Yellowhead Tribal Council P.O. Box 3420, Morinville, Alberta T8R 1S3 Phone: (587) 524-0180 Fax: (587) 524-0181 RFP for the 1.0 Introduction Purpose: The purpose of this participatory evaluation is to determine how effectively the Teddy Bear Fairs are able to meet the four stated objectives: a. to provide appropriate health screening to children aged 0 to 6 years, b. to foster referrals to appropriate health services and programs, c. to provide relevant and timely health information to parents, and d. to foster ongoing connections between First Nations Health Services, AHS, and FNIHB. A secondary purpose will be to provide recommendations for improved delivery of the project. Client: Yellowhead Tribal Council Title: Format: Proposals for this project must be submitted in writing to the project Authority via email, mail, fax, or courier no later than 12:00 pm (noon) MST, April 24, 2015 Proposals should include CVs for all persons involved in the project and three reference letters relating to previously completed evaluation work or participatory studies. While 1
proposals need not be in extensive detail, they should make clear the intended approach to the project. 2.0 Background Historical Context Teddy Bear Fairs began in 2008 as a collaborative effort between North Peace Tribal Council- Maternal and Child Health and the Aboriginal Program(Edmonton), Alberta Health Services (AHS) with funding provided by the Maternal Child Health Program- First Nations and Inuit Health Branch (FNIHB). The reach of the Teddy Bear Fairs progressively moved beyond the NPTC area. Teddy Bear Fair screening events are currently being offered to First Nations Communities throughout AB Region. As of April 1, 2014, a total of 53 Teddy Bear Fairs have been held and 4,664 children have participated in the health screening and referral events. At this time a Contribution Agreement exists with Kee Tas Ke Now Tribal Council (KTC), who contracts the Teddy Bear Fair Coordinator, who delivers the programming. 3.0 Current Evaluation Objective A participatory evaluation will be conducted in Alberta Region with all Stakeholders who have been involved with the Teddy Bear Fair project. The Evaluator will work with the Stakeholders in order to develop the evaluation questions and then conduct an evaluation that will determine the extent to which these events address the four stated objectives: a. to provide appropriate health screening to children aged 0 to 6 years, b. to foster referrals to appropriate health services and programs, c. to provide relevant and timely health information to parents, and d. to foster ongoing connections between First Nations Health Services, AHS, and FNIHB. In addition the evaluation will help to provide recommendations for improved delivery of the project. The evaluation is to specifically examine the extent to which: a. screening is appropriate, and whether it is sufficiently comprehensive b. the referral process is effective c. children are able to continue access to services, once referred d. parents and community health care workers are satisfied with the Teddy Bear Fairs e. service integration is happening between First Nations communities, AHS and FNIHB. 4.0 Methodology In the proposal the Contractor is responsible for the development of a participatory evaluation framework. In this framework the contractor will outline a methodology outlining the scope of 2
the evaluation to be conducted, time lines and budget. Data collection methodology should be addressed in the RFP submission. Ownership, control, access and possession (OCAP) principles must be addressed in the methodology. The evaluation design should demonstrate congruence with participatory evaluation principles and approaches. The successful Contractor will work with the Project Authority, designated on behalf of the Yellowhead Tribal council, to refine the evaluation framework. This would include the development and refinement of the evaluation questions and clarification of the scope of the evaluation. This contractor will consult with key stakeholders for the purpose of capturing their perspectives. Key stakeholders may include participants, the Teddy Bear Fair Coordinator, First Nations Community Health Service, Alberta Health Service and First Nations and Inuit Health Branch staff, Kee Tas Kee Now Tribal Council (Contribution Agreement Holder for the Teddy Bear Fairs) and members of the Working Group designated by the Child and Youth Subcommittee of Co- management. Preference will be given to Contractors who have previous experience conducting participatory evaluations and working with First Nations. 5.0 Tasks to be Performed/Requirements The Contractor is expected to develop and refine a participatory evaluation framework for the Teddy Bear Fair Project. Then the Contractor is expected to carry out a participatory evaluation of the Teddy Bear Fair Project. Regular discussions and coordination between the Contractor, the Project Authority and Representatives of the Working Group will be required. Both an interim participatory evaluation report and a final participatory evaluation report are required. At a minimum, bi- weekly updates will be required either via a scheduled meeting or through email with the designated contact person. 6.0 Deliverables and Anticipated Timelines Deliverables Required Completion Dates Methodology and Participatory June 30, 2015 Evaluation Framework Interim Participatory Evaluation October 31, 2015 Report Final Participatory Evaluation Report February 29, 2016 7.0 Estimated Cost and Basis of Payment The total cost of the Participatory Teddy Bear Fair Evaluation shall not exceed $ 54,000 3
Including GST. Following submission of invoices for services performed to the satisfaction of, and subject to acceptance by the Project Authority, payment shall be made following receipt and acceptance of deliverables as follows: Deliverables % of Contract Methodology and Participatory Evaluation Framework (including project scope, key questions, time lines, budget) 30 Interim Participatory Evaluation Report 30 Final Participatory Evaluation Report 40 8.0 Selection Approach The selection process is a one- stage competitive process wherein Contractors are invited to respond to this RFP and submit information relating to mandatory, technical and price requirements of the evaluation. The proposals will be evaluated and scored in accordance with the following criteria. Qualifications, experience (including references), and proposal quality 40% Approach and methodology 35% Understanding of proposal details and services required 15% Proposed administrative fees and costs 10% The Contractor with the proposal ranked best value will be invited to enter into a contract for the required services. 9.0 Protocol for Answering Questions about the RFP Potential Contractors are invited to submit questions about the RFP, in writing, to the designated contact person, Arleen Thomas by April 10, 2015. Answers to these questions will be circulated by email to those interested parties on April 24, 2015. 10.0 Authorities and Contact Information The Contracting Authority will be responsible for all matters concerning the authorization, issuing, and management of the Contract. Any notice or other communication required or permitted to be given pursuant to a Contract must be made in writing by the Contracting Authority. Contracting Authority 4
Yellowhead Tribal Development Foundation on behalf of the HCOM Children and Youth Subcommittee. Designated Contacts: Arleen Thomas, Yellowhead Tribal Development Foundation Phone: 587-524- 0180 E mail: arleen.thomas@ytcadmin.ca 5