REQUEST FOR PROPOSALS HELP ME GROW CASE COORDINATION & PROJECT COORDINATION. RFP Publication Date: September 4, 2018

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1 REQUEST FOR PROPOSALS HELP ME GROW CASE COORDINATION & PROJECT COORDINATION RFP Publication Date: September 4, 2018 Letter of Intent: September 11, 2018, 4pm PST RFP Submission Deadline Date: October 1, 2018, 4pm PST Issued by: Yvonne McQuaid Director First 5 Butte County Children & Families Commission 2 Table Mountain Blvd., Suite 40 Oroville, California (530) RFP Help Me Grow - Butte County Children & Families Commission Page 1 of 15

2 Table of Contents 1) RESPONDENT ADMONISHMENT ) INTRODUCTION ) BACKGROUND ) SCOPE OF SERVICES ) FORMAT FOR PROPOSALS ) SELECTION PROCESS ) SUBMITTAL EVALUATION ) RULES OF PROCUREMENT ) COMMISSION NOTICES ) MODEL CONTRACT ) DISCLOSURE OF INFORMATION ) EXHIBIT A, MODEL CONTRACT RFP Help Me Grow - Butte County Children & Families Commission Page 2 of 15

3 1) RESPONDENT ADMONISHMENT Respondents are reminded that it is their responsibility to: Read carefully all of the content of this entire document and address all requirements and follow all procedures of this Request for Proposal (RFP). Ask for clarification before final due date of questions. Immediately inform the Commission staff of any problems with this Solicitation. Be complete in response. Submit all responses by the required dates and times. 2) INTRODUCTION First 5 Butte County Children and Families Commission (Commission) and the Help Me Grow Butte Collaborative are in the process of planning activities to implement the Help Me Grow model in Butte County. The Commission is seeking a firm to provide case coordination services within the Help Me Grow program model. The Commission intends to award a contract not to exceed $450,000 for a period of 2.5 years (January 1, 2019-June 30, 2021) to a firm that will meet our qualification criteria and has successfully performed services on similar projects in the past. Anticipated project start date is January The successful firm will be required to enter into a contract with the Commission for the services requested in this Request for Proposals (RFP) within a reasonable time after award. A firm submitting a proposal must be prepared to use the Commission's standard contract form rather than its own contract form. The contract will include terms appropriate for this project. Generally, the terms of the contract will include, but are not limited to: (1) completion of the project within the timeframe provided; (2) no additional work authorized without prior written approval; (3) no payment without prior written approval; (4) funding availability; (5) termination of contract under certain conditions; (6) indemnification of the County; (7) approval by the County of any subcontractors; and (8) minimum appropriate insurance requirements. A Model Contract is attached as Exhibit A to this RFP. The Commission intends to award a contract substantially in the form of the Model Contract to the selected respondent. Respondents should list any exception(s) to the Model Contract in a separate section of their proposal. 3) BACKGROUND The mission of the Commission is to improve the lives of children from the prenatal stage through age 5 to help them reach their greatest potential. RFP Help Me Grow - Butte County Children & Families Commission Page 3 of 15

4 Current research in brain development clearly indicates that the emotional, physical, and intellectual environment that a child is exposed to in the early years of life has a profound impact on how the brain is organized. The experiences a child has with respect to parents and caregivers significantly influences how a child will function in school and later in life. Careful attention to our youngest children and to the experiences they have early in life is a powerful means of preventing later difficulties. In November of 1998, the citizens of California enacted the Children and Families Act (Proposition 10). This initiative aims to promote, support and improve the development of all children from the prenatal period to five years of age by creating an integrated system of information and services to enhance early childhood development. This initiative raises revenue annually through an additional tax on tobacco products which is distributed to commissions established specifically for these purposes in each of the state s fifty-eight counties. Unlike many funding opportunities, the Children and Families Act has as its focus the support of local decision-making and the development of integrated strategies determined as most appropriate by each county. Each county is responsible for developing a Strategic Plan based on input and data reflective of its own community. Funding decisions are made at the local level to best meet local needs and interests. First 5 Butte County Children and Families Commission The Commission, established on December 15, 1998, is responsible for the development and implementation of the Strategic Plan for the most effective use of the annual revenue being allocated to Butte County through Proposition 10. The Commission has identified objectives, strategies and indicators of successful program results as a part of its State-approved Strategic Plan. For more information about First 5 Butte County, please visit the website at Help Me Grow Help Me Grow (HMG) is a national model approach to a comprehensive, coordinated system for the early identification, referral, linkage, and care coordination of needed developmental and behavioral services for children newborn through 5 years old and their families. The program was originally developed in Connecticut by Dr. Paul Dworkin in 1997, and is now in 28 states. Currently, the program is implemented in 17 counties in California, and is poised to launch in an estimated 10 additional counties. The goals of HMG are designed to: 1. Assess every child by age 6 for physical, developmental and social/emotional skills; RFP Help Me Grow - Butte County Children & Families Commission Page 4 of 15

5 2. Provide referral services to families with children newborn through 5 years to address areas of developmental and social/emotional concerns; 3. Reduce child maltreatment by providing parents and families of children newborn through 5 years with referrals to resources and providing parent education as needed to families. The comprehensive HMG system consists of four components which include: 1. A centralized telephone access point that serves as the hub to link children and their families to community-based services and supports while providing seamless case coordination; 2. Family and community outreach that promotes HMG, facilitates provider networking and bolsters children s healthy development through family support and development; 3. Child health care provider outreach that provides information and training to support early detection and intervention and use of the HMG call center; and 4. Data collection and analysis that helps identify gaps in and barriers to the system and supports continuous quality improvement processes in all aspects of the system. All four components must be implemented with fidelity to the HMG model and meet HMG affiliate requirements. Further information regarding the HMG model can be found at 4) SCOPE OF SERVICES Help Me Grow (HMG) aims to make a powerful difference in outcomes for Butte County children and their families. The Commission anticipates that the firm selected for this work shall provide two scopes of services: 1) Case coordination services for families within the framework of the HMG model; RFP Help Me Grow - Butte County Children & Families Commission Page 5 of 15

6 2) HMG Project Coordination Services. A separate contract process is being developed for the actual call center (where staff will be housed and telephone services will be provided) and should not be considered a part of this proposal. Case Coordination Services for Families Case coordination is the backbone of the HMG delivery system. Case coordination connects children and their families to appropriate community-based services and programs, provides support for families in accessing one or multiple services/resources identified in the service plan for a child. The goal of case coordination is (1) to connect the family to needed resources; (2) to buffer the family from the stress of finding and accessing needed resources; (3) to enable families to manage their own lives within the scope of their resources and abilities. The case coordination for the HMG project is based on the five protective factors of the Strengthening Families Framework; building parental resilience, developing social connections, increasing knowledge of parenting and child development, developing concrete support in times of need, and understanding/developing the social and emotional competence of children. Effective case coordination moves a family along a continuum: The successful applicant will address the following questions in the case coordination narrative portion of the response to this RFP: Describe how a family will be able to contact the HMG case coordination services. County-wide access must be ensured. o Telephone, , text access; RFP Help Me Grow - Butte County Children & Families Commission Page 6 of 15

7 o Hours of access to case coordinator(s): Case coordination services must be available a minimum of 40 hours per week (8:00 a.m. to 5:00 p.m. Monday through Friday); o Contact with families outside the hours of access to the case coordinator: Describe how the organization will work with the central telephone access provider. o Language capabilities of case coordinator(s): The program must provide translation services in threshold languages in the county and may use a telephone translation system. Provide a job description that incorporates the following for the position of case coordinator: o Ability to build trusting relationships with families and community partners and providers; o Education, experience and training; o Specific knowledge related to child development, behavior, social/emotional competence; o Knowledge and experience with the Ages and Stages Questionnaire; o Knowledge and access to information about services for children 0-5 years; o Language requirements; o Communication skills with a special focus on telephone communication; o Computer skills. Help Me Grow Project Coordination In addition to providing case coordination services, the successful applicant will also demonstrate the ability to provide overall coordination for the HMG project. The following requirements should be kept in mind while developing the application: Participate in statewide and national HMG technical assistance trainings and learning communities; All four components must be implemented with fidelity to the HMG model and meet HMG affiliate requirements. The successful applicant will address the following questions in the project coordination narrative portion of the response to this RFP: Describe the organization s experience with and ability to integrate a new data collection and reporting system into its infrastructure. (Cost for the new system will be incurred by the Commission and should not be included in this proposal). Describe the organization s experience with actively implementing a continuous quality improvement plan that analyzes and utilizes data and outcome measures for project improvement. Present a plan for staff training and ongoing in-service education. RFP Help Me Grow - Butte County Children & Families Commission Page 7 of 15

8 Describe successful collaboration efforts with cross-sector entities that have occurred in the previous 3 years. Describe how the organization will address the following elements: o Ability to provide case coordination phone coverage for all of Butte County; o Ability to work closely with the central telephone access point provider (To ensure a cohesive, seamless delivery of services, the Commission currently anticipates the HMG staff will be housed at the offices of the central telephone access point provider); o Ability to work closely with First 5 staff. Describe the plan the organization has to provide outreach to: o Parents and families of children newborn through age 5 o Providers of community services and resources for children newborn through age 5 and their families; o Child health care professionals. o Explain how the approaches described above are informed by research and/or best practices that have been shown to be effective with the target populations. 5) FORMAT FOR PROPOSALS Please note: A Letter of Intent must be submitted in writing by 4pm on September 11, 2018, to: Yvonne McQuaid Director First 5 Butte County Children & Families Commission 82 Table Mountain Blvd. Oroville, CA s will not be accepted. Your Letter of Intent should include a simple statement that your organization is interested in responding to the RFP. Please list all contact information for your organization and the main contact person for the purpose of this RFP. Responses to the Request for Proposals must be made according to the requirements set forth in this section, both for content and for sequence. Failure to adhere to these requirements, or inclusion of conditions, limitations or misrepresentations in a response may be cause for rejection of the submittal. Use 8-1/2 x 11 sheets (fold outs are acceptable for charts, etc.). Type size must be large enough to be easily legible, but shall not be smaller than 10 point. The County shall receive all Submissions no later than October 1, 2019, at 4pm. a) The response shall include a cover letter, a table of contents and all items listed RFP Help Me Grow - Butte County Children & Families Commission Page 8 of 15

9 below and shall be in the following format: Submissions shall contain 1 (1) signed, unbound original and three (3) hard copies, printed material on 8-1/2 X 11 paper. One (1) electronic copy shall also be provided in CD or thumb drive format. Submissions shall be in the order noted below. Submissions may also include color and fold out charts and graphs. Mandatory Content and Sequence of Submittal: i) Cover Letter shall be a maximum two-page Cover Letter and introduction, and shall include the name and address of the respondent submitting the proposal, together with the name, address and telephone number of the contact person who will be authorized to make representations for the respondent, the respondent's federal tax ID number and a list of subcontractors, if any. The cover letter shall include a statement that the proposal is valid for 90 days after receipt. ii) Table of Contents shall be a detailed Table of Contents and shall include an outline of submittal, identified by sequential page number and by section reference number and section title as described therein. iii) Respondent s Experience Summary shall be a maximum of eight pages (not including resumes) in length and shall describe the respondent s experience in providing telephone based case coordination services and project coordination. The Commission is looking to partner with a firm that has experience providing telephone based case coordination services and project coordination. A resume(s) should be included for any key personnel to be assigned to this project. The proposal shall also include the timeline for completing all required tasks. Describe related past projects completed along with a discussion comparing similarities with this proposed project. This section shall also contain a minimum of three references wherein similar services were performed. At a minimum, the following information must be included for each client reference: Client name, address, contact person name, telephone number, fax number and address. Detailed description of services provided similar to the services outlined in the Draft Scope of Work. iv) Firm Capabilities shall be a maximum of six pages entitled Firm Capabilities, and shall include a description of the proposing Respondent s resources for successfully developing and completing this project. (Resources can include firm s stability, staffing, support services, accounting practices, etc.) RFP Help Me Grow - Butte County Children & Families Commission Page 9 of 15

10 v) Cost shall detail the cost portion of the proposal. Respondent shall provide a budget based on the following: January 1-June 30, 2019 = not to exceed $100,000 FY = not to exceed $175,000 FY = not to exceed $175,000 Please note the Commission anticipates HMG staff will be housed within the call center. Costs related to housing the HMG staff (rent, phones, utilities, and office supplies) will be built into the call center s budget, and should not be included in the budget for this proposal. Costs included in this proposal should focus on the actual needs of the HMG project (staffing, outreach, trainings, etc.). Respondent shall provide an itemized breakdown of all costs associated with the Help Me Grow project. Prices quoted shall be valid for at least ninety (90) days following the proposal submission deadline and if a contract is entered into as a result of this RFP, shall become fixed for the term of the contract. If an hourly rate is quoted, the anticipated total number of hours should be included along with a not-to-exceed price for the project. vi) Draft Scope of Work shall be identified as Attachment III Scope of Work for incorporation in the Model Contract as the final contract to be awarded to the successful respondent. This is the document in which the proposing respondents are requested to describe the work they will perform to complete this project. Should there be any tasks that are expected to be performed by the Commission, these should also be clearly described as Commission tasks in the Draft Scope of Work. If the proposing respondent included a not-toexceed price in the proposal, proposed billing rate for all reimbursable expenses should be included in the Draft Scope of Work. 6) SELECTION PROCESS The selection committee may include representatives from the Commission, partners from non-profit organizations, and partners from county departments. The criteria for selecting the firm is provided below: a. Experience and References. Does the Respondent have sufficient similar experience in the kind of work required? Does the Respondent have a reputation of being reliable, delivering on schedule and performing tasks to the satisfaction of its clients? b. Capabilities. Does the Respondent have the resources and capability to meet the needs of the Commission and the HMG project? Does the Respondent have RFP Help Me Grow - Butte County Children & Families Commission Page 10 of 15

11 sufficient stability and ability to meet the needs of the Commission and the HMG project both now and in the future? c. Cost. Are the costs reasonable for the proposed tasks? The County may discuss the proposals and negotiate modifications of the proposal, draft scope of work, terms and conditions and pricing with the prospective firm as a part of the selection process. 7) SUBMITTAL EVALUATION Overall criteria used to evaluate responses to include: Criteria Weight Experience and References: 40% Capabilities: 30% Cost: 30% Total: 100% Selection may consist of two levels of review. Level I will consist of evaluating the proposals for the purpose of establishing the most qualified respondents. Level II will be used to select the finalist. This level may include a request for a presentation/demonstration from the finalists, proposal fact finding and negotiation of contract terms and conditions at no cost to the Commission. The presentation/demonstration may be web-based. The Commission may discuss the proposals and negotiate modifications of the proposal, draft scope of work, terms and conditions and pricing with the prospective firms as a part of the selection process. 8) RULES OF PROCUREMENT Time Line Summary Event Anticipated Date/Time (Subject to Change) Solicitation Publication September 4, 2018 Letter of Interest Due (Required) September 11, 2018 Bidder s Conference September 14, 2018 RFP Submittals Due October 1, 2018 RFP Help Me Grow - Butte County Children & Families Commission Page 11 of 15

12 Preliminary Evaluation Completed October 17, 2018 Presentation/Demonstration (if desired) October 19, 2018 Evaluation Completion October 22, 2018 Award of Contract October 29, 2018 Commission Contact Information Any and all communication regarding this Solicitation shall be in writing and directed to: Yvonne McQuaid Director First 5 Butte County Children & Families Commission 82 Table Mountain Blvd. Oroville, CA This person will serve as the Commission s contact person for this project who will also respond directly for questions and inquiries during the solicitation. Do not contact other County personnel or selection committee members regarding this project or the selection procedures. Firms interested in participating in this solicitation are encouraged to register at the Public Purchase website: Questions: Questions and requests for clarification may only be asked and addressed at the Bidder s Conference on September 14, Verbal and phone inquiries will not be answered. It is the responsibility of all interested firms to attend the Bidder s Conference if there are questions or a need for clarification. Questions received after the Bidder s Conference on September 14, 2018 will not be answered. 9) COMMISSION NOTICES All proposing firms responding to this RFP should note the following: a) All work performed for the Commission, including all documents associated with the project, shall become the exclusive property of the Commission. b) The selected firm is expected to perform and complete the project in its entirety. c) Any and all costs including travel, arising from development and delivery of a response to this RFP incurred by any proposing firm shall be borne by the firm without reimbursement by the Commission. RFP Help Me Grow - Butte County Children & Families Commission Page 12 of 15

13 d) The selected Respondent shall remain an independent Contractor, working under his/her own supervision and direction and is not a representative or employee of the Commission. The Respondent agrees to file tax returns and pay all applicable taxes on amounts paid pursuant to this Contract. e) The opening of proposals in response to this Solicitation is not subject to attendance by the general public. This restriction is necessitated by the fact that the contract award is subject to negotiations, and it would be unfair for competing companies to know the prices quoted by one another. f) The successful Respondent must be prepared to begin work promptly following execution of the contract and is expected to complete the project in its entirety. g) Issuance of this Solicitation in no way constitutes a commitment by the County to award a contract. If the Commission determines it is in its best interest to do so, no Respondent may be selected and no contract may be executed. h) Upon acceptable negotiations and contract award, the Respondent shall be required to execute the standard Commission Contract as provided in Exhibit A and comply with County insurance requirements. The Commission may modify the contractual requirements of the contract prior to execution of a contract for services. i) The Commission reserves the right to request additional information from Respondents that have submitted a response to this Solicitation and to enter into negotiations with more than one Respondent should a contract be awarded or to award a purchase order or contract to the Respondent(s) with the most favorable quotation without conducting negotiations. The Commission reserves the right to award more than one contract if it is in the best interest of the Commission. j) The Commission reserves the right to reject any or all submittals received if the Commission determines that it is in its best interest to do so. Further, the Commission may cancel or amend this Solicitation at any time and may submit similar solicitations in the future. k) The Commission may reject any submittal that does not meet all of the mandatory requirements of this Solicitation, is conditional or is incomplete. l) The Commission may request clarification of any submitted information and may request additional information on any or all responses provided and may waive minor inconsistencies deemed to be irrelevant. m) The selected Respondent must maintain a tobacco-free environment in compliance with all local, county, and state regulations. RFP Help Me Grow - Butte County Children & Families Commission Page 13 of 15

14 n) The selected Respondent must agree not to accept any funds from the tobacco industry, including in-kind donations and event sponsorships. o) Respondents that submitted a proposal in response to an RFP but were unsuccessful in their attempt to obtain a contract or recommendation for contract award may request a debriefing to learn the general reasons for selection of a competitor for contract award. Requests for debriefings shall be directed to the General Services Department, nd Street, Oroville, CA , telephone Debriefings may be conducted via telephone, or during a face-to-face meeting at the County offices in Oroville, California. p) Firms that have received a debriefing, but continue to feel aggrieved in connection with the solicitation or award of a contract may submit a protest to the Director, General Services, nd Street, Oroville, CA All protests must be made in writing, signed by an individual authorized to sign the submitted proposal, and must contain a statement of the reason(s) for the protest: citing the law, rule, regulation or procedure on which the protest is based. Respondent s capabilities, project characteristics and/or pricing features that were not included in the firm s proposal shall not be introduced during the protest process. The protest shall be submitted within seven (7) working days after such aggrieved firm knows or should have known of the facts giving rise thereto or within seven working days following the debriefing. 10) MODEL CONTRACT The firm selected shall be expected to execute a contract substantially as the one shown as Exhibit A. However, Commission reserves the right to substitute Exhibit A, Model Contract with a different template if deemed necessary. 11) DISCLOSURE OF INFORMATION All information and materials submitted to the Commission in response to this RFP may be reproduced by the Commission for the purpose of providing copies to authorized individuals involved in the evaluation of the proposals, but shall be exempt from public inspection under the California Public Records Act until such time as a Contract is executed. Bid awards are a matter of public record. Once a Contract is executed, proposals submitted in response to this RFP are subject to public disclosure as required by law. Your submission of a proposal is considered your consent to the Commission s disclosure of the proposal. The Commission shall not be liable for disclosure of any information or records related to this procurement. RFP Help Me Grow - Butte County Children & Families Commission Page 14 of 15

15 Exhibit A Attach Appropriate Contract Template Here RFP Help Me Grow - Butte County Children & Families Commission Page 15 of 15

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