RFP 202607117 Q
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- Solicitation number
- RFP - 10A - 202607117
- Issued by
- Maine
About this file
This document is a Question and Answer file for RFP 202607117 issued by the State of Maine Department of Health and Human Services, Office of Child and Family Services (OCFS), requesting evaluation services for Maine's Family First Prevention Services (FFPSA) program. The RFP seeks a qualified evaluator to conduct a comprehensive five-year outcome evaluation of three evidence-based prevention interventions: Parents as Teachers (100 families annually), Homebuilders (150 families annually), and Intercept (140 families annually). Parents as Teachers is currently provided by Maine Children's Trust; Homebuilders by Bethany Christian Services Northern New England; and Intercept by Youth Villages. The evaluator must track child placement status, foster care re-entry rates, service costs and duration, fidelity to program models, and outcome measure data. Proposals were due August 21, 2026, with questions due July 29, 2026. The initial contract period runs October 1, 2026 through September 30, 2028, with two optional renewal periods extending through September 30, 2031. The contractor must maintain administrative availability Monday through Friday, 8:00 a.m. to 5:00 p.m., provide technical assistance with two business day response times, attend monthly virtual meetings with the Department, and submit quarterly status reports and a final evaluation report. No in-person meetings or site visits are required.
Cost proposals must be submitted on a time-and-materials basis covering the initial period and all renewal periods as one aggregated total, with payments anticipated on a net 30 basis. The State declines to disclose budget ranges or not-to-exceed amounts due to the competitive nature of the procurement. The Department estimates requiring a minimum of one full-time equivalent (FTE) for the evaluation work. Proposals are evaluated on a 100-point scale: Organization Qualifications and Experience (30 points), Proposed Services (35 points), and Cost Proposal (35 points), with the lowest cost proposal receiving maximum points and others scored proportionally. One award is anticipated and requires State Procurement Review Committee approval, becoming effective at least 14 calendar days after notification. The previous evaluator was Public Consulting Group. All data will be provided to the evaluator through secure file transfers; direct access to state systems is not permitted. The evaluator will have access to approximately 4.5 years of historical data from child welfare information systems and will receive personally identifiable information including names, dates of birth, phone numbers, foster care status, and dates of service. Bidders must maintain active Vendor Codes with Maine and comply with state IT-Service Contract provisions, including appropriate insurance coverage for handling sensitive data.
Text of this file
RFP 202607117
| RFP 202607117 Evaluation of Maine's Family First Prevention Services | |||
| Question | Answer | ||
| 1 | Appendix I, Data Collection row - Does the Department anticipate that the evaluator will need to execute data sharing agreements with each of the implementing agencies, or can data sharing flow through the Department? | Data is shared between the awarded Bidder and implementation agencies, therefore data sharing agreements may be required. | |
| 2 | Appendix I - | ||
| Is it still the case that the Homebuilders and Intercept implementing agencies have not been determined? If these have been finalized, and can the Department identify them so Bidders can scope integration needs? If these have not been finalized, should evaluators assume three different agencies will be implementing Parents as Teachers, Homebuilders, and Intercept? | The current HOMEBUILDERS® Program provider is Bethany Christian Services Northern New England. However, the Department is currently evaluating proposal received under RFP 202605083 Statewide HOMEBUILDERS® Program and anticipate a conditional award to be issued in the coming weeks. |
The current Intercept Program provider is Youth Villages.
The current Parents as Teachers Program (Maine Families Home Visiting) provider is Maine Children's Trust who subcontract with community agencies in each county.
Each service will continue to be provided by three separate agencies.
| 3 | General - Will the Department require the awarded Bidder to obtain IRB approval for human-subjects data collection, or does the Department have an existing IRB process that will govern the evaluation? | An IRB is not required. |
| 4 | Appendix H / Appendix I - The Logic Model and Evaluation Plan do not name the implementing agencies for Parents as Teachers, Homebuilders, or Intercept (the Homebuilders data system is listed as "TBD"). Please confirm whether these three programs are already operational in Maine with services currently being delivered, or whether they are new programs stood up as part of this FFPSA initiative. If new, can the Department indicate anticipated program launch dates relative to the start date? | Parents as Teachers, Homebuilders, and Intercept are all existing programs in the State. |
| 5 | Can the Department provide the anticipated annual number of families/children to be served under each of the three interventions (Parents as Teachers, Homebuilders, Intercept)? This information is needed to appropriately size sampling strategies, data collection staffing, and survey/interview logistics. | Parents as Teachers: 100 families/children anticipated annually |
Homebuilders: 150 families/children anticipated annually Intercept: 140 families/children anticipated annually
| 6 | Does the Department expect these monthly project management meetings (and any kickoff or contract administration meetings) to be conducted in person in Maine, or is remote/virtual meeting format acceptable for routine project management? | Virtual/remote meeting are acceptable for routine project management. | |
| 7 | If in-person attendance is expected, can the Department indicate anticipated frequency and location(s) so Bidders can budget travel accordingly? | N/A | |
| 8 | Part IV, Section III - Is there a page limit for the Proposed Services narrative (Appendix F)? | No, it is at the Bidder's discretion. | |
| 9 | Part IV, Section III.3 - For the work plan/timeline chart, is a Gantt-style visual acceptable, or is a narrative/table format required? | It is at the Bidder's discretion. | |
| 10 | Part IV, Section II.5 - For nonprofit Bidders, may audited financial statements or IRS Form 990s be submitted in lieu of Balance Sheets and Income/Profit-Loss Statements for the past three tax years? | In lieu of Balance Sheets and Income/Profit-Loss Statements for the past three tax years, the Department will accept the three (3) most recent years of Financial Statements. | |
| 11 | Part III.D.3.a - Please confirm the required file format for Files 1-3 (e.g., standard PDF vs. PDF/A) and confirm Excel is required specifically for File 4. | PDF format is preferred for Files 1-3, and Excel is preferred for File 4. | |
| 12 | Appendix G / Part V.B.3 - The Cost Proposal Form requests one fixed "Proposed Cost." Should this total cover only the Initial Period of Performance (10/1/2026-9/30/2028), or the Initial Period plus both optional Renewal Periods (through 9/30/2031)? | The firm fixed cost must include the Initial Period of Performance and all Renewal Periods as defined in Part I of the RFP. | |
| 13 | Appendix C - Must the three required project examples be specific to child welfare/Title IV-E prevention evaluation, or may comparable large-scale, multi-site outcome evaluations in other content areas qualify? | It is at the Bidder's discretion to provide a description of three (3) projects which occurred within the past five (5) years and reflect experience and expertise needed in performing the functions described in Part II of the RFP. | |
| 14 | General - Can the Department indicate the anticipated level of effort (FTE) it expects the contract to require, to help Bidders size staffing and cost proposals appropriately? | At minimum, it is anticipated at least one (1) FTE will be needed. | |
| 15 | In Appendix G, cost proposal form, please confirm that the amount to be entered into the Proposed Cost line is the Total cost which includes the initial period, renewal period #1 and renewal period #2 and is reported in the Cost Form on tab 1 cell | The Proposed Cost must include the Initial Period of Performance and all Renewal Periods as defined in Part I of the RFP. | |
| 16 | Has the department used an external evaluator for FFPS in the past? If so, can you provide the name of the evaluator. | Yes, Public Consulting Group. | |
| 17 | Is there an estimated annual budget for this evaluation? | As this is a competitive process, the Department declines to answer. | |
| 18 | Is there an estimated annual budget for the department's family first prevention services? | As this is a competitive process, the Department declines to answer. | |
| 19 | The RFP mentions technical assistance on pages 8 and 9. | ||
| Can the Department provide more information regarding the TA expectations? Are they specific to evaluation-related questions or activities? | TA expectations, generally, are related to evaluation of Family First Prevention Services. For example, if there is a need for assistance to develop communications regarding the results/outcomes of a particular evaluation report/activity. | ||
| 20 | The RFP references fidelity measures for each intervention. Can the Department confirm the evaluator's role is to use and interpret existing fidelity data, rather than to conduct fidelity monitoring? | The awarded Bidder will be required to analyze existing data, no fidelity monitoring is required. | |
| 21 | Is what is included in the RFP the full FFPSA evaluation plan? If not, is the full plan available? | The current copy of the FFPSA state plan including evaluation plan is available at the link below | |
| https://www.maine.gov/dhhs/ocfs/data-reports-initiatives/system-improvements-initiatives/families-first-prevention-act/planning-implementation-updates | |||
| 22 | Do the agencies implementing Parents as Teachers, Home Builders, and Intercept have data systems already in place that will be available to support the evaluation (e.g., through data extracts)? | Yes. | |
| 23 | What is the current implementation status of each intervention (Parents as Teachers, Homebuilders, and Intercept), including the number of implementing organizations and the approximate number of families served annually? | Refer to the responses to question 2 and 5 of this document. | |
| 24 | Has the current evaluation established protocols, instruments, or data collection tools (e.g., surveys)? If so, will these materials be made available to the awarded contractor? | Yes, some tools specific to the current evaluation plan have been developed and may be available based on the awarded Bidders evaluation plan. | |
| 25 | Appendix G, page 27: Does the Department have a specific contract type in mind? For example, will the contract be structured as a cost-reimbursable agreement or a firm-fixed-price contract? | The awarded Bidder will be reimbursed based on time and materials. | |
| 26 | Page 13, Section IV - Cost Proposal: In addition to completing Appendix G - Cost Proposal Form, should the Bidder also submit a detailed budget narrative or budget justification as part of the cost proposal? | Bidders must complete the Appendix G and the Cost Proposal Form available in VSS. | |
| 27 | Appendix G, page 27: Has the State of Maine established an anticipated budget range or not-to-exceed amount for this procurement? | As this is a competitive process, the Department declines to answer. | |
| 28 | Page 6, Section C - Contract Term: Could the Department confirm whether Renewal Periods 1 and 2 represent two additional years of work at the same scope and level of effort as the initial period? This will help us budget appropriately. | Renewal 1 is for a 2 year period (10/1/2028 to 9/30/2030) |
Renewal 2 is for a 1 year period (10/1/2030 to 9/30/2031) The Department anticipates the same scope and level of effort during each contract period/year.
| 29 | Page 8, Section D - Confidentiality Requirements: Are the insurance requirements outlined in this section negotiable or subject to modification during contract negotiations? | Yes, the Department will consider reasonable negotiations/modifications to the contract. |
| 30 | Confidentiality Requirements (Pages 8-9): Will the awardee have access to or handle any PII under this contract? If so, what types of PII are expected (e.g., names, addresses, SSNs, employee or client records)? | Yes, PII may include names, dates of birth, phone numbers, foster care status, and dates of service. |
| 31 | Confidentiality Requirements, pages 8 to 9: Does the State of Maine have an estimate of the number of PII records that may be accessible to or managed by the contractor during performance of the contract? | The estimated number would be based on the number of individuals served, refer to the answer to question 5 of this document. |
| 32 | Confidentiality Requirements, pages 8 to 9: Is there a data inventory, statement of work, system description, or other documentation that identifies the expected volume of PII records? | Data will be provided from an outside data sources, refer to Maine's State Family First Prevention Services State Plan link below. |
| https://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdf | ||
| 33 | Confidentiality Requirements, pages 8 to 9: Will the contractor be given direct access to State systems containing PII, or will they only receive aggregated/anonymized data? | The awarded Bidder will not have direct access to State systems. Data will be provided by an outside data source and may contain names, dates of birth, phone numbers, foster care status, and dates of service. |
| 34 | Confidentiality Requirements (Pages 8-9): If PII is involved, is the insurance tier based on total records, accessible records, or records handled under this contract? | Bidders should consult with their Insurance Agent regarding applicable insurance. |
| 35 | Confidentiality Requirements, pages 8 to 9: If no PII will be accessed, processed, stored, or maintained, can the State confirm whether this Data Breach Expense requirement is not applicable or whether a minimum cyber coverage limit is still required | The insurance requirements outline in Part II, D.1. of the RFP are required. |
| 36 | Part IV, page 12: Does the State of Maine set specific limitations on the page limit for the Organization Qualifications and Experience Form, Proposed Services Response Form, Cost Proposal Form, or any other proposal section? | No, it is at the Bidder's discretion. |
| 37 | Part II, page 8: Can the Department confirm whether bidders should assume performance of the full five-year evaluation effort, including all outcome tracking activities, across the base period and both renewal periods? | Yes, the Department expects the awarded Bidder to assume performance of the full five-year evaluation effort, including all outcomes tracking activities, across all performance periods. |
| 38 | Part II, page 8: Should proposals include staffing and costs sufficient to complete the entire five-year evaluation? | Yes, however the implementation - work plan (Part IV, Section III, 3.) only needs to be for the implementation of the program through the first contract period. |
| 39 | Appendix I page 30: What child welfare, administrative, and provider datasets will be made available to the evaluator, and what level of access will the awarded contractor receive to those systems and data extracts? | The awarded Bidder will not have direct access to State systems. Data will be provided by an outside data source and may contain names, dates of birth, phone numbers, foster care status, and dates of service. |
| 40 | Appendix I (Page 29): |
a. Are fidelity data currently collected for PAT, Homebuilders, and Intercept? If so, by whom?
b. If not, is the evaluator responsible for design or implementation?
c. Can sample tools be provided?
The links on page 29 were inaccessible a. Yes, the provider of each service is required to collect fidelity data.
b. The awarded Bidder will be responsible for examining fidelity measures to determine if each provider is meeting fidelity standards.
c. Refer to Maine's Family First Prevention Services State Plan at the link below.
| https://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdf | ||
| 41 | Part II page 8: |
a. Are in-person meetings, site visits, or stakeholder engagement activities expected?
b. If so, what frequency of travel within Maine should bidders assume? a. No in person meetings are expected.
b. No travel is expected.
42 Appendix I page 30: Can the Department provide historical annual enrollment counts for Parents as Teachers, Homebuilders, and Intercept services? Parents as Teachers: 100 families/children anticipated annually Homebuilders: 150 families/children anticipated annually Intercept: 140 families/children anticipated annually
| 43 | Appendix I page 29: These three interventions are listed as "well supported" in the Title IV-E Clearinghouse. Beyond the existing evidence, are there specific evaluation questions that Maine seeks to address? | Refer to Maine's Family First Prevention Services State Plan at the link below. | |
| https://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdf | |||
| 44 | Can the funder please clarify what award type the successful offeror will receive? Firm Fixed Price, T&M, etc. | The awarded Bidder will be reimbursed based on time and materials. | |
| 45 | If the award type is firm fixed price, should the offerors provide a payment schedule as part of the submission materials? | N/A | |
| 46 | Can the funder confirm if offerors should also provide a budget justification along with the cost form? | Bidders must complete the Appendix G and the Cost Proposal Form available in VSS. | |
| 47 | Pg. 15, Part V Section B: In the solicitation the funder states that the lowest cost proposal will receive the maximum 35 points for the cost proposal. Can the funder confirm that the lowest cost proposal will also be technically feasible? | The Department is seeking cost-efficient proposals to provide services as defined in this RFP. In addition, the Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP. | |
| 48 | a. Will OCFS execute a data use agreement with the evaluator, and is there an existing DUA template or process the Department expects to use? | ||
| b. What is the Department's anticipated timeline from contract start to executed DUA and data availability? | a. Data is shared between the awarded Bidder and Implementing Agencies, therefore data sharing agreements may be required. |
b. It is at the Bidder's discretion to propose a timeline within the implementation work plan.
| 49 | Is the evaluation intended to include a comparison or counterfactual condition, or is the Department seeking descriptive outcome and fidelity monitoring against program standards? | Refer to Maine's Family First Prevention Services State Plan at the link below. |
| https://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdf | ||
| 50 | Does the Department have an estimated budget range or not to exceed amount for this engagement? | As this is a competitive process, the Department declines to answer. |
| 51 | Can the Department indicate the expected annual service volumes (families/children served) across the three programs, to inform evaluation scale and cost? | Parents as Teachers: 100 families/children anticipated annually |
Homebuilders: 150 families/children anticipated annually Intercept: 140 families/children anticipated annually
| 52 | Are there page limits or formatting specifications (font, spacing. length) for any proposal file or section? | No, it is at the Bidder's discretion. | |
| 53 | Will any of this work be funded by federal dollars? | Funding for these services is a mix of State and Federal funding. | |
| 54 | a. Will the Department use AI to help review proposals? | ||
| b. If so, will AI be able to read graphics/images? | a. No. |
b. N/A
| 55 | What is the anticipated timeline for planning and refining the evaluation design? (Section III, Proposed Services) | It is at the Bidder's discretion to propose a timeline within the implementation work plan. | |
| 56 | a. How many providers are expected to deliver each of the three evidence-based practices? | ||
| b. If there will be multiple providers, will they use the same data system for program data? (Appendix I, Data Collection) | a. Refer to the answer to question 2 of this document. |
b. Each individual provider uses their own unique data system. Subrecipients use the data system the parent organization uses.
| 57 | a. Are the providers already collecting the fidelity and outcome measures included in the evaluation plan? | |
| b. Is that data reported to OCFS? (Appendix I, Evaluation Plan) | a. Yes. |
b. Yes, through this evaluation process.
| 58 | Is the Contractor expected to conduct the participant surveys? (Appendix I, Data Collection) | Yes. |
| 59 | How many families are in each intervention annually? | Parents as Teachers: 100 families/children anticipated annually |
Homebuilders: 150 families/children anticipated annually Intercept: 140 families/children anticipated annually
| 60 | Are statewide administrative datasets already linked and available? | Data collection is conducted by each providers and will be shared with the awarded Bidder. | |
| 61 | Does Maine expect primary data collection beyond interviews/surveys? | Data collection is conducted by each provider and will be shared with the awarded Bidder. Interviews/surveys are the responsibility of the awarded Bidder. | |
| 62 | Does the Department have a preferred template for the Implementation Work Plan for File #3? | No, it is at the Bidder's discretion. | |
| 63 | Has any evaluation infrastructure already been built under FFPSA? | The current evaluation infrastructure was built/implemented by the current provider, Public Consulting Group. | |
| 64 | Are site visits required statewide? | No. | |
| 65 | Is there an anticipated contract value, budget range, or not-to-exceed ceiling for the initial period and/or full five years? | As this is a competitive process, the Department declines to answer. | |
| 66 | Could the Department clarify whether the contracted evaluator will work directly with Local Implementing Agencies (LIAs) to extract/administer fidelity and survey data collection sources noted in Appendix I, and if so, how many LIAs are implementi | The awarded Bidder will work with a point of contact for each of the three (3) Implementing Agencies to get a data extract to work with. | |
| 67 | With what frequency does the Department anticipate that the contracted evaluator will conduct interviews with service recipients, provider agency staff, and OCFS staff (as noted in Appendix I: OCFS Evaluation Plan)? | It is at the Bidder's discretion to propose the frequency for conducting interviews with service recipients, Implementation Agency staff, and OCFS staff. | |
| 68 | Is there a target sample size for interviews to be conducted with each group (service recipients, provider agency staff, and OCFS staff)? | It is at the Bidder's discretion to propose the target sample size for interviews to be conducted with each group. | |
| 69 | How will the Department work with the contracted evaluator to make relevant outcome measure data from the Child Welfare Information System and Electronic Records and Information Network System available for analyses? | The Department will provide a data extract in a secure file to the awarded Bidder. | |
| 70 | Part II-E Reports indicates that a quarterly status report is required, will the contractor also be expected to prepare a final summary report of the evaluation findings? | Yes. | |
| 71 | Is a company-wide organizational chart also required or expected, in addition to the project team chart? | No, Bidders must provide a legible organizational chart of the project team including to whom the project team reports. Note: individual project team positions are to be identified in the job description and staffing plan. | |
| 72 | a. Have you conducted any similar evaluations for this program in the past? | ||
| b. If so, will these be made available to the vendor? | a. Yes. |
b. These reports may be provided to the awarded Bidder at the Department's discretion.
| 73 | Part II, Section II.a -Does the Department expect in-person attendance at monthly meetings, or is virtual attendance acceptable? | Virtual/remote meeting are acceptable for routine project management. |
| 74 | Part IV, Section III - Are there page limits for the Proposed Services narrative (Appendix F), including the work plan, job descriptions, and staffing plan? | No, it is at the Bidder's discretion. |
| 75 | Part IV, Section IV - Is there a general budget range for this project that bidders should keep in mind when developing their proposals? | As this is a competitive process, the Department declines to answer. |
| 76 | Part II, Section I - Will the Department execute data use agreements with provider agencies on the evaluator's behalf, or is the awarded Bidder responsible for establishing them directly? | Data is shared between the awarded Bidder and Implementing Agencies, therefore data sharing agreements may be required. |
| 77 | Appendix I - How many years of historical data are currently available from the records provided (Child Welfare Information System, ERIN, Katahdin Child Welfare Information System)? | 4.5 years |
| 78 | The RFP states the cost proposal must cover "the initial Period of Performance and all Renewal Periods." Should bidders price each period separately with individual subtotals, or submit one total aggregated cost across all periods? | Bidders must complete the Appendix G and the Cost Proposal Form available in VSS. |
| 79 | Appendix I identifies three interventions. Should Bidders assume evaluation scope is limited to these three for the full five-year period, or should proposals include capacity to add Department-identified services over the contract term? | The Department anticipates the evaluation scope will remain limited to Parents as Teachers, Homebuilders, and Intercept for the 5-year period with a potential for additional services to be included depending on federal approval. |
| 80 | Part II, Section I - Does the Department expect the outcome evaluation to support causal inference (e.g., a comparison or matched-comparison group), or is a descriptive/pre-post design paired with fidelity monitoring sufficient? | Refer to Maine's Family First Prevention Services State Plan at the link below. |
| https://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdf | ||
| 81 | Part II, Section I - If a counterfactual is expected, does the Department have a preferred source for comparison cases? | A counterfactual is not expected/required. |
| 82 | Part I, Purpose and Background - This section references QRTP requirements and kinship placement prioritization. Are QRTP or kinship placement outcomes within scope, or is scope limited to the prevention services in Appendix I? | The scope of this RFP is related to Prevention Services. |
| 83 | The scope requires a five-year outcome evaluation plan, but the Initial Period of Performance is two years with optional renewals. Should the work plan cover only the initial two-year period, or should it extend through all the renewal periods? | The implementation - work plan (Part IV, Section III, 3.) only needs to be for the implementation of the program through the first contract period. |
The awarded Bidder will be required to develop and implement a Department-approved five (5) year outcome evaluation plan of Department-identified FFPS in alignment with the Department’s FFPSA Evaluation Plan (Appendix I).
| 84 | Appendix I - Are participant surveys to be administered by the evaluator, or by provider agencies with the evaluator responsible for instrument design and analysis? | Both, depending on the awarded Bidders evaluation plan. |
| 85 | Part I, Contract Term - Are all three interventions currently operating, and if so, since what date? This determines whether a baseline period exists or whether evaluation begins concurrent with implementation. | Yes, |
Parents as Teachers since 2022 Homebuilders since 2022 Intercept since 2024
| 86 | Part II, Section V, Tables 1 and 2 - The Quarterly Status Report is the only report identified. Does the Department expect annual evaluation reports and a final five-year outcome report as deliverables? If so, please confirm required timing. | Evaluation reports and final outcome report are deliverables and timing is dependent on the awarded Bidders evaluation design. |
| 87 | Part II, Scope of Services- |
a. If the Department does not exercise one of both renewal options, what happens to multi-year data collection commitments made under the five-year evaluation plan?
b. Should bidders address this contingency in their proposals? a. Although the Department cannot predict the future requirements of any services, it does anticipates all renewal periods under this RFP to occur.
b. No.
| 88 | What is the Department's expected timeline for implementation of the evaluation following contract award? | The Department anticipates a 10/1/2026 contract start date for services to be implemented. | |
| 89 | Has the Department established baseline data collection periods or reporting periods that the evaluator will be expected to incorporate into the evaluation design? | It is at the Bidder's discretion to propose established baseline data collection periods or reporting periods. | |
| 90 | What access will the selected evaluator receive to the Child Welfare Information System, ERIN, Katahdin Child Welfare Information System, and any other relevant data systems? | The awarded Bidder will not receive access to State systems. | |
| 91 | What data-sharing workflows does the Department anticipate between the selected contractor, OCFS, service providers, model developers, and any other external partners? Please describe expected data exchange processes, reporting responsibilities, and the parties responsible for submitting and validating data.” | The Implementing Agencies and OCFS will collect the data necessary for analysis, validation, and sharing with the awarded Bidder for further analysis and evaluaiton. Data is exchanged through secure servers or encryption. | |
| 92 | What integration methods are currently supported for exchanging data with OCFS and participating providers? For example, are APIs, SFTP, secure batch file transfers, direct database access, or other integration methods available? | The awarded Bidder will be required to collaborate with Implementing Agencies to determine how data exchanges will occur, therefore data sharing agreements may be required. The Department will provide data via encrypted emails or secure server. | |
| 93 | Are APIs available for both data import and export? | No | |
| 94 | Does the Department anticipate that the selected vendor will implement system integrations with participating providers, model developers, or state systems as part of this project? | No. | |
| 95 | Will the Department execute data-sharing agreements with provider agencies and other participating entities, or will the selected vendor be responsible for establishing and maintaining those agreements? | The awarded Bidder will be responsible for establishing any data sharing agreements. | |
| 96 | Are Memoranda of Understanding (MOUs), Data Use Agreements (DUAs), Business Associate Agreements (BAAs), or other agreements currently in place governing data exchange among OCFS, providers, and FFPS evidence-based model organizations? | No. | |
| 97 | Are there any costs associated with obtaining access to data systems, APIs, data extracts, data warehousing resources, third-party software, system integrations, or ongoing maintenance of data-sharing capabilities? | It is the Bidder's responsibility to determine any cost related to obtaining data in a secure manner. | |
| 98 | If there are costs associated with obtaining access to data systems, please identify those costs and clarify whether they should be included in bidder pricing or will be the responsibility of the Department or participating providers. | It is the Bidder's responsibility to determine any cost related to obtaining data in a secure manner. | |
| 99 | Section III states individual resumes should not be included. May bidders include brief professional biographies or abbreviated CV for key project staff to demonstrate qualifications, or is non-resume biographical content excluded from evaluation? | Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. | |
| 100 | For outcome measures requiring tracking at 6, 12, 18, and 24-month intervals following service delivery, does the Department anticipate providing periodic outcome data extracts, or will the evaluator be responsible for conducting individual follow up | The Department will provide data extracts. | |
| 101 | a. How many provider agencies are currently delivering Parents as Teachers, Homebuilders, and Intercept services under Maine's FFPSA plan? | ||
| b. What annual service volumes are anticipated for each model? | a. Three |
b. Parents as Teachers: 100 families/children anticipated annually Homebuilders: 150 families/children anticipated annually Intercept: 140 families/children anticipated annually
| 102 | a. Does the Department anticipate expanding the number of providers or service models during the contract period? | |
| b. If so, how should bidders account for potential growth in evaluation scope and data collection requirements? | a. The Department anticipates the evaluation scope will remain limited to Parents as Teachers, Homebuilders, and Intercept for the 5-year period with a potential for additional services to be included depending on federal approval. |
b. The Department and awarded Bidder would negotiation the terms of the contract.
| 103 | What mechanisms are in place to ensure provider participation in evaluation activities, including submission of required data, fidelity information, and survey support? | Participation is part of each implementation provider's scope of work in the existing contracts. | |
| 104 | a. Will providers be contractually required to submit data and participate in evaluation activities; or | ||
| b. Will the evaluator be responsible for establishing and maintaining those processes? | a. Yes. |
b. No.
| 105 | a. Who will be responsible for administering participant, caregiver, and youth surveys referenced in Appendix I? | |
| b. Will the evaluator be expected to design, distribute, collect, and analyze survey instruments? | a. The awarded Bidder. |
b. Yes
| 106 | Does the Department anticipate minimum response-rate targets or sample-size requirements for participant surveys and stakeholder feedback activities? | No, the awarded Bidder will be required to determine minimum response-rate targets or sample-size requirements for participant surveys and stakeholder feedback activities. |
| 107 | Appendix I references interviews and surveys with service recipients, provider agency staff, and OCFS staff. May these activities be conducted virtually, or does the Department anticipate in-person data collection activities? | It is at the Bidder's discretion. |
| 108 | Does the Department have existing survey instruments or interview protocols that the successful bidder will be expected to use, or will the evaluator be responsible for developing these tools? | It is at the Bidder's discretion to propose survey instruments/tools for conducting the evaluation services. |
| 109 | Does the Department have a preferred approach for data collection and reporting across participating providers, such as standardized data exports, API integrations, secure file transfers, or a centralized reporting platform? | No except the data must be transferred in a secure manner. |
| 110 | Part IV, Section III, Implementation Work Plan-Section III states the work plan must cover 'the first contract period.' Does this mean only the Initial Period of Performance (10/1/26-9/30/28) or should the work plan extend thru the renewal periods? | The implementation - work plan only needs to be for the initial period of performance (10/1/2026 - 9/30/2028). |
| 111 | Will provider agencies have the technical capability to provide electronic data extracts from their case management systems, or should bidders assume manual data submission processes? | The awarded Bidder will be required to collaborate with Implementing Agencies to determine how data exchanges will occur. |
| 112 | Are bidders expected to provide a data management platform or reporting system as part of this contract, or will the Department provide the infrastructure necessary for data collection and reporting? | The awarded Bidder will be responsible for receiving and sending data in a secure manner and for submitting reports to the Department. |
| 113 | To what extent does the Department expect the evaluator to independently verify fidelity to Parents as Teachers, Homebuilders, and Intercept models versus relying upon fidelity data and reports generated by model developers and provider agencies? | The awarded Bidder will be expected to conduct secondary fidelity monitoring based on data provided by the Implementing Agencies and Department. Each Implementing Agency has their own processes for ensuring fidelity monitoring therefore the awarded Bidder will be required to do a secondary review/monitoring of the measures. |
| 114 | Does the Department anticipate conducting site visits, direct observations, or file reviews as part of fidelity assessment activities? | No, the Department does not anticipate conducting site visits, direct observations, or file reviews as part of fidelity assessment activities. |
| 115 | Can the Department provide examples of the types of technical assistance it anticipates requesting from the selected evaluator? | TA expectations, generally, are related to evaluation of Family First Prevention Services. For example, if there is a need for assistance to develop communications regarding the results/outcomes of a particular evaluation report/activity. |
| 116 | Approximately how frequently does the Department anticipate requests for ad hoc analyses, information extraction, or special reporting outside of the quarterly reporting requirements? | Ad hoc data requests are expected to be infrequent. |
| 117 | Should bidders assume a fixed evaluation scope for the full five-year period, or does the Department anticipate modifications associated with new FFPSA programs, providers, or evaluation requirements during the contract term? | The Department anticipates the evaluation scope will remain limited to Parents as Teachers, Homebuilders, and Intercept for the 5-year period with a potential for additional services to be included depending on federal approval. |
| 118 | If new evidence-based practices or provider agencies are added during the contract term, how does the Department anticipate adjusting the scope of work and compensation associated with the evaluation? | The Department and awarded Bidder would negotiation the terms of the contract. |
https://www.maine.gov/dhhs/ocfs/data-reports-initiatives/system-improvements-initiatives/families-first-prevention-act/planning-implementation-updateshttps://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdfhttps://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdfhttps://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdfhttps://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdfhttps://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/From%20ACF%20Maine_title_iv-e_prevention_plan%20JUNE%202026_1.pdf
Other files
| File | Type | Posted |
|---|---|---|
| RFP 202607117 Eval FFPS Response Form.docx | DOCX document | |
| RFP 202607117 Eval Family First Prev Srvs Cost Form.xlsx | XLSX spreadsheet | |
| RFP 202607117 - Evaluation of Maine⿿s Family First Prevention Services_Final.docx | DOCX document |
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