Request for Quotes, State Term Contract # , Management Consulting Services

Transcription

1 SUBJECT: TITLE: Request for Quotes, State Term Contract # , Management Consulting Services Management Report. 1) Introduction: The (hereinafter DCF ), Office of Child Welfare, is seeking quotes from interested vendors to provide development training and deployment of an education score card, designed to capture child specific data on education progress of children in the care and custody of the Department. Big Bend Community Based Care (CBC) developed this product on a survey monkey platform. The nineteen (19) CBC Lead Agencies will implement this on a statewide basis on a Remote Data Capture (RDC) platform. The Provider will work with DCF to develop the RDC platform application specifications, train CBC and DCF staff in its use, and assist with implementation. 2) Description of Services: The purpose of this Request For Quotes (RFQ) is to obtain the services of a vendor on the State Term Contract number , Management Consulting Services to develop and deploy a K-12 Education Report Card and related Dashboard Management Report for at-risk youth target groups. This K-12 Report Card and related Dashboard Management Report are to be developed by a regional development team and readied for Beta testing using the existing RDC platform. The Task Services (also outlined in the attached Timeline) shall be as described below. Facilitate the development of a K-12 Education Report Card and related Dashboard Management Report for At-Risk Youth target groups. Facilitate the development of business requirements for a DCF Information Technology (IT) team to build the K-12 Report Card and Dashboard Management Report on the RDC platform and ready the Community Based Care agencies in the state to conduct Beta testing for K-12 Report Card submissions and Dashboard Management Report creation. Develop Training Materials needed to train CBC and DCF affected staff for the K12 Report Card and Dashboard Management Report deployment using the RDC platform. Conduct Train the Trainers workshops for DCF and CBC trainers in each Region. Facilitate the DCF Headquarters Lead Team in the review of the K-12 Development and training workshops. Agendas for the meeting can include a status update on progress of Plan tasks and roll-out, review of current Report Card and Dashboard Management Report design, emerging barriers to successful implementation and actions taken to address barriers. 3) Tasks and Deliverables (See attached Timeline): Task 1: Facilitate the development the K-12 Education Report Card and related Dashboard management report.

2 Meet with the Regional DCF/CBC task team and develop K-12 Report Card, Dashboard Management Report, and process for statewide submissions of Report Cards for K-12 at-risk youth target population. Utilize work completed to date by the team and complete pilot activities, collect data and finalize the K-12 Report Card, Dashboard Management Report and process. Provide results to DCF Headquarters Lead Team. 1) K-12 Report Card (Microsoft Word template and version for RDC) 2) Dashboard Management Report for K-12 Report Card 3) Process Flowchart with Process Outcome indicators for Case Managers submission of K-12 Report Cards and use of Dashboard Management Report, 4) Attendee Rosters for all team meetings held 5) Supporting Report Card documentation (e.g. Likert scale explanations, etc.) 6) PowerPoint Executive Summary describing the developed components. Task 2: Facilitate the identification of Business Requirements for the Build of the K- 12 Report Card into RDC (Remote Data Capture) Platform with DCF/CBC IT staff. Assist DCF/CBC IT staff in designing, alpha testing and building K-12 Report Card and Dashboard Management Report into the RDC platform. Assist in designing and building appropriate interfaces to utilize the Microsoft Excel Dashboard Management Report for aggregating K-12 Report Cards and reporting outcome performance. 1) Electronic versions of K-12 Report Card 2) Attendee Rosters for each meeting held 3) Dashboard Management Reports with needed revisions to accommodate RDC and anticipated Business Object data base/microsoft Excel imports into management report 4) Process Flowchart documentation for the Report submissions 5) Process documents needed for the meeting as directed by DCF management Task 3: Develop Training Materials and Train DCF and CBC Trainers statewide. Develop training presentation, training handouts and other documentation for the K-12 Report Card and Dashboard Management Report roll-out. The Roll-out will include a one (1) day workshop for each region for DCF and CBC identified trainers. Workshops will include instruction to trainers on how to train DCF and CBC staff in the Report Card Submission Process and Dashboard Management Report access and utilization. Trainers will be supported during their training period via conference calls and assistance. 2

3 1) K-12 Report Card 2) Dashboard Management Report 3) Process Flowchart with Process Outcome indicators for Case Managers submission process and use of Dashboard Management Report 4) Handout Material Originals for trainers workshops 5) Supporting Report Card documentation (e.g. Likert scale explanations, etc.) 6) Workshop Attendee Rosters 7) PowerPoint Executive Training Presentation for Trainers workshops Task 4: Review RDC Development and Finalize RDC Education Components: K-12 Report Card/ Dashboard/ Procedures/ Training Materials. Prepare agenda and Progress documentation for the Headquarters Lead Team meeting. Facilitate review of RDC development and assist team in finalizing RDC Education Components: K-12 Report Card/Dashboard Management Report/Procedures/Training Materials. 1) Agendas for meeting 2) Attendee roster 3) Meeting Handout Material Originals 4) Other materials needed for Headquarters Lead Team to review and finalize training roll-out decision 4) The Vendor should be Aware of the Following: a. The maximum funding available for the project is $50, and is time limited for completion and submission of all deliverables by June 30, 2013; and b. The successful vendor will be responsible for providing all administrative and physical support for vendor s employees performing the work, including but not limited to, office space, telephones, computer, office supplies, fax machines, etc. The Department will pay no additional compensation for such support. NOTES: All services are to be complete by June 30, 2013 All material that is client specific shall belong to the client and may be used by the client at its options without further charge or fee. 5) Timeframe All services are to be completed by June 30, Invoicing will be submitted for completed deliverables and include rosters of attendees for any meeting or workshop session. 6) How to Submit a Quote: a. Contact Person. The sole point of contact for this RFQ is: Dwight Williams 3

4 1317 Winewood Blvd., Bldg. 6, Room 360 Tallahassee, Florida Phone: (850) All questions or inquiries regarding this RFQ should be directed to the Contact Person, listed above, in writing. b. Format of the Quote. One (1) copy of the quote must be submitted electronically (Microsoft Word Format) via a CD or ed to the Contact Person listed in Section 6 ) a. by 5:00 PM on September 14, 2012, local time in Tallahassee, Florida. c. Quote Requirements 1. Contact Information. The vendor quote must include the following information: a. Vendor s name; b. Name, title, phone number and address of person who can respond to inquiries regarding the vendor s quote; and c. Vendor s federal employer identification number. 2. Approach to Completing Tasks and Deliverables. The vendor quote must describe the vendor s overall approach to meet the Department s stated Scope of Work within the specified timeframes. Specifically, the quote must address the following: a. The vendor quote must document the vendor s capability and capacity to meet the Scope of Work defined in this RFQ. b. The vendor quote must describe a specific approach proposed to address all of the issues, concerns, and requirements in this RFQ. c. The vendor quote must describe a specific approach proposed which either meets or exceeds the stated Scope of Work. 3. Vendor Experience. The vendor quote must describe the vendor s knowledge and experience in performing services similar to those outlined in the Scope of Work. 4. Pricing. The vendor quote must clearly outline the costs involved with the performance of the services outlined in this RFQ document, in accordance with the following: a. The vendor quote must outline the vendor s cost in providing the services outlined in this RFQ. Pricing should demonstrate the vendor s anticipated costs, including job title for each person working on the project, anticipated number of hours to complete each deliverable outlined in the Scope of Work, and the hourly rate (in accordance with the pricing at least as favorable to the Department as that outlined in the State Term Contract # , Management Consulting Services). 4

5 7) Vendor Selection: 1. A Task Order will be issued based on cost and ability to deliver services in the requisite timeframe. The Department is using the Department of Management Services State Term Contract # , Management Consulting Services, for this procurement. Vendors who are not an awardee to this contract shall be considered nonresponsive and are not eligible for award. 2. This RFQ is being issued and will result in a Task Order issued pursuant to State Term Contract # , Management Consulting Services. Per section (2), Florida Statutes, use of, or a selection pursuant to, a Request for Quote does not constitute a decision or intended decision that is subject to protest under section (3), Florida Statutes. 5