REQUEST FOR PROPOSALS (RFP) Afterschool Child Care Program January by yog11315

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									                             REQUEST FOR PROPOSALS (RFP)
                              Afterschool Child Care Program
                                     January 12, 2010



            RFP Issued By:             Maggie Bishop                  RFP # 10-DCYF-SACC-RR-12
                                  Maggie Bishop, Director


Statement of Purpose

   1. It is the intent of the State of New Hampshire, acting through the Department of Health and
      Human Services (DHHS), Division for Children, Youth and Families (DCYF), to solicit
      Proposals for the development and quality enhancement of statewide licensed Afterschool
      child care programs. To be eligible to provide this service, the Bidder must have knowledge of
      licensed Afterschool child care and have staff/consultants and other resources necessary to
      provide the required services statewide, as specified in this RFP;

   2. Procurement shall be in accordance with standard State procedures provided for in the State
      Manual of Procedures;

   3. Requests for Proposals (RFP) shall be distributed to any interested party. Specifications and
      instructions for completion of the Proposal are contained elsewhere in this RFP. The
      specifications cover the minimum requirements. Each Proposal shall be evaluated, in a
      manner described elsewhere in the RFP, on its demonstrated ability to meet these
      specifications, and in addition on any special abilities, based on the Bidder’s past experience
      or other factors, such as would be an inducement for Proposal selection; and

   4. Financial commitment by the State shall not occur until such time a Contract is approved by
      the Governor of the State of New Hampshire and the Honorable Executive Council.



       DEADLINE FOR PROPOSAL SUBMITTAL IS: February 8, 2010 at 3:00 PM

                               Contact Person: Patrick McGowan
                                        (603) 271-4843
                              patrick.mcgowan@dhhs.state.nh.us




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RFP #10-DCYF-SACC-RR-12
                               TABLE OF CONTENTS

SECTION                                                         PAGE
SECTION 1: BACKGROUND…………………………….……………………………..…………...               3
SECTION 2: PROPOSAL REQUIREMENTS AND TIMETABLE……………..…………………        3-8
  A. CONTRACT OFFICER………………………………………………………………………………………………           3
  B. PROCUREMENT TIMETABLE……………………………………………………………………………………..        4
  C. LETTER OF INTENT………………………………………………………………………………………………...        4
  D. MANDATORY BIDDERS CONFERENCE………………………………………………………………………...     4
  E. PROPOSAL CONTENTS……………………………………………………………………………………………           4-5
  F. SUBMISSION OF PROPOSALS…………………………………………………………………………………...      5-6
  G. PROPOSAL CHANGES…………………………………………………………………………………………….           6
  H. BID CLOSING………………………………………………………………..………………………………………           6
  I. CLARIFICATION REQUESTS…………………………………………….…………………………………………       6
  J. FINAL SELECTION……………………………………………………….………………………………………….         6-7
  K. NON-COMMITMENT OF THE STATE………………………………….……………..…………………………..   7
  L. DOCUMENTS FOR CONTRACT APPROVAL……………………………………………………………………      7-8
SECTION 3: SPECIFICATIONS……………..………………………………..……………………              8-11
  A. PROGRAM GOALS………………………………………………………………………………………………….            8
  B. PROGRAM OPERATION…………………………………………………………………………………………...         8-11
  C. STAFF QUALIFICATIONS………………………………………………………………………………………….        11
  D. RECORDS AND REPORTS………………………………………………………………………………….…….         11
SECTION 4: EVALUATION OF PROPOSALS…………………………………………………….             12-13
  A. EVALUATION OF ORGANIZATION……………………………………………………………………………….      12
  B. PHASES OF EVALUATION………………………………………………………………………………………...       12-13
SECTION 5: SPECIAL PROVISIONS……………………………………………………………….          13-14
  A. GENERAL……………………………………………………………………………………………………………. 13
  B. OPERATIONAL SPECIFICATIONS……………………………………………………………………………….. 14
  C. PAYMENT TO THE CONTRACTOR……………………………………………………………………………… 14
EXHIBIT A-1: PROPOSAL COVER SHEET & CHECKLIST……………………………………. 15-16
EXHIBIT A-2: BIDDER SUMMARY………….……..……………………………………………….             17
EXHIBIT A-3: RESPONSE TO SPECIFICATIONS….…………………………………………….         18
EXHIBIT A-4: GOALS FOR PERFORMANCE MEASURES………….……………...………….       19
EXHIBIT B-1: KEY PERSONNEL DATA.…….…………………………………………………….            20
EXHIBIT B-2: BUDGET PROPOSAL...……….…………………………………………………….            21-22
EXHIBIT B-2a: BUDGET NARRATIVE……….…………………………………………………….             23
ATTACHMENT A: EVALUATION SHEET…....……………………………………………………. 24-25
ATTACHMENT B: REQUIRED REPORTS......…………………………………………………….           26
ATTACHMENT C: P-37 STANDARD NH STATE CONTRACT...……………………………….       27-30




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     RFP #10-DCYF-SACC-RR-12
Section 1: BACKGROUND

   1. The New Hampshire Department of Health and Human Services (DHHS), Division for
      Children, Youth and Families (DCYF) is responsible for the administration of Federal Child
      Care Development Fund. Historically these funds have been used to support a variety of
      activities intended to enhance the delivery of child care services throughout the State;

   2. In SFY 1998, one contract for Statewide Recruitment, Training and Technical Assistance for
      Out of School Time Programs and Providers was awarded through a competitive bid process.
      This contract was renewed for an additional two years in SFY 2000. The Division then re-bid
      the Statewide services in SFY 2002 for a two-year contract with an additional two-year
      renewal. The contract was again re-bid and in 2006 a contract was awarded through SFY
      2007 with a two-year renewal. Finally a one-year sole source contract was awarded for SFY
      2010; and

   3. At this time DCYF is seeking Proposals for the anticipated timeframe July 1, 2010 – June 30,
      2012 with a maximum of $175,000 per year available for the contract under this RFP. DCYF
      reserves the right to renew this contract for up to two (2) separate two (2) year extensions.

Section 2: PROPOSAL REQUIREMENTS AND TIMETABLES

The Contractor shall comply with the confidentiality provisions of all laws and rules related to all
records of the DHHS. All information regarding NH DHHS clients, client families, foster families and
other involved individuals, which the Contractor may learn is strictly confidential and shall not be
discussed with anyone except NH DHHS personnel in the performance of contracted services.

A. Contract Officer

This RFP is issued by DHHS. The Contract Officer, Patrick McGowan, or in the event of an absence
his designee, Baerbel Wills, is the sole point of contact from the date of RFP release until the
selection of the successful bidder. All questions and requests for clarification should be submitted in
writing to the Contract Officer, or his designee. A Microsoft Office compatible version of this RFP can
be made available to prospective bidders upon request to the Contract Officer.

   Patrick McGowan, Contract Specialist
   DHHS – Division for Youth, Families and Children
   129 Pleasant Street
   Concord, NH 03301
   603-271-4843
   FAX 271-7982
   patrick.mcgowan@dhhs.state.nh.us

   Designee in the event of an absence:

   Baerbel Wills, Contract Specialist
   DHHS – Division for Youth, Families and Children
   129 Pleasant Street
   Concord, NH 03301
   603-271-0941
   baerbel.m.wills@dhhs.state.nh.us



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RFP #10-DCYF-SACC-RR-12
B. Procurement Timetable

 Catchment Area                                  Date                    Time

 Request for Proposals Issued                    January 12, 2010
 Mandatory Bidders Conference                    January 20, 2010        1-2pm
 Closing Date for Receipt of Mandatory Letter
 of Intent to Submit a Proposal                  January 25, 2010
 Closing date for Receipt of Proposals           February 8, 2010        3:00pm
 Contractor Selection                            March 8, 2010
 Governor and Executive Council Meeting          June 9, 2010
 Contract Period Begins                          July 1, 2010

*DHHS reserves the right to adjust these dates, either moving a date earlier or later in the calendar.
The primary consideration in adjustment of dates shall be to ensure the earliest possible Governor
and Executive Council approval of contract awarded as a result of this RFP.

C. Letter of Intent

Letters of intent to bid are due by January 25, 2010. Please mail or FAX a non-binding letter stating
your intent to bid to the Contract Officer.

D. Mandatory Bidders Conference

A Mandatory Bidders Conference will be held on Wednesday, January 20, 2010 at DCYF State Office
located at 97 Pleasant Street, Concord, NH 03301. Bidders who plan to attend the conference are
requested to notify the Contract Officer.

Bidders should anticipate that responses to questions shall be made during the conference; however,
only written responses to questions shall be binding to the DHHS. Bidders are encouraged to submit
written questions to the Contract Officer prior to the conference or in person during the conference.
Packets will be available with 3x5 note cards for potential Bidders to document questions on this
RFP.

E. Proposal Contents

The following Proposal sections are required in the order and format specified below. Provide full
and clear information addressing each section as follows:

   1. Cover Sheet and Checklist – Exhibit A-1: Fill in the requested information. The signature must
      be signed in ink by the individual voted the authority to submit Proposals on behalf of the
      agency. Bidder’s should also complete the checklist and submit the document with their
      Proposals;

   2.    Bidder Summary – Exhibit A-2: Provide a short summary describing the Bidder’s ability to
        meet the requirements of this RFP by meeting the minimum specifications and, in addition,
        any special abilities to provide services based on the Bidder’s past experience, or other
        factors that would be an inducement for Proposal selection;

   3. Response to Specifications – Exhibit A-3: Following the numbering/lettering system and
      sequence of the specifications contained in Section 3-B, C, & D of this RFP, provide a

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       response detailing how the Bidder will meet each specification. Each item must be addressed.
       Failure to address or adequately address any item may result in non-selection. Please note
       that DCYF is interested in the methodology and detailed tactics that each Bidder shall
       implement to meet the minimum requirements of each section. Simply restating the language
       found in this RFP will result in a reduction of points as documented in Section 4.B. Phase III;

   4. Goals for Performance Measures – Exhibit A-4: All performance measures listed in Section 3-
      B Program Operations, are consolidated into the table in this exhibit. Bidders must complete
      the column titled “Goals” with figures that they propose they will achieve during the timeframes
      of this contract;

   5. Cost Proposal – Exhibits B-1, B-2, and B-2a: Fill in all information requested and submit an
      operating budget for the contract periods January 1, 2010 – June 30, 2010 and July 1, 2010
      – June 30, 2011. If DCYF elects to exercise the option for contract renewal, the renewal
      budget will be negotiated at the time of the renewal. If the Contractor provides matching funds,
      either cash or in-kind, the budget Proposal must specify match under the applicable line items:

          a. Exhibit B-1: Key Personnel Data. Fill in requested information for all personnel that will
             be charged to the contract. Key personnel who are donating their time in-kind to the
             project, must also be included in this exhibit. Bidder’s must also list the top 5 paid
             individuals in their agency and what percentage of their salaries will be paid by this
             contract;

          b. Exhibit B-2: Budget Proposal. Fill in requested information that includes the complete
             budget for the duration of the project; and

          c. Exhibit B-2a: Budget Narrative. Provide written justification for the proposed expenses
             for each line item in Exhibit B-2. Fully explain what is included in each line item, how
             the figures were determined and justification for these expenditures. Include an
             explanation of the sources of any income or in-kind that is proposed as match.
             Although matching funds are not required, they are tangible evidence of community
             support. If there are substantial differences between any line item, in the periods from
             SFY 2011 and SFY 2012, please note this in the budget narrative. The budget
             narrative should provide enough information that Proposal evaluators need not seek
             clarification of the bidder’s budget Proposal. If start-up costs will be needed, such need
             must be clearly articulated and justified in the budget narrative.

              If administrative or indirect expenses are allocated, the method used to assess cost in
              this contract must be identified. Administrative or indirect expenses shall not
              exceed 10% of the total contract; and

   6. Attachments - Submit resumes of program staff and photocopies of credentials or waivers
      identified to participate in this project on Exhibit B-1. If unknown, attach appropriate job
      descriptions, including qualifications.

       If the Proposal includes cooperating agencies, submit letters of support, which document the
       cooperators commitment to the project.

F. Submission of Proposals

The Proposal must be signed in the manner described elsewhere in this RFP to be accepted for



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consideration. Each page shall have the organization’s name and page number. In addition the
Proposal shall contain a table of contents.

All Proposals submitted in response to this RFP must consist of one (1) original and five (5) clearly
identified copies of the entire Proposal, including all attachments, and one (1) electronic copy on CD
ROM saved in a Microsoft WORD version 2000 format. The Bidders must label the original Proposal
(original signature[s] required) as “Original.” The Bidder must label the five copies as “Copy”.

All originals and copies should be stapled, and only the copies should be hole punched so they can
be inserted in a standard three-ring binder by DCYF. The original should not be hole punched.

All contents must be enclosed in a SEALED envelope clearly marked “Proposal Enclosed – RFP #10-
DCYF-SACC-RR-12” and received by February 8, 2010. Mail or hand-deliver to the Contract Officer.

Bidders shall not contact members of the Proposal evaluation committee nor other DCYF staff
regarding the Proposal. All questions shall be addressed in writing to the Contract Officer.

G. Proposal Changes

Proposals remain the property of the Bidder until the bid opening. Changes to the Proposal may be
made by the Bidder until that time.

Any Proposal received by the State prior to bid opening shall be returned to the Bidder upon written
request made by the person signing the Proposal and addressed to the Contract Officer. The
Proposal must be resealed by the Bidder and returned to the Contract Officer by the closing date for
a Proposal to be considered.

Changes to the Bidder’s Proposal shall not be made by the State at any time.

H. Bid Closing

Bids shall be opened and recorded on: February 8, 2010 at 3:00pm. Late bids shall not be accepted.
Bids received after the bid opening shall be considered technically non-responsive and shall be
disallowed, unless it is the only Proposal received for this RFP.

Proposals, once opened and recorded, shall be the property of the State and further changes by the
Bidder shall not be allowed.

I.   Clarification Requests

The Contract Officer shall make any requests for Proposal clarification, in writing. The Bidder shall
have five (5) business days to provide the requested information.

Any additional information requested and received shall be considered an attachment to the Proposal
and shall be used in the evaluation process described elsewhere in this RFP.

J. Final Selection

The Director of DCYF shall select the Proposal best meeting all criteria in the most cost efficient
manner, considered to be the most advantageous to the State. Proposal selection does not
guarantee contract award. The Contract Officer shall notify the Bidder selected of the bid award.



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Unsuccessful Bidders shall not be notified until after the Governor and Executive Council have
approved the selected bid awards. At that time bid results shall be made available upon written
request.

K. Non Commitment of the State

The State reserves the right to accept or reject any or all Proposals and to cancel this RFP in whole
or in part upon written or published notice of intent to do so.

The solicitation of bids by this RFP does not commit the State to award a contract to any RFP
respondent.

The State, upon determining that no satisfactory Proposals have been received for any particular
service, may decide to provide this service directly, may negotiate with a successful applicant for a
related service to include this particular service as part of the service package, or may re-bid for this
particular service.

The State is not financially responsible for any costs incurred for the preparation of the Proposal nor
commitments made by the Bidder in anticipation of contract award.

L. Documents For Contract Approval (Required of Winning Bidder)

DCYF will collaborate with the winning bidder to execute a contract that will be presented to the
Governor and Executive Council for approval. (These documents are not required with the
Proposal.) The documents will include:

   1. Signed and notarized General Provisions (P-37) (DCYF Provided);
   2. Signed and notarized Certificate of Vote (Format provided by DCYF);
   3. Exhibits A, Scope of Services (DCYF Provided);
   4. Exhibit B, Purchase of Services and budget (DCYF Provided);
   5. Exhibit B-1 Budget Form (DCYF Provided);
   6. Exhibit C, Special Provisions (DCYF Provided);
   7. Signed Exhibit D, Certification Regarding Drug Free Work Place Requirements, Exhibit E
      Certification Regarding Lobbying, Exhibit F Certification Regarding Debarment, Suspension
      and Other Responsibility Matters, Exhibit G Certification Regarding The Americans with
      Disabilities Act Compliance, Exhibit H Certification Regarding Environmental Tobacco Smoke
      and Exhibit I Health Insurance Portability and Accountability, Act Business Associates
      Agreement (DCYF Provided);
   8. Agency Mission Statement;
   9. Most recent agency audit;
   10. List of agency Board of Directors including addresses;
   11. Current Certificate of Good Standing from NH Secretary of State; and
   12. Proof of Comprehensive General Liability and Workers Compensation Insurance as required
       in General Provisions, Form P-37.




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DCYF recommends that agencies begin compiling documents 8-12 above. Please do not submit
these with the Proposal for this RFP.

Section 3: PROGRAM SPECIFICATIONS

A. Program Goals

1. Increase the number of opportunities for Afterschool care in areas where there is an unmet need;

2. Increase access to Afterschool programs for New Hampshire families;

3. Increase the quality of Afterschool programs in New Hampshire;

4. Increase the number of qualified Afterschool providers in New Hampshire; and

5. Strengthen collaboration with the Child Development Bureau (CDB) to facilitate the development
   or revision of policies and quality initiatives that affect Afterschool providers.

B. Program Operations

1. Goal #1: Increase the number of opportunities for Afterschool care in areas where there is an
   unmet need by:

   a. Working with community partners to identify unmet needs and specific populations, including
      but not limited to non-traditional hours care, in targeted areas;

   b. Developing new or expand existing Afterschool programs to meet the needs identified in
      Section 3.B.1.a above as approved by the CDB Child Care Program Improvement Specialist;

   c. Providing grants to programs or community groups to assist them in overcoming barriers to
      opening new or expanding existing Afterschool programs, with emphasis on unmet needs
      identified in Section 3.B.1.a. above as approved by the CDB Child Care Program
      Improvement Specialist; and

   d. Providing technical assistance to Afterschool programs that have time-limited funds regarding
      sustainability of their programs.

       Performance Measures: During the contract period, the contractor shall report on the
       following performance measures on a quarterly basis:

       i.   The number of new Afterschool opportunities created in new or existing programs
            to fill identified unmet needs as defined in 3.B.1.a.

       ii. The number of programs assisted in overcoming barriers to opening or expanding
           their program through the distribution of grants.

       iii. The number of programs that receive technical assistance regarding sustainability.


2. Goal #2: Increase access to Afterschool programs for New Hampshire families by assisting
   programs in becoming enrolled with the CDB to accept payment for children eligible to receive
   child care scholarship.

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       Performance Measures: During the contract period, the contractor shall report on the
       following performance measures on a quarterly basis:

       i.   The number of programs that become enrolled with the CDB that were assisted by
            the contractor to accept payment for children eligible to receive child care
            scholarships.

3. Goal #3: Increase the quality of Afterschool programs in New Hampshire by:

   a. Developing and implementing a technical assistance and/or mentoring program to Afterschool
      programs to improve their quality;

   b. Identifying a nationally published, valid and reliable quality rating assessment tool to be
      approved by CDB;

   c. Proposing a plan to CDB for training evaluators and administering the tool described in (b)
      above that provides the following services:

            1. Pre and post mentoring; and

            2. Technical assistance;

   d. Submitting a plan for training mentors and technical assistance providers so that Afterschool
      programs can become licensed or improve their score on the tool described in (b) above; and

   e. Providing grants to existing providers to assist them in overcoming barriers to becoming
      licensed or improve their score on the tool described in (b) above.

   Performance Measures: During the contract period, the contractor shall report on the
   following performance measures on a quarterly basis:

       i.   The number of existing programs that receive technical assistance and/or
            mentoring and become licensed.

       ii. The number of existing programs that receive technical assistance and/or
           mentoring that improve their score on a nationally published, valid and reliable
           assessment tool by an amount to be determined by the CDB.

       iii. The number of programs that receive grants and become licensed.

       iv. The number of programs that receive grants and improve their score on a nationally
           published, valid and reliable assessment tool by an amount to be determined by the
           CDB.

4. Goal #4: Increase the number of qualified Afterschool providers in New Hampshire by:

   a. Providing a continuum of training for Afterschool providers that spans from Afterschool Basics
      to more advanced training;

   b. Preparing an annual statewide training plan, which shall include the training to be offered, the
      Core Knowledge Area(s) covered, the date of the training, the location of the training, and the

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        proposed trainer(s) with their Afterschool Credential level (Credential Level will be required
        starting July 1, 2011);

   c. Including the Core Knowledge Area covered in the training in their training announcements, at
      the training itself, and on the training certificate issued to participants at the conclusion of the
      training;

   d. Collecting evaluations from training attendees asking them for information regarding, but not
      limited to: what they learned, how they will use what they learned, their satisfaction with the
      training, satisfaction with the trainer, and additional training needs;

   e. Reviewing all evaluations and using the information in the planning of future trainings;

   f.   Providing opportunities for Program Administrators to attend regional meetings to receive
        information on and discuss current issues related to Afterschool care and education. Issues
        may range from the program administration level, to the regional, statewide, or national level.
        Meeting shall be no less than quarterly;

   g. Working with the CDB Credentialing Specialist to provide training and technical assistance to
      Afterschool professionals to obtain an Afterschool credential at either the Direct Service,
      Administrator, or Master Professional level; and

   h. Working with the CDB Improper Payments Specialist to schedule and recruit attendance for
      Billing and Payment Training for Afterschool providers.

   Performance Measures: During the contract period, the contractor shall report on the
   following performance measures on a quarterly basis:

        i.   The number of Afterschool Basics trainings provided.

        ii. The number of attendees at Afterschool Basics trainings.

        iii. The number of more advanced trainings provided.

        iv. The number of attendees at advanced trainings.

        v. The number of regional meetings for Program Administrators.

        vi. The number of attendees at regional meetings from Program Administrators.

        vii. The number of individuals who receive an Afterschool Credential.

        viii. The number of programs that attend a billing and payment training scheduled by
            the Contractor.

5. Goal #5: Strengthen collaboration with the CDB to facilitate the development or revision of
   policies and quality initiatives that affect Afterschool providers by working with:

   a. Statewide partners, including, but not limited to the CDB, institutions of higher learning and the
      NH Afterschool Coalition to develop a series of evidence-based Afterschool Basics training
      modules for Afterschool providers;



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     b. The CDB and other stakeholders to develop Afterschool Guidelines, which assist Afterschool
        professionals in assessing the growth and development of Afterschool children and youth
        across several developmental domains, as well as using the assessment information for
        program planning; and

     c. The CDB and other stakeholders on other quality enhancement projects as initiated by the
        CDB, such as, but not limited to the development of an expanded Quality Rating and
        Improvement System to include Afterschool programs.

C. Staff Qualifications

1. The Contractor shall provide knowledgeable staff, who are credentialed by the Afterschool Master
   Professional Lattice, starting July 1, 2011, to perform the corresponding duties in the table below:

     Duties                                       Credential Level
     Hired to Provide Training or Workshops       Trainer, Faculty, or Allied Professional
     Mentoring                                    Individual Mentor
     Technical Assistance                         Program Consultant

2. The Contractor shall require that all staff, sub-contractors, and volunteers working on this project,
   who come in contact with children, receive background and central registry checks.

D. Records and Reports

1.     The Contactor shall provide all reports described in Attachment B of this RFP on the dates
       indicated. The preliminary work-plan and outreach plan described in Attachment B should be
       included with the Bidder’s Proposal for this RFP;

2.     The Contractor shall provide quarterly reports on forms provided by the CDB, which shall be due
       the 15th of the month following the end of each quarter. Reports shall be submitted electronically
       to the CDB Child Care Program Improvement Specialist. The Contractor shall maintain detailed
       supporting documentation for these reports which shall be available for DCYF review upon
       request and shall be available for up to seven (7) years after the contract end date;

3.     The Contractor shall meet with the CDB Child Care Program Improvement Specialist as
       requested, usually following the submission of the quarterly report:

         a. Twice per year in person; and

         b. Twice per year by phone;

4.     The Contractor shall contact the CDB Child Care Program Improvement Specialist in the interim
       with any questions or concerns regarding the contract, its stipulations or their ability to meet the
       contractual requirements; and

5.     The Contractor shall compile a final performance review report at the end of the two-year
       contract. The report shall be forwarded along with the final billing within 60 days of the
       conclusion of the contract period.




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Section 4: EVALUATION OF PROPOSALS

A. Evaluation of Organization

   An evaluation team will be established to assist DHHS in the selection of a contractor. The team
   will be responsible for the review and scoring of all the Proposals. This group will be responsible
   for the recommendation to the Director of DCYF and the Commissioner of DHHS. The Director
   will notify the selected bidder(s) and will execute the contract subject to the final approval of the
   Governor and Executive Council of the State of New Hampshire.

B. Phases of Evaluation

   The tool that the evaluation team will use is attached to this RFP and named Attachment A.
   Bidders are highly encouraged to review Attachment A, prior to writing their Proposals.

   The evaluation will be conducted in the phases shown below based on the Proposals submitted
   by the agencies. The percentage weights are indicated.

   PHASE 1

      Focus: Evaluation of Minimum Requirements

      Weight: Pass or fail; there are no points assigned for Phase 1.

   PHASE 2

      Focus: The general evaluation shall include:
      1. conformity in form and format to instructions contained in the RFP;
      2. services proposed in response to Proposal specifications;
      3. qualifications and adequacy of staffing;
      4. demonstrated capacity of the agency to implement the program; and
      5. cost effectiveness of Proposal.

      Weight: 10% of the total score.

   PHASE 3

      Focus: Evaluation of the Bidder’s experience shall include:
      1. past experience of the Bidder in providing this or a similar service;
      2. past experience of the Bidder in working with the Afterschool child care community and
         parent community;
      3. demonstrated capacity to provide services within the catchment area;
      4. demonstrated ability to work with the Department; and
      5. demonstrated program management and organizational ability of the applicant agency to
         carry out the proposed service within the required timeframes.



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        Weight: 25% of the total score.

   PHASE 4

        Focus: Evaluation of the Bidder’s program description shall include:
        1. presentation of a complete and detailed program description, which demonstrates
           responsiveness to the specifications of the RFP and addresses the identified need;
        2. presentation of a preliminary work-plan including a realistic timeline for project
           implementation;
        3. presentation of an outreach plan to maximize utilization of services within the catchment
           area;
        4. demonstrated capacity to manage the computer aspects of the program or presentation of
           a clear plan to develop that ability within a reasonable timeframe; and
        5. presentation of a clearly stated evaluation process and quantifiable outcome measures at
           acceptable levels for both the recruitment and training portions of the program.

        Weight: 25% of the total score.

   PHASE 5

        Focus: Evaluation of the bidders costs and resources shall include:
        1. the accuracy and completeness of the budget and budget narrative;
        2. the acceptability of the line item costs as detailed in the budget narrative;
        3. a cost effective approach to providing the proposed service;
        4. staff resources of the Bidder to effectively administer and operate the program; and
        5. ability to obtain financial and additional resources from other sources to support this
           program.

        Weight: 30% of the total score.

   PHASE 6

        Focus: Evaluation of other criteria shall include:
        1. creative response to meeting the unique needs of the community to be served, such as,
           but not limited to, low literacy, limited English proficiency, and cultural diversity; and
        2. evidence of collaboration with other agencies within the community.

        Weight: 10% of the total score.


Section 5: SPECIAL PROVISIONS

A. General

   1.    The Contractor shall begin providing services July 1, 2010. The initial contract shall be
         through June 30, 2012;


NH DHHS                                PAGE 13 OF 30
RFP #10-DCYF-SACC-RR-12
   2.   DCYF reserves the right to renew the contract for up to four additional years subject to
        continued availability of funds, satisfactory performance of services, and approval of contract
        renewal by the Governor and Executive Council; and

   3.   All publicity regarding this contract, including but not limited to brochures, press releases,
        web pages etc. shall contain the following statement: The preparation of this (report,
        document, etc.) was financed under an Agreement with the State of New Hampshire,
        Department of Health and Human Services with funds provided in part by the United States
        Department of Health and Human Services. A copy of all such announcements, brochures,
        etc. shall be sent to the Child Care Program Improvement Specialist prior to release. If
        appropriate for the catchment area, written materials shall also be made available in
        languages other than English.

B. Operational Specifications

The Contractor shall be responsible for keeping all work associated with the Contract on schedule
based on the work-plan submitted by the Contractor and approved by NH DHHS. Lack of acceptable
progress at any step may result in a condition of contract default.

C. Payment to the Contractor

 1. Payment shall be on a quarterly cost reimbursement basis for actual expenses up to the total
    contract price, contingent upon satisfactory provision of services and provision of required
    match;

 2. Bidders may submit a written request documenting need by the agency for an initial payment for
    up to one quarter of the SFY 2011 appropriation. This request must be made in Exhibit B-2.a.
    The Budget Narrative. A bidder being selected as the contractor for this service does not
    necessarily guarantee the initial payment; and

 3. If determined necessary by DCYF, the Contractor shall be required to attend a Financial
     Overview Meeting during the period of the contract.




NH DHHS                             PAGE 14 OF 30
RFP #10-DCYF-SACC-RR-12
Exhibit A-1 - Proposal Cover Sheet
RFP #RFP #10-DCYF-SACC-RR-12

Provide a brief description of the Proposal:




Responding to RFP#:       RFP #10-DCYF-SACC-RR-12

OFFER: The undersigned hereby proposes to furnish to the STATE OF NEW HAMPSHIRE

          the services as described in the PROPOSAL, in accordance with the specifications

          contained in RFP #RFP #10-DCYF-SACC-RR-12.

TOTAL COSTS:        (line 22 – DCYF Cost Column, Exhibit B-2):$

The signature of the Bidder below signifies that:
1. The RFP and provisions in State Contract Form P-37 (please see Attachment C) are
   understood and accepted;
2. That the bidder is an organization that has a working knowledge of the deliverables and
   requirements described in this RFP;
3. That the Proposal submitted meets all of the specifications in the RFP;
4. That a full disclosure of any past, current, pending or anticipated litigation between the
   respondent and any governmental or business entity in the State of New Hampshire is
   included in the Proposal; and
5. That the bidder can complete the Scope of Work within the defined timeline.


BIDDER:
                                     Type Name of Corporation or Respondent

ADDRESS:




                  Signature                                             Date



      Type or Print Name Signed Above                             Title of Signatory


Telephone:                                        E-mail:




NH DHHS                               PAGE 15 OF 30
RFP #10-DCYF-SACC-RR-12
Exhibit A –1 Proposal Checklist

Proposal Content                                                              Check

Exhibit A-1 Proposal Cover Sheet and Checklist with Original Signature

Proposal Contains a Table of Contents and Each Page is Correctly Labeled as
Specified in this RFP.

Exhibit A-2 Bidder Summary

Exhibit A-3 Response to Specifications

Exhibit A-4 Goals for Performance Measures

Exhibit B-1 Key Personnel Data

Exhibit B-2 Budget Proposal

Exhibit B-2-a Budget Narrative

Resumes, Credentials, and Job Descriptions for Staff

Original Copy of Proposal, 5 Copies of Proposals, and Electronic Copy




NH DHHS                             PAGE 16 OF 30
RFP #10-DCYF-SACC-RR-12
Exhibit A-2 – Bidders Summary
RFP #RFP #10-DCYF-SACC-RR-12

NAME OF BIDDER



                                         Type or Print

Bidder Summary (No More Than 5 Pages)

Provide a short summary in narrative form describing the Bidder’s ability to meet the
requirements of this RFP. Be sure to describe/demonstrate the following topics:

•   Mission, program, and services, indicating how they relate to the goals and priorities described
    in Section 3-A of the RFP;

•   Experience and capacity the bidder possesses to meet the goals, objectives, and priorities of
    the program; to provide the minimum required services as described in Section 3-B, C, & D of the
    RFP, and to meet the performance measures. This includes:
        o overall ability to perform the technical aspects of the program;
        o the availability of qualified and experienced personnel;
        o the availability of adequate facilities, general environment, and resources for the proposed
           services; and
        o adequacy of plans for the administration of the program. Please include an organizational
           chart; and

•   Significant changes and accomplishments (for example, changes in geographic area served,
    staffing, or reorganization of agency/bidder organizational structure) which occurred during the
    current fiscal year, or which are planned for the upcoming period, and explain how these will
    impact the scope of services to be provided.




NH DHHS                              PAGE 17 OF 30
RFP #10-DCYF-SACC-RR-12
Exhibit A-3 – Response to Specifications
RFP #RFP #10-DCYF-SACC-RR-12

Following the numbering/lettering system and sequence of the Specifications contained in
Section 3-B, C, & D of this RFP, provide a response detailing how the Bidder will meet each
specification. Each item must be addressed. Failure to address or adequately address any
item may result in non-selection. Please note that DCYF is interested in the methodology and
detailed tactics that each Bidder shall implement to meet the minimum requirements of each
section. Simply restating the language found in this RFP will result in a reduction of points as
documented in Section 4.B. Phase III.




NH DHHS                             PAGE 18 OF 30
RFP #10-DCYF-SACC-RR-12
  Exhibit A-4 – Goals For Performance Measures
  RFP #RFP #10-DCYF-SACC-RR-12

  Bidders should complete their proposed minimum goals for each measure. Successful performance
  in this contract shall be evaluated based on the contractor meeting 100% of their proposed goals.
RFP                                                                       Goal SFY     Goal SFY
Section      Performance Measure                                            2011         2012
             The number of new Afterschool opportunities created in
             new or existing programs to fill identified unmet needs as
3.B.1.i.     defined in 3.B.1.a.
             The number of programs assisted in overcoming barriers
             to opening or expanding their program through the
3.B.1.ii.    distribution of grants.
             The number of programs that receive technical
3.B.1.iii.   assistance regarding sustainability.
             The number of programs that become enrolled with the
             Child Development Bureau that were assisted by the
             contractor to accept payment for children eligible to
3.B.2.i.     receive child care scholarships.
             The number of existing programs that receive technical
3.B.3.i.     assistance and/or mentoring and become licensed.
             The number of existing programs that receive technical
             assistance and/or mentoring that improve their score on
             a nationally published, valid and reliable assessment tool
3.B.3.ii.    by an amount to be determined by the CDB.
             The number of existing programs that receive grants and
3.B.3.iii.   become licensed.
             The number of existing programs that receive grants that
             improve their score on a nationally published, valid and
             reliable assessment tool by an amount to be determined
3.B.3.iv.    by the CDB.

3.B.4.i.     The number of Afterschool Basics trainings provided.

3.B.4.ii.    The number of attendees at Afterschool Basics trainings.

3.B.4.iii.   The number of more advanced trainings provided.

3.B.4.iv.    The number of attendees at advanced trainings.
             The number of regional meetings for Program
3.B.4.v.     Administrators.
             The number of individuals attending regional meetings
3.B.4.vi.    for Program Administrators.
             The number of individuals who receive an Afterschool
3.B.4.v.     Credential.
             The number of programs that attend a billing and
3.B.4.vi.    payment training scheduled by the Contractor.


  NH DHHS                             PAGE 19 OF 30
  RFP #10-DCYF-SACC-RR-12
Exhibit B-1 – Key Personnel Data -
RFP #RFP #10-DCYF-SACC-RR-12

List all individuals below that will spend any amount of time on this contracted service.

SFY 2011 Contract (July 1, 2010 – June 30, 2011)
                                     Percentage of
                                    Time Spent on                          Billed to
            Name                        Project         Annual Salary       DCYF




SFY 2012 Contract (July 1, 2011 – June 30, 2012)
                                     Percentage of
                                    Time Spent on                          Billed to
            Name                        Project         Annual Salary       DCYF




List the top five paid executives, their annual salaries and the amount billed to this contract.

              Name                     Annual Salary      Billed to this DCYF Contract




NH DHHS                              PAGE 20 OF 30
RFP #10-DCYF-SACC-RR-12
Exhibit B-2 – Budget Proposal -
RFP #RFP #10-DCYF-SACC-RR-12

SFY 2011 Contract (July 1, 2010 – June 30, 2011)

                                                   TOTAL COST   DCYF COST   MATCH

LINE 1    SALARY & WAGES

LINE 2    BENEFITS

LINE 3    CONSULTANTS

LINE 4    OCCUPANCY

LINE 5    TELEPHONE/ FAX

LINE 6    PRINTING

LINE 7    POSTAGE

LINE 8    OFFICE SUPPLIES

LINE 9    ADVERTISING

LINE 10   TRANSPORTATION

LINE 11   START-UP/SEED GRANTS

LINE 12   OTHER (EXPLAIN)

LINE 13   OTHER (EXPLAIN)

LINE 14   INDIRECT COSTS

LINE 15   TOTAL




NH DHHS                           PAGE 21 OF 30
RFP #10-DCYF-SACC-RR-12
SFY 2012 Contract (July 1, 2011 – June 30, 2012)

                                                   TOTAL COST   DCYF COST   MATCH

LINE 1    SALARY & WAGES

LINE 2    BENEFITS

LINE 3    CONSULTANTS

LINE 4    OCCUPANCY

LINE 5    TELEPHONE/ FAX

LINE 6    PRINTING

LINE 7    POSTAGE

LINE 8    OFFICE SUPPLIES

LINE 9    ADVERTISING

LINE 10   TRANSPORTATION

LINE 11   START-UP/SEED GRANTS

LINE 12   OTHER (EXPLAIN)

LINE 13   OTHER (EXPLAIN)

LINE 14   INDIRECT COSTS

LINE 15   TOTAL




NH DHHS                           PAGE 22 OF 30
RFP #10-DCYF-SACC-RR-12
Exhibit B-2.a. – Budget Summary-
RFP #RFP #10-DCYF-SACC-RR-12

Provide written justification for the proposed expenses for each line item. The budget
narrative should provide enough information that Proposal evaluators need not seek
clarification of the bidder’s budget Proposal. If start-up costs will be needed, such need must
be clearly articulated and justified in the budget narrative.

If administrative or indirect expenses are allocated, the method used to assess cost in this
contract must be identified. Administrative or indirect expenses shall not exceed 10% of the
total contract.




NH DHHS                            PAGE 23 OF 30
RFP #10-DCYF-SACC-RR-12
Attachment A. – Evaluation Sheet
RFP #RFP #10-DCYF-SACC-RR-12

1. General Evaluation Criteria                                                                               Comments                   Points
   Overall Review
  Up to 20 Points for each criteria (Value: 10% of total)


a Conformity in form and format to instructions contained in the RFP

b Services proposed in response to Proposal specifications

c Qualifications and adequacy of staffing

d Demonstrated capacity of the agency to implement the program

e Cost effectiveness of Proposal
                                                                                                                           Subtotal:
                                                                                                             Multiply Subtotal by .10
2. Experience                                                                                                Comments                   Points
  Up to 20 Points for each criteria (Value: 25% of total)


a Past experience of the Bidder in providing this or a similar service

b Past experience of the Bidder in working with the Afterschool child care community and parent population

c Demonstrated capacity to provide services within the catchment area

d Demonstrated ability to work with the Department
  Demonstrated program management and organizational ability of the applicant agency to carry out the
e proposed service within the required time-frames
                                                                                                                           Subtotal:
                                                                                                             Multiply Subtotal by .25
3. Program Description                                                                                       Comments                   Points
  Up to 20 Points for each Criteria (Value 25% of Total)
  Presentation of a complete and detailed program description, that is responsive to the RFP, but does not
a simply restate the language of the RFP

NH DHHS                                         PAGE 24 OF 30
RFP #10-DCYF-SACC-RR-12
b Presentation of a preliminary work-plan including a realistic timeline for project implementation

c Presentation of an outreach plan to maximize utilization of services within the catchment area
  Demonstrated capacity to manage the computer aspects of the program or presentation of a clear plan to
d develop that ability within a reasonable timeframe

  Presentation of a clearly stated evaluation process and quantifiable outcome measures at acceptable
e levels for both the recruitment and training portions of the program
                                                                                                                           Subtotal:
                                                                                                             Multiply Subtotal by .25
4. Cost and Resources                                                                                        Comments                   Points
   Up to 20 Points for each Criteria (Value 30% of Total)


a The accuracy and completeness of the budget and budget narrative

b The acceptability of the line item costs as detailed in the budget narrative
c A cost effective approach to providing the proposed service

d Staff resources of the Bidder to effectively administer and operate the program

e Ability to obtain financial and additional resources from other sources to support this program
                                                                                                                           Subtotal:
                                                                                                             Multiply Subtotal by .30
5. Other                                                                                                     Comments                   Points
   Up to 20 Points for each Criteria (Value 10% of Total)

  Creative response to meeting the unique needs of the community to be served such as, but not limited to,
a English proficiency and cultural diversity

  Demonstrated plan to be responsive to the increased need for infant care, special needs care, and child
b care during non-traditional hours
                                                                                                                           Subtotal:
                                                                                                             Multiply Subtotal by .10
                                                                                                                        Grand Total



NH DHHS                                         PAGE 25 OF 30
RFP #10-DCYF-SACC-RR-12
Attachment B. – Required Reports
RFP #RFP #10-DCYF-SACC-RR-12
Documentation required                                                  Submission Deadline

Preliminary work-plan that includes the training plan.                  With Proposal

                                                                        July 31st of Each SFY
Annual work-plan that includes the training plan.                       During the Contract

Preliminary outreach plan - The Contractor shall submit an outreach plan With Proposal
to ensure that Afterschool programs in all counties of New Hampshire
receive information and have access to services outlined in this Request for
Proposals. The Contractor shall designate a representative to serve on the
Child Care Advisory Council (or the future Early Learning Council) to obtain
information relevant to Afterschool providers, advocate for the needs of
Afterschool providers and assist in the implementation of the Council’s five-
year plan. As part of the Outreach Plan, the Contractor shall develop,
expand and regularly update an e-mail list of Afterschool providers for the
purpose of disseminating information of importance and interest to
Afterschool providers from such sources as the Child Development Bureau,
the Child Care Advisory Council (or the future Early Learning Council), the
NH Afterschool Coalition, and the Contractor themselves. This e-mail list
shall also be used to gather input and feedback from Afterschool providers
as requested by the CDB, particularly regarding policy issues, Child Care
Scholarship, and the revision or development of quality enhancement
initiatives.

Final Outreach plan                                                     September 30, 2010

Final Performance Review                                                August 29, 2012




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RFP #10-DCYF-SACC-RR-12
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