This reference tool serves as a resource for prospective applicants who are interested in applying for a residential child care license and contracting with the Department of Family and Protective Services (DFPS) to provide residential child care services to children in DFPS foster care.

DFPS has provided this guide as a courtesy for use by parties interested in learning about procurement and contracting opportunities with DFPS. This guide contains basic program and contracting information only and is not intended as a comprehensive review of all applicable state law or a substitute for legal counsel by a licensed attorney. The information provided in this guide is not legally binding on DFPS and is subject to change without notice at any time.

Entering into a residential contract with DFPS adds an additional set of requirements above the Residential Child Care Minimum Standards. The Residential Contract incorporates Service Level Indicators, applicable federal and state laws, and requirements related to the services expected by Child Protective Services (CPS) for children in foster care. When developing policies and procedures for contracting purposes, be sure and provide specific timeframes, detailed processes for implementing the requirement, and staff position responsible for the task.

The intent of utilizing this tool is to reduce duplication of effort on the part of prospective applicants by aiding in the preparation of certain information required for a residential child care license application that can later be submitted to the DFPS Procurement Division as part of a residential contract application. The DFPS Procurement Division will forward a portion of the application packet to the CPS Residential Contracts Division for a readiness review and to the Service Level Monitor (Youth for Tomorrow) for a Service Level monitoring review.

Please note that this tool does not cover the full scope of information that will be required by Residential Child Care Licensing (RCCL), CPS Residential Contracts, and the Service Level Monitor. The prospective applicant must provide all of the information in the residential child care licensing application and the residential contract application located on the Electronic State Business Daily (ESBD) website as required by the procurement.

If a residential contract procurement is not posted on the ESBD website and the prospective applicant plans to apply during a future procurement, the prospective applicant may review a copy of the current year’s Residential Contract.

The following matrix cross-references major categories of information needed by Residential Child Care Licensing, Residential Contracts and/or the Service Level Monitor. The referenced licensing standard corresponds to a similar category heading in the contract. The prospective applicant must carefully review and compare the Residential Child Care Licensing Minimum Standards, the Residential Contract requirements, and Service Level Standards. Following is the location of these documents:

RCCL Minimum Standard Category Contract Requirement Service Level Indicator
Children’s Rights [TAC §§748.1101-748.748.1119 for GRO & RTC; §§749.1001-749.1021 for CPA] Foster Care Rights
Ensuring support of all of the rights listed in the CPS Rights of Children and Youth in Foster Care
Children’s Rights, Clothing, [TAC §§748.1101(12-14) and 748.1105(2) for GRO & RTC; §§749.1003(12-14) for CPA] Clothing and Personal Items
• Safeguarding and tracking of children’s clothing and personal items at admission and as the child acquires new items:
• Purchasing and updating clothing and purchasing appropriate grooming and hygiene items
• Maintaining all receipt purchases and inventory of children’s clothing and personal items
Admission, Assessment and Placement [TAC §§748.1201-748.1271 for GRO and RTC; §§749.1101-749.1189 for CPA] Admission, Assessment and Placement
• Describing admissions policy, including approval process and after hour, emergency and non-emergency admission policies
• Complying with DFPS placement policies and processes, state and federal laws
Admission, Assessment and Placement
• Describing program policies and procedures, model and philosophy
• Describing all program components
• Providing sample of 72 Hour Treatment Plan, Diagnostic Assessment
Medical Consent [TAC § 748.1207 for GRO & RTC; §749.1109(A)(2) for CPA] Medical Consent for Foster Care
• Complying with DFPS medical consent policy
• Ensuring completion of DFPS-approved medical consent training by foster parents or employees who are serving as medical consenters
Service Plans [TAC §§ 748.1331-748.1387 for GRO & RTC; §§749.1301-749.1139 for CPA] Service Planning and Coordination
• DFPS permanency goals
• Service Level requirements
• All behavioral, educational and transition plans

Service Plan
• A sample of treatment plan or plan of service
• A written example of daily schedule for school year, summer, and weekends
• Written Professional Development Plan
Service Plans—Maintaining Relationship w/ Child’s Family [TAC §748.1337(b)(1)(B) for GRO & RTC; TAC §749.1309(b)(1)(B) (also refer to Child Rights)] Maintaining Connections
• Making a good faith effort to ensure that child preserve desired and appropriate connections to cultural identity, including religious/spiritual, community and family
• Arranging sibling visits for children placed at different placements (CPA only)
Education Services [TAC §§748.1301-748.1305 for GRO &RTC; §§749.1891-749.1895 for CPA] Educational and Vocational Services
• Complying with DFPS requirements for access to an educational program accredited by the Texas Education Agency
• Updating and maintaining each child’s Education Portfolio
• Documenting review of report card/progress report with each child
• Notifying the school district or the Early Childhood Intervention (ECI) program, depending on the age of the child, within 3 days of placement of the child
• Providing access to, assistance needed, and transportation to appropriate vocational training for each child
• A copy of contract or agreement with school system or a written description of the relationship with the school system.
• A sample of school reports
Discharge and Transfer Planning; Release of Child [TAC §§ 748.1431-748.1481 for GRO & RTC; §§749.1361-749.1379 for CPA] Removal and Discharge
Complying with DFPS requirements for:
• Planned and unplanned discharges
• Notification to DFPS within timeframes
• Provision of a discharge plan and other required information to DFPS.
Medical and Dental Care [TAC §§748.1501-748.1551 for GRO & RTC; §§749.1401-749.1435] Behavioral Health and Healthcare Services
• Accessing all behavioral health and healthcare services through STAR Health
• Complying with DFPS requirements for accessing medical, dental, vision and behavioral health services and timely Medical and Dental THSteps Check Ups
• Ensuring that behavioral health services are consistent with child’s permanency goals, services plans, evaluations and desired outcomes for child and are documented in the child’s Health Passport
• Identifying individual(s) who provide behavioral health services and whether they are STAR Health network providers and are subcontracted with your operation
Medication, Behavioral, and Substance Abuse Treatment
• A sample of Medication Monitoring Reports
• A sample of individual, group, & family therapy notes
• Policy regarding Substance Abuse assessment, treatment and intervention for children who may require such
• Contracts, agreements or plans for professionals providing therapy services to the child
Nutrition & Hydration [TAC §§748.1691-748.1709 for GRO & RTC]; Nutrition and Food Preparation [TAC §749.749.3081 for CPA] Food
Attaching an example of a monthly menu and describing:
• Whether eating areas are cafeteria style or home-like (RTC, GRO)
• Whether children participate in School Lunch Program
• How children are encouraged to make meal suggestions
Use of Psychotropic Medications [TAC §§748.2253-748.2261 for GRO & RTC; §§749.1603-749.1611 for CPA] Psychotropic Medications
• Raising concerns to DFPS and STAR Health if prescribed regimens are outside the Psychotropic Medication Utilization Parameters for Foster Children
• Ensuring evaluation for continued treatment by a physician in the STAR Health Network at least quarterly
Psychotropic Medication
• Providing contracts, agreements, or plans of professionals providing medication monitoring, and on-call/emergency services
Emergency Behavior Intervention [TAC § 748.237; §§748.2401-748.2909 for GRO & RTC; §§749.2001-749.2339 for CPA] Crisis Management Same as Licensing but must include copy of policy with contract application Behavioral Intervention
• A written description of behavioral and therapeutic intervention component
• A written plan to direct, continuous observation of a child who may be at risk of harming self or others, and to provide awake night staff if indicated based on needs of the child
Physical Site, TAC §§748.3301-748.3421 for GRO & RTC; Foster Homes: Health and Safety Requirements, Environment, Space and Equipment, TAC §§749.2901-749.3041 Physical Plant Layout
For GRO and RTC:
• Attaching a copy of floor plan submitted to Licensing
• Describing living areas
• Identifying safety precautions (e.g., cameras, alarm systems) and whether facility is locked or unlocked
• Describing rooms used for de-escalation
For GRO, RTC and CPA:
• Describing bedroom furnishing and whether children may decorate their rooms
Disaster Plan, TAC §748.3713(9) and (19) for GRO & RTC; TAC §749.2907 for CPA Disaster and Emergency Response Plan
Attaching Disaster Plan specifically describing plan for:
• Adequate provision of staffing, shelter, food, transportation, medication, emergency equipment, and services
• Identification, location and tracking of children
• Protection and recovery of children’s records
• Communication with DFPS,
• Post-disaster activities
• Return after evacuation
• Keeping disaster plan current
• Ensuring each foster home provides a copy of their disaster plan (CPA)
Recreation, TAC §§748.3701-748.3937 for GRO & RTC; §§749.1921-749.1927 for CPA Routine Recreational Activities
• Providing recreational activities such as indoor, outdoor, school, community and religious or spiritual activities that are age-appropriate, varied and interesting to the child
• Ensuring that children have input into types of activities
• Intervening appropriately to reduce risk of harm
• A written example of a recreation schedule
• A description of recreational program including its therapeutic value
Transportation, TAC §§748.4001-748.4111 for GRO & RTC; TAC §§749.-3101-749.3111 for CPA Travel
• Providing or arranging all travel necessary to ensure a child’s access to heath care, education, recreation, family, court, CPS meetings and other activities required by child’s plan of service
• Obtaining DFPS approval appropriately
Foster Home Screenings and Verifications, TAC §§749.2401-749.2599 for CPA Contractor Support and Verification of Foster Homes
• Verifying and continued monitoring of foster homes
• Ensuring availability of case manager services and support to foster families at all times
• Providing additional training, support and over sight/supervision for home verified at the Intense Service Level, if applicable
Foster Parent Training and Documentation
• A written training schedule for foster parents to complete annual training requirements
• A sample of foster parent daily log
Respite, TAC §§749.2621-749.2635 for CPA Intermittent Alternate Care
Complying with contract requirements for using Intermittent Alternate Care (CPA only)
NA Contractor Participation
• Participating in activities and meetings, such as healthcare appointments, school meetings, legal staffings and CPS planning meetings
• Participating in legal proceedings when requested
Case Management Notes
• A sample of serious incident report
• A sample of case management notes