Useful Information for Doing Business with the Illinois Department of Children and Family Services...

Useful Information for Doing Business with the

Illinois Department of Children and Family Services

Technical Assistance for Agencies Contracting with IDCFS

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© IDCFS Office of Professional Development, Parent and Caregiver Support

Doing Business with IDCFS Technical Assistance for Agencies

The outcome of this Technical Assistance, including the accompanying“Technical Assistance Handbook” is:

• to provide information that agencies can choose to use to help them conduct business with IDCFS;

• to provide an orientation to IDCFS mission, organization, and public child welfare services; • to provide technical assistance on IDCFS business matters of

procurement (including the types of services and programs procured under a contract); and

• to know and understand Performance-based contracting, monitoring, record-keeping, contract monitoring, outcome measures and evaluation, billing, payment and auditing.

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Keith Langston

These series of titles should consistnetly read when appropriate"Useful Information for Doing Business with the Illinois Department of Children and Family Services"

Choose from One (1) or More of the Following Technical Assistance Modules:

Module 1: Orientation to IDCFSModule 2: Law and Rule Governing ProcurementModule 3: Types of Services and programs procured by IDCFSModule 4: Conducting Business Under a Department Contract

Performance-based ContractingModule 5: Department Monitoring of Services Module 6: Other Useful Resource Links

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Doing Business with IDCFS Technical Assistance for Agencies



Module 1Orientation to IDCFS Mission,

Organization and Child Welfare Services


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Mission:• IDCFS Mission is to protect children who are reported to be abused

or neglected and to increase the family’s capacity to safely care for their children;

• Provide for the well-being of children in our care;• Provide early family reunification for children placed in foster care; • Provide an alternative permanent placement (such as adoption,

guardianship, etc.) as quickly as possible for those children who cannot safely be returned home to their family;

• Support early intervention and child abuse prevention services;• Work in partnership with communities to fulfill this mission

( Such as doing business with contracted agencies).

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Module 1: Orientation to IDCFS Mission, Organization and Child Welfare Services



Vision - We envision a future in which children:• Are served with respect, fairness, linguistic and cultural competence;• Live with their family when the family can provide for their safety,

permanency and overall health and well-being;• Who cannot live safely in their own home are placed in short term,

nurturing foster homes (with preference for relatives to the child); • Have no unplanned placement disruption (multiple foster homes, etc.);• Maintain family connections through visitation and other family

activities while placed in foster care; • Are quickly and safely reunited with their own family through

restorative family services; or • Are placed in adoption or with a permanent guardian when family

reunification is not possible;

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Vision - We envision a future in which children:• Are served by a comprehensive continuum of child welfare services, including

residential and other treatment services that meets the child’s needs for safety, health and well-being and permanency;

• Live in communities where partnerships between IDCFS and other public and private individuals, agencies and organizations provide an effective array of services that meet the needs of children and family members … and prevents child abuse or neglect;

• Are served by a competent highly trained staff and other allied helping professionals who respond to every report of abuse or neglect, and who act quickly and professionally to protect the child and ensure their well-being;

• Are served by a legal system that promptly and efficiently adjudicates their cases and provide a disposition that is in the child’s best interests.

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Department Organization:• IDCFS is one of the agencies under the Executive Branch (Office of

the Governor) of state government;• The Director of IDCFS is appointed by the Illinois Governor, subject

to confirmation by the state Senate;• IDCFS is organized into Divisions and Offices according to

administrative function and service program. Deputy Directors and Bureau Chiefs are delegated by the authority of the Director the responsibility and accountability for administration of the programs and services within each Division, Bureau or Office;

• For extensive information on IDCFS organization, including various child welfare services and programs, use the following link to the on-line Internet Site: http://www.state.il.us/dcfs/index.shtml

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http://www.state.il.us/dcfs/index.shtml

Module 2Law and Rule Governing

ProcurementTechnical Assistance for Agencies

Contracting with IDCFS

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Contracts Issued by IDCFS Must Comply with Requirements ofApplicable Federal Law, including but not limited to:

• The Civil Rights Act of 1964• Title 1 of Americans with Disabilities Act• Rehabilitation Act of 1973• Age Discrimination Act of 1967• U.S. Dept of Labor Executive Order 11246 Parts II, III, IV• Indian Child Welfare Act of 1978• Federal Burgos Court Consent Decree (Services to Spanish Language Clients)• Federal BH Consent Degree

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Module 2: Law and Rule Governing Department Procurement of Services from Agencies



Contracts Issued by IDCFS Must Also Comply with Requirements of Applicable State Law and Department Rules, including but not limitedto:

• State Procurement Act• State Ethics Act• State Human Rights Act (Civil Rights and Equal Employment Opportunity)• Department Rules (Rule 308.3, Non-discrimination Requirements for

Department Service Providers)• Rule 401, Agency Licensing Standards• Rule 412, Child Welfare Employee Licensing

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It is the responsibility of the Proposing/Contracting Agency to know,understand and comply with the Requirements of Applicable Federaland State Law and Department Rules, including contract and programservice Rules.

• A Summary of these Laws and Rules can be researched at the following on-line Department resource: http://www.state.il.us/dcfs/index.shtml

• To request additional research assistance, contact: [email protected]

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mailto:[email protected]

Module 3Types of Services and Programs

Contracted by IDCFSTechnical Assistance for Agencies


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Types of Child Welfare Services Provided by IDCFS:

IDCFS contracts with private agencies to provide services such as:• family preservation and in-home family support services; • family foster care; • kinship care; • adoption and post adoption services.

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Module 3: Types of Services DCFS Contracts with Agencies toProvide



Types of Child Welfare Services Provided by IDCFS:

IDCFS contracts with private agencies to provide services such as:• respite care for parents, kinship care and foster parents; • institutional care;• group home care; • support for youth in independent living ; and• support for youth in transitional living programs.

For extensive information on IDCFS child welfare services and programs, use thefollowing link to the on-line Internet Site: http://www.state.il.us/dcfs/index.shtml

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Module 3: Types of Services IDCFS Contracts with Agencies toProvide




What types of grants are Agencies awarded under contract?

There are four types of research and demonstration grants used by IDCFS.They are as follows:

• Federal Formula Child Abuse Grants • Federal Discretionary Grant Projects • State Child Abuse Grants • Foundation and other private sector grants

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The following pages provide a description of the four types of grants listed above.



1. Federal Formula Child Abuse Grants • These are federal funds made available under Public Law 93-27 to

the state on an annual basis for the general purpose of preventing and treating child abuse and neglect. They may be used to support staff, subsidize special projects or to support open competitive grants to local service providers. The amount of funds made available is based on a formula which takes into consideration the statewide population of children under 18 years of age.

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2. Federal Discretionary Grant Projects These are federal funds disbursed on a competitive basis to support:

• research activities that develop new ways of addressing human service problems;

• the transfer and implementation of previously developed techniques and knowledge;

• evaluations that assess the efficiency of existing programs, and; • projects that improve the delivery and management of social services.

These competitive funds are discretionary in that the Secretary of IDCFS ofHealth and Human Services makes them available based upon his/her judgment as to the effectiveness of proposed grant programs.

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3. State Child Abuse Grants • These are grants-in-aid for the research and treatment of child

abuse and neglect which are funded through General Revenue funds.

• Applicants are chosen to receive these grants through a formal application process.

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4. Foundations and Private Sector Grants • These grants, which can be used for specialized projects, are made

possible through foundations and private sector funding.

• These various types of grants are distinguished primarily by their funding source. The funding source, in most instances, will dictate the requirements to be followed in obtaining, disbursing and managing the grant, as well as the requirements for monitoring and evaluating the grant project.

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Module 4Conducting Business Under Contract;

Performance Based ContractingTechnical Assistance for Agencies


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• To improve outcomes for children, IDCFS currently uses a “performance based contracting” model.

• This simply means that when contracts are awarded, IDCFS expects to see measurable benefits to the clients of private agencies where the contract funds are being spent.

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Module 4: Performance Based Contracting



Specifically, agencies under contract are expected to manage casessufficiently to be able to show outcomes such as:

• that the average length of stay in foster care is reduced by the agency contract services provided;

• an increase in the exit rate or permanency rate (reunification, adoption, subsidized guardianship); and

• maintenance of balance between the number of cases exiting and entering the child welfare system, thereby controlling the number of open cases.

Generally examples or actual performance outcomes are stated within a Request forProposals for various Department services.

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• Agencies that show that these specific performance measures are being met are considered to be “high performing” and are more likely to have contracts renewed, or win additional contracts. Agencies that cannot show how such outcome factors on the preceding page are being met are considered to be riskier business partners and may not be awarded contract funding.

• Performance based contracting holds IDCFS partners accountable for providing quality, effective services. This is also known as a “fee for service” contracting model.

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When dollars are available, IDCFS releases RFPs, inviting private agenciesto apply for funding. Typically, RFP processes span 6 weeks.

• During this time, IDCFS releases formal documents that explain how the dollars are intended to be used, time frames for submitting proposals, the contract period, information which must be included in the proposal and guidelines for reporting on the funding once the contract is awarded.

• IDCFS also occasionally releases “Invitations for Bids” or IFBs. IFBs differ from RFPs in that they are awarded to individuals or organizations that provide support services rather than direct service to clients.

• From time to time, IDCFS also releases “Requests for Sealed Proposals” or RFSPs which require submission of complete packets that are delivered in sealed envelopes. This is designed to ensure a competitive bidding process.

SPECIAL NOTE: For purposes of this Module, the term RFP will be used to refer to all threeways that IDCFS announces available contracts.

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Why are Contracts Awarded?

• Contracts are awarded to enlist community partners to administer the child welfare program in the state. Research shows that well-being of families is best achieved when government agencies and community partners collaborate on service delivery.

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Where do Contract Dollars Come From?

• IDCFS awards contracts based on federal and state funding; • IDCFS will indicate when funding is from the federal government;• Sometimes, funding is available only one-time;• In other situations, funding is on-going and contracts may be

renewed after the initial funding period;• The funding source usually determines how awarded dollars may be

used.

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Which Agencies are Eligible to Apply for Contracts?• RFPs are released to the general public; • Eligibility to receive funding varies; • However, according to the Illinois Procurement Code, proposers

must be eligible to do business in the State of Illinois at the time that a bid is submitted;

• The Illinois Procurement Code requires a 14 day notice prior to the release of RFPs;

• Specific agency requirements are explained in detail when RFPs are released;

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Which Agencies are Eligible to Apply for Contracts?• Generally speaking, agencies that have a proven track record for

providing service;• Can prove financial stability through complete and accurate

accounting procedures and records;• Have competent managers and staff in place to provide service and

have solid tracking/assessment procedures in place to measure performance are most likely to be awarded;

• Agencies that may not have a proven track record but that have systems in place to achieve desired performance measures are also strong contenders to be awarded contracts;

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Which Agencies are Eligible to Apply for Contracts?

• When RFPs are released, community partners or vendors that are prepared to deliver the services to be contracted are encouraged to apply for the funding.

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May Proposers Ask Questions Once RFPs are Released?

• Yes, proposers are encouraged to ask questions and may ask questions in either of two ways.

• In some situations, a mandatory vendor conference will be held and an IDCFS staff member will review the requirements of the RFP. (Refer to RFP for instructions on mandatory compliance)

• In instances when a vendor conference is not scheduled, proposers may contact an IDCFS staff member by email or telephone to request clarification.

• Procedures for asking questions are explained in individual RFPs.

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What Makes a Strong Proposal?• Successful proposers are typically individuals or agencies that create

clear pictures of their ability to provide the services being contracted;

• Strong proposals usually include, in some combination, the following information:1. Clear description of agency missions, vision and values2. Statement of Need - explanation regarding why funding is needed,

how clients will be impacted by the availability of the service to be contracted

3. Evidence of agency reputation for providing service/support in the community

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What Makes a Strong Proposal? (Continued from previous page)

4. Explanation of deliverables – description of desired outcomes or goals that will be achieved;

5. Proof of agency ability to collaborate with other agencies (private or public) to provide resources to the community;

6. Description of an organizational structure with well-qualified professional staff and/or a professional network which will deliver the services;

7. Evidence of organizational sustainability -financial records which show financial assets sufficient to operate the organization, with or without the contract;

8. Unique, innovative and effective approaches to providing relevant services;

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What Makes a Strong Proposal? (Continued from previous page)9. Give explanation of how “best practice” or state-of-the-art techniques

will be incorporated into service delivery Data collection/performance assessment strategies which enable the agency to demonstrate effectiveness/results;

10. Describe Strategies/plans for reporting results to IDCFS;11. Include Quality assurance components which explain how program

effectiveness will be monitored during the contract period;12. Provide Breakdown of costs and how the contract funds will be used;13. IDCFS will consider the entire proposal when determining whether to

award contracts. The extent to which the proposal responds directly to the questions in the RFP and follows the format of the RFP will allow IDCFS to make a fair and objective assessment.

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Module 4. Performance Based Contracting



What Makes a Strong Proposal? (Continued from previous page)

Additional considerations for a strong proposal:• Don’t email or fax proposals if the RFP does not specifically state

that those formats are acceptable;• Don’t deliver the proposal to the wrong address; confirm the

required delivery address;• Don’t leave out required portions of the RFP.

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What Procedure is Used to Evaluate Proposals/Bids?

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RFPs generally indicate the rating scale/assessment procedure that will be used to evaluate proposals. Points are awarded for portions/components of proposals.

Typical evaluation areas for RFPs consist of the following:• work plan (whether a clear plan of how the money will be used

is provided, describes how and where services will be provided);• qualifications of the proposer (whether the agency possess the

past experience and or capacity to administer the proposed program); and• cost effectiveness (whether the budget provides for reasonable planned use of funds to deliver services). Click Here to Continue To Next Page


What Procedure is Used to Evaluate Proposals/Bids? IFBs are generally awarded to the lowest, responsible bidder. Typical evaluation categories for IFBs consist of the following factors:• Administrative compliance – the extent to which the proposal was

submitted in compliance with instructions;• Responsibility – whether the proposer has proper certifications, financial

stability, perceived ability to perform completely as specified;• Responsiveness – whether the proposal meets stated requirements;• Price – the lowest price that meets administrative, responsibility and

responsiveness requirements.

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Do Other Factors Also Help Determine Whether Contracts are Awarded?

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Yes, if IDCFS contracts have previously been awarded to agencies, the performance of the agency during the contract period is also considered.Typical evaluation categories for IFBs consist of the following factors: •Agencies that have not achieved desired outcomes;•Agency’s record keeping practices. Poor-record keeping is a disqualifier;•Agency’s financial health and budget management. Lack of budget compliance is a disqualifier;•Agencies that have not met monitoring/compliance requirements; or •Agencies that have been deemed to be “risky” by financial ranking organizations may not be funded.



Do Agencies Have Recourse if They do not Receive Contracts?

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Agencies that are not awarded contracts may file appeals. Appeals must state specifically why proposals should be reconsidered. Generally, award decisions are binding. However, reasons like procedural violation, improper review and evaluation of facts or discriminatory practices would serve as reasons for granting of appeals.

The Illinois Administrative Code provides guidelines for how and when appeals must be filed and how they must be investigated. Appeals must be submitted within 7 days after contract awards are announced.Appeal guidelines may be obtained at the following web site:

http://www.ilga.gov/commission/jcar/admincode/044/044000010R55500R.html



http://www.ilga.gov/commission/jcar/admincode/044/044000010R55500R.html

Module 5Department Monitoring of Contract


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How are Contracts Monitored Once They are Awarded?

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Module 5: Contract Monitoring

Depending on the services to be provided, most RFPs describe exactly the desired outcomes and the types of information/evidence that will be reviewed to measure the effectiveness of contracts that are awarded

• Generally, RFPs call for weekly, monthly or quarterly submission ofreports that measure distinct indicators of success. These

indicators may consist of factors like a reduction in referrals received and increases in reunification rates; • Failure to communicate with the funder regarding challenges to service delivery may jeopardize continuance of contract;• Failure to identify and address problems or signs of non-compliance may jeopardize the contract.



How are Contracts Monitored Once They are Awarded? • In addition, contractors are expected to comply with the provisions

for being a vendor with the State of Illinois. • Specific vendor guidelines may be found at:

www.purchase.state.il.us• For each Contract awarded, the following Department support staff

are available: Responsible, Recommending DCFS Deputy Director; DCFS Contract Administrator DCFS Contract Monitor DCFS Division/Region Contract Business Liaison DCFS Contract Analyst

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http://www.purchase.state.il.us/

What Is Expected Once Grants are Awarded? Awarded contracts are expected to directly impact the well-being of children and families served by IDCFS. Depending on the type of contract awarded, measurable outcomes may include but not be limited to:

• child safety;• permanency through family reunification;• well-being; • adoption or subsidized guardianship; • family preservation; • prevention; • etc.

Program specific desired outcomes are stated specifically in RFPs when theyare released.

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Illinois Administrative Procedures indicate that monitoringprocedures that are utilized should meet the following goals: • Assess the efficiency and effectiveness of the project; • Determine the value, worth and quality of the services provided;• Compile objective data to determine if the project was successful in

reaching its goals; • Analyze the impact of the project and determine whether it should

be considered for replication.

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The following good business practices are also expected. These maybe reviewed in the event of an audit:

• Adherence to proper billing procedures – turn in billing invoices in a timely manner and accurately charge services to the appropriate contracts;

• Maintenance contract related records for prescribed period of time after the contract period, generally 3 years;

• Assurance that staff is properly credentialed or certified with evidence of credentials/certifications on file;

• Sustaining proper staffing levels by creating plans for dealing with staffing shortages and/or work stoppages;

• Proper selection and screening of staff making deliberate efforts to ensure staffing diversity;• Establishment of staff training requirements and providing ongoing staff training and keep

training records on file;• Implementation of a comprehensive and thorough quality assurance program.

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What Assistance is Available to Help Contract Partners succeed?• IDCFS believes that the only way for contractors to consistently meet

contracting guidelines and requirements is for agencies to acknowledge difficulties and assistance that is needed.

• IDCFS staff is committed to helping make contract partners successful and consequently makes staff available to provide advice regarding program implementation, in accordance with government guidelines and requirement.

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What Assistance is Available to Help Contract Partners succeed? (Continued from previous page)

• Whenever possible, IDCFS will arrange training on contracting procedures. As needed, when deficiencies are noted, IDCFS will refer contractors to specific technical assistance providers in effort to provide the tools and expertise to succeed.

• Contractors who wish to request training or other types of technical assistance should contact IDCFS.

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Module 6Other Useful Resources


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http://www.state.il.us/dcfs/index.shtml [email protected] www.sba.gov/training www.illinois.gov/dceo/SmallBizAssistance/Pages.aspx www.illinois.gov/dceo/Pages/default.aspx www.smallbusiness3.com/training www.scorechicago.org

IDCFS Technical Assistance Handbook (hyperlink)

Illinois Technical Assistance District Office Directory (hyperlink)

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Modulele 6: Other Helpful Resources

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