Attachment_3-A__Method_of_Approach.pdf

Request for Proposal Solicitation No.

BPM003221

Description:

Child Specific Recruitment

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

PART 2 of the Solicitation Documents SECTION 2-D: Offer Forms, Attachment 3-A

Page 37 of 53 2 A v a i l a b l e o n l i n e a t : A P P . A Z . g o v

Attachment 3-A Method of Approach

The offeror is cautioned that it is the offeror's sole responsibility to submit information related to the evaluation categories and that the State of Arizona is under no obligation to solicit such information if it is not included with the offeror's proposal. Failure of the offeror to submit such information may cause an adverse impact on the evaluation of the Offeror's proposal. It is strongly discouraged for you to copy the Scope of Work in lieu of providing unique responses below.

OFFER MAY BE DETERMINED AS NON-RESPONSIVE IF ALL QUESTIONS ARE NOT ANSWERED FULLY.

Question 1: Provide a written narrative response below that describes how you will provide the Specific Requirements as listed in the Scope of Work. The language of the narrative should be straightforward and limited to facts, solutions to problems, and plans of proposed action. The response shall at a minimum describe and provide a response for each of the following bullet points listed below:

• Describe your process for accepting referrals.

• How do you plan to engage relative, friends, former caregivers, coaches, mentors, behavioral health providers, and/or significant adults found in the child’s records?

• How do you plan to engage the child in their Child Specific Recruitment Plan and prepare them for adoption or guardianship?

• How do you provide culturally relevant, gender responsive, services?

• How will you ensure timeliness of reports, including but not limited to initial reports, subsequent reports, and closure reports?

Offeror Response:

1) Describe your process for accepting referrals.

CFC will accept all referrals assigned to the agency by ADCS and comply with the State’s stipulation that the agency will continue to work the referral until the case is closed or returned to ADCS which must be approved by ADCS or the agency may be required to reimburse funds to ADCS. CFC will accept the referral within two-

(2) business days, notifying ADCS of the Youth Advocate assigned to the referral by emailing CSR@AZDCS.GOV within five (5) business days. Once assigned, the agency will provide all services indicated on the service request in the assigned region. Internally, the Program Supervisor assigns the referral to the Youth Advocate who has the greatest capacity in the region in which the child(ren) resides. CFC understands that one (1) referral may consist of an individual child or a sibling group of two (2) or more who may or may not be living in the same location.

2) How do you plan to engage relative, friends, former caregivers, coaches, mentors, behavioral health providers, and/or significant adults found in the child’s records?

Once a referral is assigned, the YA will comb the child’s file looking for the child’s history, previous family home studies, and any potential lost connections. The YA reach out directly to family, teachers, former caregivers, or other significant adults involved in the child’s life or case to inquire about their interest in re-engaging in a relationship and/or providing legal permanency. Family members will be located through software such as Seneca and Accurint. They will be evaluated and contacted at least every six (6) months by any means available including, but not limited to, letters, phone calls, social media, emails, or text messages. Regardless of whether a lost connection can provide permanency, the Youth Advocate will attempt to gather as much information about the child as possible to help recruit, add pieces to the child’s story, and/or to build a community of supportive adults around the child. The Youth Advocate will interview important individuals on the child’s team including, but not limited to, the child’s sibling’s caregivers, attorney, and CASA to gain as much https://procure.az.gov/bso/ mailto:CSR@AZDCS.GOV

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Page 38 of 53 2 information about the well-being, needs of the child, and to be able to communicate these needs to potential lost connections.

3) How do you plan to engage the child in their Child Specific Recruitment Plan and prepare them for adoption or guardianship?

With so many adults in their life making decision for them, the YA’s role is to help empower the child to be involved in their recruitment plan. Involving a child in their CSRP begins at the first child interview and continues until permanency is achieved. At the first child interview, the goal, if not contraindicated, is to engage the child in a vision-casting session about adoption and a forever family. They ask the child about their ‘ideal family’ and try to gauge the type of environment in which they would prefer to live. YAs tailor these interviews to the chronological and development age of the child, using language that resonates and builds relationship and trust. Another way in which the YA engages the child in their CSRP is by tailoring the photos/video experience to their interests and personality and how they want to be portrayed to potential families. If a child attends a Heart Gallery recruitment event, CFC will ensure the child has a YA or trusted adult caregiver to both transport them and stay with them to ease any discomfort or feelings of loneliness or isolation. CFC understands the need for professional photos and will ensure that children attend State-sponsored events at which these photos are taken. If a child cannot attend an event, arrange to have professional photos taken. To engage them in this process, YAs will help the child by talking about how their personality could be expressed through photos. YAs focus on relationship-building so that, as the child’s age, capacity, interests, and needs change, they can modify the way the child in engaged in their CSRP. Once potential matches are identified, the YA tries to obtain photos of the potential families to show the child as a reference for questions and feedback related to how they do/do not connect with the photo.

Children are prepared for adoption through relationship with the YA and their use of the 3-5-7 Model to address a child’s grief and loss related to being removed from their birth family and from spending time in the foster care system. This curriculum, with the YAs support, helps support the child through grief, loss, and adoption preparation through activities and conversations.

4) How do you provide culturally relevant, gender responsive, services?

CFC is staffed to provide culturally relevant, gender responsive services through hiring practices, on-the-job training, and regular supervision and case staffings. When there is flexibility in the child’s case, arranging a promotional video for example, CFC will work with the child to identify a community or activity that put them at ease. If language is a barrier for the child or potential family, CFC will first attempt to locate a staff internally who can speak the child or family’s primary language who is certified to translate or interpret. If staff is not available internally, CFC will utilize translation and interpretation services through The Language Connection, complying with Federal law regarding Limited English Proficiency. CFC will cover the cost associated with the five (5) most common languages: Spanish, American Sign Language, Arabic, Farsi, and Swahili, providing a certified interpreter over the age of twenty-one (21), when needed.

5) How will you ensure timeliness of reports, including but not limited to initial reports, subsequent reports, and closure reports?

Within 45 days of receiving the referral – after gathering information from the file, meeting with the child, and talking to important individuals in their life and from their past – the Youth Advocate will develop a Child Specific Recruitment plan (CSRP; DCS-1227A Exhibit C). The CSRP will be unique and tailored to the specific child’s needs, interests, cultural, and sexual identification. This often requires the YA to contact groups who may know more about that child’s needs, interests, and/or cultural or sexual identity. In the CSRP, the YA will identify creative ways in which potential Legal Guardians or adoptive families can be found using any available marketing tool at the agency’s disposal. CFC maintains positive working relationships with community resources such as media outlets like newspapers and TV news. CFC has an internal marketing department capable of preparing print media for distribution and online tools like web and social media promotion. The YA will submit the initial CSRP within 45 days from receipt of the referral with the understanding that it covers the first ninety (90) days of recruitment activities. To ensure this timely submission, CFC has set reminders within our data management system, extendedReach (eR), and relies on our administrative assistant to review their

State of Arizona Department of Child Safety

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Page 39 of 53 2 submission. Once approved by ADCS, CFC is prepared to implement the strategies immediately, within one (1) business day. CFC also monitors the timely submission of reports internally through our PQI process, which is a requirement of our accreditation through COA.

YAs will update and re-submit the CSRP every 90 days after the first CSRP has been submitted until closure.

Each subsequent plan with include completed activities and results and new strategies that may be successful.

CFC understands the importance of completing all approved plans and that failure to comply with any or all sections may result in reduced compensation.

Monthly Provider Reports (Exhibit I) will be managed and submitted by the program administrative assistant on the first of every calendar month.

Closures are monitored by our administrative assistant and program supervisor. A month prior to the data the referral is set to end, CFC will notify the CSR team at CSR@AZDCS.GOV. Once notice of the closure has been submitted and within seven (7) days the YA will complete the CSR Closure Form (DCS-1227C, Exhibit E). The closure report will be submitted by the 15th of the month following closure.

CFC will respond to all requests for updates from ADCS regarding referred children within two (2) business days. CFC understand and values having a positive and collaborative relationship ADCS and that this is achieved through regular communication and transparency.

CFC understands the agency will be evaluated on five (5) performance metrics and that falling below the target objective may results in a vendor performance report and, if unresolved, contract termination.

Question 2: Describe unique methods you will use to locate potential permanent caregivers?

Offeror Response:

There are several standard methods used to recruit for all children including the Children’s Heart Gallery and AdoptUSKids. CFC plans to continue to use additional unique and creative strategies of recruitment of permanent caregivers for CSR assigned children.

• CFC has a Video Content Creator on staff to film and edit professional videos. When possible, locations and activities are chosen based on the interests, personality, and needs of the youth, taking into consideration how they want to be portrayed to prospective families.

• Children are professionally photographed as part of the Children’s Heart Gallery photoshoot or through a CFC-employed photographer. When a media release is on file, photos are used on flyers created by CFC’s internal marketing department, on the website developed specifically for CSR children (ConnectOneNow.org) and on CFC’s social media (Facebook and Instagram).

• CFC has relationships with several news outlets such as KOLD in Tucson, Channel 3 in Phoenix, and Wednesday’s Child. On occasion, CFC has been granted opportunities to speak about our program and the SYP children on Channel 3.

• CFC partners with community agencies and other CSR providers. Most recently, CFC spearheaded an initiative to partner with the other two (2) agencies doing CSR to develop a presentation for DCS units. The objective was to support better understanding of CSR and the benefits of utilizing the program’s service.

Every other month CFC partners with Agape Adoptions. They send monthly lists of active families to see if we have youth who match their interests and needs. In the past, we also set up an every other month meeting with AZCA in Tucson to compare and contrast the way we both provide services.

• CFC is well connected within the Statewide faith community, including a recent initiative to specifically engage the Hispanic faith community. CFC has an internal recruitment team who meets with churches regularly to share about SYP, the children in the program, and how they can help. As a mailto:CSR@AZDCS.GOV

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Page 40 of 53 2 faith-based agency, we also look for faith-based partnerships to promote the children in SYP. For example, Bethany Christian Services shares the profiles and photos of our children with their families nationwide on a quarterly basis. We partner with other groups such as Moms in Prayer, to be praying for the kids in their area. For youth who identify as part of the LGBTQ community, CFC has a list of LGBGT-friendly churches and denominations to recruit potential families or supportive connections, such as mentors. The more we get to know the child’s interests, the better we can recruit. We continuously brainstorm options and go after them.

• CFC also posts all children to the website A Family for Every Child.

Question 3: How would you plan to work in partnership with DCS and other stakeholders, including but not limited to:

• Interview past and present parties to the case?

• Share the Child Specific Recruitment Plan along with any updates?

• Identify barriers in progressing towards permanency?

• Participate in Child and Family Team meetings and ADCS sponsored recruitment events?

Offeror Response:

1) Interview past and present parties to the case?

CFC values the team approach to Child Specific Recruitment and will work in partnership with ADCS and all members of a child’s team towards readiness for adoption. Each member of the team, whether past or present, has a different role and perspective. CFC understands the need to interview these parties for their insights about the child and the ideal family to meet their needs. Past and present members of the team to be interviewed include, but are not limited to, the child’s attorney, Guardian at Litem, therapist, ADCS case manager(s), Tribal case manager, high needs case manager(s), probation officer, behavior coaches and therapists. When a child is referred to CFC, a Youth Advocate (YA) is assigned. YAs build relationships with members of the team and communicate with them outside of the regular CFT meetings. This is necessary to learn more about the child, their history, needs, and that team members vision of an ideal family.

2) Share the Child Specific Recruitment Plan along with any updates?

The YA is proactive in getting involved on the Child and Family Team. As part of the initial work on the case, they gather information about the next CFT meeting the members of the team, reaching out to them to introduce themselves as a YA. From the initial contact until closure, CFC will maintain regular communication with the team and specifically with the ADCS Specialist. On a monthly basis, YAs will check in with the ADCS Specialist and staff the case. To the best of the ability, YAs will attend the Child and Family Team meetings and court hearings. Relevant information will be added into the CSRP, as appropriate. If a YA is unable to attend a meeting or court hearing, they will check in with the ADCS Specialist within a week of that meeting for an update.

3) Identify barriers in progressing towards permanency?

CSRPs are shared with the ADCS when the initial plan is developed and again with any updates. Updates are shared and discussed at CFT meetings, as well as through email and phone conversations. YAs continually assess the child and case for barriers in progressing towards permanency. When a barrier is identified, the Program Supervisor will communicate with our Central Office Liaison within two (2) business days of the barrier arising. In the past, this has included the adoptive family feeling discouraged about the level of support, increased/new behaviors previously not seen by the family, and when ADCS is unresponsive to the YA regarding media releases, or lack of communication from the CFT about meetings or changes.

4) Participate in Child and Family Team meetings and ADCS sponsored recruitment events?

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YAs ensure children are signed up for and then attend ADCS recruitment events such as the Children’s Heart Gallery photoshoot and understands that transportation to and from the event is the agency’s responsibility. To the best of their ability, the YA will attend the recruitment event with the child or work to arrange for another adult whom the child trusts to attend with them. If a child cannot attend an ADCS event or one is not scheduled, CFC understands that it is our responsibility to get professional photographs of the child in 300dpi format.

Question 4: How will you provide permanency supports to the child(ren) and caregiver?

• Describe how you will find permanent connections for the child(ren)

• Describe how you will make ongoing efforts for family finding

• Describe how you will ensure appropriate transition planning and what role you expect to take within the plan

• Describe how you will provide ongoing support for the child(ren) and caregiver once the child(ren) have moved into an adoptive home

Offeror Response:

1) Describe how you will find permanent connections for the child(ren).

REEVALUATION OF PAST CONNECTIONS CFC Youth Advocates will first reexamine the case to identify any previous family members, significant adults, or caregivers to identify potential permanent connections. Due the length of time in the system for most CSR children, there is often a significant time lapse that has occurred, which may have resulted in circumstances having changed for previously vetted potential connections. CFC will be persistent in these reevaluation efforts through use of family finding software such as Seneca, mailed letters, e-mail, and social media. While this does not always result in finding permanency for the child, it often results in a renewed permanent connection for the child and/or access to missing information for the child about their story.

PURSUIT OF NEW PERMANENT CONNECTIONS While building the relationship with the child through monthly one (1) hour visits, the YA will work towards three objectives: reevaluate past connections, seek Family Like Settings for children in congregate care, and seek new potential permanency options. CFC has a Foster Care Program, a Therapeutic Foster Care program, and a DCS Adoption-Specific Program from which it can recruit. Therapeutic Foster Families are trained and prepared to receive children when a less-restrictive foster home is not their advised level of care. CFC has already begun an initiative to encourage Foster Families to consider parenting an older child or teen, potentially through the CSR program. The goal of the Adoption-Specific Program is to prepare and certify families open to adoption of children seven (7) and older. The Adoption team and the SYP team meet regularly to staff children and families in order to facilitate matching the needs of the child with the strengths of a family we have vetted and prepared. The Adoption team prides itself on the extra steps taken toward preparation of families and the 6 class, 24-hour education “boot camp”. These classes are offered quarterly and covers the topics of adoption certification; grief and loss; trauma; attachment; stress management and parenting strategies; and adoption identity and adolescent development. This Adoption Boot Camp is available at no cost to families interested in or matched with a child referred by ADCS into CSR, because we strive to maximize the possibility that each match is successful. Unrealistic expectations by adoptive parents is one factor present in 34% of all disruptions at CFC with CSR children over the past 4 years.

Outside our agency, YAs use the child‘s information, needs, interests, and strengths to recruit potential families from the community. YAs reach out to groups formed around a particular interest and to churches who have foster care/adoption as a focus. YAs look for possibilities for permanency with current connections as well, such as teachers or other invested adults.

As with the reevaluation of previous connections, CFC believes that the role of the YA is to simultaneously search for a forever family and connect the child to positive adult supports, such as mentors. The reality is that not every child finds permanency through adoption. The hope of CFC is that all children have a connection to a

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Page 42 of 53 2 non-paid supportive adult. CFC has a mentoring program dedicated to finding and matching such adults with CSR children in the SYP program. Matching with a mentor ensures that child will receive additional time with a caring, attuned adult on a monthly basis (4 hours per month). This supports the attachment, griefwork, and healing work of the child.

2) Describe how you will make ongoing efforts for family finding.

One of the positions within the SYP program at CFC is a Family Finder. The role of the Family Finder is to screen potential families for compatibility with the needs of the children in the program. This person is listed as the point of contact on all recruitment materials, website, and social media. Inquiries are funneled through the Family Finder to ensure responses are quick and consistent for all interested families. The Family Finder gets to know the interested family, helping them to pursue licensure or certification if not already on that path. If the family is already licensed or certified, the Family Finder builds a profile of the family that is maintained in an internal database and is easily accessible for the recruitment of other CSR children. When a child in the CFC SYP program is identified as having a need or interest that matches a family’s Family Finder profile, they are contacted regarding that child. This system helps support the idea of finding an ideal family for every child, rather than helping families find their ideal child.

3) Describe how you will ensure appropriate transition planning and what role you expect to take within the plan.

TRANSITION PLANNING CFC values a transition plan carefully planned with the child’s needs as the priority.

We understand that many families and members of the Child Family Team are eager to see a child placed when the match appears solid. However, in our review of four years of disruption and adoption data in the SYP program at CFC, we can safety say that about 41% of disruptions included a shortened or otherwise modified transition plan. Transition plans should be tailored to the unique needs of the child and should take factors such as the family’s location, the child’s school, the establishment of behavioral health services, previous disruptions, and other significant relationships that may change as the result of a move into careful consideration.

OUR ROLE CFC plans to take an active role in transition planning and monitoring, beginning with the transition meeting with the child and family team and continuing through to placement. To aid the YA in their participation in the transition planning process, CFC has created a transition activity in our data management system (eR) that helps the YA think through the success indicators and reasons to delay the transition based on child and family characteristics and circumstances. YAs will prepare the child with an explanation and discussion about the plan and then ensure that ample opportunities are provided for both private and open communication, as well as visits with prospective family. This ensures that relationships and attachments can be formed with the receiving family and maintained with the formed family or significant adults. The YA will support the child during by accompanying them on pre-move visits. The YA will also support the child during the transition by accompanying them on pre-move visits. The YA will be the go-between with the previous placement and the receiving placement to answer questions and smooth out the bumps for the sake of the child. As transitions unfold, the YA staffs them with the Program Supervisor who asks specific questions about any new behaviors they are seeing, potential red flags to the move or match, and then helps the YA address these or advocate for the child’s transition needs with the team.

4) Describe how you will provide ongoing support for the child(ren) and caregiver once the child(ren) have moved into an adoptive home.

CAREGIVER SUPPORT CFC has an internal Family Coaching program (formally known as WRAP Counseling) designed to support foster and adoptive parents, stabilize placements, and minimize disruptions. The agency offers up to 6 sessions at no charge to CFC foster and adoptive families, as well as families who take placement of our SYP children. Family Coaches work to educate parents on attachment trauma and trauma-informed parenting, relying on models such as Integrative Parenting and Trust Based Relational Intervention®. For families matched with a CFC SYP child, the Family Coach becomes involved as early as the disclosure meeting, when possible. This service is always offered once the match is made and before the child moves in. Families are free to accept or decline Family Coaching and Coaching is only faith-based when this is the family’s

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Page 43 of 53 2 preference. The Family Coach also directs parents to additional resources for further study. Family Coaches attend CFT meetings when available to offer recommendations as part of the team. Family Coaching will continue to be made available to families who accept placement of an SYP child for the purpose of adoption. It will also be available to support foster families who accept SYP children transitioning from a more restrictive placement to a Family-Like Setting.

YAs will also support the family by collaborating with community organizations, faith-based organizations, American Indian Tribes, and crisis interventions services to provide resources, referrals, and contact names and numbers. A list of all professionals on the case will be complied and provided to the receiving family and shall include names, contact info, and each person’s role and responsibilities to the child. While Family Coaches are involved, their role is to direct parents to additional training opportunities. If Family Coaching is not involved, the YA will ensure families have a list of training dates, times, and locations specific to their needs and the needs of the child. If the YA identifies a need or service that would benefit the child, they will notify ADCS.

CHILD SUPPORT

Youth Advocates will continue support to the child(ren), in addition to new caregivers when a child is moved to an adoptive placement or into a less restrictive Family-Like Setting. When a child is transitioned to a Family Like Setting, the YA will continue to work towards the goal of finding permanency, as required by this RFP. While in placement, YAs will continue with face-to-face visits at a minimum of one (1) hour per month until closure.

End of Attachment 3-A