REQUEST FOR PROPOSALS RFP A

Transcription

1 REQUEST FOR PROPOSALS RFP A DATE: December 15, 2009 PROJECT TITLE: -- Professional Development, Culturally Based Case Management Training Program PROPOSAL DUE DATE: Proposals must be received by 5 p.m. March 12, 2010 PURPOSE: The Torres Martinez Desert Cahuilla Indian Tribe administers the Torres Martinez Tribal TANF Program. Through this authority, Torres Martinez Tribal TANF program is announcing a Request for Proposals to develop and conduct a comprehensive Culturally Based Case Management Training Program based on the following Scope of Work and identified training needs. The Training Program should include procedural handbooks that address core competency areas. In addition to this request for training, Torres Martinez Tribal TANF may request consultation/technical assistance related to program improvements and other professional development needs. The work must begin by March 1, 2010 (an extension to this is possible) An Agreement for a period of three years is anticipated. Torres Martinez Tribal TANF may extend any agreement awarded at its sole discretion for no more than two additional periods of one year each. ACTION REQUIRED: You are invited to review and respond to the Request for Proposals ( RFP ): For questions on this Request for Proposals please contact Robert Hopkins, Senior Advisor of Programs at rahopkins@tmtanf.org PROPOSAL: Proposals should be sent to: Torres Martinez Tribal TANF P.O. Box 1160/ Martinez Road Thermal, CA Telephone: FAX:

2 I. DESCRIPTION/SPECIFICATIONS GUIDELINES FOR RFP SCOPE OF WORK The Torres Martinez Tribal TANF Program administrated by the Torres Martinez Desert Cahuilla Indians since 2001 is a consortium of multiple Tribes in the Riverside County area of California providing social services via a TANF grant to Native American households throughout both rural reservation communities and cosmopolitan cities in Riverside and Los Angeles Counties. Special focus is placed on traditional values in the achievement of self-sufficiency for each household such that families facing serious barriers to employment and economic success will receive services resulting in increased employment and earnings, increased educational and vocational skills, and a decreased need for public assistance. Services include Cash-Assistance, Family Preservation, Education Guidance and tutoring, Career Development, Work Activity, Youth Development including teen pregnancy reduction, ICWA services, and substance abuse and mental health referrals. The anticipated outcome includes but is not limited to participation in qualified weekly work activity, job placement, job retention, increases in earnings and benefits, skill and credential attainment, continued education, improved self-esteem, reduction in out of wedlock pregnancy, reduction in substance and alcohol abuse, and customer satisfaction. More information may be reviewed via links from the Tribal website "torresmartinez.org" The Torres Martinez Tribal TANF is seeking proposals from a responsible qualified independent contractor to conduct the following: 1. An Operational/Organizational Analysis of the Tribal TANF Program: The analysis would include an assessment of the programs current operations at all seven program sites, a review of the program s policies, overall structure, procedures, protocols and case management delivery systems. 2. Facilitate the Development of a Three-Year Program Improvement and Strategic Plan: Assist program leadership and staff to address the outcomes from the organizational analysis. This would include redefining the programs purpose, goals, objectives, program outcomes, organizational processes within Family Preservation, youth development, and case management practices. 3. Consultation/Technical Assistance and other Professional Development Services: The Torrez Martinez Tribal TANF program may seek/request consultation/technical assistance services related to program improvement and other professional development needs specific to the operation of Tribal TANF and case management and Family Preservation services as determined or requested by the Tribal TANF executive director.

3 4. Conduct Professional Development Leadership, Management and Supervisory Training: Training should focus on working in the human services environment and specifically Tribal TANF organizations. a. Provide professional development training in the areas of leadership, management and supervisory knowledge and skills to implement service delivery systems that address the program goals, federal mandates and guidelines of the Torres Martinez Tribal TANF program. b. Provide professional development training to enhance and increase knowledge and skills to support organizational infrastructures and systems in Native communities to ensure the effective delivery of Tribal TANF services to Indian families. c. Provide professional skill development in the area of managing and supervising professional and para-professional staff in a human services environment to address areas of weakness or strength as appropriate identified by assessment. d. It would be beneficial for the contractor to have the experience are capability to obtain continuing education (CE) accreditation or other recognized certification for the curricula being developed. 5. Provide Culturally-Focused Case Management Training Program: The training should address the following core competency areas and be developed/tailored to meet the needs of the Torres Martinez Tribal TANF program from a culturally-driven perspective: Case Management a. Provide staff with firmly grounded knowledge and understanding of intensive care management practice that is culturally relevant to their targeted service population. b. Provide staff with knowledge of the influence and impact of historical trauma on Native American people in order to effectively implement case management practices to facilitate self-sufficiency on the part of program clients. c. Provide staff with the knowledge and skills required to effectively infuse case management practices with Native American cultural values, practices and traditions to enhance the success of program clients. Interviewing Skills a) Provide staff with the theoretical foundation and skills needed to effectively interview program clients, resulting in the development of individual case plans that lead to self-sufficiency. b) Provide staff with knowledge and skills to effectively establish professional boundaries when working with program clients. Client Assessment & Case Planning a. Provide staff with knowledge and skills required to conduct customer assessments

4 that are based on program goals and services. b. Provide staff with familiarity and skills on career, psycho-social, health, basic skills, and career readiness instruments for assessment. Including those instruments or skills to measure employment retention rate, earnings change, credential and diploma attainment rate, and skill attainment rate. c. Provide staff with knowledge and skills to use assessment data in the development of case management plans. d. Provide staff with knowledge and skills in the use of career, basic skills, and employment inventories and assessments for case management planning. e. Provide staff with knowledge and skills to effectively supervise caseworkers and their caseloads. f. Provide staff with knowledge and skills to develop, facilitate, and coordinate interdisciplinary teams to deliver program services to program clients. Case Planning, Recording, and Monitoring a) Provide case managers with knowledge and skills to write appropriate and technically accurate case notes, and other documentation, to keep track of caserelated activities. b) Provide staff with the skills to utilize the program s case management technology to manage case records and the tracking of client progress. c) Provide case managers and other identified Torrez Martinez Tribal TANF staff with theoretical foundations and skills to understand client motivation and intervention strategies for effective case management. d) Provide case managers, Family Preservation, and other identified Torrez Martinez Tribal TANF staff with technical assistance and coaching skills to support client selfsufficiency and youth participant development. Caseload Management a) Provide case managers and other identified Torrez Martinez Tribal TANF staff with knowledge and skills to effectively follow through with cases according to files, notes and plans. b) Provide case managers with the knowledge and skills to effectively manage and organize a caseload. Client Motivation & Skill Building a) Provide staff with the knowledge of strategies for motivating and empowering clients to self-sufficiency. b) Provide staff with opportunities to develop insight and understanding of special client concerns and barriers. c) Provide staff with skills and techniques to identify and address special client concerns and issues through direct client training and coaching. d) Provide staff with skills and knowledge supporting the healthy development of youth

5 and their families. 6. Requirements The contractor will furnish all qualified personnel, develop customized curriculum, training materials, and course materials, travel, lodging, per diem, and supplies to perform the full scope of the RFP; unless otherwise negotiated and agreed to by the Torres Martinez Tribal TANF Program. The contractor will provide all trainings on or near the Torres Martinez Tribal TANF office(s) for the most cost effective and accommodating locations as approved by the Torres Martinez Procurement Department Manager. 7. Reports Required a) Quarterly progress reports and evaluation reports on the case management training will be completed by the contractor and provided to the Torres Martinez Tribal TANF program administration. b) Detailed Professional Development Training Plan with goals and learning objectives with time schedule and locations. 8. Entrance and Exit Conferences: Entrance and exit conferences will be held with Torres Martinez Tribal TANF program management. II. PROPOSAL PREPARATION INSTRUCTIONS AND INFORMATION REQUIRED IN YOUR PROPOSAL. In order to facilitate the evaluation of proposals and allow the best comparisons each proposal must include the following information presented in the order and format shown below: A. SECTION I PROPOSAL FORMAT (ALL COMPONENTS AND INFORMATION ARE REQUIRED) 1) Title Page: Please state Request for Proposal (RFP) subject. Please state the organization s and/or the business name including address, telephone, fax number and name of contact person and name of person with authority to sign Agreements. Place the date on your proposal. Torres Martinez Tribal TANF Program will not be responsible for any change in this information unless notification in writing is received. 2) Cover Letter: Provide a one- or two-page letter stating your understanding of the work to be done and making a positive commitment to perform the work within the time period required. Do not reveal or make reference to the cost in this letter. 3) Table of Contents: If the proposal contains more than 20 pages, provide a clear identification of sections and documents in the proposal listed by page

6 number. 4) Profile: Include location of office(s) and if applicable, number of partners, managers, supervisors, seniors, and other key staff used to perform the scope of RFP. If applicable, identify all subcontractors necessary to conduct the project. Describe the range and scope of activities performed by the contracting organization; including capability to fulfill the specifics of the project (i.e. staff, equipment, workload etc.). 5) Approach: Provide a clear description of the approach and method to be used for implementing the statement of work. a) Organization and Management: Please state tasks and work to be performed and identify the person(s) or the project team that will complete the tasks and work identified. Subcontractors must be included if any will be used on the project and the tasks or work to be performed by the subcontractors must be stated. b) Schedule: Please state the amount of time needed to complete the project in days and months (as appropriate to the size of the project), and provide a milestone chart showing tasks and dates of anticipated completion. Any time to be used for preparation and submission of reports should be included in the schedule. 6) Qualifications and Experience: Include a list of personnel to be used on this project and the qualifications of each person. State professional and company experience which is relevant to Professional Development, Culturally Based Case Management Training Program, i.e. experience working with tribal TANF Programs. Special consideration will be given to organizations that have proven experience in working with Tribal TANF programs throughout the nation. Identify all key personnel required to meet the scope of the RFP; please provide résumés including education, background, accomplishments and any other pertinent information. 7) If key personnel or staff will be used on the project, please include a statement in the proposal to the effect that the key personnel assigned to this project as described in this proposal will not be removed from the project without prior approval of the Torres Martinez Tribal TANF Executive Director. B. SECTION II- COST PROPOSAL (PROPOSALS WILL BE DEEMED NONRESPONSIVE WITHOUT THIS INFORMATION) Please state the total dollar amount in a separate sealed envelope for completing the project. Please provide as much detail as you believe will assist the Torres Martinez Tribal TANF Program in evaluating your proposal. The budget should be broken down by the number of days required to meet the scope of the RFP. The cost by day should include all expenditures required by the contractor to perform the full scope of the initial assessment through complete Case Management training and collateral

7 project implementation. The contractor will furnish all qualified personnel, facilities, equipment, travel, lodging, per diem, and supplies to perform the full scope of the RFP; unless otherwise negotiated and agreed to by Torres Martinez Tribal TANF. A not to exceed amount is required within this section for all proposals. III. EVALUATION PROCEDURES A. EVALUATION CRITERIA Proposals will be evaluated by Torres Martinez Tribal TANF Management using the following criteria, in order of descending priority: A. Compliance with specification of work (20 Points); B. Compliance with delivery schedule and ability to meet deadlines and operational requirements as requested (20 Points); C. Price (if applicable, including expenses); (20 Points); D. Availability to perform the work (15 Points); E. Credentials and experience working with Tribal TANF Programs of person and staff to be assigned to the project (15 Points); F. Experience working with Tribal TANF Programs, Tribal Organization, and in multi-cultural environments (10 points) ; G. Indian Preference (Bids no more than 10% higher than the lowest bid or 5 additional points plus possible 5 points for statement regarding training and employment of Indians) (10 points); IV. INDIAN AND OTHER FEDERAL PREFERENCE APPLICABLE All Torres Martinez Tribal TANF Request for Proposals are subject to Section 7(b) (c) of the Indian Self Determination & Education Act (25 USC 450e (b)) which provides to the greatest extent feasible, preference and opportunities be given to American Indians and American Indian-owned business enterprises and OMB Circular A-102 (45 C.F.R Part 92.36(e)) requiring Torres Martinez Tribal TANF to take all necessary affirmative steps to assure minority firms, Women s business enterprises and labor surplus area firms are used when possible. For Indian Preference to be applied to American Indianowned and/or controlled businesses, proof of American Indian business ownership with more than 50% control must be submitted with the proposal. V. TYPE OF CONTRACT A time and effort service contract is anticipated. VI. PERIOD OF PERFORMANCE Unless otherwise stated in the Agreement, any agreement let from this RFP is for a period of 3 years, ( Initial Term ), and, at the sole discretion of the Torres Martinez Desert Cahuilla Indians, the contract may be extended for no more than two (2) additional periods of one (1) year ( Option Term ).

8 VII. TECHNICAL DIRECTION The Torres Martinez Tribal TANF primary contact for this agreement will be: Columba Quintero, Torres Martinez Tribal TANF Executive Director. VIII. KEY PERSONNEL "Key Personnel" are those persons specified in the Contractor s proposal who are considered to be essential to the work being performed. Prior to changing any of the Key Personnel specified in the proposal, the contractor will notify the Torres Martinez Tribal TANF Executive Director in advance and submit a justification for the proposed substitutions in sufficient detail (including names, titles and résumés) to permit the evaluation of the impact on the quality of work performed. No change will be made by the Contractor without the prior written consent of the Torres Martinez Tribal TANF Executive Director. IX. PAYMENT A. PAYMENT AND SUBMISSION OF INVOICES X. RIGHTS 1) Payment for work performed under this contract will not exceed the agreedupon amount, unless additional payments are agreed upon in advance and in writing, signed by both parties. 2) Payment will be made to the contractor based on progress achieved. The contractor must submit each invoice in sufficient detail to document the project s progress. 3) Invoices may not be accepted on more frequent intervals than twice a month; once per month or less often is preferred. Invoices requesting payments will be prepared and submitted in duplicate and contain the following information: contract number, description of services, time spent on each task and total cost for services. Torres Martinez Tribal TANF reserves the right to accept or reject any proposal received from this request, to negotiate with agency representatives, to cancel and/or change this RFP, and to issue similar RFPs in the future. This RFP does not obligate Torres Martinez Tribal TANF or the Torres Martinez Desert Cahuilla Tribe to award a contract or pay for any costs incurred in the preparation or submission of a proposal to this request. One copy of a submitted proposal will be retained for official files and may later become a public record. Only written responses will be accepted. Responses should be sent in sealed envelopes, clearly marked with the RFP Title: Professional Development, Culturally Based Case Management Training Program. Proposals should be sent by registered or certified mail, overnight delivery with proof of delivery service, or may be hand delivered to the name and address specified in the cover-letter to this RFP. Delivery to other than the name and address specified in this RFP may

9 render Bidder s proposal non-responsive. XI. AGREEMENT TERMS AND CONDITIONS The services requested will be provided under terms and conditions set forth in the Torres Martinez Tribal TANF Agreement. The Agreement will be provided upon request. The Agreement will contain Standard Provisions and Special Provisions applicable to the services anticipated in this RFP. If the organization submitting a proposal is unable to agree to the terms and conditions set forth in the Agreement, its proposal must indicate the specific sections of the Agreement that are not acceptable and submit alternate language that is acceptable to the person or organization/ business submitting a proposal. In addition, the person or business submitting a proposal will reference each specific language change and provide a narrative indicating person or business submitting a proposal s explanation of each proposed change. Although Torres Martinez Tribal TANF will consider alternate language proposed by an organization/business submitting a proposal, Torres Martinez Tribal TANF will not be bound by contract language received as part of the person or business submitting a proposal s response. If the person or business submitting a proposal requires that Torres Martinez Tribal TANF be bound by some or all of the organization/business submitting a proposal s proposed contract language, the proposal may be considered non-responsive and may be rejected. Torres Martinez Tribal TANF will make a reasonable effort to execute an agreement based on this solicitation document within fifteen (15) days of selecting a proposal that best suits the Torres Martinez Tribal TANF program. The Agreement will be signed by the Contractor and returned within five (5) business days of receipt of the Agreement. The period for execution may be changed by mutual agreement of the parties. Agreements are not effective until signed by a person holding the required authority for both parties. Failure to execute the Agreement within the time frame identified above will be sufficient cause for voiding the award of the Agreement. If a successful organization/business submitting a proposal refuses or fails to execute the Agreement, Torres Martinez Tribal TANF may award the contract to the next qualified organization/business submitting a proposal. XII. INTERVIEWS An interview/presentation may be required with a representative(s) of the organization/business submitting a proposal(s) selected as finalists to offer an opportunity for the person or business submitting a proposal(s) to present the proposal and explain or clarify aspects of the proposal. The interview/ presentations will be scheduled at the Torres Martinez Tribal TANF offices in Thermal California. Torres Martinez Tribal TANF and the Torres Martinez Desert Cahuilla Tribe will not bear costs related to the interview/presentation by a submitting organization/business.