Sponsor: Social Services
Title
title
Agreement with Evolve Adoption and Family Services for Social and Medical History Writing Services
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Recommendation
recommendation
1. Approve the selection of and the agreement with Evolve Adoption and Family Services, 5850 Omaha Avenue North, Stillwater, MN 55082 for foster child social and medical history writing services for the period of November 17, 2020 through November 16, 2023, with two additional one-year renewal periods, in accordance with the rates as established in the agreement.
2. Authorize the Chair and Chief Clerk to execute the agreement.
3. Authorize the County Manager to approve and execute change orders and amendments to the agreement, in accordance with the County’s procurement policies and procedures, provided the amounts are within the limits of available funding, in a form approved by the County Attorney’s Office.
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Background
background
The County has identified a need for a Provider to assist County Social Services staff in writing comprehensive social and medical histories for foster children and youth identified by the County.
Minnesota statutes require that the County work with the birth family, foster family, medical and treatment providers, and the child's school to ensure there is a detailed, thorough, and up-to-date social and medical history of children and youth in foster care. Social and medical histories are used to document family background information to assist in developing appropriate foster care interventions; assist in the foster and adoption matching process; document information required to comply with requirements for full disclosure to an adopting parent; provide a child with a comprehensive written document of her/her life history prior to and while in foster care; document a child’s physical, mental, social/emotional, or behavioral disability, or how a child is at risk of developing one or more disabilities; to establish eligibility for adoption assistance; and to provide a child with family medical and genetic history information. The social and medical histories are also used to help keep children and youth connected with their biological families if they cannot reside with them.
Social and medical histories are currently written by County staff which significantly reduces the time that staff are available to provide direct services to the families on their caseloads. This contract will provide for the written documentation of social and medical histories so that County staff can focus on providing direct services to families.
On May 6, 2020, a competitive Request for Proposal (RFP) was released. The competitive solicitation summary is below:
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Request for Proposals Title |
Social and Medical History Writing |
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RFP Release Date |
May 6, 2020 |
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RFP Response Due Date |
June 4, 2020 |
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Number of Contractors Notified |
13 |
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Respondents |
Evolve Adoption and Family Services |
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Proposal Evaluation Committee |
The selection committee included two County Social Services Department Supervisors, a County Health and Wellness Administrative Division Research and Evaluation Planner, and the Executive Director of Ampersand Families. |
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RFP Evaluation Criteria |
Qualifications, project understanding & approach, cost, cultural responsiveness |
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Contractors Recommended |
Evolve Adoption and Family Services |
The evaluation committee evaluated the proposal based on the criteria identified in the solicitation and is recommending Evolve Adoption and Family Services.
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County Goals (Check those advanced by Action)
☒ Well-being ☐ Prosperity ☐ Opportunity ☐ Accountability
Racial Equity Impact
A detailed social and medical history is required for children entering foster care, many of whom are African American, American Indian, or multi-racial. In 2019, Ramsey County experienced disparities in these groups with 34.4% of out of home placements involving African American children and youth, 20.7% American Indian children and youth, and 9.2% multi-racial children and youth. At the same time these groups made up a much smaller percentage of Ramsey County’s total population at 12.9%, 1.0% and 3.7% respectively. The Contractor is required to have staff available to meet the cultural and linguistic needs of the families and any professionals such as the guardian ad litem, therapists, and teachers involved in information gathering for the social and medical history documents.
Community Participation Level and Impact
A representative of the community was included on the evaluation team for the Social and Medical History Writing Request for Proposals that recommended entering into an agreement with Evolve Adoption and Family Services.
☒ Inform ☒ Consult ☒ Involve ☐ Collaborate ☐ Empower
Fiscal Impact
Funding for these services is available in the Social Service Department’s 2021 budget. Costs are estimated to be $100,000 annually.
County Manager Comments
County Board approval is required for new professional or client services agreements resulting from the Request for Proposals process.
Family and medical social history writing services for youth in foster care helps support the County’s goal to strengthen individual, family and community health, safety and well-being through effective safety-net services, innovative programming, prevention and early intervention, and environmental stewardship.
Last Previous Action
None.
Attachments
1. Professional Services Agreement