HCS 2017 Request For Proposal

Transcription

1 2017 Healthy Community Study RFP HCS-2017 HCS 2017 Request For Proposal 1.0 Introduction This Request for Proposal (RFP) is being issued by the Rockford Regional Health Council (RRHC) for the purpose of obtaining consultant services for the 2017 version of the Healthy Community Study (2017 HCS) including, but not limited to: a. Community Analysis of Winnebago & Boone Counties (the MSA) b. Household survey related to health outcomes, needs, problems and use of services c. On-line survey of selected individuals administered by the Rockford Chamber of Commerce d. Oversampling of selected geographic areas to encourage stronger minority or rural response. e. Integration of all collected data f. Preparation of metrics/dashboards, executive summary and final report g. Make presentations of final report to Rockford Regional Health Council Board and Committees Details can be found in Section 4. The successful organization will be selected using a Qualifications Based Selection process. The deadline for completion of the 2017 HCS, including final report and all presentations, shall be September 15, Request For (Qualifications-Based) Proposal Submittal Requirements Qualifications-based proposals shall be delivered on or before 5:00 p.m., local Rockford time (CDT) on Friday July 29, 2016, for consultant services related to the 2017 Healthy Community Study as outlined in the scope of services contained herein. Qualifications-based proposals shall be delivered in a sealed envelope marked with the project name to the Executive Director of the RRHC as follows: Rebecca Cook Kendall, Executive Director Rockford Regional Health Council 1601 Parkview Avenue Rockford, IL Proposers must submit five (5) printed copies and one (1) electronic version (CD or USB drive). Board Approved June 8,

2 3.0 RFP Document Preparation The Rockford Regional Health Council is requiring that all RFP documents submitted must be prepared in a specific format. Failure to follow this format could result in your organization s disqualification from consideration. This format is as follows: Proposal Cover Sheet (max one page) Organization Cover Letter (max one page) o Acknowledge receipt of the RRHC RFP document for the 2017 HCS, and acknowledgement of any Addenda (if required). o The cover letter must include the specific address of the organization that will be serving the RRHC, including the designation of a specific point of contact. o All contact information, including the address of the point of contact should be clearly displayed within the cover letter. Table of Contents (max one page) Project Team Presentation (max one page) o Specific statements regarding how the project will be managed, including which organization will serve as the project lead, and the specific task(s) assigned to each team member. Description of General Experience and Technical Competence (max four pages) o This section should include, but not be limited to, discussion regarding the organization s history, general areas of experience, organizational philosophy / mission, and project management approach. Project Understanding and Approach (max five pages) o Include the organization s approach to the overall project (i.e., scope of work), and understanding of the specific issues relevant to each of the member agencies and stakeholders within the RRHC. o Overview of specific project obstacles and how the team will confront and adapt to these obstacles. o Description of unique aspects of the project and how they may work to the benefit or detriment of the project. List of Relevant/Similar Project Descriptions (max five pages) o Include project type, client, cost, date (year), and scope of work. o Include relevant scope description, design (and/or conceptual development) timeframes, community involvement, and milestone tasks. o Project descriptions should be limited to those projects that were/will be completed by personnel who will be engaged in the project for the RRHC. o This section can include any company accomplishments, awards, or milestones that are relevant to the project. Resumes / Personnel Statement (max five pages) o This section should include resumes of key individuals that will be managing or engaged in the project work for the RRHC. Organizations are not required to complete a resume for each individual, as summarized Curriculum Vitae (CV) related overviews of personnel are acceptable. Board Approved June 8,

3 Statement of Availability (max one page) o Description of the ability of the organization to perform the work within a reasonable time considering the organization s current workload. o A statement of the organization s current and future project workload can be included in this section, as appropriate. References (one page) o These should include contact information, including address of key client personnel. o Private references acceptable, as applicable to the specific type of project. A project schedule that provides a breakdown of milestone dates for project components, including a target date for project completion (max one page). Therefore, the proposal document should not exceed 26 (single) pages total. The 26 page limit does not include tab sheets separating sections, if included. One side of each page counts as one page within the 26 page limit. Font sizes less than twelve (12) point shall not be utilized. The use of graphics to illustrate relevant points is encouraged. 4.0 Proposal Review Committee An Evaluation Team will review all submitted proposals. The Evaluation Team could include, but will not be limited to, the Executive Director, Board Chair, Committee Chair(s), agency staff, stakeholders, and members of the public. Staff support from the RRHC may also be used. The RRHC has designated the following criteria for scoring each respondent. Experience & Creativity Qualifications & Experience of Personnel Familiarity with RRHC Membership and Needs Grasp of Project Objectives and Understanding of Project Approach and Context Location of Organization Previous Work Record & Quality of Client References Support Capabilities Work Load / Availability of Experienced Staff The Rockford Regional Health Council reserves the right to utilize references provided by organizations. This information will be used in scoring respondents. It is the intent to select a maximum of four organizations for interviews, after which the Evaluation Team will make a final selection. The selected organization will be asked for a refined scope and cost proposal in accordance with the Qualifications-Based Selection (QBS) process. Board Approved June 8,

4 Notes and Instructions (1) All proposal documents are required to be bound along the left side of document. (2) The RRHC does not accept responses electronically/digitally via . The final RFP document will be posted on the RRHC website at Proposers may also download previous versions (2010 and 2014) of the Healthy Community Study via the website. (3) Specific questions regarding the project are encouraged; however, all information provided to an organization making an inquiry will be required to be provided to all organizations via an Addendum process. The RRHC encourages organizations making inquiries to provide those questions in writing so any responses can be made in a uniform manner. No inquiries will be addressed after July 24, This will allow any addendums to be completed without revising the final RFP submittal date. All inquiries should be addressed to: Rebecca Cook Kendall, Executive Director Rockford Regional Health Council 1601 Parkview Avenue Rockford, IL Detailed Specifications Community Analysis The Community Analysis continues the work of previous HCS products by providing data and analysis of the demographic, health, social and economic characteristics of the MSA. Data shall include, but not be limited to, the following: Population (size, growth, change) Age & Gender Race, Ethnicity, Ancestry, Language At Home, Birth Place Household Characteristics & Marital Status Housing Education & Employment Income & Poverty Crime & Violence Natality & Mortality Health Status & Behaviors Health Resources & Utilization The Community Analysis integrates national, state and local data from a variety of sources, most notably the 2010 Decennial Census and subsequent releases of the American Community Survey. The 2017 HCS shall incorporate any changes or updates Board Approved June 8,

5 to the original publication of these data elements and utilize analytics to establish trends over time while comparing to state and national benchmarks. The 2017 HCS should incorporate data from local efforts as much as possible. Possible local sources include: The Rockford Regional Vital Signs report provided by the Rockford Metropolitan Agency For Planning to the US Department of Housing & Urban Development under the Partnership for Sustainable Communities The Healthy Community Strategic Plan for Rockford and Winnebago County prepared by the Winnebago County Department of Public Health The Community Health Needs Assessment (CHNA) Full Health Indicators Report The Community Commons ( from the University of Missouri which provides public access to thousands of data layers The 2014 HCS summarized the Community Analysis into the following categories, and proposals should plan to keep this categorization constant for the 2017 HCS: Demographics Social & Economic Factors Physical Environment Clinical Care Health Behaviors Health Outcomes Healthy Community Survey The 2014 Healthy Community Survey consisted of two sections: static items about General Health, and dynamic items that may change with the priorities and focus areas of the RRHC. Given the fact that the RRHC Board did not change focus areas with the passage of the most recent Strategic Plan in late 2015, it is anticipated that the Health Community Survey instrument will not change dramatically, if at all. The RRHC key focus areas are: Access to Care & Health Equity Behavioral Health Chronic Disease with emphasis on Obesity & Cardiovascular Disease Maternal/Prenatal/Early Childhood Health Oral Health The ability to provide longitudinal comparisons between the various analytics of the HCS reports over time is of significant value to the region. Proposals should address any weaknesses in the 50 forced-response questions of the 2014 survey instrument. Surveys will need to be developed in both English and Spanish-language forms, as well as printed and electronic formats. The survey questionnaire will be distributed in a minimum of three (3) phases. Oversampling of selected geographic areas may be done to encourage stronger minority or rural response. Board Approved June 8,

6 Phase 1 shall target distribution through Boone and Winnebago Counties school districts. Phase 2 shall target the general population of Boone & Winnebago Counties via . In the 2014 HCS a third-party vendor was used for this phase. Proposals should discuss the pro and cons of using a third party database and/or vendor for this survey work. Proposals should also discuss target response rates and the impact of low sample size on the statistical confidence of this phase. Proposals may also entertain alternate delivery methods for this phase, such as via the US Mail. Phase 3 targets a random sample of MSA population with a postcard, containing instructions to (a) access an electronic survey via the RRHC website or (b) request a printed version of the survey. Proposals may also suggest alternate or additional survey phases based on experience or knowledge of the consultant organization. Key Informant Questionnaire For the 2010 HCS, approximately sixty key community leaders were interviewed one-onone to gain information as to their views on the health of the community as a whole. As a result of the 2010 HCS, focus areas were identified. For the 2014 Study, key informants were selected to rate their awareness of efforts, regional improvement, and regional need related to the key focus areas. The 2014 Key Informant Study utilized an electronic questionnaire, and the 2017 implementation of the HCS will require this to be repeated again. The key focus areas of the RRHC are: Access to Care & Health Equity Behavioral Health Chronic Disease with emphasis on Obesity & Cardiovascular Disease Maternal/Prenatal/Early Childhood Health Oral Health 6.0 ROCKFORD REGIONAL HEALTH COUNCIL GENERAL CONDITIONS (1) Pricing. If a price, or prices, are requested within this RFP then they shall be the full, delivered cost to the RRHC with no additions. (2) Acceptance of Deliverables. The RRHC reserves the right to refuse acceptance of deliverables that differ substantially from the specifications in this RFP or as otherwise permitted by Illinois law. (3) Legal Compliance. Any organization, company, individual, or vendor awarded a contract will comply with all Federal, State, County, and City laws, ordinances, rules and regulations, which in any manner affect the product or service contracted for by the RRHC. Lack of knowledge of applicable law will in no way be cause for release of this obligation. If the RRHC becomes aware of violation of any laws, ordinances, rules and Board Approved June 8,

7 regulations, it reserves the right to reject RFPs, cancel any contract, and pursue any other legal remedies deemed necessary. (4) Safety. Prevention of accidents at any project is the sole responsibility of the awarded vendor and its subcontractors, agents, and employees. The awarded vendor, its subcontractors, agents, and employees shall be fully and solely responsible for the safety of this project. The awarded vendor shall retain exclusive and direct control over the acts or omissions of its subcontractors, agents and employees, and any other persons performing portions of the work and not directly employed by the awarded vendor. (5) Control of the Work. With respect to the awarded vendor s own work, the RRHC shall not have contractual, operational, and/or supervisory control over and/or charge of the work and shall not be responsible for means, methods, techniques, sequences, procedures, and programs in connection with the awarded vendor s work, since these are solely the vendor s responsibility under the agreement. The RRHC shall not be responsible for the awarded vendor s failure to carry out the work in accordance with the agreement s terms and conditions. The RRHC shall not have control over and/or charge of acts or omissions of the awarded vendor, its subcontractors, and/or their agents or employees, or any other person performing portions of the work not directly employed by the awarded vendor. The awarded vendor shall be considered to be an independent contractor pursuant to Illinois law. (6) Withdrawal of Proposals. Organizations may withdraw or cancel their proposals at any time prior to contract award. (7) Late Proposals. Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be solely the vendor s risk to ensure delivery at the designated office by the designated time. Late proposals will not be opened and may be returned to the proposer at their request and expense. (8) Restrictive or Ambiguous Specifications. It is the responsibility of any proposing organization to review the specifications and to notify the RRHC if the specifications are formulated in a manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications must be received by the RRHC Executive Director not less than seventy-two hours prior to the time set for the opening. (9) Officers. Each proposer affirms, by submission to this request for proposal, that no officer of the RRHC is directly or indirectly interested in the proposal for any reason of personal gain. (10) The Rockford Regional Health Council reserves the right to accept or reject any and all proposals and to waive technicalities. Board Approved June 8,