HEFFERNAN MEMORIAL HEALTHCARE DISTRICT Request for Proposals For Grant Writing Services 601 HEBER AVENUE CALEXICO, CA 92231 Proposals Due by MAY 19, 2017 1
Introductions: The Heffernan Memorial Healthcare District is a California healthcare district serving the people of Calexico, CA. Its mission is to be the area's pivotal healthcare organization, by being a good steward of the finances, a catalyst for the delivery of new and enhanced healthcare services, a consistent supporter of health and wellness and a reliable healthcare resource for District residents. The HMHD serves the community of Calexico and the surrounding areas of Imperial County that comprise the District's boundaries. The areas of focus are: Access to Healthcare, Community Health, Mental Health, Prevention, Primary Care, Specialty Care and Substance Abuse Prevention. HEALTHCARE PROVIDED HMHD provides timely, appropriate and quality community health services in a variety of different ways. One way is by awarding financial grants to other organizations in the community who are advancing the health and wellness of Calexico area residents. HMHD has entered into agreements with other health care providers in Imperial County who provide and are dedicated to improving the health and well-being of Calexico residents through the provision of exceptional primary care and specialty medical care. EL CENTRO REGIONAL MEDICAL CENTER: HMHD has entered into a three year Coordination Agreement with El Centro Regional Medical Center wherein the District and ECRMC shall collaborate and cooperatively engage in the performance of: 1. Enhanced Access to Primary Care 2. A Calexico Dedicated Call Center 3. A Coordinator of Care 4. A Diabetes Education Program and Center. 5. An Asthma Education Program and Center. 6. Patient Scheduling and Access Hotline. 7. The Recruitment of a Geriatrician. ACCESS TO PRIMARY CARE Increased Hours of Operation of ECRMC s Calexico Clinic ECRMC AND HMHD has expanded the hours of operation of the Calexico Clinic. 2
HEALTHCARE CALL CENTER ECRMC AND HMHD are implementing a call center for the Calexico population. The location of the call center will be at the Calexico Outpatient Center. The call center will handle MD office visits, ancillary service appointments, medication refills or needs and transportation issues. This call center will evolve into a navigator program in the near future. COORDINATOR OF CARE ECRMC AND HMHD are recruiting a coordinator of care to be a liaison between ECRMC and HMHD. This coordinator will help monitor adherence to the collaboration agreement and will work to identify, develop and implement future projects to address the health care disparities in the Calexico market once agreed upon by ECRMC and HMHD. DIABETES EDUCATION PROGRAM The Diabetes Education Center will be staffed by a diabetes educator, a part-time dietician, a community wellness promoter and a registration clerk. It will be located at 400 Mary Avenue. ASTHMA EDUCATION PROGRAM The Asthma Education Program will be staffed by an asthma educator who is a registered nurse, a community wellness promoter and a registration clerk. It will be located at 400 Mary Avenue. GERIATRICS ECRMC AND HMHD recognize the Calexico area and population has a need in Geriatric medical services. ECRMC and HMHD are recruiting a geriatrician during the first phase of the collaboration agreement. Once recruited, the Geriatrician will provide full time services at the Calexico Outpatient Center. The Geriatrician agreement will provide and include 10 home visits per month. LABORATORY AND IMAGING ECRMC AND HMHD will explore options to relocate laboratory and imaging services to more accessible locations within the City of Calexico as regulation and financing allows. ECRMC AND HMHD 400 MARY AVENUE HEALTH CARE CENTER The HMHD 400 Mary Avenue property which will be used to provide necessary health care services to the Calexico community. 3
HMHD and ECRMC will expand their Agreement with phase two programs and HMHD will make financial commitments to these programs. These programs will be Pediatric Services, Geriatrics/Gerontology Services, Imaging Services, Laboratory Services and the expansion of the Navigation Call Center located in Calexico at the 400 Mary Avenue Health Care Center. HEFFERNAN WELLNESS 4 KIDS PROGRAM Heffernan Memorial Healthcare District and Dr. Luz Elva Tristan have entered into a Grant Agreement whereby Dr. Tristan and her program staff will create a program to bring awareness of healthier lifestyles and behavior to children and their parents in order to prevent childhood obesity and prevent future illnesses and diseases in children caused by childhood obesity. The Wellness program will provide education with emphasis on exercise and nutrition under the guidance and supervision of Dr. Tristan, a dedicated and experienced pediatrician. Childhood obesity in Calexico is alarming high. 47% of Imperial County children are either overweight or obese. This is the highest rate of obesity in all of California's counties. The high rate of diabetes in the Hispanic population of Calexico coupled with the existing rate of obesity places Calexico's youth at a high rate of developing certain resultant chronic diseases. The program will offer kids and their parents an opportunity to learn about effective exercise and proper nutrition which will help fight overweight and obesity problems which will in turn reduce the risk of developing certain chronic diseases. Getting healthy through a healthier active lifestyle has additional benefits: namely, increased self-esteem, better academic performance and a longer life expectancy. The program will be free of charge to qualified kids. THE PROGRAM HAS 80 CHILDREN ENROLLED AS OF THIS DATE. AN ADDITIONAL 20 CHILDREN HAVE BEEN REFERRED BY LOCAL DOCTORS IN IMPERIAL VALLEY TO THE PROGRAM BRINGING THE TOTAL ENROLLMENT TO 100 CHILDREN. THE CHILDREN AND THEIR PARENTS ARE ENJOYING THE BENEFITS OF THE HEFFERNAN WELLNESS 4 KIDS PROGRAM. THE CHILDREN ARE DEMONSTRATING A HEALTHIER ATTITUDE AND INCREASED SELF ESTEEM. PIONEERS MEMORIAL HEALTHCARE DISTRICT Heffernan Memorial Healthcare District and Pioneers Memorial Healthcare District have entered into a Memorandum of Understanding wherein the Districts desire to assist Heffernan's ability to enhance the quality and availability of healthcare with the 4
District's service area. Pioneers will provide experienced consultative assistance and support services to Heffernan to enhance Heffernan's ability to improve the quality of certain healthcare services currently available to the service area residents and where appropriate to assist Heffernan in providing additional services pursuant to Heffernan's mandate regarding the provision of available healthcare. The Districts also have determined that Pioneers' Calexico Health Clinic's services may be enhanced by the cooperation of both Districts for the healthcare benefit of the area's residents. PIONEERS MEMORIAL HEALTHCARE DISTRICT S AND HEFFERNAN MEMORIAL HEALTHCARE DISTRICT S NON-EMERGENCY MEDICAL TRANSPORTATION PROJECT PMHD AND HMHD have entered into non-emergency medical transportation program to provide and offer transportation support services to patients of PHMD in the Calexico service area by coordinating use of public transportation services currently available in the community. CITY OF CALEXICO'S WELLNESS PARKS The Heffernan Memorial Healthcare District and the City of Calexico have entered into a Grant Agreement where the District has contributed exercise and wellness equipment for six City Parks. Included in the Grant, was funding for refurbishing of a walking path at the Nosotros Park in the City. CITY OF CALEXICO SENIOR WELLNESS PROGRAMS The Heffernan Memorial Healthcare District and the City of Calexico have entered into a Grant Agreement where the District provides funding for senior programs under the direction of the City's Senior Citizen coordinator. The District has been participating in this program for the last 5 years. HEFFERNAN MEMORIAL HEALTHCARE DISTRICT PROJECTS: The District has expended in this fiscal year the following amounts in health related grants and projects for its residents: 1. The Hosanna Foundation (mental health counseling). 2. Calexico Unified School District (eye exam/eye glasses project). 3. American Cancer Society. 4. Amigos de Alejandro (cancer patients/gas vouchers). 5
5. Bailando por tu Salud (Senior dance activities). 6. Calexico Boxing Academy. CLINICAS DE SALUD AND UCSD TELEMEDICINE PROGRAM The District is in its third year of a grant agreement obtained by Heffernan from Alliance Healthcare Foundation. The District in partnership with Clinicas de Salud and UCSD provides area residents with access to San Diego specialists through telemedicine. This telemedicine program, which has focused on the diabetic population and patients with other endocrinology needs, combined the convenient access to services offered by Clinicas de Salud and the world class specialty care available at UCSD Medical Center to bring much needed services to Calexico area residents. The District hopes to expand the telemedicine program to other areas of health care and specialty care. HEFFERNAN MEMORIAL HEALTHCARE DISTRICT'S COMMITMENT Heffernan understands that the combination of geographic isolation and a large segment of the population being poor and uninsured or underinsured make healthcare delivery difficult in Calexico. HMHD has remedied this with a number of innovative projects and initiatives. To improve quality of care, HMHD continues to fund a collaboration with other health care providers in the County to serve the healthcare needs of the residents of the District. REQUEST FOR PROPOSALS FOR GRANT WRITERS In order to keep up with changing health and medical needs of our community we are seeking assistance from professional grant writers that can help us continue with our vision and purpose. The Heffernan Memorial Healthcare District is accepting proposals from qualified contractors for grant writing services in accordance with the included specification, terms, and conditions shown in this Request for Proposals (RFP). Prospective respondents are advised to read this information over carefully prior to submitting a proposal. The RFP is available for review on the District s website: heffernanmemorial.org One signed original and two (2) copies of the proposals should be submitted to the District by May 19, 2017. Proposals shall be submitted in a sealed envelope clearly marked, Grant Writing Services, and addressed to: The Heffernan Memorial Healthcare District C/O Brenda Ryan 601 Heber Avenue Calexico, CA 92231 6
Questions regarding this RFP are to be directed by e-mail to: Brenda Ryan, Clerk to the Board of Directors at b-ryan78@juno.com. Such contact shall be for clarification purposes only. Material changes, if any, to the scope of services or proposals procedures will only be transmitted by written addendum. Proposals will not be accepted by fax or electronically. SCOPE OF WORK Background: This project involves identifying for future hire a firm (or multiple firms) to provide a myriad of grant writing services. The District is interested in contracting with firms that provide a full range of grant services including, but not limited to: researching grants, compiling research and data required for grant submittals, and filing applications for a variety public and grants from all sources. The District is requiring that successful firms have a proven record of obtaining grant funds. Objectives: The intent of the following scope is to assist the District in the selection process by providing standards to better compare proposals. The Firm s proposal will outline the essential elements of grant writing services in the Methodology portion of the proposal. The items outlined below are deemed essential components to any plan submitted. The District expects the firm to supplement the items outlined below. The plan will encompass two primary areas: -Completion of necessary grant specific research required for complete grant submittal packet -Submittal of grant to appropriate agency for consideration. Grant Specific Research: Goal: provide the District with extensive analysis and research necessary for compilation of comprehensive grant application. This may include: Identification of strengths, weaknesses, opportunities, and challenges to implementing and administering a specific grant. Compiling demographic, financial, employment, and other relevant data required for grant submittal. Identify potential partnerships (fiscal agents, public/private partnerships, or nonprofits) to leverage resources and grant funds throughout the community. Minimize impact on staff resources within the District during grant research process by working independently as much as possible, yet thoroughly. Submittal of Grants: Goal: Company(s) awarded contracts(s) will draft and submit completed grant application on behalf of the District to appropriate agencies. 7
The District requires that final grant applications be submitted for consideration in a format consistent with rules and regulation set forth in procedural guides for a particular grant. Thorough understanding and adherence to timelines and conditions necessary for grant application. Writing of grant application, with District review, prior to forwarding to awarding agency. Conducting briefings, telephone conferences, or meetings with District only as necessary prior to preparing grant. Monitoring and follow through of application during agency review process. Qualifications: The contractor(s) should possess the following preferred qualifications: Grant writing: a proven record of developing winning grant proposals for funding from public agencies and private foundations. Ability to work independently. Ability to become a District Contractor Experience in gathering and coordinating information and other resources. Excellent verbal and written communication skills. Guidelines for Proposal These guidelines are provided for standardizing the preparation and submission of proposals. The intent of the guidelines is to assist grant firms in their preparation and is to simplify the review process for the District. Proposals shall be printed single sided. Proposals shall be submitted on 8 ½ X 11 paper in 12 point font, and shall not exceed 12 pages in length, including the introductory letter. One signed original and 2 copies of the proposals should be submitted to the City by 2:00 on May 19, 2017. Proposal shall be submitted in sealed envelope clearly marked Grant Writing Services and addressed to: The Heffernan Memorial Healthcare District C/O Brenda Ryan 601 Heber Avenue Calexico, CA 92231 Proposals shall contain the following information in the order listed: 8
1. Introductory letter The introductory letter should be addressed to: Sylvia Bernal, President of the Board of Directors Heffernan Memorial Healthcare District 601 Heber Avenue Calexico, CA 92231 The letter should state the company s name, their mailing address, telephone number, and contact person. The letter shall address the company s understanding of the RFP and what the District is looking for. An explanation of the Companies background and experience, and success in garnering grants, amounts of grants, from what sources, for what purposes and for what clients. The company should also include a statement of insurance carried by the company in its work functions. 2. Table of Contents The company shall insert a comprehensive table of contents denoting sections three through seven of the proposal as indicated below. 3. Qualifications and Experience Describe the company s capability for actually undertaking and performing the work. List types of grants and amount of grants or similar work performed by the company in the last five (5) years that best characterizes the quality and past performance based on our interests. Include names and current phone numbers for contract on work quality and performance. 4. Methodology Please identify the methodology and/or procedures for researching applicable grants and preparing grant applications. This should be simple, easy to read and follow, and addresses and satisfies the scope of work and services listed in this RFP. This should clearly demonstrate the degree and impact of staff involvement in preparation of grants, and other items of work should be listed if the Company deems it appropriate for the success of the project. 5. Conflict of Interest Statement The company shall disclose any financial, business, or other relationship with the District that may have an impact upon the outcome of this contract. 6. Supportive Information/References This section may include graphs, charts, photos, resumes, references, etc in support of the company s qualifications. 9
The company should demonstrate its success rate in obtaining grants for health care districts, municipalities, public entities and private firms or companies. 7. Fee Proposal This section should include the cost for performing the requested services, the basis for the fee and a proposed schedule and/or methodology of payments. If proposing a monthly fee be certain to specify any proposed additional costs to the City such as for copying, mailing, and other associated charges for grant writing services. EVALUATION CRITERIA 1. Written Proposal Responsiveness to RFP (25%) 2. Experience in Obtaining Grants and Qualifications (45%) 1. Experience of the company on similar projects 2. Qualification and experience to perform this project 3. Success rate of grant attainment 4. Level of City staff involvement in compiling information and research for specific grant submissions. 5. Feasibility 3. Work Hours and Fee Estimate - (15%) 1. Thoroughness of schedule and timelines 2. Reasonableness of fee estimate to meet scope of work 3. Adequacy of proposed staff 4. Supportive Information /References (15%) 1. Company s record of performance on similar projects 10