Yuba County Home Visiting Program Services

Q (No subject): 1. How many total visits are expected to occur weekly, monthly etc. for the 15 county clients and 17 community clients? Will this be the program cap at any given time? a. RFP wording states "Provide PAT home visiting services for up to fifteen (15) families referred by CAPS, and seventeen (17) families referred by community referrals with children 0-48 months for a period of time as dictated by the family situation" i. Does this mean that at any given time there would be 32 families being seen on a regular basis?

A: There is not a prescribed number of home visits. The selected vendor is expected to implement home visiting services in alignment with the Parents as Teachers (PAT) evidence-based model. Home visiting frequency is based upon the needs of the family. The maximum number of families served between the three (3) divisions at one time should not exceed 135. Because this RFP consolidates multiple existing agreements into a single contract, previous caseload numbers do not directly translate to the new structure. This number may vary depending on future funding allocations and program needs. The home visiting program will serve families who need deeper intervention in addition to receiving case management services from HHS; families receiving services from California Work Opportunity and Responsibility to Kids (CalWORKs) program; and, pregnant women, children and families residing in Yuba County who would benefit from the home visiting program.

Q (No subject): 1. In Section 3.3 it states that "staffing to consistently maintain a caseload of 45-50 families served annually". So to confirm, at any given point in time each full time parent educator would have a caseload of 45-50 families that they see on a weekly (1.5.1) or biweekly basis (3.2)? If this were the case and the worker is traveling between families then the majority of families would have to be every other week to make it functional at this caseload level. b. (from PAT essentials requirements attachment #13 shares numbers that new PEs would do 48 visits per month, which would be just over 2 visits per day (48 visits per month /22 avg. work days in a month = 2.2 visits per day). Experienced PEs would do ~2.7 visits per day. Is this calculation accurate?

A: There is not a prescribed number of home visits. The selected vendor is expected to implement home visiting services in alignment with the Parents as Teachers (PAT) evidence-based model. Home visiting frequency is based upon the needs of the family.

Q (No subject): 2. How many home visitors are currently being utilized or do you plan to utilize to accommodate the county’s current needs?

A: Staffing levels are to be defined by selected vendor based on scope of work.

Q (No subject): 3. How many hours is the average home visit?

A: The average length of a home visit should follow Parents as Teachers (PAT) model guidance and best practices. Vendors are expected to structure home visit duration in alignment with PAT guidelines.

Q (No subject): 5. Group Connection Activities: a. How long are the minimum 12 group connection activities annually? b. Is the expectation and hope that there are more? If so how many?

A: Vendors should follow Parents as Teachers (PAT) model guidance and best practices when determining the appropriate length and structure of each session to ensure all PAT elements are fully addressed.

Q (No subject): 6. To confirm, PAT materials such as educational and/or sensory toys, books, videos, etc. are supplied by the provider?

A: The vendor is responsible for providing material goods as a tool to engage participants in positive development activities, as deemed appropriate for home visiting program participants.

Q (No subject): 7. How frequently are check-in/referral meetings with the county? (i.e. once a month per family, etc.)

A: The frequency and structure of check-in meetings with the county will be finalized with the selected vendor during the contract review and approval process.

Q (No subject): 8. How frequently should the provider be expected to provide "summary and progress records to County on a schedule as determined by the CAPS social worker"? (i.e. once monthly per family?)

A: No less than quarterly but may occur more frequently as needed to support case coordination and family progress.

Q (No subject): 9. How frequently and how long are the CQI workgroups with the county? Who is required to attend? Just provider program lead? Management team?

A: The frequency and length of CQI workgroups with the county will be finalized with the selected vendor during the contract review and approval process.

Q (No subject): 10. Regarding the section, "Ensure all HVP staff attend annual Ethics, Conflicts of Interest, Relationships, Philosophy, Professionalism training" are there specific trainings or as long as these are addressed within trainings we identify that is sufficient?

A: Vendors may select or develop trainings of their choice as long as all required topics are fully addressed.

Q (No subject): In section 3.5 What does case management and system navigation services look like? A lead care manager who is not the Parent Educator that helps someone schedule appointments, fill out paperwork, etc.?

A: Case management and system navigation services within the program are delivered through the Parents as Teachers (PAT) home visiting model. This includes supporting families through regular home visits, identifying needs, and making appropriate referrals to community resources. These services are not intended to function as a separate care manager position. The focus is on helping families access services, navigate systems, and receive referrals in alignment with PAT model expectations.

Q (No subject): In section 3.17 How many hours is a part-time licensed therapist currently being utilized per week / month?

A: The current use of a part-time licensed therapist is tied to existing agreements, which are being consolidated and restructured under this new RFP. The new Scope of Work for the home vising program does not currently specify a requirement for a licensed therapist.

Q (No subject): In section 13. 3.19 how long are the bimonthly meetings with designated county contacts to provide CHVP status updates? (1 hr? all day? on site / remote?)

A: Bimonthly meetings with designated County contacts are typically scheduled for approximately one hour, with flexibility to meet either in person or virtually. The final meeting structure and format will be confirmed during the contract review and approval process to ensure alignment across all divisions.

Q (No subject): In section 3.22 To confirm the provider would need to cover the costs of the staff subscription to the Penelope and Power BI systems? If yes, how much is expected per user?

A: The California Home Visiting Program does not require providers to subscribe to Penelope or Power BI. Vendors are expected to submit required data and reports to the County in the formats and timelines specified in the contract, but they are not required to maintain their own subscriptions to Penelope or Power BI.

Q (No subject): o In section 1.5 – 1.5.10: Provide PAT home visiting services for up to fifteen (15) families referred by CAPS, and seventeen (17) families referred by community referrals with children 0-48 months for a period of time as dictated by the family situation, such as: 32 total per parent educator? 32 total for whole program? Are families in county generally aware and open to services? Specific criteria that determines which referrals should be prioritized?

A: The total of thirty-two (32) families refers to the overall program capacity described in this section, not per Parent Educator. Families referred are informed about the program at the time of referral, and acceptance of services is voluntary.

Q (No subject): •In section 1.7 it states Conduct a minimum of twelve (12) group connection activities annually. Can these be any activities as identified by the provider? Are there specific needs or activities the county would like to have completed?

A: The Group Connection activities should align with Parents as Teachers (PAT) model and guidelines. Providers may select or design activities as long as they meet PAT requirements and incorporate the core PAT components.

Q (No subject): Do PAT caseloads close along with the closing of the CPS case?

A: No, a Home Visiting Program case would not automatically close when a CPS case closes. Families may continue receiving services as long as they choose to participate.

Q (No subject): • In section 2.1: Does the county have a specific protocol for when families refuse or are unwilling to participate?

A: Participation in the home visiting program is voluntary, and families may decline at any point. When a family declines services, the vendor documents the refusal and closes the referral and notifies the county.