Regional Support Networks RFP - First 5 LA · Request for Proposal Released September 29, 2017 Informational Webinar October 13, 2017 Regional Information Sessions October 25 - 27,

Los Angeles County Children and Families First – Proposition 10 Commission (aka First 5 LA)

RELEASE DATE: September 29, 2017

Best Start

Regional Support Networks (RSNs)

REQUEST FOR PROPOSALS (RFP)

TABLE OF CONTENTS

I. TIMELINE FOR SELECTION PROCESS ................................................................... 3

II. EXECUTIVE SUMMARY ............................................................................................ 6

III. BACKGROUND ......................................................................................................... 7

IV. PROJECT OVERVIEW............................................................................................. 11

V. SCOPE OF WORK ................................................................................................... 13

VI. DESIRED OUTCOMES AND ACCOUNTABILITY APPROACH .............................. 21

VII. ELIGIBILITY REQUIREMENTS................................................................................ 23

VIII. DESIRED QUALIFICATIONS ................................................................................... 23

IX. TERMS OF PROJECT ............................................................................................. 24

X. SELECTION PROCESS AND REVIEW CRITERIA .................................................. 26

XI. REQUIRED DOCUMENTS ....................................................................................... 28

XII. TERMS OF THE RFP ............................................................................................... 32

XIII. CONTRACTUAL CONSIDERATIONS ..................................................................... 33

XIV. APPEALS POLICY .................................................................................................. 34

XV. APPENDICES .......................................................................................................... 34

Regional Support Networks (RSNs) Request for Proposals (RFP) 3 of 35

I. TIMELINE FOR SELECTION PROCESS1

ACTIVITY DATE

Request for Proposal Released September 29, 2017

Informational Webinar October 13, 2017

Regional Information Sessions October 25 - 27, 2017

Letters of Interest due November 17, 2017

Final date to submit questions and requests for additional information

December 8, 2017

Final posting of responses to questions Answers to questions will be posted on the third Friday of the month (October 20, 2017, November 17, 2017 and December 15, 2017).

December 15, 2017

Proposals Due December 22, 2017

Interviews January 29, 2018 - February 2, 2018

Contractors Selected February 20, 2018

Board of Commissioners Approval April 12, 2018

Anticipated Contract Start Date May 1, 2018

In order to respond to this Request for Proposal (RFP), the proposal must include all required documents through the online application system by First 5 LA no later than 5 p.m. PT on December 22, 2017 (see Appendix A – Application Checklist). Failure to submit ALL required documents by 5 p.m. PT will constitute an incomplete proposal and will be grounds for disqualification. All questions and requests for additional information regarding this RFP must be received in writing to First 5 LA via email before 5 p.m. PT on December 8, 2017. First 5 LA reserves the sole right to determine the timing and content of the responses to all questions and requests for additional information. First 5 LA may respond to individual inquires, post responses to questions on the third Friday of every month, and then post replies to all questions by the final posting date. Potential proposers are strongly encouraged to participate in an Informational Webinar scheduled for October 13, 2017, at 1 p.m. PT to learn more about the RFP requirements. Please register for the webinar by clicking here. After registering, you will receive a confirmation email containing information about joining the webinar. A recording of the webinar will also be made available on the Funding Opportunities webpage which may be accessed by clicking here. Questions and requests for additional information must be submitted in writing to:

Sabel Morales, Contract Compliance Officer

Email: [email protected]

1 Note: Dates are subject to change at First 5 LA’s sole discretion.

https://attendee.gotowebinar.com/register/1929503654398383361

http://www.first5la.org/index.php?r=site/article&id=3922

mailto:[email protected]


Addendums Please check the website regularly for updates and addendums. First 5 LA has the right to amend this solicitation by written addendums. First 5 LA is responsible only for that which is expressly stated in the solicitation document and any authorized written addendums thereto. Such addendums shall be made available via the online funding center. Failure to address the requirements of such addendums will result in the proposal not being considered, at the sole discretion of First 5 LA. Addendums to this solicitation, if any, will be posted on First 5 LA’s website, which may be accessed by clicking here. Notification of any addendums shall be provided to all proposers who submit a Letter of Interest. Regardless of any notification, it is the responsibility of proposers to ensure, prior to submission, that their application reflects the most recent information and RFP requirements. Letter of Interest All organizations considering applying for the Regional Support Network (RSN) role are strongly encouraged to submit a Letter of Interest (LOI) by 5 p.m. PT on November 17, 2017. The Letter of Intent should be on company letterhead and include the following information:

A statement indicating interest in applying

Name of proposal contact and email address

The region(s) the organization is considering

The possible Local Support Network (LSN) organizations on your team, if known at this time

Please submit your LOI via email to [email protected] and place "Best Start RSN LOI" within the subject line of your email, so that the LOI is routed correctly. The LOI is optional. Failure to submit an LOI will not impact eligibility to submit a proposal and will not disqualify a proposal from competitive review. Regional Information Sessions Potential proposers are also encouraged to attend the Regional Information Sessions to learn more about the Best Start Community Partnerships they would be supporting if selected. The purpose of the Regional Information Sessions is two-fold. First, the Regional Information Sessions are an opportunity for potential proposers to hear directly from Community Partnership representatives about the Community Partnerships (e.g., the Community Partnership’s mission, values, and goals; what support they need, and their expectations of the RSNs and LSNs). Second, the Regional Information Sessions will allow for potential proposers to network and connect with potential subcontractors, if desired. Potential proposers are encouraged to attend one or more of the Regional Information Sessions and bring any interested partners. The Regional Information Sessions will take place October 25-27, 2017. Please see the schedule below for details. The dates and details are subject to change. Please RSVP for Regional Information Sessions by October 16, 2017 by clicking here. Regional Information Sessions will be held at local venues within the corresponding region. The location for the Regional Information Sessions will be emailed to all registered participants. Please register for the Regional Information Sessions by clicking here. Shortly after the Regional Information Sessions, First 5 LA will post the list of participants for the purpose of networking and connecting potential proposers and subcontractors. For the list of the communities in each region, please see the map in Appendix B. Wednesday, October 25, 2017 9:00 a.m. – 11:00 a.m. Region 5: Antelope Valley 1:00 p.m. – 3:00 p.m. Region 3: San Fernando Valley



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Thursday, October 26, 2017 St. Peter and Paul Church, 515 West Opp St, Wilmington, CA 90744

9:00 a.m. – 11:00 a.m. Region 4: Port Cities Friday, October 27, 2017 9:00 a.m. – 11:30 a.m. Region 1: Central - East 1:00 p.m. – 3:30 p.m. Region 2: South Los Angeles


II. EXECUTIVE SUMMARY More than eight years ago, a variety of factors prompted First 5 LA’s focus on place and the critical role that children’s environment plays in supporting their growth and development. In short, place matters—where children grow up has a significant impact on the resources and opportunities that support their well-being and success. Overwhelming evidence from brain science, the understanding that policies and systems can support or hinder families, and the desire to focus resources in a designated geographic region to have a greater impact all contributed to First 5 LA’s decision. After extensive conversations and examining efforts across the nation that focused on supporting families and communities where they live, learn, play, and work, First 5 LA began a place-based effort called Best Start. The purpose of the Best Start investment is to cultivate strong collaborative efforts so that, together, the community members are a powerful catalyst for change to achieve and sustain positive outcomes for children and families in their communities. To this end, Community Partnerships were developed in 14 Best Start communities to lead the work. Community Partnerships are groups of parents, residents, community-based organizations, health care professionals, educators, faith-based organizations, government representatives, businesses, and other key stakeholders who meet on a regular basis to organize people, highlight needs, create and advocate for solutions, and educate others about the importance of early childhood. Community Partnerships also build relationships, share information, connect families to resources, and strengthen community leadership. They are committed to supporting young children and their families within the geographical boundaries of the specific Best Start community. Several other place-based efforts focus on collaboratives of organizations rather than parents and residents. First 5 LA believes that working in partnership with parents and residents is critical to the success of place-based work because families and residents are experts on the challenges facing children and families in their community and the solutions that are likely to be successful. They are, therefore, best positioned to direct solutions and educate decision-makers on the issues. Like many communities in Los Angeles County and across the nation, families and residents in the Best Start communities overcome a myriad of issues such as unaffordable housing, lack of green spaces, low quality or insufficient childcare, and limited access to healthcare. In 2009, a pilot of the Best Start investment launched near downtown Los Angeles in a community called Metro LA. First 5 LA contracted with a lead agency to develop a Community Partnership in the neighborhoods of Pico-Union and Koreatown. This was followed by the establishment of an additional 13 Community Partnerships across Los Angeles County in 2010. Two different models are being used to support the Community Partnerships. A lead agency has been receiving a grant to coordinate and provide direct support to Metro LA, and in the other 13 communities, First 5 LA assumes the coordinating role and hires contractors and vendors to provide direct support. In reflecting on our eight years of experience in implementing Best Start, First 5 LA recognizes the need for a strong support structure that better utilizes community resources, increases local ownership, and promotes increased collaboration and the sustainability of the outcomes for children and families. We learned that it is more effective to have community organizations assume coordination of direct support because First 5 LA is not structured to provide direct operational support. As a result, we will be shifting from a structure where First 5 LA is the sole funder and directs the work of the Community Partnerships to one in which there is strengthened local collaboration and governance with the support of multiple partners including, but not limited to, First 5 LA. We believe


this continued evolution will support the long-term sustainability2 of the work and support achievement

of First 5 LA’s Strategic Plan outcome for communities: Increase community capacity to support and promote the safety, healthy development and well-being of children prenatal to age 5 and their families. This RFP solicits proposals from organizations interested in serving as the primary Regional Support Network (RSN) organization that will provide support for the two or four Best Start Community Partnerships within a given geographic region (see map in Appendix B). The primary RSN and their team will provide support to Community Partnerships in a region. An organization may be selected to serve as the primary RSN in more than one region. A maximum of five primary RSNs will be awarded. It is expected that the RSN will develop a team including subcontractors that will work together to fulfill the regional and local level roles (refer to Figure 3). First 5 LA will contract with the selected RSNs who will assume responsibility for all of the support provided in the regions and management of any proposed subcontractors. The new support structure will better position the Community Partnerships with the relationships, skills, and capacities to drive their community change agenda. The RSN is also expected to subcontract with Local Support Networks (LSNs). LSNs will provide direct support to Community Partnerships as detailed in the local level functions section of the RFP in Section V. Scope of Work. RSNs may also provide one or more local level function, but it is expected that the LSNs will have a local presence and a deep understanding of the local community. S Please note that the roles described in this RFP along with the scope of work detailed in Section V. Scope of Work will be reviewed and may be revised annually based on lessons learned and in accordance with Section IX. Terms of the Project. It is the expectation that proposers will identify all subcontractors in their proposal. First 5 LA reserves the right to approve or disapprove all subcontractors. RSNs can apply to serve more than one region, but a separate application is required for each region. III. BACKGROUND

First 5 LA — Giving Kids the Best Start

In 1998, California voters passed Proposition 10, which levied a 50-cent per pack tax on all tobacco products. The resulting tax revenues were earmarked for the creation of a comprehensive system of information and services to advance early childhood development and school readiness within each county in California. In Los Angeles County, the First 5 LA Commission was formed as a public entity to develop and oversee various early childhood initiatives and to manage the funding from Proposition 10. Since 1998, First 5 LA has invested more than $2.2 billion to improve the health, safety and school readiness of children prenatal to age 5.

2 First 5 LA defines sustainability as the ability to maintain programming and its impact on the well-being of

children and families after the expiration of First 5 LA funds.


First 5 LA’s overarching vision is that: Throughout Los Angeles’ diverse communities, all children are born healthy and raised in a safe, loving and nurturing environment so that they grow up healthy in mind, body, and spirit, are eager to learn, with opportunities to reach their full potential.

The First 5 LA 2015-2020 Strategic Plan

In November 2014, the First 5 LA Board of Commissioners adopted a new Strategic Plan to guide its investments from July 2015 through June 2020. The plan, Focusing for the Future, lays out a clear path for First 5 LA to maximize its impact to strengthen families and improve outcomes for the greatest number of children prenatal to age 5 in LA County. The plan provides a roadmap for increasing First 5 LA’s contribution to better outcomes for young children by strengthening families, the communities they live in, and the systems that support them. Based on our research, we identified four outcomes where we can achieve broad, lasting impact affecting the greatest number of children and their families. The strategies we use to reach these outcomes are connected and mutually reinforcing, providing a clear, focused path for First 5 LA’s work with its partners to help children enter kindergarten ready to succeed in school and life. First 5 LA’s target outcomes are:

1. Families: Increased family protective factors; 2. Communities: Increased community capacity to support and promote the safety, healthy

development, and well-being of children prenatal to age 5 and their families; 3. Early Care and Education Systems: Increased access to high-quality early care and

education; 4. Health-Related Systems: Improved capacity of health, mental health, and substance abuse

services systems to meet the needs of children prenatal to age 5 and their families. To achieve these outcomes, First 5 LA will focus its efforts on six investment areas:

1. Research and Development: Promote the widespread use of proven best practices that are grounded in research and real-life application.

2. Public Policy and Advocacy: Increase public investments of funds dedicated toward young children and improve policies that effect those investments.

3. Provider Training: Build the knowledge and skills of the people providing support and services to parents and children.

4. Community Capacity Building: Help individuals and groups that live and work in neighborhoods and communities take greater ownership and responsibility for the children and families who live within them by fostering safe, healthy and vibrant communities.

5. Service Delivery System Improvement: Increase the quality, effectiveness, and coordination of how services are accessed and provided.

6. Communications: Educate the public about the importance of investing in young children and families.

With these six investment areas in mind, First 5 LA has identified Priority Focus Areas within each outcome to define further the type of change that First 5 LA can measurably affect. The Priority Focus Areas and Outcomes are depicted in Figure 1.

http://www.first5la.org/postfiles/files/F5LA%20Strategic%20Plan_FINAL.pdf



Figure 1: First 5 LA Target Outcomes and Priority Focus Areas, 2015-2020

First 5 LA’s 2015-2020 Strategic Plan also outlines investment guidelines to further support and guide First 5 LA’s work. Based on these investment guidelines, First 5 LA will:

Focus on prevention.

Focus on systems and policy change.

Seek to have a broad impact, affecting large numbers of people.

Prioritize investments that strengthen families and, whenever possible, improve community capacity.

Prioritize the identification and scaling up of evidence-based practices.

Engage partners at the earliest possible stage of activity and/or investment.


Communities Strategies Through the Communities Department, First 5 LA invests in building the infrastructure

3 of LA County

communities so that community members and stakeholders can influence the policies and systems that affect children and families. The Communities Department does so through three main strategies, as outlined in the 2015-2020 Strategic Plan.

Strategy 1: Build capacity of community members to have a shared vision and act collectively to improve the policies, services, and environments that impact families; Strategy 2: Strengthen community resource networks to ensure communities have early childcare and education and health-related supports that meet family needs; and Strategy 3: Improve places and spaces (built environment) to ensure communities have physical places and spaces that promote healthy living and encourage interaction.

Best Start is a major investment to achieve First 5 LA’s vision, and the Community Partnerships are a critical component of Strategy 1 listed above. Our investment focuses on supporting the Community Partnerships to build, use, and maintain the ability to influence policies and systems that affect children and families. One of the first steps in reaching this goal is supporting the Community Partnerships so that they are positioned with relationships, skills, and capacities to drive their community agenda by June 30, 2020.

Best Start Community Partnerships

The initial launch of Best Start began in 2009 near downtown Los Angeles with Metro Los Angeles (Metro LA) as the pilot community and was followed by mobilizing efforts in 13 additional communities in 2010. Two models have been used to support the Community Partnerships. In Best Start Metro LA, a lead agency receives a grant to coordinate and provide direct support, while First 5 LA fills a coordinating role and hires contractors and vendors to provide direct support in the other 13 communities. The purpose of the effort is to cultivate strong collaborative efforts with parents, residents, organizations, and key leaders so that, together, they are a powerful catalyst for change to achieve and sustain positive outcomes for children and families in their communities. Community Partnerships–comprised of parents, residents, community-based organizations, health care professionals, educators, faith-based organizations, government representatives, and businesses–were established in each community as the vehicles to launch, advance and sustain efforts to create an environment in communities where children and families can thrive. The majority of the members are parents and/or residents; they are the driving force of the Community Partnerships’ work. Appendix C provides an overview of the 14 Best Start Community Partnerships. Since 2009, these Community Partnerships have been actively working to connect families to information and resources and champion a collective vision and agenda. They have established and maintained a safe, collaborative space for multiple stakeholders to learn, connect, and work together to address needs in the community. Most Community Partnerships have governing bodies with elected leaders, bylaws, and regular monthly meetings. The Community Partnerships are a place for genuine collaboration, and members develop and/or inform the implementation of efforts to improve

3 First 5 LA defines infrastructure as strengthening, connecting and mobilizing local community-based

resources (money, time, and talent).


the environments and resources that affect the health and well-being of families with children prenatal through age five. Since the outset, the Community Partnerships have focused their efforts on becoming stronger voices and vehicles for change within Best Start communities. They have been strengthening their governance structure, fostering collaboration among multiple stakeholders, using data to inform decisions, identifying and implementing projects to address needs in their community, fostering relationships among and between parents and providers, and building their capacity to effectively advocate for children and families in their communities. In other words, the Community Partnerships have been strengthening their ability to influence policies and systems, mobilizing and maximizing community assets and resources, and demonstrating effective models for partnership with parents and residents in sustained collaborative efforts. Today, the Community Partnerships are strong, goal-oriented groups whose voice, authenticity and commitment to children and community change are sought after by diverse spheres of influence. One aspect of the Community Partnerships’ work has been the “community-identified projects,” an investment of First 5 LA that was identified and designed by Community Partnership members to address needs in their community. The first set of these projects, which will end by June 2018, was named the Building Stronger Families (BSF) Projects. Grantees were selected to implement the projects in close collaboration with the Community Partnerships. The projects illustrate some of the Community Partnerships’ priorities and interests and are included in the Community Partnership Overviews in Appendix C. Each Community Partnership will engage in a reflection process before the start of the new support structure in which they discuss what aspects of their current projects they want to build on in the future. Community Partnerships that have funds remaining from their community-identified projects will be able to access those funds through the new support structure. Funding for these projects will be included in the final RSN contracts and will be in addition to the amounts listed in this RFP. At this time, there is no need to detail a budget for these projects. IV. PROJECT OVERVIEW The project described in this RFP outlines a new support structure that First 5 LA is establishing to provide support for the Best Start Community Partnerships based upon its experience, best practices, extensive feedback from multiple stakeholders, and the current state of development of the Community Partnerships. This project overview presents the definitions of success that guide the transition and introduces the new support structure to provide context for the following Section V. Scope of Work. Appendix D explains First 5 LA’s implementation approach, including the values and principles that drive the implementation of the new support structure which selected proposers will be expected to adhere to.


To achieve success as outlined in Section VI. Desired Outcomes and Accountability Approach, First 5 LA, is transitioning to a new structure (as reflected in Figure 2: New Support Structure – Regional with Local Customization) to support the Best Start Community Partnerships based upon lessons learned since launching in 2009. More specifically, we have recognized the need for strong support structures that better utilize community resources, increase local ownership, and promote increased collaboration and the sustainability of the results for children and families. To this end, we are looking to shift from a structure where First 5 LA is the sole funder and directs the work of the Community Partnerships to one in which there is strengthened local collaboration and governance with the support of multiple partners including, but not limited to, First 5 LA. First 5 LA will assume new roles and transfer others to grantees selected through this RFP. The roles that will be transferred to the grantees are explained in detail in Section V. Scope of Work. The RSNs are central to the new structure to support the Best Start Community Partnerships. Each of the five regions consists of two or four Best Start communities as indicated on the map in Appendix B. For information about the specific boundaries of each Best Start community, please see www.First5LA.org. Each region will have one RSN. In general terms, the RSN assumes primary responsibility for providing a range of support the Community Partnerships need to perform their roles and achieve policy and systems changes that improve the lives of children and families. Each region will be supported by one primary RSN with subcontractors for regional functions and local functions, as necessary, to provide direct support to the region and the Community Partnerships in the region. The RSN and LSN positions are called “networks” reflecting the belief that a team, or network, of organizations may work together to fulfill the regional level and local level roles and functions described below. However, the grant agreement will be established only with the selected lead organization representing the RSN by region. Recognizing that these roles are fairly unique, the

Figure 2: New Support Structure – Regional with Local Customization

http://www.first5la.org/index.php?r=site/tag&id=576


new support structure will include capacity building and peer learning supports that will be provided by First 5 LA or its contractor(s) for the organizations that assume the RSN and LSN roles. For the effort to be successful, the Community Partnerships will play two general roles within the structure. First, they are the primary drivers of the work. This means Community Partnerships decide the impact they desire to have and the strategies for achieving them. The specific support and funding available to support these strategies will be negotiated with the other stakeholders, such as the LSNs, RSNs, and First 5 LA. The second role is accountability. Community Partnerships will hold other stakeholders accountable for fulfilling their roles as agreed to in the accountability plan that will be developed at the outset of the grant agreement (Please refer to Section VI. Desired Outcomes and Accountability Approach and Section XI. Required Documents). Just as importantly, Community Partnership members will also hold each other accountable for fulfilling individual commitments, and in the process increase their collective capacities to succeed. This shift for First 5 LA means a focus on partnership and collaboration rather than managing multiple contractors and vendors to provide direct operational support to the Community Partnerships. Consistent with the 2015-2020 Strategic Plan, this shift also enables First 5 LA to more explicitly focus on policy and systems change, and leveraging resources and relationships in support of community change work. Ultimately, it means a more strategic use of internal and external knowledge, experience, expertise, and resources to achieve outcomes. First 5 LA will also play a critical role in monitoring the new support structure to ensure it is operating according to the established values, principles and parameters (see Appendix D). First 5 LA will also support the continual development of the Community Partnerships by facilitating learning across 14 communities, and where necessary assist in problem-solving as challenges arise. The roles and functions of these networks are described in the following Scope of Work section. V. SCOPE OF WORK This solicitation seeks proposals from organizations interested in serving as the primary Regional Support Network (RSN) organization that will provide support for the Best Start Community Partnerships within a given geographic region. Each RSN will support a region of either two or four communities (see map in Appendix B). Up to five organizations will be selected to provide support for regional and local level functions to support the Community Partnerships in the region. RSNs can apply to serve more than one region, but a separate application is required for each region. It is expected that the RSN will develop a team of subcontractors, including LSNs, that will work together to fulfill the regional and local level functions. It is the expectation that RSN proposals will include the proposed subcontractors that will collectively serve as the LSN for each Community Partnership. An RSN may fulfill one or more LSN functions, but the expectation is that LSNs will fulfill the great majority of local level functions. Further, it is expected that the LSNs will have a local presence and a deep understanding of the local community. First 5 LA will execute a grant agreement with the selected RSNs who will be responsible for all of the direct support provided in the regions and management of any proposed subcontractors. The new support structure will position the Community Partnerships with the relationships, skills, and capacities to drive their community change agenda. Each region will be supported by an RSN which will subcontract with LSNs to provide direct support, detailed in the local level functions section of the RFP, to the Community Partnerships. Some of the


roles under this grant will be performed at the regional level by the RSNs, and others will be at the local level by the LSN. Please note that while all roles and functions detailed below need to be fulfilled, there is flexibility in whether they are performed by the RSNs or by the LSNs. The primary exception is that the Proposer/RSN will be required to fulfill the contract administration role that includes effective administration of the contract with First 5 LA and the effective administration of all subcontracts. The roles detailed below will be reviewed and may be revised based on lessons learned and in accordance with Section IX. Terms of the Project. Regional Level Support Contract administration. The primary RSN assumes responsibility for the grant with First 5 LA to provide support to the Community Partnerships within a region, and thus the first function is contract administration, which includes but is not limited to fiscal management, reporting, invoicing, and subcontract administration and monitoring. Since much of the work may be performed by subcontractors, contract administration will be vital to this role. This includes ensuring that funds are properly monitored and distributed in a timely manner and that the work provided is satisfactorily moving the Community Partnerships towards success.

Functions

Manage grant and report to First 5 LA, including fulfillment of reporting requirements and timely invoicing

Act as the primary liaison with First 5 LA for Best Start Community Partnerships in the region

Assume responsibility for ensuring integrity to Best Start values, parameters, and principles (see Appendix D)

Figure 3: Anticipated Regional and Local Support Roles


Develop and manage subcontracts with LSNs, evaluator and other subcontractors, including the establishment of clear expectations related to performance and adherence to Best Start values, parameters, and principles

Provide timely access to resources subcontractors need to perform their roles Coordination of organizational capacity building. Another significant role of the primary RSN will be providing LSNs the support they need to successfully perform their roles. First 5 LA recognizes that organizations that step into both the RSN and LSN roles will likely be in different places in terms of their understanding of the work and their capacity to excel in their roles. RSNs will be responsible for continually assessing the capacity needs of their own staff and those of subcontractors and striving to address those needs through the coordination of organizational capacity building. It is not anticipated that RSNs will be experts on all aspects of the work, nor responsible for directly meeting all capacity needs of their team. Rather, RSNs will provide the majority of the capacity building to their own staff and subcontractors, and will work with First 5 LA to address identified capacity building needs. In instances when RSN or LSN staff members have the desired capacities, they may provide direct organizational capacity building support to others within the regional network through training and/or coaching. To be clear, because support must be customized to and informed by each Community Partnership, First 5 LA recognizes that there is no one right way to do the work and that it will likely look different in each of the 14 communities. The intent of this role is to ensure that all parties involved are continually and proactively seeking to improve the performance of their respective roles.

Functions

Continually monitor the capacities and gaps of itself and all subcontractors

Coordinate with First 5 LA to develop and implement a plan to address organizational capacity development

Provide direct capacity development support to subcontractors, as possible, such as through coaching or direct trainings

Where necessary, procure and manage organizational capacity building providers Regional learning. A great deal of learning will be required for all involved throughout the life of the Best Start initiative. This is due to the many inherent complexities of the work as well as the fact that much of what is being implemented is new for those involved. To maximize the effectiveness of everyone’s efforts, it is important that continual learning occurs on all levels as part of a collective effort. A key benefit of the regional approach is that learning can happen more easily across Community Partnerships within a region by strengthening connections between Community Partnerships. The RSN will be responsible for coordinating learning across the region, which will likely require a subcontractor with this expertise. RSNs and LSNs are also expected to participate directly in regular learning activities across the regions.

Functions

Facilitate cross-community monitoring and learning within the region

Solicit input from Community Partnerships on the performance of all subcontractors in the region

Develop and implement a learning plan/strategy for the region either directly or through a learning subcontractor

Support coordination with First 5 LA to implement the Best Start Learning Agenda and any other evaluation activities within the region

Support the design and implementation of local level learning, as needed

Participate in regular learning activities across the region, including those implemented by First 5 LA and/or its contractors


Compile lessons learned across the region for dissemination to counterparts and First 5 LA

Multi-level coordination. The community change work of the Community Partnerships intersects with many efforts on many levels - local, municipal, regional, countywide, state and federal. The RSN will be responsible for facilitating multi-level coordination to maximize opportunities to connect the work of the Community Partnerships to each other and to aligned efforts at the regional or countywide levels. This will also importantly involve coordinating with First 5 LA and other First 5 LA grantees and contractors, as necessary, in order to maximize the effectiveness of the support roles it will assume. For instance, as First 5 LA seeks to strengthen community relationships, such as those between the Community Partnerships and policy makers, it will need to communicate with the Community Partnerships and meet periodically. As the principal liaison with First 5 LA, the primary RSNs will coordinate communication and targeted interactions with Community Partnerships or their representatives.

Functions

Ensure effective coordination with First 5 LA in its support roles by acting as a strategic thought partner and helping to schedule interactions with Community Partnerships

Monitor activities in the other four regions in order to identify opportunities for Community Partnerships to build upon and strengthen each other’s efforts, and encourage and support LSNs to facilitate this coordination

Monitor other efforts and activities to identify opportunities to align the work of Community Partnerships and help strategize and facilitate this collaboration

Support LSNs in their local coordination roles Collective Advocacy. The RSNs will engage Community Partnerships in collective advocacy, which could involve multiple communities within the region, the entire region or multiple regions. Collective advocacy may occur in pursuit of one or more community agendas or in response to or support of external policy or systems change endeavors. The RSNs will also provide various forms of support for the community change work undertaken by each Partnership in the region. While LSNs will provide the primary support, RSNs will support the LSNs and Community Partnerships in different ways according to the needs of the Community Partnerships and the strengths of the RSNs.

Functions

Ensure funds are used in accordance with First 5 LA’s Funding Guidelines and Community Partnerships’ intentions by designing feedback mechanisms that involve Community Partnership members

Coordinate and support the coordination of collective advocacy to bring together the Community Partnerships in the region when cross-community efforts are needed

Support the Community Partnerships in identifying, building capacity, and implementing collective advocacy efforts.

Resource mobilization. Finally, RSNs will be responsible for resource mobilization and fund development to help move the Community Partnerships’ work towards sustainability by attracting and leveraging regional, countywide, state and federal resources to support the work of the Community Partnerships beyond First 5 LA funding. Resources are anything of value, including funding, in-kind donations (i.e., venue, food, etc.) or services that would otherwise need to be purchased. These efforts should be well coordinated with local resource mobilization conducted by the LSNs. In addition, selected RSNs will coordinate with First 5 LA on potential funding opportunities and partners. RSNs can also support the development and implementation of resource mobilization


strategies at the local level by acting as a thought partner to LSNs or helping to leverage its relationships with potential local resource providers.

Functions

Attract and leverage regional resources (funding, donations, volunteer time) to connect to the work of the Community Partnerships

Support the LSNs in developing and implementing strategies to support local resource mobilization

Participate in direct resource mobilization activities, such as facilitating relationships with potential resource providers

Local Level Support

The Local Support Networks (LSNs) assume primary responsibility for ensuring that individual Community Partnerships receive the support they need to achieve success. Community Partnerships are developing their capacities to successfully influence the policies and systems that impact children and families. The LSNs’ role is to support the Community Partnerships in the following areas, and others as needed so that Community Partnerships can achieve their goals around policy and systems change. Coordination and support. Through its primary role of coordination and support, LSNs will provide all of the logistical support needed to plan, facilitate and hold Community Partnership meetings and events. This includes everything from arranging facilities, interpretation, translation, transportation, food, childcare, attendance tracking and note taking depending on the needs of the group that is meeting. It will also include some degree of meeting planning and facilitation. Meetings may be small with less than ten (10) people in attendance or large with up to 100 participants. Community Partnerships vary in the size of their membership and the frequency of meetings, ranging from an estimated 25 members to 450 with an average of around 60. Meeting frequency for each Community Partnership can also range greatly from around 25 meetings per year to more than 600. Most average around 45 meetings per year. Appendix C contains estimated Community Partnership size and meeting frequency. Basic guidelines for logistics will be provided prior to contract start date. This local form of coordination is both internal and external. Internal coordination support entails ensuring that the various parts of the Community Partnership are communicating well and working in coordination with each other. LSNs will also seek to identify and align efforts the Community Partnerships can collaborate with in order to mutually strengthen both efforts.

Functions

Ensure the various groups within the Community Partnership are working in a coordinated manner. That is, they are communicating in a way that allows each to effectively fulfill their respective roles

Support First 5 LA in fulfillment of its roles by facilitating communication with the Community Partnerships and arranging meetings between Community Partnership members and First 5 LA staff or its contractors

Facilitate communication with other Best Start Community Partnerships who are working, or have worked, on similar issues or activities to minimize redundancy and increase effectiveness of efforts

Monitor the local landscape to identify opportunities for collaboration and integration with aligned efforts


Coordinate logistical support for all meetings and Best Start events, which may include o Venue/Facilities o Food/snacks o Child care o Translation of documents (in advance) o Simultaneous interpretation (including sign language, if needed) o Transportation to/from events o Audio-visual equipment

Take and summarize meeting notes Capacity building and leadership development. Another key role of LSNs is capacity building and leadership development, which will take three main forms – modeling, coaching and arranging training and technical assistance. LSNs will walk alongside the Community Partnerships as they seek to influence policies and systems that impact children and families. In addition to building the collective capacity of Community Partnerships, this will also require ongoing leadership development as individuals develop their leadership skills. LSNs will model effective practices while providing real-time coaching to support individuals as they develop their capacities. At times, more substantial capacity building needs of the Community Partnership will be identified that LSNs are unable to meet. In this case, the LSNs would arrange for targeted training and technical assistance to meet these needs through subcontracts. LSNs would also be tasked with reinforcing the learning that Community Partnerships receive.

Functions

Provide ongoing coaching to support all aspects of the Community Partnerships’ work

Monitor capacity development of the Community Partnership and develop an approach to address any identified needs

When necessary, procure and manage targeted training and technical assistance support providers

Continually monitor the capacities of LSN staff and subcontractors to identify capacity building needs, communicate these to the RSN and develop plans to address

Community change work: The next three local level roles listed in Figure 3 are more externally focused and support the efforts of Community Partnerships to impact their Best Start community Communications and outreach; resident/stakeholder engagement and advocacy LSNs will ensure these efforts are effective by working with Community Partnerships to implement these efforts, implementing them directly, or implementing them through subcontractors. Community Partnership members will learn to fulfill some aspects of these roles, and there will likely be a need for some organizational support from the LSNs. For example, Community Partnerships can help inform and design communications products, but they may need support to completely produce a range of products (i.e., social media, video, radio, PSAs, literature, etc.). Guidelines for administering funds for all community change work will be provided. Functions

A) Communications and outreach

Manage the development of communications materials (i.e., fliers, newsletters, etc.)

Facilitate the development and implementation of communications strategies designed to build and maintain awareness and support of work of the Community Partnership in the broader community

Facilitate engagement of the Community Partnership with local media


Support the development of the Community Partnership’s brand identity

B) Resident/stakeholder engagement and advocacy

Work closely with the Community Partnership to develop and implement resident/stakeholder engagement and advocacy strategies to engage parents and residents in Best Start efforts, such as the work of the Community Partnership

Support the development of social capital within the Community Partnership and externally

Community-identified projects. LSNs will support the identification, development, and implementation of community-identified projects. Funds for community-identified projects are not included in the funding amounts listed in this RFP and should not be included in the proposed budget. Guidelines for administering funds for all community change work will be provided. The primary RSN will be responsible for ensuring that the funds are expended according to these guidelines. RSNs can choose to either manage the funds directly or include them in LSN subcontracts. This will likely involve additional subcontracts of various sizes and durations with additional parties. The balance of funds from the community-identified projects will be known in August 2018, and the selected RSN’s budget will be amended to reflect this additional funding for the community change work. Functions

A) Community-identified projects

Develop and manage a plan for utilizing funds designated for projects identified by the Community Partnerships within the region, including a process for procuring additional subcontractors to perform the desired activities, as needed

Support the Community Partnerships with ongoing planning, implementation, and reflection of projects selected to achieve desired community change

When necessary, conduct the procurement and contracting of subcontractors or vendors to help implement projects

Establish accountability mechanisms to ensure that subcontractors are implementing projects as intended and according to the guidelines provided by First 5 LA

Data, learning, and improvement. By facilitating the use of data, learning, and improvement strategies, LSNs complete the picture of a robust new learning structure. LSNs will help the Community Partnerships incorporate the use of data, regular reflection, and learning into their daily processes. They will also help Community Partnerships determine and implement changes and improvement suggested by the lessons learned. In addition, LSNs will help support evaluation activities involving the Community Partnerships with evaluation contractors directly or indirectly hired by First 5 LA.

Functions

Facilitate the design and implementation of data use, learning, and improvement activities and processes

Manage data collection and submit to RSN, including tracking at least: o Community Partnership participant information (contact information,

demographics, etc.) o Community Partnership attendance o Performance measures


Provide timely and periodic data reports to the Community Partnerships

Assist the Community Partnerships to analyze data collected, identify lessons learned and develop action steps based on the learning

Collect lessons learned and submit to RSN for compilation on a regular basis

Participate in the learning activities across the region and County and share information learned with Community Partnerships

Facilitate coordination with RSN and First 5 LA to implement the First 5 LA Best Start Learning Agenda and any other evaluation activities with the Community Partnership

Support regional evaluation by facilitating communication with Community Partnerships and arranging engagement points, as necessary

Local resource mobilization. Finally, LSNs will support the Community Partnerships in local resource mobilization by helping to identify potential resources and develop relationships that lead to generating resources to support their work.

Functions

Assist the Community Partnership to identify and access resources including, but not limited to, funding to support their operations and/or community change work

Facilitate relationship development of the Community Partnership with potential resource providers

Participate in accessing resources, as agreed with the Community Partnership

Figure 4: New Support Structure Example (Region 1) for a visual representation of a possible configuration of how each function could be fulfilled at the local level.

Figure 4: New Support Structure Example (Region 1)


VI. DESIRED OUTCOMES AND ACCOUNTABILITY APPROACH

Desired Outcomes In the future, First 5 LA will be working with Community Partnerships, RSNs, LSNs and other partners to achieve the following desired outcomes. These outcomes help guide the design and implementation of support for the Best Start Community Partnerships. More specific measures and indicators to assess the achievement of these outcomes will be included in the final grant agreement with the selected RSNs. These outcomes represent a progressive path to the long-term outcome that Community Partnerships have the capacities needed to have a lasting impact on the health and well-being of children and families in their community.

Short-term Outcome:

By May 1, 2018, First 5 LA will transition key operational functions of the Community Partnerships to existing organizations that have the capability, values, and approach required to support a collaborative, community-change initiative.

This outcome will be achieved when all RSN grant agreements are Board approved and fully executed.

Intermediate Outcome:

By June 30, 2020, Best Start Community Partnerships are positioned with the relationships, skills and capacities needed to drive their community agenda.

Over the first two years of the new support structure, the focus will be to continue to support the development of the Community Partnerships’ skills and capacities. Stronger collective planning and self-governance skills will help increase effectiveness in leading community change efforts. During this time, there will also be a focus on strengthening relationships with local stakeholders, increasing engagement and involvement of local residents in order to learn from each other, and increasing support as well as inclusivity to ensure greater success of their efforts.

Long-Term Success for Best Start Community Partnerships:

Best Start Community Partnerships will be successful when they build, use, and maintain the ability to influence the policies and systems that affect children and families.

By building community engagement, leadership, infrastructure, and investment, Community Partnerships will be crucial players in helping set the groundwork for ongoing and sustainable community change. Community Partnerships will help guide a prenatal to age 5 agenda that goes beyond First 5 LA funding and continues with a long-term view of community improvements. Accountability Approach First 5 LA acknowledges that the roles described in this RFP are complex and unique to this effort. Recognizing that the RSNs and LSNs are intended to support and not seek to drive or control the work of the Community Partnerships, how and to what extent will they be held accountable for outcomes and success? Figure 5 below is an illustration of the approach First 5 LA is taking towards accountability.


Figure 5: Accountability Approach

Proposers are asked to propose an accountability plan that outlines the structures, systems, agreements and contingencies that will be used to navigate accountability with Community Partnerships, First 5 LA and other partners. While the specifics of an accountability plan will be finalized at the outset of the grant agreement, this information is provided to clarify the approach First 5 LA is taking towards accountability. First 5 LA will enter into a grant agreement with the RSNs which will be responsible for terms in the grant agreement and subcontractor management. Additionally, RSNs will be held accountable to three aspects of the work:

1. Outputs. RSNs will be expected to provide the roles and functions outlined in the grant agreement, including all deliverables.

2. Approach. This aspect pertains to the way that the work is done. RSNs will be held accountable for their approach to the work, which is expected to be consistent with the values and principles described in Appendix D. A key example of this aspect is the quality of community engagement during planning and implementation. The approach should be more supportive than driving, and will be demonstrated by key measures and indicators to be determined during the contracting process

3. Learning. Rather than achieving specific outcomes or specific Community Partnership capacities, RSNs will be held accountable for facilitating and supporting learning through the documenting of lessons learned and integrating learning into the work of the Community Partnerships and support organizations. By establishing strong learning systems, it is believed that the potential for success for Community Partnerships will rapidly increase over time.

Because the role of the RSNs is to support the capacity of the Community Partnerships and because Best Start is intended to be driven by the Community Partnerships, the RSNs will not be held responsible for achieving the outcomes of the Community Partnerships’ work. The intent is to create shared accountability for progress towards achieving the outcomes desired by the Community Partnerships as the work moves forward. This means that RSNs will be held responsible for their role,

First 5 LA

Community Partnerships

in the Region

RSNs

LSNs

Outcomes


and the role of the LSNs, in achieving outcomes as outlined in the scope of work. For example, if Community Partnerships choose to conduct outreach to increase representation of a specific segment of the community population, the LSN will support the Community Partnership to develop and implement a strategy to achieve the goal. However, the RSN will not be held accountable for whether or not the outreach was successful, but will be accountable for engaging the Community Partnership in strategy reassessment, program modification and learning. In other words, RSNs will be held accountable only for the roles they or the LSN played in the process, and how well they play these roles. Community Partnerships are also expected to hold a level of accountability for strategy creation and learning. Learning on all levels of the investment is intended to help us achieve success as described above, so that by 2020, all Community Partnerships are positioned to drive their own agendas. All parties involved are collectively accountable for achieving this outcome and therefore all parties are expected to hold themselves and each other accountable for the respective roles that the different parties play in achieving success. VII. ELIGIBILITY REQUIREMENTS Proposers for the Regional Support Network (RSN) position must meet the following minimum requirements:

1. Minimum of five years of operation as a legal entity. 2. No conflict of interest. Conflict of interest will be assessed for the RSN as well as all proposed

subcontractors. Proposers (including subcontractors) whose financial interests, or prior contractual relationships to First 5 LA, would constitute either a conflict of interest under California’s Political Reform Act, or a prohibited financial interest in the making of a First 5 LA contract as prohibited by Government Code Section 1090, are ineligible to receive this funding and will be disqualified from review.

If the RSN or any proposed subcontractors have a conflict of interest, the entire proposal will be deemed ineligible and will be disqualified and will not move forward in the review process. Any questions should be directed to Sabel Morales, Contract Compliance Officer at [email protected]

3. Experience within the past five years successfully managing contracts at the city, county, state and/or federal level.

4. Three years of experience managing subcontracts. 5. A physical office location in the County of Los Angeles. 6. Submit complete, unqualified Independent Financial Audits for two consecutive years OR one

complete, unqualified Independent Financial Audit and two consecutive years of Form 990. Audits and Form 990s should be no older than 2014.

Proposers that do not meet the requirements above will not pass the first level of review (see Section X. Selection Process and Review Criteria).

VIII. DESIRED QUALIFICATIONS The following qualifications are desired for the combined team of proposed RSN and LSNs:

1. Depth of experience of the proposed team working in partnership with parents, residents, and

groups including demonstrated cultural competency and capacity building experience.



2. Depth of experience of the proposed team working within the region.

3. Qualifications and experience of proposer to successfully execute the regional level functions as outlined in the Scope of Work section.

4. Commitment to authentic community and family engagement as demonstrated through past work.

5. Qualifications and experience of proposed LSN subcontractors to successfully execute the local level functions as outlined in the Scope of Work section of this RFP.

Minimum Guidelines for the RSN to select subcontractors: The subcontractors are critical to the successful execution of the Scope of Work. First 5 LA reserves the right to review and approve the proposed subcontractors with the selected grantees. Please review the following guidelines for the selection of subcontractors.

Subcontractors must be legal entities;

Subcontractors must have a physical location in LA County;

Subcontractors should have the experience and/or qualifications to complete assigned Scope of Work tasks;

Subcontractors should not have a conflict of interest with First 5 LA;

Subcontractors must not be debarred with the State of California or County of Los Angeles. It is strongly preferred that the LSN has experience working with Community Partnerships within the region. It is expected that proposers will validate that all proposed subcontractors meet the minimum guidelines above. First 5 LA reserves the right to confirm compliance to the minimum guidelines for subcontractors. First 5 LA reserves the right to impose additional controls on subcontractors. First 5 LA may disapprove a proposed subcontractor if they do not meet the guidelines above, are in non-compliant status with First 5 LA, or has breached a contract with First 5 LA. Current and former First 5 LA grantees, contractors and vendors must be in good standing and compliant with all aspects of current and former agreements with First 5 LA in order to be eligible to serve as an LSN. IX. TERMS OF PROJECT

First 5 LA is committed to supporting this project through the end of the Strategic Plan. The first grant agreement term is anticipated to be for a period of 14 months, through June 30, 2019, with an estimated start date of May 1, 2018. The grant will renew for an additional year at First 5 LA’s sole discretion. Award of a grant and subsequent grant agreement renewals is contingent upon approval by the First 5 LA Board of Commissioners. The grant agreement may renew for subsequent years if it is in alignment with the 2020-2025 Strategic Plan at First 5 LA’s sole discretion.

This will be a cost-reimbursement agreement. In a cost-reimbursement agreement, Grantees will be reimbursed through monthly invoices based on services rendered and actual expenses incurred. Therefore, Grantees must anticipate a sufficient cash flow to support a 90-day billing cycle. First 5 LA will negotiate a final budget after successful proposers have been determined.

First 5 LA will not fund a proposer more than 30% of their annual budget, to be negotiated during contracting with selected grantee. The 30% threshold does not include First 5 LA funding that may


have been awarded to the proposer under a previous funding opportunity. In addition, the 30% does not include funding anticipated to be received for LSNs and regional subcontractors.

At a minimum, First 5 LA will require quarterly and year-end reporting on the progress of the project. Additional grant management requirements and/or reports will be determined by First 5 LA during negotiations.

Maximum Funding Available Per Region

The maximum annual funding limits are listed below. These are based upon the roles and functions described in Section V. Scope of Work. All estimated regional costs related to the regional level roles and functions are reflected in the first row in Table 1 below, which differs for the large and small regions as shown (see map in Appendix B). Local level operational costs include the following roles: coordination and support, meeting and event coordination, data, learning, and improvement, and local resource mobilization. The proposed amount should reflect the different meeting frequencies and sizes as described in Appendix C, and should therefore differ accordingly. The limit shown is the average across the communities in the region, recognizing that costs for individual communities may exceed the average. Funds for local-level training and technical assistance are intended to be available on an as-needed basis to support the work of the Community Partnerships. Estimated costs for meeting and event coordination should be included, per Community Partnership, in the proposed budget using the average number of meetings in Appendix C. Funds designated for a) communications and outreach and b) resident/stakeholder engagement and advocacy are flexible. Proposers are asked to submit proposals on how best to achieve the desired intentions with the available funds for a) communications and outreach and b) resident/stakeholder engagement and advocacy as listed in Table 1 below. Further, additional funds will be included in the grant agreement to account for the remaining balance of current community-identified projects. The amount will differ by community based on the funds remaining at that time. Funds for community-identified projects should not be budgeted in the proposed budget. First 5 LA will include these funds in the final grant agreement. It is expected that cost proposals will be reasonable.

Table 1: Initial Contract Funding Limits

Expenses Not to Exceed Limits

Regional level costs (RSN) Regions #1 & #2: up to $430,000 Regions #3 – #5: up to $320,000

Local level operational costs (LSN and logistics) Up to $390,000 per community

Local level training and technical assistance $50,000 per community (fixed)*


Community change work: communications, outreach, and resident/stakeholder engagement and advocacy, and community-identified projects

Up to $190,000 per community (excludes community-identified projects)**

*These funds are intended to be used on an as-needed basis to support communities. Therefore, this cost category is fixed and should be included in the budget.

Region 1 proposers should be aware that, during the contracting phase, additional funds may be added to account for the different structure of Metro LA. As the pilot community, Metro currently operates with a different model from the others, and over the first few years of the new support structure it will be progressively aligned with them. **The balance of funds from the community-identified projects will be known in August 2018, and the selected RSN’s budget will be amended to reflect this additional funding for the community change work. X. SELECTION PROCESS AND REVIEW CRITERIA First 5 LA will review the proposers based on the multi-stage review process detailed below. Proposals must score satisfactorily in each level of review, as applicable.

Level 1 Administrative and Financial Reviews

Administrative Review: First 5 LA will evaluate all proposals for completeness and minimum requirements. Basic requirements include: timely receipt of proposal, submission of all required attachments, and adherence to eligibility requirements. Additionally, First 5 LA will conduct a conflict of interest review for proposers including subcontractors. If an RSN or any proposed subcontractors has a conflict of interest the entire proposal will be deemed ineligible to receive this funding and will be disqualified from review process. Proposals with omissions of any required documentation will be subject to disqualification. First 5 LA will also conduct a due diligence review which includes a review of the Litigation and Contract Compliance form and a review of whether proposer (that are current and former contractors, grantees and vendors) currently remain placed in non-compliant status by First 5 LA under any existing and past agreement with First 5 LA. First 5 LA reserves the right to request additional information, if needed, to validate eligibility and/or and minimum requirements. Financial Review: First 5 LA will review the following documents to ensure the financial capacity of proposers:

1. Complete, unqualified Independent Financial Audits for two consecutive years OR one complete, unqualified Independent Financial Audit and two consecutive years of Form 990. Audits and Form 990s should be no older than 2014.

2. Annual Budget that covers the proposer’s current operating year (e.g., January 1-

December 31, July 1-June 30, etc.).


If First 5 LA identifies concerns as a result of reviewing the proposer’s Independent Financial Audit or other financial documents, the proposer may be required to submit its Management Letter. Proposers that fail to submit a requested Management Letter will be disqualified from competitive review and funding under this RFP. Additional documentation to support a proposer’s financial stability may be requested during the review process, prior to executing a grant agreement and/or after the grant has been awarded. First 5 LA may elect not to fund proposers with administrative and/or financial issues that would indicate an inability to effectively manage funds awarded under this RFP. Likewise, First 5 LA reserves the right to require successful proposers to address any concerns and/or findings prior to grant agreement execution and/or during the grant period.

Level 2 Proposal Review

Proposers that pass Level 1 review will proceed to Level 2 review. First 5 LA staff, Community Partnership representatives, and/or external reviewers will review and score proposals. First 5 LA reserves the right to conduct interviews without the community representatives if the representatives do not attend the training, proposal review, and/or calibration session. Prior to beginning their review, reviewers will be assessed for conflicts of interest with proposers and sign a Conflict of Interest form to certify that there are no conflicts of interest. They will then score proposals using the review criteria and scoring shown in Table 2 below. Reviewers will participate in a calibration session prior to finalizing scores. Proposers must score a minimum of 70% or higher to continue past Level 2.

Table 2: Proposal Review Criteria

Proposal Review Criteria Maximum

Points

Qualifications & Experience

Experience of the proposed team working in partnership with community parents, residents, and groups including demonstrated cultural competency and capacity building experience

30

Demonstrated ability and infrastructure of the organization to effectively administer grant funds and manage all aspects of the proposed project

30

Qualifications and experience to execute the regional level functions as outlined in the Scope of Work

20

Qualifications and experience execute the local level functions as outlined in the Scope of Work

20

Depth of experience of the proposed team working within the region 15

Commitment to authentic community and family engagement as demonstrated through past work

15


Proposal Narrative

Proposed approach and structure to implement the Scope of Work 25

Specific plans for fulfilling the various aspects of the work outlined in the Proposal Narrative instructions detailed in Section XI. Required Documents of this RFP

25

Budget

Detailed line item budget and budget narrative that accounts for all project activities, staff and subcontracts as well as the reasonableness of costs

20

Total possible points: 200

BONUS POINTS: Proposers are eligible to receive up to 15 bonus points if the staffing plan includes a commitment to filling positions with qualified residents from the region’s local Best Starts communities. The degree to which proposal includes a staffing plan with qualified community residents from the region’s Best Start communities will determine the number of bonus points

15

Level 3 Interview

Up to three (3) of the highest scoring proposals per region that score 70% or more from Level 2 Review will be invited to interview with First 5 LA staff, Community Partnership representatives, and/or external reviewers. Only key personnel on the proposed RFP can participate in the interview. Tentative interview dates are included in Section I: Timeline for Selection Process, and are subject to change at First 5 LA’s sole discretion. Interviews will be held at local venues within the corresponding region. The location for the interviews will be emailed to proposers who continue to Level 3. The interview panel will be comprised of First 5 LA staff and representatives from each Community Partnership in the region. First 5 LA reserves the right to conduct interviews without the community representatives, if the representatives do not attend the training and/or interview. All reviewers will sign a Conflict of Interest form. All reviewers will participate in a calibration session prior to finalizing scores. Further written materials may be requested prior to or after the interview. First 5 LA reserves the right to schedule additional interviews/meetings should additional questions arise. The highest scoring proposer from the interview process will be recommended for award to the senior leadership team at First 5 LA. All awards are contingent on approval of First 5 LA’s Board of Commissioners. First 5 LA is the ultimate decision-making body and makes the final determinations necessary to arrive at a decision to award, or not award, a contract.

XI. REQUIRED DOCUMENTS

In order to respond to this RFP, proposers must submit the following required documents through the online application system in order to be eligible for this RFP (Appendix A – Proposal Checklist is available to assist in proposal completion). Omission of any document/form will constitute an incomplete proposal and will be grounds for disqualification.. Applications that fail to adhere to First 5 LA’s page limitation requirements will be adjusted by the removal of page(s) from the application.


Pages will be removed before the Level 2: Proposal Review. The removed page(s) will not be made available to reviewers.

NOTE: Proposers may apply to serve as the RSN for more than one region; however, a separate application is required for each region.

1. Online Application – In order to respond to this RFP, proposers must complete an online application form and submit all required documents specified below through the online application system. Proposers must set-up an online account in order to access the application form. For instructions on setting up the account and access the online application please click here.

NOTE: Once the online application is submitted, proposers cannot make edits.

2. Executive Summary – Maximum of 4 pages for the large regions (#1 & #2) and maximum of 3 pages for small regions (#3, #4 & #5); single spaced, 11 point font with 1” margins. Please include the following:

o Desired region o List of proposed subcontractors and the functions they will fulfill o Total budget and proposed allocations for regional and local levels o Brief summary of qualifications and experience o Summary of proposed approach

3. Qualifications and Experience – Maximum of 16 pages for the large regions (#1 & #2) and maximum of 10 pages for small regions (#3, #4 & #5); single spaced, 11 point font with 1” margins. Please include the following:

o Experience of the proposed team working in partnership with community parents, residents, and groups including demonstrated cultural competency and capacity building experience.

o Demonstrated ability and infrastructure to effectively administer grant funds and manage all aspects of the proposed project, including a Fiscal Management Plan describing: 1) the fiscal controls and accountability procedures including a business flow chart which outlines staff responsible for processing and approving contract expenditures; and 2) the process for ensuring subcontractors adhere to funding requirements and are only reimbursed for allowable expenditures. In addition, please detail proposers approach to accountability, including how you will oversee subcontractors, and ensure the quality, timeliness, and responsiveness to First 5 LA.

o Qualifications and experience of the RSN according to each of the desired qualifications described in Section VIII and functions in Section V of this RFP.

o Qualifications and experience of the LSN according to the functions described in Section X of this RFP.

o Depth of experience of the proposed team working within the region. o Proposed team’s commitment to authentic community and family engagement as

demonstrated through past work. o Résumés for key personnel of the proposer (2 pages per individual, not counted

toward the maximum page limit).

4. Proposal Narrative – Maximum of 14 pages, single spaced, 11 point font with 1” margins. Please provide the requested information below in the narrative. Please ensure the proposal



is aligned to the implementation approach for the new support structure as described in Appendix D.

Desired region: Please indicate the region which the proposer will provide support (See Appendix B for the regions).

NOTE: Proposers may apply to serve as the RSN for more than one region; however, a separate application is required for each region.

Approach: Please provide a description of your proposed team’s understanding and approach to this project and the proposed team’s philosophy and values as described through past work as reflected in Appendix D. The approach should include the proposed structure and partners: Clearly explain the entities that would provide the desired RSN and LSN functions described in the Scope of Work. In addition, provide:

o An organizational chart that includes all subcontractors who will fulfill the RSN and LSN roles and functions.

o A staffing plan which details the strategies that will be used to fill positions from the proposed communities, as well as the percentage of positions the proposer intends to fill with community residents and the proposed roles. Proposers are eligible to receive up to 15 additional points if the staffing plan includes a commitment to filling positions with qualified residents from the region’s local Best Starts communities.

o A process for decision-making across all subcontractors and with the Community Partnerships.

o It is the expectation that proposers will identify all subcontractors in their proposal. In the event that the proposer is not able to identify a subcontract for a specific function, such as learning, please provide a detailed explanation for the unidentified subcontractors, as well as how the proposer will identify, select, and involve community input in filling the unidentified subcontractor position. As a reminder, First 5 LA reserves the right to approve or disapprove all subcontractors.

NOTE: RSN proposers are also eligible to provide one or more LSN functions in individual communities.

NOTE: Proposed LSNs can participate in multiple RSN applications.

Specific plans for each of the following aspects of the work:

1. Approach to accountability and responsiveness of the RSN’s and LSNs to the Community Partnerships and First 5 LA, in accordance with Figure 5

2. Community Partnership capacity monitoring and development

3. Ongoing identification of organizational capacity needs and development of capacity of all organizations involved in the region

4. Use of data, learning, and improvement

5. Supporting communications and outreach

6. Resident/stakeholder engagement and advocacy


7. Developing a process to support implementation of community-identified projects

8. Resource mobilization, leveraging and sustainability (including any in-kind support already identified)

9. Potential risks and/or challenges to successfully fulfilling the roles describing potential risk and/or challenges and how those risks and challenges could be addressed

5. Detailed RSN Budget Form (Appendix E) & Budget Narrative – Proposers must submit a

completed budget for the first grant agreement term of 14 months, using Appendix E – Detailed RSN Budget Form, to include the fulfillment of all activities in the Scope of Work. A Budget Narrative is also required that must provide any additional information necessary to understand the proposed budget. Please see Appendix G – RSN Budget Form Instructions for guidance on how to complete the budget form and narrative. Also, please reference the details provided in Section IX. Terms of Project, Maximum Funding available per Region.

Please reference the initial contract funding limits detailed in Table 1: Initial Contract Funding Limits and the number of communities per region in Figure 2: New Support Structure – Regional with Local Customization.

Estimated costs for meeting and event coordination should be included, per Community Partnership, in the proposed budget using the average number of meetings in Appendix C.

6. Subcontractor Budget Form (Appendix F) – Proposers must submit Appendix F – Subcontractor Budget Form which must be completed and incorporated into Appendix E – Detailed RSN Budget Form.

7. Independent Audited Financial Statements and Annual Budget:

Proposers must submit a complete, unqualified Independent Financial Audits for two consecutive years OR one complete, unqualified Independent Financial Audit and two consecutive years of Form 990. Audits and Form 990s should be no older than 2014.

Proposers must also submit an Annual Budget that covers the proposer’s current operating year (e.g., January 1-December 31, July 1-June 30, etc.).

8. Litigation and Contract Compliance Form (Appendix H) – Please read the information on

the required Litigation and Contract Compliance form thoroughly and include a signed copy by the proposal deadline. If you checked “Yes” to any of the questions on this form, please explain whether this will impact the project on this solicitation.

9. Memoranda of Understanding (MOUs) from proposed LSNs – Please submit an MOU from each proposed subcontractor indicating its understanding of its proposed position in the project and the intent to fulfill that role should the proposer be selected and the subcontractor is approved by First 5 LA.

10. Business License (if applicable)

Failure to submit all required documents will constitute an incomplete proposal and will be grounds for disqualification. Proposers are responsible for any errors and omissions in their proposals and applications. In order to respond to this RFP, please complete and submit your proposal and all required documents to First 5 LA no later than 5:00 PM PT on December 22, 2017.


Proposals received after this deadline will not be considered. It is the responsibility of the proposer to ensure, prior to submission, that its proposal reflects the requirements of this solicitation. Proposers should not wait to submit documents through the online application system minutes before the closing time. First 5 LA will not be responsible for any delays proposers may encounter with the online application system due to multiple proposers uploading documents before the closing time. XII. TERMS OF THE RFP Proposers will be disqualified if they approach community members to inappropriately influence their decision. First 5 LA has the right to amend this solicitation by written addendums. First 5 LA has the right to amend this solicitation by written addendums. First 5 LA is responsible only for that which is expressly stated in the solicitation document and any authorized written addendums thereto. Such addendums shall be made available via the online funding center. Failure to address the requirements of addendums will result in the proposal not being considered, at the sole discretion of First 5 LA. It is the responsibility of proposers to ensure, prior to submission, that their application reflects the most recent information and RFP requirements. Addendums to this solicitation, if any, will be posted on First 5 LA’s website at http://www.first5la.org/Funding-Center. First 5 LA reserves the right to reject all proposals and re-solicit for proposals. Failure to comply with proposal specifications shall be grounds for disqualification of proposals. Each proposer shall be required to honor the price and specifications quoted for a minimum of sixty (60) calendar days following submission of the proposal. First 5 LA also reserves the right to cancel this RFP, in its sole discretion, at any time before execution of a contract.

First 5 LA shall not be liable for any costs incurred in connection with a proposer’s preparation of a proposal in response to this RFP. Any cover letters, résumés and curriculum vitae, including attached materials, submitted in response to this RFP shall become First 5 LA’s property and subject to public disclosure. Each proposal shall be retained for official files and will become public record upon submittal unless the proposal or specific parts of the proposal can be shown to be exempt from disclosure by law. The budget, scope of work and other contractual information may be included in board materials which are made public if the contract requires board approval. Each proposer may clearly label parts of a proposal as “CONFIDENTIAL” if the proposer thereby agrees to indemnify and defend First 5 LA for honoring such a designation. The failure to so label any information that is released by First 5 LA shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for information labeled confidential is received by First 5 LA, First 5 LA will notify the proposer of the request. Within seven (7) calendar days after First 5 LA’s notification to the proposer, it will be the proposer’s duty to act in protection of the labeled information. The proposer’s failure to so act shall constitute a complete waiver. The proposer agrees that, by submitting application proposal, the proposer authorizes First 5 LA to verify any or all information and/or references submitted in the proposal. All submitted proposals become the property of First 5 LA and First 5 LA reserves the right to outsource the translation of proposals into other languages, as necessary, to make materials accessible to reviewers. Proposers agree that First 5 LA will not be responsible for any errors in the translations.

http://www.first5la.org/Funding-Center


False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be at First 5 LA’s sole judgment. First 5 LA may elect to waive any informality in a proposal if the sum and substance of the proposal is present. First 5 LA reserves the right to incorporate unanticipated work by Grantee and First 5 LA required to complete the project objectives of this RFP. XIII. CONTRACTUAL CONSIDERATIONS The successful proposer must sign and adhere to the provisions of the First 5 LA Grant Agreement (see Sample Grant Agreement – Appendix I). The successful proposer must execute the Grant Agreement without substantive alteration. All proposers must review the sample Grant Agreement in detail and fully understand the contractual obligations described in the Agreement, including all insurance requirements. If a satisfactory agreement cannot be negotiated within 30 days of award, First 5 LA may, at its sole discretion, begin negotiations with the next qualified proposer, as determined by First 5 LA. Selected proposers will be required to participate in a mandatory orientation 30 days after grant execution. First 5 LA may, after grant award, amend the awarded grant agreement, scope of work and any other exhibits in accordance with the terms of the grant and as needed throughout the grant term to best meet the needs of First 5 LA. Current and former First 5 LA grantees, contractors and vendors must be in good standing and compliant with all aspects of current and former agreements with First 5 LA in order to be eligible to respond to this RFP. First 5 LA may deem a proposer ineligible to respond to this RFP if it finds, in its sole discretion, that the proposer has done any of the following: (1) violated any term or condition of a First 5 LA agreement; (2) committed any act or omission, or engaged in a pattern or practice, that negatively reflects on the proposer’s quality, fitness or capacity to perform services listed in this RFP; (3) committed an act or offense that indicates a lack of business integrity or business dishonesty; or (4) made or submitted a false claim to First 5 LA or any other public entity. As stewards of public funds First 5 LA’s Funding Guidelines are intended to provide information about the restrictions on the use of First 5 LA funds. Although these Funding Guidelines are applicable generally, the terms of individual funding agreements will always take precedence over these guidelines. The award of a grant by First 5 LA to an organization that proposes to use subcontractors for the performance of work under the grant agreement resulting from this RFP process shall not limit First 5 LA’s right to approve subcontractors, assemble teams and/or assign leads. Each proposer will be evaluated independently for added value to the overall team. A copy of executed subcontract(s) related to Program funding must be provided to First 5 LA. First 5 LA, in its sole discretion, may conduct an evaluation of this project. Grantees will be required to comply with First 5 LA’s evaluation and any requests for information arising out of such evaluations within the timeframe specified by First 5 LA.



If the awarded grant agreement is not signed prior to the intended start date, the commencement of any activities under the grant’s Scope of Work/Performance Matrix (Exhibit A) will not begin until the grant agreement is fully executed and the successful proposer will not be eligible to obtain reimbursement for any costs incurred prior to the grant agreement execution date, unless otherwise approved in writing by First 5 LA. If the awarded grant agreement is not signed by the successful proposer within thirty (30) calendar days from the proposed intended start date, First 5 LA may withdraw the grant award. First 5 LA may revise the proposed effective date prior to final execution of the awarded grant.

If the value of the grant is $75,000 or more in the aggregate in any fiscal year, the award and execution of the grant agreement is subject to First 5 LA’s Board approval. Any performance of services commenced prior to obtaining all written approvals by First 5 LA shall be considered voluntary. Unless otherwise submitted during the RFP process, the successful proposer will be required to submit additional required documentation including, but not limited to, the following documents before the awarded grant agreement can be fully executed:

Litigation and Contract Compliance Form By-laws (if applicable) Articles of Incorporation (if applicable) Board of Directors or List of Partners (as applicable) Signature Authorization Form Annual Independent Audit for prior fiscal year or calendar year (if applicable) Appropriate business licenses (for vendors or private organizations) IRS Determination Letter for non-profit status (if applicable) Completed IRS Form W-9 Memorandums of Understanding and Subcontracts (for any sub-contractors, collaborators,

and/or partners) Certificates of Insurance for all insurance requirements outlined in the Sample Grant

Agreement. XIV. APPEALS POLICY First 5 LA reserves the right, without prejudice, to reject any or all submitted proposals. An appeal shall be permitted only on the grounds that the decision violated applicable law, First 5 LA policies and procedures, or the terms of this RFP. Appeals challenging First 5 LA’s decision on the merits or qualifications of proposers or the scoring of proposals shall not be permitted. An appeal of a First 5 LA decision shall be in writing and filed with the office of the Executive Director, or his or her designee, within ten (10) business days following the date the notification of decision is made by First 5 LA. For more information, please refer to the Appeals Policy located at http://www.first5la.org/About-Us/Policies. XV. APPENDICES

Appendix A – Proposal Checklist (Information)

Appendix B – Best Start Communities Region Map (Information)

Appendix C – Best Start Community Partnership Overviews (Information)

Appendix D – New Support Structure Implementation Approach (Information)

Appendix E – Detailed RSN Budget Form (Required Document)

http://www.first5la.org/About-Us/Policies


Appendix F – Subcontractor Budget Form (Required Document)

Appendix G – RSN Budget Form Instructions (Information)

Appendix H – Litigation and Contract Compliance Form (Required Document)

Appendix I – Sample Grant Agreement (Information)