Facilitation, Community Organizing, and Project Management support for the Bright Beginnings Early Childhood Development Initiative

Transcription

1 Facilitation, Community Organizing, and Project Management support for the Bright Beginnings Early Childhood Development Initiative Release Date: Tuesday, January 2, 2018 Amended: February 9, 2018* Application Deadline: Monday, January 30, 2018 Sunday, February 11, 2018 EXTENDED to Thursday, February 15, 2018 Any date in this document may be changed at the discretion of First 5 Monterey County. All changes will be posted on the website at * The changes from Amendment 1-1/19/18 are highlighted in yellow. The changes from Amendment 2-2/9/18 are highlighted in green. Bright Beginnings/ First 5 Monterey County 1125 Baldwin Street Salinas, CA Phone: (831)

2 TABLE OF CONTENTS INTENT & TERM... 1 TIMELINE*... 1 BACKGROUND... 1 A. Bright Beginnings - Early Childhood Development Initiative... 1 B. Monterey County Children s Council... 2 C. First 5 Monterey County... 3 EXPECTED ROLE AND SCOPE OF SERVICES... 3 A. Facilitation Services... 3 B. Community Organizing Services... 4 C. Project Management Services... 4 FEE STRUCTURE... 6 RFQ Process... 6 A. Questions... 6 B. Deadline... 6 C. Selection Criteria... 6 D. Selection Process... 6 SUBMISSION REQUIREMENTS... 7 Award of Contract... 7 APPEAL PROCESS... 7 CAVEATS AND LEGAL NOTES... 8 APPENDICES LIST... 8 APPENDIX A Insurance Requirements... 8 APPENDIX B Coversheet... 8 APPENDIX A Insurance Requirements... 9 APPENDIX B Coversheet... 10

3 INTENT & TERM The intent of this Request for Qualifications (RFQ) is to select one or more independent consultants to work with Bright Beginnings, an early childhood development initiative of the Monterey County Children s Council. The selected Consultant(s) will work directly under the Bright Beginnings Sr. Manager, who oversees Bright Beginnings. The following services are needed to support Bright Beginnings work. Applicants can apply for one or more of these services. Candidates for each role will be evaluated separately. A. Facilitation Services B. Community Organizing C. Project Management for specific projects It is anticipated that this work will take approximately hours a month, though this may vary throughout the year and from week to week. The hourly rate is expected to be $35 up to $100 per hour. The person is expected to be available to work hours per week, on average. The initial contract term will be through June 30, Upon successful completion of initial term and mutual agreement of all parties, contracts may be extended for up to an additional four (4) years if it is in best interest of all parties to do so. TIMELINE* Tuesday, January 2, 2018 Friday, February 9, 2018 Tuesday, January 23, 2018 Tuesday, February 6, 2018 Thursday, January 25, 2018 Monday, February 12, 2018 Tuesday, January 30, 2018 Sunday, February 11, 2018 Thursday, February 15, 2018 Week of February 5 and 12, 2018 Week of February 19 and 26, 2018 Monday, February 19, 2018 By Monday, March 12, 2018 Monday, February 26, 2018 and/or Monday, March 26, 2018 RFQ Released Amendment2 Released Final date to submit questions Final Q & A posted Applications due Review Panel Meeting/Interviews Notification of Intent to Award posted by Commission approval for contracts over $25k * Any date in this document may be changed at the discretion of First 5 Monterey County. All changes will be posted on the website at BACKGROUND A. Bright Beginnings - Early Childhood Development Initiative The Monterey County Children s Council launched the Early Childhood Development Initiative - now known as Bright Beginnings - in September 2012 with support from the Monterey County Board of Supervisors, the David and Lucile Packard Foundation, and the Community Foundation for Monterey 1 Page

4 County. First 5 Monterey County serves as the fiscal sponsor for Bright Beginnings and hosts Bright Beginnings staff. Bright Beginnings has served as Monterey County s convener and coordinator for strategic early childhood initiatives since The Monterey County Board of Supervisors, businesses, nonprofits, local governments, schools, philanthropic leaders, and service providers recognize the importance of and their shared interests in early childhood development. Under the banner of Bright Beginnings, this powerful coalition of leaders work together to champion the cause of our County s youngest. Within Monterey County s Bright Futures Education Partnership s seven cradle to career education goals, Bright Beginnings is working to help our County improve early care (Goal 1) and kindergarten readiness (Goal 2), and to close the unacceptable opportunity and achievement gaps for children of color and children living in poverty, including at the 3 rd Grade language and literacy milestone (Goal 3). Bright Beginnings uses the Collective Impact approach to engage community partners in enhancing opportunities for young children and their families. ( The work is supported by a Backbone 1 of staff and consultants, who serve as neutral conveners, facilitators, data and evaluation experts, and communication support, as well as guide the strategic direction of the Initiative. Through best practice research and community input, Bright Beginnings identified six indicators that are reflective of desired changes for early childhood in Monterey County. The indicators were selected through a process of research on indicators used nationally that would have the greatest impact on young children and through discussion with community leaders. The indicators are currently being refined to ensure validity, credibility, and usefulness, in line with this stage of a collective impact approach. The six indicators that were selected to guide the initiative s work areas followings: Indicator Monterey County Data as of rd Grade English Language Only 33% of 3 rd grade children are reading at 3 rd grade level Arts and Literacy Reading to Children 71% of parents with children entering kindergarten read or show picture books or tell stories daily Social and Emotional Skills Only 25% of children are ready for kindergarten Licensed Childcare 33% of working families with children ages 0-5 have access to licensed care Maternal Education Level Prenatal Care 36% of mothers have less than a high school education 26% of mothers received late or no prenatal care Bright Beginnings supports Collaborative Action Teams (CATs) to achieve measurable results influencing these and other indicators of child wellbeing. Six communities responded to an Engagement Opportunity Request that identified their readiness to use a Collective Impact strategy to shift the indicators: Gonzales, Pajaro, North Monterey County, Peninsula/Seaside, Salinas, and Greenfield. Other thematic and county-wide action teams are supported to implement change strategies in Bright Beginnings focus areas. B. Monterey County Children s Council The purpose of the Monterey County Children s Council is to facilitate the development of a comprehensive and collaborative delivery system of services for children and their families. The Council was formed to enhance services and decrease duplicative efforts in child and youth service provisions. It was established by the Board of Supervisors on June 9, 1992, with the passage of resolution in order to enable the County to more efficiently and effectively meet the needs of its children and their families, and to ensure that the law set forth in Section of the Welfare and Institutions Code is effectively implemented. The Monterey County Children s Council also develops and incubates strategic cross-sector initiatives to address crucial county-wide issues that impact the wellbeing of children and youth. For more information, visit the website: 1 Backbone staff are the independent, funded staff guiding the initiative s vision and strategy, supporting aligned activities, establishing shared measurement practices, building public will, advancing policy, and mobilizing resources. 2 Page

5 C. First 5 Monterey County First 5 Monterey County (F5MC), also known as the Monterey County Children and Families Commission, is responsible for receiving and disbursing Monterey County s Proposition 10 funds and carrying out the implementation of the California Children and Families Act. F5MC is an independent public agency, separate from the County. F5MC serves as the fiscal sponsor of Bright Beginnings and provides staff support. The Bright Beginnings Sr. Manager is housed at F5MC. For more information about F5MC, visit the website: EXPECTED ROLE AND SCOPE OF SERVICES The consultant(s) work closely with Bright Beginnings Backbone staff 2, who provide overall strategic direction. Bright Beginnings supports capacity building to cross-sector collaboratives known as Collaborative Action Teams (CAT s). The CAT s are made up of diverse set of stakeholders, typically across sectors, and are focused on taking aligned (coordinated) action to achieve large-scale change for children. These teams may be long standing or form to implement a specific project. The CAT s focus on: a specific city/region, a specific project or program, a county-wide strategy, or a policy change. The consultant(s) will work with CAT s in different ways to achieve meaningful change. Multiple service providers may be selected to provide each service and include: A. Facilitation Services Facilitators work with the CATs to help them achieve meaningful change and support diverse groups to identify and reach their goals. 1. Scope of services anticipated to include, but not limited to: a) Effectively facilitate group processes and group dialogue to support the progress and achievement of action team goals, including co-developing effective strategies and Action Plans, and monitoring progress. b) Work across sectors (including but not limited to business, education, healthcare, government, and non-profits) to understand and prioritize issues facing children and parents and implement strategies to create needed changes. c) Support the development of trust, rapport and strong working relationships within a broad, representative membership. Including identifying prospective members, and facilitating their participation. Recruit and support diverse stakeholders in each CAT. Manage group tensions and power dynamics to support transformational change. d) Work with the team members to document activities, and track progress on strategies and action plans. e) Communicate CAT results and progress (including lessons and insights) with other CATs, BB/F5MC staff, and the Bright Beginnings community, to support learning across Monterey County. 2. Experience/Skills/Abilities: a) Experience facilitating, ideally small and large groups of people. b) Comfortable and skilled at addressing/resolving conflict and managing power dynamics. c) Work experience in and familiarity of social change, public health, education, labor organizing, advocacy, leadership development, or related field. Knowledge of early childhood development is an advantage. d) Communication Skills including: 2 Backbone staff are the independent, funded staff guiding the initiative s vision and strategy, supporting aligned activities, establishing shared measurement practices, building public will, advancing policy, and mobilizing resources. 3 Page

6 Fluency in at least one major language in the County (Spanish or English). A good level of other spoken languages (Arabic, Korean, Mixteco, Tagalog, Triqui, Zapoteco, etc.) is an advantage, and the ideal candidate will be multilingual. Excellent interpersonal skills, in different contexts and with different groups, as well as individually. e) Community knowledge Familiarity with local cultures and issues affecting families and children in Monterey County. f) Adept at navigating across cultures and working effectively within different cultures and with people of different socioeconomic groups. B. Community Organizing Services Community organizers will focus on community engagement and empowerment. They will most likely work in communities where they are already well-connected, and selection will complement their local relationships. 1. Scope of services anticipated to include, but not limited to: a) Work with Backbone staff to create an enabling environment that will support people directly affected by the issues to take on leadership roles, analyze problems, design solutions, and implement (or advocate for others to implement) effective strategies for change. b) Implement strategies to mobilize and raise the consciousness of community members, and work to create an empowering environment for their participation and leadership in Bright Beginnings overall and within the CATs. c) Develop relationships with key community constituencies and facilitate community engagement and leadership development to ensure that community members (particularly parents and children) affected by issues have meaningful opportunities for engagement and decision making in strategic actions supported by Bright Beginnings. d) Facilitate decision making processes in ways that ensure equitable and fair processes and outcomes. 2. Experience/Skills/Abilities: a) Community organizing experience, either formal (congregation-based, labor, non-profit or similar) or informal (life experience). b) Demonstrated ability to build and maintain strong cooperative relationships. c) Community knowledge - Familiarity with local cultures and issues affecting families and children in Monterey County. Deeply rooted to at least one area in the county with strong community ties. Ideal candidates will have grown up in and attended school in Monterey County. d) Leadership skills, with creative problem solving capacities, and ability to motivate and engage others. e) Communication Skills including: Ideal candidate will be fluent in at least one major language in the County (Spanish or English) and at least one other spoken language in the county (Arabic, Korean, Mixteco, Tagalog, Triqui, Zapoteco, etc.). Excellent interpersonal skills, in different contexts and with different groups, as well as individually. Ability to explain complex concepts and materials to different audiences, including lowliteracy audiences. C. Project Management Services Experienced project manager(s) are being sought to manage specific projects, seeing through the detailed project planning, and supporting implementation to move strategies forward in a timely manner. 4 Page

7 Examples of potential projects include, but not limited to: convening a group of parents, city staff and educators and assisting the group plan campaigning for Universal Preschool in Salinas; developing a countywide kindergarten registration system; piloting effective community health worker models, and evaluating the impact; action research with informal family, friend, and neighbor child care providers. Other projects will be defined as needs arise. Once a Consultant is matched with a project, the Bright Beginnings Sr. Manager will work with them to define the scope of services. 3. Scope of services anticipated to include, but not limited to: a) Define project activities for chosen project with the Bright Beginnings Sr. Manager and relevant action teams or stakeholders. b) Plan steps needed to implement specific projects and develop timelines. c) Coordinate teams, checking in to ensure tasks are completed on time and to a high level of quality. d) Report on progress, course correct, and share results. e) Coordinate differentiated activities through a mutually reinforcing plan of action. f) Apply best practice project management tools and techniques in results-based management to help move forward efficiently and effectively. 4. Experience/Skills/Abilities: a) Experience managing a diverse project team towards a common goal. b) Experience managing projects from planning to completion. c) Ability to provide strong leadership and motivation to the team while strengthening and maintaining the relationships. d) Excellent organization and time management skills. e) Excellent Communications skills including: Fluency in at least one major language in the County (Spanish or English). A good level of other spoken languages (Arabic, Korean, Mixteco, Tagalog, Triqui, Zapoteco, etc.) is an advantage, and the ideal candidate will be multilingual. Excellent interpersonal skills, in different contexts and with different groups, as well as individually. Must read and write very well in English or Spanish, and have basic verbal and written understanding in the other. The following are requirements for ALL services (A-C) above: 5. Comfortable using the internet, , and basic Microsoft programs to ensure efficient project management, reporting and invoicing. 6. On-going communication with Bright Beginnings staff, F5MC, and other Initiative-related service partners as necessary regarding progress and/or concerns. 7. Attend Initiative-related trainings and meetings as applicable. 8. Participate in strategic reflection meetings, with a specific focus on helping to operationalize the equity focus of Bright Beginnings and deepen community engagement. 9. Participate in and support Bright Beginnings evaluation efforts, which may include but is not limited to telephone interviews, and/or participation in focus group, and support participants to understand and learn from results achieved. 10. Ability to travel to various locations in Monterey County and work nights and occasional weekends as needed. 5 Page

8 FEE STRUCTURE FIRST 5 MONTEREY COUNTY REQUEST FOR QUALIFICATIONS (RFQ) The resulting agreement is expected to be awarded on a Time and Travel within Monterey County reimbursement basis at a not-to-exceed amount. Selected applicants will maintain expenditures as a result of this RFQ separate from other expenditures, including other F5MC contracts, in their accounting records. Rates will include all cost for providing service except for travel and meeting materials. Travel within Monterey County will be reimbursed at 50% of negotiated hourly rates. Direct meeting expenses will be reimbursed at cost. Meeting expenses may include room rental fees, refreshments, printing costs, and others as authorized by F5MC. RFQ PROCESS A. Questions Any questions about this RFQ must be submitted via to Karen Stein at Karen@first5monterey.org. The final day for submitting questions is Tuesday, February 6, 2018 Tuesday, January 23, Answers to all questions submitted will be posted on the F5MC website and will be updated as new questions are received. The final questions and answers will be posted no later than Thursday, January 25, Monday, February 15, 2016 B. Deadline Complete applications must be submitted via to Karen@first5monterey.org on or before Thursday, February 15, 2018 Tuesday, January 30, 2018 by 5:00 p.m. Applicants are responsible for ensuring that submissions are received on time. The cost of developing the application is entirely the responsibility of the applicant and cannot be charged to F5MC nor included as a cost element of the proposed fee. All applications become the property of F5MC once they are submitted. C. Selection Criteria A proposal review panel consisting of individuals selected by F5MC will review submissions. Each submission will be evaluated separately by the criteria as applicable to each scope of service. 1. Knowledge and/or skills 2. Relevant Experience 3. Community Knowledge 4. Knowledge/skills/experience working with culturally, linguistically, and socioeconomically diverse families 5. Communication Skills (oral and written, as applicable) 6. Cost F5MC may consider any other criteria it deems relevant and is free to make any recommendations it deems to be in the best interest of F5MC. Qualifications will be assessed via application, references, and interviews. D. Selection Process Staff will conduct an initial screening to ensure applications are complete. Members of the Review Team will rate applications and may request additional information from applicants for clarification. The top rated applicants will be invited for an interview. Final recommendation by the Review Team will be based upon score, interview, references, and writing samples (for Facilitator and Project Manager only). 6 Page

9 F5MC reserves the right to contact the applicants should any questions arise after the applications are submitted and during the review and selection process. References and other persons aware of the applicant s work may be contacted for input on the suitability of the applicant. F5MC will not assume any costs associated with travel or other preparation in the event an interview is requested. SUBMISSION REQUIREMENTS Coversheet All applications will include a cover sheet (Appendix B). The cover sheet will identify which services you are applying for and information such as the firm/consultant, contact person for the application, their address, telephone, and information. Applications may be completed in English or Spanish. Applicant Qualifications Applicants must submit a written narrative include information related to the applicant s qualification in each category below. A written narrative must be submitted for EACH service for which they are applying. Please clearly identify which service and number the response to each category: 1. Knowledge/Skills/Experience Describe your work knowledge, skills, and experience related to the service you are applying for. 2. Community Knowledge Describe your relationships and familiarity with the communities with which you propose to work (please identify any particular groups you would be skilled to work with). 3. Cultural and Linguistic Responsiveness - Knowledge/Skills/Experience working with culturally, linguistically, and socioeconomically diverse families 4. Communications Skills Describe how your oral and written communication skills are in alignment as described in the service you are applying for. 5. Cost Please indicate your all-inclusive hourly fees for consulting services. 6. Availability Describe your availability to complete the work described in this RFQ. Work will include evenings and some weekends. Attachments Submissions must include the following: Resumes for each applicant Contact information for three (3) references for similar work completed in the last 3 years. Other individuals known by F5MC to be familiar with the applicant s work may also be contacted. AWARD OF CONTRACT The Notification of Intent to Award will be posted to the F5MC website by Monday, March 12, 2018 Monday, February 19, All agreements over $25,000 in a fiscal year will require formal approval by the F5MC Commission. Upon award, the successful applicants will execute agreements with F5MC. The applicants, at their own cost, will be required to comply with F5MC insurance requirements as described in Appendix A before any costs are incurred. A work plan and budget will be finalized during contract negotiations. The initial contract term will be through June 30, Upon successful completion of initial term and mutual agreement of all parties, contracts may be extended for up to an additional four (4) years if it is in best interest of all parties to do so. APPEAL PROCESS Any applicant who wishes to file an appeal must file a written Letter of Appeal delivered by certified mail to the F5MC Executive Director at the address on the cover of this RFQ within 3 business days of the 7 Page

10 announcement of the Notification of Intent to Award. Appeals are limited to violations of law, regulation, or procedure. Appeals will not be accepted on any other grounds. The Letter of Appeal must state the reason for the appeal, including all facts, citations of law, regulation or procedure that are the basis for the appeal. The F5MC Executive Director will review the Letter of Appeal and issue a written decision. The decision on appeal is final. CAVEATS AND LEGAL NOTES A. F5MC reserves the right to cancel the RFQ process at any time for any reason, even after review of all the applications, and is not responsible for any expenses incurred by an applicant in developing an application. The costs of developing an application cannot be charged to F5MC or included in the proposed budget. B. No Supplanting F5MC is prohibited from providing funds to maintain existing levels of service and from replacing State or Local general fund money (supplanting). F5MC funds may only be used to enhance existing services or create new programs or services. C. The application is not a contract for employment or hire and the final terms of the proposed contract are subject to review and approval of the Commission. D. The RFQ is not a contract for employment or hire and the final terms of the proposed contract are subject to negotiation and review and approval of the F5MC Commission. E. The estimate given in the Submission must include all design, planning, and implementation costs such as materials, travel, etc. F. All Applications and associated materials become the property of F5MC upon submission and will not be returned to applicants. F5MC reserves the right to accept or reject all or a portion of any application and reserves the right to waive any minor irregularities in any application. G. F5MC reserves the right to reject an application based on errors made in computing costs or due to noncompliance with the requirements of this application as determined by F5MC at its sole discretion. F5MC is not responsible for any errors in the application, including mathematical errors. H. Upon award, the successful applicants will be expected to execute an Agreement with F5MC. F5MC is under no obligation to select the applicant who presents the application with the lowest cost structure. An application award is based upon quality of the application within a reasonable proximity to the other proposed costs. Selection will be made based on overall evaluation of the applicant submissions and the best interests of F5MC as determined by F5MC. I. In the event that F5MC is not satisfied with the submitted proposals and corresponding scopes of work from a service, budget, and/or geographic perspective, it may choose to negotiate the scope of work with the existing applicant pool, other vendors, or institute Article VI, Section 11 Selection Process Exceptions of the F5MC Policies and may select another vendor. J. F5MC reserves the right to negotiate project-related conditions, scopes of work, budgets and costs with any successful applicant. If negotiations fail to culminate in a contract, F5MC may institute Article VI, Section 11 Selection Process Exceptions of the F5MC Policies and may select another vendor. APPENDICES LIST APPENDIX A Insurance Requirements APPENDIX B Coversheet 8 Page

11 APPENDIX A INSURANCE REQUIREMENTS As a condition of this Agreement CONTRACTOR must provide proof of insurance for the following and maintain in full force and effect, during the term of this Agreement, the following types of insurance: [X] General Liability [ occurrence coverage] CONTRACTOR shall maintain general liability insurance with limits of not less than $1,000,000 per occurrence for bodily injury and property damage liability combined. Additional Insured Endorsement: The policy must include Monterey County Children and Families Commission, the individual members thereof, and all F5MC officers, agents, employees, and its Board of Directors as Additional Insureds with respect to services being provided, including ongoing and completed operations. Additional insured endorsement shall be equivalent to ISO form CG [X] [X] Automobile insurance CONTRACTOR shall maintain motor vehicle liability with limits of not less than $250,000 per person, $500,000 aggregate, and $100,000 property damage for each vehicle to be operated in association with this Agreement. Such insurance shall cover liability arising out of a motor vehicle including owned, hired, and non-owned motor vehicles. Workers Compensation - Required for all CONTRACTOR with employees Statutory Limits or $1,000,000, Employers Liability minimum $100,000 Please have Insurance Certificates with any Additional Insured Endorsements sent to First 5 Monterey County, 1125 Baldwin Street, Salinas, CA A. All Insurance Certificates showing proof of insurance must include a 30-day Notice of Cancellation endorsement. B. F5MC s legal name, Monterey County Children and Families Commission, must be used on all insurance certificates and endorsements. C. All insurance provided required under this Agreement shall be primary coverage with respect to F5MC, and any insurance or self-insurance maintained by F5MC shall be in excess of CONTRACTOR S insurance coverage and shall not contribute to CONTRACTOR S coverage. F5MC is to be notified immediately if any aggregate insurance limit is exceeded. D. Failure to provide these documents shall be grounds for termination or suspension of this Agreement. E. It is the responsibility of CONTRACTOR to confirm that any and all subcontractors that CONTRACTOR may use for the completion of this Agreement comply with all terms and conditions of the insurance provisions. F. Policies shall not be canceled, non-renewed or reduced in scope of coverage until after sixty (60) days written notice has been given to F5MC. G. Evidence of Self-Insurance: For CONTRACTORS who are self-insured, legally adequate evidence of self-insurance meeting the approval of F5MC s Legal Counsel may be submitted for any coverage required above. For Workers Compensation, CONTRACTOR must submit a copy of the Self-Insured Certificate issued by the State of California. Prior to any obligations of F5MC, CONTRACTOR shall file certificates of insurance with F5MC, showing that CONTRACTOR has in effect the insurance required by this contract. CONTRACTOR shall file a new or amended certificate including applicable endorsements promptly after any change is made in any insurance policy, which would alter the information on the certificate then on file. 9 Page

12 APPENDIX B COVERSHEET Please complete this form electronically. APPLICANT INFORMATION Applicant/Organization Name Primary Address Federal Tax ID City, State, Zip Primary Contact (if different than above) Title Address Telephone Mailing Address (if different than above) Cellular Phone City, State, Zip Are you able and willing to support all CAT communities: Gonzales, Greenfield, Pajaro, North County, Seaside, and Salinas? YES NO, Reason Proposed Hourly Rate(s): $ Your application packet should include all items listed below. Please indicate the items enclosed by marking the corresponding box. My application packet includes: This Coversheet (Appendix B) Application Qualifications: A separate narrative for each of the following services as described in RFQ. (check appropriate boxes): A. Facilitation Services B. Community Organizing Services C. Project Management Services Attachments, including Resume and 3 references. The entire application submitted electronically to Karen@first5monterey.org 10 Page