DCF RFI 2526 019.pdf

FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES

RFI SOLICITATION INSTRUCTIONS

PMT-07 1 Rev. May 19, 2025

SECTION 1. INTRODUCTION

1.1 TITLE

Support Services for the National Youth in Transition Database (NYTD) Outreach, Youth Advisory Board Support, and Youth-Led Initiatives

1.2 RFI NUMBER

DCF RFI 2526 019

1.3 The Department of Children and Families (Department), Office of Child and Family Well-Being (OCFW) is issuing this Request for Information (RFI) to gather input from qualified organizations and subject matter experts with experience supporting the NYTD and related areas of youth engagement, outreach, and leadership development. Specifically, the Department is seeking information about available resources, service models, and innovative approaches that support the following key components:

1.3.1 Outreach to current and former foster youth to encourage participation in the NYTD survey. This includes the use of culturally competent and targeted outreach methods to connect with hard-to-reach populations. This may include the use of incentives for survey completion, which are typically distributed through the Community Based Care Lead Agencies (Lead Agencies).

1.3.2 Support for the Florida Statewide Youth Advisory Board, including coverage of costs associated with member participation in trainings, meetings, and events. These costs include travel expenses, stipends, lodging and per diem expenses.

1.3.3 Collaboration with key stakeholders, including the Department, Lead Agencies, and other relevant government or youth-serving entities, to align efforts related to NYTD goals.

1.3.4 Development and facilitation of youth led NYTD trainings, including opportunities for youth leadership and peer-to-peer training.

The goal of this RFI is to identify service options, best practices, and potential qualified providers that could strengthen Florida’s NYTD outreach efforts, increase youth participation, and improve quality of federal reporting. Additionally, the Department seeks to understand current market interest and provider capacity in preparation for potential future procurement activities.

This is an RFI as defined in §287.012(22), Florida Statutes (F.S.), for planning purposes only.

This is not a solicitation for offers. The information gathered from this RFI may be used to develop a future competitive solicitation. It is the responsibility of the Respondent to check for any changes or notices on the Vendor Information Portal (VIP).

SECTION 2. PURPOSE

Rule 60A-1.042, Florida Administrative Code (F.A.C.), provides that an agency may request information by issuing a written RFI. Agencies are authorized to use an RFI in circumstances including, but not limited to, determining whether to competitively procure particular commodities or contractual services;

determining what solicitation process to use for a particular need; or researching general, special, and/or technical specifications for a solicitation. A Vendor’s response to an RFI is not an offer and the agency may not use the Vendor’s submission to justify a contract with that Vendor without otherwise complying with chapter 287, F.S. and Rule 60A-1.042, F.A.C. Vendors submitting a response to an agency’s RFI are not prohibited from responding to any related subsequent solicitation(s).

Any future purchase of the services will be conducted in accordance with chapter 287, F.S. The Department may use responses from this RFI to prepare one or more competitive solicitations and as https://vendor.myfloridamarketplace.com/

PMT-07 2 Rev. May 19, 2025 the basis for any subsequent Vendor meetings. Any request for cost information is for budgetary purposes only.

SECTION 3. PROCUREMENT OFFICER

The Procurement Officer is the sole contact point for communication (which will only be accepted in writing), and the only permitted means of contact is through email.

Jeremy Taber, Procurement Officer

Jeremy.Taber@myflfamilies.com and CC: hqw.procurement.team.activities@myflfamilies.com

All emails to the Procurement Officer shall contain the RFI number in the subject line of the email.

SECTION 4. BACKGROUND

The Department is currently evaluating the feasibility of bringing NYTD survey administration and reporting in-house to strengthen compliance with federal Chafee Foster Care Program requirements, preserve eligibility for continued federal funding, and streamline operations to ensure data integrity.

However, external support remains essential to effectively engage the target youth population, build trust, and encourage participation; especially among youth who are no longer actively involved with the system.

These efforts require strong coordination across multiple stakeholders, including the Department, Lead Agencies, and other youth-serving organizations. Any Provider would be expected to work collaboratively with the Department and all relevant partners to ensure NYTD related services are implemented cohesively, are youth-informed, and align with both federal requirements and state priorities.

SECTION 5. RESPONSE INSTRUCTIONS

5.1 SUBMISSION LAYOUT

Please organize your responses to this RFI as follows

TAB 1 INTRODUCTION

TAB 2 DETAILS

TAB 3 ADDITIONAL INFORMATION

5.2 REQUESTED INFORMATION

5.2.1 TAB 1: INTRODUCTION

Please provide a cover letter with the name of the Respondent and the primary point of contact. The cover sheet must reference the RFI number and title. Include a summary of your organization, its history and experience with information requested in this RFI.

5.2.2 TAB 2: DETAILS

5.2.3 Please respond to the following questions to help the Department assess potential models, capacity, and approaches that align with NYTD outreach and youth engagement services:

5.2.3.1 Service Delivery Models

Specific services your organization offers that support:

5.2.3.1.1 Youth outreach

mailto:hqw.procurement.team.activities@myflfamilies.com

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5.2.3.1.2 Youth engagement and leadership development

5.2.3.1.3 Youth-led events or training

5.2.3.1.4 Support for statewide advisory boards.

Do you offer wraparound models that combine these services? (Example: outreach, event planning, facilitation) in partnership with a government agency?

5.2.3.2 Integration with Department Operations

If NYTD survey administration and reporting are handled internally by the Department:

5.2.3.2.1 What role could an external provider play to ensure survey participation and federal compliance?

5.2.3.2.2 What coordination processes or communication structures would you recommend to align outreach efforts with internal operations?

5.2.3.2.3 How could your organization help maintain continuity and consistency across NYTD components?

5.2.3.3 Outreach Strategies

What outreach approaches have been most effective in reaching:

5.2.3.3.1 Youth and young adults who have left care.

5.2.3.3.2 Youth who have disengaged from traditional systems.

What outreach services can realistically be delivered in terms of:

5.2.3.3.3 Capacity (number of youths served)

5.2.3.3.4 Frequency (ongoing outreach vs. Periodic campaigns)

5.2.3.3.5 Geographic reach (statewide, virtual, etc.)

How does your organization leverage:

5.2.3.3.6 Community partners

5.2.3.3.7 Peer supports or individuals with lived experience in foster care.

5.2.3.4 Staffing Models

5.2.3.4.1 What staffing models are typically used to deliver these services?

5.2.3.4.2 What roles or team structures have proven most effective?

5.2.3.4.3 How does your organization recruit, train, and retain staff with youth engagement experience?

5.2.3.5 Innovation and Best Practices

5.2.3.5.1 What new or emerging strategies should the Department consider for NYTD-related youth outreach and engagement?

5.2.3.5.2 Are there lessons learned or success stories from other states or systems that could inform Florida’s approach?

5.2.3.5.3 What tools, platforms, or technologies are you using to enhance youth engagement, and track participation?

5.2.3.6 Please include any additional details that would help the Department understand what NYTD-aligned services could be realistically and effectively delivered by an external provider.

If available, attach sample:

5.2.3.6.1 Scopes of Work

PMT-07 4 Rev. May 19, 2025

5.2.3.6.2 Service Menus and deliverables

5.2.3.6.3 Project summaries that illustrate relevant past experience.

5.2.3.6.4 Insights on transition planning, especially if your organization has taken over services from another provider.

5.2.4 TAB 3: ADDITIONAL INFORMATION

Please provide any additional information deemed necessary for consideration.

Pricing: Please do not provide any specific cost or pricing information at this time; this is not a solicitation for an offer. However, general pricing information may be provided (e.g., price ranges and variable factors that impact the price).

5.3 SUBMISSION FORMAT

Respondents must submit submissions via email using the contact information in Section 3.

5.4 TRADE SECRET, CONFIDENTIAL, OR PROPRIETARY INFORMATION

5.4.1 Article 1, section 24, Florida Constitution, guarantees every person access to all public records, and §119.011, F.S., provides a broad definition of “public record.” As such, the entirety of the Response is public record and is subject to disclosure unless exempt from disclosure by law.

The Department defines “confidential information” as information that is trade secret as defined in §688.002, F.S., or otherwise confidential or exempt from disclosure under Florida or federal law.

5.4.2 If the Vendor considers any portion of the Response to be confidential information, the Vendor shall then submit two copies of the Response. In both copies, any portion of the Response considered confidential information shall be clearly labeled within the text of the Response as “CONFIDENTIAL”. For each portion of the Response that is labeled “CONFIDENTIAL”, the Vendor shall provide a written statement of the basis for exemption applicable to each provision identified by the Vendor as “confidential”, including citation to a protection created by statute, and state with particularly the reasons the provision is confidential.

5.4.3 By submitting a Response, the Vendor agrees to protect, defend, and indemnify the Department for all claims arising from or relating to the Vendor’s determination that the redacted portions of its Response are confidential information. If a Vendor fails to submit a Redacted Copy in accordance with these instructions, the Department is authorized to produce the entire material submitted to the Department in response to a demand for discovery or disclosure of these records or a public records request.

5.5 PRESENTATIONS

After the Department receives responses to this RFI, and at the sole discretion of the Department, one

(1) or more Respondents may be selected to demonstrate to the Department the Respondent’s products and services relating to the information submitted in the RFI response. The purpose is to learn about the most current solutions available.

SECTION 6. TIMELINE

EVENT DATE TIME LOCATION

Release of RFI 8/15/2025 N/A https://vendor.myfloridamarketplace.com/

Submission of Questions 9/03/2025 10:00

AM Section 7 https://vendor.myfloridamarketplace.com/

PMT-07 5 Rev. May 19, 2025

EVENT DATE TIME LOCATION

Department’s Response to Questions

9/16/2025 N/A Section 7

Responses Due 10/13/2025 10:00 AM Section 3

Presentations, if applicable TBD TBD

SECTION 7. WRITTEN QUESTIONS

7.1 All questions must be received by the Procurement Officer at the email addresses listed in Section 3, no later than the date and time specified in Section 6, Timeline.

7.2 Applicants are strongly encouraged to review the RFI in its entirety prior to asking questions.

7.3 The Department will not accept questions by telephone, postal mail, hand delivery or fax.

7.4 All questions should be submitted at once, rather than in multiple communications.

7.5 The Department reserves the right to respond to questions received after the written question submission deadline. It is the sole discretion of the Department to consider questions received after the written questions submission deadline.

SECTION 8. CAVEATS

8.1 Vendor Costs

Vendors are responsible for all costs associated with the preparation, submission, and any potential meeting(s) to discuss this RFI. The Department will not be responsible for any Vendor related costs associated with responding to this request.

8.2 Special Accommodations

Any person with a disability requiring special accommodations to participate in the RFI shall contact the Department sole point of contact at the email provided in Section 3 at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) 955-8771 (TDD). Certified Business Enterprises are encouraged to participate in the RFI process.

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