RFP26006807 Q and A answers.xlsx
XLSX spreadsheet 19 KB Posted
- Attached to
- DCYF Youth Development Support (YDS) Services
- Solicitation number
- RFP26006807
- Issued by
- Providence County, Rhode Island
About this file
This document is a Question and Answer response file from the Rhode Island Department of Children, Youth and Families (DCYF) addressing vendor inquiries regarding the Youth Development Support (YDS) Services Request for Proposals. The RFP seeks proposals for comprehensive youth development services to assist transition-age youth in Rhode Island in successfully transitioning to adulthood. Services are to be delivered within a Positive Youth Development framework consistent with Child Welfare League of America Standards of Excellence, though vendors may propose their own evidence-based framework. Eligible populations include youth in foster care ages 16 and older, youth in voluntary extension of care, post-adoption/guardianship youth, young parents ages 16-21, and other populations identified in the RFP. The RFP has a deadline of July 30, 2026, at 11:00 a.m. EDT, with questions due July 9, 2026, at 2:00 p.m. EDT. The initial contract period begins approximately September 1, 2026, for one year, with options to renew for up to four additional 12-month periods based on vendor performance and fund availability. Technical proposals are limited to ten pages, and DCYF declined all requests for deadline extensions or page limit increases.
DCYF declined to provide aggregate performance data, historical referral volumes, staffing ratios, start-up cost guidance, or anticipated caseload assumptions, noting this information is not readily available or will be individualized based on youth needs. The contract will operate as a cost-reimbursement model with monthly invoicing, and vendors are required to maximize third-party reimbursement sources including Medicaid and private insurance for eligible services. Budget information and total FY27 funding allocations have not been disclosed. An incumbent provider currently delivers these services; a transition period will occur, though client records will not be transferred to the new vendor. DCYF confirmed that services are separate and distinct from the existing Youth Villages LifeSet program but encouraged vendor coordination if beneficial. Stipends for Youth Advisory Board members, match-savings for youth participants, and youth summit and graduation events are allowable expenses to be proposed in vendor budgets. Vendors must carry comprehensive insurance including general liability of $1,000,000, workers compensation of $100,000, professional liability of $2,000,000, technology errors and omissions of $5,000,000, and cyber/privacy liability of $5,000,000 minimum. A contract administrative fee of 0.33 percent of annual contract value will be withheld from invoices, and proposals will be evaluated on technical merit, cost, and ISBE participation rates.
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Text version
Sheet1
| Question | Answer |
| Can DCYF provide aggregate performance data from the current contract (e.g., annual number of youth served, referral volume, housing outcomes, employment outcomes, educational outcomes, and permanency outcomes) to assist vendors in developing appropriate staffing and implementation plans? | This information is not readily available. However, it is the number of active youth in foster care who are at least one day after their 16th birthday. This number changes daily depending on youth exiting and re-entering care. |
| How does this procurement relate to the Youth Villages LifeSet model currently operating in Rhode Island? Is the successful vendor expected to coordinate with, complement, or replicate any components of LifeSet, or are these intended to be separate and distinct services? | The services solicited in this procurement are separate and distinct from the current Youth Villages program. However, we are seeking to provide services that have proven to be successful, and we encourage offerors to coordinate with each other if there is a model or strategy that would benefit youth. |
| The RFP indicates services must be delivered within a Positive Youth Development framework. Is DCYF currently utilizing a specific framework, curriculum, or training model that the successful vendor will be expected to implement or align with? If so, can that information be shared? | No. |
Can DCYF provide additional information about the current Youth Advisory Board, including:
the current participant stipend;
the number of active members;
how often the Board meets;
the average attendance over the past year; and approximately how many current members are expected or interested in continuing under the new contract? The Youth Advisory Board uses a tiered stipend system. SPEAK leaders are paid $25 per hour and meet twice per month, totaling at least four hours. General members meet monthly and receive $20 per hour for a total of two hours. Depending on the agenda items addressed by the group, there is potential for additional meetings throughout the month. There are currently 14 consistent, active members, and ongoing orientations are held bimonthly. We have not explored youth interest in maintaining involvement with a new provider.
What is the total FY27 funding available for this contract, and can DCYF provide the anticipated breakdown by funding source (e.g., State General Revenue, Chafee, Title IV-E, Title IV-B, Medicaid, or other federal funding)? Budget information is not provided.
Is DCYF currently using or expecting alignment with a specific youth development framework or module, including any model associated with Youth Villages?
How, if at all, does this RFP relate to the LifeSet model?
Is the successful vendor expected to coordinate with, complement, replicate, or avoid duplication with LifeSet services currently available to transition-age youth? See #2 and #3
What is the current stipend amount provided to Youth Advisory Board participants?
How many active Youth Advisory Board members currently participate?
How often does the Youth Advisory Board meet?
Over the past year, what has been the average attendance per meeting?
Are there current or former Youth Advisory Board participants who are expected or interested in continuing under this new grant/contract? If so, approximately how many? See #5
What is the total combined amount of state and federal funding allocated in the FY27 budget for Youth Development Support Services?
For clarity, can DCYF provide the breakdown by funding source, including state general revenue, Chafee funds, Title IV-E, Title IV-B, Medicaid, or any other federal/state sources expected to support this contract? No budget information is provided.
Is there an incumbent provider currently delivering these services? If so, will there be a transition period, and will the successful vendor have access to existing participant records (with appropriate consents) to ensure continuity of services? Yes. Yes, a transition period will occur. Client records will not be made available to a new vendor.
Does DCYF have an expected or recommended staff-to-youth caseload ratio for care coordinators, transition specialists, or other direct service staff under this contract? No.
What funding is anticipated to be available to support housing-related expenses such as security deposits, furnishings, utility start-up costs, moving expenses, or other housing stabilization needs?
Would these expenses be considered flexible funds?
If so, does DCYF anticipate establishing a maximum funding amount per youth or other spending guidelines? No additional funding will be available outside the contract.
What is the current annual funding allocation for the Teen Grant Program?
Approximately how many youth receive Teen Grants annually, and what is the average award amount per participant? This is not available through this procurement.
How frequently does the current Youth Advisory Board meet?
On average, how many youth participate in each meeting?
What have been the primary goals, activities, or accomplishments of the Youth Advisory Board over the past several years?
Are there any current priorities or initiatives that the Department would like the successful vendor to continue? See Question #4.
The RFP indicates that assessment and evaluation tools must be approved by DCYF. Has the Department already identified or approved a list of assessment and evaluation tools for use under this contract? If so, could that list be shared with prospective vendors? No.
Does DCYF have a preferred or required life skills assessment tool (e.g., the Casey Life Skills Assessment), or may vendors propose other validated, evidence-based assessments that meet program objectives? Vendors may propose other validated, evidence-based assessments that are approved by the DCYF.
Which DCYF unit(s) or staff will be responsible for identifying eligible youth and making referrals to the successful vendor (e.g., Family Services Unit, caseworkers, transition specialists)?
What processes or expectations are in place to ensure consistent referrals and sufficient program enrollment throughout the contract period? Referrals will be made through established DCYF referral processes. Eligible youth will be referred to the designated provider through automated referrals in RICHIST. Additional referrals may also be made by the Voluntary Extension of Care (VEC) program and Family Services Unit (FSU), based on the youth's eligibility, service needs, and program category, including youth in care, post-adoption/guardianship, young parents, and other eligible populations identified in the RFP.
Approximately how many youth does DCYF anticipate will actively participate in this program each year?
What referral volume does DCYF anticipate during the first year of implementation?
Based on historical experience, how many youth are currently served annually through the existing Youth Development Support program? See #7.
The RFP states that services should be delivered within a Positive Youth Development (PYD) framework. Is DCYF currently utilizing a specific Positive Youth Development model or framework that the successful vendor will be expected to align with, or are vendors encouraged to propose their own evidence-based PYD framework? Vendors are encouraged to propose an evidence-based Positive Youth Development (PYD) framework, as long as it is consistent with the best-practice recommendations of the Child Welfare League of America (CWLA) Standards of Excellence.
| The RFP requires a technical proposal limited to ten (10) pages, despite requesting detailed responses across numerous staffing, organizational capacity, work plan, methodology, and outcome measurement sections. Would DCYF consider increasing the technical narrative limit to 16 pages to allow vendors to adequately address all required elements while maintaining a high-quality and responsive proposal? | No. | |
| Is there a possibility of extending this solicitation deadline beyond 07/30/2026? | No. | |
| Is there a possibility of extending the Q&A deadline for this solicitation? | No. | |
| Is compensation (e.g., stipends) for Youth Advisory Board (YAB) members who provide their expertise and lived experience as youth leaders an allowable project expense? If yes, does the Department have guidance regarding allowable stipend amounts or a maximum per-participant rate? Finally, please clarify how these funds will be distributed (e.g., included as pass-through funding, reimbursed through invoicing, or another payment mechanism). | Please propose and include in your budget. | |
| Given the RFP was released days before a holiday and July is a time when many Rhode Islanders enjoy their earned vacation time, will the Department consider a modest extension to the deadline? | No. | |
| what start-up costs are eligible and how should they be noted in the budget/budget narrative so the Department can have an accurate understanding of the first year of funds vs. subsequent years? | No, they are not included. | |
| Is the federal government's 15% de minimis rate acceptable for indirect costs? | The State cannot approve or determine the acceptability of a specific indirect cost rate through the question-and-answer process; Offerors should submit their cost proposals in accordance with the solicitation requirements. | |
| What is the definition of "housing stability"? What will be the expectation of vendors given that number of youth who "have housing" is an outcome measure, but the state is experiencing a housing crisis and significant dearth of affordable housing? | Housing stability refers to a safe, appropriate, and sustainable living arrangement identified at the time of discharge. The State recognizes that housing availability is influenced by factors outside the Vendor's control; therefore, this measure is intended to evaluate the Vendor's discharge planning, housing coordination efforts, and collaboration with families, community providers, and other partners to support stable post-discharge placements. | |
| Please clarify the expectation of the vendor as it relates to "address[ing] over-prescription and misuse of psychotropic medication." | The vendor shall ensure access to health and behavioral health services and provide specialized |
supports tailored to the needs of specific youth populations such as address over-prescription and misuse of psychotropic medication.
| Are the youth Summit and Graduation event part of this scope of work? | Yes. |
| Are match-savings for youth participants an eligible expense? If so, how will funding be administered (i.e., pass-through, included as line item in budget for reimbursement, something else?) | Yes, please propose approach in your budget. |
| How will the contract be managed within DCYF? | The contract will be managed through the agencies Active Contract Management process. |
| What is the duration of the contract? One year with up to how many years for renewal? | The initial contract period will begin approximately September 1, 2026, for one (1) year. The contract may be renewed for up to four (4) additional 12-month periods based on vendor performance and the availability of funds. |
| What is the timeline to implementation? | The initial contract start date is approximately September 1, 2026. |
| Does this scope of work fall under Medicaid Transformation? | Yes. |
| What is the definition of young parents as it relates to this RFP? Young parents who are open as children themselves, but not open as a parent? Or young parents who are open as children themselves, and as a parent? | Ages 16-21. |
| What is the anticipated referral process for each of the categories of eligible participants: youth in care, youth in VEC, post-adoption/guardianship, young parents, etc.) | See #17 |
| What is the anticipated billing mechanism/structure for this contract? Will vendors be reimbursed for expenses incurred; paid based on census / per diem; something else? | This will be a cost-reimbursement contract. Providers are expected to maximize all available third-party reimbursement sources, including Medicaid and private insurance, for eligible services. Providers shall submit monthly invoices to the Department for allowable costs not reimbursed by third-party payers, in accordance with the terms of the contract. |
| Will the Department increase the RFP page length require to 12 pages? | No. |
| The scope of work requires, in part, that YDS staff address the over-prescription and misuse of psychotropic medication. Does the Department envision that YDS attain the services of a child psychiatrist to conduct medication reviews and assessments for all eligible youth with such prescriptions? | Medication reviews can be coordinated with DCYF for referrals to child psychiatrists for assessment. |
| In service planning, we believe helping youth gradually assume greater responsibilities helps prepare them for successful transitions for adulthood. This includes assuming greater financial responsibilities as well. If a YDS service plan and the treatment team develop a goal for greater financial participation from a youth (say gainfully employed) but a DCYF caseworker or other treatment team member disagrees, how will disagreements or conflicts, no matter how well-meaning, be mediated? | Supervisors from the Vendor and DCYF will meet to resolve any conflict that arises. If necessary, Program Directors will meet to resolve any issues. |
| Which service elements of this procurement does the Department believe are eligible for direct Medicaid/ 3rd-party insurance billing? | The Successful Vendor shall comply with all applicable federal and state laws, regulations, and payer requirements related to Medicaid and third-party insurance billing. It is the Vendor's responsibility to determine billing eligibility and comply with all applicable payer requirements. DCYF does not guarantee reimbursement for any specific service. |
| The Scope of Work references Provider capacity for direct Medicaid and private insurance billing. Our understanding is that Medicaid and some health plans will reimburse for medically necessary health and behavioral health services when provided by a certified provider and overseen by a licensed practitioner of the healing arts (LPHA). Does the Department desire the provider to establish treatment plans that will comply with current Medicaid requirements? Will it then, in turn, require distinct treatment plans that may require coordination with both DCYF and existing providers and their treatment plans, and further in turn require oversight from an independently licensed LPHA? In fostering active youth involvement, will this require youth to attend multiple treatment planning meetings for their active participation in as many as 3 treatment plans every, say, 3 months? | The Department expects the Successful Vendor to comply with all applicable federal and state requirements for Medicaid-reimbursable services. The solicitation does not require separate treatment plans solely for Medicaid billing. Vendors are expected to coordinate services with DCYF and other providers, as appropriate, while complying with applicable licensure, certification, and payer requirements. |
| The scope of work requires, in part, that YDS provide support to improve educational outcomes. We recognize that many youth exit the foster care system with poor academic performance and lack of credentials. Does the Department envision that YDS will provide direct academic support/tutoring? Arrange for Educational Advocates for youth whose parents do not so serve? Advocate directly with LEAs and individual schools/ teachers and support staff? | DCYF does not prescribe a specific approach. Vendors should describe the methods, strategies, and interventions they will employ to improve educational outcomes for youth served under this contract. |
| The Scope of work requires, in part, training DCYF, youth and providers in Positive Youth Development and related topics as requested by the Department. How does the Department envision the coordination and integration of this training to its staff? To its relevant service providers? | DCYF will advertise and promote participation of its staff to YDSS sponsored trainings. |
| The Scope of Work references the development of a permanency plan and treatment plans for youth and young adults receiving YDS services. Is it the expectation that YDS staff develop separate permanency and treatment plans, or that YDS staff support and work within existing plans developed by DCYF Social Workers and/or other service providers? Please clarify the role and responsibility of YDS staff in the development, documentation, and ongoing review of these plans. | No. |
| To support the development of appropriate specialized staffing and service capacity related to the housing needs of YDS young adults, over the past 1-, 2-, and 3-year periods, how many young adults ages 18-21 exited DCYF involvement without permanent or stable housing? If available, please also provide the current number of young adults experiencing housing instability or at imminent risk of losing their current housing. | This data is not available at this time. |
| The Scope of Work requires vendors to provide case management supports across multiple domains, including housing, education, and vocational services for youth and young adults enrolled in YDS. For purposes of developing appropriate caseload assumptions and staffing levels, what is the anticipated average length of service for youth receiving YDS case management supports? | This can not be provided. The length of service will be individualized based on each youth's needs and the age at which they enter the program. |
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