CNA_Scope_2026_including_Ex_C_and_Eval_Rubric.pdf

EXHIBIT A

SCOPE OF WORK

1.

The City of Phoenix Human Services Department (HSD) seeks to contract with a qualified consultant to conduct a comprehensive Community Needs Assessment (CNA) in the first year of the contract, with targeted updates in the second and third years. The CNA will meet the Office of Head Start and Community Services Block Grant (CSBG) requirements, providing actionable insights into the needs, resources, and priorities of the community served.

2. BACKGROUND

The Human Services Department is the designated Community Action Agency for the City of Phoenix. It provides a comprehensive array of services to help people achieve their highest levels of self-sufficiency through five program divisions, one administration division and a variety of independent programs. Services and programs reach a diverse population of Phoenix residents, from infants participating in Early Head Start programs to older adults attending senior center activities. HSD accomplishes its mission through the following Divisions.

• The Community Services and Initiatives Division (CSID) is committed to developing, implementing, and operating Human Services’ programs to meet emergency, short-term, and long-term needs of eligible low-income residents.

Through three family services centers, residents are offered a broad range of assistance, including information and referral, case management, and emergency financial assistance. CSID involves the community by cultivating strong partnerships and collaborations through its Volunteer Income Tax Assistance and Landlord and Tenant education programming.

• The Early Education Division (EED) provides services to 2,209 children from birth to age five in three distinct early childhood programs designed to support the development and well-being of income-eligible children from birth to age five. The first, Early Head Start Home-Based, is a home visitation program targeting children from birth to three years old, providing personalized support and resources to families directly in their homes. The second, Early Head Start Center-Based, offers a childcare option for children from birth to three, facilitating a safe and nurturing environment while promoting early learning.

The third, Head Start Preschool, is a center-based program for children aged three to five, focusing on preparing children academically and socially for kindergarten. In addition to educational services, families in these programs are provided with comprehensive social services aimed at enhancing family well-being, promoting self-sufficiency, and addressing various familial needs.

These programs work together to foster young children's social competence, emotional development, and readiness for school, while also emphasizing the importance of parents as the child’s first and most influential teacher.

• The Senior Program Division (SPD) is committed to promoting independence, maintaining dignity, and maximizing the quality of life for its customers through socialization opportunities, supportive services, and resource referrals. Services are designed to alleviate isolation and feelings of loneliness, and support and encourage independence for older and disabled individuals. SPD operates 15 senior centers and provides congregate and home-delivered meals to seniors.

• The Workforce Division offers career services, training, and job search support to help Phoenix residents find employment, enhance their skills, and secure long-term career success. Services include: personalized career coaching, job search assistance, skills training and certifications, hiring events and job fairs, and specialized support for veterans, seniors & dislocated workers.

• The Victim Services Division (VSD), which includes operations at the Phoenix Family Advocacy Center (FAC), provides comprehensive services to victims of crimes, such as domestic and sexual violence, child abuse, homicide, cold case sexual assault, and other violent crimes. Utilizing partnerships within community-based organizations, the FAC provides valuable advocacy services to victims and families from a multidisciplinary approach. Services include crisis intervention, safety planning, protective order assistance, short-term counseling, long-term case management, support groups, forensic medical examinations, transportation assistance, and information/referral services. The FAC also provides funding for centralized screening and emergency shelter placement services; housing-based case management for survivors of human trafficking; and referral for rental/utility deposits for victims moving into permanent housing.

• The Strategic Initiatives Section involves the community by cultivating strong relationships to support our Fast Track Cities, Domestic Violence, Human Trafficking, and Age-Friendly Campaigns. Staff achieve this mission through prevention, training, community awareness, and enhancing services for the overall well-being of those we serve.

3. PROJECT DESCRIPTION

The Consultant shall conduct a comprehensive CNA during the first year of the contract, with updates completed in the subsequent two years. At a minimum, the Needs Assessment must fully meet the requirements of both the Office of Head Start and the Community Services Block Grant. In addition, the Consultant will be responsible for collecting and analyzing information that also addresses the needs of other Human Services Department programs, ensuring the Assessment provides a holistic view of community needs, resources, and service gaps across the department.

3.1. The Office of Head Start Program Performance Standards mandate each Early Head Start and Head Start grantee conduct a Community Assessment within its service area that meets community needs and builds on strengths and resources as follows:

(1) The evaluation must use data that describes community strengths, needs, and resources and include, at a minimum, all information identified on the Community Assessment Matrix at the following link:

https://headstart.gov/program-planning/article/community-assessment-matrix.

(2) This assessment should identify populations most in need of services by considering common social, economic, and familial challenges. It should inform the development of fair, inclusive, and accessible services that represent the community's diversity. Additionally, it should guide enrollment, recruitment, and selection processes that prioritize individuals with relevant circumstances. The assessment should also recognize community strengths and resources that can be used for service delivery, coordination, and partnerships across sectors such as education, health, nutrition, and social services. Finally, it should help determine the most effective communication methods and approaches to engage with prospective and enrolled families in accessible ways.

(2) The Assessment must consider whether the characteristics of the community allow it to include children from diverse economic backgrounds that would be supported by other funding sources, including private pay, in addition to the program’s eligible funded enrollment. A program must not enroll children from diverse economic backgrounds if it would result in a program serving less than its eligible funded enrollment.

The Office of Community Services, in compliance with the Community Service Block Grant requirements, has established Organizational Standards that define the components of the Community Assessment conducted every three years. This following link provides access to the CSBG Organizational Standards Resources Guide Organizational Standards – NASCSP.

The Community Needs Assessment shall meet the following requirements for public entities:

Organization al Standard

Requirement

1.2 Analyze information collected directly from low-income

individuals.

https://headstart.gov/program-planning/article/community-assessment-matrix https://headstart.gov/program-planning/article/community-assessment-matrix https://nascsp.org/csbg/csbg-resources/performance-management/organizational-standards/

2.2 Utilize information gathered from key community sectors in assessing needs and resources, including at a minimum:

community-based organizations, faith-based organizations, private sector, public sector, and educational institutions.

3.1 Conduct a community assessment and issue a report every 3 years.

3.2 Collect and include current data on poverty and its prevalence related to gender, age, and race/ethnicity.

3.3 Collect and analyze both qualitative and quantitative data on its service area.

Documentation is required to demonstrate that both types of data are collected to meet the standard:

Qualitative: opinions, observations, and other descriptive information obtained from the community through surveys, focus groups, interviews, community forums, etc.

Quantitative: This is numeric information, such as Census data, program counts, demographic information, and other statistical sources.

3.4 Includes key findings on the causes and conditions of poverty and the needs within the service area.

3.5 The governing board formally accepts the completed

assessment.

4.2 Informs of an outcome-based, anti-poverty-focused

Community Action plan.

6.4 Customer satisfaction data and customer input, collected as part of the community assessment, are included in the agency’s strategic planning process.

3.2. Method of Approach

The Consultant will apply a rigorous and evidence-based methodology to assess the community’s unmet needs and identify gaps in existing services. This assessment will consider the needs of adults, children, and families, as well as the extent to which the community’s straights can address those needs.

The methodological approach will be strengths-based and will integrate relevant data indicators from a variety of credible sources; including community-level analyses for a subset of data indicators using the Community Assessment Matrix, along with methods to incorporate and interpret data to confidently draw well-supported conclusions regarding needs and assets within and across report domains, while examining trends over time.

The Consultant will conduct analyses at the statewide, regional, and community level for additional data indicators. The assessment will incorporate data from CNAs completed by the following entities and community members at a minimum:

• First Things First

• Maricopa County Department of Public Health and Human Services

Department

• Southwest Human Development

• Catholic Charities

• Urban Strategies

• Child Crisis Arizona

• Chicanos Por La Causa

• Low-income and vulnerable households

The Consultant shall analyze the raw data gathered from the entities listed above and incorporate the results into the findings presented in the Final Report.

3.3. Determining Needs and Assets

The Consultant will design and employ appropriate methods to incorporate and interpret data to confidently draw inferences regarding needs and assets within each report domain. Inferences will be based on a meaningful interpretation and synthesis of data included in the report.

The approach for determining unmet needs will include comparing the current circumstances of the young children and families to the desired situation. The Consultant must consider the current needs of adults, children, and families and the assets available to them to meet these needs. Through this process, the Consultant will discern the unmet needs and provide, as feasible, an assessment of the scale / or degree of the unmet needs in the community.

3.4. Limitations and Conclusions

The Consultant is required to identify limitations of the data utilized in the report and discuss any limitations on the inferences or conclusions that can be drawn from the data. Furthermore, the Consultant will discuss possible directions or considerations for future data collection that may address the limitations noted.

A. The Consultant is required to conclude the report by outlining the main findings discussed in the report. In this section, the Consultant will discuss the most pressing needs of young children and their families living in the community, based on an analysis of the gap between needs and identified assets in the areas of employment, education, early learning, income management, housing, emergency services, safety, nutrition, self-sufficiency, health and mental health, services for youth, and services for senior citizens.

3.7. Community Engagement Requirement

The Consultant must gather direct input from community members, clients, and stakeholders in addition to staff feedback. The CNA shall use multiple engagement methods (e.g., surveys, focus groups, or interview) and document participation to show that findings reflect the community served. Reliance primarily on staff input will be considered non-compliant.

4. CONSULTANT RESPONSIBILITIES

4.1. General Requirements:

A. Submit status reports to HSD’s project manager to report on the project's ongoing progress.

B. Collect population demographics for individuals in poverty.

C. Identify community needs and service gaps in the areas of: employment, education, income management, housing, emergency services, nutrition, self-sufficiency, health, services for youth, homeless, victims of violent crime, and services for senior citizens.

D. Identify community strengths and assets.

E. Analyze data and information from internal and external customers, such as demographics, census track data, school district data, local and state reports from community agencies, etc.

F. Collect qualitative data through community forums, surveys, focus groups, and key informant interviews with staff, families, and community agencies, focusing on the areas of employment, education, income management, housing, emergency services, safety, nutrition, self-sufficiency, health, services for youth, and services for senior citizens.

G. Identify key findings on the causes and conditions of poverty and community priorities and provide recommendations and possible solutions in the areas of employment, education, income management, housing, emergency services, safety, nutrition, self-sufficiency, health, youth services, and senior citizens.

H. Provide final report with data sources footnoted.

• Document all meetings and sources of information.

• Prepare Community Assessment Update Reports in the two subsequent renewal periods.

4.2. Specific Requirements:

4.2.1. Assessment Planning:

A. Work with HSD staff to develop an implementation plan that identifies the type of data to be collected, the sources of the data, and the methodology for collecting and analyzing data.

B. Work with HSD staff to identify a list of stakeholders participating in the assessment.

C. Present the implementation plan to the Human Services Commission for formal acceptance through a majority vote of the Commission members.

4.2.2. Describing the Community:

A. Consultants shall gather information to provide a statistical profile of the community that the City of Phoenix serves.

B. Information shall include population demographics for individuals living in poverty, to include at a minimum:

• Gender;

• Age, including children ages 0-2 and 3-5. There should be a breakdown of children identified by age groups, school district, and our service areas: Alhambra, Deer Valley, Fowler, Cartwright, Prendergast, Isaac, Murphy, Roosevelt, Wilson, Phoenix Elementary, Laveen, Riverside, and Washington.

• Race/Ethnicity.

C. The poverty rate for the service area shall be compared to state and national averages. Information must be derived from valid sources, including, but not limited to, the most recent US Decennial Census, American Community Survey, and local agency reports.

D. Additional characteristics and indicators of need shall be included to describe the economic and social conditions of the community, including, but not limited to: unemployment rates, economic indicators, crime rates, housing data, and education figures.

4.2.3. Describing the Current Level of Service and Assets:

A. Consultants shall develop tools and questions to gather qualitative and quantitative data related to the needs, assets, strengths, and gaps in service, in the areas of employment, education, income management, housing, emergency services, safety, nutrition, self-sufficiency, health, services for youth, and services for senior citizens, that impact each of the three categories:

• Individuals;

• Families;

• Agency; and

• Community.

B. Consultant shall administer surveys and/or interviews with service providers, staff, clients, community partners, board members, and stakeholders from the following key sectors of the community:

• Community-based organizations;

• Faith-based organizations;

• Private sector;

• Public sector; and

• Educational institutions.

C. Consultant shall review program reports to identify the types of services available, service levels, and program outputs/outcomes.

D. Consultant shall collect and analyze data based on the following CSBG National Goals:

CSBG National Goals

Goal Description Category

Goal 1 Individuals and families with low incomes are stable and have achieved economic security.

Family

Goal 2 Communities where people with low income live are healthy and offer economic opportunity.

Community

Goal 3 People with low incomes are engaged and active in building opportunities in communities.

Community

Goal 4 (applicable to EED only)

Partnership among supporters and providers of services to low-income people is achieved.

Agency

Goal 5 (applicable to EED only)

Agencies increase their capacity to achieve results.

Agency

Goal 6 (applicable to EED only)

Low-income people, especially vulnerable populations, achieve their potential by strengthening family and other supportive systems.

Family

4.2.4. Determining Service Needs/Gaps:

A. Consultant shall develop a summary of community needs based on the analysis of the following information:

• Key findings on the cause and conditions of poverty.

• Available assets that meet the national goals/performance measures; and

• Gaps of service.

4.2.5. Consultation with the Community:

A. Consultant shall conduct focus groups to confirm the needs summary and identify community priorities.

B. Consultant shall conduct a minimum of three (3) focus groups to include individuals from one or more of the following categories:

• Low-income individuals

• Seniors

• Clients

• Community Partners

• Service Providers

• Staff

• Community stakeholders from key sectors of the community

(community-based organizations, faith-based organizations, private industry, and educational institutions)

C. Consultant shall conduct one (1) focus group with the Human Services Commission.

4.2.6. Priority Needs and Possible Solutions:

A. Consultant shall address community priorities with recommendations and possible solutions that the City of Phoenix can implement in the Community Action Plan.

5. CONSULTANT DELIVERABLE REQUIREMENTS

Consultant shall provide the following:

A. By October 31, 2026, a Draft Report includes, but is not limited to, the significant findings as determined by the minimum requirements of the Head Start Program Performance Standards and Community Services Block Grant regulations.

B. Within seven days following HSD’s review and approval of the Draft Report, Consultant shall submit an updated Draft Report incorporating any changes HSD requires. The updated Draft Report will be a narrative and a pictorial report of findings, such as a PowerPoint presentation and/or a similar statistical report.

C. The Final Report must include significant trends in required data elements and issues facing eligible children and families.

D. By March 16, 2027, complete and submit the Final Report for HSD’s Community Assessment.

E. Present the findings to the Human Services Commission during a regular Commission meeting.

6. HSD RESPONSIBILITIES

A. Assign a staff person as a point of contact for activities associated with the

Scope of Work.

B. Schedule a kick-off meeting to introduce the administrative staff, the project details, the timeline, and expectations.

C. Be responsive to the Consultant by supporting their effort to obtain the required data.

D. Collect surveys and information from Educational Service Providers and the various divisions and programs to augment the necessary data that the Consultant collects.

E. Review Consultant’s Draft Report and provide feedback within 10 business days of receipt.

F. Review and approve Consultant’s Final Report.

EXHIBIT C

Community Needs Assessment – Structured Questionnaire

Section 1 — Method of Approach (3.2)

1. What rigorous, evidence-based methodology will you use to assess unmet needs and identify gaps in existing services?

2. How will your assessment consider the needs of adults, children, and families?

3. In what ways will the community’s strengths be identified and leveraged to address needs?

4. Which data indicators will you integrate, and what credible sources will you use?

5. How will you conduct community-level analyses using the Community Assessment

Matrix for a subset of data indicators?

6. What methods will you use to incorporate and interpret data to confidently draw well-supported conclusions regarding needs and assets within and across report domains?

7. How will you examine trends over time and synthesize findings across domains?

8. At which levels will you analyze additional data indicators (statewide, regional, community)?

9. Which CNAs and community inputs will you incorporate at a minimum (list entities)?

10. How will you analyze the raw data gathered from these entities and incorporate results into the Final Report findings?

Section 2 — Determining Needs and Assets (3.3)

11. What methods will you use to incorporate and interpret data to draw inferences regarding needs and assets within each report domain?

12. How will you ensure inferences are based on a meaningful interpretation and synthesis of included data?

13. How will you compare the current circumstances of young children and families to the desired situation to determine unmet needs?

14. How will you consider the current needs of adults, children, and families and the assets available to meet those needs?

15. How will you estimate the scale or degree of unmet needs in the community?

16. For each domain (employment, education, early learning, income management, housing, emergency services, safety, nutrition, self-sufficiency, health and mental health, services for youth, services for senior citizens), describe your indicators, sources, and analytic approach.

Section 3 — Limitations and Conclusions (3.4)

17. What limitations are present in the data utilized, and how do these limit your inferences or conclusions?

18. What future data collection directions or considerations will address the noted limitations?

19. How will you conclude the report by outlining main findings, especially the most pressing needs of young children and families?

20. Based on the gap between needs and assets, what are your conclusions across the listed areas?

Section 4 — Community Engagement Requirement (3.7)

21. Which multiple engagement methods will you use (surveys, focus groups, interviews, etc.)?

22. How will you document participation to show findings reflect the community served?

23. What steps will you take to ensure direct input from community members, clients, and stakeholders is not outweighed by staff input?

24. How will you meet the minimum of three focus groups and which participant categories will you include?

25. How will you conduct one focus group with the Human Services Commission and what objectives will guide that session?

Section 5 — Consultant Responsibilities: General Requirements (4.1)

26. What is your schedule and format for status reports to HSD’s project manager on ongoing progress?

27. How will you collect population demographics for individuals in poverty?

28. How will you identify community needs and service gaps in the listed areas?

29. How will you identify community strengths and assets?

30. How will you analyze data from internal and external customers?

31. Which qualitative methods will you use and how will you ensure coverage across the listed areas?

32. How will you identify causes and conditions of poverty, community priorities, and provide recommendations and possible solutions?

33. How will you ensure the Final Report includes footnoted data sources and provides Community Assessment Update Reports in the two subsequent renewal periods?

Section 6 — Consultant Responsibilities: Specific Requirements (4.2)

34. How will you work with HSD staff to develop an implementation plan?

35. How will you identify a list of stakeholders participating in the assessment?

36. How will you present the implementation plan to the Human Services Commission for formal acceptance?

37. What information will you gather to provide a statistical profile of the community?

38. How will you report poverty demographics for gender, race/ethnicity, and age groups?

39. How will you compare the service area poverty rate to state and national averages?

40. Which additional characteristics and indicators of need will you include to describe economic and social conditions?

41. What tools and question sets will you use to gather qualitative and quantitative data on needs/assets/strengths/gaps?

42. How will you administer surveys/interviews with stakeholders from key sectors?

43. How will you review program reports to identify types of services, service levels, and program outputs/outcomes?

44. How will you collect and analyze data aligned to the CSBG National Goals?

45. How will you develop a summary of community needs based on key findings, assets, and gaps of service?

46. How will you conduct focus groups to confirm the needs summary and identify community priorities?

47. How will you address community priorities with recommendations and possible solutions that the City of Phoenix can implement in the Community Action Plan?

Section 7 — Deliverable Requirements (Timeline)

48. How will you ensure the Draft Report includes significant findings aligned with Head

Start Program Performance Standards and CSBG regulations by October 31, 2026?

49. What is your process to incorporate HSD’s changes within seven days of review/approval and produce a narrative and pictorial report?

50. How will the Final Report present significant trends in required data elements and issues facing eligible children and families?

51. What steps will you take to complete and submit the Final Report for HSD’s Community Assessment by March 16, 2027?

52. How will you present findings to the Human Services Commission during a regular Commission meeting?

EVALUATION RUBRIC

In accordance with Administrative Regulation 3.10, Qualifications Based Selections, contracts will be awarded to the most highly qualified and responsible offeror(s), taking into consideration the evaluation criteria set forth in the request for qualifications. The evaluation criteria are listed below along with the possible points assigned to each. The evaluation criteria sections will be evaluated in the following format:

Criteria 1: Method of Approach 600 Points

Criteria 2: Qualifications and Experience 300 Points

Criteria 3: Price Proposal (Fee Schedule) 100 Points

TOTAL AVAILABLE POINTS: 1,000 Points

Rating Definitions for Criteria 1 and 2 % of Max Points Above Expectations = The Offeror’s response meets all requirements outlined in the RFP and exceeds what is required in some areas.

100% Points

Meets Expectations = The response meets the requirement(s) outlined in the RFP.

75% Points

Below Expectations = The response minimally addresses the requirement(s) of the RFP, but one or more major considerations of the requirement(s) are not addressed, or the experience and/or solution is so limited that it results in a low degree of confidence in the response or proposed solution.

50% Points

Unacceptable = The response fails to address the requirement(s) of the RFP or fails to provide any experience related to the requirement(s) of the RFP or elements of the proposal are unacceptable.

0 Points

Rating Definitions for Criteria 3 Max Points Lowest price divided by Offeror's price multiplied by total number of points assigned to price.

100 points