City of Grande Prairie Community Social Development

City of Grande Prairie Community Social Development Evaluation of the City of Grande Prairie Low Income Access Program Call for Expressions of Interest Issued// Feb 10, 2017 Closing date and time// Feb 21, 2017, 4:30p.m. Closing email// csd@cityofgp.com Contact person// Angela Sutherland Manager, Community Social Development City of Grande Prairie T: 780-538-0380 1

Contents About the City of Grande Prairie... 3 Community Social Development... 3 Low Income Access Program... 3 Project Purpose... 4 Scope of Work... 4 Deliverables... 5 Timeline... 5 Maximum Proposal Value... 5 Applicant Requirements... 5 Application Requirements... 6 Request for Proposal Process... 6 Proposal Preparation... 6 Additional Terms... 8 Submissions and Deadline... 9 2

About the City of Grande Prairie The City of Grande Prairie is located 465 km northwest of Edmonton, Alberta, serving communities across northwestern Alberta and northeastern British Columbia. Grande Prairie is an exceptionally young, fast-growing community of 63,166 people. Grande Prairie s economy is characterized by the involvement of many residents in resource markets including oil and gas, forestry and agriculture. Community Social Development The City of Grande Prairie, Department of Community Social Development (CSD) funds many external programs and projects. CSD is also the home location for the city s Family and Community Support Services (FCSS), Fetal Alcohol Spectrum Disorder (FASD) Support Services and Homeless Initiatives programs. Overall, CSD offers funding and/or services that promote strong communities and healthy individuals. Examples of funding and services offered by CSD include: Funding of external programs and projects Home Support for low income adults and seniors Regional FASD Diagnostic Clinics Low Income Access Program Housing First and Homelessness Prevention Low Income Access Program The Low Income Access (LIA) program is a community engagement and inclusion initiative, offering subsidized access to City Transit and Recreation services for individuals and families living with low income in Grande Prairie. The LIA program is managed by the City s Community Social Development department in partnership with City Transit and the City s Eastlink Centre. Descriptions of the transit and recreation components of LIA are included below: 1) The Low Income Transit Access (LITA) program is a transit subsidy program designed to increase the accessibility of public transit and thereby reduce barriers to economic wellbeing, increase use of community services and facilitate social inclusion. LITA was established in January 2015 as a result of a recommendation in the 2014 report Narrowing the Gap, a local consultation that engaged single mothers to discuss challenges to economic welfare and social inclusion in Grande Prairie. Between January 2015 and January 2017 LITA provided low income Grande Prairie residents with free monthly bus passes. Beginning in January 2017 LITA was revised to offer passes to the same population for 50% of the full cost. Any Grande Prairie resident can submit an application to qualify for 1 year of transit passes. Upon review and approval an individual can pick up monthly transit passes at one of two City offices near the downtown core. Data is collected for LITA through program applications and through two surveys with participants (pre-2016). Periodic reports on outputs and budget are shared with the City of Grande Prairie s Community Living Committee (City Council). LITA Snapshot for 2016: 3

5135 passes provided $336,827 invested 2) The Low Income Recreation Access (LIRA) program is a recreation subsidy program designed to increase the accessibility of recreation services for Grande Prairie residents living with low income, thereby providing access to the benefits of community services and facilitating social inclusion. LIRA was established in 2013 and provided a $100 credit per individual for use at City-owned recreation facilities. In 2014, the subsidy was increased to $300 per individual. Data has been collected for LIRA through program applications and through one survey with participants in 2013. Periodic reports on outputs and budget are shared with the City of Grande Prairie s Community Living Committee (City Council). LIRA Snapshot for 2016: 1748 individuals approved $524,400 in access to credit provided Project Purpose CSD seeks a qualified consultant to lead and undertake an Evaluation of the LIA Program. The results of this evaluation will look at immediate and long term impacts of the LIA program, specifically surrounding 1) impacts related to economic circumstance and social inclusion for participants 2) use patterns of LIA services 3) economic impacts and return on investment for the City of Grande Prairie and 4) impacts related to recent changes in the LITA program. Evaluation questions may include: Is LIA administered effectively to meet identified need in the community? How are City partners impacted by LIA programs? In what areas and to what extent does LIA accomplish its goals of positively impacting economic and social outcomes for low income residents? How are LIA programs utilized by participants? What impact does the recent change from free to 50% of cost transit passes have on LIA administration and participants? What are the strengths challenges and opportunities for change and improvement in the LIA program? The LIA evaluation will also inform the development of an ongoing monitoring framework for the program. Scope of Work Working closely with the CSD Research & Evaluation Analyst and Operations & Administration Supervisor, the successful applicant will be required to lead an evaluation of the City of Grande Prairie s LIA program. Project tasks include, but are not limited to the following, with support provided by CSD staff: Revise and finalize and evaluation plan 4

Identify a set of best practices for subsidized access programs, based on an environmental scan of programs in other Canadian Cities Review internal documents and historic LIA data to identify participant characteristics and trends in use Review external data sources to understand need in the community Collect feedback from LIA participants with support from CSD staff Compile and analyze data Write, present and revise a preliminary evaluation report Prepare a final evaluation report that includes recommendations for program improvement and monitoring framework. Deliverables A finalized evaluation plan, including timelines and proposed data collection tools. A preliminary evaluation report. A final evaluation report that includes an executive summary and recommendations for program improvement and monitoring framework. Timeline Submissions Proposal Deadline Feb 21, 2017 Consultant selection and notification Feb 23-24, 2017 Introductions and review of project expectations Feb 27- Mar 1, 2017 Deliverables Evaluation Design March 8 Preliminary Report Final Report April 26, 2017 (negotiable) May 10, 2017 (negotiable) Maximum Proposal Value The maximum budget for this evaluation will be negotiated with the successful applicant. Applicant Requirements Minimum 3 years professional experience managing and analyzing data and preparing evaluation reports for non-technical audiences Experience working with community and social service related issues Experience working with government and community systems Experience in collaborative approaches to evaluation projects Able to commit to project timeline Experience working with a team and ability to collaborate with CSD staff to complete the evaluation 5

Application Requirements The proposal must include the following items: A brief cover letter describing your past experience and the value that you will bring to the evaluation. This letter must be signed by the applicant. Resume including reference to experience related to performing the required tasks to complete the evaluation Outline of proposed evaluation approach and methods Cost of the contract broken down into detailed information, including hourly rate of each proposed resource Project timeline An example of relevant evaluation report submitted within last 2 years (to be kept confidential) Three recent references Request for Proposal Process Once each proposal has been received before the closing date and time, the selection committee, consisting of the CSD Manager, Research & Evaluation Analyst and Operations & Administration Supervisor will review each proposal using a scoring matrix reflective of the criteria listed below. The committee will select the successful applicant based on the highest score generated through the review process. Scoring criteria: Applicant s qualifications, level of experience and past performance Demonstrated understanding of evaluation standards and practices Expertise in quantitative and qualitative data analysis and management Written quality of cover letter and sample report Visual appeal and accessibility of sample report Brief outline of suggested evaluation approach and methods Budget amount and breakdown Project work plan/schedule and ability to meet proposed timelines Demonstrated knowledge and experience working with government and community systems Proposal Preparation Signed proposals Applicants must ensure that their proposal includes a proposal letter signed by a person(s) authorized to sign on behalf of and to bind the applicant to their proposal and the terms of this Call for Expression of Interest. Language All responses to this Call for Expression of Interest must be in English. Applicants Expenses 6

Applicants are solely responsible for expenses incurred while preparing a proposal and for subsequent negotiations with CSD. CSD will not be liable to any applicant, whether CSD accepts a proposal or rejects all proposals, for any claims, whether for costs or damages incurred by the applicant in preparing the proposal, loss of anticipated profit in connection with the contract or any other contract, or any other matter whatsoever. Currency and Taxes Prices quoted are to be in: CDN dollars; Inclusive of duty, where applicable; FOR destination, delivery charges included where applicable; and Taxes, if applicable, should be shown separately Completeness of Proposal By submission of a proposal, the applicant warrants that, if this Call for Expression of Interest is to design, create or provide a system or manage a program, all components required to run the system or manage the program have been identified in the proposal or will be provided by the applicant, if successful, at no additional charge to CSD. Enquiries All enquiries related to this Call for Expression of Interest are to be directed to the CSD contact person identified on page 9. The CSD contact person will make an effort to respond to enquiries and any responses will, at the sole discretion of CSD, be distributed to all applicants who have submitted questions. CSD shall not be responsible for information that applicants receive from any other source. Closing time and Location Each applicant shall deliver a total of 1 copy of their entire proposal which must be received before the closing date via email to the contact identified on the cover page. Late proposals It is the responsibility of each applicant to ensure that their proposal is received by the contact person by the closing date and time. The applicant assumes the entire risk of failure of the contact person to receive its proposal before the closing time. Proposals received at the closing location after the closing time shall only be considered at the discretion of CSD. Conflict of Interest Proposals will not be evaluated if the applicant s current or past corporate or other interests may, in the opinion of CSD, give rise to a conflict of interest in connection with this Call for Expression of Interest. Evaluation and Selection Evaluation of Proposals will be by a committee formed by CSD. Proposals will first be checked against the mandatory criteria. Proposals not meeting all mandatory criteria will 7

be rejected without further consideration. Proposals that do meet all the mandatory criteria will then be assessed against the additional criteria. Negotiation Delay If a Contract cannot be negotiated with the selected applicant within a time period satisfactory to CSD, CSD may, at its sole discretion, terminate negotiations with that applicant and either negotiate a Contract with another applicant or choose to terminate this Call for Expression of Interest process and not enter into a Contract with any of the applicants. Additional Terms This Call for Expressions of Interest should not be construed as an agreement to purchase goods or services. The lowest priced or any Proposal will not necessarily be accepted and CSD is not bound to enter into a Contract with any applicant. Notwithstanding any other section, clause or provision in this Call for Expression of Interest, or any practice or custom of the trade or industry, CSD, in its sole discretion, shall have the unfettered right to do any or all of the following: a) Accept any Proposal; b) Reject any Proposal; c) Reject all Proposals; d) Accept a Proposal which is not the lowest cost Proposal even if the lowest cost Proposal conforms in all respects with this Call for Expression of Interest; e) Reject a Proposal even if it is the only Proposal received by CSD; f) Receive further information from any Applicant; g) Refuse to receive further information from any Applicant; h) Negotiate contract and other terms with any Applicant; i) Accept all or any part of any Proposal; j) Award all or any portion of the scope of the Proposal to any applicant; and k) Award a Contract to whomever CSD in its sole discretion deems appropriate and in the best interests of CSD. Any Proposal received which fails to conform to or includes qualifications to the requirements of this Call for Expression of Interest, which is materially incomplete, obscure or irregular, which contains exceptions or variations, or which omits any material information required to be submitted, may be disqualified or rejected. Notwithstanding anything to the contrary herein, CSD may in its sole discretion elect to retain any such Proposal for consideration and may waive any or all of the foregoing, on such terms and conditions as CSD may consider appropriate, even if any of the foregoing would otherwise render the Proposal null and void, and Proposal may be considered in the same manner as Proposals that fully conform to the requirements of this Call for Expression of Interest without qualification. Contract Notice in writing to a Proponent that it has been identified as the successful applicant and the subsequent full execution of a written Contract will constitute a Contract for the goods or services, and no applicant will acquire any legal or equitable rights or privileges relative to the goods or services until the occurrence of both such events. Right to Amend or Cancel CSD reserves the right in its sole discretion at any time and from time to time, and for whatever reason to, by addendum, modify, amend or otherwise change this Call for 8

Expression of Interest. Any such addendum shall be issued in writing and shall be expressly identified as an addendum to this Call for Expression of Interest. CSD reserves the right in its sole discretion to cancel this Call for Expression of Interest at any time. Any questions should be directed to: Forrest McGregor, Research & Evaluation Analyst Community Social Development City of Grande Prairie T: 780-357-7522 E: fmcgregor@cityofgp.com Submissions and Deadline Those interested in providing a submission for consideration are asked to complete the application and submit to the CSD manager by Feb 21, 2017 at 4:30p.m. A committee will then review submissions to ensure completion, eligibility, and determine the successful proponent no later than Feb 24 th, 2017. Please note that all final proposals must be submitted via email to the attention of: Angela Sutherland, Manager Community Social Development City of Grande Prairie 10030 102 ave Grande Prairie, Alberta T8V 0Z7 E: csd@cityofgp.com Application Submission Deadline: February 21, 2017 at 4:30p.m. 9