RFP 202606102 AKFRFR Response Form.docx

RFP# 202606102

Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services

PROPOSED SERVICES RESPONSE FORM

Bidder Name:

INTRUCTIONS: Bidder must complete this form to discuss the Services to be Provided referenced in Part II of the RFP and what the Bidder will offer, including:

· A description of the methods and resources the Bidder will use and how each task involved will be accomplished.

· A description of how the expectations and/or desired outcomes as a result of these services will be achieved.

· If subcontractors are involved, Bidders must clearly identify the work each will perform.

Bidders may expand each of the response (white) spaces within this document in order to provide a full response to each requirement.

A. Facility Standards and Requirements

1. Provide Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services Monday through Friday, 8:00 a.m. to 5:00 p.m., except during State holidays and administrative closings.

2. Provide flexible staff working schedules to ensure needs of Adoptive Families are met beyond operating hours as needed.

3. Maintain a 24/7/365 toll-free telephone line with an answering service.

4. Provide each Adoption and Generalized Recruitment Coordinator and Adoption Project Coordinator with:

a. A State issued laptop and information technology services; and

b. Access to the Child Welfare Information System.

5. Utilize a Department-approved Adoption Matching Software for determining the compatibility of a Child(ren)/Youth in Care waiting for Adoption and the licensed Resource Family who hopes to Adopt them.

B. Resource Family/Parent Recruitment Service Requirements

1. Diligent Recruitment planning:

a. Develop and execute a comprehensive, evidence-informed recruitment plan;

b. Utilize Child-specific and general recruitment strategies;

c. Target recruitment based on Department data (e.g. age, sibling groups, level of care needs);

d. Conduct community-based outreach, including partnerships with local organizations, faith communities, and culturally specific groups; and

e. Implement targeted strategies to recruit homes for:

i. Teens and older Youth;

ii. Sibling groups;

iii. Children with behavioral health or medical needs; and

iv. Indian Child Welfare Act (ICWA)-eligible Children (in collaboration with Maine Tribes).

f. Submit a Statewide Diligent Recruitment plan, within ninety (90) calendar days of the start of the initial period of performance, to the Department for review and approval prior to implementation.

i. Ensure the annual Statewide Diligent Recruitment plan is delineated by month, and includes the strategies and activities that support goals including, but not limited to:

1) Generating awareness and interest in Foster Care and Adoption through participation in nationwide campaigns; and

2) Researching successful recruitment strategies in other states.

ii. Design and implement marketing and outreach campaigns using multiple platforms (digital, print, in-person);

iii. Develop culturally responsive and trauma-informed messaging;

iv. Host informational sessions and recruitment events;

v. Maintain a consistent presence in targeted communities;

vi. Ensure activities are objective and quantifiable, refer to the Statewide Diligent Recruitment Plan Template (refer to Appendix I) for examples;

vii. Implement, track, evaluate, and adjust the Department-approved plans, at a minimum, on a quarterly basis or upon Department request; and

viii. Ensure plans are adaptable to each Department District to meet Foster Care Placement needs of the Children and Youth in Care including, but not limited to:

1) Requiring a Therapeutic Foster Home, Therapeutic Intensive level Foster Home or short-term Intensive Home;

2) Challenging behaviors and/or developmental disabilities;

3) Birth parents that are actively engaged in the Reunification process;

4) Sibling groups of Children and/or Youth in Care;

5) Children and/or Youth in Care, from birth to age nineteen (19); and

6) When necessary, a plan for Specific Recruiting for a Child(ren) and/or Youth in Care for whom the Department is seeking a Kinship Home, Resource Home or Permanency.

g. Each calendar quarter, plan and implement Adoptive and Resource Family/Parent recruitment events providing a variety of materials and opportunities promoting the message that there are Children in every community in Maine in need of Resource Families.

i. Ensure each event includes three (3) projects in each of the five (5) marketing domains:

1) Businesses;

2) Schools;

3) Community;

4) Places of worship; and

5) Media.

h. Ensure the prospective Adoptive or Resource Family/Parent who participates in any recruitment activity/event receives a minimum of one (1) item of message material/information regarding the application process and the “A Family for ME” website.

2. Collaborate for community involvement:

a. Schedule and facilitate meetings or attend meetings as requested by the Department with identified partners and minimum periodicity, specifically by meeting with:

i. The Department’s placement coordinators group virtually, each month, to review Children in need of placement to support potential matches for Foster Care Placements;

ii. Each District, monthly, to review referrals for Children to the Adoption matching program and discuss placement issues;

iii. The recruitment team for each Department District every other month;

iv. Community social service providers, the Department-contracted Resource Family support service providers, and others, twice per year, as deemed appropriate by the Department;

v. The Department, every other month or as required by the Department, regarding Therapeutic Intensive Homes (TIH);

vi. The Department’s Youth Leadership Advisory Team (YLAT), twice per year;

vii. Actively partner with businesses and communities to expand recruitment; and

viii. Identify strengths and challenges, needs of, and next steps, in collaboration with Resource Families, for increasing Resource Family/Parent recruitment and raising awareness of Concurrent Planning.

b. Ensure strengths and challenges are identified and incorporated into the Statewide Diligent Recruitment plan.

3. Recruitment activities:

a. Create, print, and distribute a variety of messaging materials such as:

i. Sticky notes;

ii. Golf tees;

iii. Pencils;

iv. Posters; and

v. Rack cards, etc.

b. Limit recruitment of qualified Treatment-Level Foster Homes to twenty percent (20%) of the Resource Families/Parents within the awarded Bidder’s program, not including recruitment for TIH.

c. Maintain the toll-free telephone number for interested parties to gain information regarding:

i. Resource Family/Parent Recruitment services;

ii. The process of becoming a licensed Resource Family/Parent;

iii. General information about Reunification;

iv. Providing Foster/Adoptive Care; and

v. Concurrent Planning.

d. Maintain the Department’s “A Family for ME” website, which disseminates information to interested parties and displays the Heart Gallery.

i. Ensure the website adheres to the State’s Office of Information Technology (MaineIT) Digital Accessibility Policy and Social Media for State Business Policy.

ii. Ensure no data is released regarding the usage of the website without the written approval from the Department. This is regardless of whether the data would be given away, sold, bartered, or through any other arrangement.

iii. Ensure any data collected, used, and reported on will be de-identified meeting the definition of TLP White as required by the MaineIT Data Classification Policy.

iv. Ensure the website does not include:

1) TikTok, which describes the social networking service TikTok or any successor application or service developed or provided by ByteDance Limited or an entity owned by ByteDance Limited.

e. Develop a marketing campaign with the goal of reaching the largest possible audience Statewide and allowing for its adaptation at the Department’s District level, which may include, but is not limited to:

i. Radio;

ii. Print;

iii. Podcasts;

iv. Social media; and

v. Television.

f. Obtain Department approval for all marketing materials prior to printing or purchasing media services.

g. Ensure “A Family for ME” is incorporated into all marketing campaigns and materials.

h. Maintain an electronic and printed Heart Gallery.

i. Ensure Children in Care referred by the Department for the Heart Gallery have completed write ups and Department approved photos within sixty (60) calendar days of referral.

ii. Ensure all images are embedded and users are not allowed to download or save any image to a user’s computer.

i. Develop and implement, with Department approval, a program addressing linguistic barriers of prospective Resource Parents/Families, including, but not limited to:

i. Limited English proficiency;

ii. Deafness;

iii. Blindness;

iv. Hearing impairment; and

v. Intellectual disability.

j. Ensure use of Diligent Recruitment efforts to engage interested parties, promoting attendance at virtual informational sessions and completion of an application to become a licensed Resource Family.

i. Assist and support parties interested in becoming a licensed Resource Family in completing the application and securing the documents needed for submission with the application.

ii. Assist and support families in accessing the Resource Parent Portal for application.

k. Develop and conduct, at a minimum each calendar year, one (1) Statewide Meet and Greet Event;

l. Conduct, at a minimum each calendar year, two (2) Statewide Electronic Heart Gallery web-conferences.

i. Refer all inquiries resulting from the Statewide Electronic Heart Gallery web-conferences to the Office of Child and Family Services (OCFS).

m. Provide virtual informational sessions for interested applicants.

i. Develop and conduct informational sessions: schedule, present, manage attendance, and assist with licensing applications through the OCFS Resource Parent Portal.

ii. Manage and update information presented at informational sessions and post on the “A Family for ME” website.

1) Track participation and completion of the online presentation.

4. Resource Parent Licensing and/or Adoption Approval Process:

a. Ensure individuals/families interested in becoming a Resource Family including Foster and/or Adoptive Parent/Family, Resource Family/Parent, or Permanency Guardian complete an application packet, participate in a Home Study, complete required training, and meet the Rules Providing for the Licensing of Family Foster Homes for Children and Standards for Foster Care Licensing.

C. Child/Youth Specific Recruitment

0. Coordinate with OCFS caseworkers for Child/Youth Specific Recruitment when a Child in Care needs a Kinship or Resource Home and the Department has been unable to locate a Kinship or licensed Resource Home.

2. Conduct individualized Child/Youth Specific Recruitment plans for each referred Child/Youth within thirty (30) calendar days of referral, including strengths, needs, permanency goals, and targeted recruitment strategies.

3. Develop and maintain Child profiles (written and/or visual) that highlight the Child’s strengths, interests, and identity in a strengths-based, Trauma-informed manner.

4. Utilize targeted outreach strategies to identify prospective Adoptive Families, including:

a. Outreach to Kin, and fictive Kin;

b. Review of existing Resource Families within agency and Statewide databases; and

c. Engagement with community partners, providers, and networks.

5. Conduct family finding activities, including Diligent Recruitment efforts to locate and engage Kin and supportive adults connected to the Child.

6. Ensure active Youth engagement in the recruitment process, including:

a. Incorporating Youth voice in identifying family preferences and Permanency goals; and

b. Preparing Youth for recruitment activities in a developmentally appropriate manner. Coordinate and participate in matching meetings and case consultations with the Department to identify potential Adoptive Families.

7. Monitor and evaluate recruitment effectiveness including:

a. Number of families identified per Child;

b. Time to match; and

c. Barriers to placement

D. Adoption Recruitment

1. Within thirty (30) calendar days of receiving a Department-provided list of prospective Adoption-only Resources, contact all listed families to determine if they remain interested in Adoption.

2. Read each Adoptive Family’s Home Study prior to meeting with the Family to write their biography.

3. Coordinate with OCFS caseworkers to arrange meeting(s) with Children/Youth, for whom the Department has obtained legal clearance for Adoption, in order to:

a. Engage the Child in developing his/her biography to be used in the Adoption matching process; and

b. Complete the Child’s biography within thirty (30) calendar days following initial meeting.

4. Within seven (7) calendar days of receiving the referral from the Department and upon approval by the OCFS caseworker or supervisor, upload into AdoptUSKids the completed biography and matching template information of the Child/Youth for whom the Department has obtained legal clearance for Adoption.

5. Load information of the Child/Youth, for whom the Department has obtained legal clearance for Adoption and prospective Adoptive Families into the Adoption Matching Software within sixty (60) calendar days of the start of the initial period of performance.

6. Provide the names and biographies of the matched prospective Adoptive Families to the OCFS caseworker, for each Child/Youth for whom the Department has obtained legal clearance for Adoption, for follow-up.

7. Contact the matched Adoption-only Resources each month to follow up on prospective matches.

a. Ensure Adoption and Generalized Recruitment Coordinators follow up on prospective matches from the Adoption Matching Software, AdoptUSKids, Heart Gallery, and other Diligent Recruitment activities; and

b. If an Adoptive Family hasn’t been matched, ensure the Adoption and Generalized Recruitment Coordinator calls the family to determine their status within the Adoption process, answer their questions, or inform them of upcoming recruitment events.

8. Review AdoptUSKids weekly to identify potential matches for Children/Youth, for whom the Department has obtained legal clearance for Adoption, with whom the Adoption and Generalized Recruitment Coordinators are currently working.

9. Review the Home Studies, on AdoptUSKids, of interested Adoptive Families and identify prospective matches.

a. Ensure the Adoption and Generalized Recruitment Coordinator:

i. Informs the prospective Adoptive Families of whether they are a potential match and the family’s next steps; and

ii. Emails the OCFS caseworker and supervisor, providing the Home Study and contact information of the prospective Adoptive Family.

10. Meet as requested by the Department with the Adoption Project Coordinator and the OCFS Adoption program manager to discuss and review data.

a. In preparation for meeting, ensure data reports are provided to the OCFS Adoption program manager at least three (3) business days prior to the meeting.

11. Ensure the Adoption Project Coordinator meets monthly with the OCFS Adoption program manager and Adoption supervisors to discuss strengths and barriers, as well as review data.

a. Ensure data reports are sent to the OCFS Adoption program manager three (3) business days prior to the monthly meeting.

12. Ensure Adoption matches are made with the use of the Department-approved Adoption Matching Software.

13. Provide administrative services, including:

a. Supplementary support services to the OCFS Adoption program manager to develop a template for the Child in Care and prospective Adoptive Family biographies, which must be compatible with the Adoption Matching Software.

b. Tracking data points and submitting each calendar month a report to the OCFS Adoption program manager to include:

i. Number of families referred and total number of approved families;

ii. Names, number and date of Children in Care referred;

iii. Dates and type of contact with prospective Adoptive Families and Child(ren);

iv. Date biography was completed for each Child and prospective Adoptive Family;

v. Names of Child(ren) in Care and prospective Adoptive Families and dates when loaded into Adoption Matching Software;

vi. Dates and names of Home Studies/Matches provided to OCFS caseworkers;

vii. Dates and names for AdoptUSKids profiles that are completed or updated;

viii. Dates and names of Disclosure Meetings attended;

ix. Dates and names of Children placed with matched Family in Adoptive placement;

x. Names, numbers and match disruptions prior to placement;

xi. Number of declined matches by family/agency;

xii. Date of legalization of Adoption for matched Children in Care; and

xiii. Timeframe for Children referred, matched, and legalized.

E. Staffing Requirements

1. Provide a sufficient amount of Resource Family/Parent Recruitment Coordinators to provide Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services to continue an upward trajectory but no fewer than needed to ensure three hundred (300) prospective Resource Family/Parents families attend information sessions annually and two hundred (200) prospective Resource Family/Parents submit applications.

2. Provide a sufficient amount of Adoption and Generalized Recruitment Coordinators to provide Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services for a maximum of one hundred (100) Children annually.

3. Comply with all background check requirements outlined in the Department’s current State Service Contract, Rider D, Section 13, including any necessary out of state background checks to ensure no individual has a history of child abuse or neglect. The current DHHS State Service Contract may be obtained on the Department’s Contract Documents webpage.

4. Develop and implement a Department-approved training plan and curriculum, which includes, but is not limited to:

a. Foster and Adoption Family Recruitment; and

b. Ensures all Adoption and Generalized Recruitment Coordinators successfully complete the National Adoption Competency Mental Health Training for Child Welfare Professionals within sixty (60) calendar days of hiring.

5. Ensure all Adoption and Generalized Recruitment Coordinators are trained and competent in using the Adoption Matching Software, including:

a. Loading data related to Adoptive Families’ and Children/Youth, for whom the Department has obtained legal clearance for Adoption, into the Adoption Matching Software;

b. Extracting data from the Adoption Matching Software, as requested by the Department;

c. Extracting the names of Adoptive Families and Children/Youth, for whom the Department has obtained legal clearance for Adoption, who have been matched, and submit to the OCFS caseworker; and

d. Removing data related to Adoptive Families’ and Children/Youth, for whom the Department has obtained legal clearance for Adoption, from the Adoption Matching Software.

F. State Systems and Confidentiality Requirements

1. Ensure all access to the State systems are performed using devices, accounts, authentication methods, and virtual private network, provisioned by the Department.

0. Ensure all staff/personnel comply with current MaineIT Policies & Standards related to its:

0. Access Control Policy;

0. Access Control Procedure for Users;

0. Security Awareness Training;

0. Rules of Behavior Policy; and

0. User Device and Commodity Application Policy.

1. Obtain and maintain insurance as outlined in the current State of Maine IT-Service Contract (IT-SC), Rider B-IT, Section 19. Insurance Requirements. The current IT-SC may be obtained on the Office of State Procurement Services Forms & Templates webpage.

1. If sensitive information is collected electronically (PII, PHI, and/or other confidential data) as part of the services provided as a result of the contract awarded under this RFP, implement risk assessment and vulnerability scanning policies and procedures, at minimum to be equivalent to current MaineIT Policies & Standards for:

0. Risk Assessment Policy & Procedures; and

0. Vulnerability Scanning Procedure.

1. Comply with all current State and Federal laws regarding the protection of confidential and/or sensitive information that is collected or maintained by the awarded Bidder, including, as applicable, notification to individuals in the event of unauthorized access or disclosure.

1. The State will not consume (use) any awarded Bidder application, but the awarded Bidder will consume (use) one/more State application(s).

G. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures listed in Table 1.

0. Submit data to support the performance measures utilizing the OCFS Provider Packet Template (available in VSS), as indicated within the performance measure data source column of Table 1.

Table 1 Mandatory Performance Measures

Office Goal/Initiative: Improve stability, health and wellbeing, and quality Permanent connections of individuals and families.

H. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 2:

Table 2 – Required Reports

Provider Packet includes:

1. Performance Measure Report

2. Deliverable Data Report

3. Adoption Deliverable Report

4. Adoptive Families Report

5. Diligent Recruitment Report

2. Submit all the required reports to the Department in accordance with the timelines established in Table 3:

Table 3 – Required Reports Timelines

DHHS RFP Proposed Services Response Form (Rev. 10/2025)