DD Endowment Trust Fund The Arc of Washington State REQUEST FOR PROPOSALS (RFP) RFP Number: 14-01

Transcription

1 DD Endowment Trust Fund The Arc of Washington State REQUEST FOR PROPOSALS (RFP) RFP Number: PROJECT TITLE: Marketing and Outreach Proposal PROPOSAL DUE DATE: February 27, 2015 by 4:00 P.M. Mailed, hand delivered, and ed bids will be accepted. Faxed bids will not be accepted. ESTIMATED TIME PERIOD FOR CONTRACT: Phase One: 90 days ORGANIZATION ELIGIBILITY: This procurement is open to those organizations that satisfy the minimum qualifications stated herein and that are available for work in Washington State. CONTENTS OF THE REQUEST FOR PROPOSALS: 1. Introduction 2. General Information for Organizations 3. Proposal Contents 4. Evaluation and Award

2 TABLE OF CONTENTS 1. Introduction Purpose and Background Objective and Scope of Work Minimum Qualifications Current or Former State Employees Definitions ADA General Information for Organizations RFP Coordinator Estimated Schedule of Procurement Activities Submission of Proposals Proprietary Information Revisions to the RFP Responsiveness Most Favorable Terms Costs to Propose No Obligation to Contract Rejection of Proposals Commitment of Funds Insurance Coverage Proposal Contents Letter of Submittal Technical Proposal Management Proposal Cost Proposal Evaluation and Contract Award Evaluation Procedure Evaluation Weighting and Scoring Oral Presentations may be Required Notification to Proposers... 15

3 1. INTRODUCTION 1.1. PURPOSE AND BACKGROUND The Developmental Disabilities Endowment Trust Fund, using special needs trusts, is a way for people with a developmental disability and their families to save money and plan for the future without endangering eligibility for public benefits. In 1999, the Legislature established the DD Endowment Trust Fund in Title of the Revised Code of Washington. To qualify to have an account with the program, the individual must be eligible to be a client of the Developmental Disabilities Administration in the Department of Social and Health Services Agency To date the Trust has about 2,200 participants who have contributed a total of $35 million to their trusts. In 1999, the Legislature also gave the program $5 million to use to match private contributions. Private trust contributions were matched at a rate of 25% up to $775 annually with a lifetime maximum match of $7,750 per trust. 1,000 trusts were matched with this $5 million. While the capacity to match contributions has been used, the Program still matches program fees as an incentive for people to save for the future. The Trust is governed by a seven member Governing Board. The funds are invested by the Washington State Investment Board. The Trust is administered by staff of the WA. Developmental Disability Council and the Trust Manager is the Arc of Washington State OBJECTIVES AND SCOPE OF WORK Objectives: Review and develop a report based on Department of Social and Health Services, Developmental Disabilites Administration client information for a targeted marketing campaign to increase enrollment in DD Endowment Trust Fund program. Design a targeted marketing and outreach campaign with turnkey products for the DD Endowment Trust Fund program and strategies to implement/conduct the marketing and outreach campaign. Phase One: Market Analysis Deliverables 1 Page

4 1. Determine the distinguishing characteristics of the ideal groups of individuals and their families for enrolling in Type I and Type II DD Endowment trusts based on Developmental Disabilites Administration client information. 2. Propose turnkey products that can assist with enrollment and determine the obstacles that prevent or delay eligible individuals and their families from enrolling into DD Endowment trusts. 3. Determine resources, other than the DD Endowment Trust program, to assist individuals and their families to meet their daily and long term saving needs (banks, financial planning firms, estate planning firms, NGOs, government programs, ABLE act etc.). 4. Provide a competitive analysis of the special needs trust market in Washington State including opportunities and barriers. Outreach Deliverables 1. Determine products that can be provided by DD Endowment Trust program to increase enrollments in DD Endowment trusts (new trust types, planning aids, presentations, brochures, website content and design, website calculators, etc.) based on contractor expertise, primary research like interviews, surveys, questionnaires, focus groups, and secondary research materials, both quantitative and qualitative methods, etc. 2. Determine services that can be provided by DD Endowment Trust program to increase enrollments in DD Endowment trusts (online account interface, online calculators, etc.) based on contractor expertise, primary research like interviews, surveys, questionnaires, focus groups, and secondary research materials, both quantitative and qualitative methods, etc. Report on Market Analysis and Outreach Deliverables due to the Governing Board and Deputy Administrator by June 2, Budget: Phase One not to exceed $75,000 in cost Time Frame: Phase One Report due on or before June 30, 2015 Phase Two There is a possibility of a Phase Two following completion of Phase I. Based on approval of the report in Phase I by the Endowment Trust Fund Governing Board; the Board may elect to ask contactor to propose strategies and an 2 Page

5 implementation work plan to conduct the outreach and enrollment campaign. The budget and time frames are to be determined by Governing Board. 1.3 MINIMUM QUALIFICATIONS Licensed to do business in the State of Washington or provide a commitment that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparently Successful Contractor; Have experience working with people who have developmental disabilities and their families. (Three years of experience is desired); Show evidence of past success in building relationships between people with developmental disabilities and their families and other members of their community. 1.4 CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES Specific restrictions apply to contracting with current or former state employees pursuant to chapter of the Revised Code of Washington. Proposers should familiarize themselves with the requirements prior to submitting a proposal that includes current or former state employees. 1.5 DEFINITIONS Definitions for the purposes of this RFP include: Apparent Successful Contractor The organization selected as the entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract. Organization Individual or company interested in the RFP and that may or does submit a proposal in order to attain a contract with the Arc. Contractor Individual or company whose proposal has been accepted by The Arc of Washington State and is awarded a fully executed, written contract. Developmental Disabilities Endowment Trust Fund The program established in RCW as the special needs trust program for Washington State. The Arc of Washington State Organization contracted to perform Trust Mangement, marketing and outreach functions on behalf of the Developmental Disabilities Endowment Trust Fund; also referred to as the Arc. Governing Board The Governing Board established by the Developmental Disabilities Endowment Trust Fund in RCW. Request for Proposals (RFP) Formal procurement document in which a service or need is identified but no specific method to achieve it has been chosen. The 3 Page

6 purpose of an RFP is to permit the organization community to suggest various approaches to meet the need at a given price. 1.6 ADA Organizations may contact the RFP Coordinator to receive this Request for Proposals in alternative formats. 2. GENERAL INFORMATION FOR ORGANIZATIONS 2.1. RFP COORDINATOR The RFP Coordinator is the sole point of contact for this procurement. The RFP Coordinator is: Name Address Patti Bell/ The Arc of Washington State patti@arcwa.org Mailing Address 2638 State Ave NE, Olympia, WA Physical Address for Delivery Same as above Phone Number Ext. 103 Any other communication will be considered unofficial and non-binding. Organizations are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Organization ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES Issue Request for Proposals February 10, 2015 Question & answer period February 11, 2015 to Febuary 20, 2015 Proposals Due February 27, 2015 Evaluate Proposals March 3-4, 2015 Conduct oral interviews with finalists, if required Announce Apparent Successful Contractor and send notification via e- to unsuccessful proposers TBD March 6, Page

7 Negotiate Contract March 9-12, 2015 Begin Contract Work March 16, 2015 The Arc of WA State reserves the right to revise the above schedule. 5 Page

8 2.3 SUBMISSION OF PROPOSALS HARD COPY PROPOSALS: Organizations are required to submit four (4) copies of their proposal. Scanned or photocopied signatures are acceptable. The proposal, whether mailed or hand delivered, must arrive at the Arc of Washington State by 4:00 on February 27, The proposal is to be sent to the RFP Coordinator at the address noted in Section 2.1. The envelope should be clearly marked to the attention of the RFP Coordinator. Organizations mailing proposals should allow normal mail delivery time to ensure timely receipt of their proposals by the RFP Coordinator. Organizations assume the risk for the method of delivery chosen. The Arc assumes no responsibility for delays caused by any delivery service. Proposals may not be transmitted using facsimile transmission. Late proposals will not be accepted and will be automatically disqualified from further consideration. All proposals and any accompanying documentation become the property of the Arc and will not be returned. ELECTRONIC PROPOSALS: The proposal must be received by the RFP Coordinator no later than 4:00 PM on February 27, Proposals must be submitted electronically as an attachment to an to the RFP Coordinator, at the address listed in Section 2.1. Attachments to shall be in Microsoft Word format or PDF. Zipped files cannot be received by the Arc and cannot be used for submission of proposals. The cover submittal letter must have a scanned signature of the individual within the organization authorized to bind the Organization to the offer. The Arc does not assume responsibility for problems with an Organization s . If the Arc s is not working, appropriate allowances will be made. Proposals may not be transmitted using facsimile transmission. Organizations should allow sufficient time to ensure timely receipt of the proposal by the RFP Coordinator. Late proposals will not be accepted and will be automatically disqualified from further consideration, unless Arc s is found to be at fault. All proposals and any accompanying documentation become the property of the Arc and will not be returned. 6 Page

9 2.4 PROPRIETARY INFORMATION Proposals submitted in response to this competitive procurement shall become the property of the Arc. All proposals received shall remain confidential until the Apparent Successful Contractor is announced. 2.5 REVISIONS TO THE RFP In the event it becomes necessary to revise any part of this RFP, addendum will be provided via to all individuals, who have made the RFP Coordinator aware of their interest. The Arc reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a contract. 2.6 RESPONSIVENESS All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Organization is specifically notified that failure to comply with any part of the RFP may result in rejection of the proposal as non-responsive. The Arc also reserves the right at its sole discretion to waive minor administrative irregularities. 2.7 MOST FAVORABLE TERMS The Arc reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the Organization can propose. There will be no best and final offer procedure. The Arc does reserve the right to contact an Organization for clarification of its proposal. The Apparent Successful Contractor should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some, or all, of the Organization s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to Arc. 2.8 COSTS TO PROPOSE The Arc will not be liable for any costs incurred by the Organization in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP. 7 Page

10 2.9 NO OBLIGATION TO CONTRACT This RFP does not obligate the Arc to contract for services specified herein REJECTION OF PROPOSALS The Arc reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP COMMITMENT OF FUNDS The President of the Arc is the only individual who may legally commit Arc to the expenditures of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract INSURANCE COVERAGE The Contractor is to furnish Arc with a certificate(s) of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth below. The Contractor shall, at its own expense, obtain and keep in force insurance coverage which shall be maintained in full force and effect during the term of the contract. The Contractor shall furnish evidence in the form of a Certificate of Insurance that insurance shall be provided, and a copy shall be forwarded to Arc within fifteen (15) days of the contract effective date. Liability Insurance 1) Commercial General Liability Insurance: Contractor shall maintain commercial general liability (CGL) insurance and, if necessary, commercial umbrella insurance, with a limit of not less than $1,000,000 per each occurrence. If CGL insurance contains aggregate limits, the General Aggregate limit shall be at least twice the each occurrence limit. CGL insurance shall have products-completed operations aggregate limit of at least two times the each occurrence limit. CGL insurance shall be written on ISO occurrence from CG (or a substitute form providing equivalent coverage). All insurance shall cover liability assumed under an insured contract (including the tort liability of another assumed in a business contract), and contain separation of insureds (cross liability) condition. Additionally, the Contractor is responsible for ensuring that any subcontractors provide adequate insurance coverage for the activities arising out of subcontracts. 8 Page

11 2) Business Auto Policy: As applicable, the Contractor shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit not less than $1,000,000 per accident. Such insurance shall cover liability arising out of Any Auto. Business auto coverage shall be written on ISO form CA 00 01, 1990 or later edition, or substitute liability form providing equivalent coverage. Employers Liability ( Stop Gap ) Insurance: In addition, the Contractor shall buy employers liability insurance and, if necessary, commercial umbrella liability insurance with limits not less than $1,000,000 each accident for bodily injury by accident or $1,000,000 each employee for bodily injury by disease. Workers Compensation Coverage The Contractor will at all times comply with all applicable workers compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable. The Arc will not be held responsive in any way for claims filed by the Contractor or their employees for services performed under the terms of this contract. 3. PROPOSAL CONTENTS HARD COPY: Proposals must be written in English and submitted on eight and one-half by eleven inch (8 ½ x 11 ) paper with tabs separating the major sections of the proposal. The four major sections of the proposal are to be submitted in the order noted below: 1. Letter of Submittal; 2. Technical Proposal; 3. Management Proposal; and, 4. Cost Proposal ELECTRONIC PROPOSALS: Proposals must be written in English and submitted electronically to the RFP Coordinator in the order noted below: 1. Letter of Submittal; 2. Technical Proposal; 3. Management Proposal; and, 4. Cost Proposal. Proposals must provide information in the same order as presented in this document with the same headings. This will not only be helpful to the evaluators of the proposal, but should assist the Organization in preparing a thorough response. 9 Page

12 Items marked mandatory must be included as part of the proposal for the proposal to be considered responsive. However, these items are not scored. Items marked scored are those that are awarded points as part of the evaluation conducted by the evaluation team LETTER OF SUBMITTAL (MANDATORY) The Letter of Submittal and the attached Certifications and Assurances form (Exhibit A to this RFP) must be signed and dated by a person authorized to legally bind the Organization to a contractual relationship, e.g., the President or Executive Director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship. Along with introductory remarks, the Letter of Submittal is to include by attachment the following information about the Organization and any proposed subcontractors: 1. Name, address, principal place of business, telephone number, and fax number/ address of legal entity or individual with whom contract would be written. 2. Name, address, and telephone number of each principal officer (President, Vice President, Treasurer, Chairperson of the Board of Directors, etc.) 3. Legal status of the Organization (sole proprietorship, partnership, corporation, etc.) and the year the entity was organized to do business as the entity now substantially exists. 4. Federal Employer Tax Identification number or Social Security number and the Washington Uniform Business Identification (UBI) number issued by the state of Washington Department of Revenue. If the Organization does not have a UBI number, the Organization must state that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparently Successful Contractor. 5. Location of the facility from which the Organization would operate. 6. Identify any state employees or former state employees employed or on the firm s governing board as of the date of the proposal. Include their position and responsibilities within the Organization s organization. If following a review of this information, it is determined by the Arc that a conflict of interest exists, the Organization may be disqualified from further consideration for the award of a contract TECHNICAL PROPOSAL (SCORED) The Technical Proposal must contain a comprehensive description of services including the following elements to achieve the objectives outlined in section 1.2 over a three year period: 10 Page

13 A. Project Approach/Methodology Include a complete description of the Organization s proposed approach and methodology for the project. This section should convey the Organization s understanding of the proposed project. B. Work Plan - Include all project requirements and the proposed tasks, services, activities, etc. necessary to accomplish the scope of the project defined in this RFP. This section of the technical proposal must contain sufficient detail to convey to members of the evaluation team the Organization s knowledge of the subjects and skills necessary to successfully complete the project. Include any required involvement of Arc staff. The Organization may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation. C. Project Schedule Include a project schedule indicating when the elements of the work will be completed for Phase I. Project schedule must ensure that any deliverables requested are met. D. Outcomes and Performance Measurement Describe the impacts/outcomes the Organization proposes to achieve as a result of the delivery of these services including how these outcomes would be monitored, measured and reported to the Arc. E. Risks - The Organization must identify potential risks that are considered significant to the success of the project. Include how the Organization would propose to effectively monitor and manage these risks, including reporting of risks to the RFP Coordinator. F. Deliverables Fully describe deliverables to be submitted under the proposed contract. Deliverables must support the requirements set forth in Section 1.2, Objectives and Scope of Work MANAGEMENT PROPOSAL A. Project Management (SCORED) 1. Project Team Structure/Internal Controls - Provide a description of the proposed project team structure and internal controls to be used during the course of the project, including any subcontractors. Provide an organizational chart of the organization indicating lines of authority for personnel involved in the performance of this potential contract and relationships of this staff to other programs or functions of the organization. This chart must also show lines of authority to the next senior level of management. Include who within the organization will have prime responsibility and final authority for the work. 2. Staff Qualifications/Experience - Identify staff, including subcontractors, who will be assigned to the potential contract, indicating the 11 Page

14 responsibilities and qualifications of such personnel, and include the amount of time each will be assigned to the project. Provide resumes' for the named staff, which include information on the individual s particular skills related to this project, education, experience, significant accomplishments and any other pertinent information. The Organization must commit that staff identified in its proposal will actually perform the assigned work. Any staff substitution must have the prior approval of the Arc. B. Experience of the Organization (SCORED) 1. Indicate the experience the Organization and any subcontractors have in the following areas associated with engaging people with developmental disabilities in their communities through community inclusion activities; building relationships between people with developmental disabilities and their families and other members of their community; and 2. Indicate other relevant experience that indicates the qualifications of the Organization, and any subcontractors, for the performance of the potential contract. 3. Include a list of contracts the Organization has had during the last five years that relate to the Organization s ability to perform the services needed under this RFP. List contract reference numbers, contract period of performance, contact persons, telephone numbers, and fax numbers/ addresses. C. Related Information (MANDATORY) 1. If the Organization or any subcontractor contracted with the state of Washington during the past 24 months, indicate the name of the agency, the contract number and project description and/or other information available to identify the contract. 2. If the Organization s staff or subcontractor s staff was an employee of the state of Washington during the past 24 months, or is currently a Washington State employee, identify the individual by name, the agency previously or currently employed by, job title or position held and separation date. 3. If the Organization has had a contract terminated for default in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to the Organization s non-performance or poor performance and the issue of performance was either (a) not litigated due 12 Page

15 to inaction on the part of the Proposer, or (b) litigated and such litigation determined that the Proposer was in default. 4. Submit full details of the terms for default including the other party's name, address, and phone number. Present the Organization s position on the matter. The Arc will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience. If no such termination for default has been experienced by the Organization in the past five years, so indicate. D. References (MANDATORY and not scored) List names, addresses, telephone numbers, and fax numbers/ addresses of three (3) business references for the Organization and three (3) business references for the lead staff person for whom work has been accomplished and briefly describe the type of service provided COST PROPOSAL To be considered responsive to this RFP, the maximum fee for Phase I is $75,000. The evaluation process is designed to award this procurement not necessarily to the Organization of least cost, but rather to the Organization whose proposal best meets the requirements of this RFP. However, Organizations are encouraged to submit proposals which are consistent with state government efforts to conserve state resources. A. Identification of Costs (SCORED) Identify all costs in U.S. dollars including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The Organization is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract. Organizations are required to collect and pay Washington state sales and use taxes, as applicable. Costs for subcontractors are to be broken out separately. 4. EVALUATION AND CONTRACT AWARD 4.1. EVALUATION PROCEDURE Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team(s), to be designated by the Arc which will determine the ranking of the proposals. 13 Page

16 The Arc, at its sole discretion, may elect to select the top-scoring firms as finalists for an oral presentation. The RFP Coordinator may contact the Organization for clarification of any portion of the Organization s proposal EVALUATION WEIGHTING AND SCORING The following weighting and points will be assigned to the proposal for evaluation purposes: Technical Proposal 70% 70 points Project Approach/Methodology Quality of Work Plan Project Deliverables Project Schedule 25 points (maximum) 20 points (maximum) 15 points (maximum) 10 points (maximum) Management Proposal 15% 15 points Project Team Structure and Internal Controls 5 points (maximum) Staff Qualifications and Experience including the experience of any subcontractors 10 points (maximum) Cost Proposal 15% 15 points Expenses to be charged for the services necessary to accomplish the objectives of the contract 15 points maximum TOTAL 100 POINTS The Arc reserves the right to award the contract to the Organization whose proposal is deemed to be in the best interest of the DDC and the state of Washington ORAL PRESENTATIONS MAY BE REQUIRED The Arc may after evaluating the written proposals elect to schedule oral presentations of the finalists. Should oral presentations become necessary, the Arc will contact the top-scoring firm(s) from the written evaluation to schedule a date, time and location. Commitments made by the Organization at the oral interview, if any, will be considered binding. 14 Page

17 Should oral presentations be conducted, scores from the written evaluation and the oral presentation combined together will determine the apparent successful contractor NOTIFICATION TO PROPOSERS The Arc will notify the Apparently Successful Contractor of their selection in writing upon completion of the evaluation process. Individuals or firms whose proposals were not selected for further negotiation or award will be notified separately by e- mail or letter. 15 Page