HomeMy WebLinkAboutMINUTES - 05181999 - C113 FHS #1
TO: BOARD OF SUPERVISORS � -_ ;� CONTRA
Collk�� COSTA
FROM: Familyand Human Services Committee ,t
;
COUNTY
DATE: May 18a '1999
SUBJECT: Child Care Affordability Fund
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
REC!DMMENDATION(S .
ACCEPT the report of the Family and Human Services Committee on disbursement of Child Care
Affordability Funds for FY 99-00.
BACKGROUISID/REASONS FOR RECOMMENDATIONS:
Can May 10, 1999, the Family and Human Services Committee reviewed the attached report from
John Cullen, Social Service Director, and Mary Kay Miller, Family and Children's Trust Committee
(FACT) staff, on the Child Care Affordability Fund. Ms. Miller reported that FACT is recommending
projects that meet the two priorities approved by the Family and Human Services Committee and the
Board of Supervisors: child care for low income at-risk families not eligible under CalWORKs and
planning for the development of subsidized center-based child care in family oriented multi-service
settings. FACT is recommending approval of two contracts in each priority area: $163,135 to the
Contra Costa Child Care Council and $46,865 to the Pittsburg Preschool Coordinating Council for
child care subsidies. Two planning grants of$40,090 each would be given to support collaborative
proposals for planning in the North Richmond, Bay Point and Monument Corridor areas.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR—RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
{ 14
SIGNATURE(S): MARIA CIESAULNIER GAYLE B. UILKEMA
ACTION OF BOARD ON ray s APPROVED AS RECOMMENDS OTHER
VOTE OF SUPERVISORS
X UNANIMOUS(ABSENT – I HEREBY CERTIFY THAT THIS IS A
– -- ) TRUE AND CORRECT COPY OF AN
AYES: NOES: — ACTION TAKEN AND ENTERED
ABSENT:® ABSTAIN: ON MINUTES OF THE BOARD OF
SUPERVISORS ON THE DATE SHOWN.
Contact:Sara Hoffman,335-7090
ATTESTED May 18 999
PHIL BATCHELOR,CLERK OF
THE ARD OF SUPERVISORS
cc: GAO 9
AN O TY ADMF,'
TOR
john Cullen,Social Service
Mary Kay Miller,Social Service BY4114144110xii-Vt,l ,DEPUTY
FACT(via Social Service)
FHS #1
BAMRQUND/REASONS FOR RECOMMENDATIONS (cdnt'd)e
Supervisor Gayle Uilkema expressed her support for the recommendations, but questioned how the
County could expand its inventory of child care facilities. Ms. Miller responded that facilities'
development was obviously important, but they also need a greater array of child care alternatives. Both
Kathy Lafferty and Kate Ertz-Berger concurred with the complexity of the issue around child care
capacity. Ms. Lafferty reported that her agency is involved in a $1.4 million construction project;
however, not all of the funds are secured. She noted that many foundations do not give grants for
capital. Ms. Ertz-Berger reported that, for subsidized child care, often is it necessary to first get the
capital funds in order to receive operational grants, while the operational grants are dependent upon
capital financing. This puts agencies in a catch-22 situation. Ms. Lafferty also suggested that a
revolving trust fund for capital projects would be very helpful.
Supervisor Uilkema concurred with the need for focusing on subsidized child care, but stated that she
is hearing most loudly from the Lamorinda area and that non-subsidized child care sites are needed as
well. Ms. Ertz Berger suggested applying the incubator concept to child care centers, similar to what
is being done in Concord for high tech businesses and through the Economic Partnership. Supervisor
Uilkema expressed interest in this proposal. Ms. Miller suggested that FACT could look at the concept
as a possible funding priority for the next year.
After further discussion, it was agreed that the Family and Human Services Committee would
recommend that the four contracts be approved separately by the Board of Supervisors.
2
c�
CONTRA COSTA COUNTY
Social Service Department
�a 1s I�
- �w John Cullen, Director
TO: The Family and Human Services Committee DATE: May 5, 1999
FROM: John Cullen �.
Mary Kay Miller (FA Staff)` th
SUBJECT: Child Care Affordability Fund (Referral #1)
Recommendation
The Director of Social Services recommends that the Family and Hunan Services Committee
accepts this report and recommendation from the Family and Children's Trust Committee
(FACT) for disbursement of the Child Care Affordability Funds for FY 99-00 and authorizes a
Board Order to that effect (four contracts as discussed below) be placed on the full Board's
Agenda in early .Tune.
Background
On February 25, 1997, the Bard of Supervisors approved a report from the 1996-97 Family
and Human Services Committee which requested the Family and Children's Trust Committee
to establish priorities for the expenditure of the Child Care Affordability funds and to utilize a
process similar to that used in recommending expenditures from the Family and Children's
Trust in order to recommend Child Care Affordability fund disbursements.
On June 23, 1998 the Board of Supervisors approved FACT's recommendation that three
contracts be awarded for FY 98-99:
(1) $125,000 to the Contra Costa Child Care Council for child care subsidies
to low-income families not eligible for CalWORKs child care;
(2) $75,000 to the Social Service Department's Alternative Payment
Program for child care subsidies to foster parents of At-Risk CPS
families; and
(3) $50,000 to the Pittsburg Pre-School Coordinating Council for subsidized
therapeutic 'infant/toddler child care.
Page 1 of 3
ADMINISTRATIVE OFFICE: 40 Douglas Drive Martinez • CA • 94553-4068 • Voice (925) 313-1500 • FAX (9251 313-1575
On February 15, 1999, Kathy Taber, Chairperson of FACT presented the Family and Human
Services Committee with recommendations on the priorities for award of the FY 99-00 Child
Care Affordability Funds. The following priorities and the process for requesting proposals
were approved by your Committee:
(1) Child care subsidies for low-income, at-risk families not eligible for
child care under CaIWORKs; and
(2) Up to $40,000 for a planning grant for the development of Family
Resource Centers in high need/low resource areas of the County that
would integrate child care with other support services for families at a
single site, (FACT also set aside additional monies from the Family and
Children's Trust fund to support two more Family Resource Centers).
(see Attachment 1)
FY 1999 - 2000 RF1 Process and FACT Recommendations
The Department of Social Services issued a Request for Interest (see Attachment 2) soliciting
proposals from qualified agencies and programs.
Two proposals for administering child care subsidies for low-income families not eligible for
CalWORKs child care were submitted and FACT is recommending that each of them be
funded at the following amounts:
(1) $163,135 to the Contra Costa Child Care Council for child care subsidies
to low-income, at risk families in Contra Costa County not eligible for
CalWORKs child care; and
(2) $46,865 to the Pittsburg Pre-School Coordinating Council for
infant/toddler therapeutic child care for low-income, at risk families not
eligible for CalWORKs child care in East County
Additionally, two proposals were submitted for $40,000 planning grants to develop Family
Resource Centers 'integrating subsidized center-based child care in family-oriented, multi-
service settings. The FACT Committee is also recommending both of these programs be
funded as follows:
(1) $40,000 to the Family Wellness Center/Contra Costa Office of
Education/Opportunity West to develop a Community Challenge Family
Resource Center in North Richmond; and
(2) $40,000 to the Center for Human Development/Monument Corridor and
Bay Point Community Projects to establish Family Resource Centers in
Bay Point and the Monument Corridor areas.
Page 2 of 3
The Child Care Affordability fund will support one of these planning grants and the Family
and Children's Trust fund will support the other.
All of the proposals received were reviewed and rated by FACT Committee Members, and by
the Fiscal Office of the Social Service Department for their adherence to RFP[RFI
requirements, relevance of prior experience, fiscal accountability and overall
management/administrative capability.
The FACT Committee is pleased to be able to recommend funding for all four of these
worthwhile projects which will support low-income families' needs for child care and also pilot
a strategy of integrating child care with other support services in multi-service Family
Resource Centers and hopes the Family and Human Service Committee concurs and forwards
these recommendations to the full Board for approval.
Page 3 of 3
ATTACHMENT 1
Request for Interest for Administration of Child Care Subsidies
For Low Income, At Disk Families
Title:
Child Care Affordability Funds
Child Care Subsidies Administration
Funding:
Approximately $210,000 from the Child Care Affordability Fund is available to enhance
child care subsidy funds for low income, at riskfamilies not currently eligible for
CalWORKs. Contract(s) for administration and distribution of subsidies to eligible
recipient families will be awarded to qualified agency(ies) through an RFl process.
Funding is for one year only, beginning July 1, 1990, and ending June 30, 2000.
Applications will be reviewed and selected by the Family and Children's Trust
Committee. Contract recommndations will be made to the County Board of
Supervisors.
Purpose:
To increase the availability of child care subsidies for low income, at-risk families not
currently eligible for childcare under Ca1WORKs, especially those referred by CPS and
other health and social services agencies. Where possible, priority shall be given to
families transitioning off CaIWORKs. Low income is defined as having a monthly
income at or below 84% of the state median income adjusted for family size.
Application Requirements:
1. Public or private, not-for-profit agencies or organizations are eligible.
2. Organizational qualifications must include all of the following:
a. Current or past experience administering subsidies for child care services
b. Experience with eligibility screening for clients and providers
c. Extensive knowledge of child care resources and availability in Contra Costa
County
d. Systems or skills to identify at-risk families
Document Submission Requirements:
If interested please submit the following to: FACT, Social Service Department,
Attention: Mary Kay Miller, 40 Douglas Drive, Martinez, CA 94553, not later than 12
noon, March 11, 1999.
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A. A detailed plan that fully explains how the proposer intends to operate this
program, including the following:
1. How will eligibility of families and providers be determined?
2. How will "at risk" families be identified?
3. How will geographic distribution of funds be assured?
4. How will the quality of child care be monitored?
5. Based on the amount of funds requested, how many families will be able
to be served? Indicate how this figure was calculated and the varying
rates for infant, toddler, school-age children as well as center-based,
family day care and/or exempt providers.
(3 pages maximum)
B. A proposed line item budget with narrative justification.
C. Evidence of experience including current or past administration of child care
subsidies and staff qualifications.
D. Audited financial statement, annual operating budget and proof of 501c3.
Restrictions
Administrative overhead, including staff, shall not exceed 20% of grant amount. Not
less than 80% of total grant shall be allocated for child care subsidies.
Administering agency should develop a plan whereby subsidies are paid directly to the
child care provider of the eligible recipient.
Collaborative applications are acceptable. Requests for full award must describe how
geographic distribution will be assured.
The existing sliding family fee schedule and reimbursement ceiling which is being used
by federally and state-funded subsidized child care programs will constitute the
reimbursement standard.
Subsidies may not be paid for child care where religious instructinor worship occurs
during child care provision.
Application Selection:
Application materials will be reviewed by representatives of the' Social Services
Department, Contracts Unit, and reviewed and selected by the Family and Children's
Trust Committee.
Selection for contract negotiation will be based on demonstrated experience with similar
projects, clarity of proposed plan and cost-effectiveness of services.
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Timeline:
Request for interest Distributed............................................................FebruarylO, 1999
Deadline for Submission of Letter of Interest..............................5pm, March 11, 1999
FACT Committee Selection..............................................................April 14, 1999
Contracts Submitted to Board of Supervisors...........................................June, 1999
Initiation of Contract....................................................................--july 1, 1999
ATTACHMENT 2
Contra Costa County
Family And Children ' s Trust Fund
Request For Proposal (RFP) No. 1062
For Ann Adler Family And Children's
Trust Fund, AB 1733, AB 2994, And
Community-Based Family Resource Funds
For Family And Children's Services And Child
Care Affordability Funds
Application Due:
Tuesday, March 23, 1999 {5 :00 P. M .}
REQUEST FOR PROPOSAL (RFP} NO. 1052
FOR ANN ADLER FAMILY AND CHILDREN'S TRUST FUND,
AB 1733, AB 2994 AND COMMUNITY-BASED FAMILY RESOURCE FUNDS
FOR FAMILY AND CHILDREN'S SERVICES AND CHILD CARE AFFORDABILITY FUNDS
DATE OF NOTICE ® February, 1999
The Contra Costa County Social Service Department (SSD) announces Request for
Proposal (RFP) No. 1052 to private, non-profit agencies for services contracted to the
Department under the auspices of the Family and Children's Trust Committee (FACT).
The FACT Committee, composed of community volunteers appointed by the Board of
Supervisors, is charged with establishing priorities for funding, seeking and reviewing
proposals, and recommending successful bidders to the Board of Supervisors for approval.
The County Social Service Department has the responsibility for administering this Request
for Proposal and the related contracting and fiscal policies and procedures.
The total amount of funds available for awards for the period July 1959 through June 2000 is
estimated to be at least $500,000.00. These funds derive from contributions to the County's
Family and Children's Trust Fund in memory of Ann Adler, dedicated child advocate; AB
1733 (State Office of Child Abuse Prevention funds); AB 2994 (Birth Certificate funds);
Community-Based Family Resource Funds and the Child Care Affordability Fund. The
largest share of these monies are allocated for the support of prevention and
intervention services to abused and neglected children or to children at-risk of abuse
and neglect, and their families.
The maximum award for any one prevention or intervention services project to a single
agency shall not exceed $50,000.00 for the contract year. Up to three planning grants are
available with a maximum award possible of$40,000 to any single group. Contract
extensions of one year may be granted depending on the availability of funds, compliance
with requirements, provision of quality services and the achievement of successful outcomes.
Joint proposals from two or more agencies which promote collaboration and cooperation
among providers serving the same clients are strongly encouraged. While there is no
stated limit to the amount awarded for a collaborative proposal, we would anticipate that
some cost savings would accrue through agency collaboration. The total amount will be
determined by the number of agencies involved and their relative level of participation.
Planning grants require collaboration and are limited to $40,000 each.
To be eligible to bid on this RFP, an applicant must be a private non-profit agency tax
exempt under IRS ruling 501(c)(3). Other public entities may respond to this RFP but only
in association with a 501(c)(3) organization that will serve as the lead agency and assume
responsibility for the contract and the delivery of specified services.
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Although no eligible proposal will be rejected at the outset, significant priority will be _--
given to proposals from agencies incorporated in Contra Costa County whose majority
of clients, directors and volunteers reside in the County.
Successful bidders are expected to enter into a standard Contra Costa County
Purchase of Service contract for the period July 1, '1999, through June 30, 2000.
Contractors may receive an extension through June 30, 2001. however, the
subsequent effective date of the renewed contract and the funding amount is
dependent upon the availability of funds at the time the extension is to go into effect.
This RFP includes a schedule for application procedures and deadlines, describes the
services required, provides instructions and forms for the preparation and submittal of
the proposal, outlines the review process and contains administrative and program
information useful to prospective bidders.
The RFP consists of Sections A through H. Review all RFP sections prior to submitting
your proposal package:
Section A: Strategies To Be Funded.......................................................5
Section B: RFP Requirements For Bidders...............................................8
Section C: Application Instructions and Proposal (outline...........................'11
Section D: Budget Information..............................................................18
Section E: Required Submission Forms..................................................22
Section F: Proposal Review and Selection..............................................29
Section G: Monitoring And Evaluation Of Contract Services........................32
Section H: County Contract Specifications and General Conditions..............33
Address all correspondence and submit the completed proposal to:
Contra Costa County
Social Service Department
Contracts Administrator: ATTN: RFP No. 1052
40 Douglas Drive
Martinez, CA 94553
Proposals must be received at the above address no later than 5:00 P.M. on
Tuesday, March 23, 1999. Proposal received via mail or hand delivery after 5:00
P.M. on March 23, 9999, will not be considered. Faxed proposals will not be
accepted.
A mandatory bidder's conference has been scheduled for Monday, February 22,
9999, at 90:00 a.m., 50 Douglas strive, Martinez, Second Floor Conference Room,
to provide further clarification on this RFP and answer questions by prospective
bidders. Any agency wishing to respond to this RFP must have a representative
attend this meeting.
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APPLICATION SCHEDULE
1. RFP mailed: February 90, 1999
2. Mandatory Bidder's Conference:
10 a.m. - 12 Noon, Monday, February 22, 1999
50 Douglas Drive, Martinez, Second Floor Conference Room (Sequoia)
3. Proposal Submission Deadline: 5:00 P.M., Tuesday, March 23, 1999
No proposals will be accepted after this date and time.
4. Proposal Review and Funding Recommendations
FACT, 1 p.m. -7 p.m., Monday, April 19, '1999
40 Douglas Drive, Martinez
Conference Boom 101-102
5. Bidders receive notification of FACT Recommendations: Tuesday, April 20,
1999
6. Deadline to Submit Appeal Letters: 5:00 P.M., Tuesday, May 4, 9999
7. FACT Submits Funding Recommendations to guard of Supervisors: Mid-May
8. Approval by Board of Supervisors: Not later than dune 15.
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RFP SECTION A
STRATEGIES T4 BE FUNDED
1. Background
Contra Costa County Department of Social Services is seeking applications from
qualified nonprofit agencies to develop and provide intervention and prevention
services to abused and neglected children, or to children at risk of abuse or neglect and
their families, and, to encourage development of neighborhood-based family resources.
Through the support of prevention and intervention programs in the community, the
County seeks to protect children, stabilize families, break the generational cycle of
violence and promote and maintain more healthy and productive family and community
environments.
The FACT Committee, created by the Board of Supervisors in 1985, is responsible for.
• identifying priority service needs,
• developing and distributing Requests for Proposal,
• reviewing and rating submitted proposals, and
• recommending to the Social Services Director and the Board of
Supervisors the award of contracts for family and children's services,
including the level of funding for each contract.
Throughout the next funding cycle, the Family and Children's Trust will make targeted
investments to improve the systems and services for abused and neglected children
and their families and to support and develop services to prevent child abuse and
neglect in Contra Costa County. The largest share of these investments will be granted
in a request for proposal process targeting two strategies and focusing on several
priority areas detailed below. Concurrent with this request for proposal, an additional
RFI will be issued to qualified agencies to administer the provision of child care
subsidies to low income, at-risk families not eligible for childcare subsidies under
CaIWORKs. As additional funds become available, other investments, including, but
not limited to, enhancement of existing programs, will be made during this period based
on specific needs and opportunities identified by the FACT Committee.
Strategies and priorities for funding were identified through a needs assessment
process conducted by the FACT Committee which included a mailed survey, public
comment, interviews of key informants and a review of current needs assessment data
and literature. The following strategies and services are determined to be of the
highest priority and greatest degree of potential success in preventing and ameliorating
child abuse and neglect in Contra Costa County and are being requested through RFP
No. 1052.
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2.1. Component One: Child Abuse Prevention and Intervention Services
• Crisis intervention and case management to support abused, neglected
and/or homeless children.
• Support programs for pregnant and/or parenting teens.
• Perinatal and postnatal (0-3) home visiting programs focused on family
support, resource and referral, early child development and parenting
education and mentoring.
• Parent education and public information programs focused on effective
parenting skills, child development, child safety, and development of nurturing
family environments.
• Family support services and intervention programs where adverse family
conditions, especially substance abuse, poverty and language barriers may
contribute to child abuse and family dysfunction.
2.2. Component Two. Planner for Neighborhood-based Multi-service, Family
Resource Centers
• Strategic and site development plans for implementation of neighborhood-based,
family resource centers. Plans should include coordinated family services, child
care and other resources designed to improve family and community conditions
and prevent child abuse and neglect. Preference will be given to collaborative
planning groups (community-based organizations, faith groups, local business,
public and private agencies, and community residents) from neighborhoods
which are characterized by high levels of child poverty and other risk factors in
the following areas of the County: Monument Corridor, Pittsburg, gay point,
North Richmond, Richmond, San Pablo, and Rural Fast County.
Planning Grant Year 1 {:objectives. During the one-year planning process, grantees
will be expected to meet the following objectives:
• develop a governance structure for the coalition/collaborative, including a
process by which its leadership, process and community participation is defined
and operationalized;
• engage a broad cross-section of the neighborhood and provider community to
produce a shared vision and well-articulated mission for the proposed center;
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• produce a neighborhood/community assessment which allows comparison
between the vision for the center and the current reality;
• develop a strategic plan with goals, objectives, strategies, timelines and
assessment that includes site identification and preliminary design, proposed on-
site services and activities, service coordination plan, on-going governance and
management (including continued involvement of community residents), and
resource development and sustainability.
In the case of proposals for either Component One or Component Two, additional
consideration will be given to proposals which:
a. Adopt a strong family-focused centered approach in the design and
delivery of children's services.
b. Demonstrate planning and coordination with other public and private
agencies serving the same client population.
C. Provide access to culturally appropriate, client-driven services relevant to
individual communities, neighborhoods and specific ethnic populations.
d. Systematically encourage client and community resident participation in
planning, developing and assessing services.
e. Demonstrate fresh approaches to program design, particularly in the
delivery of parent and community education programs.
f. Facilitate accessibility of services (location, transportation, hours of
operation, availability of child care, etc.).
g. Leverage FACT funds with funding from other sources.
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RFP SECTION B
RFP REQUIREMENTS AND INSTRUCTIONS FOR BIDDERS
The bidder requirements in this section are mandatory. The County reserves the right
to waive any nonmaterial variation.
1. All bidders shall submit one original proposal package and sixteen complete
copies for each proposal, under sealed cover, by mail or hand-delivery to the
address shown on the Request For Proposal (RFP #1052) Notice so as to be
received no later than Tuesday, March 23, 1999, at 5:00 P.M.. Each submission
must be marked on the outside with the Agency's name and the RFP No. 1052.
Proposals received via mail or hand delivery later than 5:00 P.M. on Tuesday,
March 23, 1999, will be unacceptable for consideration. Postmarks are not
acceptable, nor are faxed submissions. An individual agency may apply under
both Component One and Component Two of this RFP. However, proposals
must be submitted separately.
2. Proposals and required attachments shall be submitted as specified and must be
signed by officials authorized to bind the bidder to the provisions. All costs
incurred in the preparation of a proposal will be the responsibility of the bidder
and will not be reimbursed by the County.
3. A proposal may be withdrawn in person by a bidder's authorized representative
prior to March 23, 1999, at 5:00 P.M., if the bidder provides appropriate
identification and signs a receipt attesting to his/her receipt of the proposal.
4. A Mandatory RFP Conference for prospective bidders will be held on Monday,
February 22, 1999 at 10:00 a.m. at 50 Douglas Drive, Martinez, in the Second
Floor Conference Room, to answer questions about the RFP process. In order
to submit a proposal, bidders must attend this Bidder's Conference.
5. The Social Services Department may issue an RFP amendment to make
changes or corrections to specifications or provide additional data. Amendments
will be sent to each bidder to whom the RFP has been furnished. The
Department may extend the RFP submission date, if necessary, to allow bidders
adequate time to consider such additional information and submit required data.
6. The RFP process may be canceled in writing by the Social Service Department
prior to awards if the County Board of Supervisors determines that cancellation is
in the best interest of the County.
s
7. With respect to this Request for Proposal, the County reserves the right to reject
any, some, or all bids and proposals. The County also reserves the right to
negotiate separately in any manner to serve the best interests of the
County. It is understood that all proposals will become a part of the official file
on this matter without obligation to any bidder.
5. Proposals will be judged on the overall quality of content and .responsiveness to
the purpose and specifications in this RFP. Proposals should be without
expensive art work, unusual printing, or other materials not essential to the utility
and clarity of the proposal. Evaluation criteria and weight factors are described
in Section E.
9. A review panel consisting of all FACT Committee members will evaluate the
proposals received. After that panel has made funding recommendations to the
Social Service Department Director and the Board of Supervisors, bidders are
notified of the decision in writing. Award of a contract by the Board of
Supervisors will constitute acceptance of a proposal.
10. Only bidders who have submitted a proposal in accordance with RFP No. 1052
may appeal the RFP process. Any appeal must be submitted in writing to the
address shown on the Request for Proposal (RFP) Notice, no later than 5:00
P.M. on Tuesday, May 4, 1999. Notification of the final decision on the appeal
shall be mane in writing to the bidder.
11. Successful bidders will be requested to immediately begin contract negotiation
activities with SSD. These activities may result in mutually agreed upon changes
in plans or activities identified in the proposal. For example, the potential
contractor may be asked to serve a different geographic area than originally
proposed. As a result of these negotiation activities, the actual contract(s) may
also include other agreements and clarifications regarding activities consistent
with the intent of this RFP.
12. Services will begin upon the signing of a contract and according to the mutually
agreed upon start-up schedule. The County is not liable for any cost incurred by
the contractor prior to the effective date of any contract.
13. The selected contractor will be required to assume responsibility for all services
offered in their proposal whether or not contractor possesses them within the
current organization, such as subcontracting or multiple agency submissions.
14. SSD will actively oversee service implementation and delivery and the FACT
Committee will conduct periodic contract monitoring. Any violation of the stated
contract requirements will constitute grounds by which to terminate the contract.
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15. The contracting person or agency mast state that there is agreement to support
implementation of the County's alcohol/drug abuse prevention/treatment policy,
child care policies related to child abuse and counseling and therapy services as
described within this RFP and to comply with SSC} in monitoring and evaluation
procedures.
16. For the project to be supported by AB 1733 funds, no contract staff, paid or
volunteer, who has been convicted or been arrested and is currently released on
bail or is on his/her own recognizance pending trial for any sex crimes, drug
crimes, or crimes of violence may knowingly be employed by the project.
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RFP SECTION C
APPLICATION INSTRUCTIONS AND PROPOSAL OUTLINE
Application Instructions
1. Submissions in response to this RFP mint be in the form of a proposal package
containing the complete proposal and all the required supporting information and
documents.
2. Each bidder must submit one original proposal package and sixteen complete
copies with attachments included, unless otherwise noted on Respondent's
Checklist (see Wage 17).
3. All narrative materials are to be single-spaced on 8 1/2"X 11" paper with no less
than 1" margins on each side of the paper. Use one side of paper only.
Complete proposal may not exceed 15 pages excluding cover sheet, program
summary, table of contents, budget, budget narrative, and required attachments.
4. All pages must be stapled together and numbered consecutively with each
section identified by the appropriate Roman numeral.
5. Forms No. 1 - No. 5 attached to the RFP are to be completed fully and attached
at the rand of the submitted proposal document (in Section IV) in the order
indicated in the Respondent's Checklist, with the exception of the Proposal
Cover Letter and Program Summary which must precede the proposal narrative.
6. All information in the proposal package must be presented in the following
sequence: (This listing shall comprise the Proposal Table of Contents.) Please
note that Component One and Two have different narrative requirements.
COMPONENT ONE: Child Abuse Prevention and Intervention Services
Proposal Section 1. Introduction
1.1 Proposal Cover Statement
The proposal Cover Statement (Form No. 1) with original signatures of the
bidder's Board of Directors' President and Executive Director attached to the
original of the proposal must precede the narrative. Copies of the form must also
serve as a cover page to the remaining sixteen (16) proposal copies submitted.
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1.2 Program Summary (1 page)
Attach a brief summary of not more than one page, single spaced describing the
project for which FACT Funds are requested. Include overall primary goal, the
population you will serve, how your program will work, and what you hope will be
achieved. (Form No. 2)
1.3 Table of Contents
Include a table of contents, sectioned and paginated.
Proposal Section If. Proposal Narrative
11.1 Statement of Need (1-2 pages)
Describe the need or problem your proposed program seeks to address. Include
available data or assessment information relative to these unmet needs among
the population(s) you propose to serve.
11.2 Agency Overview (1-2 pages)
a) State your agency's mission and its overall service philosophy.
b) Describe briefly:
• Your agency's primary program components and services
• Population(s) served: number of clients, demographic and
geographic information
• Community outreach efforts and networking relationships
• Current staffing pattern (size, composition)
• Extent of involvement of interns and volunteers (include
training, duties, supervision)
• Primary sources of financial support during the past five (5)
years
11.3 Program Proposal (6 pages or fewer)
a) Overall Program: Describe the program for which FACT funds are
requested. Address the following, as appropriate:
• Program philosophy and purpose
• Program design, methodology, service components
• Program goals and outcome objectives (Objectives should be
specific, realistic, measurable - with a defined time frame)
• Client referral, eligibility, intake, tracking, discharge
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• Accessibility of services to families and children
• Timeline for implementation of service plan
• Program staff(number, responsibility, experience)
Indicate any anticipated program or financial changes in second
year if proposal is funded.
b) Collaboration: if this proposal is a collaborative effort, describe the
primary activities and responsibilities of each partner. Indicate how
resources are shared and service duplication is avoided.
c) Coordination: Indicate how this program will interface with other public
and private agencies serving the same target populations or providing
related services.
d) Evaluation. Describe in detail how you will determine the success of the
program. Focus on the impact of service delivery, not the amount or
extent of services provided. Describe the evaluation methods and
instruments to be used to assess and document achievement of program
objectives. Indicate the extent to which clients will be involved in the
evaluation process.
11.4 Service Units/Service Delivery Management (1-2 pages)
Clearly define each type of"service unit" to be provided. Specify the length of
time and the total number of each type of service unit bidder will provide to
clients during the contract period, i.e., number and length of counseling
sessions, home visits, parent education and support groups, child care services,
etc. Indicate how the delivery of service units will be monitored.
11.5 Cultural Sensitivity (1 page)
Indicate how your proposed program addresses the issues of cultural diversity
and poverty. Describe the strategies and processes you will use to assure that
your services are culturally sensitive and relevant to your client population.
11.5 Bidder's Experience (1 page)
Describe your agency's current or past experience in providing the services you
are proposing including length of time you have been providing these services.
Indicate staff experience with the intervention, treatment, education
methodologies to be used. Note any other aspects of your agency's service
history which may be relevant in assessing its capacity to provide the proposed
services.
If this program was previously funded by FACT, describe specific program
results including clients served and outcomes.
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COMPONENT TWO: Planning for Neighborhood-Lased Multi-service, Family
Resource Centers
Proposal Section 1. Introduction
1.1 Proposal Cover Statement
The proposal Cover Statement(Farm No. 1)with original signatures of the
bidder's Board of Directors' President and Executive Director attached to the
original of the proposal must precede the narrative. Copies of the farm must also
serve as a cover page to the remaining sixteen (16) proposal copies submitted.
I,2 Program Summary (1 page)
Attach a brief summary of not more than one page, single spaced describing the
project for which FACT Funds are requested. Include overall primary goal, the
population you will serve, how your planning process will work, and what you
hope will be achieved. (Farm No. 2)
1.3 Table of Contents
Include a table of contents, sectioned and paginated.
Proposal Section II. proposal Narrative
11.1 Statement of Need (1-2 panes)
Demographic profile and characteristics of the community to be targeted.
Describe the economic, ethnic, age and other socio-economic characteristics of
your community. Provide information on the availability of family services and
the barriers to services, including affordable child care.
11.2 Program Partners and the lead Applicant Organization (1-2 pages)
Identify the lead organization and list public, nonprofit and private organizations,
and resident groups that will be involved in the collaboration. Community
partners representing a minimum of five community sectors (such as social
services, child care, health, mental health, community residents and
associations, schools, community-based organizations, local business, faith
groups, hospitals, substance abuse services, etc.) are required. Discuss the
rationale for the selection of the lead applicant organization and its capacity to
carry out the responsibilities of the planning grant. Provide a minimum of five
letters of support and commitment to participate from identified community
partners.
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11.3 Planning Proposal (fi pages or fewer)
a.)Planning Approach and Activities. Provide a description of how your coalition
will. (a) engage a Broad cross-section of the community in local planning efforts;
(b) build consensus toward identifying priorities and innovative solutions; and (c)
use and leverage resources to support the planning process.
b.)Prior Collaborative Efforts/Attempts. .(a) For partnerships with no previous
collaborative experience—describe any prior effort of individual partners to
address community concerns and the impact of such efforts on families and
quality of life in your neighborhood. Indicate any anticipated barriers to
cooperation/collaboration and describe plans to address these during the
planning year. (b) For partnerships with limited collaborative experience who
may have faced obstacles (financial or otherwise) to collaboration —indicate the
nature of previous barriers and describe plans to address these during the
planning year. (c) If this is an existing collaborative or coalition, describe the
focus of the work to date, collaborative partners, structure and accomplishments.
c.)Community Participation. Describe how you will involve a broad cross-section of
community residents and community-based groups in the decision-making
process. Describe how the process will be responsive to the needs and cultural
practices of diverse language and ethnic groups in your community.
d.)Scope of Werk. Provide a workplan showing the sequence of planning activities
for one year that will meet the grant program objectives. Name the key activities,
individuals, major groups, organizations or agencies that will be responsible for
these activities, and the time period during which these activities will take place.
e.)Additional Resources. Detail additional resources available to you to support the
planning and implementation of the proposed center including possible sites,
matching planning funds, or likely future funding possibilities.
11.4 Lead Agency/Fiscal Agent's Experience (1 page)
Describe lead agency's or fiscal agent's current or past experience in providing
the services you are proposing including length of time you have been providing
these services. Indicate staff experience with the role of lead agency. Dote any
other aspects of your agency's service history which may be relevant in
assessing its capacity to provide the proposed services.
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Complete the following sections for Components One and Two:
11.5 Fiscal Management Information (Narrative, I page or less)
a. Provide a brief description of agency's accounting system and internal controls.
Include the following as appropriate:
• Overall system (accrual, double-entry, automated or manual)
• Timekeeping system
• Inventory system
• Payroll system
• Cost allocation plan and Methodology
• Ledger system for receivables, payables, expenses, disbursements,
petty cash
b. Explain how your fiscal system is administered and by wham. Include
responsibilities of Board of Directors, Executive Director and fiscal staff in fiscal
management. Indicate experience and qualifications of fiscalstaff.
c. Describe fiscal procedures and policies or attach a manual of fiscal procedures
and policies.
Proposal Section Ill. Program Budget Information
111.1 Program Budget
Complete line item Program Budget in the format indicated on the Budget form
found in Section D of this RFP.
111.2 Program Budget Narrative
Describe budget rationale and calculations as requested in Section C of the
RFP.
�s
Proposal Section IV. Required Attachments/Respondent's Checklist
Each respondent must submit the following documents with each copy of the complete
proposal, unless otherwise noted. Duplicate enclosed forms as indicated.
1.1 Proposal Cover Statement (Form No. 1) attached as cover to each
proposal.
1.2 Program Summary(Form No. 2) attached following Proposal Cover
Statement.
IV.1 List of Agency Board of Directors (Form No. 3)
IV.2 Agency Organizational Chart indicating how proposed project interrelates
with other agency projects and programs.
IV.3 Job Descriptions and resumes of Executive Director and key program
staff.
IVA Program Evaluation Instruments.
IV.5 Bidder's Statement of Qualifications (Form No. 4), completed and signed
by Agency Executive Director and President of Agency Board of Directors.
Form #4 with original signatures must accompany original proposal.
IV.6 Bidder's Contracts and Grants (Form No. 5), completed and signed by the
Agency Executive Director and the President of the Board of Directors.
(Form No. 5 with original signatures must accompany original proposal.)
IV.7 Fiscal Attachments
a. 'I copy of bidder's IRS 501(c)(3) determination letter attached to original
proposal copy. (Required only of lead agency if this is a collaborative
project.)
b. 'I copy of bidder's manual of fiscal procedures and policies, if available,
attached to original proposal copy.
C. 1 copy of bidder's last audited financial statement attached to original
proposal copy.
d. 16 copies of current Agency Operating Budget with revenues and
expenses indicated.
IV.8 Agency Brochure (as available)
IV.g Letters of Support or Other Relevant Attachments
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RFP SECTION D
PROJECT BUDGET AND NARRATIVE REQUIREMENTS
A line item project budget complete with a budget narrative must be included with each
proposal package. The budget narrative must be filed as a separate section
Immediately following the actual budget. Each budget cost item must be detailed in
the narrative section and should reflect the basis for the computations. Every item must
be completed if applicable. Minimal narrative requirements are described below.
ADM INISTRATION/SALARIESIBENEFITS
Administration and Support
Include supervisors, directors, clerical support staff, administrative staff who have no
service delivery responsibilities. Divide the salaries of staff who have both "Service
Delivery" and "Administration" responsibilities in proportion to the time allotted for
each activity. List such staff in both categories. Indicate titles, rate of pay, time
allotted to program and full time equivalent (FTE). Explain in narrative.
Program Staff
Include all staff involved in service delivery. Indicate titles, rate of pay, time allotted
to program and FTE.
Payroll Fringe Benefits
The estimated cost of benefits, paid vacations, sick leave and training days shall be
reported on the line-item budget. Narrative shall list staff by title, number(FTE), rate
of pay and amount of time allocated. Include for each staff title by type (FICA, SUI,
FUTA, Worker's Compensation, leave and health and other insurance), applicable
rates or basis.
• Administrative costs may not exceed 15% of total request.
• A financial audit for the project by an outside accountant will be required at the
end of the contract term and is an allowable cost. (Total audit costs should be
prorated among all agency programs.)
OPERATIONS
Occupancy
Describe all applicable factors (e.g. rent/leases) and basis for allocating costs to
program.
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Utilities
Describe all applicable factors and basis for allocating casts to program.
Telephone, Postage, Insurance, Equipment
List by type, justification of cost and basis for allocating costs to program.
Printing/Photocopying
List cost by type and describe justification for costs and basis for allocating costs to
program.
Materials
List by type and describe justification of costs.
Travel
Describe type, justification, and basis of costs. Include service delivery and
administration mileage and transportation costs for clients. The bidder shall be
allowed expenses as follows: $.31/mile.
Miscellaneous
Indicate kinds of anticipated miscellaneous costs such as child care for clients while
receiving services. Items over$100 should be individually explained.
Additional Funding
If FACT funding represents only a portion of the funds designated for this program,
indicate other sources and amounts received or anticipated.
MATCHING FUNDS
• A 10% match of FACT funds is required in either cash or in-kind.
Indicate amount, type and source of match including projected revenues in
the narrative.
• Match may not include use of any State of California funds.
Example of Match Calculation:
Total Program Cost $ 55,000
Match $ 5,500
Total FACT Funds Requested $ 49,500
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RFP No. 1052
PROGRAM BUDGET
July 1, 1999 - June 30, 2000
Bidder's Name. Proposal Title:
Contract Term:
Cost Categories
A. PERSONNEL
Monthly
Position Title Salary/Wage %FTE Amount (FACT)
Administration Staff
Subtotal $
Service Delivery Staff
Subtotal
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RFP No. 1052
Taxes and Fringe Benefits
FICA
SIU
Worker's Compensation
Other (Specify)
Taxes and Benefits Subtotal $
Salaries and Benefits Total $
OPERATING COSTS
Item Amount
Operating Casts Total $
TOTAL GROSS COSTS $
Less 10% Match
NET PROGRAM COSTS $
Prepared by:
Name Title
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REP SECTION E REQUIRED SUBMISSION FORMS
22
Application for Component One Application for Component Two
FORM No. 1 AGENCY NAME: RFP No. 1052
PROPOSAL COVER STATEMENT
FAMILY AND CHILDREN'S TRUST FUND
Applicant Organization
Business Address
Phone Fax Year Organization Founded
Contact Person & Title —
501(c)(3) yes no Exemption Expiration fate
{ether(explain):
Federal Employer Number:
List Collaborative Partners and their location (city); if applicable:
1.
2.
Title of Proposal
Agency Prior Year Net Operating Budget $
Total Program Budget $
Program Funds Requested From FACT $
Proposed Geographic Service Area:
We submit the attached proposal in response to the /Notice of bequest for Proposal No.
1052 dated February 10, 1999, and all attachments and declare that.
if this Proposal is accepted by the Board of Supervisors of Contra Costa County, i will enter
into a standard contract with Contra Costa County to provide all work specified herein at the costs
which l have proposed or in accordance with modifications required by Contra Costa County.
Funds obtained through this contract will not be used to supplant or augment funding for other
programs operated by the bidder/contractor unless stipulated within the proposal and accepted by
the County.
Authorized representatives: (two signatures required)
Name: Title: Executive Director
Signature: Date:
Name: Title: Board President
Signature: Date:
A copy of this form must accompany the proposal package when submitted. only one
copy with original signatures is required.
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FORM No. 2 AGENCY NAME: RFP No, 1052
PROGRAM SUMMARY
Attach a brief summary of not more than one page, single spaced describing the
program for which FACT funds are requested. Include primary purpose, target
population, project design and anticipated outcomes.
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FORM No. 3 AGENCY NAME: RFP No. 1052
CURRENT BOARD OF DIRECTORS
1. Number of Board members required by agency's 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):
Name of Member&
City of Residence Occupation/Affiliation Board Position
5. Describe key roles and responsibilities of the Board:
Note: When more than one agency is collaborating in the services to be
provided, each agency involved must attach the documents requested above
unless otherwise noted.
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FORM No. 4 AGENCY NAME: RFP No. 1052
BIDDER'S STATEMENT OF QUALIFICATIONS
1. List any licenses or certifications held by the agency, with expiration dates.
2(a) Who administers your agency's fiscal system?
Name: Phone:
Title: Work Schedule:
2(b) Indicate the CPA firm that prepares the agency's annual audit.
Name: Phone:
Address:
3. Number of years bidder has been in business under the present business name.
List related prior business names, if any, and time frame for each.
4. Number of years of experience bidder has had in providing the services
described in this proposal or related services.
5. Has bidder failed or refused to complete any contract?
Yes No
If yes, briefly explain.
6. Has there been any litigation in connection with contracts for services involving
bidder or any principal officer of the agency?
Yes No
If yes, briefly explain.
7. Does bidder have a controlling interest in any other firms)?
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Yes No
If yes, please list below.
8. Does bidder have commitments or potential commitments which may impact
assets, lines of credit or otherwise affect agency's ability to fulfill this IPP?
Yes No
If yes, specify below.
S. Supply names, addresses, and phone numbers of two references, one each in
the areas of financial/administrative management and social service delivery to
substantiate experience and qualifications.
Bidder specifies that all answers provided above are complete and accurate. Bidder
also agrees to provide the County with any other information the County decides is
necessary for an accurate determination of bidder's qualifications to perform proposed
services.
Name and Title Date
(Executive Director or Board President)
Note: When more than one agency is collaborating in the service(s) to be
provided, each agency involved must complete this form.
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FORM No. 5 AGENCY NAME: RFP No. 1052
CONTRACTS AND GRANTS
1. Current contracts and subcontracts, including government contracts and/or
grants:
Contact Name/Phone# Services Provided Contract Contract
of Contractor/Grantor Under Contract Amount Dates
2. Key contracts/grants completed in the last five years, including government
contracts/grants, (Complete same columns as above for each contractor.)
3. Bidder agrees to allow County to contact contractors for information relative to
bidder's performance. Sign below.
Name and Title Date
Note: When more than one agency is collaborating in the service(s) to be
provided, each agency involved must complete this form.
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RFP SECTION F
PROPOSAL REVIEW AND SELECTION
All submitted proposals which are in compliance with the RFP requirements will be
eligible for review and selection. Proposals will be evaluated in two distinct gees:
1. Service proposal and bidder's implementation capability
2. Fiscal proposal and bidder's fiscal management capability
Proposal Selection Methodology:
1. Social Service Department Contracts and grants Unit staff will review each
proposal's adherence to all RFP specifications, including:
• Proposal Cover Statement
• Proposal Narrative
• Agency Information (including required attachments)
• Budget forms
• Other fiscal information (including required attachments)
Minor irregularities in submissions may be waived. All proposals deemed to be
responsive will be referred to the FACT Committee and to Social Service
Department fiscal staff.
2. FACT Committee members will receive complete copies of all proposals and will
independently evaluate and score all designated service and budget elements.
Elements are weighted and each reviewer will score each element on a
predetermined scale.
During the proposal review and selection meeting, service component and fiscal
scores will be discussed by the FACT Committee as a whole and will be totaled
to achieve a combined score for each proposal. Proposals will then be ranked
by combined scores.
3. Selection of proposals shall be guided by the requirement of geographical
distribution of services.
4. The Social Service Department and the FACT Committee reserve the right to
make on-site visits and/or utilize other information concerning a bidder which
may come to their attention before making a final recommendation.
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PROPOSAL REVIEW: Component One
Program elements will be weighted as follows with a maximum weighted score of 150:
Program Elements Weighting
I. Proposal Cover Statement Required but not weighted
2. Program Summary and Statement of Need 0 - 10
3. Proposal Presentation - clarity, specificity, organization 0 - 5
4. Program Content 0 -40
�► Design
Goals and Objectives
• Activities
Evaluation plan
5. Service Units 0 - 10
5. Bidder's interagency collaborative and/or proposed networking
relationships 0 - 10
7. Soundness of program management, staffing, and implementation plans
and cost-effectiveness, appropriateness of program budget 0 - 20
8. Cultural sensitivity and relevance of program to diverse client populations
and application of family-centered approach in program design and service
delivery 0 - 10
9. Bidders current or past experience and/or demonstrated ability of
applicant to deliver services as specified 0 - 15
10. Program Budget (line-item and narrative) 0 - 15
11. Bidder's fiscal operation and administration 0 - 15
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PROPOSAL, REVIEW: Component Two
Program elements will be weighted as follows with a maximum weighted score of 125.
Program dements '+IV'IVhtinq
1. Proposal Cover Statement Required but not weighted
2. Program Summary and Statement of Need 0 -10
3. Proposal Presentation—clarity, specificity, organization 0 - 5
4. Program Content 0- 35
• Planning Approach and Activities
• Collaborative Experience
• Community Participation Plan
• Additional Resources
5. Specificity and Reasonableness of Work Scope 0 - 15
5. Quality of community support, partnership and commitment to planning 0 - 15
7. Application of family-centered approach, cultural sensitivity and relevance
of planning process to diverse community populations 0 - 10
5. Appropriateness of budget, management structure and staffing to work scope 0 — 10
8. Lead Agency's current or past experience and/or demonstrated ability to
deliver as specified 0 - 5
10. Planning Budget (line-item and narrative) 0 - 10
11. Lead Agency's fiscal operation: and administration 0 - 10
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RFP SECTION G
COUNTY MONITORING AND EVALUATION OF CONTRACT SERVICES
The Social Service Department and FACT Committee will actively monitor the provision
of services through these contracts.
At a minimum, contractors will be expected to:
1. Complete any required State data collection forms as supplied by the Social
Service Department;
2. Complete Program Monitoring forms supplied by the FACT Committee and
participate in any scheduled site-visits by FACT Committee members (currently
two site-visits are conducted in the first year, and one in the second);
3. Maintain adequate records of service provision to document compliance with
service plan;
4. Cooperate with the collection of other fiscal/administrative/service data as
requested on a periodic basis by either the FACT Committee or the Department
of Social Services.
The Social Service Department and FACT Committee will also:
1. Monitor any subcontracts written by and entered into by the contractor;
2. Identify actual or potential problems with the project and work with contractor to
remedy these problems;
3. Provide information to contractors concerning additional State or County data
requirements not provided herein; and
4. Provide technical assistance to the contractors, as requested, to assist them to
better meet the goals of their projects.
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RFP SECTION H
COUNTY CONTRACT SPECIFICATIONS AND GENERAL- CONDITIONS
Upon acceptance of a proposal and award of a contract by the Board of Supervisors,
the successful bidder will eater into a standard County Contract that specifies:
1. Parties to the Contract
2. Effective Dates
3. Legal Authority
4. Signatories to the Contract
5. Service Specifications and Provisions for Reporting, Monitoring, and Evaluation
5. Fiscal Provisions
a. Method of payment to contractor. Either a fee-for-services contract or a
cost reimbursement contract may be negotiated with bidder at County's
option.
b. Program budget segregated into personnel and operating costs, indirect
costs and revenue (if any) to allow determination of reasonableness and
al€ocability of line items.
C. Provisions for audit.
7. General Conditions
Contractors must comply with standard County Contract General Conditions as
attached. Note that Insurance must be procured prior to contact effective date
(no contractor may be reimbursed for service until insurance conditions are met).
8. S ecial Conditions, see attached.
33