Request for Qualifications

Transcription

1 1 P a g e Request for Qualifications Evaluation Services RFQ #: Deadline for Responses: 2 PM April 7, High Ridge Road Boynton Beach, FL (561)

2 2 P a g e Table of Contents SECTION 1: INTRODUCTION WHAT WE ARE SEEKING THE COUNCIL OVERVIEW OF THE CHILDREN S SERVICES COUNCIL... 3 SECTION 2: EVALUATION SERVICES BACKGROUND CREATION OF AN EVALUATION POOL SCOPE OF SERVICES... 4 SECTION 3: RFQ PROCESS LIMITATIONS ON CONTACTING CSC PERSONNEL PROPOSER DISQUALIFICATION RFQ TIMETABLE INQUIRIES ACCEPTANCE OF APPLICATIONS NOTICE OF PROPOSERS SELECTED FOR EVALUATOR POOL... 9 SECTION 4: RFQ RESPONSE INSTRUCTIONS FOR SUBMITTING RESPONSE TO RFQ INCOMPLETE RESPONSES RESPONSE FORMAT RESPONSE REVIEW AND SELECTION CRITERIA COMPLIANCE WITH SECTION , FLORIDA STATUTES SECTION 5: SUBMITTAL DOCUMENTS APPENDIX A... 17

3 3 P a g e SECTION 1: INTRODUCTION 1.1 WHAT WE ARE SEEKING The Children s Services Council of Palm Beach County (CSC) is seeking, through a proposal process, to identify a pool of qualified organizations and individuals who can be called upon to provide specific evaluation services for prevention, early intervention, early childhood education, and place-based programs and initiatives funded by the organization. 1.2 THE COUNCIL Children s Services Council of Palm Beach County (CSC), an independent special district created by Palm Beach County voters in 1986, provides leadership, funding and research on behalf of the county s children so they grow up healthy, safe and strong. 1.3 OVERVIEW OF THE CHILDREN S SERVICES COUNCIL The Council invests resources in programs and services that support the physical, socialemotional and psychological development of children. In order to have an impact in those areas, the Council has four goals: children are born healthy, are free from abuse and neglect, are ready to learn when they enter school, and have access to quality afterschool and summer programming. Supported by a blend of federal, state and local funding, our programs and systems are designed to achieve our goals by providing seamless, efficient, and accountable prevention and early intervention services to Palm Beach County s children and families. The three major systems are listed below, and a more detailed description can be found in Appendix A. Healthy Beginnings, which provides comprehensive, integrated direct services to pregnant women, infants, and young children ages 0-5 years. Quality Counts, which provides services to increase the quality of child care and afterschool providers. Bridges, which is a neighborhood-based strategy to achieve CSC s goals at a population level. Bridges address such issues as adult literacy, father involvement, maternal depression, teen pregnancy prevention, cyclical poverty and child development. The Council believes that by offering families the right approach and combinations of programs and services at the right time, in the right place, we will achieve our goals. By strengthening the system of care, which is built upon sound research and strong data, we can achieve our child outcomes. For additional information regarding CSC, please visit

4 4 P a g e SECTION 2: EVALUATION SERVICES 2.1 BACKGROUND The Children s Services Council (CSC) has implemented an investment and accountability model that integrates evaluation as a key function within the organization. The Evaluation Department is responsible for providing information to: - support the investment decisions related to planning, development, implementation and the refinement of programs and systems; - accountability - based on the performance of these programs and systems; - ensure the availability of data and recommendations that are useful and actionable. The evaluations conducted are intentional and are, therefore, planned. The types of services provided by the Evaluation Department range from an annual performance review process to scheduled formative, summative and impact evaluations as determined by the maturity of the program or system. While much of the identified need for evaluations are planned well in advance, other work is dynamic and in need of short turnaround times to meet deadlines. The primary data system Healthy Beginnings Data System (HBDS) supporting the evaluation activities houses client data for the majority of the programs that are funded. 2.2 CREATION OF AN EVALUATION POOL It is against this background that CSC desires to create and maintain a pool of highly qualified evaluators who can provide evaluation services for Healthy Beginnings, Quality Counts and the Bridges programs and initiative, and is soliciting Requests for Qualifications from individuals, organizations and universities to identify a qualified pool of evaluators. Evaluators will be prequalified through this RFQ for a period of 4 years. This cycle will be repeated biennially to add evaluators to the pool. CSC will solicit bids from those selected to be in the pool, as needed. Should the required services not be offered at a reasonable cost, or cannot be fulfilled by a member of the pool, CSC reserves the right to issue a separate Request for Proposals (RFP). Assignments are, therefore, not guaranteed. 2.3 SCOPE OF SERVICES Projects will vary in size and scope and hence cost. Evaluators will be well versed in research and evaluation and will have expertise in evaluating early intervention and prevention programs for children birth to 5, early childhood education and placed-based systems.

5 5 P a g e The selected evaluators may perform a variety of services, such as: 1. Produce an evaluation plan that reflects appropriate evaluation designs, questions and analytical methods 2. Work with appropriate stakeholders to develop a Theory of Change 3. Conduct a literature review 4. Conduct an evaluation of programs or systems (formative, summative, impact) 5. Develop a research design: A mixed methods approach and including quasi and experimental design 6. Create surveys with protocols and sampling plans 7. Review surveys and interview instruments 8. Collect and compile data from interviews, surveys, focus groups, and case studies 9. Identify all needed data, associated metrics, and source of data 10. Produce brief and comprehensive research, evaluation and technical reports Evaluators will work collaboratively with internal evaluators, and when necessary an evaluation committee. Evaluators are expected to be participatory, demonstrate a willingness to discuss issues, findings and share results with CSC, providers, external stakeholders and other funding partners. 2.4 REQUIREMENTS The selected evaluators are expected to demonstrate the qualifications and experience needed to support CSC s needs, and therefore applicants must submit the following documents: 1. Cover Page Complete this entire document; sign, scan and include with response. 2. Questionnaire This section must contain all pertinent data related to the Proposer (including proposer s organization, if applicable) and experience that would substantiate Proposer s qualifications and capabilities to perform the services requested. Complete this entire document and include with response. 3. References - List three clients professional references associated with work previously performed by the Proposer within the past 5 years. For each reference, please specify: a) Name, address, telephone number b) Project start date and duration c) Scope and cost of project d) Role in project e) Outcome of project

6 6 P a g e 4. Sample Evaluation documents The applicant must provide two evaluation reports with one being an outcome evaluation - include with response. 5. Other documentation Resume(s) for the principal evaluator(s)

7 7 P a g e SECTION 3: RFQ PROCESS 3.1 LIMITATIONS ON CONTACTING CSC PERSONNEL This Request for Qualifications is issued by the Children s Services Council of Palm Beach County. The contact person listed below is the sole point of contact for this RFQ: Grace Watson, Director of Evaluation grace.watson@cscpbc.org All contact shall be by only, and all replies will be posted and available to the public on CSC s website at: PROPOSER DISQUALIFICATION Proposers are prohibited from contacting CSC personnel or board members regarding this solicitation other than the person identified above. Any occurrence of a violation may result in the disqualification of the proposer. Failure to have performed any contractual obligations with CSC in a manner satisfactory to CSC will be sufficient cause for disqualification. To be disqualified as a proposer under this provision, the proposer must have: 1. Previously failed to satisfactorily perform in a contract with CSC, been notified by CSC of unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of CSC; or 2. Had a contract terminated by CSC, by any other county or state agency, or by any Children s Services Council for cause.

8 8 P a g e 3.3 RFQ TIMETABLE 3/3/2014 RFQ packets are available on the CSC website 3/10/2014 Deadline for submission of questions regarding clarification of RFQ 3/17/2014 Final posting of questions and answers and/or clarification or addenda to RFQ (if any) on CSC website 4/7/2014 RESPONSE DEADLINE - All RFQ responses are due by 2 PM at: BIDS@cscpbc.org Subject: RFQ #: Responses are opened publicly beginning at 2:01 PM Note: CSC server date and time stamps all 4/8/ Evaluation of responses by RFQ selection team 4/21/2014 4/28/2014 Notification by of applicants selected and not selected for evaluation pool 5/1/2014 Post on CSC website list of selected evaluators for the evaluation pool NOTE: CSC reserves the right to adjust the timetable and any adjustments will be made available on the CSC website.

9 9 P a g e 3.4 INQUIRIES All inquiries requesting clarification regarding this RFQ must be made in writing and ed to the identified contact person by 3/10/2014. During the RFQ period, proposers must not provide CSC with any marketing or promotional materials that would raise the proposer s profile or give the proposer an advantage or benefit not enjoyed by other perspective proposers. Copies of responses to all inquiries which require clarifications and/or addenda to the RFQ will be made available no later than 5 PM 3/17/2014 on CSC s website. 3.5 ACCEPTANCE OF APPLICATIONS All responses must be received via , to the address below, by CSC no later than 4/7/2014 by 2 PM. Sign, scan and attach document(s) in PDF format to to: BIDS@cscpbc.org Subject: RFQ: No changes, modifications or additions to the responses submitted will be accepted by, or binding on, CSC after the deadline for submissions has passed. ALL COMMUNICATIONS ARE DATE AND TIME STAMPED BY CSC S SERVER. RESPONSES NOT RECEIVED BY THE SPECIFIED DATE AND TIME WILL BE REJECTED AND RETURNED UNOPENED TO THE PROPOSER BY THE CSC. CSC reserves the right to reject any and all responses or to waive minor irregularities when doing so would be in the best interest of CSC. A minor irregularity is defined as a variation from the RFQ terms and conditions that do not affect the price of the application, or do not give the proposer an advantage or benefit not enjoyed by other prospective proposers, or do not adversely impact the interest of CSC. 3.6 NOTICE OF PROPOSERS SELECTED FOR EVALUATOR POOL Proposers selected for the Evaluator Pool will be notified via on 4/28/2014. CSC will post a list of selected evaluators to CSC s website by 5/1/2014.

10 10 P a g e SECTION 4: RFQ RESPONSE 4.1 INSTRUCTIONS FOR SUBMITTING RESPONSE TO RFQ All responses must be submitted on the forms included in this package. Forms are available on CSC website ( All responses are to be signed by an official or individual who is legally authorized to bind the proposed activity. IMPORTANT: All responses must be received by CSC via no later than 4/7/2014 at 2 PM. 4.2 INCOMPLETE RESPONSES Failure to respond to any item, including providing any requested information, or failure to follow these instructions shall be considered submission of an incomplete response and may result in disqualification from further consideration. 4.3 RESPONSE FORMAT The typewritten portion of your response is to be submitted on the RFQ forms; available for download from CSC s website: RESPONSE REVIEW AND SELECTION Proposer selection will be based upon the following: 1. Qualifications, previous experience and references 50 points 2. Two evaluation samples: Each sample must demonstrate a different area of evaluation expertise 50 points

11 11 P a g e 4.5 COMPLIANCE WITH SECTION , FLORIDA STATUTES In accordance with Section , Florida Statutes, persons and affiliates who have been placed on the convicted vendor list may not submit responses, contract with, or perform work (as a contractor, supplier, subcontractor or consultant) with CSC in excess of the threshold amount provided in Section , Florida Statutes, for Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. Any response received from a person, entity or affiliate who has been placed on the convicted vendor list shall be rejected by CSC as unresponsive and shall not be further evaluated.

12 12 P a g e SECTION 5: SUBMITTAL DOCUMENTS The following documents can be downloaded from CSC s website at: Reference file name: RFQ # Forms Responses should be assembled in the following manner: 1. Cover Page Complete this entire document; sign, scan and include with response. 2. Questionnaire This section must contain all pertinent data related to the Proposer (including proposer s organization, if applicable) and experience that would substantiate Proposer s qualifications and capabilities to perform the services requested. Complete this entire document and include with response. 3. References - List three clients professional references associated with work previously performed by the Proposer within the past 5 years. For each reference, please specify: f) Name, address, telephone number g) Project start date and duration h) Scope and cost of project i) Role in project j) Outcome of project 4. Sample Evaluation documents The applicant must provide two evaluation reports with one being an outcome evaluation - include with response. 5. Other documentation Resume(s) for the principal evaluator(s)

13 13 P a g e REMINDER RFQ #: REPLIES ARRIVING AFTER 2 PM APRIL 7, 2014 DEADLINE WILL NOT BE ACCEPTED

14 14 P a g e Submit this RFQ response to: BIDS@cscpbc.org Subject: RFQ COVER PAGE RFQ Title: Evaluation Services RFQ #: NAME OF FIRM, ENTITY, ORGANIZATION: NAME OF CONTACT PERSON: TITLE: PHONE NUMBER: FAX NUMBER: MAILING ADDRESS: CITY: STATE: ZIP CODE: HEADQUARTERS ADDRESS (If different than mailing address): DO NOT INCLUDE SOCIAL SECURITY NUMBER WITH THIS APPLICATION; CSC WILL OBTAIN IF/WHEN CONTRACTED. FEDERAL EMPLOYER IDENTIFICATION NUMBER (EIN): STATE OF FLORIDA BUSINESS LICENSE NUMBER (If Applicable): ORGANIZATION STRUCTURE (Please check one): Corporation Partnership Proprietorship Joint Venture Other If Corporation, please provide the following: (A) Date of incorporation (B) State or Country of incorporation: I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all terms and conditions of this RFQ and certify that I am authorized to sign this Proposal and that this Proposal is in compliance with all requirements of the Request for Qualifications, including but not limited to, certification requirements. Authorized Signature (Manual) (Authorized Signature (Print or Type) Title (Print or Type) COMPLETE AND PRINT FORMS; SIGN THE COVER PAGE AND NON-COLLUSION CERTIFICATES; SCAN INTO PDF FORMAT AND TO CSC WITH ADDITIONAL REQUIRED DOCUMENTS BY 2 PM ON DUE DATE

15 15 P a g e QUESTIONNAIRE The following Questionnaire shall be completed and submitted with the Request for Qualifications. This section must contain all pertinent data related to the Applicant s experience that substantiates the Applicant s qualifications and capabilities to perform the types of evaluation services requested (see page 5). Proposer guarantees the truth and accuracy of all statements and answers herein contained. 1. How many years have you/your organization/company been in business? 2. Identify any evaluation, the date of completion, and your role in evaluating the program/initiative similar to those listed below: a. Prevention and early intervention services (prenatal 5 year olds) b. Early childhood education c. Place-based 3. How did you share the results of the evaluations with the organization? 4. What was the impact of the evaluations on the organization? 5. Have you ever failed to complete work awarded to you? NO YES If so, where and why? 6. What pertinent information (e.g., education) related to your organization s experience substantiates your qualification to perform the services requested? 7. What pertinent information (e.g., education) related to your experience or the person/persons who will perform the services requested substantiates the qualifications to perform the services requested? 8. What technical strengths do you bring to an evaluation? 9. For your past five evaluations, what percent of each of them is qualitative (i.e., methods for gathering information are Participant Observation, Non-participant Observation, Field Notes, Reflexive Journals, Structured Interview, Semi-structured Interview, Unstructured Interview, and Analysis of documents and materials) and quantitative? 10. What has been your primary evaluation focus over the past five years?

16 16 P a g e REFERENCES List three clients, current or past that can serve as a reference on the development of similar work performed by within the past five years. For each reference, please specify: a. Name, address, telephone number b. Project start date and duration c. Scope and cost of project d. Role in project e. Outcome of project Reference #1: Reference #2: Reference #3:

17 17 P a g e APPENDIX A Detailed description of CSC systems Healthy Beginnings: The Healthy Beginnings System (HB System) is a voluntary coordinated set of services for prenatal and postnatal women, and families with children birth to age 5. Operational since 2009, it is designed to promote healthy births, reduce child maltreatment, and promote children s kindergarten readiness. Within the Healthy Beginnings System, multiple agencies are strategically aligned so that they work together as a single program to deliver specific services. Overall, the Healthy Beginnings System seeks to improve birth outcomes by providing access to direct health and social services for pregnant women whose chances of having a healthy baby are hampered by such risk factors as poverty, limited access to health care, poor nutrition, age, substance abuse, homelessness, domestic violence and more. The system also seeks to reach young children exhibiting developmental or behavioral issues that could hamper later school success. Through early intervention, many such issues can be dealt with prior to the child entering the formal school setting, thus improving opportunities for school success. Quality Counts: provides services to improve the quality of early care and education and afterschool programs. Children who are ready to learn when they enter school are much more likely to be reading on grade level at the end of third grade and, in turn, much more likely to graduate high school. Children who attend high-quality afterschool programs can develop important life skills while staying out of trouble during those afternoon hours. The Council's strategy aims to provide high-quality, affordable, accountable and inclusive early care and education programs so more children enter school ready to learn. School-age children, also need access to high-quality, affordable, accountable and inclusive afterschool programming. This not only provides peace of mind to working parents, but also assists their children in developing the social, emotional and academic skills they need to succeed in life. Many providers serve a high percentage of children who are considered at high risk because of socio-economic factors such as poverty and limited English proficiency. To accomplish these goals, CSC works with partner agencies to: enhance the skills and knowledge of the quality child care and afterschool workforce; provide technical and financial assistance, as well as coaching and support, to participating programs; and increase public understanding of the value of quality early childhood education and afterschool programming. Bridges: BRIDGES focuses on geographic areas in Palm Beach County that demonstrate the greatest needs, since it is believed this is where the most significant change can be affected, and resources will be most wisely spent. Since we have found the same locations year after year rank poorly in terms of unfavorable circumstances, it makes sense to target these areas directly and comprehensively. BRIDGES are intended to impact community level outcomes so children are born healthy, remain free from abuse and neglect, are ready for kindergarten, and have access to quality after school and summer programs. An aspirational goal is to ensure children are on grade level by the end of 3 rd grade.

18 18 P a g e Specifically, BRIDGES are 10 neighborhood centers located in areas recognized for having the poorest birth outcomes, the highest instances of child maltreatment, the most kindergarteners who are unprepared for school, and the lowest academic proficiency among 3 rd graders in Palm Beach County. The neighborhoods participating in BRIDGES were determined to be most at risk from multiple population-based indicators showing high rates of preterm births, low-birth-weight infants, and child maltreatment calls; poor school achievement; and other risk factors. In addition, focus groups completed in 2009 suggested that these communities may be fearful of using services and may not be aware of opportunities to support their children s development. The list of programs funded by CSC can be found at