility of the bidder.
Based on our contracts, DHHS possess a royalty-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use the curricula for federal or state government purposes.
Registration and tracking can be completed on the Subrecipients own LMS, however, the Subrecipient must input registration data, attendance data, and other tracking data as requested by DHHS into the DHHS LINK – EDC system.
Per Section V. C. 9 on page 29 of the RFP. DHHS shall have final approval authority of the content and format for all educational materials that are provided by the Subrecipient, and DHHS shall be identified as the sponsor.
13. / V. D. 2. B. / 29 / Does four weeks of training equate to 160 hours of desired curriculum?
What are the learning objectives? / The number of training hours is dependent on the bidders proposed solution.
The learning objectives will be determined by the subrecipient.
14. / V. D. 7 / 29 / Does DHHS have a preferred accredited school of social work? / Nebraska has 6 accredited schools of social work. Public universities include: University of Nebraska at Omaha, University of Nebraska at Kearney and Chadron State. The private universities are: Nebraska Wesleyan, Union College and Creighton University.
The Scope of Work for New Worker Pre Service Training, Section V. D. 7. is hereby amended to read:
“The Subrecipient shall collaborate with an accredited school of social work from a public university to ensure:
a. Curricula is rooted in social work best practices;
b. Training curricula complements social work curricula; and
c. DHHS is able to claim Title IV-E funds from certified public expenditures for collaborative work completed by the identified school of social work.”
15. / V. E. 1 / 31 / Does DHHS prefer to have the In-service Training delivered in field learning, asynchronous or synchronous format? If a combination, please indicate the balance desired between all three. / In service training can be delivered through various modalities. The State has no predetermined expectation for the proportion of field learning vs asynchronous vs synchronous training.
16. / V. A / 28 / Is there curriculum already established for New Worker or In-Service Training? If so, does DHHS intend to use some or all of the curriculum that is currently being used. / The current provider has developed training curricula for New Worker Pre Service and In Service Training. The contractor must develop and/or modify available curricula as a requirement of the RFP. DCFS can authorize others to use the current training material.