Heart Gallery Services

Colorado is seeking a vendor to manage Heart Gallery services including adoption outreach, photo session logistics, volunteer coordination, and social media engagement.

Oversee the management of the Colorado Heart Gallery in its entirety
Manage all logistics associated with photo-shoots
Collect and manage appropriate photo/media releases annually
Generate lists of children and youth in need of photos and videos
Create and distribute template photo session invitations
Recruit, coordinate, and thank volunteer photographers, including sending tax receipts
Pay for and facilitate background checks for up to ten volunteers/subcontractors
Identify and manage logistics for photo shoots at multiple locations throughout Colorado
Photograph at least 70% of all children and youth being recruited for adoption annually (around 50 at any given time)
Update child and youth profiles no less than every two years
Coordinate and communicate with caseworkers for child/youth participation
Produce recruitment videos (approx. one minute) for at least 85% of featured children/youth (20-30)
Allow for one round of revisions for videos if requested by the Department
Prepare interview questions and collaborate with children/youth for video content
Complete and post all photographs and videos to the Colorado Heart Gallery no later than four weeks following a photo shoot
Document photo details (location, photographer, date) on the master spreadsheet
Upload and maintain photos/videos on protected platforms (Egnyte, Vimeo)
Create child profiles and upload watermarked photos/videos to online gallery and other recruitment websites (e.g., adoptuskids.org)
Update physical displays of photos, banners, and promotional materials
Remove photos and videos within 3 business days upon request from county human services
Communicate links to photos and videos to caseworkers within four weeks
Act as the primary contact for county departments regarding the Colorado Heart Gallery
Attend all Recruitment and Retention, Adoption and Foster Care Quarterly meetings
Facilitate monthly meetings with designated Department staff (prepare agenda, distribute notices, take minutes, follow up on action items)
Promote the Colorado Heart Gallery and recruitment/retention of foster/adoptive parents
Raise awareness and provide education to the general public regarding foster care and adoption
Coordinate social media promotion with the Department
Coordinate earned media opportunities with the Department
Produce and update marketing materials, including vertical banner displays twice a year
Ensure all materials use appropriate, respectful, culturally sensitive language
Identify and host community events, virtual gatherings, and high-traffic venues for displays
Respond to requests for Colorado Heart Gallery displays and coordinate logistics
Conduct outreach to the business community for project development and awareness
Collaborate with Department staff on website content and highlight success stories
Develop a quality assurance process for the website
Serve as a key member of the Department’s recruitment and retention team
Create online records to register designated children/youth on raisethefuture.org and adoptuskids.org (estimated 325 annually)
Respond to all inquiries (Heart Gallery profiles, AdoptUSKids, general/child-specific from websites/social media)
Utilize a standard process for child-specific inquiries and track caseworker responses
Ensure prospective adoptive parents receive responses within 30 days of inquiry
Respond to telephone calls and emails about becoming a foster, adoptive, kinship caregiver
Engage in general, targeted, and child-specific recruitment activities
Respond to all data requests from the Department in a timely manner
Provide monthly reports (how families learned about child/youth, recruitment issues, list of children/youth on gallery, page/video views, data organized by demographics, waiting/photographed children/youth, finalizations with metrics/source)
Provide quarterly reports on recruitment efforts
Provide an annual evaluation highlighting successes and areas for improvement
Demonstrate foundational understanding of the child welfare system
Explain knowledge of specific child welfare standards for recruitment/retention of families
Describe history of working effectively with racially and culturally diverse communities
Detail experience providing staff, subcontractors, and volunteers reflecting Colorado's youth demographics (BIPOC, LGBTQ+, bilingual/multilingual)
Provide evidence of a documented organizational culture addressing equity, diversity, and inclusion in child welfare
Provide specific examples of previous work serving marginalized populations inclusively
Describe ability to work with children and youth across various races, ethnicities, socioeconomic backgrounds, gender identities/expressions, and sexual orientations
Explain direct experience working with children and youth with a history of abuse or neglect
Comply with Colorado Procurement Code rule R-24-103-901 regarding voluntary demographic information
Agree to the State’s contract terms
Participate in the federal E-Verify program or Colorado Department of Labor and Employment Program
Disclose services performed outside of Colorado or the United States
Register in CORE (Vendor Self Service)
Register with the Secretary of State (if a foreign corporation or entity)
Register with the System for Award Management (SAM.gov)
Comply with all applicable accessibility requirements (§§24-85-101, et seq., C.R.S., WCAG Level AA)
Submit to and successfully pass criminal background checks for staff having direct contact with vulnerable persons
Report any arrests, charges, or summonses for disqualifying offenses
Comply with the current CDHS Fraud Policy
Collect and maintain Contract performance data for C-Stat
Comply with COVID-19 Pandemic requirements if applicable
Certify not to use or disclose Personal Identifying Information for federal immigration enforcement (if granted access to PII database)
Comply with all State and Federal laws, regulations, executive orders, policies, procedures, directives, and reporting requirements
Maintain currency of information in SAM
Provide Unique Entity ID
Address administrative, contractual, or legal remedies for contracts exceeding $250,000
Address termination for cause and for convenience for contracts exceeding $10,000
Include the equal opportunity clause for federally assisted construction contracts
Comply with the Davis-Bacon Act (if construction contracts exceed $2,000)
Comply with the Contract Work Hours and Safety Standards Act (if employment of mechanics or laborers exceeds $100,000)
Comply with Rights to Inventions Made Under a Contract or Agreement (if Federal award is a funding agreement)
Comply with the Clean Air Act and the Federal Water Pollution Control Act (for subgrants exceeding $150,000)
Not be on the government-wide exclusions list (Debarment and Suspension)
Comply with the Byrd Anti-Lobbying Amendment (for awards exceeding $100,000)
Comply with prohibition on certain telecommunications and video surveillance services or equipment
Take affirmative steps to use small and minority businesses, women's business enterprises, and labor surplus area firms
Provide domestic preferences for procurements where practicable
Comply with procurement of recovered materials
Comply with Consumer Protections in Interactions with Artificial Intelligence Systems (if using AI)
Obtain prior written approval for High-Risk AI Usage
Not employ State Confidential Information to train High-Risk AI Systems without prior written approval
Maintain insurance as specified in Section 10 of the contract
Not engage in any actual or apparent conflicts of interest
Disclose any actual or apparent conflicts of interest to the State
Perform duties as an independent contractor
Strictly comply with all applicable federal and State laws, rules, and regulations
Not use State or other public funds for software piracy
Ensure no employee of the State has any personal or beneficial interest in the contract
Be subject to the State's vendor offset intercept system for debts owed to State agencies
Not be excluded from participation, debarred, suspended, or otherwise ineligible to participate in a federal health care program or government payment program
Perform work in accordance with the State's Emergency Operations Plan (if applicable)
Comply with C.R.S. §§ 24-76.5-101 - 103 (Restrictions On Public Benefits)
Not discriminate based on protected characteristics
Not exclude from participation in, or deny benefits to, qualified individuals with a disability

$1,000,000 – $2,500,000

Questions Due Date: March 13th, 2026

Responses Posted to VSS: March 20th, 2026

Proposal Due Date and Time: April 6th, 2026, 1:00 p.m. MT

Public Opening Date, Time, and Link: April 6th, 2026, 1:15-1:30 p.m.

Anticipated Contract Start Date: July 1st, 2026

Anticipated Initial Contract Term End Date: June 30th, 2027

Department of Human Services

Organization overview and procurement intelligence available on paid plans.

The government authority in Colorado seeks a vendor to provide Heart Gallery services. The chosen provider will act as a key member of the Department’s recruitment and retention team, responding to inquiries from potential adoptive parents nationwide and connecting them with local human services or child placement agencies to begin the foster or adoption process.

Duties include managing data, reporting, and evaluation related to adoption recruitment. The vendor will oversee logistics for photo shoots, generate lists of children and youth in need of photos and videos, and create and distribute invitations for group and individual photo/video sessions. Additional responsibilities entail recruiting, coordinating, and acknowledging volunteer photographers, raising public awareness, and educating communities about foster care and adoption. The vendor will also coordinate with the Department to engage in social media outreach. The contract period is for one year.

Overview

Fit Score

SUMMARY

KEY REQUIREMENTS

BUDGET

CONTRACT DURATION

TIMELINE

QUESTION DEADLINE

Issuing Agency

DESCRIPTION

Similar RFPs