HomeMy WebLinkAboutMINUTES - 12042001 - C.152 (2) , - 1
TO: BOARD OF SUPERVISORS '; ' • CONTRA
COSTA
FROM: John Cullen, Director
Employment and Human Services '` ' COUNTY
Department
'DATE: December 4, 2001
SUBJECT: Afterschool4All Initiative—Requests for Proposals
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
RECOMMENDATION(S):
AUTHORIZE the Employment and Human Services Director or designee to issue Requests for
Proposals in the amount of $490,000 for comprehensive afterschool pilot program services and
afterschool health education services to implement the "Afterschool4All" initiative, pursuant to the
Board action on August 7, 2001 approving the FY 2001-02 budget.
FISCAL IMPACT:
Total funding is $490,000. Net County cost is $50,000 (County General Fund). $440,000 is from
TANF Incentive Funds.
CHILDREN'S IMPACT STATEMENT:
The "Afterschool4All" initiative primarily supports two of Contra Costa's community outcomes
("Children Ready for and Succeeding in School" and "Children and Youth Healthy and Preparing
for Productive Adulthood") by helping support programs and services devoted to the academic
achievement, social development, health and safety of the County's children during the time of day
when research shows children are most at risk of harm or unhealthy behavior choices. Expected
outcomes of an improved Afterschool system can include reduced teen pregnancy, juvenile crime
and improved school attendance and performance.
BACKGROUND:
The Board of Supervisors authorized a two-year pilot project, "Afterschool4All", in four school
district areas of the County (Mt. Diablo, West Contra Costa, Pittsburg and Antioch). The purpose
of this pilot initiative is to expand the size and quality of the County's afterschool system and to
give community-based organizations the opportunity to have a leading role in the design and
operation of afterschool programs and services. Two allocations of funds, for basic
comprehensive afterschool services and for afterschool health education and related activities, are
being made available to community-based organizations. To generate proposals with effective
and multi-faceted service models, collaboration among groups of community organizations with
expertise in one or more elements of afterschool servic as we with schools, is being
encouraged.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
_ RECOMMENDATION OF COUNTY ADMINISTRATOR_RECOMMENDATION OF BOA COMMITT
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON �dD/ APPROVED AS RECOMMENDED,/OTHER—
VOTE OF SUPERVISORS
Y I HEREBY CERTIFY THAT THIS IS A
_�` UNANIMOUS(ABSENT ) TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED
ABSENT: ABSTAIN: ON MINUTES OF THE BOARD OF
SUS VISORS ON THE DATE SHOWN.
ATTESTED dO
JOHN SWEETEN,CLERK F
THE BOARD OF SUPERVISORS
AND COUNTY ADMINISTRATOR
cc: WENDY THERRIAN 3-1593
CAO
EHSD Contracts(EB)
Auditor-Controller
BY eputy
'5�7-
RFP #1063
"4 Contra 1
::;�.n. Costa
County REQUEST FOR PROPOSALS (RFP) #1063
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Afterschool Program Services
The Contra Costa County Employment and Human Services Department (EHSD) is pleased to
announce availability of funds for comprehensive afterschool program services in 2002-2003.
This RFP is a process by which the County solicits proposals to build a list of qualified bidders
that may be selected to enter into a contract with the County. Please read this entire packet
carefully.
Interested parties are invited to attend a
MANDATORY
Bidder's Conference
9:30 AM
Wednesday, December 19, 2001
Martinez Adult School
Auditorium
600 F Street
Martinez, CA
Attendance at this mandatory Bidder's Conference is a requirement
for submitting a proposal. The Bidder's Conference will afford the
opportunity to ask questions about the RFP and to receive technical
assistance.
Final proposals will be due at 40 Douglas Drive in Martinez by
5:00 p.m. on January 18, 2002
Please call Employment and Human Services at
(925) 313-1638 with any questions about this RFP.
Thank you in advance for your effort in preparing your response.
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RFP #1063
TABLE OF CONTENTS
Section Page Number(s)
Announcement of RFP #1063 1
'Table of Contents 2
Legal Notice RFP #1063 3
RFP Timeline 4
Introduction to the Contra Costa County"Afterschool4A11" Initiative 5
Instructions for Afterschool Program Services for RFP #1063 5-8
Application Instructions and Proposal Outline 9-13
Proposal Review and Selection 14-15
County Contract Requirements 16
Form 41 Proposal Cover Statement 17
Form#2 Current Board of Directors 18
Form#3 Bidder's Statement of Qualifications 19-20
Form#4 Contracts and Grants 21
Attachment 1 Sample Budget 22
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RFP #1063
LEGAL NOTICE
Comprehensive Afterschool Program Services in Four School District Areas:
West Contra Costa, Mt. Diablo,Antioch and Pittsburg
RFP #1063
The Contra Costa County Employment and Human Services Department on behalf of the
County as directed by the Board of Supervisors announces the issuance of Request for
Proposal (RFP)#1063. Approximately $340,000 is available over a two-fiscal year
period for afterschool program services in four school district areas: West Contra
Costa, Mount Diablo, Antioch& Pittsburg. Selected bidders will be expected to enter
into a standard purchase of service contract with Contra Costa County for the period
beginning February/March 1, 2002 through June 30, 2003.
Copies of RFP #1063 are available from the Contracts Unit, 40 Douglas Dr.,Martinez,
CA 94553 or e-mail: contractbid@ehsd.co.contra-costa.ca.us. A mandatory Bidder's
Conference is scheduled for December 19, 2001, 9:30 AM at Martinez Adult School,
600 F Street, Martinez, CA. Respondents must attend the Bidder's Conference in order to submit
a proposal for consideration. Completed proposals will be due January 18, 2002.
For further information call Charles Couch, Contracts Administrator(925) 313-1638.
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RFP #1063
TIMELINE
Due Date Activity
December 3, 2001 RFP reviewed and approved by Internal Operations
Committee
December 4, 2001 RFP approved by Board of Supervisors
December 6, 2001 Issue RFP
December 19, 2001 Bidders' Conference
January 18, 2002 Proposals due
February 8, 2002 Ratings completed/Appeal Process begins
February 26, 2002 Board of Supervisors approval
February/March 2002 Contracts presented
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RFP #1063
INTRODUCTION TO THE CONTRA COSTA COUNTY
"AFTERSCHOOL4ALL" INITIATIVE
Contra Costa County is committed to enhancing the quality of education, literacy and
childhood development by partnering to build comprehensive afterschool programs in a safe
and healthy environment, collaborating with community-based organizations, school districts,
and county and city agencies.
The Contra Costa County Board of Supervisors has allocated funds for two areas of afterschool
system development: Afterschool Program Services and Afterschool Health Education
Services. Two Requests for Proposals (RFP) are being issued. The purpose of these RFPs is
to offer community-based organizations the opportunity to act as lead agencies and/or full
partners in pilot programs that expand both the number of afterschool opportunities for
children and youth (particularly low-income and at-risk youth) and the quality/comprehensive
nature of those opportunities.
This RFP (RFP #1063) is for basic Afterschool program services. Additional funds are
offered in a separate RFP (RFP #1068) for comprehensive health education services,
offered by qualified organizations. You may apply separately for these additional funds.
INSTRUCTIONS FOR ATERSCHOOL PROGRAM SERVICES for RFP#1063
Contra Costa County is issuing a Request for Proposals from community-based organizations to
develop and operate afterschool programs. The purpose of this RFP is to support the expansion
of comprehensive afterschool programs for children and youth in four school district areas: West
Contra Costa, Mount Diablo, Pittsburg, and Antioch. Applicants may submit proposals to
deliver services in one to four school district areas and request funding accordingly. Applicants
are encouraged to submit collaborative proposals with local school district(s), cities, and
community involvement. Applicants representing a collaborative of one or more agencies must
be represented by a lead agency. The County reserves the right to negotiate the terms of the
contract.
Preference will be given to:
• Programs serving elementary and middle school students
• Programs providing afterschool services during the regular school year
• Programs that involve collaborations among community-based organizations and
schools
Programs serving high school students and programs providing before school and summer
school/intercession services will also be considered.
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RFP #1063
I. Available Funding and Funding Source
A. Total available funding for the contract period of February 1, 20021 through June 30,
2003 is approximately $340,000. It is anticipated that each school district area will .
receive approximately equal funding (about $75,000 per school district area for the life of
the pilot project). Funds may be used to establish new programs, expand existing
programs or extend existing programs. Funds may not be used to supplant funding for
existing programs. Note: Of the $340,000 available, up to $10,000 per school district
area is available for start-up and implementation costs (allowable use of start-up funds
may include collaborative development, strategic planning, hiring and training of staff
and participation in evaluation development).
B. Funding Source Requirements:
Funds are derived from Federal Temporary Assistance for Needy Families
(TANF). TANF Funds must be used in accordance with the four goals of TANF
funding requirements. (see 11. TANF Funding Goals)
II. TANF Funding Goals
TANF funds for pilot program services in the four school district areas require all funded
services to support at least one of the four Federal TANF Guidelines:
1. To provide assistance to needy families so that children may be cared for
their own homes or in the home of a relative;
2. End dependence of needy parents on government benefits by promoting
job preparation, work, and marriage;
3. Prevent and reduce the incidence of out-of-wedlock pregnancies and
establish annual numerical goals for preventing and reducing the incidence
of these pregnancies;
4. Encourage the formation and maintenance of two-parent families.
Note: The first two guidelines addressing needy families require that the proportion of TANF
funds spent on the program be consistent with the proportion of students served in the
afterschool program that have an adjusted family income of less than the 200% of federal
poverty level. Strong preference will be given to proposals that support the first two guidelines.
Proposals supporting the remaining two guidelines, "out-of-wedlock pregnancy prevention"
and/or "maintenance of two parent families", must demonstrate how the population to be
served will be impacted by service(s) in relationship to these two TANF guidelines.
III. Required Match.
The Afterschool4A11 Initiative requires a 100% funding match for program costs. (Note: No
match is required for the up-to-$10,000 start-up grants.) This means that proposals must identify
one dollar in matching funds for every dollar awarded. Match can be in the form of cash
(applicants are encouraged to identify a cash match of at least 25%), in-kind and/or parallel
1 Start-up and implementation activities may begin when the contract is approved. Afterschool services may begin
on a mutually-agreed-upon date during Spring 2002,but no later than the start of the academic year in September,
2002.
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RFP #1063
revenue funding sources (i.e. grant funding, city or school district resources). All match and
revenue sources supporting the program must be shown as a line item on the program
budget.
IV. Service Delivery Components.
Components need to reflect how Contra Costa County children will access safe, structured
activities such as homework help, adult and peer mentoring, supervised recreation and play,
academics, cultural enrichment and other program services. Proposals must include all of the
following components:
• Academics may include tutoring, mentoring, homework help, enrichment
such as computers, science, math, media, and environmental education.
• Recreation,exercise, sports and play.
• Cultural enrichment may include theater, music, arts and dance.
• Mentoring and leadership development may include goal setting and life
skills, peer and community outreach.
• Nutrition may include nutrition education and nutrition-related activities
such as cooking and weight management.
The proposal should integrate services with school site academic goals. Proposals emphasizing
collaborative efforts with local school districts and community involvement in establishing
program service curriculum will be weighted heavily in the proposal evaluation.
Proposals must include specific information about the program design and costs, such as the
number of hours per day and days per week the program will operate, the physical space in
which.the program will be located, the number of children/youth served each day and the cost
per child/youth, how children and youth enrolled will be identified and registered, roles and
qualifications of staff, qualifications of the project manager, etc.
V. Outcomes and Indicators
Proposals must include a plan for data collection on the outcomes and indicators listed below for
the children/youth enrolled in and attending the program:
Outcome 1. Increased access to afterschool programs.
Indicators:
• Number of children served per day.
• Number of afterschool program slots.
Outcome 2. Increased quality of afterschool programs.
Indicators:
• Rate of student parent and community satisfaction.
• Staff/student ratio in programs.
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RFP #1063
• Percentage of children enrolled and the percentage of children remaining in the
programs.
Outcome 3. Academic progress
Indicators:
• School attendance
• Test scores
• Number of suspensions
Proposals may include additional indicators for these outcomes.
In addition, all proposals must include a list of outcomes, and indicators for each of the
following program components:
• Recreation
• Cultural Enrichment
• Mentoring and Leadership Development
VI. Tracking and Reporting
The County intends to ensure accountability regarding the appropriate use of funds. Proposals
shall include a reporting and tracking system to:
1. Identify and meet eligibility requirements of the funding source(s)
2. Track the population enrolled and maintained in the afterschool program(s).
3. Track the delivery of services as set forth in the proposal.
4. Provide regular reports.
VII. Provider Qualifications
Applicants must provide documentation of:
1. Demonstrated experience of delivering services in after school or similar
programs;
2. History of effective collaboration with schools and the surrounding communities;
3. Articulation of sound implementation strategies which actively involve
communities in the planning process and includes a variety of appropriate
activities that will enhance and extend the school day curriculum;
4. Capability of effectively administering programs that are programmatically and
fiscally accountable;
5. A demonstrated record as a fiscally viable organization (enclose the most recent
agency audit for the lead agency); .
6. Ensure and demonstrate compliance with licensing and background/fingerprinting
requirements as appropriate.
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RFP #1063
APPLICATION INSTRUCTIONS AND PROPOSAL OUTLINE
Application Instructions.
1. Responses must be in the form of a proposal package containing complete proposal and
all required supporting information and documents.
2. Each bidder must submit one original proposal package and twelve (12) complete
copies with attachments included, unless otherwise noted on Respondent's Checklist.
3. All narrative materials are to be single spaced on 8 ``/z" x 11"paper with no less than 1"
margins on each side of the paper. Use minimum of 12-point type in a legible font such as
Times New Roman, Courier, or Arial. Use one side of paper only. Total proposal should not
exceed 37 pages excluding cover sheet, program summary, table of contents, budget, budget
narrative, required attachments and audit.
4. Pages must be stapled together and numbered consecutively with each section identified
by the appropriate Roman numeral. Do not bind your materials.
5. Forms 1-4 (attached to this RFP) are to be fully completed and attached in the order
indicated on the Respondent's Checklist.
6. All information in the proposal package must be presented in the following sequence:
This listing shall comprise the Proposal Table of Contents.
Proposal Outline
Section I. Introduction
I.1 Proposal Cover Statement (Form #1)
The Proposal Cover Statement with original signatures of the bidder's authorized officer of the
Board of Director's and Executive Director attached to the original proposal must precede the
narrative. Copies of the form must also serve as a cover page to the remaining 12 proposal
copies attached.
I.2 Table of Contents
Include a Table of Contents as described in item 6 of the"Application Instructions".
Section II. Program Narrative
II.1 Agency Overview (1-2 pages for each agency/party up to a maximum of 10 pages)
NOTE. Submit an agency overview for each party in a collaborative.
A. State your agency's mission/vision and its overall service and treatment
philosophy.
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RFP #1063
B. Describe briefly:
1. Your agency's primary program components and services,and years in
operation.
2. Target population(s) served, demographic and geographic information of
the population(s) served.
3. Community outreach efforts and networking relationships.
4. Staffing pattern (size, composition, education level).
5. Primary sources of financial support.
6. Location of principle office of the agency and any satellite offices which
be involved in the provision of services in the after school program.
7. Location(s) where services will be provided.
II.2 Program Proposal (maximum of 15 pages)
1. For the overall program describe the target population to be served.
2. Describe the services for each of the following components:
• Academics
• Recreation
• Cultural Enrichment
• Mentoring and Leadership
• Health and Nutrition
For each of these services areas, please address the following:
1. Program Design, methodology and objectives.
• What services will be provided and who will provide them
• Where will the services be provided and how will the population to be
served access the location (transportation, hours of service)
• How will the service hours be defined. Specify the length of time and the
total number of each type of service that will be provided during the
contract period. Example: Contractor will provide 20 sessions of
mentoring classes the first contract year. Each mentoring session will be 2
hours in duration and will have a minimum of 6 students to 3 mentors.
2. Staffing: Describe the qualifications of staff needed for each program
component, and the plan for staff recruitment. Note: all staff must meet
appropriate licensing and background/fingerprinting requirement.
3. Program Outcomes and Evaluation:
Describe your method for tracking required program outcomes and
indicators:
Outcome 1. Increased access to afterschool programs.
Indicators:
• Number of children served per day.
• Number of afterschool program slots.
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RFP #1063
Outcome 2. Increased Quality of afterschool programs.
Indicators:
• Rate of student parent and community satisfaction.
• Staff/student ratio in programs.
• Percentage of children enrolled and the percentage of children remaining in the
programs.
Outcome 3. Academic progress
Indicators:
• School attendance
• Test scores
• Number of suspensions
In addition, describe in specific detail how you will determine the success of services
within each program component:
List the specific outcomes and indicators that measure the impact or results of each
program component. (Good program outcomes address overall program goals and should
provide a quantifiable answer to such questions as: "Upon delivery of proposed services,
what will change and how will the change be measured?")
I. Collaboration and Coordination
Collaboration: To maximize the service delivery of a variety of services,
collaboration is strongly suggested for this RFP. Describe the primary activities and
responsibilities of each collaborator and how service duplication will be avoided.
Coordination: Indicate how this program will interface with other public and private
agencies (schools and recreational programs) serving the same population or
providing related services and how residents and the local community will be
involved with the program design and/or service delivery.
It is important to demonstrate how the applicant will:
a) Build and involve the community
b) Use existing community resources
C) Complement and strengthen existing resources
2. Program staff(experience and responsibilities)
3. Accessibility. Indicate how services are accessible to the target
population(s) and their families (location, safety, scheduling,
transportation).
II.3 Collaboration (maximum of 5 pages)
Provide a detailed description of the areas of responsibility for each collaborator, how
information will be communicated between/among collaborators and with the lead
agency, how resources will be shared, how funds will be leveraged and blended, and how
service duplication will be avoided.
II.4 Timeline/Workplan (maximum of 4 pages)
Provide a detailed timeline/workplan for the implementation of the overall program and
each service area/component.
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RFP #1063
II.5 Cultural Sensitivity (1 page
Indicate how proposed program will address issues of cultural diversity. Describe
strategies and processes used to assure that services are culturally sensitive and relevant
to the population and geographic area to be served.
II.6 Bidder's Experience(1 page)
Describe your agency's current or past experience in providing services, including length
of time the agency has been providing services. Indicate staff experience with
methodologies to be used. Note any other relevant aspects of the agency's history that
demonstrate capacity to provide proposed services
II.7 Fiscal Management Information Narrative (I Page). Attachments to original only
for this section.
1. Provide a brief description of the lead agency's accounting system and internal
controls. Include the following as appropriate:
1. Overall system (accrual, double entry, automated or manual)
2. Timekeeping system
3. Inventory system
4. Payroll system
5. Cost allocation plan and methodology
6. Ledger distribution for receivables, payables, expenses, and
disbursements, petty cash.
2. Explain how the agency's fiscal system is administered and by whom. Include
responsibilities of the Board of Directors, Executive Director and fiscal staff in fiscal
management. Describe experience and qualifications of fiscal staff.
3. Describe fiscal procedures and policies or attach a manual of fiscal procedures and
policies. (If a manual of fiscal procedures and policies is attached, not included in
page count restriction)
4. Provide the last agency audit. (one original only)
Section III. Program Budget Information
III.1 Program Budget (A sample Program Budget form is attached for your convenience,
see Attachment I.)
Complete a line-item budget for all programs, showing all expenditures and required
matching actual and in-kind income amounts and source.
III.2 Program Budget Narrative (maximum 5 pages)
Each budget cost item must be detailed in the narrative section and should reflect the
basis for the computations. Each item must be completed if applicable and should show
in kind or other match and their source as line item(s). Minimal narrative requirements
are:
Describe the following budget rationale and calculations.
A. Administration/Salaries/Benefits
I.Administration and Support
Include supervisors, directors, clerical support staff, administrative staff with no
service delivery responsibilities. Divide the salaries of staff with both "Service
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RFP #1063
Delivery" and "Administration" responsibilities in proportion to the time allotted
for each activity. List such staff proportionately in both categories. Indicate
titles, rate of pay, %time allotted to program and FTE's. Explain in narrative
form.
Administrative costs may not exceed 15% of total request.
2. Program Staff
Include all staff involved in service delivery. Indicate title, rate of pay, time
allotted to program and FTE's.
3. Payroll Fringe Benefits
Report estimated costs of benefits, vacations, sick leave and training days on the
line-item budget. Narrative shall list staff by title, FTE's, pay rate and amount of
time allotted. Include for each staff title by type (FICA, SUI, FUTA, worker's
Compensation, leave and health and other insurance coverage), applicable rates or
basis.
B. Operations
1. Occupancy
Describe all applicable factors (rent/lease) and the basis for allocating cost to this
program.
2. Utilities
Describe all applicable factors and basis for allocating cost to this program.
3. Telephones, Postage, Insurance, Equipment
List by type,justification of cost and basis for allocating cost to program.
4. Printing/Photocopying
List cost by type and describe justification for cost and basis for allocating cost to
this program.
5. Materials
List by type and describe justification of cost.
6. Travel
Describe type,justification, and basis for cost (IE. service delivery,
administration mileage and transportation cost for program participants.
7. Miscellaneous
Indicate kinds of anticipated miscellaneous costs. Each item over$100 should be
explained individually.
A financial audit for the project by an outside accountant may be required at
the end of the contract term and is an allowable cost. Total agency audit
costs should be prorated among all agency programs.
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RFP #1063
PROPOSAL REVIEW AND SELECTION
All proposals submitted in compliance with the RFP requirements will be eligible for review and
scoring by the designated rating committee. Proposals will be evaluated in two distinct areas:
1. Service proposal and bidder's/collaborative's implementation capability.
2. Fiscal proposal and bidder's/lead agency's fiscal management capability.
Proposal Selection Methodology:
1. EHSD Contracts and Grants Unit staff will screen each proposal's adherence to RFP
specifications, including:
• Proposal Cover Statement
• Proposal Narrative
• Collaboration
• Timeline
• Agency Information (including required attachments)
• Budget Forms
• Other fiscal information (including required attachments)
Minor irregularities in submission may be waived. All proposals deemed responsive
will be referred to the Rating Committee and to fiscal staff.
2. The Rating Committee will review all proposals and evaluate and score all service and
budget elements using the following evaluation process:
• The Rating Committee may draw its members from the Employment and Human
Services Department and local and Bay Area experts in the fields of education,
arts and culture, parks and recreation, and business, including representatives
from foundations, libraries, and community based organizations and services.
Members of the Rating Committee will be required to sign a statement attesting to
the absence of a conflict of interest in any of the proposals.
• Members of the Rating Committee will score proposals using the attached scoring
criteria.
• On the basis of combined average scoring, EHSD will make recommendations to
the Board of Supervisors for contract awards.
3. The following criteria will be used in evaluating all proposals. Points will be awarded
only on the basis of information provided in the proposal.
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RFP #1063
CRITERIA POINTS
Agency Overview ........................................................................ 5
Points shall be awarded on the basis of the agency(ies)/party(ies) organizational
capacity/experience relevant to the provision of afterschool programs and/or the
specific service area.
Program Proposal ....................................................................... 35
Points shall be awarded on the basis of the relevance and clarity of the responses
to the proposal service area requirements, including the comprehensiveness of the
specific program design, program evaluation and outcomes, the extent to which
services are coordinated and collaborative, qualifications of program staff, and the
program's accessibility.
Collaboration.............................................................................15
Points shall be awarded on the basis of the demonstration of a system of
collaboration between agencies that will build upon the strengths of each
collaborator to enhance overall services while avoiding duplicative services, and
how services will be coordinated with the school district, school site(s), and the
surrounding communities.
Timeline/Workplan .....................................................................5
Points shall be awarded on the basis of the clarity and comprehensiveness of
bidder's plan to implement services.
Cultural Sensitivity ......................................................................5
Points shall be awarded on the basis of the bidder's and/or each collaborative
partner's plan to ensure that services are culturally sensitive and relevant to the
population to be served.
Bidder's Experience .................................................................... 5
Points shall be awarded on the basis of the bidder's and/or each collaborative
partner's experience in providing school and youth serving services in the specific
service area(s).
The following criteria will be evaluated by fiscal management staff:
Fiscal Management Information .......................................................10
Points shall be awarded on the basis of the lead agency's demonstration of
appropriate/adequate accounting systems, internal controls, fiscal policies and
procedures, ability to administer financial system, and fiscal experience and
solvency.
ProgramBudget ..........................................................................10
Points shall be awarded on the basis of the appropriateness, adequacy, and
accuracy of the budget and required match.
Program Budget Narrative ............................................................. 10
Points shall be awarded on the basis of the clarity and accuracy of the budget
rationale and calculations.
TotalPoints.....................................................................100
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RFP #1063
COUNTY CONTRACT REQUIREMENTS
Upon acceptance of a proposal and award of a contract by the Board of Supervisors, the
successful bidder will enter into a standard County contract that specifies:
A. Parties to the Contract
B. Effective Dates
C. Legal Authority
D. Signatories to the Contract
E. Service Specification and Provisions for Reporting, Monitoring and
Evaluation
F. Fiscal Provisions
1. Method of payment to contractor. Either a fee-for-services contract or a
reimbursement contract may be negotiated with bidder at County's option.
2. Program budget separated by personnel and operating costs, indirect costs
and revenue (if any) to allow determination of reasonableness and allocability
of line items.
3. Provisions for audit.
G. General Conditions. Contractor must comply with standard County Contract
General Conditions, which will be available at the bidder's conference.
H. Special Conditions, as required. Contractors may have to satisfy additional
insurance requirements by the contract commencement date. No contractor
will be paid for services until insurance requirements are met.
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RFP #1063
FORM 91 PROPOSAL COVER STATEMENT
Applicant Organization (The
applicant will be the lead agency and the fiscal agent for collaborative proposals)
Business Address
Phone Year Organization Founded
Contract Person and Title
Agency Status: 1. Public () or Private ()
(please check appropriate status)
2. Non-Profit() or For Profit () 501C3 ()
Federal Employee#
List of Collaborative Partners:
Title of the Proposal
Agency's Prior Year Net Operating Budget $
Total Program Budget $
Proposal Funds Requested for Program $
Proposed School District Area(s) to be served:
West Contra Costa ( ) Antioch () Pittsburg() Mount Diablo ()
We submit the attached proposal and attachments in response to Contra Costa County Request
for Proposal #1063 and declare that:
If the board of Supervisors of Contra Costa County accepts this proposal we will enter into a
standard contract with Contra Costa County to provide all work specified herein as proposed or
in accordance with modifications required by the County. Funds obtained through this contract
will not be used for other programs operated by the bidder/contractor unless stipulated with the
proposal and accepted by the County.
,Authorized representatives: (two signatures required)
Name: Date:
Signature:
Title:
Name: Date:
Signature:
Title:
Note: This form must accompany the proposal package when submitted. Only one copy with
original signatures is required.
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RFP #1063
FORM#2 CURRENT BOARD OF DIRECTORS (if applicable)
1. Number of Board Members required by agency bylaws:
2. Number of members on current Board:
3. When and how often does the Board Meet:
4. List current Board members below (or attach Board List in this format).
Member Name City of Residence Occupation/Affiliation Board Position
5. Describe key roles and responsibilities of the board.
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RFP #1063
FORM #3 BIDDER'S STATEMENT OF QUALIFICATIONS
1. List any licenses or certification held by the agency, with expiration dates.
2. Who administers your agency's fiscal system?
Name
Phone
Title
Work Schedule
What CPA .firm prepares the agency's annual audit?
Name
Address
Phone
3. Number of years bidder operated under the present business name
List related prior business names, if any, and time frame for each.
4. Number of years bidder has provided the services described in this proposal or
related services
S. Has bidder failed or refused to complete any contract? Yes ( ) or No ( )
If yes, briefly explain.
6. Is there any past,present or pending litigation in connection with contracts for
services involving the bidder or any principal officer of the agency? Yes ( ) No ( )
If yes, briefly explain.
7. Does bidder have a controlling interest in any other firm(s) Yes ( ) or No ( )
If yes, please list below.
8. Does bidder have commitments or potential commitments that may impact
assets, lines of credit or otherwise affect agency's ability to fulfill this RFP?
Yes () or No ( )
If yes, please list below.
19
RFP #1063
9. Supply names, addresses and phone numbers of two (2)references, one each in
the areas of financial/administrative management and social service delivery to
substantiate experience and qualifications.
Bidder attests, under penalty of perjury,that all information provided herein is complete and
accurate. Bidder agrees to provide to County other information the County may request as
necessary for an accurate determination of bidder's qualification to perform proposed services.
Name and Title (Executive Director or Board President) Date
20
RFP #1063
FORM #4 CONTRACTS AND GRANTS
1. List current contracts and subcontracts including government contracts and/or grants:
Contract Name & Phone # Services Provided Contract
Of Contractor/Grantor. Under Contract Dates
2. List key contracts/grants completed in the last 5 years, including government contracts/grants.
3. Bidder agrees to allow County to contact contractors for information relative to bidder's
performance. Please Sign Below.
Name and Title Date
Note: When more than one agency will collaborate in providing service(s), each agency
involved must complete this form.
21
ATTACHMENT 1 Sample Program Budget
Request for Proposal #1063
AGENCY NAME
PREPARED BY TITLE DATE
SECTION 1 - BUDGET
PROPOSAL AMOUNT MATCH AMOUNT& TOTAL PROGRAM
ITEM MONTHLY SALARY/
WAGE (FTE) SOURCE OF MATCH BUDGET
A. STAFF (Position)
Fringe Benefits
Total Staff Cost
B. OPERATING COST
Travel
Office Space
Telephones
Utilities
Printing/Supplies
Equipment
Total Operating Cost
C. INDIRECT COSTS
Total Program Costs
Total Amount Request Under
RFP#1063 $ $ $
RFP #1068
Contra
40� Costa
County REQUEST FOR PROPOSALS (RFP) #1068
Afterschool Health Services
The Contra Costa County Employment and Human Services Department (EHSD) is pleased to
announce availability of funds for afterschool healthcare program in 2002-2003.
This RFP is a process by which the County solicits proposals to build a list of qualified bidders
that may be selected to enter into a contract with the County. Please read this entire packet
carefully.
Interested parties are invited to attend a
MANDATORY
Bidder's Conference
1:00
Wednesday,December 19,2001
Martinez Adult Sche '
Auditorium
600 F S*'
Mar+=
Attendance at this mandato ► �.cinent
for submitting a proposal. Th. the
opportunity to ask questions ab, 1 \ .,,ive technical
assis,
Final proposals will be due at 40 D, as Drive in Martinez by
5:00 p.m. on January 18, 2002
Please call Employment and Human Services at
(925) 313-1638 with any questions about this RFP.
Thank you in advance for your effort in preparing your response.
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RFP #1068
TABLE OF CONTENTS
Section Page Number(s)
Announcement of RFP#1068 1
Table of Contents 2
Legal Notice RFP #1068 3
RFP Timeline 4
Introduction to the Contra Costa County"Afterschool4A11" Initiative 5
Instructions for Afterschool Health Services for RFP #1068 5-8
Application Instructions and Proposal Outline 9-13
Proposal Review and Selection 14-15
County Contract Requirements 16
Form #1 Proposal Cover Statement 17
Form #2 Current Board of Directors 18
Form #3 Bidder's Statement of Qualifications 19-20
Form #4 Contracts and Grants 21
Attachment 1 Sample Budget 22
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RFP #1068
LEGAL NOTICE
Comprehensive Afterschool Program Services in Four School District Areas:
West Contra Costa,Mt. Diablo,Antioch and Pittsburg
RFP #1068
The Contra Costa County Employment and Human Services Department on behalf of the
County as directed by the Board of Supervisors announces the issuance of Request for
Proposal (RFP) #1068. Approximately$150,000 is available over a two-fiscal year
period for afterschool health services in four school district areas: West Contra
Costa, Mount Diablo, Antioch& Pittsburg. Selected bidders will be expected to enter
into a standard purchase of service contract with Contra Costa County for the period
beginning February/March 1, 2002 through June 30, 2003.
Copies of RFP #1068 are available from the Contracts Unit,40 Douglas Dr.,Martinez,
CA 94553 or e-mail: contractbid@ehsd.co.contra-costa.ca.us. A mandatory Bidder's
Conference is scheduled for December 19, 2001, 1:00 PM at Martinez Adult School,
600 F Street, Martinez, CA. Respondents must attend the Bidder's Conference in order to submit
a proposal for consideration. Completed proposals will be due January 18, 2002.
For further information call Charles Couch, Contracts Administrator at (925) 313-1638.
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TIMELINE
Due Date Activi
December 3, 2001 RFP reviewed and approved by Internal Operations
Committee
December 4, 2001 RFP approved by Board of Supervisors
December 6, 2001 Issue RFP
December 19, 2001 Bidders' Conference
January 18, 2002 Proposals due
February 8, 2002 Ratings completed/Appeal Process begins
February 26, 2002 Board of Supervisors approval
February/March 2002 Contracts presented
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INTRODUCTION TO THE CONTRA COSTA COUNTY
"AFTERSCHOOL4ALL" INITIATIVE
Contra Costa County is committed to enhancing the quality of education, literacy and
childhood development by partnering to build comprehensive afterschool programs in a safe
and healthy environment, collaborating with community-based organizations, school districts,
and county and city agencies.
The Contra Costa County Board of Supervisors has allocated funds for two areas of afterschool
system development: Afterschool Program Services and Afterschool Health Education
Services. Two Requests for Proposals (RFP) are being issued. The purpose of these RFPs is
to offer community-based organizations the opportunity to act as lead agencies and/or full
partners in pilot programs that expand both the number of afterschool opportunities for
children and youth (particularly low-income and at-risk youth) and the quality/comprehensive
nature of those opportunities.
This RFP (RFP #1068) is for Afterschool health services. Additional funds are offered in
a separate RFP (RFP #1063) for basic Afterschool program services. You may apply
separately for these additional funds.
INSTRUCTIONS FOR AFTERSCHOOL HEALTH SERVICES RFP #1068
Contra Costa County is issuing a Request for Proposals from qualified organizations to develop
and deliver health education and services. The purpose of this RFP is to support the expansion of
comprehensive health education and related services in conjunction with existing afterschool
programs or as part of the County's "Afterschool4All" initiative.
Age-appropriate health and related life skills development services are one of the most important
components of a comprehensive and high-quality Afterschool system. Healthy children who eat
properly and exercise regularly, whose immunizations are up-to-date, whose oral health is sound
and who sleep well, are more likely to attend and succeed in school. Youth who are educated
about health and life skills issues may be more likely to avoid negative lifestyle choices such as
substance abuse, tobacco use or violence as a way to resolve conflicts.
On a pilot basis, health education and life skills development services will be offered in the
following school district areas: West Contra Costa, Mount Diablo, Pittsburg and Antioch.
Applicants may submit proposals to deliver services in one to four school district areas and
request funding accordingly. Applicants proposing to offer services at school sites must partner
with the local school district(s). Collaborative proposals with schools, cities, and
parent/community involvement are strongly encouraged. Applicants representing a collaborative
of one or more agencies must be represented by a lead agency. The County reserves the right to
negotiate the terms of the contract.
Proposals may be for:
• Expansion of current afterschool programs and services to include health
education and related services;
5
RFP #1068
• Integration of a comprehensive health and nutrition education/services curriculum
as part of a proposal for a comprehensive afterschool program the County's
"Afterschool4A11" Initiative; and/or
• New health-and-nutrition-related afterschool services to at-risk populations and/or
in low-income school site areas (services that integrate or align with the overall
goal of expanding the quality and comprehensive nature of the County's
Afterschool system)
I. Available Funding and Funding Source
A. Total available funding for the contract period of February 1, 2002' through June
30, 2003 is approximately $150,000. It is anticipated that each school district area
will receive approximately equal funding (about $37,500 per school district area
for the life of the pilot project). Funds are derived from Federal Temporary
Assistance for Needy Families/TANF ($100,000) and the County General Fund
($50,000). Funds may be used to establish new programs, expand existing
programs or extend existing programs. Funds may not be used to supplant
funding for existing programs.
B. TANF Funds must be used in accordance with the 4 goals of TANF funding
requirements. (see 11. TANF Funding Goals)
II. TANF Funding Goals
TANF funds for pilot program services in the four school district areas require all funded
services to support at least one of the four Federal TANF Guidelines:
1. To provide assistance to needy families so that children may be cared for
in their own homes or in the home of a relative;
2. End dependence of needy parents on government benefits by promoting
job preparation, work, and marriage;
3. Prevent and reduce the incidence of out-of-wedlock pregnancies and
establish annual numerical goals for preventing and reducing the incidence
of these pregnancies;
4. Encourage the formation and maintenance of two-parent families.
Note: The first two guidelines addressing needy families require that the proportion of TANF
funds spent on the program be consistent with the proportion of students served in the
afterschool program that have an adjusted family income of less than the 200% of federal
poverty level.
Proposals supporting the remaining two guidelines, "out-of-wedlock pregnancy prevention"
and/or "maintenance of two parent families", must demonstrate how the population to be
served will be impacted by service(s) in relationship to these two TANF guidelines. Proposals
addressing these two guidelines should be targeted to low-income children and youth.
' Services may begin on a mutually-agreed-upon date during Spring 2002, but no later than the start of the academic
year in September,2002.
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III. Required Match.
There is no match required for these funds. NOTE: However, the proposal must demonstrate
the ways in which the addition of these health and nutrition services integrates or aligns with
current efforts to build a comprehensive afterschool service system in the County.
IV. Service Delivery Components
Health education and related services need to be age-appropriate and must be overseen and/or
offered by qualified organizations. Parental consent must be obtained as appropriate. Service
components may include, but are not limited to:
• Tobacco use prevention
• Safety and first aid
• Nutrition and weight management
• Stress/conflict management
• Health education
• Immunization tracking/referrals
• Health coverage/outreach
• Oral health
• Substance abuse prevention
• Pregnancy/STI prevention
• Community resources
• Youth/life skills development
• Peer and community outreach
Proposals emphasizing collaborative efforts with local school area districts, parent and
community involvement in establishing program service curriculum will be weighted
heavily in the proposal evaluation.
Proposals must include specific information about the program design and costs, such as the
number of hours per day and days per week the program will operate, the physical space in
which the program will be located, the number of children/youth served each day and the cost
per child/youth, how children and youth enrolled will be identified and registered, roles and
qualifications of staff, qualifications of the project manager, etc.
V. Outcomes and Indicators
Proposals must include a plan for data collection on the outcomes and indicators listed below for
the children/youth enrolled in and attending the program:
Outcome 1. Increased access to health and/or nutrition services
Indicators:
• Number of referrals to other health and nutrition services or programs
• Number of students enrolled in health coverage
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• Number of students enrolled in free/reduced school meal programs
Outcome 2. Increased knowledge of health issues
Indicators:
• Pre-post tests/surveys
Outcome 3. Improved ability to make healthy lifestyle choices
Indicators:
• Number of school absences(including suspensions)
• Parent and teacher satisfaction with child/youth progress
• Child/youth self-reports/surveys
Proposals may include additional indicators for these outcomes.
In addition all proposals must include a list of outcomes and indicators for each of the Service
Delivery Components selected as part of the curriculum outlined in the proposal (see Section
IV).
VI. Tracking and Reporting
The County intends to ensure accountability regarding the appropriate use of funds. Applicants
must develop a reporting and tracking system to:
1. Identify and meet eligibility requirements of the funding source(s);
2. Track the population enrolled and maintained in the afterschool program(s);
3. Track the delivery of services as set forth in the proposal; and
4. Provide regular reports.
VII. Provider Qualifications
Applicants shall be qualified to offer health and nutrition and youth development skills by
providing documentation of:
1. Demonstrated experience of delivering age-appropriate health/nutrition education
and life skills development services in after school or similar programs;
2. History of effective collaboration with schools and the surrounding communities;
3. Articulation of sound implementation strategies which actively involve parents
and communities in the planning process and includes a variety .of appropriate
activities that will enhance and extend the school day curriculum;
4. Capability of effectively administering programs that are programmatically and
fiscally accountable;
5. A demonstrated record as a fiscally viable organization (enclose the most recent
agcncy audit for the lead agency);
6. Ensure and demonstrate compliance with licensing and background/fingerprinting
requirements as appropriate.
8
RFP #1068
APPLICATION INSTRUCTIONS AND PROPOSAL OUTLINE
Application Instructions.
1. Responses must be in the form of a proposal package containing complete proposal and
all required supporting information and documents.
2. Each bidder must submit one original proposal package and twelve (12) complete
copies with attachments included, unless otherwise noted on Respondent's Checklist.
3. All narrative materials are to be single spaced on 8 ''/2"x 11" paper with no less than 1"
margins on each side of the paper. Use minimum of 12-point type in a legible font such as
Times New Roman, Courier, or Arial. Use one side of paper only. Total proposal should not
exceed 37 pages excluding cover sheet, program summary, table of contents, budget, budget
narrative, required attachments and audit.
4. Pages must be stapled together and numbered consecutively with each section identified
by the appropriate Roman numeral. Do not bind your materials.
5. Forms 1-4 (attached to this RFP) are to be fully completed and attached in the order
indicated on the Respondent's Checklist.
6. All information in the proposal package must be presented in the following sequence:
This listing shall comprise the Proposal Table of Contents.
Proposal Outline
Section I. Introduction
I.1 Proposal Cover Statement(Form #1)
The Proposal Cover Statement with original signatures of the bidder's authorized officer of the
Board of Director's and Executive Director attached to the original proposal must precede the
narrative. Copies of the form must also serve as a cover page to the remaining 12 proposal
copies attached.
I.2 Table of Contents
Include a Table of Contents as described in item 6 of the "Application Instructions".
Section II. Program Narrative
11.1 Agency Overview (1-2 pages for each agency/party up to a maximum of 10 pages)
NOTE. Submit an agency overview for each party in a collaborative.
A. State your agency's mission/vision and its overall service and treatment
philosophy.
9
RFP #1068
B. Describe briefly:
1. Your agency's primary program components and services, and years in
operation.
2. Target population(s) served, demographic and geographic information of
the population(s) served.
3. Community outreach efforts and networking relationships.
4. Staffing pattern(size, composition, education level).
5. Primary sources of financial support.
6. Location of principle office of the agency and any satellite offices which
be involved in the provision of services in the after school program.
7. Location(s) where services will be provided.
II.2 Program Proposal (maximum of 15 pages)
1. For the overall program describe the target population to be served.
2. Describe the services for each of the following components:
• Tobacco use prevention
• Safety and first aid
• Nutrition and weight management
• Stress/conflict management
• Health education
• Immunization tracking/referrals
• Oral health
• Substance abuse
• Pregnancy/STI prevention
• Community resources
• Youth/life skills development
• Peer and community outreach
For each of these services areas,please address the following:
1. Program Design, methodology and objectives.
• What services will be provided and who will provide them
• Where will the services be provided and how will the population to be
served access the location (transportation, hours of service)
• How will the service hours be defined. Specify the length of time and the
total number of each type of service that will be provided during the
contract period. Example: Contractor will provide 20 sessions of
mentoring classes the first contract year. Each mentoring session will be 2
hours in duration and will have a minimum of 6 students to 3 mentors.
2. Staffing: Describe the qualifications of staff needed for each program
component, and the plan for staff recruitment. Note: all staff must meet
appropriate licensing and background /fingerprinting requirement.
3. Program Outcomes and Evaluation:
Describe your method for tracking required program outcomes and
indicators:
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Outcome 1. Increased access to health and/or nutrition services
Indicators:
• Number of referrals to other health and nutrition services or programs
• Number of students enrolled in health coverage
• Number of students enrolled in free/reduced school meal programs
Outcome 2. Increased knowledge of health issues
Indicators:
• Pre-post tests/surveys
Outcome 3. Improved ability to make healthy lifestyle choices
Indicators:
• Number of school absences (including suspensions)
• Parent and teacher satisfaction with child/youth progress
• Child/youth self-reports/surveys
In addition, describe in specific detail how you will determine the success of services
within each program component:
List the specific outcomes and indicators that measure the impact or results of each
program component. (Good program outcomes address overall program goals and should
provide a quantifiable answer to such questions as: "Upon delivery of proposed services,
what will change and how will the change be measured?")
1. Collaboration and Coordination
Collaboration: To maximize the service delivery of a variety of services,
collaboration is strongly suggested for this RFP. Describe the primary activities and
responsibilities of each collaborator and how service duplication will be avoided.
Coordination: Indicate how this program will interface with other public and private
agencies (schools and recreational programs) serving the same population or
providing related services and how residents and the local community will be
involved with the program design and/or service delivery.
It is important to demonstrate how the applicant will:
a) Build and involve the community
b) Use existing community resources
C) Complement and strengthen existing resources
2. Program staff(experience and responsibilities)
3. Accessibility. Indicate how services are accessible to the target
population(s) and their families (location, safety, scheduling,
transportation).
II.3 Collaboration (maximum of 5 pages)
Provide a detailed description of the areas of responsibility for each collaborator, how
information will be communicated between/among collaborators and with the lead
agency, how resources will be shared, how funds will be leveraged and blended, and how
service duplication will be avoided.
11
RFP #1068
II.4 Timeline/Workplan (maximum of 4 pages)
Provide a detailed timeline/workplan for the implementation of the overall program and
each service area/component.
II.5 Cultural Sensitivity (1 page)
Indicate how proposed program will address issues of cultural diversity. Describe
strategies and processes used to assure that services are culturally sensitive and relevant
to the population and geographic area to be served.
II.6 Bidder's Experience (1 page)
Describe your agency's current or past experience in providing services, including length
of time the agency has been providing services. Indicate staff experience with
methodologies to be used. Note any other relevant aspects of the agency's history that
demonstrate capacity to provide proposed services
II.7 Fiscal Management Information Narrative (1 Page). Attachments to original only
for this section.
Provide a brief description of the lead agency's accounting system and internal controls. Include
the following as appropriate:
1. Overall system (accrual, double entry, automated or manual)
2. Timekeeping system
3. Inventory system
4. Payroll system
5. Cost allocation plan and methodology
6. Ledger distribution for receivables, payables, expenses, and
disbursements, petty cash.
1. Explain how the agency's fiscal system is administered and by whom. Include
responsibilities of the Board of Directors, Executive Director and fiscal staff in fiscal
management. Describe experience and qualifications of fiscal staff.
2. Describe fiscal procedures and policies or attach a manual of fiscal procedures and
policies. (If a manual of fiscal procedures and policies is attached, not included in
page count restriction)
3. Provide the last agency audit. (one original only)
Section III. Program Budget Information
III.1 Program Budget (A sample Program Budget form is attached for your convenience,
see Attachment I.)
Complete a line-item budget for all programs, showing all expenditures and required
matching actual and in-kind income amounts and source.
III.2 Program Budget Narrative (maximum 5 pages)
Each budget cost item must be detailed in the narrative section and should reflect the
basis for the computations. Each item must be completed if applicable and should show
in kind or other match and their source as line item(s). Minimal narrative requirements
are:
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Describe the following budget rationale and calculations.
A. Administration/Salaries/Benefits
1.Administration and Support
Include supervisors, directors, clerical support staff, administrative staff with no
service delivery responsibilities. Divide the salaries of staff with both"Service
Delivery" and "Administration" responsibilities in proportion to the time allotted
for each activity. List such staff proportionately in both categories. Indicate
titles, rate of pay, %time allotted to program and FTE's. Explain in narrative
form.
Administrative costs may not exceed 15% of total request.
2. Program Staff
Include all staff involved in service delivery. Indicate title, rate of pay, time
allotted to program and FTE's.
3. Payroll Fringe Benefits
Report estimated costs of benefits, vacations, sick leave and training days on the
line-item budget. Narrative shall list staff by title, FTE's, pay rate and amount of
time allotted. Include for each staff title by type (FICA, SUI, FUTA, worker's
Compensation, leave and health and other insurance coverage), applicable rates or
basis.
B. Operations
1. Occupancy
Describe all applicable factors (rent/lease) and the basis for allocating cost to this
program.
2. Utilities
Describe all applicable factors and basis for allocating cost to this program.
3. Telephones, Postage, Insurance, Equipment
List by type,justification of cost and basis for allocating cost to program.
4. Printing/Photocopying
List cost by type and describe justification for cost and basis for allocating cost to
this program.
5. Materials
List by type and describe justification of cost.
6. Travel
Describe type,justification, and basis for cost (IE. service delivery,
administration mileage and transportation cost for program participants.
7. Miscellaneous
Indicate kinds of anticipated miscellaneous costs. Each item over $100 should be
explained individually.
A financial audit for the project by an outside accountant may be required at
the end of the contract term and is an allowable cost. Total agency audit
costs should be prorated among all agency programs.
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PROPOSAL REVIEW AND SELECTION
All proposals submitted in compliance with the RFP requirements will be eligible for review and
scoring by the designated rating committee. Proposals will be evaluated in two distinct areas:
1. Service proposal and bidder's/collaborative's implementation capability.
2. Fiscal proposal and bidder's/lead agency's fiscal management capability.
Proposal Selection Methodology:
1. EHSD Contracts and Grants Unit staff will screen each proposal's adherence to RFP
specifications, including:
• Proposal Cover Statement
• Proposal Narrative
• Collaboration
• Timeline
• Agency Information (including required attachments)
• Budget Forms
• Other fiscal information (including required attachments)
Minor irregularities in submission may be waived. All proposals deemed responsive
will be referred to the Rating Committee and to fiscal staff.
2. The Rating Committee will review all proposals and evaluate and score all service and
budget elements using the following evaluation process:
• The Rating Committee may draw its members from the Employment and Human
Services Department and local and Bay Area experts in the fields of education,
afterschool services, health and nutrition education/services, and business,
including representatives from foundations, libraries, and community based
organizations and services. Members of the Rating Committee will be required to
sign a statement attesting to the absence of a conflict of interest in any of the
proposals.
• Members of the Rating Committee will score proposals using the attached scoring
criteria.
• On the basis of combined average scoring, EHSD will make a recommendation to
the Board of Supervisors for contract awards.
3. The following criteria will be used in evaluating all proposals. Points will be awarded
only on the basis of information provided in the proposal.
14
RFP #1068
CRITERIA POINTS
Agency Overview ........................................................................ 5
Points shall be awarded on the basis of the agency(ies)/party(ies) organizational
capacity/experience relevant to the provision of afterschool programs and/or the
specific service area.
Program Proposal ....................................................................... 35
Points shall be awarded on the basis of the relevance and clarity of the responses
to the proposal service area requirements, including the comprehensiveness of the
specific program design, program evaluation and outcomes, the extent to which
services are coordinated and collaborative, qualifications of program staff, and the
program's accessibility.
Collaboration.............................................................................15
Points shall be awarded on the basis of the demonstration of a system of
collaboration between agencies that will build upon the strengths of each
collaborator to enhance overall services while avoiding duplicative services and
on how the services will be coordinated with the school district, school site(s),
and the surrounding communities.
Timeline/Workplan .....................................................................5
Points shall be awarded on the basis of the clarity and comprehensiveness of
bidder's plan to implement services.
Cultural Sensitivity ......................................................................5
Points shall be awarded on the basis of the bidder's and/or each collaborative
partner's plan to ensure that services are culturally sensitive and relevant to the
population to be served.
Bidder's Experience .................................................................... 5
Points shall be awarded on the basis of the bidder's and/or each collaborative
partner's experience in providing school and youth serving services in the specific
service area(s).
The following criteria will be evaluated by fiscal management staff:
Fiscal Management Information .......................................................10
Points shall be awarded on the basis of the lead agency's demonstration of
appropriate/adequate accounting systems, internal controls, fiscal policies and
procedures, ability to administer financial system, and fiscal experience and
solvency.
ProgramBudget ..........................................................................10
Points shall be awarded on the basis of the appropriateness, adequacy, and
accuracy of the budget and required match.
Program Budget Narrative ............................................................. 10
Points shall be awarded on the basis of the clarity and accuracy of the budget
rationale and calculations.
TotalPoints.....................................................................100
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RFP #1068
COUNTY CONTRACT REQUIREMENTS
Upon acceptance of a proposal and award of a contract by the Board of Supervisors, the
successful bidder will enter into a standard County contract that specifies:
A. Parties to the Contract
B. Effective Dates
C. Legal Authority
D. Signatories to the Contract
E. Service Specification and Provisions for Reporting, Monitoring and
Evaluation
F. Fiscal Provisions
1. Method of payment to contractor. Either a fee-for-services contract or a
reimbursement contract may be negotiated with bidder at County's option.
2. Program budget separated by personnel and operating costs, indirect costs
and revenue (if any) to allow determination of reasonableness and allocability
of line items.
3. Provisions for audit.
G. General Conditions. Contractor must comply with standard County Contract
General Conditions,which will be available at the bidder's conference.
H. Special Conditions, as required. Contractors may have to satisfy additional
insurance requirements by the contract commencement date. No contractor
will be paid for services until insurance requirements are met.
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RFP #1068
FORM 41 PROPOSAL COVER STATEMENT
Applicant Organization (The
applicant will be the lead agency and the fiscal agent for collaborative proposals)
Business Address
Phone Year Organization Founded
Contract Person and Title
Agency Status: 1. Public () or Private ( )
(please check appropriate status)
2. Non-Profit() or For Profit () 501C3 ()
Federal Employee#
List of Collaborative Partners:
Title of the Proposal
Agency's Prior Year Net Operating Budget $
Total Program Budget $
Proposal Funds Requested for Program $
Proposed School District Area(s) to be served:
West Contra Costa () Antioch () Pittsburg() Mount Diablo ()
We submit the attached proposal and attachments in response to Contra Costa County Request
for Proposal #1063 and declare that:
If the board of Supervisors of Contra Costa County accepts this proposal we will enter into a
standard contract with Contra Costa County to provide all work specified herein as proposed or
in accordance with modifications required by the County. Funds obtained through this contract
will not be used for other programs operated by the bidder/contractor unless stipulated with the
proposal and accepted by the County.
Authorized representatives: (two signatures required)
Name: Date:
Signature:
Title:
Name: Date:
Signature:
Title:
Note: This form must accompany the proposal package when submitted. Only one copy with
original signatures is required.
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RFP #1068
FORM #2 CURRENT BOARD OF DIRECTORS (if applicable)
1. Number of Board Members required by agency bylaws:
2. Number of members on current Board:
3. When and how often does the Board Meet:
4. List current Board members below (or attach Board List in this format).
Member Name City of Residence Occupation/Affiliation Board Position
5. Describe key roles and responsibilities of the board.
18
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RFP #1068
FORM 43 BIDDER'S STATEMENT OF QUALIFICATIONS
1. List any licenses or certification held by the agency, with expiration dates.
2. Who administers your agency's fiscal system?
Name
Phone
Title
Work Schedule
What CPA firm prepares the agency's annual audit?
Name
Address
Phone
3. Number of years bidder operated under the present business name
List related prior business names, if any, and time frame for each.
4. Number of years bidder has provided the services described in this proposal or
related services
5. Has bidder failed or refused to complete any contract'? Yes ( ) or No ()
If yes, briefly explain.
6. Is there any past, present or pending litigation in connection with contracts for
services involving the bidder or any principal officer of the agency? Yes ( ) No ()
If yes, briefly explain.
7. Does bidder have a controlling interest in any other firm(s) Yes ( ) or No ( )
If yes, please list below.
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RFP #1068
8. Does bidder have commitments or potential commitments that may impact
assets, lines of credit or otherwise affect agency's ability to fulfill this RFP?
Yes ( ) or No ( )
If yes,please list below.
9. Supply names, addresses and phone numbers of two (2) references, one each in
the areas of financial/administrative management and social service delivery to
substantiate experience and qualifications.
Bidder attests, under penalty of perjury, that all information provided herein is complete and
accurate. Bidder agrees to provide to County other information the County may request as
necessary for an accurate determination of bidder's qualification to perforin proposed services.
Name and Title (Executive Director or Board President) Date
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RFP #1068
FORM #4 CONTRACTS AND GRANTS
1. List current contracts and subcontracts including government contracts and/or grants:
Contract Name & Phone # Services Provided Contract
Of Contractor/Grantor Under Contract Dates
2. List key contracts/grants completed in the last 5 years, including government contracts/grants.
3. Bidder agrees to allow County to contact contractors for information relative to bidder's
performance. Please Sign Below.
Name and Title Date
Note: When more than one agency will collaborate in providing service(s), each agency
involved must complete this form.
21
ATTACHMENT 1 Sample Program Budget
AGENCY NAME
PREPARED BY TITLE DATE
SECTION 1 - BUDGET
PROPOSAL AMOUNT MATCH AMOUNT& TOTAL PROGRAM
EXPENSE ITEM (IE. MONTHLY SOURCE OF MATCH BUDGET
SALARY/WAGE)
A. STAFF(Position)
Fringe Benefits
Total Staff Cost
B. OPERATING COST
Travel
Office Space
Telephones
Utilities
Printing/Supplies
Equipment
Total Operating Cost
C. INDIRECT COSTS
Total Indirect Costs
TOTAL PROGRAM COSTS
TOTAL AMOUNT REQUESTED
UNDER RFP#1068 $ $�. $
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