REQUEST FOR PROPOSALS FOR YOUTH SERVICES COORDINATOR TOWN OF AVON, CONNECTICUT RFP 09/10-26 The Town of Avon is seeking written responses to a Request for Proposal (RFP) for a part-time Youth Services Coordinator. This is a contracted position that will fall under the supervision of the Director of Human/Social Services. The Youth Services Coordinator will administer and coordinate services and programs for the Avon Youth Services Bureau. An original and four (4) copies of proposals must be submitted to the Town Manager s Office, 60 West Main Street, Avon, CT 06001 by 12:00 Noon on Wednesday, July 14, 2010. Proposal forms are available at the Town Manager s Office or by accessing the Town s web page at www.town.avon.ct.us under Opportunities Public Bids and RFP s. Proposals must be submitted in sealed envelopes marked Proposal for Youth Services Coordinator. Brandon L. Robertson Town Manager 1
REQUEST FOR PROPOSALS YOUTH SERVICES COORDINATOR RFP 09/10-26 I. GENERAL INFORMATION 1.1 Issuing Office: This Request for Proposals (RFP) is issued by the Town of Avon, Connecticut. 1.2 Purpose: The purpose of the RFP is to provide candidates with essential information to enable them to prepare and submit proposals regarding a part-time Youth Services Coordinator for the Town of Avon, Human/Social Services Department. 1.3 Proposals: All proposals received by the Town in response to this RFP will be retained. Submissions must: A. Constitute a complete response to this RFP, using the Proposal Form provided in this document (see page 6). B. Include an original and four (4) copies. The proposed hourly rate (price proposal) must be submitted in a separate envelope from the base proposal C. Proposal must be received by: The Office of the Town Manager 60 West Main Street Avon, CT 06001 no later than 12:00 Noon on Wednesday, July 14, 2010. Envelopes must be clearly marked Proposal for Youth Services Coordinator. Individuals mailing proposals should allow for normal delivery time to ensure timely receipt of their proposals. Proposals may not be submitted by e-mail. D. Must be signed. E. Must include a statement that the proposal remains valid for a period of at least ninety (90) days from the date of its submission. 1.4 Rejection of Proposals: The Town reserves the right to reject any and all proposals received as a result of this RFP. 2
1.5 Communications Concerning RFP: All questions relevant to the development of a proposal are to be directed to: Mr. Alan Rosenberg Director of Human/Social Services Phone: (860) 409-4347 E-mail: arosenberg@town.avon.ct.us Any questions determined to be of interest to all prospective candidates will be answered in writing and provided to all candidates either by mail or by e-mail. Except as authorized by Mr. Rosenberg, no vendor may contact any other employee or elected or appointed official of the Town of Avon with respect to the RFP or the submission of a bid. 1.6 Additional Information: A. Revisions or addenda to the RFP: In the event it becomes necessary to revise or supplement any part of the RFP, the revision or supplement will be provided to all prospective candidates either by U.S. mail or by e-mail. B. Experience: Candidates with experience coordinating and administering youth service programs to municipalities are encouraged to apply. C. Incurring Costs: The Town will not be liable for any costs incurred by an individual in the preparation or submission of a proposal. D. Civil Rights Compliance: Where applicable, candidates must comply with the Civil Rights Act of 1964, the Equal Employment Act, and the Connecticut Fair Employment Practices Act. E. News Releases: News releases pertaining to this RFP or the services, study or project to which it relates will not be made without prior approval, and then only in coordination with the Town. F. Acceptance of Proposal Content: The contents of the successful proposal may, at the Town s option, become part of the contract entered into by the successful candidate and the Town. 3
II. CONTENT OF PROPOSALS 2.1 Scope of Services Proposals should address the service description found in Exhibit A, with the cost for the services submitted in a separate envelope. In this way the Town can evaluate each proposal as to whether or not it best meets the Town s interests and needs. 2.2 Other Requirements Proposals should also include the following: A. Brief statement as to the individual s particular abilities and qualifications related to this request for proposals. B. List of municipalities in Connecticut and other states for which the individual has provided similar services in the last three years. C. Resume. D. Additional information or documentation that may be useful and applicable to this proposal request. E. Information concerning any suits filed, judgments entered or claims made against the individual during the last five years with respect to services provided by the individual (b) or any declaration of default or termination for cause against the individual with respect to such services. In addition, state whether during the past five years the individual has been suspended from bidding or entering into any government contract. 4
III. SELECTION PROCESS 3.1 Review Process: All proposals will be reviewed by a committee comprised of the Director of Human/Social Services, a member of the Director s staff, and the Director of Human Resources. The Town reserves the right to waive non-material deficiencies in any proposal. Proposals will be evaluated based on what is deemed to be in the best interests of the Town, including such factors as the bidder s experience and expertise in providing the requested services, clarity of the proposal, recommendations of entities for which the bidder has previously provided services, and total cost. Cost will not be the sole factor in evaluating proposals. A short list of finalists will be developed and candidates may be interviewed by the Selection Committee after the proposals are received. Specific information required for the interviews will be provided to finalists at the time of notification. If interviews are held they will be 30-45 minutes long. Initial presentations will be limited to 15 minutes. The final 15-30 minutes will be reserved for questions from the Selection Committee and subsequent discussion. The Selection Committee expects to recommend a candidate to the Town Manager for approval not later than August 16, 2010. Selection of the candidate with the preferred proposal does not provide any contract rights to that individual. Any such rights shall accrue only if and when the Town and the individual execute a binding contract. The Town reserves the right to negotiate with the successful bidder in any manner necessary to best serve the interests of the Town. If the Town fails to reach an agreement with the successful bidder, the Town may commence negotiations with an alternative bidder or reject all bids and reinstitute the RFP process. 5
[Form of Cover Page of Proposal Submit this with your Proposal] TOWN OF AVON PROPOSAL FOR YOUTH SERVICES COORDINATOR The undersigned has read, understands, and affirms his compliance with the requirements contained in the Request for Proposals for part-time Youth Services Coordinator for the Town of Avon. The undersigned submits this proposal in good faith and without collusion with any other person, individual or firm. The proposal consists of this cover page and the following attachments: Name and Address of Firm/Bidder: Name, Title and Contact Information (phone, fax, email) of Authorized Representative: Signature of Authorized Representative: _ (Attach additional sheets as necessary) 6
EXHIBIT A TOWN OF AVON YOUTH SERVICES COORDINATOR Part time (20-25 hours per week) contractual position* with no benefits * Annual continuation of position is contingent upon receipt of State grant funding Basic Function Under the supervision of the Director of Human/Social Services, the Youth Services Coordinator administers and coordinates services and programs for the Avon Youth Services Bureau. Examples of Work Performed 1. Assess and identify those needs and issues facing youth and families in the community. 2. Development of programs that fill service delivery gaps and create innovated programs to meet assessed needs. 3. Plan and coordinate substance abuse prevention programs for youth and their families. 4. Plan and coordinate programs to reduce behavior problems and increase self-esteem of identified children. 5. Assist in the overall coordination and planning of a collaborative multi-faceted team approach to providing youth and families in crises with comprehensive wrap-around services. 6. Provide outreach, information, advocacy and referral services to youth and their families. 7. Coordinate the Annual Family Holiday Gift Basket Program. 8. Responsible for yearly State Department of Education Grant application, financial budgeting reports, and annual narratives. Responsible for consistent compiling of statistical data as well as short and long term measurements and evaluations of programs. 9. Pursue additional grant funding options and alternatives for the enhancement of existing programs and the development of new prevention-based programs that will assist in the decrease of high-risk behaviors. 10. Responsible for public relations of youth services programs. 11. Organizes and leads the Youth Services Advisory Board as mandated by the State of Connecticut. 12. Maintains statistics and reports as necessary. 13. Attends meetings, training sessions and workshops as required. 14. Assist Human/Social Services Department as required. 15. Prepares educational materials and gives public presentations. 16. Provides brief counseling, assessment, screening, and referral of youth to appropriate agencies and services. 17. Provides parent education through speakers and programming. Knowledge, Skills and Abilities 1. Ability to plan, coordinate and organize activities and programs appropriate for youth. 2. Ability to understand, work with and promote the needs of youth. 3. Must possess a variety of organizational and communication skills. 4. Ability to respond and evaluate youth needs. 5. Ability to communicate with the youth, their families and professionals serving them. 6. Ability to be a good natured team player. Requirements of Psychology, Human Resources, Education and Experience B.A. Degree in Psychology, Sociology, Social Work (BSW) or a closely related field, and at least three years experience in the field of Youth Services or Human Services with proficiency in administration and planning, or a Master s Degree in Social Work (MSW), Human Services, or a closely related field and at least two years experience in Youth or Human services with proficiency in administration and planning.