United Way of New York City 205 East 42 nd Street, 13th Floor New York, NY 10017 REQUEST FOR PROPOSALS United Way of New York City s Food Support Connections (FSC) Program Queens Outreach United Way of New York City (UWNYC) is in the process searching for a program partner to work with existing FSC partners in the provision of outreach, application assistance and application submission under its Targeted SNAP Outreach program with the Office of Temporary and Disability Assistance (OTDA). September 11, 2014 DEADLINE FOR PROPOSAL SUBMISSIONS: 3:00 PM on September 29, 2014 October 06, 2014 to Rebecca H. Diaz, CNP at RHDiaz@uwnyc.org and Loresa Wright at LWright@uwnyc.org EXPECTED DATE OF DECISION: October 06, 2014 EXPECTED DATE OF DECISION: October 13, 2014 EXPECTED PROGRAM START DATE: October 30, 2014 EXPECTED PROGRAM START DATE: November 06, 2014 Upon selection, the provider will be expected to meet with UWNYC the week of October 13, 2014. Questions may be submitted in writing to: Rebecca H. Diaz, CNP at RHDiaz@uwnyc.org and Loresa Wright at LWright@uwnyc.org no later than 5:00 PM on October 02, 2014.
United Way of New York City Food Support Connections Request for Proposals: Queens Outreach I. About United Way of New York City (UWNYC) United Way of New York City (UWNYC) helps to mobilize our communities to break down barriers and build opportunities that improve the lives of low-income New Yorkers for the benefit of all. We envision caring communities where all individuals and families have access to quality education and the opportunity to lead healthy and financially secure lives. II. Program Summary Goal To increase, by 16%, the number of eligible New York City households accessing information, application assistance and enrollment in the Supplemental Nutrition Assistance Program (SNAP) through the Food Support Connections program with a focus on reducing under-enrollment in the SNAP program, particularly with the working poor, Latin@s 1 /Hispanics and the elderly. Description of Activities United Way of New York City (UWNYC) partners with the New York State Office of Temporary and Disability Assistance (OTDA) to implement the Food Support Connections (FSC) program. UWNYC is the overall administrator for this project, and all decisions regarding program design and implementation are its primary responsibility. The FSC strategies consist of outreach, education and individual assistance to increase the awareness of SNAP eligibility with partner FSC Community Based Organizations (CBOs) that offer alternative methods to applying for SNAP. Partners in our FSC program will continue to provide presentations at CBOs, local unions, senior centers and other venues that consist of our target audiences and nontraditional SNAP applicants. FSC will continue to portray the SNAP program in a positive light to reduce the historical stigma associated with it by emphasizing the economic and nutritional benefits of the program for eligible individuals and families. FSC partners will assist clients with the screening, application and follow-up processes regarding the outcome of their application. FSC functions in all 5 boroughs of NYC, with one CBO spearheading outreach and application assistance in target areas of each borough. Additional outreach will continue in 2 high need areas: Harlem, as identified by United Way of New York City (UWNYC) and Food Bank for New York City, as well as the Coney Island neighborhood of Brooklyn, as identified by UWNYC and the New York City Coalition Against Hunger (NYCCAH). These additional outreach efforts will be conducted through Mobile Outreach by Food Bank and NYCCAH, respectively. 1 The term Latin@s is used to prevent the implication of any gender preference. 2
FSC was launched in 2003 to help eligible New Yorkers enroll for Supplemental Nutrition Assistance Program (SNAP) benefits. Core historical components of FSC include community-based outreach, mobile outreach, application assistance, and potential inclusion of supplemental services, including nutrition education and financial management. SNAP outreach and enrollment through FSC is conducted by community-based organizations (CBOs) working on the front lines of their communities. SNAP application activities are supported by the program s technical assistance provider for assistance in SNAP application screening, submission, enrollment and mediation. SNAP outreach coordination and identification of new and potential outreach sites are supported by the program s partner for outreach coordination. The partnership flow of the Food Support Connections program in the 2013-2014 program year is as follows: 2013-2014 Program Partners Funding Sources United States Department of Agriculture Office of Temporary and Disability Assistance United Way of New York City Program Designer, Data Analyst and Technical Assistance for Data Management Partner BronxWorks Chinese-American Planning Council Community Health Action of Staten Island Direct Service Food Bank for New York City New York City Coalition Against Hunger Ridgewood Bushwick Senior Citizens Council United Way of New York City Primary Outreach Location(s) The Bronx Lower Manhattan Staten Island Mobile Outreach Queens and Mobile Outreach Brooklyn Outreach Coordination New York City Coalition Against Hunger Technical Assistance and Trainings Food Bank for New York City III. Queens Outreach Subcontractor Responsibilities UWNYC is seeking to subcontract a leading local nonprofit organization to support SNAP outreach, application assistance and enrollment in targeted communities in the borough of Queens, New York. CBO Responsibilities include: Disseminate outreach materials and information to individuals and families potentially eligible for SNAP. 3
Use bilingual staff and marketing materials that can respond to the language needs of the communities served. Pre-screen individuals for SNAP using MyBenefits and other screening tools. Provide assistance in completing the SNAP application and gathering required documentation. Educate clients on HRA policies and procedures. Submit SNAP applications to the New York City Human Resources Administration (HRA). Track SNAP applications (e. g. approvals/denials, barriers faced in the process, referrals made) as tracking is related to the FSC Throughput Model, quarterly and annual targets, and in conjunction with the data collection system to be used in the 2014-2015 program year. Maintain adequate case files for clients assisted under the FSC program. Provide SNAP advocacy assistance, as necessary. Follow up with applicants through to the completion of the enrollment process, as delineated in the FSC Throughput Model. Make appointments through the POS if more convenient for clients Attend regular and ad hoc meetings to review operational progress. Provide cyclical, periodic, ad hoc reports and client success stories. Provide recertification assistance to previous FSC clients without impacting their ability to achieve the key targets of the FSC program Refer applicants to additional benefit programs and services as deemed appropriate The proposal for Queens Outreach under the FSC program should clearly delineate methods in which the partner will work with the organization s internal staff, UWNYC, existing technical assistance, outreach coordination and community based outreach partners, while also leveraging existing organizational partnerships, in achieving and exceeding the following year-end baseline targets: Conduct and record 3,000 screenings to individual and household eligibility for SNAP benefits Prepare, assist, submit and record 1,800 SNAP applications for individuals and households applying for SNAP benefits Confirm and record SNAP cases opened and benefits received for 1,440 individuals and households All activities conducted under the Food Support Connections program will be in the 2014-2015 program year, between October 1, 2014 September 30, 2015. The official start date for the selected program partner will be determined upon selection of the Queens Outreach partner. Upon selection of a partner, United Way of New York City and the selected partner will meet to finalize outcomes, objectives, and deliverables for the Queens Outreach partner under the Food Support Connections program. 4
IV. UWNYC Strategic Framework Overview United Way of New York City (UWNYC) is a not-for-profit mobilizing people and organizations to break down barriers and create opportunities that improve the lives of low-income New Yorkers. Part of the United Way Worldwide system, one of the world's most recognized charitable brands, we envision caring communities in which all individuals and families have access to quality education and the opportunity to lead healthy and financially secure lives. We strive to model our values in all our relationships, both internal and external: Collaboration, Compassion, Integrity, Accountability, and Superior Performance. UWNYC works side-by-side with individuals, nonprofits, government, businesses, foundations, faithbased organizations, and community partners in developing strategies to produce far-reaching results. We create and fund initiatives focused on improving the quality of life for individuals and families, provide technical assistance, leadership development, and other support to strengthen the capacity of our nonprofit partners, and advocate on issues critical to the well-being and priorities of our communities. Revenues for FY2012 were $63 million. A PowerPoint overview of UWNYC goals and strategies is available upon request. V. Applicant Qualifications At minimum, the selected partner must: Have expertise serving vulnerable populations and/or a varied population with diverse linguistic, cultural, and other needs, and experience working with organizations that serve these populations within New York City. Have experience in successfully executing benefits access programs including, but not limited to, SNAP outreach and enrollment. Possess adequate technological and service capacity infrastructures such as internet access and office space. Clearly delineate how the responsibilities and targets in Section III of this proposal will be achieved in the 2014-2015 program year. Collaborate closely with all FSC partners and potential FSC partners. The preferred partner would: Express opportunities to expand SNAP outreach and enrollment activities beyond the borough of Queens. o Preference will be granted to potential partners who demonstrate the willingness and capacity to provide activities under FSC in the following areas of Queens: The Rockaways Elmhurst/Corona Jamaica/Hollis 5
Express opportunities to expand programmatic activities beyond SNAP outreach, and include potential to offer individuals and households comprehensive benefits access and financial resource tools and programs. Provide UWNYC with a copy of the potential partner s strategic plan and delineate how work under the Food Support Connections program will help to advance each other VI. Proposal Process and Guidelines Applicants must submit a proposal/statement of work no longer than 5 pages (not including additional and optional documentation), that contains the following information: 1. An Overview that includes: a. A brief summary of your organization s history, mission, vision, and the scope of services you provide to clients. b. A description of why your organization is a good fit for the proposed engagement. c. A description of your expertise in delivering on the stated objectives of this initiative with the population that we describe. d. A description of how your organization will fulfill duties related to activities and qualifications expressed in Sections II V of this Request for Proposals 2. A Description and Visual Charting of the proposed work phases, objectives, activities, timelines, and deliverables for the collaborative engagement with UWNYC for the 2014-2015 program year with the potential for contract renewal into the 2015-2016 program year. 3. Biographies and Qualifications of the Project Team that will work with United Way for the engagement as well as a concise Description of the Accountabilities and Expectations you have of United Way staff collaborating with you on this project. 4. A Description of Fees & Costs associated with the engagement in a detailed budget spreadsheet and a detailed budget narrative. Additional required documents to include 2 : 1. A Cover Sheet with the legal name of organization, address, telephone number, fax, email address, and point of contact. 2. 501(c)(3) determination letter 3. Most recent audited financial statements (if unavailable, include un-audited financial statements) 4. A list of current public and private funders 5. A list of Board of Directors with affiliations 6. A letter of commitment to the project from Board of Directors and 7. Actual and Potential Conflicts of Interest: A statement as to whether any of the organization s Board members or senior executives (i) serve on the board of directors of UWNYC or are UWNYC senior executives or (ii) are related to a UWNYC Board member or UWNYC senior executive. 2 UWNYC uses this information to manage actual and perceived conflicts. Disclosure of information here does not disqualify an applicant from being selected UWNYC and FSC program funders. 6
The preferred partner will also include the following optional documents and relate details to the FSC proposal: 1. The potential partner s strategic plan 2. A list of existing and potential program and community based partners VII. Timeline and Funding Amount Deadline for Proposal Submissions: 3:00 PM on October 06, 2014 Expected Date of Decision: October 13, 2014 Expected Program Start Date: November 06, 2014 (TBD upon selection of the program partner) Upon selection, the provider will be expected to meet with UWNYC the week of October 13, 2014. Contract period: October September 30, 2014 Funding Amount: Funding for this component of the FSC program is $210,000. The subcontractor will have a one-year contract that may be renewed for the 2015-2016 FSC program year, based on available funding and the demonstrated capacity of the subcontractor to deliver services and meet FSC objectives and outcomes. All funding and contract language is subject to final approval by UWNYC and relevant government agencies. VIII. UWNYC Contacts Questions regarding the proposal may be submitted, in writing only, no later than 5:00 PM on October 02, 2014 to Rebecca H. Diaz, CNP at RHDiaz@uwnyc.org and CC Loresa Wright at LWright@uwnyc.org. All interested organizations must submit the proposal/statement of work electronically to UWNYC no later than 3:00 PM on October 06, 2014 to Rebecca H. Diaz, CNP at RHDiaz@uwnyc.org and CC Loresa Wright at LWright@uwnyc.org. IX. Miscellaneous Considerations 1. Books, Records, Audits and Inspections The successful Respondent shall keep complete, timely, and accurate records and books of account with respect to all transactions, including, but not limited to, those relating to employee time and payment, relating to the proposed contract. Such books and records shall be maintained in accordance with United States Generally Accepted Accounting Practices. 7
All books and records of the successful Respondent shall be available for audit and inspection by an authorized representative of UWNYC for the purposes of verifying compliance with the terms of the proposed contract. 2. Obligation Only on Formal Contract The issuance of this RFP, the submission of a response by Respondent, and the acceptance of such response by UWNYC do not obligate UWNYC in any manner. Legal obligations will only arise on the execution of a formal contract by UWNYC and the Respondent(s) selected by UWNYC. UWNYC assumes no obligation, no responsibility, and no liability for costs incurred by Respondents prior to the execution and delivery of a contract. Proposals in response to this RFP will be prepared at the sole cost and expense of the Respondent. No materials submitted in response to this RFP will be returned. 3. UWNYC Reservation of Rights UWNYC may (i) amend, modify or withdraw this RFP, (ii) revise requirements of this RFP, (iii) require supplemental statements or information from any Respondent, (iv) accept or reject any or all responses hereto, (v) extend the deadline for submission of responses hereto, (vi) negotiate or hold discussions with any Respondent and waive defects and allow corrections of deficient responses which do not completely conform to the instructions contained herein, and (vii) cancel this RFP, in whole or in part, if UWNYC deems it in its best interest to do so. UWNYC may exercise the foregoing rights at any time without notice and without liability to any Respondent or any other party for their expenses incurred in the preparation of the responses hereto or otherwise. 4. Nondiscrimination Policies It is the policy of UWNYC to comply with all federal, state, and local laws, policies, orders, rules, and regulations which prohibit unlawful discrimination because of race, religion, creed, color, national origin, sex, sexual orientation, age, disability, or marital status. 5. Communications and Publicity If selected, the applicant shall provide to UWNYC all promotional materials, whether electronic or printed, for preapproval prior to release or distribution of such materials. All promotional materials shall include UWNYC s, logo (http://www.unitedwaynyc.org/?id=27&pg=logos) as directed by UWNYC. The applicant shall consult UWNYC on the form of any such logos and materials prior to distributing them. Prior approval by UWNYC is required before any outreach material and any press releases are printed or distributed. 8
Should the selected applicant be contacted by a member of the press or media, the applicant shall contact UWNYC immediately and before making any statement or providing any material to any member of the press or to the media. 9