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Adoption Recruitment and Retention Services
Request for Proposal 11-50Pre-Proposal Conference
February 17, 2011Kyle McClurg, IDOA Strategic
Sourcing Analyst
Agenda
• General Information• Purpose of RFP• Scope of RFP• Contract Terms• Key Dates• Proposal Preparation• Proposal Evaluation• Minority and Women’s Business Enterprises• Question and Answer Session
General Information
• Sign-In Sheet for Attendees
• Sign-In Sheet and PowerPoint will be posted on State’s Solicitation Website
• Hold questions until the end of the presentation
• All questions must be submitted in writing by Tuesday, February 22th
Purpose of the RFP
• Select no more than one (1) vendor to satisfy the State’s need for the provision of Adoption Recruitment and Retention Services across Indiana.
• Vendor should provide State services at a competitive price
Scope of RFP• The overall goal is to assist DCS in achieving timely
permanency for children in the foster care system awaiting adoption by carrying out the below components to recruit potential adoptive parents.
• It is expected that the vendor will build upon what is currently available to the state and to address service delivery system gaps by enhancing the current system.
• The respondent must collaborate with community resources (i.e. local offices of DCS, foster parents, mental health agencies, schools, etc) in an effort to increase the effectiveness and appropriateness of service without duplicating services.
Scope of RFP cont.
• This joint effort will help to develop the regional emphasis on recruiting adoptive parents. – It will be important that all providers work within the structure and
needs of each DCS region (See Attachment H for DCS Region map).
– Community resources and recruited/licensed families should reflect the metropolitan and rural cultural norms of each region.
• The agency chosen to provide these services will be expected to collaborate and coordinate services for a seamless provision of services across the state.
• Agencies may collaborate with other providers in bidding on this project, but one proposal shall be submitted.
Scope of RFP cont.
• All information used for recruitment will be provided by DCS. It shall include those children in the adoption picture book and those children on the AdoptUSkids website.
• Proposals should specifically indicate how each of the following service areas will be addressed and how the respondent’s approach will meet the Department’s goals.
• Components of Service:– Child Recruitment (Picturebook, Videotaping)– Child and Family Matching Events (SNAP Specialists)– Family Recruitment (Adoption Champions)– Database (AdoptUSKids website)– Minority Adoptive Family Recruitment
Scope of RFP cont.
• Baseline cost for the administration of this contract for two (2) years is $1.1 Million ($550,000 annually).
• State does not guarantee future spending at these levels.
Contract Terms• Two (2) year from the date of contract
execution • Possibility of two (2) one-year renewals • Totaling four (4) years.
Key DatesActivity Date
Issue of RFP Febuary 8, 2011
Pre-Proposal Conference February 17, 2011
Deadline to Submit Written Questions Febuary 22, 2011
Response to Written Questions/RFP Amendments March 1, 2011
Submission of Proposals March 22, 2011
The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.
Proposal Evaluation TBD
Proposal Discussions/Clarifications (if necessary) TBD
Oral Presentations (if necessary) TBD
Best and Final Offers (if necessary) TBD
Contract Award May 1, 2011
Business Proposal(Attachment E)
• Contract Terms– Respondent should review State contract and note exceptions of
State mandatory and non-mandatory clauses in Transmittal Letter
• Preferences (Section 2.3.14)– Respondent can only claim one (1) of the following:
• Indiana Small Business• Buy Indiana Initiative/Company
– Must have this certified and completed by the proposal due date
Technical Proposal(Attachment F)
• Respondents must address:– Overall Plan (implementation, engaging with existing
programming and services)– Picture Book– Video Taping– Adoption Champions– Matching Events– Database
Cost Proposal(Attachment D)
• The Cost Proposal template instructs each Respondent to provide a budget for the first two (2) fiscal years of the contract.
• After completing the template the Respondent will have calculated a “Total Program Cost” for the initial two (2) year duration of the contract.
• This cost will be measured against the baseline cost.– $1.1 Million
Indiana Economic Impact(Attachment C)
• In lines 18 and 21 of the Indiana Economic Impact (IEI)
form, Respondents are asked to provide the FTE of in-
state workers committed to this program.
– Both primary and subcontractor FTE
• FTE=Full Time Equivalent
– Not Full Time Employee
– Example: If a Respondent has 5 full time employees and is
bidding on its 5th contract, and all contracts get an equal amount
of commitment from the employees then each employee
commits 20% of his or her time to the new contract:• 0.2 x 5 employees= 1 FTE.
More on Proposal Preparation
• Use the templates provided for all answers
• Do not alter templates
• Please list all Attachments in Attachment G (Summary of Attachments)
Proposal EvaluationSummary of Evaluation Criteria:
1. Adherence to Mandatory Requirements– Pass/Fail
2. Management Assessment/Quality (Business & Technical)– 30 points
3. Cost (Cost Proposal)– 25 points
4. Indiana Economic Impact– 15 points
5. Buy Indiana– 10 points
6. Minority (10) and Women Business (10) – Subcontractor Commitment 20 points
* 100 Total Points
Minority and Women’s Business Enterprises
Charles Hill, M/WBE Division
• Goals for Proposal– 8% Minority Business Enterprise– 8% Women’s Business Enterprise
• Complete Attachment A – Accompanying letter(s) must contain the % of the bid
amount committed to the M/WBE and services to be provided.
– Must be on subcontractor letterhead and be addressed to the Prime Contractor.
Minority and Women’s Business Enterprises
Prime Contractors must ensure that the proposed subcontractors meet the following criteria:•Must be listed on the IDOA Directory of Certified Firms•Each firm may only serve as once classification – MBE or WBE•A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement.•Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement.•Must provide goods or service only in the industry area for which it is certified as listed in the directory at http://www.in.gov/idoa/2352.htm •Must be used to provide the goods or services specific to the contract•National Corporate Diversity Plans are generally not acceptable
Minority and Women’s Business Enterprises
Additional Information/Helpful Links
• Indiana Department of Administration: http://www.in.gov/idoa/proc – View current solicitations and updates (Click “State of Indiana
Opportunities”)
– Register as a bidder with the State of Indiana (Click “Bidding on State Contracts”)
– http://www.in.gov/idoa/2467.htm: link to Buy Indiana information and vendor registration with IDOA. For inquiries regarding substantial Indiana Economic Impact, contact [email protected]
• http://www.in.gov/idoa/minority: link to more information and full listing of IDOA certified Minority and Women owned Businesses
• Indiana Secretary of State: http://www.in.gov/sos – For registration assistance, call (317) 232-6576
• Indiana Office of Technology: http://in.gov/iot/2394.htm – Link to Information Technology (IT) Standards and Policies.
Questions and Answers
