RFP 202606102 Q
21 KB Posted
- Solicitation number
- RFP - 10A - 202606102
- Issued by
- Maine
About this file
This file is a Questions and Answers document for RFP 202606102, issued by the Maine Department of Health and Human Services, Office of Child and Family Services, concerning statewide Adoption, Kinship, Foster, and Resource Family Recruitment Services. The RFP solicits proposals for comprehensive recruitment services including development of a statewide diligent recruitment plan within 90 calendar days of contract start, quarterly recruitment events across five marketing domains, maintenance of the "A Family for ME" website with a Heart Gallery, child and youth-specific recruitment services, and a 24/7/365 toll-free information line. Facility operations are required Monday through Friday, 8:00 a.m. to 5:00 p.m. with flexible scheduling. The contractor must load child and adoptive family information into Department-approved Adoption Matching Software within 60 calendar days and complete child biographies in AdoptUSKids within seven calendar days of referral. Proposals were due July 24, 2026 at 4:00 p.m., with questions due July 10, 2026 at 4:00 p.m. The initial contract period runs October 1, 2026, through September 30, 2028, with two optional renewals extending through September 30, 2031.
Performance targets include 300 prospective resource families attending informational sessions annually, 200 completed applications from prospective resource families annually, and 90 percent completion of identified quarterly diligent recruitment plan activities. Between October 1, 2024, and March 30, 2026, the current provider, Spurwink, recruited 1,030 prospective resource family/parents to informational sessions and received 738 prospective applications. Staffing requirements include sufficient Resource Family/Parent Recruitment Coordinators and Adoption and Generalized Recruitment Coordinators serving a maximum of 100 children annually for child-specific recruitment. The Department anticipates an annual referral of approximately 100 children to Adoption Matching and child-specific recruitment combined, representing a new service component. The Department plans to launch "TIH" (Training in the Home) by January 2027. Evaluation criteria allocate 25 points for Organization Qualifications and Experience, 40 points for Proposed Services, and 35 points for Cost Proposal, with the lowest bid receiving all 35 cost points. The Department reserves the right to reject all proposals or negotiate with the highest-ranked bidder.
Text of this file
RFP 202606102
| RFP 202606102 Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services | |||
| Question | Answer | ||
| 1 | Part II, A.5. Is the Adoption Matching Software a program already developed and provided to the awarded bidder or is this a program that the awarded bidder will need to purchase? | Bidders must propose an Adoption Matching Software and if awarded must purchase and use the Department approved software. | |
| 2 | Part II, B.1.a. In regard to the expectation to utilize an evidence-informed recruitment plan, what evidence-based recruitment plan is being utilized by the current provider? | The Department declines to answer. | |
| 3 | How many homes have been recruited by the current provider each year during their contract term? Out of these numbers what percentage were kindship providers? | The Department does not have this data readily available. | |
| 4 | Part II, B.1.g.i. The requirement states, "Ensure each event includes 3 projects in each of the five marketing domains." What does the term "project" mean in this context? | Project is a distinct recruitment activity, campaign, or outreach effort within a marketing domain. | |
| 5 | Part II, B.2.a.v. In regard to meeting with the Department as required regarding TIH, has the Department officially launched TIH within the state? | No, the Department's plan is to launch the TIH by January 2027. | |
| 6 | What percentage of the current provider's budget is allocated to the creation/purchasing of messaging materials? | The current provider is Spurwink, and the contracts may be obtained in VSS under Service Contract Search using 202407190000CFS25620. | |
| 7 | What percentage of the current providers' budget is allocated to services from a professional marketing company, if any? | The current provider is Spurwink, and the contracts may be obtained in VSS under Service Contract Search using 202407190000CFS25620. | |
| 8 | What percentage of the current providers' budget is allocated to ad related activities (i.e. radio ads, print ads, television ads, etc.)? | The current provider is Spurwink, and the contracts may be obtained in VSS under Service Contract Search using 202407190000CFS25620. | |
| 9 | Part II, B.3.b. Limit recruitment of treatment level homes to 20% within the awarded bidder's program not including TIH - is this the same percentage that was set in the initial RFP? | As this is outside the scope of this RFP, the Department declines to answer. | |
| 10 | In regard to maintaining the Family for ME website - is the awarded bidder responsible only for updating the website with current information or are they also responsible for the higher level/IT related maintenance of the website? | This is a Department website that the awarded Bidder will be required to maintain. | |
| 11 | How many prospective parents attended the most recent Statewide Meet and Greet Event facilitated by the current provider? | The Department does not have this data readily available. | |
| 12 | How many Resource Family/Parent Recruitment Coordinator positions are budgeted for by the current provider? | The current provider is Spurwink, and the contracts may be obtained in VSS under Service Contract Search using 202407190000CFS25620. | |
| 13 | How many Adoption and Generalized Recruitment Coordinator positions are budgeted for by the current provider? | The current provider is Spurwink, and the contracts may be obtained in VSS under Service Contract Search using 202407190000CFS25620. | |
| 14 | In what ways have the mandatory performance measures been modified since the last RFP? | As this is outside the scope of this RFP, the Department declines to answer. | |
| 15 | How many prospective resource family/parents attended informational sessions last year and the year prior? | Between 10/1/24-3/30/26: 1030 prospective resource family/parents attended informational sessions. | |
| 16 | How many prospective resource family/parents submitted an application last year and the year prior (not including Kinship families the Department has identified)? | Between 10/1/24 – 3/30/26: 738 prospective resource family/parent applications; no information on percentage of kinship providers | |
| 17 | Part II, A.4. In the current contract some Adoption Matching Program staff have state issued computers. Will all program staff be provided state-issued computers along with access to Katahdin? If so, can the purpose please be clarified? | Only Adoption and Generalized Recruitment Coordinator and Adoption Project Coordinator staff who require access to the Department's Child Welfare Information System (Katahdin) will be provided a State issued laptop. Laptops used outside of the State issued laptops will not provide access to the Child Welfare Information System (Katahdin). The purpose of having State issued laptops is to be able to access the Child Welfare Information System (Katahdin), to be able to access information about children and families referred to the Adoption Matching Program to assist with matching. | |
| 18 | Part II, B.1.f.i. The current contract has DRP (Diligent Recruitment Plan) delineated quarterly. Will it now be required monthly? | Yes. | |
| 19 | Part II, B.1.f.viii.3) Can what is being asked of birth parents in reunification and their role in recruitment please be clarified? | It means that there are children in care whose parents are actively engaged in reunification, that need recruitment for a foster or kinship home that will support the reunification efforts. | |
| 20 | Part II, B.1.f.viii.5) Will recruitment for youth up to age 19 be required in this contract? | No, the requirement is to ensuring plans are adaptable to each Department District to meet Foster Care Placement needs of the Children and Youth from birth to age eighteen (18). | |
| 21 | Part II, B.1.g. Can DHHS provide an example of an "event" that would include 3 projects in each of the 5 marketing domains please? | Place of Worship: Provide bulletin inserts to congregations, speak at a faith community event, set up an information table after worship services. | |
| 22 | Part II, B.3.d.ii. Is this in relation to data about interested persons (IPs) that gets entered on the website then funneled into the CRM? | No data must be released, irrespective of whether it is being funneled into the CRM or not. | |
| 23 | Part II, B.3.h.i. The current contract does not allow using photos per direction of DHHS. Can this expectation please be clarified for this contract? | Photos of referred children may still be necessary for recruitment purposes, but may not be made publicly available. The Department approved photos may include de-identified photos that represent the child. | |
| 24 | Part II, B.4.a. Currently, AFfME helps families access the portal and may provide application-related Technical Assistance. Will the contractor now be expected to support families through licensure and track their progress? | The Department does not expect the awarded Bidder to support and track families through the entire licensing process, but to provide technical assistance in the application process as needed. | |
| 25 | a. Can DHHS provide an estimate of the number of children they expect to refer to child specific recruitment? | ||
| b. Would this be for both youth in need of adoption as well as youth in need of kinship care or a resource home while in reunification? | a. As this is a new component of this service, delineated numbers are not available. |
b. Yes.
| 26 | Part II, D.13.b. Are monthly adoption data reports required in this contract? | No, reports will be required quarterly. | |
| 27 | Part II, E.2. Is it anticipated that a total of 100 children (combines total) will be referred to Adoption Matching and child specific recruitment annually? | Yes. | |
| 28 | Part II, E.4.b. Will all staff be required to complete the Adoption Competency Training, or just adoption matching program staff? | Adoption and Generalized Recruitment Coordinators will be required to complete the National Adoption Competency Mental Health Training for Child Welfare Professionals. | |
| 29 | a. Recognizing that kin families will not be counted in AFfME data reporting, will kinship families no longer be going through the application and licensing process? | ||
| b. Will kin families identified by child specific recruitment be reported elsewhere? | a. Kin families identified/recruited by the Department will no longer be counted in AFfME data; Kin families identified by AFfME will be counted. Kin families will be required to apply and become licensed; however, the licensing requirements for Kin families is anticipated to change within the next year. |
b. Yes
Other files
| File | Type | Posted |
|---|---|---|
| AFKRFR Diligent Plan Template.xlsx | XLSX spreadsheet | |
| RFP 202606102 AKFRFR Response Form.docx | DOCX document | |
| RFP 202606102 Statewide AKFRFR_FINAL.docx | DOCX document | |
| AFKRFR Provider Packet Template.xlsx | XLSX spreadsheet | |
| RFP 202605083 HOMEBUILDERS_FINAL.docx | DOCX document | |
| RFP 202606102 AFKRFR Cost Form.xlsx | XLSX spreadsheet |
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