ESBD_File_334057_RFP 2308-001 Community Engagement and Event Planning Consulting Services.pdf

Travis County Healthcare District d/b/a Central Health

Request for Proposals

RFP 2308-001

Community Engagement and Event Planning Consulting Services

Aug 18, 2023

Contact: Central Health Purchasing Office 1111 E. Cesar Chavez St. Austin, TX 78702 Phone: 512-978-8157 Email: Balena.Bunch@centralhealth.net

PROPOSALS DUE: September 26, 2023 - 2:00 P.M. Prevailing Central Time

RFP 2308-001 Community Engagement and Event Planning Consulting Services P a g e 2

Request for Proposals RFP 2308-001 Community Engagement and Event Planning Services

Procurement Schedule

Action Date Time Responsibility Location / Details

Solicitation Issue Date Friday, August 18, 2023 5:00 PM Central Health BidSync and Central Health Website

Site Visit (if applicable) N/A N/A Central Health N/A

Pre-Proposal Conference Tuesday, September 5, 2023 9:30 AM Central Health MS Teams

Question Submittal Tuesday, September 12, 2023 5:00 PM Proposers BidSync or purchasing@centralhealth.net

Question Response Tuesday, September 19, 2023 5:00 PM Proposers BidSync

Proposal Submission Tuesday, September 26, 2023 2:00 PM Proposers BidSync or 1111 E. Cesar Chavez, Austin

TX 78702

Proposals received after the Proposal Submission time at the designated location will not be considered.

Protest Deadline See Section II.A.11 Proposers

Initial Contract Duration: 1 Year

Contract Renewal: Optional - Four (4) one-year renewal periods after initial term

Proposals and Prices Good for: 90 days

Multiple Awards: None

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PROPOSAL INSTRUCTIONS

Proposers should note that this Request for Proposals (RFP) is published and accessible through electronic means. Proposers who received notification of this solicitation by means other than through any of the three websites listed below should register with BidSync in order to receive timely notification of any addenda, amendment, and/or other forms of information that may be issued prior to the solicitation submittal date:

http://www.centralhealth.net/finance/purchasing http://www.txsmartbuy.com/sp https://prod.bidsync.com/central-health

Registration is free.

Proposal Submissions: Proposers are strongly encouraged to submit proposals online via BidSync.

Submission via BidSync is the preferred method of submission.

A secondary option is to deliver one (1) printed Proposal via USPS mail, FedEx, DHL, etc.

DUE TO COVID-19 AND CURRENT BUILDING ACCESS RESTRICTIONS, IF YOU PLAN TO

DELIVER A PRINTED COPY TO THE PURCHASING OFFICE, YOU MUST CONTACT THE

PROCUREMENT AUTHORITY PRIOR TO DELIVERY. The printed Proposal with any supporting and/or sample documentation must be delivered in a sealed container that is labeled and addressed as follows:

Attn: RFP 2308-001 Community Engagement and Event Planning Consulting Services Central Health - Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702

Should a Proposer submit both a proposal via Bidsync and deliver a printed Proposal, the Bidsync submitted Proposal will be the proposal of record and will be used for the purposes of the RFP. Proposals submitted in a format other than 1) online via BidSync or 2) delivery of a printed proposal to the address above will not be considered.

It is the Proposer’s sole responsibility to ensure that it obtains any and all addenda and/or amendments to this RFP; addenda and amendments will be posted on the website the day they are released. In the event of a conflict between a version of the RFP in the Proposer’s possession and the version maintained by Central Health, the version maintained by Central Health will control.

All Proposals will be submitted and/or delivered on or before the closing date and time for receipt of Proposals. Proposals received at the designated location after the published time and date will not be considered.

http://www.centralhealth.net/finance/purchasing https://prod.bidsync.com/central-health

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TABLE OF CONTENTS

I. INTRODUCTION

A. Entity Background B. Purpose of Request for Proposals C. Procurement Authority D. Definition of Terminology A. Pre-proposal Conference B. Deadline to Submit Questions C. Response to Written Questions D. Submission of Proposal E. Proposal Evaluation F. Selection of Finalists G. Interviews of Short-listed Finalists H. Contract Award I. Protest Deadline

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights

Amending Proposals Withdrawing Proposals Designating Proposal Contents as Confidential or Proprietary

B. Obligations

1. Conditions and Contract Terms Associated with RFP

2. Costs Associated with Procurement

3. Electronic Mail Address

4. Identification and Selection of Subcontractors

5. Historically Underutilized Business (HUB) Program and Good Faith Effort

6. Suspension and Debarment Certification

7. Conflict-of-Interest Questionnaire (CIQ Form)

8. Certificate of Interested Parties (Form 1295)

9. Good-Faith Negotiations

IV. CENTRAL HEALTH RIGHTS

Summary of Rights

Reject any or all Proposals without obligation or liability to any Proposer;

Accept a Proposal other than the lowest-price Proposal (as applicable);

3. Award a Contract on the basis of an initial Proposal received without discussions or requests for Best and Final Offers;

4. Request Best and Final Offers from any or all Proposers;

Procure the Services in whole or in part by other means;

6. Award more than one Contract; and/or Not award any Contract

Termination of RFP C. Waive Minor Irregularities D. RFP Amendments E. Negotiate Additional Contract Terms F. Accept Contract Deviations G. Investigate Proposers H. Request Change in Proposer Representatives I. Assert Ownership of Proposals

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V. PROPOSAL FORMAT AND ORGANIZATION

A. Proposal Format

Proposal Organization Letter of Transmittal – Required Table of Contents - Optional Proposal Summary - Optional Response to Narrative Prompts - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Historically Underutilized Business (HUB) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation

Completed Insurance Coverage Form - Required

Other (optional) supporting material (may be included)

VI. PROPOSAL CONTENT REQUIREMENTS

A. Narrative Prompts/Evaluation Criteria B. Evaluation Process

Exhibit A: Scope of Work Attached

Exhibit B: Price/Cost Attached

Exhibit C: Acknowledgement of Receipt Attached

Exhibit D: Historically Under-Utilized Business Form Attached

Exhibit E: Conflict of Interest Questionnaire Attached

Exhibit F: Certificate of Secretary Attached

Exhibit G: Sample Contract with Required Contracts Terms and Conditions Attached

Exhibit H: Business Associate Agreement Attached

Exhibit I: Certificate of Interested Parties Attached

Exhibit J: Not Used N/A

Exhibit K: Insurance Coverage Attached

Exhibit L: Not Used N/A

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I. INTRODUCTION

A. Entity Background The Travis County Healthcare District d/b/a Central Health (“Central Health”) is a special purpose district created under Chapter 281 of the Texas Health and Safety Code that is responsible for providing hospital and medical care to the indigent and needy residents of Travis County. Together with its affiliates, the Community Care Collaborative, Sendero Health Plans, Inc., and Central Texas Community Health Centers d/b/a CommUnityCare (all four entities collectively, “TCHD Entities”), Central Health ensures low-income and uninsured residents receive timely access to quality health care services.

B. Purpose of Request for Proposals

Central Health is seeking a consultant or consulting team to support the Communications Team and the Central Health Equity Policy (CHEP) Council in developing a comprehensive communication strategy and policy advocacy strategy. The goal is to align these strategies with the organization’s mission, goals, and values, with a strong emphasis on effectively disseminating information, engaging the community, and driving policy and advocacy initiatives.

The consultant or consulting team will collaborate closely with the Communications Team and the Strategy team to ensure that both strategies are interconnected and mutually reinforcing. By aligning these strategies, the consultant or consulting team will facilitate effective communication, engagement, and advocacy efforts, driving positive policy changes and advancing equity in public health. Through our collective efforts, we seek to shape and influence policies that promote health equity and improve the well-being of our community.

C. Procurement Authority Central Health has designated a Procurement Authority who is responsible for the conduct of this procurement on behalf of Central Health; therefore, all deliveries (including Proposal delivery) shall be addressed as follows:

RFP 2308-001 Community Engagement and Event Planning Consulting Services Central Health – Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702 Balena.Bunch@centralhealth.net

Any inquiries or requests regarding this procurement should be submitted to the Procurement Authority as identified on BidSync and Central Health’s Website:

http://www.centralhealth.net/finance/purchasing. Proposers shall ONLY contact the Procurement Authority regarding this procurement. Proposers shall NOT contact individual Central Health Board Members, Central Health executive team leaders or staff regarding this solicitation. Such contact may result in disqualification of the Proposer initiating the contact.

D. Definition of Terminology This section contains definitions and abbreviations that are used throughout this procurement document.

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“BAFO” request for a Best and Final Offer.

"BidSync Website" is the following link:

https://prod.bidsync.com/central-health

"Central Health Website" is the following link:

http://www.centralhealth.net/finance/purchasing.

"Close of Business (COB)" means 5:00 PM Prevailing Central Time.

"Contract" means a written agreement for the procurement of items of tangible personal property or services.

"Determination" means the written documentation of a decision by the Procurement Authority, including findings of fact supporting a decision. A Determination becomes part of the procurement file.

"Desirable" means that the terms “may”, “can”, “should”, “preferably”, or “prefers” identify a Desirable or discretionary item or factor (as opposed to “Mandatory”).

“Duly Authorized Representative” means the individual who is authorized to submit a Proposal to this RFP on behalf of Proposer and to bind the Proposer to any Contract that may result from the Submission of Proposal.

“ESBD” is the following link: http://www.txsmartbuy.com/sp

"Evaluation Committee" means a body appointed by Central Health management to perform the evaluation of Proposals.

"Evaluation Committee Report" means a document prepared by the Procurement Authority and the Evaluation Committee for Contract/s award. It contains all written Determinations resulting from the RFP.

"Finalist" is defined as a Proposer who meets all the Mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

"Mandatory" means that the terms “must”, “shall”, “will”, “is required”, or “are required” identify a Mandatory item or factor (as opposed to “Desirable”). Failure to meet a Mandatory item or factor will result in the rejection of the Proposer's Proposal.

“Principal” is a person in charge of an organization who takes leadership.

https://prod.bidsync.com/central-health

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"Proposer" is any person, entity, corporation, or partnership that submits a Proposal.

"Procurement Authority" means a person or designee authorized by Central Health to manage or administer a procurement requiring the evaluation of the RFP Proposal.

"Request for Proposal" or “RFP” means all documents, including Attachments and Exhibits, which are hereby incorporated by reference and considered a part of the Proposals.

"Responsible Proposer" means a Proposer who submits a Proposal and who has furnished, when required, information and data to prove that on the basis of demonstrated competence and qualifications, its financial resources, production and service facilities, personnel, service reputation and experience are adequate to satisfactorily perform the Services or provide items of tangible personal property described in the Proposal.

"Responsive Proposal” means a Proposal that includes all required documentation and conforms in all material respects to the requirements set forth in the Request for Proposals. The Proposal to this Request for Proposals must include responsive information, which support the Proposer’s competence, qualifications, and ability to perform the Services, including, but not limited to, quality, quantity, and delivery requirements.

“Timely Response” means the potential vendor or contracted vendor will respond to all requests from the Procurement Authority or any Central Health representative by the deadlines provided in the request. Vendor may propose an alternative deadline to the Procurement Authority, but the decision whether or not to extend any deadline is solely within the discretion of Central Health. Failure to respond timely to requests may be grounds for invalidating a bid or canceling an awarded contract.

II. PROCUREMENT SCHEDULE

This section of the RFP describes all major events listed in the RFP Schedule. The Procurement Authority will make every effort to adhere to the Procurement Schedule set forth in this RFP.

A. Pre-proposal Conference

If a pre-proposal meeting is held the date and time of that conference will be noted in the Procurement Schedule on page 2 of this RFP. Conference call and video conference information will be available the day before the meeting and will be posted on BidSync and Central Health’s website.

B. Deadline to Submit Questions All Proposers are expected to carefully examine this RFP. Any ambiguities or inconsistencies therein should be brought to the attention of the Procurement Authority as described in this RFP.

Additionally, it is the responsibility of the Proposer to obtain clarification of any information contained herein that is not fully understood. Proposers may submit written questions via BidSync.

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C. Response to Written Questions Written responses to all questions submitted by potential Proposers will be addressed in either a RFP addendum or question and answer document that will be posted on BidSync by Close of Business per the Question Response Date as indicated in the Procurement Schedule on page 2 of this RFP.

Any verbal statement made by Central Health regarding the RFP prior to the award will be considered non-binding. The only formal interpretation of the RFP will be made by addendum or a question-and-answer document issued by the Procurement Authority.

D. Submission of Proposal The Procurement Authority or designee must receive all proposals for review and evaluation no later than 2:00 PM Central Time per the Proposal Submission Date as indicated in the Procurement Schedule on page 2 of this RFP. Proposals received after this deadline will not be accepted. Refer to Proposal Instructions on page 3 of this RFP for Proposal Submission instructions.

Proposals submitted via Bidsync (preferred method), BidSync.com will automatically record the date and time of receipt of each correctly submitted Proposal.

The date and time of receipt will be recorded on each printed Proposal. The Proposal must be addressed and delivered to the Procurement Authority in a sealed container at the address listed in 1.C above. Proposals submitted by facsimile or other electronic means will not be accepted.

A public log will be kept of the names of all organizations that submit a Proposal. Unless required by law, the contents of any Proposal will not be disclosed to competing Proposers prior to Contract award.

E. Proposal Evaluation The Evaluation Committee will evaluate the Proposals. The Procurement Authority may initiate discussions with Proposers who submit Responsive or potentially Responsive Proposals, but Proposals may be accepted and evaluated without such discussion. Any resulting clarifications will be issued to all Proposers. While Proposers may initiate requests for clarifications pursuant to above, general discussions SHALL NOT be initiated by the Proposers. The Evaluation Committee will evaluate and score written Proposals using the evaluation criteria identified in section VII. EVALUATION CRITERIA.

F. Selection of Finalists The selection process may be conducted in two steps. In step one, the Evaluation Committee will evaluate and score written Proposals using the evaluation criteria identified in section VII.

EVALUATION CRITERIA. Based on the scoring in step one, the Evaluation Committee, as step two, may develop a “short list” of Proposers who may be invited to interview with the Evaluation Committee. Only "short listed" Finalists will be considered for further evaluation and invited to participate in the subsequent steps of the procurement process.

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G. Interviews of Short-listed Finalists

Based on step one of the selection process, Central Health, at its sole discretion, may determine that it is necessary to interview the short-listed finalists prior to making a recommendation to ask for a Best and Final Offer (“BAFO”) or to recommend Contract award. If Central Health desires to conduct interviews, which may be done in multiple phases, short-listed finalists will be invited to present their Proposals and other requested information to the Evaluation Committee. The purpose of interviews, if conducted, is to ensure the Evaluation Committee’s understanding of the Proposals and Proposer’s qualifications, as well as, to evaluate the Proposer’s team under the criteria set forth in section VII. EVALUATION CRITERIA. When conducted, interview scores will be used as an additional consideration for recommendation and award of a Contract. The Procurement Authority will schedule the time for each Proposer presentation, if applicable. All Proposer presentations will be held as virtual, conference call presentations.

H. Contract Award

Central Health may but is not obligated to award one or more Contracts to the Proposer/s that best satisfies Central Health’s requirements and provides the best overall value to Central Health for the Scope of Work.

As of the date of issuance, a single award is contemplated.

I. Protest Deadline Protest of Contract award by a Proposer that was not recommended for same must be submitted in writing to the Procurement Authority within ten (10) calendar days after Central Health notifies Proposers of a Contract award. The written protest must clearly set forth the arguments supporting the protest and, if desired, should include a request for an expedited hearing with the Procurement Authority. The Procurement Authority will rule on the protest in writing within ten

(10) business days from the date it receives the written protest and any hearing. Any appeal of the Procurement Authority’s decision must be made within ten (10) calendar days after receipt thereof and submitted to the Procurement Authority, who will present the matter for final resolution to the Central Health President and CEO or his/her designee. The Proposer will be notified of the time and place the appeal is to be heard and afforded an opportunity to present evidence to the Central Health President and CEO or his/her designee in support of the appeal.

Central Health's decision on appeal is final.

Protests received after the deadline will not be accepted.

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights Amending Proposals

Any Proposer may submit an amended Proposal before the deadline for receipt of Proposals.

Such amended Proposals must be complete replacements for a previously submitted Proposal and must be clearly identified as such in the transmittal letter. Central Health will not merge, collate, or assemble Proposal materials.

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Withdrawing Proposals

Proposers will be allowed to withdraw their Proposals at any time prior to the deadline for receipt of Proposals. To withdraw a Proposal, the Proposer must submit a written withdrawal request signed by the Proposer’s Duly Authorized Representative and addressed to the Procurement Authority.

Designating Proposal Contents as Confidential or Proprietary Proposers may mark, stamp, or imprint the words “proprietary” or “confidential” on any pages of the Proposal that include information of this type. However, Proprietary or confidential information should be readily separable from the Proposal in order to facilitate eventual public inspection of the other portions of the Proposal. Central Health will not sort, otherwise isolate, or redact proprietary or confidential information embedded within the body of a Proposal.

B. Obligations

1. Conditions and Contract Terms Associated with RFP Proposers must indicate their acceptance of all conditions governing the RFP in their letter of transmittal. However, a Proposer’s failure to do so will not operate to exempt Proposer from these conditions, as the act of submission itself constitutes acceptance of the conditions, including the evaluation criteria contained in section VII. EVALUATION CRITERIA of this RFP.

Additionally, Proposers must agree to include the terms contained within Exhibit G – Sample Contract with Required Contract Terms and Conditions, which is incorporated in this RFP, in any Contract that results from this RFP and to execute the Business Associate Agreement contained within Exhibit H, of this RFP.

2. Costs Associated with Procurement Any and all costs incurred by the Proposer in preparation, transmittal, and presentation of any Proposal or material submitted in response to this RFP will be borne solely by the Proposer.

3. Electronic Mail Address A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Therefore, all Proposers must have a valid e-mail address to receive correspondence.

4. Identification and Selection of Subcontractors The term “subcontractor” includes sub-consultants. Proposer’s intended use of subcontractors must be clearly explained in its Proposals, and major subcontractors must be identified by name.

The awarded Proposer will be wholly responsible for the entire performance of the Contract, whether or not subcontractors are used, and Proposer expressly acknowledges that in entering into such subcontract(s), Central Health is in no manner liable to any subcontractor(s). Awarded Proposer further acknowledges that Central Health will make Contract payments only to the awarded Proposer.

5. Historically Underutilized Business (HUB) Program and Good Faith Effort Proposers will be required to make a "good faith effort" to take all necessary and reasonable steps

P a g e 12 to ensure that certified HUBs (see next paragraph) have the maximum opportunity to participate in the performance of any Contract that results from this RFP as subcontractors. An awarded Proposer’s failure to carry out this “good faith effort” will constitute a breach of Contract and may result in termination of the Contract.

HUB contractors and subcontractors must be certified as a HUB, Minority/Women-Owned Business Enterprises, or Disadvantaged Business Enterprise source by a recognized governmental program, such as:

• City of Austin Municipal Government;

• Texas Unified Certification Program; or

• State of Texas; or

• Other certification entity recognized by Travis County, Texas

Any subcontractor who Proposer intends to subcontract with at the time of Proposal submission and that is identified, as a HUB will be required to submit a copy of its certification with this Proposal. Central Health reserves the right to verify any entity's HUB status prior to Contract award.

6. Suspension and Debarment Certification The Proposer will certify, by signing the Acknowledgement of Receipt Form, attached hereto as Exhibit C, that to the best of its knowledge and belief that the Proposer and/or its Principals or subcontractors are not and have not been debarred, suspended, proposed for debarment or declared ineligible for the award of Contracts by any federal department or district.

7. Conflict-of-Interest Questionnaire (CIQ Form) Pursuant to Chapter 176 of the Texas Local Government Code, the awarded Proposer, if any, will be required to complete the Conflict-of-Interest Questionnaire ("CIQ"), which is attached to this RFP as Exhibit E, and submit it together with the Contract, if the Proposer has: (i) an employment or other business relationship with a local government officer of Central Health or a family member of same; (ii) given a local government officer of Central Health or a family member of same one or more gifts having an aggregate value as specified in Exhibit E or (iii) has a family relationship with a local government officer of Central Health. For additional information concerning filling out the CIQ, see https://www.ethics.state.tx.us/forms/CIQ.pdf .

8. Certificate of Interested Parties (Form 1295) Section 2252.908 of the Texas Government Code prohibits a governmental entity, like Central Health, from entering into certain Contracts, unless the business entity submits a Certificate of Interested Parties form, attached to this RFP as EXHIBIT I, to the governmental entity at the time the business entity executes a Contract. Form 1295 is applicable to any of awarded Proposer’s directors, officers, or employees who hold a controlling interest (10% or more ownership) in the business entity and who actively participated in facilitating the Contract or negotiating the terms of same (broker, intermediary, advisor, and/or attorney), if any.

https://www.ethics.state.tx.us/forms/CIQ.pdf

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9. Good-Faith Negotiations The Procurement Authority or designee will participate in all discussions with Proposers.

Discussions will only be conducted with responsible Proposers who submit Responsive Proposals to the RFP, which are determined to be reasonably acceptable of being selected for award. Those Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Proposals. Proposers may be required to submit additional information and/or clarify previously submitted information during negotiations.

Revisions and supplements to Proposals may also be permitted after submission and before Contract award for the purpose of obtaining BAFOs in Central Health’s sole discretion. Any BAFO, as well as the entire Proposal, will become part of Central Health’s awarded Contract.

Central Health reserves the right to negotiate the price and any other term with any, all, or none of the Proposers. Any oral negotiations must be confirmed in writing prior to an award.

IV. CENTRAL HEALTH RIGHTS

Summary of Rights Central Health may:

Reject any or all Proposals without obligation or liability to any Proposer;

Accept a Proposal other than the lowest-price Proposal (as applicable);

3. Award a Contract on the basis of an initial Proposal received without discussions or requests for Best and Final Offers;

4. Request Best and Final Offers from any or all Proposers;

Procure the Services in whole or in part by other means;

6. Award more than one Contract; and/or Not award any Contract.

Termination of RFP

This RFP may be canceled at any time and any and all Proposals may be rejected in whole or in part if Central Health determines such action to be in Central Health’s best interest.

C. Waive Minor Irregularities

The Evaluation Committee reserves the right to waive minor irregularities (e.g. Proposer submits the incorrect number of Proposal copies or does not sign all Proposal copies) in the Proposals.

The Evaluation Committee also reserves the right to waive certain, non-mandatory requirements contained herein if the Proposal otherwise meets the mandatory requirements and/or waiving the minor irregularity does not otherwise materially affect the procurement. This right may be exercised at the Evaluation Committee’s sole discretion.

D. RFP Amendments Central Health reserves the right to issue amendments to this RFP before the date on which Proposals are due.

E. Negotiate Additional Contract Terms Central Health reserves the right to modify and negotiate with a successful Proposer provisions

P a g e 14 in addition to those attached to this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Proposer's Proposal will be incorporated into and become part of the Contract.

F. Accept Contract Deviations Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between Central Health and the selected Proposer and will not be deemed an opportunity to amend the Proposer’s Proposal. If a Proposer requests significant changes to either the required Contract terms or the terms of the Business Associate Agreement, Proposer’s Proposal may be considered non-Responsive and result in Proposers’ disqualification or, if such changes are requested post-Proposal submission in violation of this RFP, will result in termination of negotiations and Contract award.

G. Investigate Proposers The Evaluation Committee may make such investigations as necessary to determine the qualifications and ability of the Proposer to adhere to the requirements specified within this RFP.

The Evaluation Committee will reject any Proposal that is submitted by a Proposer who it deems unqualified or who otherwise fails to submit a responsive Proposal. Central Health may also investigate a Proposer’s prior contract relationships, contact references provided by Proposer, and explore and consider prior public statements or actions by a Proposer or any of its key personnel that may be relevant to the performance of the tasks in the RFP or the ability of the Proposer to perform such tasks.

H. Request Change in Proposer Representatives Central Health reserves the right to require a change in the representatives that Proposer submits with the Proposal, if the assigned representatives are not, in the opinion of Central Health, able to adequately meet Central Health’s needs.

I. Assert Ownership of Proposals All documents submitted in response to this Request for Proposals will become the property of Central Health.

V. PROPOSAL FORMAT AND ORGANIZATION

This section of the RFP describes the format and organization of the Proposer's Proposal.

Failure to conform to the requirements contained herein may result in disqualification of the Proposal.

A. Proposal Format All Proposals, electronic or printed, must delineate each section. The page limit should be no more than forty (40) pages (20 front/back if printed) not including tabs and required forms (see item B. below), or as further instructed in this RFP. If submitting a printed Proposal the Proposal must be in a binder with tabs delineating each section.

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Proposal Organization The Proposal must be organized and indexed in the following format and must contain, as a minimum, all items that are listed as required in the sequence indicated.

Letter of Transmittal – Required

• Identify the submitting organization;

• Identify the name, title, e-mail address and telephone number of the person authorized to contractually obligate the organization or individual proposing;

• Identify the name, title, e-mail address, and telephone number of the person authorized to negotiate a Contract on behalf of the organization;

• Identify the names, titles, e-mail addresses, and telephone numbers of persons to be contacted for Proposal clarification;

• Explicitly indicate acceptance of Sections II through IV of this RFP;

• Be signed by the person authorized to contractually obligate the organization;

and

• Acknowledge receipt of all, if any, addenda to this RFP.

Table of Contents - Optional Proposal Summary - Optional Response to Narrative Prompts - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Historically Underutilized Business (HUB) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation Completed Insurance Coverage Form - Required Other (optional) supporting material (may be included)

The forms listed behind the numbers 5, 6, 8 and 9 must be thoroughly completed, executed and witnessed, if and as required, and included in the appropriate section of the Proposal.

Proposals must include all Attachments and Exhibits in order to be considered Responsive.

Any Proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

VI. PROPOSAL CONTENT REQUIREMENTS

Proposers shall respond in the form of a detailed narrative to each of the narrative prompts contained in Item A below and based on information provided in in Exhibit A:

Scope of Work and Exhibit B: Price/Cost. The narratives, along with supporting materials, will be evaluated and awarded points accordingly.

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Failure to respond to the following mandatory narrative prompts will result in disqualification of the Proposal as non-responsive.

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A. Narrative Prompts/Evaluation Criteria

Item EVALUATION CRITERIA Weight (%)

1. Demonstrated experience in policy research, analysis, and synthesis 20

2. Demonstrated experience in community organizing, outreach, and advocacy 20

3.

Demonstrated experience in creating visually appealing and accessible outreach materials, including communicating complex health information to various audiences

4. Demonstrated experience in project management for large and complex projects 20

5. Demonstrated experience in event management 20

Total 100%

6. Interview (If Needed) 20

1. Demonstrated experience in policy research, analysis, and synthesis - 20 pts

a. Policy Reports or One-Pagers: Evaluate the vendor's capability to produce policy reports or one-pagers. Consider the quality, depth of analysis, and relevance of the content in addressing policy issues.

b. Policy Committees or Meetings: Assess the vendor's involvement in facilitating or supporting policy committees or meetings. Consider their role in organizing, moderating, or contributing to policy discussions.

c. Policy Updates to Community Partners and/or Key Stakeholders: Evaluate the vendor's effectiveness in communicating policy updates to community partners and key stakeholders. Consider their use of newsletters, emails, or social media content to disseminate information.

d. Health-Related Policy Campaigns: Assess the vendor's experience in supporting health-related policy campaigns. Consider their role in strategizing, coordinating, or executing campaigns aimed at promoting specific health policies.

2. Demonstrated experience in community organizing, outreach, and advocacy - 20 pts

a. Developing Outreach Strategies for Underserved Communities: Evaluate the vendor's ability to create outreach strategies that prioritize engaging underserved communities and populations. Consider the effectiveness of their approaches in reaching and addressing the needs of these communities.

b. Working with Key Stakeholders, Community Leaders, and Policymakers: Assess the vendor's experience in collaborating with key stakeholders, community leaders, and policymakers to advance an organization's policy priorities. Consider their ability to build relationships, communicate effectively, and advocate for policy changes.

c. Collaborations with Local Community-Based Organizations and/or Community Groups: Evaluate the vendor's track record of successful collaborations with local

P a g e 18 community-based organizations and community groups. Consider the impact of these collaborations on community engagement and outreach.

d. Proven ability to implement proven public engagement efforts, particularly for government organizations: Assess the vendor's knowledge and experience implementing community engagement methods for public entities and healthcare organizations.

3. Demonstrated experience in creating visually appealing and accessible outreach materials, including communicating complex health information to various audiences

– 20 pts

a. Quality of Reports/Presentations: Evaluate the clarity, organization, and design of two reports or presentations created or assisted by the vendor. Consider how well sample materials communicate complex health information in an accessible manner to diverse audiences.

b. Accessibility and Inclusivity: Assess how the vendor ensures accessibility and inclusivity in their outreach materials. Consider factors such as readability, compliance with accessibility guidelines (e.g., ADA compliance), and efforts to reach audiences with diverse abilities and backgrounds.

c. Creativity and Visual Appeal: Evaluate the creativity and visual appeal of the outreach materials. Consider the use of graphics, charts, images, and other visual elements that enhance the overall presentation and engagement.

d. Adaptability to Different Audiences: Assess the vendor's ability to tailor outreach materials for different target audiences, such as patients, healthcare professionals, policymakers, etc. Consider how well they address the specific needs and preferences of each audience group.

4. Demonstrated experience in project management for large and complex projects - 20 pts

a. Project Scope and Scale: Evaluate the vendor's experience in managing large and complex projects. Consider the size of the projects they have handled, the number of stakeholders involved, and the scope of the projects.

b. Project Planning and Execution: Assess the vendor's approach to project planning and execution. Consider their ability to set clear objectives, develop timelines, allocate resources, and manage project risks.

c. Stakeholder Management: Evaluate the vendor's effectiveness in managing relationships with stakeholders. Consider how well they communicate with stakeholders, address their concerns, and ensure their involvement throughout the project.

d. Problem Solving and Adaptability: Assess the vendor's ability to handle unexpected challenges and changes in project requirements. Consider their problem-solving skills and flexibility in adjusting project plans when necessary.

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5. Demonstrated experience in event management - 20 pts

a. Large-Scale Event Planning: Evaluate the vendor's ability to plan large-scale events effectively. Consider how they handle logistics, coordinate with vendors and partners, and ensure all necessary resources are in place.

b. Event Promotion and Outreach: Assess the effectiveness of the vendor's event promotion and outreach strategies. On-Site Event Management: Evaluate the vendor's ability to manage events on-site. Consider their coordination of activities, handling of event-related issues, and ensuring a smooth experience for participants.

c. Post-Event Evaluation and Reporting: Assess the vendor's approach to post-event evaluation and reporting. Consider their ability to gather feedback from participants, assess the event's success against objectives, and provide comprehensive reports.

B. Evaluation Process

1. Proposals will be reviewed for compliance with the above criteria for this solicitation.

Proposals deemed non-responsive will be eliminated from further consideration.

2. The Procurement Authority may contact the Proposer for clarification of the Proposal as specified in above.

3. The Evaluation Committee may use other sources of information to perform the evaluation as specified in Proposal Evaluation.

4. Responsive Proposals will be evaluated using the criteria set forth in the table above.

The Responsive and Responsible Proposers with the highest scores may be selected as short-listed Finalists. Said short-listed Finalists may be invited to present their Proposals to the Evaluation

5. Committee. Points awarded from the interviews, if any, will be added to Proposer’s overall score.

6. The Proposer whose Proposal is most advantageous to Central Health, taking into consideration the stated EVALUATION CRITERIA, may be recommended for Contract award as specified in above. Proposers who are asked or chosen to submit a revised Proposal for the purpose of obtaining Best and Final Offers may have their points recalculated accordingly. Please note however, that a serious deficiency in the initial Proposal may be grounds for rejection regardless of overall score.

7. Proposers or potential contracted vendors will respond to all requests by the Central Health Purchasing Office within the deadline timeframe provided in the request.

Proposers or potential contracted vendors may propose an alternative deadline to the Procurement Authority, but the decision whether or not to extend any deadline is solely within the discretion of Central Health. Failure to respond by the given deadline may result in proposer being deemed non-responsive.

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Exhibit A

SCOPE OF WORK

RFP 2801-001

Community Engagement and Event Planning Consulting Services

Background:

Central Health is the local public entity dedicated to providing equitable access to high-quality healthcare services for individuals with limited income and those with no insurance coverage.

Central Health operates in collaboration with a network of strategic partners, working collectively to eliminate health disparities and achieve our vision of transforming Travis County into a model healthy community.

We are driven by a deep commitment to our mission: By caring for those who need it most, Central Health improves the health of our community. While Central Health’s statutory mandate is to provide medical and healthcare services to individuals with low incomes, we also believe that achieving sustainable improvements in the health of those we serve also requires attention to social determinants of health and advocating for policy changes that promote equitable healthcare practices.

Purpose:

Central Health is seeking a consultant or consulting team to support the Communications Team and the Central Health Equity Policy (CHEP) Council in developing a comprehensive communication strategy and policy advocacy strategy. The goal is to align these strategies with the organization’s mission, goals, and values, with a strong emphasis on effectively disseminating information, engaging the community, and driving policy and advocacy initiatives.

The consultant or consulting team will collaborate closely with the Communications Team and the Strategy team to ensure that both strategies are interconnected and mutually reinforcing. By aligning these strategies, the consultant or consulting team will facilitate effective communication, engagement, and advocacy efforts, driving positive policy changes and advancing equity in public health. Through our collective efforts, we seek to shape and influence policies that promote health equity and improve the well-being of our community.

Scope of Work:

The scope of work for this project is divided into two main components, each addressing distinct aspects of Central Health’s operations and objectives. These components are managed by two key teams within the organization: the Communications and Community Engagement Team and the Strategy Team, which oversees the Central Health Equity Policy Council.

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Component 1: Communications and Community Engagement

Task #1. The consulting team will provide planning and execution support on community events, including but not limited to:

A. Collaborating with staff on logistics event planning B. Securing venues and vendors C. Providing event support on event days

Task # 2: The consulting team will provide support on strategy implementation to keep Central Health’s Community Health Champions informed and engaged. This includes the coordination of (planning, preparing, note-taking and follow-up) monthly meetings with the Community Health Champions Alumni Engagement Committee and supporting Community Engagement staff and Committee on action items to activate the broader network of Community Health Champions on engagement priorities. This includes supporting the execution of the Meetings-in-a-Box initiative, as well as any other action items the Committee deems priority.

A. Project Management and Coordination Support for Engagement Staff

a) 3 Community Conversations in the Spring: logistical support

B. Community Health Champion Alumni Engagement Committee

a) Provide support for the Meetings in a Box initiative by identifying locations and points of contact for community presentations by Health Champion alumni. These locations will be focused in four zip codes identified as priority focus areas in the 2022 Central Health Demographic Report (78701, 70702, 78741, 78744).

b) Provide support with three (3) Lunch N’ Learn sessions including planning and executing event logistics.

c) Provide support with note taking and follow up on action items for the following Alumni Engagement Committee meetings:

i. Wednesday, October 11, 2023 | 9 – 10 a.m.

ii. Wednesday, November 8, 2023 | 9 – 10 a.m.

iii. Wednesday, December 13, 2023 | 9 – 10 a.m.

iv. iv. 2024 dates – TBD

C. Community Health Champion Workshops

a) Provide logistical support for the Community Health Champions program (ex: assisting with recruitment materials and planning, communication templates, action item follow up, etc.)

i. Thursday, October 14, 2023 | 2:30 – 5 p.m.

ii. Thursday, November 14, 2023 | 2:30 – 5 p.m.

iii. Thursday, November 14, 2023 | 2:30 – 5 p.m.

iv. Thursday August TBD, 2024 | 12 – 5 p.m.

v. Thursday, September TBD, 2024 | 2:30 – 5 p.m.

vi. iv. 2024 dates – TBD

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D. Community Health Champion End of Year Celebration

a) Event planning and coordination support. This includes support with finding a venue, food, sponsorships, decorations, and volunteer management.

b) Thursday, December 14, 2023 | 6 – 8 p.m.

E. Accelerated Community Health Champions

a) Provide logistical support for the Accelerated Community Health Champions program (ex: identifying venues and points of contact to facilitate workshops in communities that Central Health will determine, assisting with recruitment materials and planning, communication templates, action item follow up, etc.)

i. Recruitment period – January through March 2024

ii. Workshops – TBD March through April

F. 2024 Community Health Champions Recruitment

a) April through June 2024

Component 2: Strategy Team/Central Health Equity Policy (CHEP) Council

The Central Health Equity Policy (CHEP) Council, established in 2015, comprises representatives from over 80 community partners who came together to advocate for innovative clinical and public policies aimed at reducing health disparities for Austin-Travis County residents with incomes at or below 200% of the Federal Poverty Level. Operating at the intersection of healthcare, policy, and advocacy, Central Health recognizes that sustainable, long-term improvements in health and healthcare require addressing social determinants of health and advocating for policy changes that support equitable healthcare practices. With an active commitment to engaging community stakeholders, policymakers, and key influencers, the CHEP Council strives to shape and influence policies that promote health equity and advance the overall well-being of the community it serves.

A. Research and Policy Recommendations

a) Conduct research on emerging health issues, best practices, and policy recommendations relevant to Central Health's objectives.

b) Synthesize research findings into actionable policy recommendations for the consideration of the Policy Council.

c) Assist in convening and facilitating research committees to gather diverse perspectives and expertise.

d) Prepare quarterly newsletters to disseminate research findings, policy recommendations, and updates to stakeholders and community partners.

B. Advocacy and Outreach

a) Provide advocacy support to promote Central Health's initiatives and policies to key stakeholders, community leaders, and policymakers. This includes developing outreach

P a g e 23 strategies that prioritize engaging underserved communities and populations, amplifying their voices in the policy-making process.

b) Collaborate with local organizations and community groups to enhance Central Health's presence and foster partnerships for community health improvement. By building alliances, Central Health can work collaboratively to address health disparities and achieve better health outcomes for all.

c) Prepare for, attend, and follow up with as many as four (4) CHEP Council committee meetings per month, actively participating in discussions and providing expertise on advocacy and outreach strategies. Currently, these meetings are scheduled according to the needs of three active committees and four active subcommittees.

C. Materials Development

a) Develop informative and engaging materials for meetings, presentations, and public dissemination. These materials will effectively communicate complex health information to various audiences.

b) Create visually appealing and accessible materials, such as reports, infographics, and presentations, that adhere to branding guidelines and reflect Central Health's commitment to equity and transparency.

c) Ensure all materials adhere to branding guidelines and reflect Central Health's commitment to equity and transparency.

d) Prepare materials for the quarterly newsletters, committee meetings, and other communication channels as needed.

D. Project Management, Coordination, and Event Management:

a) Provide project management and coordination services focused on the Central Health Equity Policy Council and all associated committees. This involves overseeing various aspects of event planning and execution, such as venue selection, registration management, audiovisual setup, catering, and onsite coordination. The goal is to ensure seamless and successful events that support the objectives of the CHEP Council.

b) Provide expertise on project and event management by coordinating the logistics, invitations, and follow-up activities for up to four big events related to the CHEP Council. These include two at-large Council reunions and a combination of the following:

i. CHEP Council Reunions: Assisting in…