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KRFP2402 / IPRO RFP570 Foster Parent Recruitment and Retention
| Question |
| RFP Section |
| RFP Page |
| Question |
| Response |
| 1 |
| General |
| NA |
| Is there a current vendor that is doing this work? If yes, who is the vendor? |
| Yes, the current vendor is Eastern Washington University. |
| 2 |
| Admin Info |
| 2 |
| Can there be an extension to the deadline of when the proposal is due to have the opportunity to appropriately respond to answers to questions? |
| No, the closing date of this RFP will remain 08/16/2024. |
| 3 |
| 1.2 |
| 3 |
| What is the biggest challenge in the state currently recruiting and retaining foster parents? |
| The biggest recruitment challenge is identifying where to recruit families who are interested in caring for children/youth aged ten (10) years old and older, with mental and behavioral health needs, and large sibling groups. |
The biggest retention challenge, according to the annual foster parent survey, is there has been a decrease in the number of families who feel like a member of the professional team and those who were satisfied with the overall support received from the Family Service Workers.
| 4 |
| 1.2 |
| 3 |
| How are the 1.5:1 goal and .75:1 ratios of foster parents to children in care calculated? Are these point in time? Or per annum? Does the term “foster parent” refer to foster home? What criteria must a foster parent meet to be included in the ratio? Open? On Hold? Relative or fictive kinship? Licensed and/or unlicensed ICPC? Trained? Accepting Placements? Codex? |
| 1. How are the 1.5:1 goal and .75:1 ratios of foster parents to children in care calculated? |
The numerator is the number of licensed foster homes. The denominator is the number of foster children.
1. Are these point in time? Or per annum?
The rations are Point in Time.
1. Does the term “foster parent” refer to foster home?
Yes, “foster parent” refers to foster home.
1. What criteria must a foster parent meet to be included in the ratio? Open? On Hold? Relative or fictive kinship? Licensed and/or unlicensed ICPC? Trained? Accepting Placements? Codex?
To qualify for the ratio, a foster home/foster parent must have an active license. The license effective date must be prior to the measurement date and the expiration date must be greater than the measurement date. The license end date is blank or null in data terms. The provider family must have a provider type of Resource Family, Expedited Resource Family, or Agency Family, and a Provider Type Status of Active, On Hold-FACS Initiated, or On Hold – Provder Request.
· Licensed ICPC families are also included.
· The basic definition is this includes all foster homes who are licensed in the Idaho child welfare system (ESPI).
· Codex homes are only included once they are licensed.
| 5 |
| 1.2 |
| 3 |
| Can a RPMs experience be from “lived experience” ie. growing up in a foster family or a foster alum? |
| Yes, lived experience as a foster alum or growing up in a foster family brings a different perspective that can be shared as part of recruitment efforts. |
| 6 |
| 9.I.A |
| 12 |
| What parts of marketing and branding are the |
responsibility of the department vs. the responsibility of the contractor?
The Department will be responsible for mass marketing campaigns through a contracted agency. The Contractor must utilize the marketing material and branding that is provided to ensure that the Department and the Contractor are sharing the same message across the state.
| 7 |
| 9.I.A.1 |
| 12 |
| Do the metrics include kinship/relative homes or only non-relative homes? |
| Yes, the metrics include all licensed families including non-relative, relative, kinship, and treatment foster homes. |
| 8 |
| 9.I.A.4 |
| 12 |
| Is the contractor able to use their current |
website with changes, or would a separate website for this contract be expected?
If a current website can be modified to meet the collaborative needs of shared marketing and branding with the Department, a new website would not be needed.
| 9 |
| 9.I.A.7 |
| 12 |
| Please define "messaging" as it applies in both recruiting and retention activities. Who is responsible to develop the messaging for approval? As recruiting opportunities can come at the last minute, can the RC develop an information handout tailored for the event, using the statewide messaging and formats? i.e. being invited to a baseball tournament and using a baseball player with the approved messaging. Do invitation flyers to licensed families for a retention event need prior approval? |
| For the purpose of this RFP and the resulting Contract, messaging includes any information provided to potential or current foster parents such as newsletters and marketing material, outside of what is provided by the Department. |
The Contractor is responsible for developing messaging to be reviewed and approved by the Department.
Handouts may tailored to specific events using the Department’s messaging and branding with approval of any event specific messaging.
While invitations flyers to active foster parents would not require prior approval, the event and messaging of the flyer should be discussed during collaborative meetings with the regional or Central Office Department staff.
| 10 |
| 9.II.B.2 |
| 13 |
| For the home counts, are therapeutic foster homes through privatized agencies counted or is this project solely focusing on recruitment of state licensed foster and adoptive homes? |
| Treatment Foster Care homes are included in the ratio. General Requirements #8 requires the TFC agencies be invited to participate in recruitment activities. |
| 11 |
| 9.II |
| 13 |
| The number of RPMs in each region must depend on need and be decided on in collaboration with the Contract Monitor. What is the total number of Peer mentors expected to be hired? |
| The Contract does not require a specific number of RPM’s in order to allow for the Contractor to hire individuals who meet the requirements but may not be able to work a set number of hours. There must be a sufficient number of RPM’s who can respond to the needs of foster parents. |
| 12 |
| 9.I.B.3 |
| 13 |
| In what format will Department practices and practice initiatives be disseminated to the contractor? What is the timeline for training staff to new practices? |
| The Department will update the Contractor regarding practice changes and new initiatives during Contract monitoring calls. The timeline for training staff will be determined based on the anticipated implementation to Department staff, foster parents and the Contractor. This may differ between initiatives due to federal and state requirements. |
| 13 |
| 9.II.B |
| 13 |
| The goal of increasing the number of “skilled and qualified foster families and the capacity of existing foster families,” requires integration with the training of foster families. How will the Department ensure integration and cooperation with the agency contracted for training services? |
| The Department will provide contact information for the contractor who will be providing foster parent training and will facilitate joint meetings to ensure a collaborative approach between contractors and the Department. |
| 14 |
| 9.II.B.1.a |
| 13 |
| Will the Department provide a list of agencies with contact information and Idaho tribal contact information? Does the Department have a designated tribal liaison who will work directly with the contractor to meet this expectation? |
| Yes, the Department will support information sharing between the Contractor, agencies and Tribes. The Department will make available program specialists for the Indian Child Welfare Act and licensing, however the ongoing collaboration is the responsibility of the contractor under SOW I.A.8. |
| 15 |
| 9 |
| 13 |
| Will the contractor identify target audiences or |
will the Department provide direction?
The Contractor will work in collaboration with Department staff (SOW II.F.1.) and must bring information to the collaborative discussion related to their activities in SOW II.B.
| 16 |
| 9 |
| 13 |
| Are Regional Coordinators expected to work in |
an office or are they able to work remotely?
Each regional office has a different ability to provide office space for Recruitment Coordinators (RC)s. Telecommuting at least part time is acceptable, but RC’s should have presence within the region to create a collaborative working relationship with regional Department staff.
| 17 |
| 9.II.B.2.c |
| 14 |
| How often will data be provided? |
| Department data will be provided through Tableau reports and/or email monthly, at minimum. |
| 18 |
| 9.II.B.3.a |
| 14 |
| Recruitment and retention events often become available with short notice. Do these types of events require prior approval before being acted on? For instance, the recent Sound of Hope movie events were added on less than 30 days’ notice. |
| No, additional recruitment events do not require approval but changes to the schedule must be reported on during Contract monitoring calls. |
| 19 |
| 9.II.C |
| 14 |
| For Recruitment Advisory Council’s (RAC), are these already existing groups or is it expected that the vendor will recruit members? Are these virtual or is the renting of space required. |
| Each area of the state has a different level of a functioning RAC. Depending on the current status the Contract may need to start a RAC or recruit additional members to meet requirements. Collaborative meetings are best completed in person, but may be considered for telecommuting based on the need of each RAC. |
| 20 |
| 9.II.C.1.c |
| 14 |
| Will DHW provide the contact info for parents with child welfare system experience in each region? |
| Yes, the Department will work collaboratively with the Contractor and other stakeholders to identify parents with Child Welfare experience. |
| 21 |
| 9.II.D |
| 15 |
| How frequent will printed and media materials be provided? How much time will be required to create materials for specific events? Does the contractor have the ability to create event specific materials with approved messaging on an as needed basis? |
| The Department will make marketing and media material available as needed for the Contractor. The Contractor must notify the Department when they are in need of additional printed material. |
Specific materials for events must follow the Department’s branding and marketing messages and have prior approval from the Department (SOW I.A.7).
| 22 |
| 9.II.E |
| 15 |
| Where will welcome kits be stored? Who will deliver welcome kits? |
| Regional Department staff will collaborate with the Contractor on the storage and the best method of delivery for welcome kits based on the specific needs of that region. |
| 23 |
| 9.II.F |
| 15 |
| What does “organize and conduct” entail? Does attending community events qualify? |
| Depending on the event, the Contractor will have a different level of organizing that will be required. Attending an event must include an organized effort to connect with event participants to share information. |
| 24 |
| 9.II.F.2 |
| 15 |
| How should activities, strategies, events, and locations not identified/scheduled 3 months prior be communicated? |
| As part of the collaborative efforts outlined in SOW II.B, the Contractor must share information about last minute recruitment activities as well as during Contract monitoring calls. |
| 25 |
| 9.II.F.3 |
| 15 |
| How will youth in care’s confidentiality be protected when participating in recruitment events? |
| Youth in care who choose to participate in recruitment events do so with the support of the Contractor and the Department’s Independent Living specialist. The youth may choose to share as little or as much of their experience as they are comfortable with, and are not required to follow the same confidentiality requirements as the Department and the Contractor. |
| 26 |
| 9 |
| 16 |
| Is there an expectation regarding how many |
RPM’s will be hired per region?
See Question 12
| 27 |
| 9.III.A |
| 16 |
| What hours are RPM’s expected to be available (non-business hours)? |
| RPM hours are not set at specific hours to allow flexibility for the RPM as well as the families they are working with. The RPM’s must be available to respond within required time frames outlined in SOW III.A.2. |
| 28 |
| 9.III.A.2.b |
| 16 |
| How will contractor be notified of new placements to meet the 48 hour contact standard? |
| The Department will email, call or text the regional RC who will notify the RPM to contact the family. |
| 29 |
| 9.III.A.3.a |
| 17 |
| How will RPM’s communicate training needs to licensing workers? Via RC? Regular meetings? |
| RPMs will work collaboratively with the assigned licensing worker for the family. How that is communicated will depend on how the RPM and licensing worker choose to do so. |
| 30 |
| 9.III.A.4 |
| 17 |
| Reporting information to the department will cause strains in the RPM/Foster Parent dynamic. How will the Dept. work with the contractor to maintain confidentiality and this relationship? |
| The Department is unable to effectively do their job in supporting and retaining foster parents when information is withheld regarding foster parent concerns. The Department, the Contractor through the RPM, and the foster parent are all partners in this effort and must work in collaboration to ensure the foster parent’s concerns are addressed by the Contractor and the Department and that foster parent’s needs are met. |
| 31 |
| 9.III.B.3 |
| 17 |
| What constitutes using a social media as an educational platform? Is the desire to provide a secure private social media platform for foster families? |
| Social media posts to any of the platforms used by the Contractor or the Department can be used to provide educational material or links to appropriate training information. A secure, private platform is not part of the Scope of Work. |
| 32 |
| 9.IV.A |
| 17 |
| What is considered drop off and delivery of community donations with Department staff? |
| The Contractor must coordinate with regional staff to accept donations and ensure storage and dissemination of items to children entering or in foster care. |
| 33 |
| 9.V |
| 17 |
| What is the state’s current data tracking abilities for monitoring of the achievement of goals expected within the scope of work or is the expectation that the contracted vendor will develop a way to track and monitor data? |
| The Department and the Contractor will work collaboratively to identify the current data available and identify where gaps require either the Department or the Contractor to develop a way to track and monitor data. |
| 34 |
| 9.V.D |
| 18 |
| Is the intent of the IOIM satisfaction survey to determine if the IOIM provided adequate information to pursue becoming a foster parent or adequate information to be a foster parent? |
| Yes. |
| 35 |
| 9.VI.A.2 |
| 18 |
| What type of satisfaction is being measured at 88%? Satisfaction that the IOIM helped the prospective foster parent make a decision regarding fostering? |
| Yes, it would show the information provided and how it was provided met the needs of potential foster parents in making the decision to foster, foster to adopt, or adopt. |
| 36 |
| 9.VI.A.3.b |
| 18 |
| What aspect of RPM activity is being measured at 90%? |
| The RPM activity includes Recruitment, Initial Placement, Coaching and Transition as outlined in SOW III.A.2.a-d |
| 37 |
| 9.VI |
| 18 |
| Is there a financial penalty if the performance measurements outlined in RFP are not achieved? |
| No, there is not a financial penalty. |
| 38 |
| 9.VII.A |
| 18 |
| How is recruitment documentation currently stored and is there a preferred method? |
| Recruitment data is currently provided through contract monitoring calls and quarterly reports. There is not a preferred method for storing recruitment documentation, this will be discussed during collaborative calls with the Contractor, Contract Monitor, and central office licensing program specialist and provided as needed in addition to reports. |
| 39 |
| Appendix A |
| 19 |
| Is there a set budget for this scope of work? |
| A set budget has been added for extraordinary expenses. The Department expects Offerors to provide their best costs for services as outlined in the RFP. |