Bid Specification packet 2026 DCFS Adoption month Event.docx

2026 Adoption Month Event Request for Bid (IRFP) November 21, 2026

Division of Children and Family Services

Bid for Room Rental, Catering Services, and Family Friendly Games/Entertainment appropriate for all ages.

Background:

The first major effort to promote awareness of the need for adoptive families for children in foster care occurred in Massachusetts in 1976, when Governor Mike Dukakis announced an Adoption Week. The idea grew in popularity and spread nationwide. Later that year President Gerald Ford proclaimed the first National Adoption Week, and in 1990, the week was expanded to the entire month of November.

Now every year a Presidential Proclamation launches activities and celebrations to help build awareness of adoption throughout the nation. Thousands of community organizations arrange and host programs, events, and activities to share positive adoption stories, challenge the myths, and draw attention to the thousands of children in foster care who are waiting for permanent families.

Every year Cuyahoga County DCFS (CCDCFS) joins in the national celebration by requesting that the County Executive proclaim the month of November as Adoption Awareness Month in Cuyahoga County. CCDCFS also plans various activities and award ceremonies throughout the month of November.

The latest data from the Children’s Bureau of the Administration for Children and Families (ACF), reports that there are 328,947 children in foster care in the United States. While 45 percent of these children will reunify with their birth parents, the rest need an alternative permanency plan. Of these children, 46,935 are available for adoption.

More than half of the children waiting for families are children of color, over the age of seven, or members of sibling groups who should be placed together.

In Cuyahoga County, there are 2,041 children in foster care and 352 of them are available for adoption.1 Children of color over the age of 6 account for the majority of youth awaiting permanency.2 This is why the primary focus of National Adoption Month is raising public awareness of the need for foster and adoptive families for children who are in need of a permanent family.

Proposal

The goal of the Adoption Month Event:

· To increase the community’s understanding of the need for permanency for the children of Cuyahoga County awaiting adoption.

· Have speakers and possibly the media at the event to promote the above.

· As a thank you for their permanent commitment to our waiting children, we will recognize families who have adopted children from Cuyahoga County DCFS.

· A welcoming venue that can comfortably accommodate families and children of all ages-from infants to adults and provide space and activities for them to interact and make lasting memories as a family.

1 The data is from the Cuyahoga County DCFS Flash Report Summary 4/13/2026.

2 The data is from The AFCARS Dashboard (32) pages 1,3, &6.

3 The data is from The AFCARS Dashboard (32) pages 1,3, & 6.

The event is as follows:

· Adoption Day-November 21, 2026

· Adoption Month Event

· Adoption Month Event at Vendor Site to be determined by informal competitive bid.

· Time-8:00-10:00 (preparation); 10:00-2:00 (Actual Event)

· Venue must be able to accommodate up to 200 people in an indoor facility.

· Area for adoption staff to greet and sign in guests.

· Handicap accessible space for the event.

· Free and available parking for all guests.

· Allow media access to cover the event.

· Enough staff to accommodate the needs of all guests.

· Dedicated indoor meeting space or open area with seating for up to 200 people with handicap accessibility.

· Microphone and if available a podium for the event.

· Meet all state and federal workplace, health, and safety guidelines and laws.

· Games and entertainment offered at the venue, indoors that are appropriate for all ages.

· Celebratory Luncheon to include unlimited non-alcoholic beverages.

SITE REQUIREMENTS

1. Our date for the event is National Adoption Day, which is Saturday, November 21, 2026.

2. Location needed within Cuyahoga County or a contiguous county with convenient access to major highways and/or public transportation, access for Cuyahoga County personnel to deliver supplies the day before the event (if needed), and set-up on day of event at 8:00 a.m. to 10:00 a.m. Time of actual event will be 10:00 a.m. to 2:00 p.m.

3. Free regular parking for attendees with accessible handicapped spaces available.

EVENT ROOM REQUIREMENTS

1. Dedicated indoor meeting space or open area with seating for up to 200 people, with handicap accessibility to be used as a general gathering area

2. The room/space should be media ready with access to a microphone and podium as well as have internet accessibility. The venue must be willing to allow possible media coverage of the event. Please indicate if there is an additional cost for use of audio/visual equipment and if so, please include the associated cost(s) with your quote

3. An area for CCDCFS staff to greet and sign-in guests is needed.

4. Space must meet all state and federal workplace, health, and safety guidelines and laws.

GAME/ENTERTAINMENT REQUIREMENTS

1. We will need an indoor facility that offers family friendly games/entertainment that are appropriate for all ages. Please include cost(s) associated with games/entertainment with your quote

2. We will need access to games and activities for up to 200 guests.

3. Enough staffing to accommodate the needs of all guests.

FOOD REQUIREMENTS

Lunch (200 People):

1. Buffet lunch with an assortment of meal choices (vendor should provide the choices with their quote) Includes meat and vegetarian options.

2. Assorted dessert options (vendor should provide the choices with their quote)

3. Unlimited Assorted Regular and Diet Sodas, Water, and Juices ***Note: Lunch to be served at 11:30 a.m.*** BID OPEN/CLOSE DATES OPEN: September 10, 2026 CLOSE: September 17, 2026 CONTACT AND BID SUBMISSION:

Vendor’s bid must be submitted using InFor Strategic Sourcing system through or email at Cuyahoga- Contract-Admin-Perform@jfs.ohio.gov no later than September 18th by 4:00pm. Inquiries and Questions can be addressed to:

Marcos Cortes Department of Health and Human Services Division of Contract Administration and Performance 1641 Payne Avenue, Rm. 510 Cleveland, Ohio 44114 P (216) 698-2586 | F (216) 987-7090 Marcos.cortes@jfs.ohio.gov

REQUIRED FORMS, DOCUMENTATION and REGISTRATIONS

(To be completed by successful vendor(s) immediately following recommendation.)

1. IRS form W9

2. Worker's Compensation Certificate

3. Visit this website to register as a supplier in the Cuyahoga County Infor Supplier Portal here: https://cuyahogacounty.us/purchasing/doing-business-with-the-county

4. Certificate of Insurance with required coverage and language (requirements listed in the following paragraphs)

These documents are described in the following paragraphs. Insurance Requirements image3.png image4.png image5.png image6.png image7.png image8.png image9.png image10.png image11.png image12.png image13.png image14.png image15.png image16.png image17.png image18.png image19.png image20.png image21.png image22.png image23.png image24.png image25.png image26.png image27.png image28.png image29.png image30.png image31.png image32.png image33.png image34.png image35.png image36.png image37.png image38.png image39.png image40.png image41.png image1.png image42.png image43.png image44.png image45.png image46.png image47.png image48.png image49.png image50.png image51.png image2.png image52.png image53.png image54.png image55.png image56.png image57.png image58.png image59.png image60.png image61.png image62.png image63.png image64.png