Foster and Adoptive Family Recruitment Campaign

Request for Proposals

FOSTER AND ADOPTIVE FAMILY RECRUITMENT CAMPAIGN:

Targeting Recruitment of Foster/Adoptive Homes in Hancock, Putnam, Seneca, Wyandot and WoodCommunities

Issue Date: February 25, 2015

Closing Date/ Time: March 11, 2015/1:00pm EST

Contact Person:

Jill Stonebraker

Hancock County Department of Job and Family Services

7814 Co Rd. 140

Findlay OH 45840

419-429-8081

Background and Overview of Project

Hancock, Putnam, Seneca, Wyandot and Wood Counties have been awarded a multi-county Efficiency and Innovation Fund grant in the amount of $250,000. Counties in the state of Ohio had the opportunity to submit a grant proposal for these funds, either by individual county or multi-county. The Efficiency and Innovation Fund is premised on the knowledge that county public children services agencies (PCSAs) are each unique in how they fund, manage and affect outcomes for the children and families that come to their attention. Some face challenges with resources that include staffing, availability of services, appropriate placements, etc. Others may not have explicit resource issues, but lack flexible resources to advance practice ideas. Innovation conceived at the local level is directly targeted to the locally determined most pressing need or innovative opportunity. This one time funding grant was awarded to Ohio counties who were successful in their submission of a proposal. The time frame for the grant and grant spending is December 31, 2015.

Our objective for this grant is to increase awareness of the need for foster and adoptive families in our Hancock, Putnam, Seneca, Wyandot and Wood County communities, and inspire residents to take action to become foster/adoptive parents. Through creative theme and messaging as well as targeted communications tactics, we aspire to increase the number of foster/adoption families that are licensed in our communities. Ultimately, more children will be placed with local families to allow children to remain in a familiar environment and given the opportunity to be part of a caring and possibly forever home environment.

Today, we face the issue of securing and training enough foster and adoptive families in the local communities who are able to meet the needs of the children who need help in our community. We also face the issue of lack of time for planning, gathering materials and updating resources to consistently educate members of our community about the need that exists, and that there are opportunities for families and individuals to help make a difference in the lives of children and teens right here in our own backyard through foster parenting and/or adoption.

Hancock, Putnam, Seneca, Wyandot and Wood Counties wish to develop the Foster & Adoptive Family Recruitment Campaign project by developing and implementing a strategic communications plan to reach Hancock, Seneca, Wood, Putnam and Wyandot Counties. The plan will incorporate a range of communications tools including mobile apps and other recruitment efforts to spread the word of the need for local foster/adoptive families. Mobile apps will be used as a resource to those interested in becoming a foster or adoptive parent on educating them on the process to become a licensed and approved and also by providing support and resources to current resource (kinship, foster, adoptive) families.

The Foster and Adoptive Family Recruitment Campaignwill communicate to residents within our target markets about the need for foster/adoptive families in our communities, highlight what is involved in becoming a foster parent or adopting a child, and inspire adult residents to get involved and make a difference for the children in need – while also experiencing the joy and rewards of being a foster or adoptive parent/family.

Beyond the general need for increasing awareness and making an impact for action and participation in our target region, another challenge to resolve is related to current perceptions about the process. For example, one of the most significant obstacles we face is a hesitant or reluctant public due to an assumption or misconception about the process and amount of training required to become a licensed foster or adoptive home.

Therefore, our hope is that the strategy and messaging will help provide greater understanding of the facts, while also appealing to the emotion and compassion that the time and effort involved is insignificant when compared to the impact that fostering/adoption will have on a child’s life.

The closing date for proposals is March 11, 2015, at 1:00pm E.D.S.T. Proposals must be received by the closing date and time, at the office of the Hancock County Job and Family Services, 7814 County Road 140, Findlay Ohio 45840 in accordance with instructions contained in this Request for Proposals.

Bidders should be aware that the Ohio Department of Job and Family Services continuously revise funding commitments to the County Department of Job and Family Services. Although the grant has been previously awarded to the counties mentioned above, all Requests for Proposals are contingent upon, among other things, availability of funds.

Guidelines for Objectives

1)The Bidder will implement a plan to increase the number of potential foster and adoptive homes being licensed within each community that is correlated with the defined five counties delineated in this document.

2)The Bidder will create a community awareness/recruitment campaign and an outline of how and when this will be implemented in the community within the budgetary guidelines.

3)The Bidder will utilize multifaceted marketing strategies that will increase public awareness on many different levels.

4)The Bidder will develop a mobile app to be used by those interested in fostering/adopting to become aware of the process as well as to be used by current resource families (kinship, foster, adoptive) as a supportive resource.

5)The Bidder must maintain all media for a period of 3 years as part of the original services provided.

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Proposal Guidelines

Bidder must follow these guidelines:

1. Proposals must clearly delineate specific Foster and Adoptive Family Recruitment Campaign services for Hancock, Putnam, Seneca, Wyandot and Wood County communities.

1. Entity submitting proposal must clearly outline all services in the proposal and the costs associated with that service with the understanding that due to funding one or more of the listed services may be eliminated at any time.

1. Failure to clearly address how each of the Objectives outlined in this Request for Proposal may result in immediate dismissal of consideration.

1. Hancock County Job and Family Services(HCJFS) is seeking to contract with a vendor to perform services beginning upon signature of the contract through December 31, 2015. HCJFS reserves the right to modify the resulting contract according to federal/state requirements in the event that Grants are reauthorized during the contract period. The contract is contingent upon satisfactory performance and continued availability of funding through December 31, 2015.

Anticipated Procurement Timetable

February 25, 2015 / Request for Proposals released
March 5, 2015 / Deadline for receiving RFP questions
March 6, 2015 / Deadline for issuing written responses to RFP questions
March 11, 2015 / DEADLINE FOR SUBMISSIONS OF PROPOSALS
March 18, 2015 / Notification of Award
March 25, 2015 / Contract Signed
March 26, 2015 / Start-Work date

HCJFS reserves the right to revise this schedule in the best interest of the HCJFS, to comply with the State of Ohio procurement procedures and regulations after providing reasonable notice.

COMPLETING AND SUBMITTING BIDS

1, Beginning with the release of the Request for Proposals on February 25, 2015, Bidders may only submit questions via fax at 419-424-7485 toAttention: Jill Stonebraker and Rating Committee or by email to using the subject line Attention: Rating Committee. Questions will not be accepted after 12:00 p.m. EST (noon) Thursday, March 5, 2015. The HCJFS will not accept and cannot respond to questions received via any other method. If the Bidder attempts any unauthorized communication, HCJFS will reserve the right to reject the Bidder’s Bid. Written responses to questions will be issued March 6, 2015. Only those who have registered for the RFP may request copies of all questions and answers.

The Request for Proposal application and all supporting documentation will be available on the HCJFS website at

2.All proposals must be submitted to:

Jill Stonebraker

Hancock County Job & Family Services

7814 Hancock County Road 140, P.O. Box 270

Findlay, Ohio 45839

Proposals and all supporting documentation must be contained in sealed envelopes marked “Proposal for Foster & Adoptive Family Recruitment Campaign for Hancock, Putnam, Seneca, Wyandot and Wood communities”.Upon request, a receipt will be issued for all bids received.

The HCJFS will accept sealed proposals, including supporting documentation, until 1:00pm., Wednesday, March 11, 2015;at which time the Request for Proposals will be opened publicly and read aloud. The proposals may be submitted either via regular mail, Courier Company (UPS, FedEx, etc.) or in person. Faxed or E-mail applications will not be accepted. Failure to submit timely and failure to submit all of the required documentation may result in immediate exclusion from consideration. Request for Proposals will be subject to the general requirements and general terms as set forth by the HCJFS.

ACCEPTANCE AND REJECTION OF BIDS

1. HCJFS reserves the right to:

• award a contract in response to a bid received on the basis of individual items, or on the entire list of items.

• Reject any or all bids and re-advertise, or any part thereof

• Waive any informality in the bids

1. Bids which fail to meet the following standards of completeness will be considered “NON QUALIFIED” and will not be reviewed:

a)Submitted where and when specified;

b)Be submitted in form specified;

c) Submitted in sealed envelope that ID’s project on the outside;

d)Contain the full name of person or company submitting bid.

1. The decision of HCJFS shall be final. The waiver of an immaterial defect shall in no way modify the RFP documents or excuse the Bidder from full compliance with its specifications if the vendor is awarded the contract.

EVALUATION AND AWARD OF CONTRACT

1. All timely proposals will be reviewed based upon the criteria listed in this section. The selected Bidder proposal and rejected Bidder proposals will be notified in writing by a representative of HCJFS. The written notice will constitute as official notification of selection of the Request for Proposals. All proposals will be reviewed by a committee comprised of selected representatives of Hancock, Putnam, Seneca, Wyandot and Wood communities. The committee will make a recommendation to the Directors of the Job and Family Services of counties of Hancock, Putnam, Seneca, Wyandot and Wood. The start up, initiation, implementation, service delivery, and evaluation of the program will be from the date of the execution of contract to the termination of the contract. Requests for Proposal will be rated against a total value possible points. All bids will be rated in accordance with the rating scale inattachment 3.

2.All proposals become the property of HCJFS and will be a matter of record. HCJFSwill have the right to use all ideas, or adaptations of those ideas, contained in any proposal received in response to this Request for Proposals. Selection or rejection of the proposal will not affect this right.

3.A contract will be awarded to the lowest and best proposal, which, in thejudgment of the HCJFS, is in the best interest of the participating counties. The HCJFS reserves the right to reject any and all proposals, and to waive any informalities.

4.All respondents to this Request for Proposals are hereby advised that due to the complex and technical nature of this service, it is impossible to write specifications covering all service provisions. Therefore, the Hancock County Job and Family Services reserves the right to award a contract or contracts on factors other than price. The contract award or awards will be made to the responsible Bidder whose proposalwill be the most advantageous to the procuring party, past performance, experience, compliance with proposal specifications, prices, and other factors considered in that order.

5. All qualified bids will be reviewed, evaluated and rated. At any time during the review, HCJFS may request additional information from the Bidder. Such information requests and Bidders’ responses must always be in writing. Information may be requested from sources other than the written bid to evaluate the Bidder.

6. All costs directly related to preparation of the Request for Proposal will be the sole responsibility of, and will be borne by submitting Bidder.

7.This Request for Proposals does not constitute an offer. Acceptance of proposals for review does not commit HCJFS to award a contract, nor is HCJFS liable for any costs incurred in the preparation of a proposal.

8.The contents of the RFP and the commitments set forth in the selected proposals shall be considered contractual obligations, if a contract ensues. Failure to acceptthese obligations may result in cancellation of the award.

9.Bidders submitting proposals in excess of $100,000 must abide by the following additional requirements (attachment 4):

1. A certification that the Bidder is not on the EPA List of Violating Facilities, but is in compliance with all applicable standards, orders or requirements issued under Section 306 of the Clean Air Act 42 USC 1857(h), Section 508 of the Clean Water Act 33 USC 1368, Executive Order 11738, and Environmental Protection Agency Regulations 40 CFR Part 15. At contract time the awarded Bidder will become the Contractor and shall be required to report any violations to the State/County agency and to the U.S. EPA Assistant Administrator for Enforcement (EN-329).

1. A certification that the Bidder and/or its principals are or are not on the General Services Administration’s “List of Parties Excluded from Federal Procurement or Non-procurement Programs” in accordance with Executive Orders 12549 and 12689.

1. A certification that the Bidder will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any Federal agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 USC 1352. The Bidder shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.

1. Bidder shall certify that it, any of its principles, affiliated groups, contractors of this grant, or persons with a controlling interest in the Bidder’s organization are in compliance with ORC 2909.33 in that none of the aforementioned have provided Material Assistance to a Terrorist Organization. Bidder shall complete form number HLS 0038 2/06” (see ATTACHMENT11) and submit it to the Department in order to meet this requirement. Information on this law may be reviewed at

10.Bidder must comply with mandatory standards and policies regarding energy efficiency which are contained in the State Energy Conservation Plan issued in compliance with the Energy Policy and Conservation Act (Pub.L. 94-163, 89 Stat. 871).

11.Bidder must perform its obligation under the agreement in conformity with all applicable laws, regulations, procedural requirements, either Federal, State or local.

12.All current and potential special charges must be included in the Request for Proposal.

13.Bidder must supply safe storage for all records to protect the records against loss, theft or destruction.

14.Bidder must agree to retain all records pursuant to agreements for a minimum of three years after final payment. If any litigation, claim, audit, negotiation or other action involving the records occurs, the records must be retained with the completion of the action. Any fully authorized representative shall have immediate access to all records upon requests.

15.Bidder must submit the Competitive Proposal Affidavit (Attachment 5) as part of their RFP.

16.Bidder must submit the Representations, Assurances, and Certifications (Attachment 6) as part of their RFP.

TERMS AND CONDITIONS OF CONTRACT

1.The contents of the RFP and the commitments set forth in the selected proposals shall be considered contractual obligations, if a contract ensues. Failure to accept these obligations may result in cancellation of the award.

2.The contract shall incorporate the terms, conditions and requirements of the RFP, the Provider’s bid, and all other agreements that may be reached.

3.The desired contract structure is one under which the Provider designs, develops and implements and is solely responsible for the execution of the project and contract requirements. The successful Provider’s bid, this RFP, and other applicable addenda will become part of the final contract and will merge into the contract.

4.Bidder must agree that costs payable under contract are subject to availability of Federal, State and Local County funding. If during the RFP process, funds are not available for the proposed services, the RFP process will be canceled. Only Bidders who have requested proposals submitted to the HCJFS will be notified of the cancellation at the earliest possible time.

5.Bidder must agree that in the event of breach of contract by the Bidder, the HCJFS reserves the right to legal, administrative and contractual remedies.

6.Bidder must agree that the contract may be terminated by the HCJFS by giving the Bidder thirty (30) days prior written notice.

7.Bidder must agree to comply with all proposal specifications regardless of whether or not individual items are specifically addressed in contract form.

8.Bidder must provide a disclosure of any pending or threatened court actions and/or claims against the Bidder. This information may not cause rejection of the proposal; but withholding the information may be cause to reject the proposal.

9.The Bidder warrants that the costs quoted for services in response to the RFP are not in excess of those that would be charged any other individual for the same services performed by the Bidder.

10. HCJFS reserves the right to accept proposals with minor clerical errors such as misspellings, incorrect page order or similar non-consequential errors.