Request for Proposal (RFP)

Transcription

1 Request for Proposal (RFP) Facilitation Services for Strategic Planning Meeting: Advisory Group of the National Resource Center (NRC) for Health Center Training and Technical Assistance (TTA) October 17-18, 2017, Bethesda, Maryland RFP Released: September 15, 2017 Proposals Due: September 25, 2017 Points of Contact: Training and Technical Assistance Department National Association of Community Health Centers (NACHC) Phone (301) Neha Desai or Gina Capra NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 1 of 11

2 Purpose The NACHC Training and Technical Assistance (TTA) Program assists existing and potential health centers in addressing operational demands while sustaining their health care access mission, a community governance model and a commitment to cultural and linguistic competence in healthcare delivery to underserved and vulnerable populations. Through a diverse cadre of subject matter experts and increasingly diverse delivery venues, the NACHC TTA Program is highly utilized and well prepared to respond to emerging healthcare delivery issues. Specifically, NACHC maintains a professional training faculty to provide health center professionals with quality instruction and technical assistance resources based in adult learning principles, advanced instructional design and an understanding and application of technology to enhance TTA delivery. The U.S. Health Resources and Services Administration (HRSA) Bureau of Primary Health Care (BPHC) provides resource support to NACHC to improve health center operational and clinical outcomes through the provision of coordinated, collaborative TTA. Organization Overview The National Association of Community Health Centers (NACHC) was founded in 1971 to promote the provision of high quality, comprehensive and affordable health care that is coordinated, culturally and linguistically competent, and community directed for all medically underserved populations. NACHC: Serves as the leading national advocacy organization in support of community-based health centers and the expansion of health care access for the medically underserved and uninsured. Conducts research and analysis that informs both the public and private sectors about the work of health centers, their value to the American health care system and the overall health of the nation s people and communities both in terms of costs and health care outcomes. Provides training, leadership development and technical assistance to support and strengthen health center operations and governance. Develops alliances and partnerships with the public and private sectors to build stronger and healthier communities. RFP Services Desired Through this Request for Proposal (RFP), NACHC is seeking specific expertise in agenda development, meeting design, pre- and post-event support and in-person facilitation services for a targeted strategic planning meeting occurring October 17-18, 2017 in Bethesda, Maryland. The target audience consists of representatives of 20 national organizations funded by HRSA s Bureau of Primary Health Care who cooperatively administer training and technical assistance resources to advance health care access, clinical outcomes and operational performance across a national network of Federally Qualified Health Centers (FQHC), also known as the Health Center Program. NACHC seeks experienced and innovative meeting designers and facilitators significantly familiar with Section 330 of the Public Health Service Act, current BPHC strategic goals and objectives, the executive leadership and operational implications of the Health Center Program Requirements, and the organizational configurations of BPHC s National Cooperative Agreement (NCA) holders. NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 2 of 11

3 Time period for services is September 27, 2017 through November 30, See details in Content Area below. Content Area Facilitation Services for Strategic Planning Meeting of the National Resource Center for Health Center Training and Technical Assistance NACHC s Training and Technical Assistance Department is responsible for establishing a new National Resource Center (NRC) for Health Center TTA in alignment with the vision of HRSA s Bureau of Primary Health Care (BPHC), the federal entity responsible for administering the Health Center Program. This vision includes: developing a continuous learning health care system built upon exchange of best practices; improving clinical outcomes for the health center patient population through targeted intervention models; and effectively responding to emerging trends of health center operational needs. Further, this vision is to be realized through the unified and collective efforts of BPHC s TTA partners, beginning with 20 National Cooperative Agreement (NCA) holders who bring unique expertise within the Health Center Program. To guide these efforts, a national Advisory Group has been created and consists of representatives from all NCAs. The NRC Advisory Group will oversee two tactics that will be supported through working groups: a national clearinghouse for information dissemination and a single, consolidated national needs assessment of TTA needs across health centers. NACHC intends to build on the collective efforts to date of the TTA Advisory Group, informally convened in 2016 and more formally established in Scope of Work: Selected vendor(s) will provide expert, pre- and post-event support as well as on-site facilitation to result in: 1. Clear understanding of BPHC s expectations and vision; 2. Initial NCA asset map or inventory of TTA expertise and resources; 3. Initial TTA Advisory Group strategic plan framework; and a 4. Phased operational work plan for the TTA Advisory Group, inclusive of Working Groups. These four foundational items will guide the group to effectively and efficiently establish a national resource clearinghouse and a single, national needs assessment of health centers TTA needs over the next eight to 30 months. Selected vendor(s) will support and facilitate an action orientation for the NRC TTA Advisory Group and its two sub-groups, referred to as Working Groups: the Clearinghouse Working Group and the Needs Assessment Working Group, all of whom will have representation at the October 17-18, 2017 in-person meeting. The technical content and overall thought leadership of the groups are provided by a recently established Steering Committee representing six NCAs who serve as co-chairs for the three groups named above. In addition, NACHC has a small team, led by the Associate Vice President for Training and Technical Assistance, guiding the overall direction, coordination and infrastructure support for the establishment of the NRC and interaction with the Steering Committee. Selected vendor(s) will have at least 10 years organizational experience as a facilitator of peer-cohort or advisory-like bodies and as a learning and organizational development professional; and 5 years organizational experience working in the health care safety net space, i.e., with HRSA/BPHC, TTA partners such as HRSA NCA holders and Primary Care Associations (PCAs) and federally qualified health NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 3 of 11

4 centers. Selected vendor(s) demonstrate organizational and individual credibility, mission motivation and experience. Deliverables: 1. Pre-Meeting Preparation: Provide meeting and learning objectives design consultation to the NACHC NRC team and Steering Committee of the TTA Advisory Group to result in purposeful pre-work for participants, a meaningful meeting agenda and tailored delivery approach for the October strategic planning meeting. o Timeframe: immediately upon award through October 13. o Volume: at least two phone consultations weekly (capacity for more if needed) plus offline development work 2. Meeting Facilitation: Provide on-site meeting facilitation of up to 60 participants with potential for two-to-three working-group breakout sessions simultaneously. Provide on-site, real-time meeting progress consultation to the planning group, including the NACHC NRC team and Steering Committee throughout the day. o Timeframe: October 16 (afternoon preparation huddle), October 17-18, 2017 o Volume: Full-day commitments 3. Post-Meeting Follow-Up: Provide de-brief to the NACHC NRC team and Steering Committee, as appropriate, and evaluation results of meeting effectiveness, including measurement of overall impact of the meeting in achieving larger goals of the NRC. Provide Summary Notes suitable for public record and dissemination to participants. Provide professional working documents: Initial NCA Asset Map, Initial Strategic Plan Framework, and Operational Work Plan for the NRC TTA Advisory Group. Provide a brief, close-out report capturing follow-up and action items as well consultative recommendations for the NACHC NRC team regarding phased, next steps for facilitating the work of the TTA Advisory Group. o Timeframe: October 18-Novemember 30, 2017 o Volume: at least two phone consultations to review draft and final deliverables, plus offline work as needed. NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 4 of 11

5 Travel Budget Guidelines: Travel for this engagement will consist of 3 nights in Bethesda, Maryland (October 16, 17, 18). NACHC will reimburse in accordance with its travel policies (See Attachment I). Bid submission is acceptance of NACHC travel policies. If additional travel needs are identified, NACHC will coordinate travel resources with selected vendor. Information Requested Proposals must be submitted using NACHC s web-based portal by Sept. 25, 2017, 5pm ET. Please click on the online form link to be directed to NACHC s online submission form. If NACHC selects your proposal, you will be notified no later than September 27, Proposals must be complete in order to be considered. Incomplete proposals will not be considered. Proposals must contain: Point of Contact Information Name/Description of Organization: specifically state if you are an independent consultant or a multi-individual or corporate applicant Vendor status verification: U.S. System Award Management (SAM), or equivalent, search results for overall organization and individuals designated to this proposal. Capability statement (page limit: two pages) that demonstrates you/your organization s ability to deliver content services as described in the RFP and in the venue(s) identified, specifically: o Evidence of successful and effective group facilitation planning, delivery and follow-up in the selected content area to the targeted audience(s) (as appropriate); o Demonstrated current, content knowledge of the federal Health Center Program authorized under Section 330 of the Public Health Service Act, its related policies and guidance, and HRSA/BPHC TTA stakeholders, like NCA holders. Curriculum Vitae (CV) or Resume for principal facilitator/expert (page limit: 2 pages per principal/expert) One sample presentation/facilitators plan that demonstrates understanding of the FQHC environment, TTA content and cohort facilitation services, as described in this RFP One post-meeting professional work product prepared for group use Two past facilitation evaluations demonstrating quantitative and qualitative feedback from clients Timeline for Project Implementation that demonstrates appropriate planning and delivery. Budget and Budget Narrative Include a short justification (not to exceed one page) that explains the rationale for your budget presentation in the template below. Please ensure costs are delineated by deliverable. Where appropriate, further delineate cost of development and delivery. No travel costs need to be noted for this submission, bid submission is acceptance of NACHC travel and reimbursement policy (Attachment I). NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 5 of 11

6 Budget Template & Justification DIRECT LABOR - Hourly Rate should reflect overall cost rate inclusive of any fringe, overhead and/or general & administrative expense (G&A), if required. Title or Labor Category Name of Contractor or Employee Contractor or Employee? Hourly Rate Number of Hours Amount Requested [TITLE] [NAME] [$$] [##] [$$] Total [$$] NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 6 of 11

7 Evaluation Criteria Proposals submitted will be evaluated using the criteria below. Incomplete applications will not be considered. Selection Domain Capability Statement Experience and Education Proposed Budget, Budget Narrative and Project Timeline Work Samples Vendor Status Verification Application Selection Criteria To earn full points in each domain, the applicant must demonstrate: Capability statement that demonstrates you/your organization s ability deliver service in the specified content area and in the venue identified, such as: Evidence of successful and effective service delivery in the selected content area to the targeted audience(s) (as appropriate); Demonstrated current, content knowledge of the federal Health Center Program authorized under Section 330 of the Public Health Service Act, its related policies and guidance, and HRSA/BPHC TTA stakeholders. (page limit: not to exceed two pages) Resumes/CVs clearly show tenure, professional experience and/or education that reflects knowledge and ability in content expertise (page limit: 2 pages per trainer/facilitator) Reasonableness of proposed budget and timeline for project implementation, inclusive of preparation and delivery. (Page limit: not to exceed two pages) Demonstrate strong facilitation and communications skills, understanding of adult learning needs and content knowledge, as evidenced by: o Sample presentation or facilitation plan o Post-meeting professional document/product o Quantitative and qualitative evaluation data from past services rendered o Qualitative data and/or testimonials from community health centers or related clients/audiences o Publications (if appropriate (Page limit: no more than 10 pages) Proof of vendor in good standing via the U.S. government s System for Award Management (SAM), or equivalent. Points NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 7 of 11

8 Completeness of Application Application materials submitted are responsive to RFP guidance, clear and complete. 5 Total 100 NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 8 of 11

9 ATTESTATION By my signature, title and date below, I hereby certify that this Proposal reflects my best estimate of the capability of organization and the true and necessary costs for the project, and the information provided herein is accurate, complete and current as of the date of my signature below. I agree that NACHC shall own all right, title, and interest in and to all works produced by Contractor pursuant to this Contract irrespective of medium of production, including, but not limited to, meeting notes, documents, tools, data, presentations, and teleforums, and all additions to, deletions from, alterations of, or revisions of such works, and each element and part thereof. I agree that any meetings or sessions may be recorded by NACHC for archived reference by participants or funders, as needed. Print Name: Signature: Title: Organization: Date: NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 9 of 11

10 Attachment I: NACHC Consultant Travel Policies and Procedures To help promote good stewardship and cost-efficiency we have included the following NACHC travel principles. They provide helpful guidance for booking air travel, making hotel arrangements, and securing ground transportation. Each vendor must be a responsible steward for NACHC s resources. Adherence to this policy is strictly required. NACHC cannot provide reimbursement for undocumented expenses. We will reimburse coach air travel as far in advance as possible to take advantage of low-cost fares. We will only reimburse the coach rate. Do your own research for transportation and travel options on the internet. This includes hotels and car rentals.. When making hotel reservations, look at all rate rules and options and choose accordingly. If possible, take advantage of discounts offered as bundles with air and car rental options. Consider purchasing the travel insurance (generally less than $25.00 per occurrence) offered by airlines and hotels to mitigate penalties for trip changes or cancellations. This could be especially valuable if you book further ahead and realize your plans may need to change. Limit the use of car services (limo/town cars) for local meetings. Limit the use of car services (limo/town cars) for transportation to and from the airport. Affordable and cost effective resources include: o Taxis share taxis or Uber car share services with other staff members when possible o Shared airport shuttle services (e.g. Super Shuttle) o Hotel provided shuttles, where available o Public transportation Other reimbursable expenses include any business use of copying, messenger service, phone/ internet access, audio visual, supplies, shipping expenses, etc. as long as it is related to your scope of work and has been approved in advance. Meals incidental to business meetings must be preapproved, include the participants and the business purpose and must include the itemized receipt. Under no circumstances is alcohol charge allowable. NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 10 of 11

11 Reimbursement No reimbursement for authorized expenses shall be made unless and until selected Vendor/Contractor provides NACHC with documentation of expenses as follows: 1. Include the original receipts for all travel expenses, including airline ticket receipts, taxi or shuttle receipts, hotel receipts, rental car or mileage (if using a personal car) receipts or documentation, and other miscellaneous receipts.private automobile mileage is reimbursed at the current IRS rate based on beginning and ending odometer readings. Reimbursement for tolls and parking require a receipt. 2. If reimbursed by NACHC for travel time, the following applies for each one-way trip: a. Traveling within the same time zone the lesser of actual time or 4 hours; b. Traveling within one to two time zones the lesser of actual or 6 hours; c. Traveling within three or more time zones the lesser of actual or 8 hours. 3. Meals will be paid on a per diem basis: a. If the trip begins before 12 noon, reimbursement is $40/day. b. If the trip begins begins after 12 noon, reimbursement is $20 for that day. Three hours prior to a flight or train departure is reasonable in determining your per diem amount. 4. Selected vendor/consultant must submit complete invoices for payment to NACHC within 30 days of service delivery. NACHC RFP for Facilitation Services for NRC Advisory Group Meeting October Page 11 of 11