THE INTER AGENCY COUNCIL 98 Market Street Salem, NJ 08079
In cooperation with the
NEW JERSEY DEPARTMENT OF CHILDREN & FAMILIES DIVISION OF PREVENTION & COMMUNITY PARTNERSHIP
Date: July 10, 2012 Time: 10:00am -Noon Location: St. John’s Parish House Grant & Market Streets, Salem City
Raymond Bolden, Jr., DSW Executive Director Inter Agency Council
June 27, 2012
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TABLE OF CONTENTS
A. General B. Mandatory Bidder’s Conference C. Submission D. Interpretation E. Anticipated Provider Selection Schedule F. Contracting
A. Background B. Standards C. Protective Factors D. Sub-contracted Services
III. Proposal Submittal
A. Provider Eligibility Requirements B. Proposal C. Sub-contract Period D. Available Funding
IV. Provider Selection
A. Proposal Instructions B. Proposed Screening C. Proposal Review Process D. Appeals E. Applicant Instructions and Scoring F. Supporting Documentation
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SALEM COUNTY INTER AGENCY COUNCIL OF HUMAN SERVICES REQUEST FOR PROPOSALS SALEM COUNTY CHILDREN, YOUTH & FAMILIES PREVENTION PROGRAM
The Salem County Inter Agency Council (IAC), in cooperation with the New Jersey Department of Children and Families (DCF), Division of Prevention and Community Partnership (DPCP) is soliciting proposals from qualified provider agencies, or groups of agencies, to provide a Salem County Children, Youth and Families Prevention Program.
This program includes case management and support services as primary elements in the Prevention Services Plan that was approved by DPCP on June 15, 2012 for Salem County with a budget of $300,000 in state funding. Technical proposals must be prepared and submitted in accordance with the requirements, format, and guidelines presented in this RFP document.
The IAC is the designated Human Services Advisory Council of Salem County. As such, the IAC has oversight responsibility for these sub-contracted program activities in the county and will assist in the coordination of this project. The FY 2012 Salem County Prevention Services Plan contract between DPCP and the IAC will be $300,000 and includes $30,000 in funding at the IAC for the development, execution, administration, monitoring and reporting requirements of the contract and related sub-contracts.
B. Mandatory Bidders Conference
The IAC has made it a requirement that all potential applicants must attend a mandatory Bidders Conference to be held on July 10, 2012 at 10:00am at St. John’s Parish House, Grant and Market Streets, Salem, NJ 08079.
Potential applicants may submit questions to the IAC by e-mail or fax up until the Bidder’s Conference to email@example.com or fax to (856) 935-7747. No inquiries will be accepted after the closing date of the Bidder’s Conference, July 10, 2012.
Interested providers must submit one (1) signed original proposal with attachments, eight (8) copies and provide one (1) electronic copy of each proposal no later than Noon EST, prevailing time, Thursday, July 26, 2012. The IAC shall not be held responsible for timeliness of mail or messenger delivery. Submittals should be addressed to:
Raymond Bolden, Jr., DSW Executive Director Salem County Inter Agency Council Page 4 of 12 98 Market Street, 2nd Floor Salem, New Jersey 08079 Fax 856-935-7747
The IAC reserves the right to reject any submission for failure to adhere to these requirements or to accept any submission, which in its judgment will best serve its interest.
All submitting providers grant to the IAC a non-exclusive right to use, or cause others to use, the contents of the submission for any purpose. All submissions will become the sole property of the IAC. Collaborations, subcontractors, and joint ventures are permitted for the purposes of this submission.
All questions, requests for interpretations and comments must be submitted in writing (see schedule below) and submitted to Raymond Bolden, Jr. at the above address.
Faxes are acceptable. Interpretations or clarifications in response to questions or comments received by prospective proposers will be made available to them.
Only written clarifications from the IAC will be binding; oral and other interpretations or clarifications will be without legal effect. E. Anticipated Provider Selection Schedule
RFP Distribution Date………………….Monday, June 27, 2012 Bidder’s Conference……………………Tuesday, July 10, 2012 Proposal Due Date .................................. Thursday, July 26, 2012 Allocation Committee Action ................. Wednesday, August 1, 2012 IAC Board of Director’s Action………. Tuesday, August 7, 2012 Anticipated Freeholder Action………….Wednesday, August 15, 2012 Anticipated DPCP Action………………Monday, August 27, 2012 Anticipated Notice to Proceed…………..Friday, August 31, 2012 F. Contracting
A sub-contract with one or more providers will be executed by the IAC. All provisions and requirements of the New Jersey Department of Children and Families’ Contract Policies and Procedures will be in effect. This project is funded by DCF and is administered by the IAC.
DCF has advised the IAC that $300,000 of the Differential Response Pilot program funds will be reinvested in Salem County for the specific purpose of supporting local development and enhancement of a continuum of prevention approaches, supports and services for children, youth and families.
The IAC will serve as the vehicle for planning, coordination and improving the availability of these services to support family success, based on the county human services plan, strengths and needs assessments, input from youth, families and stakeholders and guided by DPCP’s vision, mission and principles.
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In compliance with the requirements issued by the DPCP, the IAC identified an Ad Hoc Committee that conducted a need assessment process, reviewed local plans, and analyzed county-wide and statewide data.
The Ad Hoc Committee identified case management and support services as the primary elements to a prevention plan for children, youth and families. That Prevention Plan for Children, Youth and Families was then presented to the IAC Board of Directors for action which it took on May 15, 2012 to approve the plan.
The Salem County Board of Chosen Freeholders then adopted the plan through resolution at its regular May 16, 2012 meeting. The Salem County Prevention Plan was submitted to DPCP for approval on May 17, 2012. The plan was then approved by DPCP on June 15, 2012.
Since the funding for this project became available July 1, 2012 it was important to issue the RFP for case management and support services in the most timely manner so that the selection process, sub-contracting, and services be provided to children, youth and families as soon as possible.
The IAC requires that the selected sub-contract providers embrace the DCF, DPCP conceptual, practice and administrative standards for prevention and family support programs outlined in the NJ Standards for Prevention Programs: Building Success through Family Support developed by the NJ Task Force on Child Abuse and Neglect.
The Standards for Prevention Programs are as follows:
Conceptual Standards – 1. Family centered; 2. Community based; 3.Culturally sensitive and culturally competent; 4. Early start; 5. Developmentally appropriate; 6. Participants as partners with staff; and 7. Empowerment and strength based approaches. Practice Standards – 1. Flexible and responsive; 2. Partnerships approaches; 3. Links with informal and formal supports; 4. Universally available and voluntary; 5. Comprehensive and integrated; 6. Easily accessible; and 7. Long term and adequate intensity.
Administrative Standards – 1.Sound program structure, design, and practices; 2. Committed, caring staff; 3. Data Collection and documentation; 4. Measures outcomes and conducts evaluation; 5. Adequate funding and long range plan; 6. Participants and community as collaborators.
C. Protective Factors
The IAC also requires that the sub-contracted providers embrace the Protective Factors and Strengthening Families supported by the DCF, DPCP. Protective factors are tools that families and communities draw upon to help increase the health and well-being of children, youth and families.
Protective factors guide parents and caregivers to find the assistance they need that will support them while raising and providing care to their children, even when faced with difficulties that are stressful. For more information and to download a copy of the resource guide visit:
New Jersey’s Child Abuse & Neglect Prevention Plan 2010-2013 encourages a strengths-based, asset-based approach to engage families by integrating the Protective Factors into all types of community and family services. The list below, provided by the Center for the Study of Social Policy, describes and defines the protective Factors.
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1. Parental Resilience: A parent’s ability to manage all types of challenges & find ways to solve problems and build and sustain trusting relationships including relationships with their children. 2. Social Connections: Friends, family & community provide emotional support, help solve problems, offer parenting advice and give concrete assistance to parents. 3. Knowledge of Parenting & Child Development: Information about child development and appropriate expectations for children’s behavior help parents to see children in a positive light and promotes healthy development. 4. Concrete Support in Times of Need: Meeting basic needs like food, shelter, clothing and health care is essential. Adequate services & supports must be in place to provide stability, treatment and help for families in crisis. 5. Healthy Social & Emotional Competence of Children: A child’s ability to interact positively with others, self-regulate behavior and effectively communicate feelings has a positive impact on their relationships with family, other adults, and peers. 6. Nurturing and Attachment: The importance of early bonding, as well as nurturing throughout childhood. Building a close bond helps parents better understand, respond to, and communicate with their children. 7. Effective Problem Solving and Communication Skills: A parent, caregiver or family’s ability to identify their goals, consider challenges, set realistic approaches to overcome challenges, and communicate effectively with others to reach their goals. 8. Healthy Marriages and Relationships: Developing and sustaining relationships with diminished levels of conflict and other attributes such as affectionate parents, high self-esteem, or a role model that helps children and youth to achieve positive outcomes.
D. Sub-contracted Services
There are two distinct primary services identified in this RFP:
1. Case Management and 2. Support Services
Case management consists of enhancing a family’s capacity to support itself rather than the typical case management model. Providing education about their rights, qualifications for services and the identification of resources in their communities that best meet their needs are all part of the service delivery. The idea is to serve a family for a brief period of time to see that they have the information, referral sources and other tools required to enhance their growth and development as a family and to empower then to take action to improve their well-being.
Support services are those services provided through flex funding to assist families with housing stability, utility assistance, education and employment assistance and other services. This is viewed as an important accompaniment to the case management component and would make a positive impact for families by improving their life situation in the long-run.
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III. PROPOSAL SUBMITTAL
A. Provider Eligibility Requirements
1. Applicants must be for profit or not for profit corporations that are duly registered to conduct business within the State of New Jersey. 2. Applicants must be in good standing with all State and Federal agencies with which they have an existing grant or contract relationship. 3. Applicants may not be suspended. Terminated or barred for deficiencies in performance of any award, and if applicable, all past issues must be resolved as demonstrated by written documentation. 4. Applicants that are presently under contract with DCF must be in compliance with the terms and conditions of their contract. 5. Where appropriate, all applicants must hold current State licenses. 6. Applicants that are not government entities must have a governing body that provides oversight as is legally required. 7. Applicants must have the capability to uphold all administrative and operating standards as outlined in this document. 8. Applicants must comply with requirements of N.J.S.A. 10:5-32 et seq. and N.J.A.C. 17:27, the State Affirmative Action policy. 9. All applicants must have a Data Universal Numbering System (DUNS) number. 10. Any fiscally viable entity that meets the eligibility requirements, terms and conditions of the RFP, and the contracting rules and regulations set forth in the DCF Contract Policy and Information Manual (N.J.A.C. 10:3) may submit an application.
All final products must be submitted with one original and eight (8) hard copies as well as one electronic version. Microsoft formats and PDF are preferred, and the proposal should state the specific format use.
C. Sub-contract Period
The project’s sub-contract period is be from July 1, 2012 to June 30, 2013 and to be renewed annually, based on adherence to successful sub-contracting requirements of levels of service and specific outcome measures.
D. Available Funding
A total of $270,000 has been identified for this project with $200,000 identified for case management and $70,000 for support services. A match for these services is not required however cash or in-kind leveraging is strongly encouraged.
If an acceptable sub-contract cannot be negotiated with the selected provider, negotiations will be terminated and the IAC will initiate discussions with the second ranked organization. The provider selection and negotiated sub-contract are subject to approval by the NJ Department of Children and Families, DPCP in accordance with its policies and procedures.
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IV. PROVIDER SELECTION
The IAC’s Allocations Committee will evaluate each proposal and may recommend providers to present additional information and, or appear for interviews. However, the proposal may be the sole basis for the selection.
Negotiations and award of the sub-contract(s) will be to the providers that provide the most advantageous proposals for prevention services for children, youth and families in Salem County. The IAC reserves the right to reject any and all proposals.
LATE PROPOSALS WILL NOT BE EVALUATED.
The submission should be stapled or bound with no loose pages and include and original and eight (8) copies. The following criteria have been established to guide the evaluation of each provider proposal with each criterion weighted as indicated below. The proposal must contain the following information:
A. Proposal Instructions All proposals will be evaluated and scored in accordance with the following criteria:
The narrative portion of the proposal should be double-spaced with margins of 1 inch on the top and bottom and 1.5 inches on the left and right. There is a 25 page limitation for the narrative portion of the proposal. A point reduction will be administered to proposals exceeding the total number of pages.
The narrative must be organized appropriately and address the key concepts outlined in the RFP. Items included in the transmittal cover, Annex B budget pages, and the attachments do not count towards the narrative page limit.
Proposals should be bound or fastened by a heavy duty binder clip. Do not submit proposals in loose-leaf binders, plastic sleeves or folders. Additionally, include one (1) electronic copy of the proposal on CD-ROM.
B. Proposal Screening
The IAC will screen all proposals for eligibility and conformity with the specifications set forth in the RFP. A preliminary review will be conducted to determine whether the proposal is eligible for evaluation or immediate rejection.
The following criteria will be considered where applicable, as part of the preliminary screening process:
1. The proposal was received prior to the stated due date. 2. The proposal is signed and authorized by the applicant’s Chief Executive Officer or equivalent. 3. The proposal is complete in its entirely, including all required attachments and appendices. 4. The proposal conforms to the specifications set forth in the RFP.
Upon completion of the initial screening, proposals meeting the requirements of the RFP the applicant will be scheduled for a time to meet with the Allocations Committee to present their proposal verbally during a time-constrained presentation and to answer questions put forth by members of the Allocations Committee. Additionally, after a proposal has met the basic requirements of the RFP it will be distributed to the Allocations Committee for its review, scoring and recommendations. Failure to meet the criteria outlined above, or the
submission of incomplete or non-responsive proposals constitutes grounds
for immediate rejection of the proposal.
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C. Proposal Review Process
The IAC will convene its Allocations Committee in accordance with its policies and procedures. The Committee will review each proposal in accordance with the established criteria outlined in the RFP document. The voting members of the Committee will review proposals, hear provider presentations, deliberate as a group, and then independently score proposals to determine the final decisions. The highest score(s) will then be recommended for approval as the sub-contracted provider(s).
An appeal of the selection process will be heard only if it is alleged that the IAC has violated the following:
1) The RFP was not adequately publicized, time permitting, through broadly advertised RFP setting forth application requirements and time frames and, again time permitting, sufficient time was not provided applicants to present their proposal to the Allocations Committee. 2) No quorum was present at the Allocations Committee/Board of Director’s meeting at the time of deliberations. 3) Inequitable time for presentation was provided in proportion to other applicants’ allotted time. 4) A charge of “conflict of interest” may be justified against a committee/board member.
All requests for appeals must be made in writing to Executive Director of the IAC by the organization intent to appeal, on what basis the appeal is being made, time permitting, within two (2) working days following a receipt of the letter regarding the allocation decision.
Be aware that a representative will be expected to personally appear to present the organization’s case before the Appeals Committee on the date specified.
Be aware that all appeals will be decided by the Appeals Committee.
Be aware that the outcome of an appeal to the Board of Directors may result in a high or lower allocation to any organizations involved in the process.
E. Applicant Instructions and Scoring
Each proposal must contain the following items organized by heading:
1. Provider Organization (10 Points)
Describe the organization’s history, mission, goals, and record of working with the NJ Department of Children and Families, its divisions and the Inter Agency Council. Include your total budget and the percent used for prevention programs for children, youth and families.
Describe the agency’s governance structure and its administrative, management and organizational capacity to enter into third-party direct services sub-contracts. Attach an organizational chart.
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Describe your history of collaboration with formal and informal organizations and the capacity to engage families in empowering them to be self-sufficient. Provide an indication of the organization’s demonstrated capability to provide services that are consistent with The Standards for Prevention Programs and the Protective Factors supported by the NJ department of Children and Families.
2. Community-Based Needs (10 Points)
Describe Salem County, including the local conditions and characteristics of its towns and neighborhoods related to the impact on families. Provide current supporting documentation, including local facts, statistics, study findings, needs assessments and input from families. Identify the strengths, assets and challenges in Salem County, including the gaps in services and any barriers to assisting families (i.e. waiting lists, funding, language, transportation, etc.). Explain how you will network and collaborate with
3. Program Approach (35 Points)
Case management and support services are the two primary elements to the Prevention Plan for Children, Youth and Families and this RFP. Case management consists of enhancing a family’s capacity to support itself rather than the typical case management model. Support services are those services provided through flex funding to assist families with housing stability, utility assistance, education and employment assistance and other services.
Describe how case management and, or support services will be provided, when and where they will be provided and by whom (i.e. by your agency, by a coalition of providers, etc.). Describe how you will incorporate the Standards for Prevention Programs and the Protective Factors for Strengthening Families into your services.
Describe your target population and how your organization will publicize your services to that population. Show how families will be referred for case management and, or support services. How will you engage families to overcome barriers to access the systems that can assist them to address their present needs and toward self-sufficiency.
Describe your organization’s outreach efforts and ability to reach a protected level of service of 150 unduplicated families through the contract year for case management and, or a projected level of service of 125 families through support services.
Specify how your organization will link families to formal and informal supports in the community. Describe your knowledge of the formal and informal supports in Salem County and identify the sources of the primary and secondary prevention resources such as faith based and grass-roots providers.
Describe the service coordination process, and collaborative efforts or processes that will be used to provide the proposed services (attach any affiliation agreements or Memoranda of Understanding).
Provide information on the accessibility of services, including hours and days that services will be available to families.
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Provide a description of the data to be recorded, the intended use of that data and the means of maintaining confidentiality of family records.
Indicate the titles, number, qualifications, skills, roles and responsibilities of all staff and, or volunteers for this project (attach job descriptions, resumes, and current salary ranges). Describe the management and supervision methods that will be used.
Describe how the project will meet the needs of various and diverse cultures in Salem County.
4. Program Implementation Schedule (5 Points)
Provide a feasible timeline for implementing the proposed services (attach a proposed program implementation schedule).
5. Outcome Evaluation (15 Points)
Discuss how the project will pan to assess and measure the following performance outcomes:
a. A total of 75% of all families will improve their ability to access services to which they may qualify as evidenced by the successful linkage to formal and informal support systems. b. A total of 75% of all families will be strengthened and empowered as evidenced by their achievement of their identified goals and objectives. c. A total of less than 10% of families will return for services as evidenced by the reopening of a family’s case.
6. Budget (15 Points)
The IAC will consider the cost efficiency of the proposed budget as it relates to the anticipated level of service (LOS). Therefore, organizations must clearly indicate how this funding will be used to meet the projected goals and, or requirements. Provide a line item budget and narrative for the proposed project of case management and, or support services.
The budget should be reasonable and reflect the scope of responsibilities required to accomplish the goals of the project. The budget should also reflect 12 month operating schedule and must include, in separate columns, total funds needed for each line item, the funds requested in this grant, and funds secured from other sources. All costs associated with the completion of the project must be clearly delineated and the budget narrative must clearly articulate items, including a description of miscellaneous expenses or “other” items. General and Administrative costs cannot exceed 10%.
Standard DCF Annex B (budget) forms and a description of General and Administrative Costs are available at www.nj.gov/dcf.
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7. Completeness of Application (5 Points)
The proposal was complete and the statements within the proposal, including the availability and accuracy of all supporting documentation. 8. Leveraging (5 Points)
The identification of additional organizational or community resources and/or the total amount and source of any additional financial resources that will be committed to the proposed project as a leveraging mechanism was presented. Cash and/or in-kind funds may be used for this purpose.
F. Supporting Documents
All proposals submitted in response to this RFP shall be organized in the following manner: Part I – Proposal 1. Proposal Cover Sheet 2. Table of Contents 3. Proposal Narrative (a) Applicant Organization (b) Need Justification (c) Program Approach (d) Program Implementation Schedule (e) Outcome Evaluation (f) Budget (g) Leveraging
Part II – Appendices 1. Job Descriptions of all key personnel, their resumes, and current salary ranges 2. Current and proposed agency organizational chart 3. Current/dated list of organization’s Board of Directors and terms of office 4. Copy of agency code of ethics and/or conflict of interest policy 5. Letters of commitment/Affiliation Agreements 6. Copies of all applicable licenses 7. Proposed program implementation schedule 8. Copy of IRS Determination letter regarding applicant’s charitable contribution or non-profit status 9. DCF Annex B budget Forms (available at www.nj.gov/dcf & click on Contract & RFP Information in box on right & click on Forms) 10. Applicable consulting contracts, Memoranda of Agreements, and other supporting documentation 11. Current Form 990 12. Current Single Audit Report