RFP Document.pdf

STATE OF SOUTH DAKOTA

DEPARTMENT OF SOCIAL SERVICES

700 GOVERNORS DRIVE

PIERRE, SD 57501

Foster Care Licensing and Kinship Licensing PROPOSALS ARE DUE NO LATER THAN APRIL 03, 2025 by 5:00 CST.

RFP13688 State POC: Kirsten Blachford EMAIL: Kirsten.Blachford@state.sd.us

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FIRM NAME: AUTHORIZED SIGNATURE:

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ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGIT): FAX NO:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME: TELEPHONE NO:

FAX NO: E-MAIL:

1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The Office of Licensing and Accreditation with the Department of Social Services is seeking proposals from qualified organizations to support recruitment, training, and licensure of foster families, licensure of kinship families, and child placement support.

The Department is open to proposals that include partnerships with another agency to carry out specific areas of the scope of work such as pre-licensure and post-licensure training or scope of work within a regional area. The Department may accept a proposal for a specific scope of work such as foster care training. If proposals are submitted that only address a specific scope of work, the Department will evaluate the proposals for that specific scope of work, however, a key factor to the award will be ensuring all scope of work outlined in the RFP is addressed across various proposal.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Office of Licensing and Accreditation is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota, Department of Social Services. The reference number for the transaction is RFP13688. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3 LETTER OF INTENT

All interested offerors are requested to submit a non-binding Letter of Intent to respond to this RFP. While preferred, a Letter of Intent is not mandatory to submit a proposal.

Be sure to reference the RFP number in your letter.

The Letter of Intent must be submitted to Kirsten Blachford via email at Kirsten.Blachford@state.sd.us no later than March 06, 2025. Please place the following in the subject line of your email: Letter of Intent for

RFP13688.

1.4 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication February 25, 2025 Letter of Intent to Respond Due March 06, 2025 Offeror Questions Due Responses to Offeror Questions

March 13, 2025 March 20, 2025

Request for SFTP folder March 27, 2025 Proposal Submission April 03, 2025 Proposal Revisions (if required) TBD Anticipated Award Decision/Contract Negotiation May 01, 2025

1.5 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received in the Department of Social Services by the date and time indicated in the Schedule of Activities.

Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be submitted as PDFs via Secured File Transfer Protocol (SFTP). Offerors must request an SFTP folder no later than the date indicated in the Schedule of Activities by emailing Kirsten Blachford at Kirsten.Blachford@state.sd.us.

The subject line should read RFP13688 SFTP Request. The email should contain the name and the email of the person who will be responsible for uploading the document(s).

Please note, offeror will need to work with their own technical support staff to set up an SFTP compatible software on offeror’s end. While the State of South Dakota can answer questions, State of South Dakota is not responsible for the software required.

mailto:Kirsten.Blachford@state.sd.us

All proposals may be signed in ink or digitally by an officer of the offeror legally authorized to bind the offeror to the proposal and sealed in the form intended by the respondent. Proposals that are not properly signed may be rejected.

No proposal may be accepted from, or any contract or purchase order awarded to any person, firm or corporation that is in arrears upon any obligations to the State of South Dakota, or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

1.6 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION – LOWER TIER COVERED TRANSACTIONS

By signing and submitting this proposal, the offeror certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds.

Where the offeror is unable to certify to any of the statements in this certification, the bidder shall attach an explanation to their offer.

1.7 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination. By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin or disability.

1.8 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by SDCL 5-18A. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.9 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.10 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

Offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any Agreement entered into as a result of this RFP. By signing an Agreement pursuant to this RFP, Offeror hereby certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.11 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

No oral, telephonic, telegraphic, or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.12 OFFEROR INQUIRIES

Offerors may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. Inquiries must be emailed to Kirsten Blachford at Kirsten.Blachford@state.sd.us with the subject line RFP13688 Inquiries.

The State will to respond to offeror’s inquiries (if required) via e-mail. In addition, all inquiries and the State’s responses will be posted on the state’s e-procurement system and the DSS website at http://dss.sd.gov/keyresources/rfp.aspx. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this RFP.

1.13 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements. An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected.

The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.14 LENGTH OF CONTRACT

The contract resulting from this RFP will be issued for the period of approximately one (1) year ending May 31, 2026, with the option for renewal for up to three (3), one (1) year contracts at the discretion of the State based on performance and/or the continued availability of funds. Contracts will be negotiated on an annual basis.

1.15 GOVERNING LAW

Venue for any and all legal action regarding or arising out of the transaction covered herein shall be solely in the State of South Dakota. The laws of South Dakota shall govern this transaction.

1.16 DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION/NEGOTIATIONS)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the State.

However, the State may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals.

Oral presentations will be made at the offeror’s expense.

http://dss.sd.gov/keyresources/rfp.aspx

This process is a Request for Proposal/Competitive Negotiation process. Each Proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request. The State reserves the right to negotiate on any and/or all components of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2.0 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below and as seen in Attachment A, B, and the State’s standard Information Technology (“IT”) contract terms listed in Attachment C, along with any additional terms and conditions that may be necessary to the performance of the scope of work. The offeror must indicate in its response any issues it has with specific IT contract terms. If the offeror does not indicate that there is an issue with a specific IT contract term, then the offeror will be deemed to have accepted the IT contract terms as written.

2.1 The Contractor will perform those services described in the Scope of Work, attached hereto as Section

3.0 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement shall commence on and end on , unless sooner terminated pursuant to the terms hereof.

2.3 The Contractor will use State equipment, supplies or facilities. YES ( ) NO ( X )

2.4 The Contractor will provide the State with its Employer Identification Number, Federal Tax Identification

Number or Social Security Number upon execution of this Agreement.

2.5 The State will make payment for services upon satisfactory completion of the services. The TOTAL CONTRACT AMOUNT is an amount not to exceed $ . The State will not pay Contractor's expenses as a separate item. Payment will be made pursuant to itemized invoices submitted with a signed state voucher.

Payment will be made consistent with SDCL ch. 5-26.

2.6 The Contractor agrees to indemnify and hold the State of South Dakota, its officers, agents and employees, harmless from and against any and all actions, suits, damages, liability or other proceedings that may arise as the result of performing services hereunder. This section does not require the Contractor to be responsible for or defend against claims or damages arising solely from errors or omissions of the State, its officers, agents or employees.

2.7 The Contractor, at all times during the term of this Agreement, shall obtain and maintain in force insurance coverage of the types and with the limits as follows:

A. Commercial General Liability Insurance:

The Contractor shall maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each occurrence. If such insurance contains a general aggregate limit it shall apply separately to this Agreement or be no less than two times the occurrence limit.

B. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

The Contractor agrees to procure and maintain professional liability insurance or miscellaneous professional liability insurance with a limit not less than $1,000,000.00.

C. Business Automobile Liability Insurance:

The Contractor shall maintain business automobile liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each accident. Such insurance shall include coverage for owned, hired and non-owned vehicles.

D. Worker’s Compensation Insurance:

The Contractor shall procure and maintain workers’ compensation and employers’ liability insurance as required by South Dakota law.

Before beginning work under this Agreement, Contractor shall furnish the State with properly executed Certificates of Insurance which shall clearly evidence all insurance required in this Agreement. In the event a substantial change in insurance, issuance of a new policy, cancellation or nonrenewal of the policy, the Contractor agrees to provide immediate notice to the State and provide a new certificate of insurance showing continuous coverage in the amounts required.

Contractor shall furnish copies of insurance policies if requested by the State.

2.8 While performing services hereunder, the Contractor is an independent contractor and not an officer, agent, or employee of the State of South Dakota.

2.9 Contractor agrees to report to the State any event encountered in the course of performance of this Agreement which results in injury to the person or property of third parties, or which may otherwise subject Contractor or the State to liability. Contractor shall report any such event to the State immediately upon discovery.

Contractor's obligation under this section shall only be to report the occurrence of any event to the State and to make any other report provided for by their duties or applicable law. Contractor's obligation to report shall not require disclosure of any information subject to privilege or confidentiality under law (e.g., attorney-client communications). Reporting to the State under this section shall not excuse or satisfy any obligation of Contractor to report any event to law enforcement or other entities under the requirements of any applicable law.

2.10 This Agreement may be terminated by either party hereto upon thirty (30) days written notice. In the event the Contractor breaches any of the terms or conditions hereof, this Agreement may be terminated by the State at any time with or without notice. If termination for such a default is effected by the State, any payments due to Contractor at the time of termination may be adjusted to cover any additional costs to the State because of Contractor's default. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a default by Contractor it is determined that Contractor was not at fault, then the Contractor shall be paid for eligible services rendered and expenses incurred up to the date of termination.

2.11 This Agreement depends upon the continued availability of appropriated funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law or federal funds reductions, this Agreement will be terminated by the State. Termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State.

2.12 This Agreement may not be assigned without the express prior written consent of the State. This Agreement may not be amended except in writing, which writing shall be expressly identified as a part hereof, and be signed by an authorized representative of each of the parties hereto.

2.13 This Agreement shall be governed by and construed in accordance with the laws of the State of South

Dakota. Any lawsuit pertaining to or affecting this Agreement shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.14 The Contractor will comply with all federal, state and local laws, regulations, ordinances, guidelines, permits and requirements applicable to providing services pursuant to this Agreement, and will be solely responsible for obtaining current information on such requirements.

2.15 The Contractor may not use subcontractors to perform the services described herein without the express prior written consent of the State. The Contractor will include provisions in its subcontracts requiring its subcontractors to comply with the applicable provisions of this Agreement, to indemnify the State, and to provide insurance coverage for the benefit of the State in a manner consistent with this Agreement. The

Contractor will cause its subcontractors, agents, and employees to comply, with applicable federal, state and local laws, regulations, ordinances, guidelines, permits and requirements and will adopt such review and inspection procedures as are necessary to assure such compliance.

2.16 Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. Papers, reports, forms, software programs, source code(s) and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State.

2.17 The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency. Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

2.18 Any notice or other communication required under this Agreement shall be in writing and sent to the address set forth above. Notices shall be given by and to on behalf of the State, and by , on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing. Notices or communications to or between the parties shall be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination shall be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.19 In the event that any court of competent jurisdiction shall hold any provision of this Agreement unenforceable or invalid, such holding shall not invalidate or render unenforceable any other provision hereof.

2.20 All other prior discussions, communications and representations concerning the subject matter of this

Agreement are superseded by the terms of this Agreement, and except as specifically provided herein, this Agreement constitutes the entire agreement with respect to the subject matter hereof.

3.0 SCOPE OF WORK

The Office of Licensing and Accreditation with the Department of Social Services is seeking proposals from qualified organizations to support recruitment, training, and licensure of foster families, licensure of kinship families, and child placement support.

The Department is open to proposals that address all the scope of work as well as proposals that include partnerships with another agency to carry out specific areas of the scope of work such as pre-licensure and post-licensure training or scope of work within a regional area. The Department is also open to proposals for a specific scope of work such as foster care training. If proposals are submitted that only address a specific scope of work, the Department will evaluate the proposals for that specific scope of work, however, a key factor to the award will be ensuring all scope of work outlined in the RFP is addressed across various proposal.

3.1 Overview: The Department of Social Services vision is Strong Families – South Dakota’s Foundation and

Our Future. The Office of Licensing and Accreditation collaboratively works with Child Protection Services to ensure families are prepared to meet the unique needs of children in custody through the licensure of foster and kinship families.

Stronger Families Together initiative was developed to recruit and support foster parents in South Dakota. The following are the guiding principles for the initiative.

• All children deserve to grow up in a family where they are loved and protected.

• Foster families are needed to care for children and support their families when they are experiencing challenges that cause the children to be unsafe.

• Encouragement, support, and services are needed for parents, kinship families, foster families, and adoptive families to provide the best care possible for children.

• Families are needed to provide children with a safe, stable, and permanent forever family if they cannot return home.

In the summer of 2024, the Office of Licensing and Accreditation identified the following process improvement strategies and goals to more efficiently and effectively license and support families, as well as identify placements.

• Streamline the inquiry and licensure process to ensure families complete the licensure process as quickly as possible.

• Implement updated pre-licensure training using National Training and Development Curriculum (NTDC) as the foundation for the updated training.

• Pre-licensure training can be used to inform the home study, but it is not dependent upon completion of the home study. With that being said, as required in administrative rule, pre-licensure training must be completed before issuing the license.

• Ensure families have a consistent single point of contact from inquiry through licensing renewals to support retention.

OLA is seeking a vendor to work alongside State Foster Care Licensing Staff to assist in implementing the goals and strategies identified above which includes support for foster care recruitment, pre-licensure training, post-licensure training, identifying placements for children, and licensing renewals. The goals and strategies call for a modification of current roles, responsibilities, and processes.

To ensure a successful transition, implementation of the goals and strategies may be piloted in one or two areas of the state before expanding to a state-wide model.

In addition, OLA is seeking a vendor to complete home studies of licensed kinship families for children in the custody and/or care of the Department of Social Services including kinship home-studies for children in the custody of other states seeking placement with kinship families and parents in South Dakota through the Interstate Compact on the Placement of Children (ICPC).

3.1.1 Vendor Response: Overview

• Describe experience that positions the vendor to carry out the responsibilities outlined in the RFP. Include how the vendor has addressed handling project constraints in prior work or contracts. As required in section 4.3 of the RFP, include three previous and current service/contracts.

• Provide an implementation plan that will assist the state in modifying processes to meet the goals identified above.

• Describe the overall proposed project management techniques.

3.2 Personnel, Monitoring, and Evaluation

3.2.1 The scope of work outlined in the RFP requires key positions such as inquiry coordinator, licensing staff to complete basic foster care home studies and kinship licensing home-studies, placement coordinator, management/supervisor(s), and data specialist to monitor and report out data.

To implement a single point of contact from inquiry through licensing to renewals including placement support, vendors should exam the scope of work to determine the appropriate levels of support needed. The state has completed an initial estimate of 11-12 licensing staff in addition to the 10 OLA foster care licensing staff may be needed to support basic foster care licensing including initial licensure, renewal, placement support, and recruitment/retention work.

The state estimate does not limit the vendor from proposing a different level of support. The vendor will be responsible to complete all home-studies for kinship licensed families. See Pre-Licensure and Renewal of Kinship Families section for data to determine estimated number of staff.

Regionally placed licensing staff is key to efficiently and effectively meeting the requirements outlined in the RFP. The staffing estimates does not include pre-licensure or post-licensure training, inquiry coordinator, placement coordinator, or any other positions to support the licensure and placement work (i.e. supervisor/manager). Pre-service foster care trainers may or may not be the same individual(s) who write a basic home study. Pre-service foster care trainers will collaborate with vendor who will be the single point of contact for families.

Routinely evaluating processes and providing support and professional development to staff is a critical component to successfully reaching the goals and requirements outlined in the RFP. In addition to evaluating processes, the Office of Licensing and Accreditation will be conducting performance reviews of the vendor’s performance.

3.2.2 The selected vendor will be required to:

• Ensure staff meets qualification guidelines of a bachelor’s degree in social work, psychology, sociology, public administration, or other human service-related fields.

• Recruit and hire positions if a vacancy occurs promptly.

• Conduct background checks on all staff assigned to the project

• Shift caseloads to meet deliverables when vacancies occur.

• Routinely evaluate processes for Inquiry, Foster and Adoptive Parent Training, Initial Home

Studies, Renewal Home Studies, Kinship Home Studies, Kinship Renewal Studies, Placements, Retention, and Supports to ensure efficiency.

• Work with OLA to provide ongoing training to staff on assessing prospective families and writing home studies.

• Provide oversight for staff to achieve quality and consistency of services for all areas served.

3.2.3 Vendor Response: Recruitment of Foster and Adoptive Families:

• Describe the position qualifications and responsibilities for each role.

• Provide the names, roles, home-station, and resumes of everyone who will carry out the scope of work.

• Include an organizational chart to outline the proposed reporting structure.

• Describe how the vendor will ensure work is completed if staffing vacancies occur.

• Describe how the vendor will train and provide ongoing supervision and support to ensure quality work.

• Describe what process will be utilized to evaluate the performance of staff assigned to complete the work.

• Describe the vendor’s plans to work with OLA to routinely evaluate processes and if needed make necessary changes to process.

3.3 Stronger Families Together Recruitment

Stronger Families Together (SFT) steering committee was formed to support the effort to recruit and support foster and adoptive families. The steering committee emphasizes leadership, decision-making, and oversight while developing and implementing recruitment strategies and activities guiding the initiative’s messaging and collecting stories that demonstrate the guiding principles. The steering committee meets quarterly to review data including data gathered during inquiry and pre-licensing process as well as discuss recruitment and retention strategies.

While each community in South Dakota has their own unique recruitment needs, there are similarities in placement needs statewide. South Dakota recruitment efforts target the following:

• Native American families to care for Native American children.

• Families to care for brothers and sisters.

• Families to care for older youth (10-18).

• Families who can care for children who require specialized care due to behavioral, mental health, medical needs, or developmental disability needs.

• Families who can care for children and support their parents to achieve reunification.

Office of Licensing and Accreditation has collaborated with Child Protection Services staff providing Stronger Families Together recruitment materials and interacted with attendees about the need for additional foster families at events such as Community Response to Child Abuse Conference in Sioux Falls, Lakota Nation Invitational in Rapid City, Informational meeting at the Ellsworth Airforce Base, and Foster Fest in Pierre.

3.3.1 The selected vendor will be required to:

• Work with the Office of Licensing and Accreditation staff and Child Protection staff to recruit families.

• Participate in the SFT steering committee meetings and SFT regional recruitment team meetings.

• Participate in recruitment events including but not limited to recruitment booths, church events, and holiday events.

• Interact with the public sharing SFT recruitment needs.

• Each staff completing licensure responsibilities will dedicate time (approximately five hours monthly) to recruitment events and activities.

3.3.2 Vendor Response: Recruitment of Foster and Adoptive Families:

• Describe how the vendor will recruit foster and adoptive families and collaborate, participate, and support efforts across the state.

• Include in the response who will participate in the Stronger Families Together Steering

Committee and the information that will be shared during the steering committee.

• Describe strategies to support local recruitment efforts and how the vendor will dedicate time and resources to support recruitment efforts.

3.4 Inquiry Functions

The first communication with families to follow up on an inquiry is a critical first step in the licensing process.

The inquiry process begins when the family initiates contact and wants to learn more about becoming a licensed foster family. Individuals and families contact the State by e-mail or phone to learn more about becoming a foster family. The vendor will contact the family to answer any initial questions. A packet of information is sent to the family after the initial call.

The average number of inquiries per month is typically between 75 to 80.

3.4.1 The selected vendor will be required to:

• Provide a phone number for prospective families to call.

• Mails or e-mails the family with a packet of information after the initial call.

• Contacts the family within 48 hours to discuss foster care and the licensing process, as well as gather information from the family

• Manage the inquiry process state-wide by assigning families to the correct Licensing

Specialist within one working day

• Contact the assigned staff and provide the necessary information on the family and date follow-up required.

• Approximately, one week after the initial call, schedule and conduct a home visit with the family to assist the family in deciding to move forward with licensure.

• Utilize a system to track assignments and data.

• Implement a process to consistently track and monitor each inquiry to capture where they are at in the inquiry process including capturing the following data elements at a minimum;

o referral source, o date each contact is made and the outcome of the contact, o reason for not continuing if applicable, and o family demographic data identified by the State.

• Routinely gather feedback from families about their experiences during the inquiry process.

• Routinely engage with prospective foster parents who are not immediately ready to move forward with licensure.

3.4.2 Vendor Response: Inquiry Functions:

• Describe how the vendor will meet the above requirements including tracking timelines of interactions with families to ensure required deadlines are met.

• Describe how the family will be assigned to a Licensing Specialist to ensure the family is contacted promptly.

• Describe the process for reengaging with prospective families who indicate interest but are not ready to move forward immediately.

• Describe the process to evaluate data to ensure timelines are met and gather feedback from families regarding their experience during the inquiry process.

3.5 Mutual Assessment & Initial Home Study for Basic Foster Care Licensing

The mutual assessment process begins with an initial home-visit and is completed over time through discussions with the family. The Mutual Assessment process is designed to help families assess their strengths and needs for support in the following competency categories:

• Protecting and nurturing children

• Meeting children’s developmental needs and addressing developmental delays.

• Supporting relationships between children and their families

• Connecting children to safe, nurturing relationships to last a lifetime.

• Working as a member of a professional team

During the initial home visit, participants are selected for Foster and Adoptive Parent Training on their ability to meet the current foster care needs including willingness to care for sibling groups, teens, children with medically complex issues, and children from different cultures or other needs as identified.

At least two home visits are generally completed along with a virtual contact or phone call. Additional home visits and/or contacts may be needed. A safety and sanitation inspection is conducted during one of the home visits and are included as part of the home study. Background checks for in-state and out-of-state abuse and neglect, SD sex offender checks, and in-state and FBI criminal history are also conducted as part of the mutual assessment process. The mutual assessment will be summarized in an initial home study.

The initial home study is a professional written report that is;

• free of grammar and spelling errors,

• includes sufficient information to assess family foster home licensing and/or adoption approval standards,

• contains recommendations justified by information gathered, analyzed, and documented in the home study,

• includes all State required elements, and

• incorporates an evaluation of the family’s strengths and areas of need to create a development plan to enhance the family's skills.

The Department expects to see families becoming licensed in a shorter timeframe upon implementation of a streamlined licensure process. The goal is to license families who are ready to begin the licensure process within 90 days of signing the application.

3.5.1 The selected vendor will be required to:

• Utilize a system to track contacts and gather information about the family.

• Log specific information into FACIS until the new OLA-MIS becomes operational for foster care and adoption families.

• Working with the family, determine the best time for a family to start the Foster and Adoptive

Parent training and communicate how to begin the training.

• Develop a plan to maintain contact with a family who has indicated interest but is not ready to begin training.

• Conduct an initial home visit approximately one week after the inquiry coordinator calls the family or timeline based on the family’s preference/schedule.

• Collect a signed application from applicants during the first home visit with the family if the family is ready to begin the process.

• Collaborate with the State to ensure digital background fingerprint scans are completed.

• Conduct at least two home-visits in the family’s home to gather information for the mutual assessment and conduct a sanitation and safety inspection.

• Complete the initial home study on perspective applicants for licensure and adoption approval using the initial home study documents provided by the Office of Licensing and Accreditation.

• Make a recommendation regarding licensure to provide foster care and or approval for adoption of the applicants.

• Submit to the State all documents associated with the licensing process including the home study, no later than 90 days after the individual signs the application. If an extension is needed, submit to the State the reason for the extension and add this information to the home study. Approved reasons for an extension include the following:

o Out of State Central Registry Results not received o Criminal Background Results not received

• Track completion of major milestone activities that result in a completed home study including home visits, submission of background checks, and submission of individual documents submitted by the family.

3.5.2 Vendor Response: Mutual Assessment & Initial Home Study:

• Describe how the vendor will meet the above requirements and ensure the family is contacted on time and all required information is gathered.

• Include in the response family engagement and information-gathering techniques to be used when completing the mutual assessment and home study process.

• Describe how the mutual assessment, background checks, and initial home studies will be completed including family engagement techniques to be used during the process to gather necessary information.

• Describe how major milestones activities that result in a completed home study will be monitored and tracked.

• Describe how staff will be assigned to families ensuring families have one contact for pre-licensure and post-licensure.

• Describe what efforts will occur to ensure that Initial Home studies are written consistently, thoroughly, and professionally, all required information is included, and the home study is completed within the required timeframe.

3.6 Post-Licensure: Licensing Renewal and Support

As mentioned in the Overview, OLA has identified a goal of implementing one main point of contact for families. To achieve this goal, the vendor will be assigned a caseload for licensure renewals in which the vendor must assess the foster family's ability to provide care on an annual basis. Implementation of licensing renewal may be piloted in a region before state-wide implementation is required.

There is an average of 820 annual basic foster family renewals completed each. The average time to complete one renewal is 10-11 hours including 2.5 hours of travel time. If staff must travel farther, then additional time is required to complete a renewal. In addition to the renewals, OLA staff typically spend approximately 15 hours a month on technical assistance and retention efforts. OLA has estimated that with a total of 21-22 staff (10 state staff and 11-12 contracted staff), each staff will complete an average of 37 renewals annually. The estimated staff needed does not include staff to conduct training or supervision/management.

The renewal process begins approximately 60 days before the family’s license expires by providing the family with a renewal packet with all the necessary documents for their renewal.

Before scheduling a renewal home visit the vendor will review the FACIS system to determine if any household members have turned 14 to ensure the Sex Offender Registry was completed. The vendor will determine if any household members have turned 18 to ensure the DCI/FBI and Central Registry forms have been completed and scanned in file director. If these checks have not been completed previously the vendor will notify the family these background checks need to be completed before the approval of the annual renewal. If fingerprints are submitted with pending results the vendor can approve the annual renewal. The vendor will document the pending results in the renewal home study.

The vendor will contact the Division of Child Protection Family Services Specialist (FSS) and staff the foster family with the FSS before the annual renewal visit. The vendor will give any updates regarding the family since the last renewal visit.

The vendor will complete the annual renewal visit with the family and ensure the family complies with all licensing rules. Six hours of training is required for annual license renewal. The foster family is responsible for obtaining at least six hours of training together or individually. If the foster family is providing Specialized foster care 12 hours of training is needed. If the annual training has not been completed by the end of the renewal year the vendor must work with the foster family to create a plan to ensure the training hours are completed within a reasonable timeframe.

The vendor will provide technical assistance to families and maintain communication and support at the level needed for each family they are assigned throughout the licensing year. The vendor will be available to families via email, phone calls, or text messages The vendor may be asked to attend placement support or team meetings with their family. The vendor will address any non-compliance issues with the family. When necessary, the vendor will document Compliance Plans and Corrective Actions Plans with the family.

The vendor will support all retention events by ensuring their families are aware of events along with the various trainings offered across the state for families.

3.6.1 The selected vendor will be required to:

• Communicate with families 60 days prior to the expiration of license to provide renewal information and schedule annual renewal home visits.

• Conduct annual renewal home visits at least 30 days prior to licensure expiration.

• Complete the annual renewal study on applicants for licensure and adoption approval using the renewal home study documents provided by the Office of Licensing and Accreditation.

• Make a recommendation regarding licensure to provide foster care and or approval for adoption of the applicants.

• Submit to the State all documents associated with the licensing process, a minimum of 15 days before the family’s expiration date. If an extension is needed, submit to the State the reason for the extension and add this information to the annual renewal home study.

• Monitoring to ensure all household members have the necessary background checks completed.

• Maintain communication with their assigned family.

• Address any non-compliance issues with the family within two business days upon assignment.

• Support basic foster families through technical assistance and retention efforts.

• Manage and track renewal data in FACIS or the new OLA system when implemented.

3.6.2 Vendor Response: Licensing Renewal and Support

supported and monitored.

• Describe what efforts will occur to ensure that renewal home studies are written consistently, thoroughly, and professionally, all required information is included, and the home study is completed within the required timeframe.

3.7 Placement Support

OLA partners with CPS to identify potential foster families for emergency placement requests that are identified during business hours as well as non-emergency placement requests (disruptions). The State is seeking to implement a Placement Coordinator to review and assign all placement requests to manage and monitor placement requests more effectively. The Placement Coordinator will track all placements state-wide and ensure timely follow-up from vendor to Child Protection staff.

When a placement request is identified, the vendor will work with OLA and CPS to provide placement matching. In collaboration with OLA, the vendor will need to ensure staff assigned to placement responsibilities are available and prioritize placement responsibilities for a specific timeframe. For example, assigning specific days dedicated to cover placement duties for a specified coverage area. During the assigned placement days, staff must be available and respond to all CPS placement requests and align families to children’s needs using placement criteria.

Placement support may be piloted in a specific region of the state to ensure success before expanding to state-wide implementation. Currently, OLA spends approximately 50 to 60% of their time in a month supporting placement requests. OLA estimates that adding 11-12 additional staff to support licensing and placement work will reduce the time spent per month on placement to 40% for each staff.

On a regional basis, OLA and CPS have established a routine meeting schedule to discuss placement requests. The purpose of the meetings is to discuss current placement requests and any upcoming placement requests. The vendor will also participate in the meetings.

3.7.1 The selected vendor will be required to:

• Track statewide placement requests, placement efforts, and the outcome of the requests.

• Assign placement requests to the correct staff.

• Complete a diligent placement search which includes but is not limited to the following:

o Gather sufficient information to ensure children's safety in a placement.

o Identify families in their district to contact for the children.

o Contact identified families via phone, email, and or text.

o Work with staff to secure additional names to contact if needed.

o Document all placement efforts.

• Maintain communication with the Child Protection Services staff who submitted the placement request.

• Meet with Child Protection Services staff to discuss any ongoing placement requests.

3.7.2 Vendor Response: Placement Support:

• Describe how the vendor will meet the above requirements and ensure Child Protection Services placement requests are met.

• Describe the vendor’s understanding of placement matching priorities.

• Describe how the vendor will train staff on placement matching and monitor staff to ensure recommendations align placement priorities when possible.

• Outline an implementation plan to support placement across the state.

3.8 Pre-Licensure Foster and Adoptive Parent Training:

Foster families are required to participate in 30 hours of Foster and Adoptive Parent Training including three hours of introduction to and overview of state policy and procedures. Foster and adoptive parent training must include:

• The impact of separation on child development;

• How attachments are formed;

• The importance of the birth family;

• Techniques of managing behavior;

• The Reasonable and Prudent Parent Standard;

• Permanency planning for children;

• Child development; and

• CPR and first aid and medication management training.

The State is in the process of transitioning to an updated curriculum, the National Training and Development Curriculum (NTDC), for Foster and Adoptive Parent Training. The curriculum is designed to be delivered in a face-to-face setting but can be adapted to meet multiple delivery models. All families must complete the State modified NTDC curriculum as the modifications made to the curriculum include SD specific content.