A REQUEST FOR PROPOSALS

2016000036

TGYS EVIDENCE-BASE TRAINING / TECHNICAL ASSISTANCE

September 2, 2015

TABLE OF CONTENTS

SECTION I: Issue and Timeline Information

SECTION II: Administrative Information

SECTION III: Background, Overview and Goals

SECTION IV: Statement of Work

SECTION V: Response Format

SECTION VI: Evaluation and Award

RFP EXHIBITS:

A. Sample State Contract B. HIPAA Business Associate Document C. Additional Statement Of Work Provisions D. RFP Budget Proposal Submission Form (RETURN) E. Sample Option Letter F. State of Colorado Request for Proposal Signature Page (RETURN)

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SECTION I

ISSUE AND TIMELINE INFORMATION

1. ISSUING OFFICE:

This Request for Proposals (RFP) 2016000036 is issued for the State of Colorado (State) by the Department of Human Services (CDHS or Department), for the benefit of the Department through the CDHS Division of Procurement.

B. INVITATION TO SUBMIT PROPOSALS:

The State of Colorado is posting this RFP on Colorado Vendor Self Service (VSS) so that firms that have an interest may submit a proposal in accordance with the terms of this RFP.

C. MEANS OF COMMUNICATION:

In the event that it becomes necessary to revise any part of this RFP, a modification will be published on the Colorado VSS web site. It is incumbent upon Offerors to carefully and regularly monitor BIDS for any such postings.

The CDHS Division of Procurement is the SOLE point of contact concerning this RFP and the procurement process. All communication for this procurement must be done through the CDHS Division of Procurement point of contact indicated in this RFP and VSS.

D. PURPOSE:

This RFP provides prospective firms with sufficient information to enable them to prepare and submit proposals for consideration to satisfy the need for expert assistance in the completion of the goals of this RFP.

E. SCOPE:

This RFP contains the instructions governing the proposal to be submitted and the material to be included therein; mandatory requirements which must be met to be eligible for consideration; and other requirements to be met by each proposal.

F. MANDATORY MINIMUM REQUIREMENTS

The Offeror shall demonstrate a minimum of five years of experience, within the last twelve (12) years, within the United States and/or its territories, developing and implementing complex human service, prevention, evidence-based programming, and/or evaluation projects. A focus on a positive youth development (PYD) framework is desirable. Offerors whose proposals do not meet this Mandatory Minimum Requirement will not be considered further for evaluation or award pursuant to this RFP.

F. SCHEDULE OF ACTIVITIES: Time (Mountain Time) Date

(www.colorado.gov/VSS)

9/2/2015

Close of Business (5:00pm)

9/14/2015

See Administrative Information Section C for submission.

3:00pm

10/5/2015

10/26/2015

Submit one hard copy original (marked "original") and one hard copy (marked “copy”) of the RFP proposal in a sealed package. Submit one (1) flash/thumb drives (unencrypted) with a complete electronic version of your proposal compatible with MS office 2007 or higher. Label all flash drives with the name of your organization.

G. PERFORMANCE PERIOD AND BUDGET:

The anticipated term of the resulting contract is date of contract execution through June 30, 2016. The resulting contract may be renewed for one additional one-year period at the sole discretion of the state, contingent upon funds being appropriated, budgeted, and otherwise made available, and other contractual requirements, if applicable, being satisfied.

The total maximum amount available for this project from the date of execution of the contract through June 30, 2017 is $300,000. The maximum amount available for all project work accomplished during State Fiscal Year 2016 (July 1, 2015 through June 30, 2016) is $200,000. Proposals that use less than the maximum available funding for State Fiscal Year 2016 may use the unused balance of the $200,000 (up to $175,000) for work to be performed in the contract renewal period for State Fiscal Year 2017 (July 1, 2016 through June 30, 2017.)

Proposals shall not exceed the total maximum available funding for the entire contract period. Proposals exceeding $300,000 for the entire project and contract period may be disqualified.

There is a possibility that the TGYS Program may receive additional funding during the initial term, in the event that Colorado Ballot Initiative BB is passed.

The funding for the optional renewal year has not been appropriated at the time of this RFP.

H. INQUIRIES:

Unless otherwise noted, prospective Offerors may make written inquiries via e-mail (jeff.wylde@state.co.us) concerning the RFP to obtain clarification of requirements. No inquiries will be accepted after the close of business on the date indicated in the schedule of activities.

Responses to Offerors’ inquiries and/or any modifications to the content of this RFP will be published as a modification on the State of Colorado VSS page.

SECTION II

ADMINISTRATIVE INFORMATION

A. INQUIRIES: Unless otherwise noted, prospective Offerors may make written, faxed, or e-mail inquiries concerning this RFP to obtain clarification of requirements. E- mail is the preferred method for vendors to submit inquiries. No inquiries will be accepted after the date and time indicated in the Schedule of Activities.

E-mail all inquiries to: jeff.wylde@state.co.us Clearly identify your inquiries as RFP 2016000036.

Response to Offeror's inquiries will be published as a modification on Colorado VSS in a timely manner.

B. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn by the Offeror prior to the established due date and time. Vendors must be registered with Colorado VSS by the proposal submission due date and time.

C. PROPOSAL SUBMISSION: Proposals must be received on or before the date and time indicated in the Schedule of Activities. Late proposals will not be accepted. It is the responsibility of the Offeror to ensure that the proposal is received by the Division of Procurement on or before the proposal opening date and time. Offerors mailing their proposals shall allow sufficient mail delivery time to ensure receipt of their proposals by the time specified. The proposal package shall be delivered or sent by mail to:

Department of Human Services North Central District 1575 Sherman Street, 6th floor Denver, CO 80203

The State of Colorado Request for Proposal Signature Page MUST be signed in ink by an officer of the Offeror legally authorized to bind the Offeror to the proposal.

Proposals which are determined to be at a variance with this requirement may not be accepted. Proposals must be submitted and sealed in a package showing the following information.

OFFEROR'S NAME

The Division of Procurement desires and encourages that proposals be submitted on recycled paper, printed on both sides. While the appearance of proposals and professional presentation is important, the use of non-recyclable or non-recycled glossy paper is discouraged.

D. ADDENDUM OR SUPPLEMENT TO REQUEST FOR PROPOSAL: In the event that it becomes necessary to revise any part of this RFP, an addendum/amendment will be published on the Colorado VSS web site at www.colorado.gov/VSS. It is incumbent upon Offerors to carefully and regularly monitor Colorado VSS for any such postings. It is the Offeror's responsibility to make known to the Division of Procurement its interest in any addendum/amendment if it has received the RFP in a direct mailing from the Division of Procurement and no addendum has been received by mail.

E. ORAL PRESENTATIONS/SITE VISITS: Offerors may be asked to make oral presentations or system demonstrations to make their product available for inspection by the evaluation committee. Such presentations and/or site visits will be at the Offeror's expense.

F. ACCEPTANCE OF RFP TERMS: A proposal submitted in response to this RFP shall constitute a binding offer. Acknowledgment of this condition shall be indicated by the autographic signature of the Offeror or an officer of the Offeror legally authorized to execute contractual obligations. It is assumed by the Offeror's proposal that it acknowledges all terms and conditions of this invitation for an offer. An Offeror shall identify clearly and thoroughly any variations between its proposal and the State's RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

G. PROTESTED SOLICITATIONS AND AWARDS: Any actual or prospective Offeror or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to Director, Division of Procurement, Department of Human Services 1575 Sherman St., 6th Floor, Denver CO 80203. The protest shall be submitted in writing within seven working days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Reference C.R.S. Title 24, Article 109.

H. CONFIDENTIAL/PROPRIETARY INFORMATION: Any restrictions of the use or inspection of material contained within the proposal shall be requested prior to the submission of the proposal itself. Written requests for confidentiality shall be submitted, by the Offeror prior to the proposal submission date. The Offeror must state specifically what elements of the proposal that would be considered confidential/proprietary. The Division of Procurement will make a written determination as to the apparent validity of any written request for confidentiality, the written determination will be sent to the Offeror.

Requests that are granted shall use the following format:

· Confidential/proprietary information must be readily identified marked and separated/packaged from the rest of the proposal.

· Co-mingling of confidential/proprietary and other information is NOT acceptable. Neither a proposal, in its entirety, nor proposal price information will be considered confidential and proprietary.

· Any information that will be included in any resulting contract cannot be considered confidential.

After award, the offers shall be open to public inspection subject to any continued prohibition on the disclosure of confidential data, C.R.S. Title 24, Article 72, Part 2 as amended.

I. RFP RESPONSE MATERIAL OWNERSHIP: All material submitted regarding this RFP becomes the property of the State of Colorado. Proposals may be reviewed by any person after the "Notice of Intent to Make an Award" letter has been issued, subject to the terms of C.R.S. Title 24, Article 72, Part 2 as amended.

J. PROPOSAL PRICES: Estimated proposal prices are not acceptable.

Best and final offers may be considered in determining the apparent successful Offeror. Proposals shall be firm for a period of not less than One hundred eighty (180) calendar days from the date of award.

K. EVALUATION: The evaluation will identify the proposals that most effectively meet the requirements of this RFP. The work will be offered to the Offerors whose proposals, conforming to the RFP, will be most advantageous to the State of Colorado, price and other factors considered.

The State of Colorado will conduct a comprehensive, fair and impartial evaluation of each proposal received. First, all proposals will be submitted to the Division of Procurement for acceptance. The Division of Procurement will be responsible for ensuring that:

· The Offeror's proposal complied with the due date and time.

· The Offeror's “Colorado Request for Proposal Signature Page” meets content and other requirements.

· The Offeror included the appropriate number of proposal copies.

On the date and time shown on the Request for Proposal Signature Page, the Division of Procurement will hold a Public Opening of Proposals. The Public Opening will only disclose the names of all Offerors who have submitted a proposal for evaluation by DHS. Information on costs and qualifications will be available from the Division of Procurement following selection of the winning Offeror.

Evaluation Process:

The Department plans an intensive, thorough, complete and fair evaluation process. Proposals will be evaluated on the proposed cost of the product and service. The evaluation will be performed and an award recommendation made to the Division of Procurement by the Evaluation Committee. Members will be selected who do not have a conflict of interest in this procurement. The Committee will be responsible for the evaluation process that will include the following steps:

· Review proposals for any conditions that may disqualify the Offeror and to ensure that required terms and conditions have been met.

· Review proposal content, contact references and assign a preliminary score to each factor for each proposal.

· Determine whether, as part of the deliberations, any Offerors will be invited to participate in discussions with the Committee. (Offerors would be those who, based on preliminary scores, are reasonably susceptible of being selected for the award.) However, proposals may be reviewed and determinations made without discussion. Therefore, it is important that proposals be complete, and Offerors should recognize that opportunity for further explanation may not exist.

· Oral presentations or demonstrations, if required, for invited Offerors to demonstrate their proposed product and service.

· Adjust points or ratings as necessary.

· Best and final offers may take place at the State’s option.

· Make final selection recommendation to the Division of Procurement.

L. PROPOSAL SELECTION: Upon review and approval of the evaluation committee's recommendation for award, the Division of Procurement will issue a "Notice of Intent to Make an Award" on Colorado VSS. Fax or email notice will be sent to all Offeror’s indicating the notice of intent has been posted. A contract must be completed and signed by all parties concerned on or before the date indicated in the Schedule of Activities. If this date is not met, through no fault of the State, the State, at its sole discretion, may elect to cancel the "Notice of Intent to Make an Award" notice and make the award to the next most advantageous Offeror.

M. AWARD OF CONTRACT: The award will be made to that Offeror whose proposal, conforming to the RFP, will be the most advantageous to the State of Colorado, price and other factors considered.

N. PROPOSAL CONTENT ACCEPTANCE: The contents of the proposal (including persons specified to implement the project) of the successful Offeror will become contractual obligations if acquisition action ensues. Failure of the successful Offeror to accept these obligations in a contract, purchase document, delivery order or similar acquisition instrument may result in cancellation of the award and such Offeror may be removed from future solicitations.

O. STANDARD CONTRACT: The State of Colorado incorporates standard State contract provisions (General and Special Provisions) into any contract resulting from this RFP. The General Provisions and Special Provisions are available on Colorado VSS.

P. RFP CANCELLATION: The State reserves the right to cancel this Request for Proposal at any time, without penalty.

Q. STATE OWNERSHIP OF CONTRACT PRODUCTS/SERVICES:

1. Proposals upon established opening time become the property of the State of Colorado. All products/services produced in response to the contract resulting from this RFP will be the sole property of the State of Colorado, unless otherwise noted in the RFP. The contents of the successful Offeror's proposal will become contractual obligations.

2. The State of Colorado has the right to retain the original proposal and other RFP response materials for our files. As such, the State of Colorado may retain or dispose of all copies as is lawfully deemed appropriate. Proposal materials may be reviewed by any person after the “Notice of Intent to Make an Award” letter(s) has/have been issued, subject to the terms of Section 24-72-201 et seq., C.R.S., as amended, Public (open) Records. The State of Colorado has the right to use any or all information/material presented in reply to the RFP, subject to limitations outlined in the clause, Proprietary/Confidential Information. Offeror expressly agrees that the State may use the materials for all lawful State purposes, including the right to reproduce copies of the material submitted for purposes of evaluation, and to make the information available to the public in accordance with the provisions of the Public Records Act.

R. INCURRING COSTS: The State of Colorado is not liable for any cost incurred by Offerors prior to issuance of a legally executed contract or procurement document. No property interest, of any nature shall occur until a contract is awarded and signed by all concerned parties.

S. PROPOSAL REJECTION: The State of Colorado reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received and to accept any portion of a proposal or all items proposed if deemed in the best interest of the State of Colorado.

T. VENDOR IDENTIFICATION: The tax identification number provided must be that of the Offeror responding to the RFP. The Offeror must be a legal entity with the legal right to contract.

U. NEWS RELEASES: News releases pertaining to this RFP shall NOT be made prior to execution of the contract without prior written approval by the State.

V. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

2. Each person signing the Request for Proposal Signature Page of this proposal certifies that:

(a) She/he is the person in the Offeror's organization responsible within that organization for the decision as to the prices being offered herein and that she/he has not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above; or she/he is not the person in the Offeror's organization responsible within that organization for the decision as to the prices being offered herein but that she/he has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above, and as their agent does hereby so certify; and she/he has not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above.

3. A proposal will not be considered for award where (1)(a), (1)(c), or (2) above has been deleted or modified. Where (1)(b) above has been deleted or modified, the proposal will not be considered for award unless the Offeror furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and the head of the agency, or her/his designee, determines that such disclosure was not made for the purpose of restricting competition.

W. CONFLICTS OF INTEREST: The holding of public office or employment is a public trust. A public officer or employee whose conduct departs from his fiduciary duty is liable to the people of the State. Rules of conduct for public officers and state employees:

1. Proof beyond a reasonable doubt of commission of any act enumerated in this section is proof that the actor has breached his fiduciary duty.

2. A public officer or a state employee shall not:

(a) Engage in a substantial financial transaction for her/his private business purposes with a person whom she/he inspects, regulates, or supervises in the course of his official duties;

(b) Assist any person for a fee or other compensation in obtaining any contract, claim, license, or other economic benefit from her/his agency;

(c) Assist any person for a contingent fee in obtaining any contract, claim, license, or other economic benefit from any state agency; or

(d) Perform an official act directly and substantially affecting its economic benefit a business or other undertaking in which she/he either has a substantial financial interest or is engaged as counsel, consultant, representative, or agent.

(e) Serve on the Board of any entity without disclosure to the entity, the Secretary of State, and his/her employer.

3. A head of a principal department or a member of a quasi-judicial or rule-making agency may perform an official act notwithstanding paragraph (d) of subsection (2) of this section if her/his participation is necessary to the administration of a statute and if she/he complies with the voluntary disclosure procedures under C.R.S. 24-18-110.

4. Paragraph (c) of subsection (2) of this section does not apply to a member of a board, commission, council, or committee if she/he complies with the voluntary disclosure procedures under C.R.S. 24-18-110 and if she/he is not a full-time state employee.

Reference C.R.S. 24-18-108, as amended.

X. TAXES: The State of Colorado, as purchaser, is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes C.R.S. 39-26-114(a)). Our Colorado State and Local Sales Tax Exemption Number is 98-02565. Seller is hereby notified that when materials are purchased in certain political sub-divisions (for example - City of Denver) the seller may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the State.

SECTION III

BACKGROUND, OVERVIEW AND GOALS

1. BACKGROUND:

The Tony Grampsas Youth Services (TGYS) program is a part of the Division of Child Welfare (DCW), and was established in 1994 to provide state funding for effective, community-based programs that target children, youth, and their families with programs and services that prevent youth crime and violence, youth marijuana use, and child abuse and neglect.

In the 2012-13 legislative cycle, the TGYS statute was modified to include (C.R.S. 26-6.8-102(2)(a)): “For one grant cycle, up to three hundred thousand dollars of the appropriation … may be used to award technical assistance grants for community-based prevention and intervention organizations that work with youth. Organizations that apply for moneys pursuant to this paragraph must use the moneys to assist with independent certification as an evidence-based program. Evidence-based programs must demonstrate an ability to meet rigorous requirements for evaluation and effectiveness to reflect an ability to change targeted behaviors and promote positive youth development outcome.”

TGYS recognizes evidence-base as a continuum and, as such, recognizes that assisting community-based agencies to eventually become independently certified as evidence-based means assisting them to progress along the continuum depending upon their current level.

To do this, TGYS foresees a project with three components:

1. Research and strategic planning: the Contractor will conduct research and provide written recommendations to CDHS regarding how to meet the legislative intent. Among other things, the research and planning should address what type of training and technical assistance (T/TA) should be provided, to what types of organizations, and with what frequency to have the biggest impact for the funds available.

2. Grant-making or subcontractor solicitation and award: the Contractor shall collaborate with CDHS to identify and select qualified recipients of additional resources (financial grants and/or T/TA) in accordance with the strategic plan;

3. T/TA provision: the Contractor shall offer T/TA to the selected recipients as required to enable that progress.

All of these components shall be funded from the $300,000 available under this solicitation. Offerors may propose additional resources (e.g. matching funds, in-kind Training/Technical Assistance, etc.).

The Statement of Work SOW provided in Section V describes the work that the Contractor would be expected to complete to effectively meet this legislative intent.

2. STATEMENT OF NEED:

DCW seeks a Contractor to assist with the research, strategic planning, project design, coordination, implementation, grant and/or contract management, technical assistance and training provision, and impact assessment that this two-year project requires.

3. DEFINITIONS:

The following list is provided to assist the reader in understanding acronyms, abbreviations and terminology used throughout this document.

Business Day – Any day in which CDHS is open and conducting business, but shall not include weekend days or any day on which one of CDHS’s holidays are observed. CDHS observes all holidays listed in C.R.S. 24-11-101(1).

DCW – The Division of Child Welfare, a division within CDHS.

CDHS (or The Department, or the State) – The Colorado Department of Human Services, a department of the government of the State of Colorado.

EB or Evidence-base – Programs recognized as evidence-based have demonstrated evidence of effectiveness based on the criteria for each level described further below. These programs, if implemented with adherence to the program developer’s model, are likely to produce positive youth outcomes. TGYS recognizes evidence-base as a spectrum based on the Center for Disease Control and Prevention’s (CDC) continuum of evidence of effectiveness. The CDC’s guide can be found here: http://www.cdc.gov/ViolencePrevention/pdf/Understanding_Evidence-a.pdf

For the purpose of this RFP, the spectrum of evidence-base includes:

· Formative – There is a sound theoretical basis for believing the intervention will have a positive impact and the program is using an evidence-based framework to collect evidence on its effectiveness and to evaluate results. The program will communicate findings where relevant.

· Developing – There is a sound theoretical basis for the intervention and some local or anecdotal evidence that supports the intervention or the programming's effectiveness. The programming has not yet been approved or recommended by a review body. In some cases, such a body may have reviewed the evidence and decided that it was insufficient to make a recommendation for or against. The approach will use an evidence-based framework and evaluate outcomes and effectiveness, communicating findings where relevant to a broader audience.

· Established – There is a sound theoretical basis for the intervention and a broad body of evidence that supports the intervention or programming's effectiveness. In most cases, a legitimized third party (such as the Blueprints for Healthy Youth Development or the Community Guide or another entity) has reviewed the evidence and indicated whether the intervention is recommended or not. In such cases, evaluation can typically be limited to reach and fidelity of implementation.

Initial Contract – the period of the Agreement that commences upon contract execution and ends on June 30, 2016.

Project – The array of technical assistance services that shall be provided to fulfill the intent of HB 13-1239, Section 3 (CRS 26-6.8-102(b)).

SFY – State Fiscal Year, which is July 1st through June 30th.

SOW – Statement of Work

T/TA – Training and Technical Assistance

SECTION IV

STATEMENT OF WORK

The purpose of this Request for Proposals (RFP) is to solicit competitive proposals from qualified and experienced vendors to select a Contractor to provide strategic planning and coordination assistance to CDHS, and technical assistance to community-based prevention and intervention organizations that work with youth, in order to enhance their level of evidence-base. This project has three components: a research and strategic planning component, a grant-making or subcontractor solicitation and award component, and a T/TA provision component. Each component builds upon the deliverables completed in the other components, and as such, the implementation of the second and third component may change in response to programmatic needs.

Respond to the requirements in the same sequence as outlined in this section, and restate the requirement followed by your response. Proposals that do not follow the sequence, outline, and response format of this RFP, may be deemed non responsive and disqualified from further consideration.

1. CONTRACTOR’S PERFORMANCE:

The Contractor may use subcontractors and sub-grantees. The Contractor is solely responsible for coordinating subcontractors and sub-grantees, and for the quality and timeliness of work conducted by sub-contractors or sub-grantees. After RFP award, CDHS must provide approval prior to the Contractor engaging with new subcontractors or sub-grantees. The Contractor shall have written subcontracts with all subcontractors which shall require the same standards for performance as the Contractor.

Overall Responsibilities: The Contractor shall work with the TGYS Administrator to coordinate this project. The Contractor shall be responsible for conducting research; engaging stakeholders; writing reports; scheduling and facilitating meetings; developing and maintaining project schedules, plans, and relevant artifacts; coordinating subcontract and sub-grantee solicitation processes with CDHS; managing subcontracts and sub-grantees; providing technical assistance and training; evaluating the program’s success; and coordinating administrative tasks as described below:

A. Project Phase One Summary:

1. Conduct Research and Writing

2. Develop a T/TA Plan

3. Develop a Strategic Plan and Project Design

4. Design/Create T/TA Content

5. Administer the project, including coordination, communication, and reporting

B. Project Phase Two Summary:

1. Design a Solicitation or application process (or Offeror’s other proposed methodology) for sub-grants,

2. Administer and Implement T/TA process

i. Implement the solicitation or application process (or Offeror’s other proposed methodology)

3. Select/identify T/TA sub-grant recipients

C. Project Phase Three Summary:

1. Deliver T/TA Training Content

2. Deliver Follow-Up T/TA

3. Support Project Evaluation and Assessment Efforts

D. Essential Job Responsibilities:

1. Conduct research and write reports, including conducting key informant interviews and identifying evaluation capacity building needs and gaps.

2. Engage in strategic planning, including developing a logic model and work plan to meet the legislative intent of C.R.S. 26-6.8-102(2)(a) referenced above.

3. Based on the recommendations contained in that work plan, collaborate with CDHS to determine the best way to identify and select recipients of technical or financial assistance. If necessary, this may involve the taking a role in managing the recipients of technical assistance. If that is the case, the Contractor will also have the following requirements:

a. Develop and implement an application process for community-based organizations to apply for technical assistance grants.

b. Develop and manage sub-grant agreements as needed.

4. Develop and deliver training and technical assistance modules that assists community-based organizations to improve the level of evidence-base along the continuum.

5. Collaborate effectively with the TGYS Administrator, TGYS Evaluator, and other stakeholders to include the TGYS Board and other state entities engaging in evidence-base technical assistance work.

6. Provide program content expertise, which may include delivering in-service training.

7. Recognize and solve potential problems.

8. Create evaluation criteria and measure the project’s success.

9. Administer this SOW using sound management and financial practices, including Generally Accepted Accounting Principles (GAAP).

a. As needed, designate a qualified team capable of completing the various work assignments contained in this SOW.

b. As needed, participate in meetings and stakeholder groups to inform them of the progress.

c. Be responsible for all planning and coordination of the aforementioned stakeholders throughout the consultation, reporting to the TGYS Administrator.

d. Commit resources necessary to coordinate and schedule necessary administrative activities.

E. Overall Tasks:

1. Plan the implementation of the overall project, including creating work plans and ensuring follow-up and accountability. This project plan should incorporate an understanding of Colorado and Colorado county systems, the community-based organization landscape, community development, prevention services, and Positive Youth Development.

2. Form and lead meetings to review and guide the strategy, plans, overall implementation, final evaluation, and disseminate findings.

3. Disseminate project findings and results to the TGYS Administrator, CDHS leadership, and other relevant stakeholders.

4. Develop and implement a system of documenting implementation steps, challenges, and accomplishments to share with others who may want to replicate or learn from project experiences.

5. Identify ways to integrate project best practices into ongoing practices at the local and state levels.

6. Identify and document ways to leverage project successes in other ongoing initiatives across the state at the project’s completion.

F. Research and Writing Tasks:

1. Research existing models for improving evidence-base (EB) in diverse stakeholder groups. Research should include the results of TGYS’ initial Request for Information and may also include the use of literature reviews, stakeholder interviews, and other research methods.

2. Review and summarize existing needs assessments regarding evaluation capacity building and evidence-base.

3. Identify potential additional costs that community-based organizations may incur as a result of participating in the project.

4. Identify potential leverage points in other existing statewide or national initiatives, including TGYS’ existing evaluation program contracted through Colorado State University (CSU).

5. By a date to be agreed upon by CDHS and the Contractor: Provide a white paper summary of findings as they apply to the TGYS program to support a strategy for project implementation.

G. Strategic Planning Tasks:

1. As requested by the TGYS Administrator, facilitate strategic planning sessions with up to ten stakeholders.

2. By a date to be agreed upon by CDHS and the Contractor, estimated to be within 60 days of execution of the contract: Document results of research and strategic planning sessions in a strategic plan for project implementation, including recommendations for sustainability at the end of the project term (i.e. June 30, 2017).

3. By a date to be agreed upon by CDHS and the Contractor, estimated to be within 90 days of execution of the contract: Based on the strategic plan, create up to three work plan(s) for rolling out up to three approaches for improving EB. Work plans shall be in a format determined between the Contractor and the TGYS Administrator, and they may involve the use of GANTT charts and/or other project planning tools.

H. Project Coordination and Communication Tasks:

1. As needed, coordinate administrative tasks such as planning and facilitating meetings and developing materials including, but not limited to project work plans, communication plans, and policy guidance.

2. As needed, facilitate conference calls and coordination meetings as requested by the TGYS Administrator.

3. As needed, conduct outreach to Colorado partners as requested by the TGYS Administrator.

4. As needed, attend regular meetings with partners, contractors, and project evaluators, including attendance and presentation at quarterly TGYS Board meetings.

5. All work products shall be reviewed and approved by the TGYS Administrator prior to their release/use unless otherwise agreed to between the Contractor and the TGYS Administrator.

I. Subcontract and/or sub-grantee management: Based on the requirements of the approved work plan:

1. By a date to be agreed upon by CDHS and the Contractor: Design and administer an application process to solicit and select appropriate community-based organizations to receive T/TA grants, in coordination with CDHS.

2. By a date to be agreed upon by CDHS and the Contractor, develop a statement of work or statement of requirements for recipients of T/TA grants.

3. By a date to be agreed upon by CDHS and the Contractor through June 30, 2017, issue contracts or other sub-grantee award document commitments to appropriate community-based organizations to receive T/TA grants.

i. The terms and conditions of award contracts shall be coordinated with CDHS

4. Through June 30, 2017, effectively manage the sub-grantee contracts or awards. Contract and award management may include some or all of the following:

i. Contract/Award Negotiation and Development. As appropriate and in coordination with CDHS:

1. Lead Contract/Award negotiation and development processes

2. Participate in Contract/Award meetings

3. Execute the Contract/Award

ii. Contract/Award Administration. As appropriate and in coordination with CDHS:

1. Monitor sub-grantee progress and performance to ensure that goods and services provided conform to Contract/Award requirements

2. Review and approve deliverables

3. Conduct financial reviews and audits as needed during the Contract/Award term

4. Review and approve invoices for payment consistent with Contract/Award requirements

5. Identify and notify CDHS of any need for Contract/Award changes,

6. Notify CDHS and exercise Remedies, as appropriate, in the event of deficient performance

7. Resolve Sub-grantee disputes in a timely manner

8. Maintain appropriate records

9. Evaluate Contract/Award results

iii. Extension and Re-solicitation. As appropriate and in coordination with CDHS:

1. Participate in extension or re-solicitation negotiations and meetings

iv. Contract/Award Close. As appropriate and in coordination with CDHS, the Contractor shall:

1. Manage the close-out of the Contract/Award

2. Participate in Contract/Award final Evaluation

3. Coordinate transition-out activities

J. Training and Technical Assistance (T/TA)

1. By a date to be agreed upon by CDHS and the Contractor: Design training content to be presented in a combination of 1:1, cohort, and/or large group settings as well as a variety of formats such as web-based and in person, as determined through the strategic planning process.

2. From a beginning date to be agreed upon by CDHS and the Contractor and by June 30, 2017): Deliver training content in a combination of 1:1, cohort, and/or large group settings as well as a variety of formats such as web-based and in person, as determined through the strategic planning process.

3. Ongoing, through June 30, 2017: Provide follow-up technical assistance to participating organizations as needed, considering the use of peer learning approaches.

4. By June 30, 2017: Develop an evaluation toolkit that summarizes T/TA content for TGYS’ ongoing T/TA use.

K. Project Evaluation

1. By December 1, 2015, or by another date agreed upon by CDHS and the Contractor: Identify criteria to measure and determine the project’s impact and success in meeting the legislative intent of C.R.S. 26-6.8-102(2)(a) referenced above.

2. By May 31, 2017, or by another date agreed upon by CDHS and the Contractor: Measure the project’s impact and success.

3. By June 15, 2017: Submit final summary report of the project’s findings, results, overall impact, success in meeting the intent of C.R.S. 26-6.8-102(2)(a), and recommendations for future work, if any.

2. REQUIRED CONTRACTOR SKILLS AND QUALIFICATIONS

To perform this job successfully, the Contractor must be able to perform each duty satisfactorily, preferably through a multi-disciplinary team of experts. The requirements listed below are representative of the knowledge, skill, and/or ability required:

1. Excellent verbal and written communication skills

2. Skilled in conducting research on best practices and evidence-based programs in the youth development and prevention field both statewide and nationwide

3. Skilled in program development, management, execution, and quality assurance

4. An expert in prevention, community-based organizations, and evaluation / evidence-base, to include familiarity with the work of TGYS and its stakeholders

5. Maintain an internal organizational structure with sufficient size, scope and expertise to direct and ensure the timely performance of all tasks, activities and deliverables required by the Statement of Work.

6. Perform duties independently without close supervision

7. Think critically, analyze, and solve problems

8. Use a collaborative approach with diverse partners, contractors, and community members to achieve a shared vision

9. Understand and effectively apply adult learning pedagogy in training and technical assistance.

Team Members’ Education:

Team members should represent multi-disciplinary expertise, potentially at the doctorate level, including social science research / evaluation, as well as team members who have expertise and skill in project management.

3. MONITORING & QUALITY ASSURANCE:

RFP Exhibit C “Additional Statement of Work Provisions”, Section 1.1.7, contains the requirements pertaining to Monitoring and Quality Assurance that will be part of the Contract issued to the Successful Offeror(s). Potential Offerors are requested to review all of the attachments to this RFP prior to submitting their Proposals.

SECTION V

RESPONSE FORMAT

To facilitate an effective evaluation process, proposals must be submitted in the following format on 8 1/2 by 11 inch paper and all pages should be numbered in the following manner: page____ of ____ pages. Please use double-sided pages. All acronyms in the proposal must be defined. Failure to provide the requested information may result in disqualification of the proposal. Proposals that do not follow the sequence, outline, and response format of this RFP, may be deemed non responsive and disqualified from further consideration. The following are the maximum allowable page numbers for each section of submitted Proposals: Technical Proposal section - maximum of thirty-five (35) pages, Organizational Experience, Capacity and Staff Qualifications – maximum of fifteen (15) pages, Cost Proposal – maximum of ten (10) pages.

A. STATE OF COLORADO REQUEST FOR PROPOSALS SIGNATURE PAGE

Include the State of Colorado Request for Proposals Signature Page. An officer of the Offeror who is legally authorized to bind the Offeror to the proposal must sign this page in ink.

B. TRANSMITTAL LETTER

Submit a Transmittal Letter on your official business letterhead that:

1. Positively states your willingness to comply with all work requirements and other terms and conditions as specified in this RFP.

2. Identifies all material and attachments that comprise your proposal.

3. Is signed by an individual authorized to commit your organization to the proposed work.

4. States whether the Offeror is a partnership, a non-profit corporation, a Colorado corporation, a non-Colorado corporation, or some other business structure. Non-Colorado corporations must register as a foreign corporation to conduct business in Colorado and appoint a resident agent to review process. If the Offeror is a foreign corporation, a limited liability partnership or a limited liability limited partnership, state that the Offeror currently has a Certificate of Good Standing or Certificate of Existence to do business in Colorado. Proof of such certification shall be provided upon request.

5. States whether the Offeror or any of the Offeror's employees, agents, independent Contractors, or proposed subcontractors have ever been an excluded provider, convicted of any criminal charges or actions involving moral turpitude. If yes, attach an explanation.

6. States that the Offeror's Proposal shall remain valid for a minimum of one hundred eighty (180) days from the date of the award.

7. Discloses all current pending contracts with the State of Colorado and all bids or proposals submitted to the State of Colorado but not yet awarded.

8. Identifies all potential conflicts of interest related to this RFP. If any actual or potential conflicts of interest are identified, provide your plan to mitigate the actual or potential conflict of interest. If a conflict of interest cannot be mitigated or resolved, the Offeror’s Proposal may be rejected.

9. Vendor disclosure of services identifies if the vendor or subcontractor will perform the services outside the state of Colorado or United States. If this is the case, provide a brief statement explaining why the vendor believes it is necessary or advantageous to perform the services outside the state of Colorado or United States. Contracts entered into or renewed by a government entity are subject to the following statute(s) under HB 13-1292 “Keep Jobs in Colorado Act of 2013”.

C. TECHNICAL PROPOSAL

1. The Offeror’s Technical Proposal shall be comprised of three clearly identified sections, one for each phase.

2. The Offeror shall describe the Offeror’s approach (project plan) and a project timeline including the applicable SOW activity section numbers to complete the tasks, activities and deliverables of each project phase and additionally describe the Offeror’s capacities and capabilities to perform as described in Statement of Work Section IV, subsections 1, 2 and 3. Identify the RFP Section number of each requirement. Indicate in detail the scope of services included in your proposal. The Technical Proposal should incorporate and demonstrate the Offeror’s understanding of Colorado and Colorado county systems, the community-based organization landscape, community development, prevention services, and Positive Youth Development.

3. Identify any items requested by the State that are not included in the proposal by describing both the RFP Section number of each requirement and the description of that requirement.

a. CDHS requests that Offeror’s responses explain what is possible within the maximum amount available for this project. The Technical Proposal shall identify in detail which items requested by the State or project work elements that are not possible or practical within the overall maximum allowable project budget.

D. POTENTIAL ADDITIONAL FUNDING SCALE-UP

1. As mentioned in Section I.G. Performance Period and Budget, there is a possibility that the TGYS Program may receive additional funding during the initial year in the event that Colorado Ballot Initiative BB is passed. At this time, the TGYS Program cannot project any range of dollar amounts potentially available for this project.

To help CDHS in planning this project for this possibility, we request that Offerors submit a separate document, with the hard-copy sealed in a separate envelope, titled and labeled as “Potential Additional Funding Scale-Up”. The flash/thumb drive electronic copy should include a separate file for this section also titled “Potential Additional Funding Scale-Up”. This document will only be made available for review after the Evaluators have completed their determination and recommendation for award based on Offerors Technical and Cost Proposals. The information requested for this “Potential Additional Funding Scale-Up”, is as follows:

a. We request that if you would be capable of scaling-up work if additional funding became available, please describe in general what this scale-up might look like, and identify the areas of additional work by that may occur in any of the three SOW Phases and identify where possible, by RFP SOW numbers, which SOW items these may involve.

b. Please provide one version, based on an assumption that funding for this project might be increased by 50% along with a high-level estimated cost-range for those SOW scale-up items.

c. Please provide a second version based on an assumption that funding for this project might be increased by 100% along with a high-level estimated cost-range for those SOW scale-up items.

E. ORGANIZATIONAL EXPERIENCE, CAPACITY, AND STAFF QUALIFICATIONS

1. The Offeror’s Proposal shall include evidence that it has the knowledge, skills, abilities and experience in the areas identified by the requirements in Section V, Statement of Work.

2. Describe the Offeror’s experience with similar projects. Submit at least one client reference for each project for a maximum of three projects within the past five years.

In addition to describing how the Offeror shall meet the requirements, the Offeror shall describe their proposed TGYS EB project organizational structure. Offerors shall provide additional details as follows:

i. Offeror’s legal name and address, number of years in business under the current legal name, and the organization’s location(s), including any current or proposed offices in Colorado.

ii. A description of the Offeror’s internal organizational structure proposed to manage and ensure performance for this project, including a delineated management structure.