OFFICE OF PURCHASING SERVICES 2700 JUDGE FRAN JAMIESON WAY

VIERA, FL 32940-6601

SCHOOL BOARD OF BREVARD COUNTY, FLORIDA BOARD AGENDA ITEM – July 25, 2019

DEPARTMENT/SCHOOL INITIATED AGREEMENT 19-952-A-JW Brevard C.A.R.E.S.

☐ (BW) Bids Waived ☐ (CA) Consultant Agreement ☒ (SSA) Sales and Services Agreement

REQUESTOR: Head Start Legal Review: ☐ Yes ☒ No

VENDOR NAME AMOUNT AWARDED REQUIRED PRODUCTS/SERVICES

Brevard C.A.R.E.S. $64,800.00 Provide Services to Head Start Families; Provide Training and

Technical Assistance for Head Start Family Advocates

Total $64,800.00

☐ Contract Renewal ☒ Recurring Contract ☐ New Contract

New Contract Amount $64,800.00 Previous Contract Amount $64,800.00 Variance N/A

PRICE INCREASE / DECREASE EXPLANATION: N/A

DISCUSSION: The Head Start Program Performance Standard 1302.53 requires the grantee (The School Board of Brevard County, Florida) to establish ongoing collaborative relationships and partnerships with community organizations such as establishing joint agreements, procedures, or contracts and arranging for on-site delivery of services as appropriate, to facilitate access to community services that are responsive to children’s and families’ needs and family partnership goals, and community needs and resources, as determined by the community assessment. There are seven Family Engagement Outcomes within the Framework for the Parent, Family and Community Engagement component of Head Start. Grantees are required to assist families in achieving outcomes in these areas: Family Well-Being, Positive Parent/Child Relationships, Families as Lifelong Educators, Families as Learners, Family Engagement in Transition, Family Connections to Peers, and Community and Families as Advocates and Learners.

The district will contract with Brevard C.A.R.E.S. to provide services to Head Start families as well as training and technical assistance for family advocates as described in the refunding application and Brevard C.A.R.E.S Proposal. A complete copy of the refunding application is available in the Office of Early Childhood. The Board approved the submission of the Head Start refunding application at the March 26, 2019 board meeting.

CONTRACT TERM: The initial contract term shall commence July 26, 2019 and continue until June 30, 2020.

[DOCUMENT TITLE] | [Document subtitle]

RECOMMENDATION:

It is the recommendation of Jane Cline, Assistant Superintendent of Elementary Leading & Learning and Dr. Wendy Smith, Director of Elementary Leading & Learning to approve the attached agreement with Brevard C.A.R.E.S. AUTHORITY FOR ACTION: Florida Administrative Code 6A-1.012

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Brevard Public Schools Proposal

Submitted By: Tracy Pellegrino, Executive Director

Address: 4085 South US 1 Rockledge, FL 32955 Contact info: Office 321-632-2737 x 1012

Cell 321-276-5076 Date: June 13th, 2019

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Agency Background

Brevard C.A.R.E.S. (Coordination, Advocacy, Resources, Education and Support) is a

nonprofit 501(c) (3) organization that provides evidence based Family Strengthening innovations,

Family Team Conferencing, community-based service coordination and support to at-risk

families so that they may remain in their homes, community, and schools-free from system

involvement. Front-end prevention and diversion services are delivered so that families receive

intervention and support before they reach the threshold of abuse. Brevard C.A.R.E.S. contracts

and coordinates with several community services programs and organizations, as well

professional partners, so that each child and family has one, well-coordinated, seamless plan of

care that expands upon a family’s strengths while developing natural and informal supports that

can help to sustain a family long-term. Since inception in 2005, Brevard C.A.R.E.S. has

successfully served at risk families using innovative family strengthening techniques to reduce

the number of children that require formal system involvement

The core principles of practice focus on adherence to the Principles of Wraparound (as

defined by the National Wraparound Initiative at the University of Portland RTC) through use of

Family Team Conferencing and Care Coordination of resources and supports that are both

informal and formal. These are at the “heart” of a program that utilizes strength-based and family-

centered practice principles of family and youth engagement. These principles empower families

to function independently by teaching them the skills to navigate systems, while they improve

family functioning through attainment of measurable outcomes and goals. The principles ensure

inclusion of community supports; resources and services that are accessible and tailored to the

unique needs of each family within a flexible, responsive, culturally-competent service delivery

system. Family voice and choice drives the planning process and families are valued as equal

partners at the table. Family successes within the program are always celebrated! Active Crisis

and Safety Planning is used to effectively support and plan for family crisis, while imparting hope

and empowering families to be self-sustaining. Through the collaborative nature of Brevard

C.A.R.E.S., a common vision emerged. Stakeholders were driven to improve the lives of children

and families by promoting change and shared responsibility among agencies, professionals and

the community-at-large, and to “strengthen families by doing whatever it takes.”

Research and data has proven that the C.A.R.E.S. model results in improved functioning

and independence of families once they have successfully completed the program. This is

evidenced by a high rate of consumer satisfaction (99% of consumers are satisfied with the

Brevard C.A.R.E.S. program) and low recidivism rates at the six, twelve, eighteen and twenty

four month follow up of 94%, 92%, 94% and 92%, respectively (from fiscal year 2016). The

C.A.R.E.S. model achieved evidence-based status in 2016 and is listed on the California Evidence

Based Clearinghouse.

The Community Services Program Manager of Brevard C.A.R.E.S. is responsible for the

oversight of all administrative, fiscal, and programmatic activities of the program. The Executive

Director is the principal point-of-contact and project lead on any research and data analysis of

Brevard C.A.R.E.S.. The Executive Director of Brevard C.A.R.E.S. has served in the human

services sector for over 28 years practice.

Brevard C.A.R.E.S. Service Delivery for Head Start Families

After the Brevard Public Schools Family Advocate has identified that a Head Start family

is at high risk and experiencing an acute crisis, the Brevard C.A.R.E.S. Head Start Care

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Coordinator will be alerted for immediate response and is responsible for the implementation and

management of an individualized and comprehensive care plan through the provision of intensive

care coordination. The Care Coordinator will meet directly with the family no later than one

business day to assess family strengths and help the family identify their needs, goals and vision.

The Care Coordinator will remain connected with the family to participate in Wraparound Family

Team Conferencing meetings and to serve as a support and advocate for the family. The Care

Coordinator will then assemble a team based upon the family preferences made up of formal (if

indicated such as therapist, case manager, teacher) and natural supports (friends, neighbors,

church members) and set up the initial Family Team Conference, develop an individualized care

plan that guides the family and team in pursuing goals identified and ensure that services and

supports identified on the Care Plan are in place, well-coordinated and change with the changing

needs of the family over time. The acuity of the family drives the frequency of Family Team

Conferences needed. Intensive case management will be provided to those families identified as

high risk in Head Start with the greatest and most complex service needs. This may include

individuals who are homeless or at risk of homelessness, have a mental health need, persons with

substance misuse challenges and families who have been involved with the criminal justice

system, with the Department of Juvenile Justice or with the Agency for Persons with Disabilities

system.

The Brevard C.A.R.E.S. Care Coordinator will utilize the 24/7 Mobile Response Services

consisting of Masters Level Therapists responding on site to de-escalate crises and promote

family stabilization. Brevard C.A.R.E.S. has a network of over 75 providers that provide the

following services: assessments and evaluations, social skills acquisition, child care, clinical

consultations, diversion from juvenile delinquency and coordination of services, domestic

violence services, family therapy, flexible funding (rent, electric, water bills with no other

identified funding source), housing and employment assistance, intensive family services,

individual therapy, mentoring and certified behavior analyst services, outreach to families,

parenting groups, post adoption support groups and services, relative and non-relative support,

substance abuse counseling, therapeutic groups, trauma and recovery education and training,

behavior management, parent education classes and parenting groups, family mentoring services,

parent support and advocacy, family preservation, functional family therapy, clinical intervention

programs, social skills building groups, anger management, psychological evaluations,

psychiatric evaluations, medication management, sexual abuse counseling services, transportation

and legal services related to child custody. Each service request is customized to the unique needs

of the child and family and centrally authorized by Care Coordinators who have “real time”

access to services and community resources as alternatives to “paid” services. The frequency and

duration of services are authorized by the team and reauthorized as needed at subsequent

Utilization Reviews which are scheduled according to acuity for close monitoring when

warranted. This promotes efficient use and maximization of resources that tailors the level and

type of support as progress or need indicates. Brevard C.A.R.E.S. may utilize respite providers

that provide short term options while youth may be awaiting placement in Sub acute Inpatient

Psychiatric Program (SIPP) or inpatient substance abuse treatment. Respite can also be used

while intensive in home services are being coordinated.

When indicated, the Care Coordinator may authorize flexible support services for each

family to fill in any gaps in the service delivery system using Brevard C.A.R.E.S. provider

network of contracted and rate agreement providers for any additional supports and services

identified through the Family Team Conferencing process and outlined in the care plan that are

not currently being provided through Brevard Public Schools, Substance Abuse and Mental

Health Funding, Medicaid or other means of 3rd party billing. Flexible funding may also be

provided for financial needs of the family that will not be serviced by other means. The Care

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Coordinator will exhaust all other available community and in kind resources. Flex funds should

be considered at the Family Team Conference with alternative options considered. Flex funds are

a one-time assistance and tied to a clinical basic need of a family. Flex funds can assist with the

removal of a barrier to achieve a goal for the family. This resource is meant to address the

necessities of life; rather than what is merely “desirable.” Care Coordinators are “resource

experts” and exercise due diligence in securing resources that are of no cost to the family which is

at the heart of true Wraparound. This also includes tangible goods directly for the benefit of the

families served. The facility use of the Family Resource Center and volunteers may also be used

to contribute towards match.

The Care Coordinator will utilize Nurturing Skills for Families (NSF) as part of its in-

home program design when addressing specific parenting needs. The Nurturing Skills for

Families (NSF) is a program designed to provide flexibility in meeting the specific parenting

needs of families. NSF is a compilation of eighty lessons that are presented in the Lessons Guide

for Parents and eighty-five lessons presented in the Lesson Guide for Children. A review of the

Nurturing Parenting Programs show the lessons incorporate the theoretical and practical

foundations of all six currently recognized Protective Factors The goal underlying the NSF is to

tailor make specific parenting programs designed to meet the needs of individual families thereby

increasing parents’ commitment and participation. The parents and the Care Coordinator work

together in creating “family specific parenting programs.” The NSF program maintains the

fidelity of the evidence based Nurturing Parenting model, yet offers flexibility to allow for the

individual needs of the family and can be delivered in the home.

Training, Technical Assistance and Consultation:

Brevard C.A.R.E.S. will conduct monthly trainings with Brevard Public Schools Family

Advocates. Beginning in August and extending through April, the Brevard C.A.R.E.S. will train

on a variety of topics that align with the Strengthening Families and Head Start Parent, Family

and Community Engagement frameworks. Trainings will include small group interaction and

discussion, experimental exercise and activity, handouts, role play and video. The training will

prepare Family Advocates to meet the presenting needs of Head Start families and receive

ongoing support and consultation to promote staff professional development. Classroom training

will be provided in the following topic areas:

• Overview of Concrete Supports as a Protective factor including employment interviewing

for families

• Crisis Response and Crisis planning in promoting the Parental Resilience Protective

Factor

• Social and Emotional competence of children

• Wraparound and Family Team Conferencing

• Documentation

• Nurturing Parents

• Domestic Violence

• Substance Abuse

• Mental Health

• Transition, Aftercare and Discharge Planning

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In addition to the classroom training, Brevard C.A.R.E.S. will provide technical assistance and

consultation as needed in order for Family Advocates to successfully:

• Engage the family in decision making early in the process;

• Identify the family’s resources, strengths and potential barriers to success:

• Increase family involvement, parent empowerment and competency;

• Increase child functioning, child strengths and school readiness;

• Promote positive Parent-Child relationships;

• Increase family self- sufficiency and Family Well-being;

• Support early identification of need an increase the variety of options for solutions;

• Ensure a well- coordinated and integrated planning process;

• Offer continuity of care for families with multi system involvement;

• Generate one well- coordinated and individualized care plan;

• Promote culturally and linguistically appropriate services;

• Encourage locally based solutions amongst community partners;

• Improve the safety, stability and sustainability of children and families; and

• Offer a collaborative community forum for partners to work together.

Brevard C.A.R.E.S. will also act as a clearing house for local trainings open to

community attendance and will be responsible for collecting and distributing appropriate

community training options to the Head Start management team.

Brevard C.A.R.E.S. will also provide direct support and family-specific consultation, and

engage in solution focused planning with Family Advocates. This will provide a resourceful

environment to promote growth and development, to strengthen each staff member’s existing

skill set and teach new skills to improve family outcomes. On a quarterly basis, Brevard

C.A.R.E.S will meet with the Head Start management team and review cases that have been referred to the Brevard C.A.R.E.S. Head Start Care Coordinator.

Brevard C.A.R.E.S. will also provide training for the Head Start management team

regarding Wraparound philosophies, Family Team Conferencing and Strength and Cultural

Discovery. This will provide a base to promote growth and development, to strengthen each staff

member’s existing skill set and teach new skills to improve family outcomes.

Upon successful execution of a Memorandum of Understanding with Brevard C.A.R.E.S

select members of the Head Start management team will be provided with access to Mindshare,

the Utilization management and Prevention services computer system. In addition, the Brevard

C.A.R.E.S. Head Start Care Coordinator will complete data entry into the School Board of Brevard County Head Start, system of record, PROMIS/MyHeadStart.

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Exhibit B

Funding Costs

The proposed funding cost is $64,800 annually. This will provide staff salary and benefits for one full time Care Coordinator whom will also provide training, technical assistance and consultation. This includes the cost of position, operating costs and indirect costs. This position will serve as an ancillary support to Brevard Public Schools Family Advocates and provide Crisis Intervention, Family Team Conferencing and Care Coordination for families who have been determined to be at high risk or are in need of crisis stabilization.

The proposed budget is based on 63 families served annually or an average of 21 families

at any given time for average length of participation of 90 days (whereby the acuity of the family

drives the length of participation.) Thereafter, the billable unit rate per family served per month is

$225.00. The billable unit rate includes all service coordination and authorization of

services activities, preparation for the Family Team Conference, contacting providers and

Family Team members, use of the Mobile Response Team for crises, Intensive Case

Management Activities, authorization of services, client advocacy, face to face visits with the

family, Crisis and Safety Planning and related transition activities. Flexible Supports and

Flexible Funds dollars can be used as match. When Flexible Supports and Flexible Funds are

added, the average cost per family is estimated to be $344.00 per family per month for a total of

in kind support offered to BPS for this contract totaling $94,800. Brevard C.A.R.E.S will provide

a report each month on the amount of non-federal share (matching) dollars.

The total budget for Care Coordination and Family Team Conferencing is $56,700.

The training budget includes all training supplies, materials, 18 hours of classroom training

and 100 hours of consultation and technical assistance. The total budget for classroom training,

supplies, technical assistance and consultation is $8100.

Total Activity Funding Requested= $64,800

Projected Unduplicated Number of Individuals to be served: 63 families annually (an average

of 21 families per month with an average length of participation of 90 days)