14-Addendum No. 2 - 250130.pdf

Kimberly J. Williams

Harris County Purchasing Agent

1111 Fannin, 12th Floor, Houston, TX 77002 Tel 713-274-4400 Fax 713-755-6695

August 25, 2025

TO: All Vendors

RE: Job No. 25/0130

DUE DATE: September 8, 2025, no later than 2:00 p.m. local time, Houston, TX

All vendors are required to acknowledge this addendum with each submittal for Early Childhood Initiative Portfolio Evaluation Services for the Harris County Department of Economic Equity and Opportunity. This addendum must be acknowledged in Bonfire no later than the above due date.

ADDENDUM NO. 2

1) Revised Specifications, pages 2-4 of 5 (attached).

2) Questions & Answers No. 1 (attached).

REVISED PER ADDENDUM NO. 2

1. A thriving early childhood educator workforce through work and professional development opportunities.

2. Vulnerable populations afforded equitable opportunities.

3. Parent education through utilization of programs and practices that promote healthy early childhood development.

4. Data and analysis via utilization of resources and opportunities to inform early childhood stakeholders of critical information.

The following resources provide further information on the ECI Portfolio, early childhood landscape in Harris County, and the utilization of ARPA funds:

ECI Portfolio

ECI Division Background and Portfolio Overview

Families with young children in Harris County, Texas, are struggling to meet basic needs — RAPID Survey

How States can utilize American Rescue Plan Act Funds for Evidence-Based Policymaking v2

DESCRIPTION

The DEEO seeks proposals from organizations with proven expertise in early childhood portfolio evaluation services within a government context. The selected Offeror(s) shall conduct a comprehensive strategic assessment of the DEEO Early Childhood Initiatives (ECI) Portfolio, evaluate its impact, and provide strategic research and advisory analysis. The final deliverables shall serve as a roadmap for future program development and decision-making. The Offeror(s) shall:

Assess and synthesize multiple phases of the ECI Portfolio implementation, ensuring that it aligns with Harris County’s Strategic Plan.

Collaborate with existing partners, including contracted evaluators, to integrate findings and meet key deliverable milestones.

Provide strategic insights to guide policy and funding decisions.

SCOPE OF WORK

The selected vendor shall be required to conduct a thorough review of existing ECI programs within the County including implementation, reach, and effectiveness. This review shall involve evaluating the impact of current ECI programs on early childhood development outcomes in the County, and surrounding areas. The assessment shall include an analysis of program data, stakeholder interviews, and on-site observations to gather a comprehensive understanding of the current state of ECI programs.

A key deliverable of this project shall be the development of a comprehensive roadmap for future ECI program development and decision-making, tailored specifically to the unique needs and demographics of the County. This roadmap shall outline goals for the ECI Portfolio, along with actionable strategies for achieving these objectives. It shall also include recommendations for measuring and tracking the long-term impact of ECI programs in the County, ensuring that progress can be effectively monitored and evaluated over time. The vendor shall provide information related to the following:

1. Develop Strategic Assessment Reports

The vendor shall work closely with DEEO staff and ECI intermediaries to produce research-based reports aligned with key deliverable milestones.

2. Conduct Data Collection & Analysis The vendor shall collect qualitative and quantitative data from all ECI Portfolio partners and implement a research design that evaluates program impact and informs policy development. Page 2 of 5

3. Produce Public-Facing Summaries

The vendor shall provide accessible reports in multiple formats (e.g., policy briefs, videos, and other creative mediums). Ensure all materials are available in English and Spanish, at minimum.

4. Present Findings to Key Stakeholders.

The vendor shall provide research results to Harris County officials and relevant stakeholders as requested.

5. Ensure Alignment with County Objectives The vendor shall maintain compliance with Harris County’s commitment to equity, transparency, and data-driven decision-making.

The ECI Division seeks proposals that address the following key areas, ranked in order of priority:

1. Overall Economic Impact and Effectiveness of ECI Portfolio Investment Did the Portfolio succeed in meeting program targets, including positive impact on program participants?

Was the Portfolio investment financially effective? If possible, provide a cost-benefit analysis.

2. The Harris County Early Childhood Ecosystem How did the ECI Portfolio contribute to the larger early childhood ecosystem, including the creation and sustaining of long-term partnerships?

Did participation in ECI Portfolio programs increase participants’ knowledge of early childhood and other social service resources?

3. Financial Wellbeing of ECI Portfolio Participants

4. Inclusiveness of ECI Portfolio Investment Did the ECI Portfolio provide increased access to early learning & care services, particularly for those who are historically underserved, were disproportionately impacted by COVID-19, and/or other special populations (i.e., those most in need based on Harris County’s Equity framework)?

5. Community Feedback of ECI Portfolio Implementation

What was the experience of those who participated in ECI portfolio programs? Did they have opportunities to provide feedback, and was the feedback incorporated in a meaningful way?

Deliverables The selected Offeror(s) shall develop and publish a series of impact reports, structured in four (4) phases:

Phase 1: Historic Need of Target Populations o Landscape assessment of early childhood needs and resources in Harris County prior to establishing the ECI Portfolio o Comprehensive narrative and policy analysis o Geographic assessment of childcare needs in Harris County

Phase 2: Historic Opportunity through ECI Programs o Post and current implementation of the ECI Portfolio o Comprehensive data analysis and synthesis o Detailed program implementation plans Page 3 of 5 o Geographic assessment of needs met through ECI Portfolio

Phase 3: Impact of ECI Programs o Comparative analysis of ECI Portfolio with other ARPA-funded early childhood programs across the country o Integration of findings with national early childhood economic indicators and partnership networks

Phase 4: Recommendations for Future Work o Recommendations for sustaining and enhancing the ECI portfolio post-2026 o Key lessons learned to inform future policy and programmatic decisions

Phase 1: Historic Need of Target Populations & Opportunity Provided through ECI Programs – Report anticipated by January 2026 o Landscape assessment of early childhood needs and resources in Harris County prior to establishing the ECI Portfolio o Analysis of current implementation of the ECI Portfolio o Comprehensive synthesis of new and existing data o Equitable distribution of support within the ECI Portfolio

Phase 2: Impact of ECI Portfolio – Report anticipated by May 2026 o Comparative analysis of ECI Portfolio with 1-2 other early childhood portfolios within local jurisdictions.

o Integration of findings with national early childhood economic indicators and partnership networks

Phase 3: Recommendations for Future Work – Report anticipated by October 2026 o Recommendations for sustaining and enhancing the ECI Portfolio post-2026 o Key lessons learned to inform future policy and programmatic decisions

The Offeror(s) shall be responsible for engaging with relevant stakeholders, adhering to the project timeline, and ensuring the final report provides a data-driven, policy-informed framework for future early childhood initiatives.

Vendor Resources:

Vendor warrants it shall provide qualified personnel who will perform in a professional manner. “Professional manner” means the personnel performing shall possess the skill, license(s) and competence consistent with the prevailing business standards within the State of Texas. Vendor shall provide Harris County with a Staffing Plan that identifies the staffing levels, types and any applicable certifications required to meet the technical requirements of this RFP.

Vendor shall dedicate a Project Lead to act as the vendor’s representative for all communications and activities with Harris County. The Project Lead shall be the prime point of contact for Harris County for project matters. The Project Lead shall develop a Project Management Plan that provides guidance and direction for the project development and shall maintain a detailed and accurate project schedule at all times.

Project Lead shall possess the following minimum qualifications:

QUESTIONS & ANSWERS NO. 1

1. Question: Is there an anticipated date vendors will be notified of award?

Answer: Anticipated award date TBD.

2. Question: Does Harris County have an overall budget estimate in mind for the Early Childhood Initiative Portfolio Evaluation Services activity?

Answer: That will not be released at this time.

3. Question: Can Harris County please clarify if there is an estimated budget for this project?

Answer: Please refer to the response to question number 2.

4. Question: Can Harris County please clarify what type of contract they anticipate awarding (e.g., fixed price, time & materials, etc.)?

Answer: Harris County anticipates awarding a contract structure that aligns with the proposed evaluation design, timeline of deliverables, and the budget submitted. As referenced in Section III – Pricing Form, respondents are expected to provide a clear and detailed budget that reflects the necessary resources to execute the scope of work. While the County does not pre-determine a specific contract type (e.g., fixed price or time and materials), the final contract structure will be informed by the proposed budget, deliverables, and overall feasibility of the timeline as outlined in the proposal.

5. Question: Have ECI Portfolio partners previously provided data to DEEO or DEEO-funded evaluators, or will this be a new process for them?

Answer: All Early Childhood Initiative (ECI) Portfolio partners submit Key Performance Indicators to Harris County on a monthly and quarterly basis. Additionally, some partners provide data to DEEO-funded evaluators to support third-party evaluations of their programs.

6. Question: Would you be willing to accept a Project Lead with 15+ project management experience instead of a Certified Project Manager? Or is a Certified Project Manager (i.e., PMP certificate) a requirement?

Answer: Demonstration of project management in various formats including but not limited to experience, certifications, training, etc. will be considered.

7. Question: Does the RFP require that MWBE subcontractors be both certified and locally based in order to count toward the MWBE utilization goal, or will non-local certified MWBE suppliers also be accepted?

Answer: Harris County recognizes several M/WBE certifications for credit towards an M/WBE goal.

These are:

MBE, WBE, DBE, and HUB certifications through the City of Houston

DBE certifications through Texas Unified Certification Program (TUCP)

HUB certifications through State of Texas Comptroller’s Office

8(a) certifications through U.S. Small Business Administration MBE or HUB certifications through the Houston Minority Supplier Development Council

(HMSDC)

MBE certifications through the National Minority Supplier Development Council (NMSDC)

WBE certifications from the Women’s Business Enterprise National Council (WBENC) and the Women’s Business Enterprise Alliance (WBEA)

Additionally, there is a Significant Local Presence requirement which states that only MWBEs that have a Significant Local Presence can be counted towards the contract goal. To establish a Significant Local Presence, a MWBE firm without a local address location listed on its certification/directory must provide documentation that it has performed on at least 3 contracts, or subcontracts, in the market area in the last 3 years. The market area encompasses the counties of Harris, Fort Bend, Montgomery, Brazoria, and Galveston, Texas. A location utilized solely as a post office box, mailbox, telephone message center, or any combination thereof, with no substantial work function, shall not be accepted as Significant Local Presence.

8. Question: Can the county share which key performance indicators (KPIs) or data elements it believes are already being reliably tracked through existing systems, and which outcomes may require new infrastructure, instruments, or partnerships to monitor effectively?

Answer: For most programs, key data elements already being reliably tracked through existing systems include general administrative and demographic data such as zip code, household composition, and service utilization metrics, including frequency of participation and number of touchpoints.

To better understand the types of data currently available for each program, as well as the extent of existing infrastructure, please refer to the document titled “ECI Division Background and Portfolio Overview.pdf”, which includes public facing reports and data summaries from ongoing third-party evaluations.

Outcomes beyond these foundational elements, particularly those related to long term impact, developmental gains, or cross system coordination, may require new data infrastructure, measurement instruments, or strategic partnerships to monitor effectively.

The ECI Portfolio’s existing third-party evaluators store relevant data in their organization’s internal systems.

9. Question: Can the county describe the current state of data reporting from ECI portfolio partners — including data types (e.g., administrative, financial, staffing, enrollment, survey) and collection frequency?

Answer: All ECI Portfolio partners submit KPI’s to Harris County on a monthly and quarterly basis;

these indicators vary among programs, depending on the program’s goals and structures. Information about program finances, staffing, enrollment, and other surveys can be made available from program partners upon request. Please refer to the response question number 5.

10. Question: Is provider-level data on revenue, expenditures, staffing, and enrollment available to the selected vendor? if so, is it disaggregated by revenue or fund source (e.g., ARPA, state subsidies, tuition)?

Answer: The majority of programs are funded through ARPA, with a few select programs supported by mixed funding streams. Access to provider-level data depends on the existing data agreements in place with current vendors.

11. Question: Will vendors have access to intra-county (e.g., zip code or census tract-level) demographic and socioeconomic data from the county to support granular analysis of early childhood needs and equity gaps?

Answer: Yes, vendors may access some intra-county demographic and socioeconomic data. Please refer to the response to question number 5.

12. Question: Does the ECI division have the authority to modify or expand reporting requirements for providers, particularly around financial, enrollment, or outcome data, or would such changes require additional approvals/legislation or renegotiated contracts?

Answer: Financial data is available, and all programs adhere to Generally Accepted Accounting Principles (GAAP). Enrollment and outcome data may also be shared, subject to existing data agreements with current vendors. Data sharing agreements may be created between existing program evaluators in our portfolio. Please note that programs within the portfolio are at varying stages of implementation, and data availability may differ accordingly.

13. Question: If ECI Portfolio partners have provided data to DEEO in the past, what data will be available to the selected evaluator?

Answer: The selected evaluator will have access to KPI’s submitted by vendors. Information about program finances, staffing, enrollment, and other surveys can be made available from program partners upon request. Please refer to the response to question number 5.

14. Question: Are there existing data-sharing agreements in place with ECI Portfolio partners?

Answer: Yes, Data-sharing requirements are included in vendor agreements.

15. Question: What is the anticipated budget range for this evaluation?

Answer: Please refer to the response to question number 2.

16. Question: Are there limitations on subcontracting or the use of external consultants?

Answer: There are no limitations on subcontracting opportunities or the use of external consultants. If the subconsultants are used to obtain the M/WBE credit on a Harris County project, then the requirements are that the listed firm have an approved certification accepted by Harris County in order to receive the M/WBE credit.

17. Question: Recent local experience was discussed on the webinar as a requirement. What is Harris County's definition of recent?

Answer: Recent local experience is not a requirement of this solicitation.

18. Question: If we have a project lead with the 10+ years of experience and a documented history of successful project management, would that be sufficient to meet the project lead project manager requirement? Or is a formal certification of some kind a requirement?

Answer: Demonstration of project management in various formats including but not limited to experience, certifications, training, etc. will be considered.

19. Question: Is automobile liability required for this contract?

Answer: Please defer to the requirements as stated the Harris County Minimum Insurance requirements.

20. Question: In the "References (Q-39EK)" excel file, the dropdown response box appears to be missing. Please confirm that field is to be left blank or kindly provide a revised version of the References (Q-39EK) template that includes a dropdown selection option.

Answer: The reference questionnaire does not have a dropdown box. All responses shall be typed in the appropriate sections.

21. Question: File number 10-Special Instructions page 3 indicates vendors should submit invoices upon completion of each deliverable. It also requests vendors "Invoice shall be submitted on a monthly basis for work performed during the previous month." Please clarify the invoice schedule: should vendors prepare invoices by deliverable upon completion or monthly invoices that include completed deliverables.

Answer: Yes, once services have been rendered, invoices shall be submitted for the completed services.

22. Question: File number 5-General Requirements for Proposals page 5 states that "An outside consultant or contractor is prohibited from submitting a proposal for services on a Harris County project of which the consultant or contractor was a designer or other previous contributor, or was an affiliate, subsidiary, joint venturer or was in any other manner associated by ownership to any party that was a designer or other previous contributor." Does this mean that a company currently under contract for evaluating a component of the ECI portfolio is disqualified from subcontracting for this opportunity?

Answer: The vendors need to fully list potential conflict of interests, and the vendors shall be evaluated on a case by case basis.