Amendment 1 - KRFP2402 - RFP570_Specs.doc

STATE OF IDAHO

THE DEPARTMENT OF HEALTH AND WELFARE

REQUEST FOR PROPOSAL (RFP)

Amendment 1 Foster Parent Recruitment and Retention

KRFP2402 / IPRO RFP570

Issue Date 07/12/2024

TABLE OF CONTENTS

Page

1RFP ADMINISTRATIVE INFORMATION

OVERVIEW

QUESTIONS

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS

PROPOSAL FORMAT

PROPOSAL REVIEW, EVALUATION, AND AWARD

MANDATORY SUBMISSION REQUIREMENTS

Business Information Organization and Staffing

SCOPE OF WORK

APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE

APPENDIX B -- REPORTS

APPENDIX C -- STATE OF IDAHO Contract TERMS AND CONDITIONS

APPENDIX D -- RIDERS

APPENDIX E -- IDAHO TERMS AND CONDITIONS BACKGROUND AND LIMITATIONS

ATTACHMENT 1 -- OFFEROR QUESTIONS

ATTACHMENT 2 -- MODIFICATION AND EXCEPTION FORM

ATTACHMENT 3 -- PRE-PROPOSAL CONFERENCE REGISTRATION FORM

ATTACHMENT 4 -- STATE SIGNATURE PAGE

ATTACHMENT 5 -- COVER FORM

ATTACHMENT 6 -- DILIGENT RECRUITMENT PLAN

ATTACHMENT 7 -- REGION MAP

RFP ADMINISTRATIVE INFORMATION TC "RFP ADMINISTRATIVE INFORMATION" \f C \l "1"

Grants/Contracts Officer grace.helie@dhw.idaho.gov

Submit Proposal to:

Submit electronically via IPRO Electronic Submission:

IPRO LOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Thursday, 07/18/2024, 2:00 p.m. Mountain Time By Webx only You must email the RFP Lead by the Pre-Proposal Registration Deadline to receive conference details. Late registrations will not be guaranteed to receive conferencing information. There will not be an in-person conference.

The Department is conducting Virtual Electronic Bid Openings instead of in-person Public Bid Openings.

OVERVIEW TC "1

OVERVIEW" \f C \l "1" 1.1 Purpose The Department of Health and Welfare, Division of Youth Safety and Permanency (Department) is seeking Foster Parent recruitment and retention services.

1.2 Background Information The Department is seeking a Contractor to provide services for the recruitment and retention of foster parents in Idaho. The Contractor must work in collaboration with the Department to achieve the identified strategic goal to increase the ratio of foster parents to children to one point five (1.5) from a current level of point seven five (.75). The Contractor must help to promote a positive perception of foster care in Idaho and support the Department’s primary goal of reunification with parents or legal guardians whenever it is safe to do so.

The Contractor must provide statewide recruitment services with recruitment coordinators located in all seven (7) regions served by the Department. Recruitment coordinators must work collaboratively with the Department’s statewide program specialist, statewide foster care program manager and regional licensing supervisors and staff to develop effective recruitment efforts that are designed to increase the overall number of skilled and qualified foster families that are willing to accept children for placement, especially those children aged twelve (12) and older, sibling groups and children with emotional, behavioral, and medical needs.

The Contractor must also provide retention services in the form of Resource Peer Mentors to assist in the recruitment of foster families and to provide support to existing foster families. Resource Peer Mentors must be experienced foster parents who are able to use their own experience to answer questions and provide guidance to less experienced foster parents.

QUESTIONS TC "2

QUESTIONS" \f C \l "1" 2.1 Restrictions on Communications

From the issue date of this RFP, until a Contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with Department staff, evaluation committee members, or other associated individuals, except the Department’s RFP Lead.

2.2 Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the time indicated in the RFP Administrative Information Section, page 1 of this RFP. This will be your opportunity to ask questions of Department staff. All interested parties are invited to participate via WebEx. To receive conference details, participants must register for the Pre-Proposal Conference no later than Wednesday, 07/17/2024, 4:00 p.m. Mountain Time by submitting the completed Attachment 3 -- Pre-Proposal Conference Registration Form via e-mail to the RFP Lead at grace.helie@dhw.idaho.gov. Late registrations will not be guaranteed to receive conferencing information. Vendors are strongly encouraged to submit questions to the RFP Lead prior to the pre-proposal conference. Any oral answers given by the Department during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the vendor’s own expense.

2.3 Questions and Vendor Proposed Modifications and Exceptions to Requirements, Terms, or Conditions

Questions must be submitted, by email, to the RFP Lead by the date and time indicated in the RFP Administrative Information Section, page 1 of this RFP in order to be considered. Vendors are strongly encouraged to submit any proposed questions, and or modifications to the requirements, terms, or conditions at this time. Written questions must be submitted using Attachment 1 -- Offeror Questions and requested modifications and or exceptions, must be submitted using Attachment 2 -- Modification and Exception Form. The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. Official answers to all written questions will be posted on the State’s eProcurement system (IPRO) as an amendment to this RFP.

2.3.1 Proposed modifications and exceptions to requirements, terms or conditions must contain the following:

a.

The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

b.

Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

c.

Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.3.2 If a Proposal contains modifications or exceptions that are not identified specifically on Attachment 2 and that are submitted after the Question deadline.

2.3.3 The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated.

2.3.5 Proposals which condition the Proposal based upon the State accepting other terms and conditions not found in the RFP, or which take exception to the State’s terms and conditions or the Department’s Special Terms and Conditions, will be found non-responsive, and no further consideration of the Proposal will be given.

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS TC "3

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS" \f C \l "1" 3.1 General Instructions

3.1.1 Proposals must be submitted as detailed in 3.1.6 below. Except as otherwise addressed in this Solicitation, all submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

3.1.2 Alternate proposals are not allowed.

3.1.3 All files must be in Microsoft Word, Excel or searchable PDF format. The only exceptions are Attachment 1 – Offeror Questions and Attachment 2 -- Modification and Exception Form which must be submitted in Word format. The electronic version must NOT be password protected or locked in any way.

3.1.4 All Offerors participating in this Solicitation must establish an account in the IPRO system as it is necessary in order to submit your response and award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.1.5 Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the Closing Date to allow for resolution of technical difficulties. Be advised that the State is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.

3.1.6 Both the Technical Proposal and the Appendix A - Cost Proposal and Billing Procedure must be submitted electronically through IPRO. Failure to input this data in IPRO will result in the Proposal being found non-responsive. Download the Excel spreadsheet titled “Appendix A – Cost Proposal and Billing Procedure” found in the Question Section of IPRO. Complete the spreadsheet, upload it back into IPRO in an Excel spreadsheet format. Upload your Technical Proposal into the appropriate Question Section in IPRO.

3.1.7 The current versions of the State of Idaho Contract Terms and Conditions and Solicitation Instructions to Vendors are incorporated by reference into this Solicitation, and attached or referenced in any resulting Contract, as if set forth in their entirety. Both documents can be downloaded at https://purchasing.idaho.gov/information-for-vendors/; or copies obtained by contacting the Division of Purchasing at 208-327-7465 or purchasing@adm.idaho.gov. Failure by any Offeror to obtain a copy of these documents shall in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Department for an Offeror’s failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

SPECIAL TERMS PRECEDENCE: The State of Idaho Contract Terms and Conditions have been adapted for use by the Department of Health and Welfare and are included with this Solicitation as Appendix C.

3.2 Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

3.2.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2 Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the materials be treated as exempt from disclosure and how material complies with the Public Records Law.

3.2.3 If your Technical Proposal contains trade secret information, you must also upload a redacted copy with all trade secret information removed or blacked out. The redacted copy must be uploaded into IPRO into the appropriate Question Section in IPRO with the word “redacted” in the file name.

3.3 Electronic Submission of Proposals 3.3.1 Proposals must be submitted through IPRO, at https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA. When submitting through IPRO, upload your Technical Proposal and Appendix A - Cost Proposal and Billing Procedure, and all other required submittal items in the appropriate Question Sections. Remember to submit an additional redacted version of the TECHNICAL PROPOSAL if you have identified trade secrets.

3.3.2 The Technical Proposal and Appendix A - Cost Proposal and Billing Procedure must be separate files submitted at the same time.

3.3.3 Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response.

PROPOSAL FORMAT TC "4

PROPOSAL FORMAT" \f C \l "1" These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1 Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each Section, including page numbers of major subsections.

4.2 Format Proposals shall follow the numerical order of this RFP starting at the beginning and continuing through the end of the RFP. Proposal Sections and subsections must be identified with the corresponding numbers and headings used in this RFP. Respond to RFP Sections marked with an evaluation code. In your response, restate the RFP Section and follow with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP Section from the Offeror’s response.

4.3 Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) Section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME)

Mandatory and Evaluated Response - failure to respond to any (ME) Section, or to comply with any mandatory specification or requirement in an (ME) Section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the Section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: Offerors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any M, ME or E requirement.

PROPOSAL REVIEW, EVALUATION, AND AWARD TC "5

PROPOSAL REVIEW, EVALUATION, AND AWARD" \f C \l "1" 5.1 Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1 All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements may be found non-responsive.

5.1.2 Evaluation Criteria

Technical Proposal:

Mandatory Submission Requirements Met Pass/Fail

Business Information (Section 7) 100 points

Organization and Staffing (Section 8) 100 points

Scope of Work (Section 9) 400 points

Cost Proposal:

Cost Proposal and Billing Procedure (Appendix A) 400 points

Total Points 1000 points

5.2 Technical Proposal

5.2.1 The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2 The Technical Proposal will be reviewed, evaluated, and scored by one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3 The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest overall total technical score will receive a score of six hundred (600) points. Other Technical Proposals will be assigned a portion of the maximum score using the formula:

X raw score of Technical Proposal being evaluated highest raw technical score

5.3 Oral Presentations/Demonstrations 5.3.1 Oral demonstrations will not be conducted for this RFP.

5.4 Appendix A - Cost Proposal and Billing Procedure 5.4.1 The Appendix A - Cost Proposal and Billing Procedure will be reviewed first to determine if it meets the mandatory requirements of the RFP. All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.4.2 The Appendix A - Cost Proposal and Billing Procedure will only be evaluated for Offerors who receive the top three (3) technical scores.

5.4.3 The scores for the Appendix A - Cost Proposal and Billing Procedure will be normalized as follows: The cost evaluation will be based on the total cost proposed for required services as itemized in Appendix A. The Proposal with the lowest Three (3) Year Total will receive a score of four hundred (400). Other Proposals will be assigned a portion of the maximum score using the formula:

X lowest Cost Proposal and Billing Procedure Cost Proposal and Billing Procedure being evaluated

5.5 Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, conduct a review to determine if the apparent high point Offeror is responsible. As part of the responsibility review, the RFP Lead may:

5.5.1 Require the apparent high point Offeror to provide credit or financial reports to the satisfaction of the Department.

5.5.2 Require the apparent high point Offeror to provide a reference list and contact the Offeror’s references, which may include sending references a reference questionnaire.

5.5.3 Conduct other responsibility reviews at the discretion of the RFP Lead.

Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.6 Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

MANDATORY SUBMISSION REQUIREMENTS TC "6

MANDATORY SUBMISSION REQUIREMENTS" \f C \l "1" A complete response begins with the mandatory items identified in this list and the following Sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

(M) State Signature Page: Upload a completed, signed, Attachment 4, State Signature Page in the appropriate Question Section of IPRO.

(M) Cover Form: Upload a completed, signed, Attachment 5, Cover Form in the appropriate Question Section of IPRO

(M) Acknowledgement of Amendments: If the RFP is amended, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52. Upload a completed, signed, Acknowledgement of Amendments form in the appropriate Question Section of IPRO.

Section 7: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 8: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 9: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

(ME) Appendix A - Cost Proposal and Billing Procedure: Offerors are required to upload their Appendix A – Cost Proposal and Billing Procedure in the Question Section in IPRO in an Excel spreadsheet format.

Technical Proposal: Offerors are required to upload their Technical Proposal in the Question Section in IPRO.

Trade Secret Redactions: If applicable, the Offeror must upload a redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.2

Insurance: Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a Contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract. DO NOT SUBMIT WITH PROPOSAL.

Business Information TC "7 Business Information" \f C \l "1" 7.1

(E) Business Profile

Provide a profile of your business including Offeror’s business history, description of current service area, and customer base.

7.2

(E) Experience

Describe in detail your knowledge and experience in providing services similar to those required in this RFP.

7.3 Faith-based Organization

If you are a faith-based organization describe how you will:

7.3.1 Segregate Contract funds in a separate account if federal funds;

7.3.2 Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice;

7.3.3 Ensure that State-referred clients’ participation in religious activities, including worship, scripture study, prayer or proselytization, is only on a voluntary basis;

7.3.4 Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in inherently religious activities, their right to request an alternative provider and the process for doing so;

7.3.5 Ensure that Contract funds are not expended on inherently religious activities; and

7.3.6 Comply with applicable terms of 42 CFR Parts 54 and 54a, and 45 CFR 260 and 1050.

Organization and Staffing TC "8 Organization and Staffing" \f C \l "1" Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

8.1

(E) Project Lead

Identify the person who will be the dedicated Project Lead if Offeror is awarded a Contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this Section.

8.2

(E) Key Personnel and Qualifications

Provide a list of key management, customer service and other roles to be used in the fulfillment of the Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3 Subcontractors

If the Offeror utilizes any entity other than the entity submitting the Proposal to provide any of the services required by this RFP, the relationship between the two (2) entities is considered that of a contractor-subcontractor for the purpose of this Section, regardless of whether a relationship is based on an actual written Contract between the two (2).

8.3.1 If you intend to utilize subcontractors, describe the extent to which subcontractors will be used to comply with Contract requirements.

8.3.2 Include each position providing service and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract (including requisite qualifications/experience).

8.3.3 If applicable, provide resumes for those subcontractors who will be managing and or directly providing services under the Contract.

8.3.4 Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all requirements.

8.3.5 Offerors must disclose the location of the subcontractor’s business office and the location(s) of where the actual work will be performed.

8.3.6 If you do not intend to utilize subcontractors, provide a statement to that effect.

Note: The information provided for subcontractors, if any, will be evaluated as part of the Key Personnel and Qualifications section 8.2 above.

SCOPE OF WORK (SOW) TC "9

SCOPE OF WORK" \f C \l "1" All Sections of the SOW are required Contract services. Use this Proposal outline as part of your response to the RFP by restating each Section number and then providing your response. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. Describe how you will meet each requirement marked (ME) Mandatory Evaluated and (E) Evaluated by describing, in detail, your organization’s qualification and experience (rather than simply restating the question or confirming compliance without additional supporting information); as well as how your organization plans to meet SOW requirements detailed in this RFP. The Proposal should address methodologies, pertinent timelines, personnel, activities, and other pertinent information in order to implement the SOW successfully to achieve full compliance with all tasks and deliverables. Offerors must identify any information or resources needed from the Department in order to perform any of the work. By providing a response to this Solicitation, you affirm you agree to and will comply with the following requirements.

I.

General Requirements

A.

The Contractor must:

1. Work collaboratively with the Department to successfully double the ratio of licensed foster families to one point five (1.5) families per child by July 1, 2026 through statewide foster parent recruitment and retention including participation in the professional development of resource parents.

2. Provide all necessary equipment, facilities, office space, materials, postage, staff tools and verification of professional credentials and training.

3. Provide, compile, and distribute materials, all media equipment, copies and printing equipment, including rentals.

4. Develop and maintain a website that utilizes collaborative branding between the Contractor and Department.

5. Maintain completed criminal history background checks for all employees in accordance with the Criminal History Background check in accordance with IDAPA 16.05.06. Costs associated with the criminal history checks are the full responsibility of the Contractor.

6. Ensure all recruitment coordinators and resource peer mentors understand the information contained within Idaho’s pre-service training, Foster Idaho Resources and Skills Training (FIRST) and additional training available online through the Department’s learning management system, to assist in referring families to training that will support skill development and support families in receiving placements within their placement preference.

7. Ensure that all regional and statewide materials, messaging, and media that is used for recruiting and retaining families has been provided to and approved by the Contract manager or monitor prior to publication or disbursement.

8. Ensure that community partners including but not limited to Idaho Tribes and other agencies contracted with the Department to provide support or foster care services are invited to participate in recruitment efforts.

9. Be solely responsible for the coordination, provision and costs associated with program and services requirements as outlined in this Contract.

B. All Contractor staff working on Contract services must:

1. Help promote a positive perception of foster care in Idaho. If at any time they feel they are unable to meet this requirement the concerns must be addressed in collaboration with the Contractor and Contract Monitor or manager.

2. Support the Department’s primary goal of reunification with parents or legal guardians whenever it is safe to do so.

3. Learn and support all Department implemented practices, including new practice initiatives implemented in response to changes in federal and state law or to improve practice.

II. (E) Recruitment Services Describe how you will meet the following requirements.

A.

The Contractor must hire, supervise, monitor and train Recruitment Coordinators (RCs) for each region of the state:

1. RCs must be full or part time individuals who must meet specific qualifications, including experience and/or education specific to:

a. Supervision and recruitment efforts for staff and or volunteers and/or comparable experience.

b. Experience in developing collaborative relationships with community partners and the Department.

c. Skills in community engagement and presentations for recruitment events or efforts.

d. Demonstrated competency in setting clear objectives, identifying target audiences and outlining strategies to meet a collaborative goal of recruiting families who can meet the needs of children the Department has available for placement.

e. Knowledge of working with children in foster care.

2. RCs must be located in each of the following regions (see Attachment 7 – Region Map) full time is a maximum of forty (40) hours per week and part time a minimum of twenty (20) hours per week:

a. Region 1 - Coeur D'Alene - one (1) full-time RC

b. Region 2 - Lewiston - one (1) part-time RC

c. Region 3 - Caldwell - one (1) full-time RC

d. Region 4 - Boise Westgate - one (1) full-time RC

e. Region 5 - Twin Falls - one (1) part-time RC

f. Region 6 and 7 - Pocatello or Idaho Falls - one (1) full-time RC for both regions combined.

B.

In collaboration with the Statewide Foster Care Licensing Program Manager, Regional Program Managers, and the Contract Monitor, the Contractor must ensure that RCs develop effective recruitment efforts that are designed to increase the overall number of skilled and qualified foster families and the capacity of existing foster families. All recruitment and retention plans must be developed in collaboration with the Contract Monitor, Statewide Foster Care Program Manager, Regional Program Managers, community leaders, faith-based organizations and business, and Idaho Tribes.

1. RCs and the Contractor’s assigned supervisor must participate in the development of Attachment 6 - Idaho’s Diligent Recruitment Plan including annual updates to ensure that recruitment efforts are targeted towards finding families who can accept placement of children. The Contractor must assist in combining data on the needs of children in foster care to identify the gaps in foster parents’ skills to support targeted recruitment.

a. The Contractor must collaborate with other agencies contracted by the Department as well as Idaho Tribes in this effort to train and support foster parents.

2. RCs must develop annual regional recruitment and retention plans that are measurable and target gaps in the availability of foster families that meet the needs of children in their Department region and geographical area, including the specific needs of rural locations.

a. The plans must include how each region will achieve a ratio of one point five (1.5) foster homes to each child. On June 26, 2024 the current ratios by region were:

i. Region 1 - one point two seven (1.27) foster homes per child.

ii. Region 2 - one point one one (1.11) foster homes per child.

iii. Region 3 - zero point six (0.6) foster homes per child.

iv. Region 4 - zero point six six (0.66) foster homes per child.

v. Region 5 - zero point six seven (0.67) foster homes per child.

vi. Region 6 - zero point seven one (0.71) foster homes per child.

vii. Region 7 - zero point nine three (0.93) foster homes per child.

b. Recruitment plans must include goals, intended outcomes, and objectives, and include strategies based on current promising practices as identified by federal child welfare guidance and other states’ successful recruiting families for children with complex needs.

c. The Department will provide data to assist in identifying the needs of children/youth in foster care (age, race/ethnicity, special needs, etc.), active foster parents by region and their preferences, and the number of children in foster care by region.

d. The annual regional recruitment and retention plans must be provided to the Statewide Foster Care Program Manager, Regional Program Managers and Contract Monitor for review and approval within sixty (60) calendar days of the Contract effective date and within thirty (30) calendar days of each annual renewal date.

3. RCs must seek input from identified Department and community partners to create and provide monthly recruitment and retention plans that identify all active and passive recruitment activities scheduled for the coming month. The plans must outline how each activity meets the goals within the annual regional recruitment plan and the intended outcome of each activity.

a. The monthly recruitment and retention plans must be provided to the Statewide Foster Care Program Manager, Regional Program Managers and Contract Monitor for review and approval within sixty (60) calendar days of the Contract effective date and quarterly thereafter, unless a greater frequency is identified by the Department and communicated to the Contractor.

C.

RCs must be responsible for the development, coordination, partner recruitment, logistics, agenda topics and final reports for community-based Recruitment Advisory Council’s (RAC) in each region or hub, and serve as the facilitator of these councils. The Contract Monitor will determine if the RAC is regional or hub-based with the Contractor and Licensing Program Manager.

1.

RAC members for each council must include representation from the following stakeholder groups:

a. Current and/or former foster parents,

b. Foster youth and/or foster alumni,

c. Parents with child welfare system lived experience,

d. Department staff including regional leadership and family service workers,

e. Key community leaders (i.e. media, community groups/agencies, businesses),

f. Cultural consultants with representation from Tribes, Hispanic and African American communities as relevant for the regional or hub area, and

g. Faith-based organizations.

2. RAC meetings must be held quarterly, at minimum, in each service area identified in II.A.2..

a. The RCs must identify agenda topics using the Diligent Recruitment Plan, annual and monthly regional recruitment and retention plans, and must include but not be limited to:

i. Data describing needs of children in foster care and the preferences of active foster families;

ii. Review of research related to promising practices in recruitment and retention of foster parents;

iii. Identified strengths and barriers of recruitment strategies that have been implemented by the Contractor; and

iv. Identification of new strategies likely to achieve the goals of the Diligent Recruitment Plan and regional annual and monthly plans.

3. RCs must share strategies identified in RAC meetings with all RACs to ensure statewide collaboration.

4. The RCs must provide a summarized report of the RAC meetings to the Contract Monitor within thirty (30) calendar days of the scheduled meeting. The report must include the agenda topics, participants and their role, recommendations, and next steps to update strategies within the plans.

D.

The Contractor must collaborate with the Department to implement a statewide marketing campaign that aligns recruitment messaging between the Contractor and the Department. The Department will be responsible for the cross-branding and any printed or media materials. The Contractor must be responsible for individual items handed out during events. Collaboration must include, at a minimum:

1.

Sharing of data to identify areas with a low foster parent to child ratio to target for increased marketing.

2.

Sharing of marketing materials to be used at recruitment and retention events.

E.

The Contractor must create welcome kits for new foster parents to be given to each family upon licensure. Items to be included must be determined in collaboration with the foster care licensing specialist with regional specific additions as identified by the Regional Program Manager and Licensing Supervisor. Sufficient welcome kits must be available at all times. Welcome kits may include but are not limited to items such as:

1. Gift cards for meals.

2. Movie tickets.

3. Sensory toys for the preferred age of the child.

4. Books providing additional information about foster parenting.

5. Other items as recommended by the RACs and/or Department.

F.

The Contractor must organize and conduct a minimum of five (5) monthly targeted activities in each region with intended outcomes of achieving goals within the Diligent Recruitment Plan and regional recruitment and retention plans.

1. In collaboration with the Statewide Foster Care Licensing Manager, Regional Program Managers, and the Contract Monitor, the Contractor must identify targeted recruitment activities and strategies believed to have a high likelihood of meeting the Diligent Recruitment Plan goals.

2. Recruitment activities, additional strategies, events, locations and coverage plans must be recorded on recruitment calendars at least three (3) months in advance. Recruitment Calendars must be maintained on the Contractor’s website and be accessible to potential foster parents and Department staff.

3. The Contractor must identify and facilitate opportunities to utilize foster youth alumni and/or current youth in foster care to engage or present at recruitment activities. The Contractor must provide training to prepare youth to share their foster care journey during recruitment or retention activities.

4. Recruitment events must highlight and build publicity around National Adoption Month (November), Child Abuse Prevention Month (April) and National Foster Care Month (May) and may include other opportunities.

5. The Contractor must collaborate with the Idaho Careline (211) to maintain current recruitment materials to be sent to individuals who inquire through the Careline. The Contractor is responsible for contacting all individuals who are listed within forty-eight (48) hours of receiving the weekly inquiry report from the Careline.

6. The Contractor must identify at a minimum two (2) licensed foster families per region who are able and willing to participate in statewide media interviews, including television and radio, to support ongoing recruitment efforts.

G.

The Contractor must provide Initial Orientation Information Meetings (IOIMs) for prospective foster/foster to adopt/child specific adoptive parents. These meetings may be offered in person or online, based on the need identified by the Contractor and Department.

1. At a minimum, the Contractor must provide the following number of IOIMs’ each Contract year, in person or virtually dependent on the needs of the community:

a. North Hub (Regions 1 and 2) - eleven (11) IOIMs,;

b. West Hub (Regions 3 and 4) - fifteen (15) IOIMs;

c. East Hub (Regions 5, 6 and 7) - thirteen (13) IOIMs.

2. All IOIM's must be scheduled three (3) months in advance. The schedule must be posted on the Contractor's website and provided to the Department's Care Line (211) to include in their mailings for all prospective foster/foster to adopt/child specific adoptive families.

3. The Contractor must provide logistics and supplies for the IOIM’s to include:

a. Facility/meeting rooms;

b. Marketing and advertising;

c. Offering online attendee registrations, processing registrations; and

d. Virtual platform.

III.

(E) Retention Services

Describe how you will meet the following requirements.

A.

The Contractor must hire, supervise, monitor, and train Recruitment Peer Mentors (RPMs) for each region of the state. The number of RPMs in each region must depend on need and be decided on in collaboration with the Contract Monitor. In their profession role, RPMs must provide insight from their experience to potential and existing foster parents to support a family’s decision to become a foster or foster to adopt parent and to support families through the challenging aspects of foster parenting. RPMs must be able to respond to the needs of foster parents during non-business hours. The Contractor must determine ways to ensure that RPM know how to contact their families including but not limited to phone number, email and Facebook or other social media sites:

1. RPMs must be full-time or part-time individuals who must meet specific qualifications, including:

a. Current or former foster parents;

b. Skills and abilities to model and coach supportive communication and positive working relationships between foster parents and birth parents, foster parents and the Department, and others in the system of care;

c. Skills in community engagement and presentations for recruitment events or efforts;

d. Ability to manage multiple roles and maintain professional boundaries; and

e. Ability to promote a positive perception of foster parenting in Idaho.

2. RPMs must be assigned based on their availability to respond within timeframes. RPMs must provide support to potential foster parents from recruitment through reunification or permanency, including:

a. Recruitment – RPMs must assist in recruitment efforts as outlined in the Diligent Recruitment Plan, annual and monthly recruitment plans and participate in RAC meetings. RPMs must contact potential foster parents within twenty-four (24) hours of being assigned by the RC.

b. Initial Placement – RPMs must contact new foster parents within forty-eight (48) hours of their first placement to discuss any support required to make the placement successful. The RPM must remain in contact with the foster parents as long as requested by the family. All contacts by the foster family must be returned within twenty-four (24) hours.

c. Coaching – RPMs must provide support to foster parents to build skills which help stabilize placements, prevent disruptions and increase availability of foster parents for children and youth with complex needs. The RPM’s must respond to a request for coaching support as soon as possible, and within twenty-four (24) hours of the assignment.

d. Transition – RPMs must work in collaboration with the assigned Department licensing worker, child’s assigned family service worker, and the foster family to support children’s transitions home, to other placements or to a permanent family. The RPMs must respond to a request for transition support within twenty-four (24) hours of the assignment.

3. RPMs must work collaboratively with each foster family and assigned licensing worker to identify training opportunities that meet the skills identified by the family or the Department to assist foster parents in meeting the needs of the children or youth they provide care for.

a. RPMs may provide information regarding training needs of the families and upcoming training opportunities in writing or verbally to the assigned licensing worker to be documented in each family’s Professional Resource Family Development Plan.

4. RPMs must work collaboratively with the Contract Monitor, Statewide Foster Care Program Manager, regional licensing supervisor, and licensing worker to address concerns expressed by the foster family to the RPM related to the Department and staff.

B. The Contractor must prepare and disseminate regional Foster Parent Newsletters on a minimum of a monthly basis. Newsletters must be developed in collaboration with the Licensing Program Manager, Regional Licensing Supervisors and any other individuals or organizations identified by the Department.

1. The newsletters must include:

a. Educational information,

b. Information pertaining to any changes or practice enhancements,

c. Upcoming retention events, and

d. Other information as requested by the Contract Monitor or manager.

2. Newsletters must be provided to the Contract Monitor, Licensing Program Manager and all Regional Program Managers for final approval five (5) business days prior to publishing.

a. The newsletter may be disseminated via email, mail, social media, or other means as determined by the Contractor.

3. The Contractor must provide and manage social media portals that serve as an educational platform, discussion board and networking venue for Idaho's resource parents. The social media content must comply with the Department's social media and confidentiality policies and standards (The Department will provide the policies and standards upon request).

IV. (E) Department Coordination Describe how you will meet the following requirements.

A. The Contractor must work in coordination with the Department to maintain a robust recruitment and retention program including: RCs and/or RPMs arranging logistics for drop off and delivery of community donations with Department staff.

V.

(E) Quality Assurance and Improvement Describe how you will meet the following requirements.

A. The Contractor must develop a written plan for assessing the effectiveness of recruitment through evaluation tools and strategies to improve the number of foster parent applicants who fit the goals established in the Department’s Diligent Recruitment Plan.

1. A draft outline of the plan must include at minimum: effectiveness of recruitment, barriers identified, and plans to address barriers. The draft must be submitted to the Contract Monitor for approval within sixty (60) calendar days of the initial Contract execution.

2. The updated evaluation plan must be submitted to the Contract Monitor quarterly.

B.

The Contractor must develop a written plan for assessing the effectiveness of retention services through evaluation tools and strategies.

1. A draft outline of the plan must include at a minimum: data that shows the effectiveness of retention services provided by the Contractor, barriers to service provision, gaps in services and the satisfaction of foster parents with the services provided. The draft plan must be submitted to the Contract Monitor for approval within sixty (60) calendar days of the Contract execution date.

2. The updated evaluation plan must be submitted to the Contract Monitor quarterly.

C.

The Contractor must complete exit surveys with all foster parents who close or choose not to renew their license.

1. The Contractor must develop an exit survey using survey development and validation methods.

2. Exit surveys must be developed in collaboration with the Department's regional and/or central office subject matter expert (SME) with final approval from the Contract Monitor or manager. Data must be collected and provided to the Contract Monitor in quarterly reports.

D.

The Contractor must conduct satisfaction surveys with foster parent applicants who accept a child/youth for placement to determine if IOIMs provide accurate and clear information that assists individuals in determining if they are prepared to foster. The Contractor must update the agenda for the IOIM based on feedback from participants.

VI.

(E) Performance Measurement

Describe how you will meet the following requirements.

A.

Data must be reviewed monthly with the Contract Monitor, foster care program specialist, and foster care program manager including:

1.

Recruitment Goals: To successfully double the ratio of qualified foster care applicants and the number of those who meet the goals as outlined in the Department’s Diligent Recruitment Plan by July 1, 2026 and continue increasing until Contract expiration.

2.

To achieve an eighty-eight percent (88%) satisfaction rate from foster parents who completed IOIMs.

3.

Retention Goals a.

To increase the number of foster parents who remain with the program for more than one (1) year, and b.

To achieve a ninety percent (90%) satisfaction rate from foster parents who utilize RPMs in each of the four (4) categories outlined in III.A.2 (a-d).

VII.

(E) Records and Documentation

Describe how you will meet the following requirements.

A.

The Contractor must monitor and document all required activities and deliverables related to the recruitment and retention of resource parents, which includes, but is not limited to, recruitment activities, inquiries of prospective and current resource parent development including attendance at Contractor provided events.

VIII.

(E) Transition Plan Describe how you will meet the following requirements.

A. Within ninety (90) calendar days of the Contract effective date, the Contractor must provide the Department's Contract Monitor with a preliminary service transition plan that describes the process for ensuring smooth transition of program services and transfer of program materials and documentation either to the Department or to another Department-assigned Contractor upon termination or expiration of the Contract.

B. The Contractor must…