REQUEST FOR PROPOSAL PROGRAM COORDINATOR TO BE AWARDED BY:

Transcription

1 REQUEST FOR PROPOSAL PROGRAM COORDINATOR TO BE AWARDED BY: Northland Foundation, Inc. d/b/a Kearney Community Foundation Revised: May 24,

2 I. PUBLIC NOTICE Notice is hereby given that the Kearney Community Foundation is requesting proposals (RFP) for providing services of a PROGRAM COORDINATOR in accordance with the program specifications. This contract will be effective July 1, 2010 through June 30, 2013 inclusive. The RFP will be released on Tuesday, May 25, Questions relating to proposal procedure, proposal requirements and proposal evaluation can be answered by contacting Jim Eldridge at RFP's will be available at Kearney City Hall or can be obtained at the following address, jeldridge@ci.kearney.mo.us. Written sealed proposals will be received by the Kearney Community Foundation P.O. Box 291, Kearney, MO until Monday June 7, The Kearney Community Foundation hereby notifies all interested parties that it affirmatively ensures that all respondents to this notice will be afforded full opportunity to submit proposals and that no respondent will be discriminated against on the grounds of race, color, nationality, origin, disability, or sex in consideration of an award. II. PROPOSAL BACKGROUND The Kearney Community Foundation, a not for profit IRS 501 (c) (3) corporation organized under the laws of the State of Missouri, operates for the benefit of the community several programs that require oversight to assure compliance with various contractual obligations. The Kearney Community Foundation provides a corporate home for the Kearney Senior Center. The Kearney Senior Center is a community center open to all senior community members 62 and older. The center is fully funded by the Kearney Community Foundation providing services and activities to the community at no or minimal cost. The Center is a focal point for aging resources as well as providing opportunities to extend independent living and enrich the quality of life for the citizens of Kearney. Meals are served on Monday, Wednesday and Friday to between 40 and 70 people. The Kearney Community Foundation operates a Home Delivered Meals program for the benefit of our community. The goal of the program is to promote the nutritional health and well-being or our community members and to prevent premature institutionalization of those persons aged 60 and over. The program provides older adults with positive social interaction, mental stimulation, and informal support systems as well as the opportunity for meaningful community involvement such as through volunteerism. Many home-delivered meal volunteers are older people themselves and not only deliver meals, but also spend part of their day with a homebound older adult. The volunteers offer an important opportunity to check on the welfare of the homebound older adults and report and problems that they may note. 2

3 The Kearney Community Foundation operates a Community Taxi Service program for the benefit of our community. The goal of the program is to provide local taxi service for our community members aged 62 years and over, to and from critical needs locations. Strong communities are built with full citizen participation, and participation requires mobility options for all individuals. Transportation services are necessary for transporting seniors and persons with disabilities within our community to identified locations. III. CONTRACT PERFORMANCE PERIOD The Kearney Community Foundation is seeking bids for a PROGRAM COORDINATOR to provide coordination, oversight, reporting and compliance with all contractual obligations for the period July 1, 2010 thru June 30, The initial term of this Agreement shall be three (3) years. Thereafter, the term shall be automatically renewed for consecutive one (1) year periods, unless either party gives written notice to the other party at least 180 days before the end of the term of its desire to terminate. IV. MINIMUM REQUIREMENTS OF RESPONDENTS Responses to this RFP will be accepted from individuals or organizations that meet the following minimum requirements: A. An individual acting as an Independent Contractor to provide the specified service(s). B. An agency or organization that has current licenses and/or permits, as required, for proposed service(s). C. An organization that has at least two years of corporate experience in the provision of the specified service(s). Respondents to the Request for Proposals shall undertake the service(s) at respondent s sole risk and subject to respondent s direction and control. The respondent is not and will not act as employee of the Kearney Community Foundation or is subject to direct Foundation direction and control. Respondent is to determine the manner and method in which the service(s) shall be performed to attain the results required by the contract. The Kearney Community Foundation s general right of supervision of the services shall no make the contractor or its agents an employee of the Foundation. Insurance The successful respondent, prior to the start of the contract and at all time during the term of the contract, shall purchase and maintain, at its own expense, insurance from companies in good standing and acceptable to the Kearney Community Foundation. Such insurance will protect the respondent from liability and claims for injuries and damages which may arise out of or result from the respondent s operations under the Contract and for which the respondent may be legally liable, whether such operation are by the respondent or by a subcontractor or by anyone directly or indirectly employed by an of them, or by anyone for whose acts any of them may be liable. The Kearney Community Foundation intends that the resultant Contract shall also be on of indemnity and that such indemnification shall be covered by insurance. For the further protection of the respondent and the 3

4 Foundation, but without restricting or waiving an obligation of the respondent herein contained, the respondent shall in sure the risks associated with the service(s) and the resultant contract with minimum coverage s and limits as set fort below: Insurance Agreement It is agreed between Northland Foundation, Inc. d/b/a Kearney Community Foundation (known as Owner.)and (as Contractor performing work on behalf of Owner the following is agreed: Independent Contractor is independent and not an employee of Owner. As such, Independent Contractor is not covered by any insurance maintained by Owner. Including Workers Compensation. Independent Contractor is responsible for their own actions or failure to act, and is solely responsible for any of their Subcontractors including making sure they have insurance. Independent Contractor will hold Owner harmless, indemnify and defend Owner for any injury, property damage, or other loss which is caused in whole or in part by Independent Contractor and/or any of their Subcontractors. Independent Contractor will not expect Owner to pay the cost or expenses of any such claim including defense costs. A Valid Certificate of Insurance will be provided to Owner by Independent Contractor prior to any work Independent Contractor will have own insurance. Insurance will be valid and include: o General Liability covering their activities & work. The minimum limits need to be $1,000,000 Limit per Occurance/$2,000,000 Aggregate and shall be subject to a per project general aggregate provision. o Ówner shall be named as an Additional Insured on a PRIMARY basis under ISO Endorsement CG2010(11/01) or ISO Endorsement GC 2010(10/01 and CG 2037(10/01) for Operations in Progress AND Completed Operations) o Workers Compensation coverage with Employers Liability and Disease policy limits of not less than $500,000 o Auto Liability limits of not less than $1,000,000 each accident. o Certificate of insurance shall provide a 30 day notice of cancellation. o All coverage shall be placed with an admitted insurance carrier in the state of Missouri and carrier shall maintain an AM Best rating of A- or better. o Contractor agrees to maintain the above insurance for the benefit of the Owner for a period of two years. o Independent Contractor shall obtain from all its insurers a waiver of subrogation on Commercial General Liability in favor of Owner with respect to losses arising out of or in connection with the work. Criminal Background Check, Identity Verification and Related Screening The Northland Foundation, Inc. d/b/a Kearney Community Foundation has the responsibility to provide a safe environment to its employees, staff, volunteers and to our clients and public who benefit from our various programs and activities. To insure we meet this responsibility, we are implementing a comprehensive Criminal 4

5 Background Check Policy. This policy will assist us in meeting certain local, state and federal laws and contractual obligations of the Foundation. Criminal convictions related to the harm of another human being are generally a bar from volunteering, applying for and working in various public settings. The Foundation is bound to not only check prospective volunteers, staff, employees and contractors but also must check the criminal history of all volunteers, employees and contractors every four years. There is also an expectation that all volunteers, employees and contractors report any criminal activity when it occurs. Therefore, this policy applies to all Foundation s employees, staff, volunteers, board members and contractors providing services to the Foundation. The successful contractor shall provide, at the contractor s cost and expense, a criminal background check for all current past counties of residence on themselves and any employee or agent of the contractor and the same for any subcontractors provide work on behalf of the contractor. The background checks shall be provided to the Kearney Community Foundation and updated no less frequently than every seven years (7) or for cause. At a minimum, an identity verification (social security number verification for US. Citizens) and seven year criminal background check, including felony or misdemeanor conviction involving: (a) violence to person/property; (b) theft/fraud; (c) drug/alcohol; or (d) traffic/other are required. All background checks will be conducted in accordance with federal, state, and local laws. Contractor shall supply a certification that meets Foundation s criteria for each employee, agent or representative and for employees, agents or representative of any subcontractor or independent contractor employed by contractor. Contractor shall ensure that employees, agents, subcontractors, or independent contractors and the employees of subcontractors or independent contractors sign an appropriate authorization form prior to criminal background checks being conducted, acknowledging the background check is being conducted and authorizing the information obtained to be provided to the Kearney Community Foundation. Contractor shall have and ensure compliance with a substance abuse/drug and alcohol policy that complies with all applicable federal, state and/or local statues or laws. It is understood and agreed that the Kearney Community Foundation may review contractor s policies, and related documentation upon request subject to applicable federal, state and local statues or laws. V. SERVICE REQUESTED A. Definitions and Service Standards The Northland Foundation, Inc. d/b/a Kearney Community Foundation is seeking an Independent Contractor to fill the position of Program Coordinator for the Foundation. The primary responsibilities will be to support and recruit volunteers in all aspect of the various programs offered by the Kearney Community Foundation. In addition, the Program Coordinator will be responsible for assuring compliance with all contractual, insurance and other regulation as described below. 5

6 ADMINISTRATIVE REQUIREMENTS A. Insurance Requirements 1. Program Coordinator will be responsible for implementation, organizing, obtaining, managing and enforcement of all requirements of the Kearney Community Foundation Policy and Procedure Manual Section 10 Risk Management Non Owned Vehicle Policy. The Program Coordinator will have the following functions: implement volunteer driver screening selection and training; promote safe, defensive driving awareness with all volunteer drivers; conduct spot checks by phone or in person; carryout annual driver evaluations; conduct accident investigation and implement corrective actions; review motor vehicle records; make important decisions with respect to cancellation of a volunteer s driving duties due to inclement weather or adverse conditions. B. Criminal Background History Verification 1. Program Coordinator will be responsible for coordinating with the Kearney Community Foundation Criminal Background Check Coordinator all requirements of the Kearney Community Foundation Policy and Procedure Manual Section 10 Risk Management Criminal Background History Verification. All prospective volunteers, staff, employees and board members are expected to complete a criminal background check before there is a final determination said individual can begin service. C. Reports and Contractual Compliance 1. Program Coordinator will be responsible for implementation, organizing, obtaining, managing and compliance with all reporting requirements of the various programs operated by the Kearney Community Foundation. These programs are detailed in the Kearney Community Foundation Policy and Procedure Manual Section 9 Programs, Senior Center, Home Delivered Meals and Taxi Service. 2. Program Coordinator will be responsible for implementation, organizing, obtaining, managing and compliance with all reporting requirements of the contractual obligations of individual funding sources utilized by the Kearney Community Foundation to deliver the program services. 3. Program Coordinator will be responsible for providing reports on activity to the Kearney Community Foundation Vice President of the Board prior to bi monthly board meetings (2 nd and 4 th Fridays of each month). The Program Coordinator will also report at any other time the Board requests. D. Miscellaneous Service to be performed by the Program Coordinator 6

7 1. An outline of the specific services to be provided by the Program Coordinator is included in this Request for Proposal. It is understood the Program Coordinator will comply with all aspects of the Kearney Community Foundation Policy and Procedure Manual as they pertain to the services, programs and involvement of the Program Coordinator. The Program Coordinator duties and responsibilities are ever evolving as the existing program requirements evolve and change. The Kearney Community Foundation will make ever effort and work with the successful contractor and make amendments to the contractor for the benefit of both parties. VI. COMPENSATION The successful contractor shall be entitled to the compensation based on the response to this Request for Proposals. The contractor shall submit to the Kearney Community Foundation a monthly detailed invoice for payment. This invoice will include any necessary documentation for reimbursable expenses. The Kearney Community Foundation shall pay to the contractor in invoiced amount within thirty (30) days from the receipt of the invoice. Invoices shall include all costs and program costs should be itemized as a separate item, all state and local sales or use taxes, royalties, customs duties, federal taxes, license fees and assessments, which may lawfully assessed against the Foundation or the contractor. The Kearney Community Foundation is an IRS 501(c) (3) organization and is except for many sales and use taxes. The Kearney Community Foundation will issue to the contractor an IRS Form 1099 and report the compensation to the IRS as required by law. VII. SCOPE OF SERVICES Senior Center Ensure that meals for seniors are available on Monday, Wednesday and Friday via coordination with an external caterer. Duties would include but not be limited to: Building supervisor Pay bills relating to the building. Work with the Kearney Senior Board to assure the building is cleaned & maintained and the building is unlocked and locked on days the center is to be open. Assisting volunteers with board meetings, committees, activities, birthdays, and menu planning. Coordinating volunteers to ensure they are available to provide daily tasks. Prepare reports and pay bills relating to the meal program. Ensure compliance with Health Department regulations and secure any applicable certificates. Senior Center Task time is estimated at 20 hours/month. 7

8 Reasons for exceeding 20 hours/month within the scope of this response include; A significant increase in the number of meals served on an average daily basis. Holiday coordination. An increase in responsibilities as directed the Kearney Community Foundation. Home Delivered Meal Program (Volunteer Driver Coordinator) Coordination of volunteers to deliver approximately meals Monday through Friday for lunch to qualified individuals. Coordinate recruiting and scheduling of volunteers to deliver meals on a daily basis. Place reminder calls to volunteers and recruit replacement drivers as needed. Qualify new volunteers and assure they have completed needed paperwork and have sufficient insurance to be a volunteer driver. (See Section 10 of the Kearney Community Foundation, Inc. s Policies and Procedures Handbook for forms and guidance copy attached). Train new volunteer drivers as needed. Call clients if meals will not be delivered due to inclement weather or for other reasons. Prepare Blizzard Bags for delivery once/year. If available, deliver meals on an emergency basis when volunteer drivers do not show for delivery. The Volunteer Driver Coordinator responsibilities are estimated at 5 hours/month. Home Delivered Meal Program Provide a focal point for prospective new and existing Home Delivered Meal Program recipients to assure the program remains viable and new and existing Home Delivered Meal Program recipients have a point of contact concerning program qualification. Qualify and sign up new clients for the Home Delivered Meal Program. Coordinates delivery schedules and meal requirements with clients and drivers. Prepare weekly manifest for each week s meal deliveries to outline delivery times, delivery addresses and special meal requirements. Handle the billing and receivables for the program. Coordinate with Liberty Hospital for scheduling of meals. The Home Delivered Meal Program Task responsibilities are estimated at 15 hours/month. VIII. PROJECT MONITORING AND EVALUATION The successful contractor shall be monitored by The Kearney Community Foundation once a calendar quarter for compliance with contract requirements. A written report of findings will be mailed to the contractor within three (3) weeks of the monitoring review. IX. CRITERIA FOR EVALUATION OF PROPOSALS A. All written responses to this RFP must be submitted to The Kearney Community Foundation P.O. Box 291 Kearney, MO no later than Monday, June 7, 2010, in order to be given consideration. The envelope containing the proposal must be clearly marked "Kearney Program Coordinator". If a proposal 8

9 is mailed, the respondent should request a delivery receipt from the transporting entity to verify delivery. The respondent assumes responsibility for the delivery of the proposal. Late proposals will be returned to sender unopened. B. The Kearney Community Foundation reserves the right to select or reject any proposal, in whole or in part. C. Non-conforming proposals shall be rejected. The respondent will be informed of such by June 21, D. The Kearney Community Foundation reserves the right to evaluate a respondent based upon historic information and fact, no matter the source. All proposals received by the aforementioned deadline shall be screened by The Kearney Community Foundation for completeness and conformance. E. The Kearney Community Foundation reserves the right, in the event of only one response to this RFP, to negotiate the terms and conditions, including the price included in the sole respondent's proposal. Also, as part of any negotiations, The Kearney Community Foundation reserves the right to require any data that would support the reasonableness and acceptability of the proposal. The Kearney Community Foundation reserves the right to select or reject any proposal, in whole or in part. Successful respondents may be asked to further define and/or refine the services they propose as part of contract negotiation. If so, they will be afforded the opportunity to refine their proposed cost to reflect The Kearney Community Foundation requested changes from the original proposal. Similarly, The Kearney Community Foundation may wish to increase or decrease the total amount of services required relative to those proposed. 9