Request for Proposals (RFP): Process/Outcome/Cost Benefit Evaluation Issue Date: November 5, 2013 Project Title: Issuing Organization: Process/Outcome/Cost Benefit Evaluation The Family Recovery Program, Inc. (FRP) 239 N. Gay Street Baltimore, Md. 21202 Attn: Kamilah Blackston Executive Assistant to Executive Director Period of Contract: December 9, 2013 September 3, 2014 Proposals will be accepted until 5 p.m. EST, Friday, November 22 nd. Furthermore, FRP reserves the right, in its sole and absolute discretion, to amend or modify any provision of this RFP, or to withdraw this RFP at any time prior to contract award. The FRP shall not be bound by or liable under this RFP and/or any response thereto until a final written contract has been executed by FRP and the successful offeror incorporating the terms and conditions of the award. Proposals should be sent certified mail to the address provided above AND emailed to kblackston@frp-inc.org *Please include five copies of proposal in mailed package. Please fill out this sheet and include in proposal packet. Name and Address of Firm: Date: by: Signature Printed name and title Telephone # FEI/FIN# Fax #
I. Purpose The Family Recovery Program, Inc. (FRP) seeks to enter into a contract for program evaluation assessing process, outcome, and cost-benefits against program goals as a part of a grant received for an evaluation. II. BACKGROUND: Family Recovery Program FRP works in partnership with the Baltimore City Department of Social Services (BCDSS) and the judicial system to help parents overcome substance abuse problems and reunite with their children. The Family Recovery Program, as administered by FRP, is a family dependency court ; a program model that combines intensive substance abuse case management and substance abuse supportive services, managed through direct oversight by a Family Recovery Program Court track within the juvenile court. Parents may voluntarily enter the Family Recovery Program until their child s Dispositional Hearing, which is a hearing where the court makes the determination if the child is CINA (Child In Need of Assistance). At this time they may be ordered into the program by the Court if they have not volunteered. When a parent is referred into the Family Recovery Program, the parent is immediately assessed for the most appropriate treatment modality and referred to treatment. All parents are able to enter treatment within 24 hours of initial referral. Since the Family Recovery Program has been in operation (FY 2005), it has served over 1079 parents, reunifying 503 parents with their children. Permanency, which includes custody/guardianship and adoption, was achieved for 501 children for whom family of origin reunification was not possible. On average, the Family Recovery Program serves 119 parents each year. In FY 2014, The Family Recovery Program expects to serve 125 parents. The Family Recovery Program provides a broad spectrum of substance abuse supportive services enabling parents to maintain engagement in treatment and maintain their sobriety. Parents may be referred to supportive and sober housing programs within 24 hours of program entry, including sitebased Section 8 housing programs that specialize in supportive services for substance addicted parents who have recently been reunified with their children. Additionally, FRP links parents to mental health assessments, medication assistance, transportation, day care, job readiness programs, and many other supportive services. III. Statement of Need General Requirements: FRP is issuing this RFP for program evaluation of the period FY2008 to FY2013. In responding, offerors should describe in detail how they and/or the company are qualified to provide the necessary services as stated in this document. The successful response will demonstrate the offeror s ability to provide thorough, demonstrated program evaluation expertise. The successful offeror shall conduct process evaluation of the FRP family dependency drug court to document how the drug treatment court program is operating and contrasts that with how it was intended to operate. The successful offeror shall conduct a cost benefit analysis that contrasts cost and benefits to help determine whether the family drug treatment court program warrants sustained or increased funding. The evaluation should address the questions of how the family
dependency drug court compares with the costs for foster care, probation, or incarceration, as well as other societal costs associated with crime such as poor health, child welfare, employment, and consequences of continued substance abuse. Any firm responding to this RFP must have a minimum of three years experience in performing similar studies. Experience shall be documented in the required technical proposal. FRP will provide oversight to this project as well as access to the following databases: SMART, ETO, Quest. Further information on these databases will be detailed in SECTION XV Special Terms and Conditions of this RFP. IV. Cancellation of RFP FRP reserves the right, in its sole and absolute discretion, to amend or modify any provision of this RFP, or to withdraw this RFP at any time prior to contract award. The FRP shall not be bound by or liable under this RFP and/or any response thereto until a final written contract has been executed by FRP and the successful offeror incorporating the terms and conditions of the award. V. Addenda to the RFP If FRP finds it necessary to revise any part of this RFP, an addendum will be provided to all interested offerors known to have received this RFP. Acknowledgement of the receipt of all amendments, addenda and changes, if issued, shall be returned to FRP in writing, with the proposal. VI. Type of Contract The contract resulting from this RFP will be a fixed-price contract. VII. Contract Affidavit Interested offerors are advised that if a contract is awarded as a result of the RFP, the successful offeror will be required to complete a Contract Affidavit. A copy of this Contract Affidavit is included in Attachment C of this RFP for information purposes only. The Contract Affidavit is not required to be submitted with the proposal. Specific Deliverables: VIII. Proposal Preparation Proposals should be as thorough and detailed as possible so that FRP may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal: 1. Complete Data Sheet (Attachment A) 2. Complete Budget Sheet (Attachment B) 3. A brief written narrative statement including (limit to 10 pages): a. The firm s ability to deliver on the required and desired deliverables expressed in III: Statement of Need
b. The experience and variety of services provided by your firm. c. The expertise of your staff and anticipated subcontractors which will assure that all personnel assigned to perform under and resultant contract shall be capable and qualified in the work assigned to them. d. Resumes of all staff and subcontractors committed to the contract. e. Other information that was not specifically requested in this Request for Proposal that should be considered in the evaluation of the response may be included at the end of the proposal. 4. Please include a certificate of good standing. IX. Status Updates Following the award, the successful offeror will provide the following updates on a monthly basis (last business day of each month) to the Executive Director of FRP. 1. A written report of the detailed findings for each month along with a description of any barriers that the successful offeror may be facing. 2. A monthly invoice detailing activities, materials and other expenses to be reimbursed on a quarterly basis. 3. A comprehensive report detailing the evaluation in its entirety upon completion of the evaluation. 4. A summary highlighting the outcomes and cost benefits of the family dependency court. 5. A list of recommended variables for data collection to assist FRP in future evaluations of a similar nature. X. Evaluation and Award Criteria Proposals shall be evaluated by an FRP review panel using the following criteria: 1. Quality of proposed plan and strategy for FRP (30 points) 2. Demonstrated expertise and knowledge of firm (20 points) 3. Price (15 points) 4. References from clients (15 points) 5. Timeline to completion (20 points) XI. Expected Timeline (Subject to change in FRP s sole discretion.) Target Activity Date Release Request for Proposal 11/05/2013 Deadline to Indicate Interest 11/11/2013 (Please email a brief statement of interest to kblackston@frp-inc.org) Deadline for Proposals 11/22/2013 Bidders Conference Call 12/03/2013
Selection of Contractor 12/09/2013 Kick-Off Conference Call 12/12/2013 Mid-project Report 04/02/2014 Final Deliverables Due 09/03/2014 XII. Award of Contract The contract will be awarded to the offeror whose proposal and presentation conform to the Request for Proposal and will be most advantageous to FRP with all evaluation criteria considered. FRP may award the bid at the completion of this process or at any future time. The submission of a proposal does not, in any way, guarantee an award. FRP is not responsible for any costs incurred related to the preparation of a proposal in response to this RFP. Negotiating Session(s) One or more negotiating sessions, request for additional information and or interviews, may be required with any firm submitting a responsive proposal. FRP reserves the right to limit additional sessions to the top evaluated proposals or may proceed with an award to the highest evaluated proposal if deemed to be in the best interest of FRP and that proposal was clearly the best/only proposal received. Responding firms should be prepared to schedule proposal reviews if contacted by FRP. Contacts Please include in your presentation the names and professional references of any individuals who you anticipate being our contact(s) in these efforts. By submitting a proposal and including reference information, you authorize FRP to contact references and obtain information from those references. FRP is released from any liability as a result of contacting references. Proprietary Information In the event that a response to this RFP contains information, which is deemed by the responding prospective contractor as being of a proprietary nature, the pages containing such information must be clearly marked as PROPRIETARY INFORMATION. FRP is unable to guarantee that any proprietary information shall remain confidential. XIII. General Provisions 1. Review Criteria: FRP reserves the right to accept or reject all proposals should such action be deemed in FRP s best interest. 2. Bidder s Qualifications: Consideration will be given to those companies who have prior experience in nonprofit environment and are familiar with nonprofit needs and requirements including but not limited to timely deliveries.
3. Pricing: Prices should be stated in units of quantity specified on the enclosed bid sheet on Attachment B. XIV. GENERAL TERMS AND CONDITIONS 1. All correspondence related to this RFP, including questions concerning this RFP, will be conducted through the following point of contact: Kamilah Blackston Executive Assistant The Family Recovery Program, Inc. kblackston@frp-inc.org 2. Questions and answers will be shared with all bidders via email by the appropriate individual(s) within two (2) business days. No phone calls will be accepted. 3. All vendors shall receive equal consideration. 4. All bids shall be sent via email to: Kamilah Blackston Executive Assistant The Family Recovery Program, Inc. kblackston@frp-inc.org AND sealed and addressed certified mail to: Kamilah Blackston Executive Assistant The Family Recovery Program, Inc. 239 N. Gay Street Baltimore, Md. 21202 For mailed proposals, project name should be noted on the outside of the envelopeno binders will be accepted. 5. All bids are due no later than 5:00 p.m. EST on November 22, 2013. 6. Duration of the agreement will run from December 9, 2013 to September 3, 2014. 7. Prices shall be considered firm and not subject to change for the duration of the agreement. 8. No bid will be accepted after the above specified time. 9. Bids are requested to be signed by an authorized officer of the company or by a member of the firm submitting the bid. Bids should include Page 1 of this RFP. 10. FRP reserves the right to reject any or all bids to accept or reject any item or group of items for which the bid is submitted at prices quoted. 11. Bid prices shall exclude all state and local taxes, as FRP is exempt from paying such tax. 12. A bid shall include the cost of transportation with final destination being referenced on each purchase order. The Family Recovery Program, Inc. will not accept freight charges at any time of delivery. Materials delivered with freight charge will be refused and any redelivery charge will be at the suppliers expense.
13. The Family Recovery Program, Inc. reserves the right to cancel the agreement due to any form of noncompliance or unsatisfactory performance, lack of funding, or if FRP determines that cancellation is in the best interest of FRP. 14. Any firm responding to this RFP must have a minimum of three years of experience in performing similar studies. Experience shall be documented in the required technical proposal. Additional Funder Conditions Any additional terms and conditions imposed by funders following the release of this RFP shall become a part of the contract between the successful offeror and FRP. XV. SPECIAL TERMS AND CONDITIONS 1. MINORITY/WOMEN-OWNED OR OPERATED BUSINESS SUBCONTRACTING AND REPORTING: Where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, FRP is encouraged to offer such business to minority and/or women-owned or operated businesses. When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish FRP with the following upon completion of the contract: name of the firm, phone number, total dollar amount, subcontracted and type of product/service provided, and composition of firm. 2. CONTRACTOR RESPONSIBILITIES: The successful offeror shall be responsible for completely supervising and directing the work under the contract and all subcontractors that may be utilized, using the offeror s bet skill and attention. The Contractor is responsible for the subcontractor s acts and omissions. 3. FRP RESPONSIBILITIES: FRP will provide oversight to this project as well as access to the following databases: SMART, ETO, and Quest. The successful offeror shall only use the data from the aforementioned databases for purposes performing services pursuant to this RFP. The data may not be used for any other purpose or distributed without the prior written authorization of FRP and must be kept confidential. The successful respondents shall be required to sign a nondisclosure and confidentiality agreement in order to use the proprietary data. 4. INSURANCE REQUIREMENTS: The Contractor shall at all times during the term of the contract maintain in full force and effect the policies of insurance required by this section. The contractor, if requested, shall provide certified true copies of any and all polices of insurance to FRP. Such evidence of insurance must be delivered to FRP before the execution of the agreement. The contractor shall maintain workers compensation insurance as required by the laws of the State of Maryland and including employers liability coverage with a minimum limit of $500,000 each accident; $500,000 disease- each employee; and $500,000 disease- policy limit. The contractor shall maintain liability insurance covering the full scope of this agreement with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate for personal or bodily injuries and $1,000,000 per occurrence and aggregate for property damage. The contractor shall maintain comprehensive automobile liability with a $1,000,000 limit of liability for bodily injury and a $1,000,000 limit for property damage. If any of the work of the contract is subcontracted, the contractor shall require subcontractors, or anyone directly or indirectly employed by any of them to procure and maintain the same coverage in the same amount
specified above. FRP requires that The Family Recovery Program, Inc. is named as an additional insured. 5. OWNERSHIP OF MATERIAL: Any and all data, forms, surveys, analyses, reports, studies, manuscripts, and other complete or incomplete work product prepared or developed by the successful offeror in connection with this RFP shall become the exclusive property of FRP and may be used by the contractor only upon the prior written consent of FRP. Contract Terms All grantees must comply with all terms and conditions applicable to contracts executed by FRP. By submitting a proposal to this RFP, applicants attest that they have read and accept these conditions fully. THE FAMILY RECOVERY PROGRAM, INC. IS AN EQUAL OPPORTUNITY EMPLOYER
ATTACHMENT A: DATA SHEET To Be Completed By Offeror 1. QUALIFICATION OF VENDOR: The Contractor must have the capability in all respects to fully satisfy all of the contractual obligations requirements. 2. YEARS IN BUSINESS: Indicate the length of time you have been in business providing this type of service (Years, Months): 3. REFERENCES: Contractors shall provide a list of at least 4 references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number. By submitting a proposal, the offeror authorizes FRP to contact references and obtain information. FRP is released from any liability as a result of contacting references. 1. 2. 3. 4. ORGANIZATION ADDRESS CONTACT PERSON TELEPHONE
ATTACHMENT B: BUDGET SHEET To Be Completed by Offeror Program Evaluation Activities Hourly Rate Total Hours (#) Total ($) Materials Other TOTAL 1. Please Indicate total program evaluation hours the vendor projects to deliver for the Period of the Contract 2. Please Indicate total expenses projected (calculated in the sheet above) for the Period of the Contract
ATTACHMENT C: CONTRACT AFFIDAVIT I HEREBY DECLARE AND AFFIRM that I am the (Title), and the duly authorized representative of (Contractor), and that I possess the legal authority to make this Affidavit on behalf of myself and the Contractor for which I am acting. CERTIFICATION OF CORPORATION REGISTRATION AND TAX PAYMENT I FURTHER DECLARE AND AFFIRM that the Contractor named above is a domestic foreign (check one) corporation registered in accordance with the Corporations and Associations Article, Annotated Code of Maryland, and that it is in good standing and has filed all its annual reports, together with filing fees, with the Maryland State Department of Assessments and Taxation, and that the name and address of its resident agent filed with the State Department of Assessments and Taxation is: Name: Address: (If not applicable, so state) I FURTHER CERTIFY that, except as validly contested, the Contractor has paid or has arranged for payment of all taxes due to the State of Maryland and has filled all required returns and reports with the Comptroller of the Treasury, the State Department of Assessments and Taxation, and the Employment Security Administration, as applicable, and will have paid all withholding taxes due to the State of Maryland. I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEGDE, INFORMAITON, AND BELIEF. By: (Date) (Affiant)