COMMUNITY ACTION CORPORATION OF SOUTH TEXAS COMPETITIVE PROPOSAL TEEN PREGNANCY PREVENTION IMPLEMENTATION EVALUATION PROPOSALS DUE: May 26, 2017 At the following location: 204 E. First Street Alice, TX 78332 april.anzaldua@cacost.org ATTN: April Anzaldua Community Action Corporation of South Texas 204 E. First Street Alice, TX 78332
INTRODUCTION Background Information The Community Action Corporation of South Texas (CACOST) is a private non profit organization established in 1971 and funded through federal, state and local grants. Community Action Corporation of South Texas mission is to continuously improve the lives of South Texans by providing high quality health care, education, housing, and economic opportunities to reduce poverty through services and partnerships. CACOST programs include Head Start, Community Health Centers, Community Services, Early Childhood Intervention, and Congregate & Home Delivered Meals. CACOST has programs in Aransas, Bee, Brooks, Cameron, Duval, Hidalgo, Jim Hogg, Jim Wells, Kenedy, Kleberg, Nueces, San Patricio, Starr, Webb, Willacy and Zapata counties. CACOST is governed by a fifteen member board of directors. More information on CACOST can be obtained by visiting the CACOST website at www.cacost.org/wordpress1/. Intent The purpose of this solicitation is to contract with an evaluator to complete a multi year implementation plan and evaluation to assess if the program is delivered as intended. The contracted evaluator will provide recommendations to ensure continuous quality improvement. The scope of this solicitation is also included in Attachment A. Inquiries Questions about this RFP should be directed in writing, via e mail, to April Anzaldua at april.anzaldua@cacost.org. Correspondence with individuals other than those listed herein will not be allowed. From the issuance date of this RFP until a firm/individual is selected and the selection is announced, firms are not allowed to communicate regarding this RFP with any CACOST director, employee, or consultant. Any inquiry regarding this RFP must be directed to the contact listed above. CACOST reserves the right to disqualify any Proposer who is found in violation of this provision. No questions other than written via email will be accepted, and no response other than written will be binding upon CACOST. TPP EVALUATOR Page 2
Interpretations and Addenda No interpretation or modification made to any respondent as to the meaning of the RFP shall be binding to CACOST unless submitted in writing and distributed as an addendum by CACOST. Interpretations and/or clarifications shall be requested in writing and directed to April Anzaldua, Director of Community Services and Development at the address or e mail noted above. Information otherwise obtained will not be considered in awarding of contract. All addenda shall become part of the RFP. Scope Refer to Attachment A PROPOSAL SUBMITTAL GUIDELINES Proposals should be as brief and concise as possible, providing relevant information and excluding marketing materials. Each proposal must include all of the following content in each of the following sections: Cover Letter: Brief one page cover letter should summarize key elements of the proposal. Cover letter should include the name, address and telephone number of the proposer and all key personnel that will assist in providing the requested service. The letter should be signed by an individual authorized to submit the required information to CACOST. Page limit: 1. Individual/Company Experience and Qualifications: Provide a brief history of experience, including the number of years in business, bonding information (if applicable), resume/cv for Evaluator and any other proposed staff, and the number of years providing the type of proposed services. Page limit: 6. Proposed Implementation Evaluation Plan Template to include the following components: Page limit: 6. Evaluation Purpose Evaluation Design: includes possible research question(s) and evaluation design method Data Collection Process in regards to program services provided to participants Data Analysis: includes indicators, methods of analysis and interpretation Evaluation Staffing and Management: Who will implement the evaluation? What are their roles and responsibilities? Data Collection Management Reporting & Communication TPP EVALUATOR Page 3
At a minimum, the following information should be included in the Implementation Evaluation Plan: Activity Activity Timeline Person(s) Responsible for activity completion Potential barriers/challenges for activity completion (if any) Proposed Cost per year (Years 1 4): Provide details as to what the proposed costs include. Page limit:2. Proposed timeline of activities to be completed in Years 1 4. Page limit: 2. References: Provide the names and contact person(s) of your firm s three (3) most relevant references for which your firm has provided services comparable to the services described herein over the past three years. Page limit: 3. At a minimum, the following information should be included for each reference: Name, address, and contact information, including email address Description and scope of work Copy of Draft Contract Agreement Refer to Attachment A for additional guidelines. TPP EVALUATOR Page 4
PROPOSAL REQUIREMENTS Submission of Proposals Three (3) Hard copies should be addressed to Community Services and mailed or delivered to C/O April Anzaldua, 204 E. 1st Street, Alice, Texas, 78332. Proposals will be accepted until 5:00 pm on May 26, 2017. Proposals submitted after this date and time will not be reviewed. CACOST will require strict compliance with the sealing, marking and timely delivery of all submittals. CACOST is not responsible for delays caused by the U.S. Postal Service. Proposal responses sent by facsimile machines are not acceptable and will be rejected upon receipt. Vendors will be expected to allow adequate time for delivery of their proposal. Property of CACOST All copies and contents thereof of any proposal, attachment, and explanation thereto submitted in response to this RFP, except copyrighted material, shall become the property of CACOST regardless of the proposer selected. All copyrighted material must be clearly marked indicating the copyright status. CACOST shall be held harmless from any claims arising from the release of proprietary information not clearly designated as such by the proposing firm. Evaluation of Proposals Proposals will be evaluated on the basis of their responses to all provisions of this RFP. CACOST may use some or all of the criteria in its evaluation and comparison of proposals submitted. The criterion listed is not necessarily an all inclusive list. The points assigned to evaluation criteria listed are intended to provide a basis for evaluation, but may change in the best interest of CACOST. Refer to Attachment A for Evaluation Criteria. Quiet Time The Proposer and its agents, officers, principals, and employees will not engage in any written or verbal communication during the selection period between the Proposer, or any individual assisting the Proposer to be selected and the CACOST Board or any CACOST employee, whether or not such individual or employee is assisting in the selection of the Proposer, regarding the merits of the Proposer or regarding whether CACOST should retain or select the Proposer. Violations of these Quiet Time provisions may result in disqualification. Selection Process CACOST will review proposals and enter into negotiations with one or more finalists until a contract is signed. TPP EVALUATOR Page 5
ADDITIONAL TERMS & CONDITIONS Statement of Con dentiality Proposer agrees that any information accessed or gained in performance of those duties will be maintained in absolute confidence and will not be released, discussed, or made known to any party or parties for any reason whatsoever, except as required in the conduct of duties required, or where disclosure is required by law or mandated by a court of law. Incurring Costs All costs incurred in preparing the Proposal, or costs incurred in any other manner by the respondent in responding to this RFP will be wholly the responsibility of the respondent. All materials, supporting materials, correspondence and documents submitted in response to this RFP will become the property of CACOST and will not be returned. Negotiations CACOST reserves the right to negotiate the terms and conditions of the contract with any of the evaluated Proposers. Should the successful Proposer and CACOST fail to come to an agreement, CACOST may at its sole discretion award services to any of the remaining Proposers. The Proposer to whom the contract is awarded shall be required to enter into a written contract with CACOST. This RFP and the proposal, or any part thereof, shall be incorporated into and made a part of the final contract. Hold Harmless Agreement Proposer agrees to protect, defend, indemnify and hold harmless CACOST and its Directors, Employees, and Agents from any and all costs, claims, and damages of every kind and nature made, including attorney s fees rendered or incurred by or in behalf of every person or corporation whatsoever, including the parties hereto and their employees that may arise, occur, or grow out of any acts, actions, work or other activity done by the Proposer, its employees, subcontractors or any independent contractor working under the direction of either the Proposer or subcontractor in the performance of this contract. Guarantee Proposer certifies by proposing, that he or she is fully aware of the conditions of service and purpose for which services included in this RFP are to be purchased, and that his or her offering will meet the requirements of service and purpose of CACOST and its Agent. Small and/or Minority-Owned Businesses: Efforts will be made by CACOST to utilize the services of small businesses and minority owned businesses. TPP EVALUATOR Page 6
Non-Discrimination and Equal Opportunity: No person shall, on the grounds of race, color, religion, sex, national origin, age, handicap, political affiliation, or belief, be excluded from participation in, be denied the benefits of, be subjected to discrimination under, or be denied employment in the administration of, or in connection with, any program or activity funded in whole or in part, with funds made available under this contract. Civil Rights Compliance and Enforcement: In accordance with Federal law and the U.S. Department of Agriculture policy, this institution does not discriminate on the basis of race, color, national origin, sex, age, or disability. TPP EVALUATOR Page 7
ATTACHMENT A SCOPE OF SERVICES Background CACOST was awarded a five year cooperative agreement (grant) from the HHS Office of Adolescent Health (OAH) to replicate evidence based (EB) teen pregnancy prevention (TPP) programs to scale in communities with the greatest need (Tier 1B). The purpose of the award is to have a significant impact on reducing rates of teen pregnancy and existing disparities by replicating EB TPP to scale in at least 3 settings in communities and with populations at greatest need. Grantees are expected to: Mobilize the community to develop and implement a plan to prevent teen pregnancy and promote positive youth development Engage in and up to 12 month planning, piloting, and readiness period (July 1, 2015 June 30, 2016). Implement evidence based TPP programs to scale with fidelity and quality in at least 3 settings Ensure that program materials are medically accurate, age appropriate, culturally and linguistically appropriate, and inclusive of Lesbian, Gay, Bisexual, Transgender, and Questioning (LGBTQ) youth Ensure that programs are implemented in a safe and supportive environment for youth and their families Establish and maintain linkages and referrals to youth friendly health care services Engage in strategic dissemination and communication activities to raise awareness of the program with youth, their families, and key stakeholders Develop and implement a plan for sustainability to ensure continuation of program efforts beyond the grant Collect and use performance measure data to make continuous quality improvements Evaluate the implementation and outcomes of program activities TPP EVALUATOR Page 8
Evaluation Requirements for Tier 1B 1. Performance Measures a. Collect all performance measures & report to OAH semi annually 2. Implementation Evaluation a. Document the process of developing and implementing the Tier 1B Project identify key successes, challenges, and lessons learned. b. Implementation Study Report to OAH 3. Impact Evaluation a. Determine the extent to which the outcome goal(s) was met by the end of the grant period and due to the Tier 1B project b. Impact Evaluation Report to OAH *Note: Community Action Corporation of South Texas was selected for OAH s Tier 1B Federal Evaluation Goals and Objectives The South Texas Teen Leadership & Development (STTLD) Program s long term goal is to reduce the rate of teen pregnancy and sexually transmitted infections along with the associated behavioral risks by providing positive youth development, abstinence and contraception education in Brooks, Duval, Jim Hogg, and Jim Wells Counties, TX. The rural service area is plagued with high rates of teen births, sexually transmitted infections and experiences a high prevalence of risk factors commonly associated with teen pregnancy, including: high dropout rates, lack of educational attainment, significant poverty rates, and issues surrounding access to health and community resources. The program is implementing Wyman s Teen Outreach Program ( TOP ) in one middle school and one high school in each county. The program is also implementing Safer Sex Intervention in two of the agency s Federally Qualified Health Centers (FQHC) which are in Brooks and Jim Wells Counties with females ages 12 19. An initial evaluation plan was submitted to OAH depicting the program s methods for evaluation related to: 1) performance measures; 2) implementation; and 3) impact; however, the implementation plan is expected to be developed by the contracted evaluator. CACOST s Data Reporting Analyst is responsible for gathering, tracking, analyzing, and reporting all performance measures to OAH, and as appropriate, curriculum developers. CACOST is looking to obtain proposals from vendors to complete an implementation plan, implementation evaluation, and final report to OAH on CACOST s South Texas Teen Leadership & Development (STTLD) Program. The selected vendor will be expected to TPP EVALUATOR Page 9
complete an implementation evaluation plan and conduct a site visit to gather initial data required to conduct the implementation study within the first 30 days of hire. The vendor is expected to have access to any statistical software required (if necessary) for the evaluation at no additional cost to the program beyond the maximum annual budgeted cost. The approved vendor will be responsible to complete these tasks from the award of contract throughout the life cycle of the grant with an estimated completion date of September 30, 2020 (90 days after the end of the grant cycle). Further information can be obtained from http://www.hhs.gov/ash/oah/oah initiatives/evaluation/. TPP EVALUATOR Page 10
Tasks to be performed: 1. Attend any mandatory OAH trainings. Cost will be covered at CACOST s per diem rates per travel reimbursement policies. 2. Attend any webinars and conference calls with the program s Project Officer and/or OAH staff/abt Associates/consultants regarding evaluation. 3. Complete and submit any other reports/documents not included in the table below to OAH regarding implementation evaluation. 4. Provide a written process analysis update to Project Director and Program Manager by January 15th and June 15th of each year for the semi annual progress reports. 5. As appropriate, obtain performance and implementation level data from the Data Reporting Analyst (DRA). 6. Participate at minimum in quarterly calls with program staff regarding implementation study progress. 7. Annual site visit (please specifically state if travel is included in each budget year). Vendor may determine the number of days necessary for the site visits. 8. Submit the final written implementation evaluation report to program staff according to OAH report submission timeline. 9. In addition to the tasks listed above, the following implementation evaluation tasks are required to be completed in the listed timeframe: Year Time Tasks 1 Date of contract (Est. 6/1/2017) 6/30/2017 Review proposed research questions from submitted plan, determine measurement feasibility, and submit finalized well specified research questions Using OAH guidance, submit draft implementation plan for program staff review. Research and delineate data to be used to respond to the research questions. Based on findings in the above activities, provide if necessary a revised and/or updated evaluation plan. Initial site visit (please include in Year 1 proposed budget) 2 7/1/2017 6/30/2018 To be determined by Evaluator, evaluation plan and OAH 3 7/1/2018 6/30/2019 To be determined by Evaluator, evaluation plan and OAH 4 7/1/2019 9/30/2020 Complete and submit a draft version of the impact evaluation report to program staff by July 31, 2020 TPP EVALUATOR Page 11
for review (may change according to OAH reporting timelines). Make any recommended edits and submit final implementation evaluation to Project Staff on or before September 15, 2020 (may change according to OAH reporting timelines). Cost/Price Proposed Provide a written proposal dollar amount for the requested Evaluation Services. NOTE: CACOST does not pay sales or use taxes. The awarded contract will be for a four (4) year term to expire on September 30, 2020. CACOST reserves the right to terminate the contract at any point with a thirty day written notice to the contracted vendor. The bid amount submitted by the Proposer will not be negotiable after acceptance by CACOST. Accepted Proposal amounts shall be reflected in the awarded contract and shall not be negotiable during the term of the contract unless a material change in the business operations or service obligations of the parties occurs including, but not limited to, CACOST addition or removal of tasks from the scope of services with thirty days notice to the contracted vendor. Payments will be disbursed twice per year after semi annual evaluation progress reports have been submitted. Year Time Frame Max Budget 1 Date of contract 6/30/2017 $10,000 2 7/1/2017 6/30/2018 $10,000 3 7/1/2018 6/30/2019 $10,000 4 7/1/2019 9/30/2020 $10,000 Billing Address and Contact Information: Community Action Corporation of South Texas April Anzaldua, Director of Community Services & Development P.O. Drawer 1820 Alice, TX 78333 (361) 664 0145 ext. 2029 TPP EVALUATOR Page 12
Evaluation Criteria A committee selected by CACOST will review and evaluate all proposals and make a recommendation to the CACOST Board of Directors. Proposals will be evaluated based on the following evaluation factors: Ability to meet the South Texas Teen Leadership & Development (STTLD) and Office of Adolescent Health requirements as it relates to implementation evaluation. Experience in completing implementation evaluations. Access to relevant databases. Experience in the field of Teen Pregnancy Prevention as it relates to evaluation. Proposed Evaluation Plan Template Cost of Contract References 0 15 pts 0 15 pts 0 30 pts 0 30 pts 0 10 pts Schedule RFP notification May 1, 2017 Sealed Responses due May 26, 2017 Announcement of Intent to Award May 31, 2017 Estimated Contract start date June 1, 2017 TPP EVALUATOR Page 13