Request for Qualifications (RFQ) On-Call Evaluation Servicesfirst5association.org/wp...2014-On-Call-Evaluation... · Qualifications Statements from individuals or organizations that

Commissioners Executive Director 1505 East 17th Street telephone Maria E. Minon, M.D., Chair Kimberly Chavalas Cripe Christina Altmayer Suite 230 714 834 5310 Hugh Hewitt, Vice Chair Janet Nguyen Santa Ana Katherine Ahn, D.D.S. Sandra Pierce CA 92705 Sandra Barry Mark Refowitz Michael F. Ryan

Request for Qualifications (RFQ)

On-Call Evaluation Services

Date Event

August 1, 2014 Release Request for Qualifications (RFQ)

August 8, 2014 Submit Letter of Interest Form and any Questions about the RFQ

August 15, 2014 Responses to Questions Available

August 29, 2014 Submit Qualifications Statements

September 15-17, 2014 Interviews with Evaluators (if necessary)

October 1, 2014 Children and Families Commission of Orange County Selects Evaluators

1505 E. 17th

Street, Suite 230, Santa Ana, CA 92705, Telephone: 714-834-5310

www.occhildrenandfamilies.org Email: [email protected]

http://www.occhildrenandfamilies.org/

mailto:[email protected]

Children and Families Commission of Orange County On-Call Evaluation Services RFQ - 2014

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Request for Qualifications

Purpose of the Request for Qualifications (RFQ)

The Children and Families Commission of Orange County (CFCOC) is requesting submittal of

Qualifications Statements from individuals or organizations that provide evaluation services

(Evaluators). Selected Evaluators will assist with the ongoing design and implementation of the

CFCOC’s evaluation framework, which measures the quantity and quality of services provided

by organizations funded by the CFCOC.

Background on the Children and Families Commission of Orange County

The CFCOC was established in 1999 to administer the funds allocated to Orange County as a

result of Proposition 10, the California Children and Families Act of 1998. The Act provided for

an excise tax on tobacco products, the proceeds of which are used to fund services that promote,

support, and improve the early development of children from the prenatal stage to five years of

age. In 2000, the CFCOC adopted its Strategic Plan, which outlines its goals, outcomes,

indicators, and objectives, and guides its funding decisions. The Strategic Plan was updated in

2014 and is available on the CFCOC web site

(http://www.occhildrenandfamilies.com/images/pdf/Strategic_Plan_2014.pdf).

Requirement to Evaluate Proposition 10 Funded Services

The Proposition 10 statute (Section 130150 of the California Health and Safety Code) requires

each county commission to “conduct an audit of, and issue a written report on the

implementation and performance of, their…functions during the preceding fiscal year, including,

at a minimum, the manner in which funds were expended, the progress toward, and the

achievement of, program goals and objectives, and the measurement of specific outcomes

through appropriate reliable indicators.”

CFCOC Evaluation Framework

The CFCOC has adopted a comprehensive evaluation plan that includes both process and

outcome measures that are measured in the short, intermediate, and long term. The Evaluation

Framework includes both Commission-wide and Program-specific evaluations. In addition, the

CFCOC participates in the development of community-wide data.

The goal of the Commission-wide evaluation is to provide an overall picture of the CFCOC’s

accomplishments and progress toward achievement of the CFCOC’s goals and objectives. All

grantees participate in the Commission-wide evaluation.

The CFCOC also evaluates specific programs or initiatives to learn more detailed information

about the operations and outcomes of these initiatives and to guide program design. Typically,

these evaluations involve several agencies participating in a single initiative, such as the Bridges

Maternal Child Health Network (ten birthing hospitals, the County of Orange Health Care


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Agency, and four non-profit Home Visiting providers), or School Readiness Nursing (25

elementary school districts).

The CFCOC also participates in the development of community-wide indicators, both to provide

comparisons with Commission-wide data and to see whether any effects of the CFCOC can be

discerned at the community level. Two reports with which the CFCOC assists are the Annual

Report on the Conditions of Children in Orange County

(http://www1.ochca.com/ochealthinfo.com/docs/occp/report2013/) and the Orange County

Community Indicators Report

(http://www.occhildrenandfamilies.com/images/pdf/OCCIR_2014_Report.pdf).

Data Collection for Commission-Wide Evaluation

The CFCOC has contracted with Persimmony International to implement the Commission’s Data

Collection and Reporting System to assist CFCOC grantees in reporting on the quantity of

services provided and the outcomes of those services.

Persimmony is an internet-based data collection system for reporting both process and outcome

measures. Process measures are collected through two modules in Persimmony:

Aggregate Data – basic counts of how many children, families, and providers receive

services funded by the CFCOC and how many services are provided to individuals by

CFCOC-funded programs.

Grantee Milestones – more specific information about the accomplishments of individual

grantees, which can be tabulated across grantees to provide more detail about the services

provided by CFCOC-funded programs (e.g., how many children received assistance with

health insurance enrollment).

Outcome measures are collected on individual clients through two processes in the Core Data

Outcomes Module (CDOM) of Persimmony:

Core Data Elements – a questionnaire covering the major goals and outcomes in the

CFCOC’s Strategic Plan. All clients receiving CFCOC-funded services are asked to

complete this questionnaire when they begin to receive services and at the end of

services.

Service Outcome Questions – a series of questions that are directly linked to the

objectives in the CFCOC’s Strategic Plan. These questions are asked about a client when

service to the client ends to assess whether the client’s condition changed as a result of

the CFCOC-funded service.

Community-wide data may also be developed, managed and reported from other appropriate and

reliable indicators such as the Early Development Index that are not directly reported into the

Commission’s Data Collection and Reporting System.


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Anticipated Scope of Work for On-Call Evaluators

Evaluators selected through the RFQ may be asked to perform one or more of the following

types of services:

1. Assist with analyzing Commission data and assist in preparing reports for the

Commission – there are almost 200,000 individual client records in the Commission’s

Data Collection and Reporting System, collected since November 2001. Reports

prepared for the Commission in the past include year-to-year comparisons of the Core

Data Elements, a report on Service Outcomes, and comparisons of Commission data with

county-wide data (Conditions of Children Report and Orange County Health Needs

Assessment). Respondents should note that an archive of Commission client-level data

from November 2001 is being prepared to facilitate future data analysis and may be used

to assess the long-term effectiveness of Commission-funded programs.

2. Contribute to the ongoing review and design of Commission evaluation data collection

requirements – the CFCOC is committed to collecting only necessary, usable and useful

data while minimizing the amount of time and resources grantees must devote to data

collection. Consequently, the Commission Evaluation Team conducts an annual review

of the data collection requirements to determine whether the burden to grantees can be

reduced.

3. Conduct and report on program evaluations – design, carry out, and report on evaluations

of CFCOC initiatives and programs such as Capacity Building and Catalytic Grants.

Program evaluations should utilize Commission data to the extent possible, while

providing a more in-depth examination into the operations and outcomes of the program.

Program evaluations may include both quantitative and qualitative evaluation

components. Examples of past program evaluations include: Evaluation of the Capacity

Building program, Evaluation of the Bridges Maternal Child Health Network, Evaluation

of the School Readiness Nurse Expansion Initiative.

4. Serve in an advisory capacity to the Commission on its overall evaluation design and on

individual program evaluations. Review and advise on program evaluation proposals.

5. Serve as a project manager to implement evaluation requirements of grant funded

(external or Commission) collaborative community projects or projects implemented

across California counties.

6. Collect and compile Commission-wide data that are not currently collected in the

Commission’s Data Collection and Reporting System. For example, the CFCOC may

seek to compile data on client knowledge and opinions about the services funded by the

CFCOC. This may be carried out through a survey of clients or by other means to be

determined.

7. Develop, compile, and/or utilize county-wide data (e.g., Early Development Index,

Bridges Maternal Child Network) or prepare countywide assessments (i.e., Community


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Indicators Report) to provide an overview of the present and emerging needs of children

and their families. Additional baseline information could assist in further setting the

Commission’s data and other evaluation data in perspective in terms of understanding the

impact of CFCOC investments.

8. Provide technical assistance on performance measurement and evaluation requirements to

Commission collaborative grant-funded programs.

Who should respond to this RFQ?

Respondents must be individuals or organizations that can demonstrate primary and substantial

experience providing evaluation services related to programs serving families with children aged

0-5. Respondents must be able to correspond via email, including the transmission of reports.

How to respond to this RFQ

Respondents should take two actions to ensure proper submission of qualifications:

1. Submit a Letter of Interest Form (on page 12) with written questions about the RFQ to the following:

By email to:

[email protected]

Or by mail to:

Children and Families Commission of Orange County

1505 E. 17th

Street, Suite 230

Santa Ana, CA 92705

Or by fax to:

714-834-0103

The Letter of Interest Form and written questions about the RFQ must be received at the

Commission’s office no later than 5:00 p.m. on August 8, 2014.

Responses to questions will be emailed to all Evaluators who submitted a Letter of

Interest Form by the due date and will also be posted on the Commission’s web site.

2. Submit Qualifications Statement to:

Sharon Boles, Ph.D.

Evaluation Manager

Children and Families Commission of Orange County

1505 E. 17th

Street, Suite 230

Santa Ana, CA 92705



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The Qualifications Statement must be received at the Commission’s office no later than

5:00 p.m. on August 29, 2014.

The Qualifications Statement must include the original and 5 copies, in a sealed package,

addressed as shown above, bearing the Evaluator’s name and address and clearly marked

“RFQ: On-Call Evaluation Services 2014.”

Qualifications Statements received at the Commission’s office after the date and time

specified above will be rejected by the Commission as non-responsive and returned

unopened. Mail delivered after this deadline will not be accepted regardless of the

postmark.

Response Content Requirements

Format and Content – One original and 5 copies of the response submittal must be submitted on

8 ½” by 11” size paper, double-spaced, using no smaller than a 12-point font and 1-inch margins.

Lengthy, redundant narrative is discouraged. In total, submittals may not exceed 20 pages

(including the budget but excluding resumes and sample reports) and should be presented in the

following order.

1) Cover letter – Each submittal shall include a cover letter addressed to Dr. Sharon Boles,

Evaluation Manager, and specify the following:

a) Identification of submitter, including name, title, organization name (if applicable),

address, email address and telephone number

b) Name, title, address, email address and telephone number of contact person through

December 2014, if different from the submitter above

c) A statement to the effect that the proposed services and rates for services shall remain

valid for a period of not less than 120 days from the date of submittal

d) Specification of the types of services being offered (specify the numbered items (1-8)

in the Anticipated Scope of Work on Pages 4-5)

e) A statement to the effect that the Evaluator will comply with Commission’s conflict

of interest policies (see sample acknowledgement form on Page 13).

f) Signature of a person authorized to bind the submitter to the terms of the proposed

scope of services and rates for services.

2) Statement of Qualifications, Experience, Proposed Staffing and Project

Organization


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a) Provide a description of the Evaluator (individual or company) that includes your

primary purpose and function, philosophy, size (number of employees), location of

office(s), number of years in business, and general description of your experience as

an Evaluator.

b) Provide a general description of the Evaluator’s financial condition and identify any

conditions (e.g., bankruptcy, pending litigation, planned office closures, impending

merger) that may impede Evaluator’s ability to provide evaluation services.

c) Describe the Evaluator’s experience in performing work of a nature similar to that

solicited in this RFQ. The respondent is encouraged to directly relate their experience

with the items in the Anticipated Scope of Work for which they would expect to

provide services. Describe at least two key projects for which sample reports can be

provided. Include a description of the purpose of the evaluation, how the project was

developed and implemented, challenges, experience with obtaining Institutional

Review Board approval (if needed), and how the report was used, if known.

d) If the Evaluator anticipates using subcontractors, the subcontractors should be

identified by name (individual or company), address, contact person, email address,

telephone number, and project function.

e) Provide names, titles, addresses, email addresses, and telephone numbers of at least

three (3) references that Evaluator has worked with in the past five years that are cited

as related experience.

f) Identify all key personnel (if applicable) and their roles and responsibilities as it

relates to providing evaluation services to the CFCOC.

g) Provide an organization chart that shows the organizational structure (project

manager and key personnel, if applicable) for each scope of work area to which the

Evaluator is responding.

h) Provide brief resumes (not more than 2 pages each) for the proposed Project Manager

and all key personnel (if applicable), including subcontractors. The resumes will not

be counted as part of the 20-page submission limit.

3) Approach to Evaluation

a) Provide a brief statement of your/your organization’s philosophy about evaluation as

it relates to the CFCOC vision, mission, and funded services.

b) For at least one Anticipated Scope of Work area, describe an approach that could be

used to carry out the scope of work. The approach should demonstrate the

Evaluator’s philosophy and abilities to evaluate CFCOC-funded services.


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4) Cost Information -- Contracts will be developed on a time and materials basis. Submit

proposed pricing including:

a) hourly rates for all staff involved as well as escalation of these rates over time

(project for three years – 2014 through 2017). Describe what is included in the

hourly rates (salary, benefits, overhead, indirect costs, etc.)

b) an estimate of the general distribution of hours by staff level

c) other costs associated with completion of items in the scope of work (travel,

communications, copying, indirect rates, if separate from hourly rates, etc.)

5) Exceptions / Deviations – State any exceptions to or deviations from the requirements of

this RFQ, segregating “technical” exceptions from “contractual” exceptions. The

response may include proposed alternative approaches to meeting the CFCOC’s technical

or contractual requirements, which should be thoroughly explained. If you are aware of,

or are concerned about, a possible conflict of interest, please disclose it in your submittal.

6) Samples - Provide copies of reports described in the Statement of Qualifications and

Experience as well as any other reports that demonstrate the Evaluator’s experience and

qualifications. Sample reports will not count against the 20-page limit.

OTHER SUBMISSION INFORMATION

Acceptance of Qualifications Statements – the CFCOC reserves the right to do any or all of the

following:

Accept or reject all Letters of Interest, Qualifications Statements, or any item or part

thereof, or to waive any informalities or irregularities in submissions

Withdraw this RFQ at any time without prior notice. The CFCOC makes no

representations that any contract will be awarded to any Evaluator responding to this

RFQ or guarantee any level of compensation, if any

Postpone the qualification of Evaluators for its own convenience.

Completeness of Response – Incomplete or responses not prepared in accordance with the RFQ

instructions may be rejected.

Contract Type – The CFCOC anticipates entering into one or more time and expense (time and

materials) contracts to provide evaluation services as needed. All contracts are anticipated to be

for up to 36 months (January 2015 through December 2017), with work orders issued for specific

work to be performed. There is no guarantee that Evaluators selected through this RFQ process

will receive a work order to perform work, even if they have a signed contract.

Joint Offers – Two or more Evaluators may submit a single response package to this RFQ if one

Evaluator agrees to serve as the primary contractor. The CFCOC intends to develop one contract


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for each response that is selected. The CFCOC will not contract with multiple firms doing

business as a joint venture.

Pre-contractual Expenses – The CFCOC shall not, in any event, be liable for any pre-

contractual expenses incurred by the Evaluator in the preparation of its response. The Evaluator

shall not include any such expenses as part of its response.

EVALUATION CRITERIA (100 points)

The CFCOC will use a review panel to evaluate the responses received based on the following

criteria:

1. Qualifications of the Evaluator and Proposed Staff (if applicable) (50 points) – The

amount and type of evaluation experience; qualifications and experience of evaluator

and/or proposed staff in designing evaluations, collecting and analyzing data, and

preparing reports that are readable and usable; efficient organizational structure with

appropriate distribution of staff and supervision; relevance of the evaluation experience

to services funded by the CFCOC; experience working with community-based

organizations, school districts, hospitals, and other public and private organizations;

experience providing evaluation services related to the Anticipated Scope of Work;

references

2. Approach to Evaluation (30 points) – Evaluation philosophy and fit between approach

to evaluation and the needs of the CFCOC

3. Cost (10 points) – Reasonableness of the cost structure in relation to qualifications of the

Evaluator and key staff

4. Quality of Samples (10 points) – Samples are appealing, understandable to the target

audience, and adequately communicate the work completed and results observed

5. Presentation (optional) – The CFCOC may schedule interviews with responding

Evaluators to further understand their qualifications and capacity to complete the scope of

work. It is anticipated that telephone and/or on-site interviews, if needed, would be

conducted from September 15-17, 2014.

Recommendations of the review panel are intended to be presented to the CFCOC on October 1,

2014, for formal action to approve the slate of Qualified On-Call Evaluators. After approval by

the CFCOC, contracts may be negotiated with selected Evaluators, based on the needs of the

CFCOC.


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GENERAL REQUIREMENTS

1. Contract - The Commission will develop a contract based on its usual and customary terms

and conditions incorporating the requirements outlined in the RFQ document and the

responses of the qualified Evaluator(s). Evaluators may view the Commission’s usual and

customary terms and conditions on its website at www.occhildrenandfamiles.com.

2. Non-Resident Tax Withholding – Please note that the Commission is required to comply

with all State laws and regulations related to non-resident withholding pursuant to California

Revenue and Taxation Code Section 18662 which requires 7% of all payments exceeding

$1,500 in a calendar year to be withheld and sent to the California Franchise Tax Board.

Nonresident payees include corporations, limited liability companies, partnerships, and

individuals that do not have a permanent place of business in California.

3. Personnel - Project partners, managers, other supervisory staff and specialists may be

changed if those personnel leave the firm, are promoted, or are assigned to another office.

The personnel may also be changed for other reasons with the expressed prior written

permission of the Commission. However, in either case, the Commission reserves the right

to accept or reject any or all replacements. Firm specialists identified in response to the RFQ

can only be changed with the express prior written permission of the Commission, which

reserves the right to approve or reject any or all replacements. Other staff personnel may be

changed at the discretion of firms provided that such replacements have substantially the

same or better qualifications or experience.

4. RFQ Interpretations and Addenda - Any change to or interpretation of the RFQ by the

Commission will be posted on the Commission’s website and any such changes or

interpretations shall become a part of the RFQ for incorporation into any contract awarded

pursuant to the RFQ.

5. Public Record - All documents RFQ will become the property of the Commission and a

matter of public record.

6. Additional Services - The general service requirements outlined above describe the

minimum work to be accomplished. During contract negotiations and development of any

work orders pursuant to an executed contract, the scope of work may be modified and refined

based on the needs of the Commission.

7. Undue Influence – The Evaluator declares and warrants that no undue influence or pressure

is used against or in concert with any officer or employee of the Commission in connection

with the award or terms of the contract that may be executed as a result of this RFQ,

including any method of coercion, confidential financial arrangement, or financial

inducement. No officer or employee of the Commission will receive compensation, directly

or indirectly, from contractor, or from any officer, employee or agent of the Evaluator, in

connection with the award of a contract or any work to be conducted as a result of the

contract. Violation of this section shall be a material breach of any Commission contract

entitling the Commission to any and all remedies at law or in equity.

http://www.occhildrenandfamiles.com/


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8. Insurance Requirements

The insurance requirements for standard Commission contracts are set forth below, including

coverage amounts, types of coverage, and policy requirements. The insurance requirements for

specific contracts may be adjusted at time of contract negotiations based on the scope of services

to be provided.

Comprehensive General Liability Insurance for bodily injury (including death) and property

damage which provides not less than $1,000,000 combined single limit per occurrence and

not less than $1,000,000 annual aggregate.

Comprehensive Automobile Liability Insurance for bodily injury (including death) and

property damage which provides total limits of not less than $l,000,000 combined single

limit per occurrence applicable to all owned, non-owned and hired vehicles/watercraft,

$1,000,000 annual aggregate.

Workers’ Compensation Insurance for all employees engaged in project services with the

California statutory amount of $1,000,000 per accident (only if the applicant is a firm with

employees).

Employers’ Liability Coverage of not less than $1,000,000 per occurrence for all employees

engaged in project services or operations (only if the applicant is a firm with employees).

Professional Liability of not less than $1,000,000 for professional licensed staff engaged in

project services or operations (only if the applicant will provide a service which requires a

professional license).

9. Conflict of Interest

A conflict of interest exists when a contractor has the opportunity to advance or protect his/her

own interest, or the interests of others with whom he/she has a relationship, in a way that is

detrimental or potentially harmful for the integrity or fundamental mission of the Commission.

Contractors will be required to disclose potential conflicts of interest as soon as it becomes

known to him/her, or prior to engaging in any services to a Commission funded organization,

whichever comes first. Even the perception of a conflict of interest must be avoided and may

require the restriction of the contractor’s scope of work or may give rise to the disqualification of

a contractor from providing further services on behalf of the Commission in a particular area of

expertise. Commission staff shall consult with legal counsel regarding potential conflicts of

interest at the earliest opportunity. Remedies may include, but not be limited to, removing the

contractor from any decision making, limiting the contractor’s exposure to the decision making

process, and other means as available to avoid the conflict of interest.

10. Termination by Commission

Commission and contractor may terminate the resulting contract without cause by giving written notice to

the other party at least fifteen (15) calendar days before the termination is to be effective. Commission

may terminate the contract effective immediately upon providing written notice to the contractor for

contractor’s failure to perform the services, or for contractor’s material breach of any provision of the

contract. Additional terms for termination for breach, insolvency, force majeure, or funding interruption

are to be negotiated.


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Letter of Interest Form

Complete and return by August 8, 2014 via

o Email: [email protected]

o Fax: 714-834-0103

o Mail: Children & Families Commission of Orange County

1505 E. 17th Street, Suite 230

Santa Ana, CA 92705

Yes, I am/we are interested in submitting a response to the Request for Qualifications for On-

Call Evaluation Services. Please send any addendums to the following contact:

Name_____________________________________________________________

Organization _______________________________________________________

Street Address______________________________________________________

______________________________________________________

City, State, Zip______________________________________________________

Telephone__________________________________________________________

Fax________________________________________________________________

Email_______________________________________________________________

With this form, please submit in writing any questions you have

about the RFQ.



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SAMPLE

ACKNOWLEDGEMENT OF CONSULTANT – CONFLICT OF INTEREST

A conflict of interest exists when Consultant has the opportunity to advance or protect his/her own

interest, or the interests of others with whom he/she has a relationship, in a way that is detrimental or

potentially harmful for the integrity or fundamental mission of the Commission.

He/she has been engaged by the Commission to provide services in a particular area of expertise, and as

such, may not engage in services to Commission funded organizations in a separate contract within the

same area of expertise.

He/she shall not make a decision when he/she knows, or has reason to know, that he/she has a financial

interest that could be materially impacted by the decision.

He/she shall not use his/her position to influence the making of, or participate in the making of a decision,

when he/she knows, or has reason to know, that he/she has a financial interest that could be materially

impacted by the decision.

He/she shall disclose potential conflicts of interest as soon as it becomes known to him/her, or prior to

engaging in any services to a Commission funded organization, whichever comes first.

If a potential conflict of interest has been disclosed, Commission staff will review and determine if a

conflict of interest exists. Even the perception of a conflict of interest must be avoided and may require

the restriction of the Consultant’s scope of work or may give rise to the disqualification of a Consultant

from providing further services on behalf of the Commission in a particular area of expertise.

Commission staff shall consult with legal counsel regarding potential conflicts of interest at the earliest

opportunity. Remedies may include, but not be limited to, removing the Consultant from any decision

making, limiting the Consultant’s exposure to the decision making process, and other means as available

to avoid the conflict of interest.

Failure to disclose a conflict of interest may result in the termination of the Consultant’s contract with the

Commission.

Neither I nor any person to whom I am related in any manner has a paid or unpaid relationship with

any Commission grantee.

I or a person to whom I am related has a paid or unpaid relationship with a Commission grantee as

follows (list the grantee name(s) and a 1-2 sentence description of your relationship, may attach

additional pages as needed):

_________________________________________ ___________________

Consultant Date

Documents

Request for Qualifications (RFQ) On-Call Evaluation Servicesfirst5association.org/wp...2014-On-Call-Evaluation... · Qualifications Statements from individuals or organizations that