Posted_RFQ_66000-2425_188_Diversity,_Equity,_Inclusion,_and_Belonging_Consulting_Services.pdf

Request for Quotes for Services Template ~ November 30, 2015 version Page 1

REQUEST FOR QUOTATIONS

Diversity, Equity, Inclusion, and Belonging

Consulting Services

66000-2425-188

County of San Mateo, San Mateo Medical Center

Release Date: July 26, 2024

Responses must be Received by 11:59 p.m. Pacific Standard Time on September 30, 2024

Request for Quotes for Services Template ~ November 30, 2015 version Page 2

REQUEST FOR QUOTATIONS

FOR

Diversity, Equity, Inclusion, and Belonging Consulting Services

Interested respondents must register online with the County at https://opengov.com/

Responses must be submitted electronically to

Note regarding the Public Records Act:

Government Code Sections 6250 et seq., the California Public Record Act, defines a public record as any writing containing information relating to the conduct of the public business. The Public Record Act provides that public records shall be disclosed upon written request and that any citizen has a right to inspect any public record unless the document is exempted from disclosure.

Be advised that any contract that eventually arises from this Request for Quotations is a public record in its entirety. Also, all information submitted in response to this Request for Quotations is itself a public record without exception. Submission of any materials in response to this Request for Quotations constitutes a waiver by the submitting party of any claim that the information is protected from disclosure. By submitting materials, (1) you are consenting to release of such materials by the County if requested under the Public Records Act without further notice to you and (2) you agree to indemnify and hold harmless the County for release of such information.

Request for Quotes for Services Template ~ November 30, 2015 version Page 3

TABLE OF CONTENTS

SECTION I – GENERAL INFORMATION

A. STATEMENT OF INTENT

B. THE REQUEST FOR QUOTATIONS PROCESS

SECTION II – SCOPE OF WORK

A. DESCRIPTION

B. FUNDING

C. ADDITIONAL REQUIREMENTS/CONSIDERATIONS ............................. Error! Bookmark not defined.

SECTION III – GENERAL TERMS AND CONDITIONS

SECTION IV – REQUEST FOR QUOTATIONSREQUEST FOR QUOTATIONSREQUEST FOR

QUOTATIONSREQUEST FOR QUOTATIONS PROCEDURE

A. TENTATIVE SCHEDULE OF EVENTS

B. SUBMISSION OF RESPONSES

C. RESPONSE REVIEW AND SELECTION

SECTION V – RESPONSE SUBMISSION REQUIREMENTS

A. GENERAL INSTRUCTIONS

B. COVER LETTER

C. RESPONSE CONTENT AND FORMAT

SECTION VI – ENCLOSURES ............................................................................ Error! Bookmark not defined.

Request for Quotes for Services Template ~ November 30, 2015 version Page 4

SECTION I – GENERAL INFORMATION

A. STATEMENT OF INTENT

As outlined in more detail in Section II – Scope of Work, This RFQ seeks responses from any and all qualified agencies or individuals to support SMMC’s leadership, including the Managers of the Offices of Diversity, Equity, and Inclusion, Patient Experience, and the Staff Wellbeing and Engagement Officer with assessing organizational capacity for creating an environment that inspires the workforce to have deeper understanding regarding diversity, equity, inclusion, and belonging utilizing the lens of strengthening patient experience and the overall wellness of our workforce.

The tentative target start date and term for the proposed services is October 2024, subject to negotiation of a final agreement.

B. THE REQUEST FOR QUOTATIONS

The County of San Mateo seeks by way of this RFQ to obtain quotes from all qualified providers who have knowledge and expertise with providing diversity, equity, inclusion, and belonging consulting services, or similar services, indicated. Agencies or individuals must be able to show that they are capable of performing the services requested. Such evidence includes, but is not limited to, the respondent's demonstrated competency and experience in delivering services of a similar scope and type and local availability of the respondent’s personnel and equipment resources.

Respondents must demonstrate the ability to provide services beginning on December 2, 2024, or within reasonable time given start-up needs that are well justified in their quote.

Respondents should submit only one quote, but may be a participant on more than one response.

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SECTION II – SCOPE OF WORK

A. PROJECT OVERVIEW

SMMC’s mission is to help every patient live their healthiest lives and our day-to-day operations are rooted in our commitment to equity; or continuous efforts to seek collaboration; to be an organization that embraces learning, inspires trust, and inspires ownership. There are dedicated efforts towards supporting the organization in it’s continued movement towards DEIB related efforts for patients, the community, and the workforce; strengthening patient outcomes and experiences, and continuing to create conditions that improve workforce wellness. These efforts have been siloed and SMMC recognizes the need to have concerted efforts, department – wide, to increase knowledge, understanding and to ultimately inspire action within each program and employee to address health inequities experienced by the members of the community who receive their care from the organization.

The role of the selected contractor will be to assess and guide SMMC through a coordinated roll out of strategies geared towards improving the wellness of the workforce, creating conditions for more equitable health outcomes across the system – leading to conditions for an improvement in patient outcomes and experiences.

B. SCOPE OF WORK:

The qualified organization will work collaboratively with SMMC throughout this process and will work alongside leaders in patient experience, DEIB, and staff wellbeing and engagement. The process must include and result in the following:

Complete organizational assessment, including ideal scoping of Patient Experience, DEIB, and Wellness roles, strengths, opportunities, and recommendations.

Subsequent to organizational assessment (including patient experience, staff wellbeing and engagement, and DEIB strategies), the development of action/strategic plan to include coordinated rollout of interventions/strategies to support the workforce with the development of a deeper understanding of equity principles that guide patient and community collaboration and include trauma informed strategies – both for the workforce and for the community members SMMC cares for.

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An analysis of current revitalization plan for the Patient, Family, Advisory Council (PFAC) and Community Collaboration Plan to include opportunities to strengthen designed strategy.

Support with implementation of developed strategic plan and adjustments.

Activities to support in implementation can include detailed outline guiding implementation, meetings with our executive leadership team to support in understanding of clear next steps as far as implementation, etc.

Periodic collaborative meetings with SMMC leadership, specifically including the Chief Quality and Patient Experience Officer, the Staff Wellbeing and Engagement Officer, the Managers of the Patient Experience and Diversity, Equity, and Inclusion Offices for the duration of the project.

C. PROPOSAL OUTLINE:

Please provide a brief project proposal that includes the following:

1. Response to summary of qualification requirements that outlines experience(s) in strategy development in healthcare settings – explicitly outlining experience in equity, patient experience, and workforce wellbeing experiences in a healthcare setting(s).

2. Details on interventions and approaches that will ensure conditions to create shared understanding and language across the entire organization – including theories/models that will be utilized.

3. Plan to assess/evaluate organizational strengths and opportunities that support in the advancement of this project.

4. Anticipated cost/budget with specific items for staffing, non-personnel related costs that might include supplies and other relevant expenses.

5. Any proposed modification and additions to the suggested scope of work and budget below.

Please place your proposal on organizational letterhead in .pdf format, if possible.

SECTION III – GENERAL TERMS AND CONDITIONS

Register at https://opengov.com/ All potential respondents must register with OpenGov to receive important updates about the RFQ process and to submit responses.

Read all Instructions. Read the entire RFQ and all enclosures (if any) before preparing your response.

Questions and Responses Process. Submit all questions relating to this RFQ to the designated questions field associated with this RFQ at https://opengov.com/

All questions must be received no later than 11:59 p.m. on September 15, 2024.

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All questions and responses will be posted to https://opengov.com/

If changes to the RFQ are warranted, they will be posted to the https://opengov.com/ website. It is the responsibility of each respondent to check the website for changes and/or clarifications to the RFQ prior to submitting a response.

Contact With County Employees. As of the issuance date of this RFQ and continuing until the final date for responses, all respondents are specifically directed not to hold meetings, conferences, or technical discussions with any County employee for purposes of responding to this RFQ except as otherwise permitted by this RFQ. Any respondent found to be acting in any way contrary to this directive may be disqualified from entering into any contract that may result from this RFQ.

Respondents will submit questions or concerns using the questions and answers process as stated above.

Miscellaneous. This RFQ is not a commitment or contract of any kind. The County reserves the right to pursue any and/or all ideas generated by this RFQ. The responses will be used to determine the respondent’s ability to render the services to be provided.

The failure of a respondent to comply fully with the instructions in the RFQ may eliminate its response from further evaluation as determined at the sole discretion of the County.

SECTION IV – REQUEST FOR QUOTATIONS

This section describes the general RFQ procedure used by the County, and the remaining sections of this RFQ list the requirements.

A. TENTATIVE SCHEDULE OF EVENTS

EVENT DATE

Release Request for Quotations 7/26/2024 Questions Submitted to County Deadline 9/15/2024 11:59PM Release Responses to Questions 09/20/2024

RFQ Response Deadline (1) 9/30/2024 11:59PM

Review of Responses (1) 10/07/2024

(1) Dates are subject to change

B. SUBMISSION OF RESPONSES

OpenGov Registration: Providers/service providers interested in responding to this RFQ must register online with the County of San Mateo at https://opengov.com/. The County will not be held responsible for, or held liable for registration errors.

Request for Quotes for Services Template ~ November 30, 2015 version Page 8

Responses: The RFQ response will be submitted electronically to https://opengov.com/ by 11:59 p.m. Pacific Standard Time on September 30,2024

All responses must be received by the stated date and time in order to be considered for review. The County will not be responsible for and may not accept late responses due to slow internet connection, or for any other electronic failure (including but not limited to information transmission and internet connectivity failures) of the https://opengov.com/ system.

C. RESPONSE REVIEW AND SELECTION

During the review process, the County may require a respondent’s representative to answer specific questions orally and/or in writing. The County may also require a visit to the respondent’s offices, other field visits or observations by County representatives, or demonstrations as part of the overall RFQ review.

Responses to this RFQ must adhere to the format detailed in Section V - RESPONSE SUBMISSION REQUIREMENTS. The criteria used as a guideline in the review will include, but not be limited to, the following:

• Firm qualifications and experience, including capability and experience of key personnel and experience with other public or private agencies to provide these services

• Proposed approach, including clarity of understanding of the scope of services to be provided and appropriateness of the proposed solution/services

• Customer service

• History of successfully performing services for public or private agencies

• Ability to meet any required timelines or other requirements

• Cost to the County for the primary services described by this RFQ

• References

• Compliance with County RFQ and County requirements

SECTION V – RESPONSE SUBMISSION REQUIREMENTS

The response should be submitted in the following format:

A. GENERAL INSTRUCTIONS

All responses should be typewritten or prepared on a computer and have consecutively numbered pages, including any exhibits, charts, and/or other attachments.

All responses should adhere to the specified content and sequence of information described by this RFQ.

Submit one (1) complete electronic (PDF, Microsoft Word document, etc.) version of your response and any required attachments to the County via https://opengov.com/ per the https://opengov.com/

Request for Quotes for Services Template ~ November 30, 2015 version Page 9 instructions found on the https://opengov.com/ website. If paper submissions are also required, follow the instructions in C.2. below.

B. COVER LETTER

Provide a one page cover letter on your letterhead that includes the address, voice and facsimile numbers, and e-mail address of the contact person or persons. List the name of each person authorized to represent the respondent in negotiations.

C. RESPONSE CONTENT AND FORMAT

1) Signature Authority

The original quote must be signed by an individual with authority to submit quotes on behalf of the agency. Faxed, e-mailed, or mailed quotes will not be accepted.

2) Content Items below contain brief descriptions of material that must be included in this response.

o Summary of Qualifications Describe the agency’s history, mission, programs, and services it provides;

administrative structure; and experience in providing similar services. With the history include length of time in business, and any experience working with public agencies. Describe how this program will fit into your overall organization. Attach an organizational chart.

o Cultural Competency Describe how your agency/program will ensure cultural competence. This may include culturally relevant service features and staffing objectives that reflect cultural and linguistic diversity and that value the cultural diversity of San Mateo County.

o Service Methodology Describe your service model and approach to addressing the service needs of the target population, your approach to working collaboratively with multi-agency partners, and the geographic area of the County, if applicable.

o Staffing – Organizational Capacity Describe proposed staff and their duties, including disciplines and degrees, as appropriate. Describe your process for initial and ongoing licensing checks, including waivers. Describe current and ongoing training and experience of staff to ensure client needs will be addressed. Identify the person who will be overseeing the County account. Provide the level of education, background and experience that this person has.

o Implementation Timeline

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Describe your proposed implementation work plan, including timeline for the implementation of services. Demonstrate the capacity to implement the program by February 2025.

o Start-up Requirements Describe start-up requirements (if any) and the lead-time necessary to begin providing services as a part of your implementation plan above.

o Quality Assurance Describe criteria for how potential employees are screened and what their qualifications are. Describe how you guarantee quality services over time.

Describe measurements/metrics/deliverables/assessments you will provide on at least an annual basis to allow the County to assess the services you will provide.

o References Include three references recently familiar with the quality and reliability of the respondent’s work. Include the name, mailing address, contact person, and phone number for each reference.

o Insurance The County has certain insurance requirements that must be met. In most situations those requirements include the following: the contractor must carry $1,000,000 or more in comprehensive general liability insurance; the contractor must carry motor vehicle liability insurance, and if travel by car is a part of the services being requested, the amount of such coverage must be at least $1,000,000; if the contractor has two or more employees, the contractor must carry the statutory limit for workers’ compensation insurance; if the contractor or its employees maintain a license to perform professional services (e.g., architectural, legal, medical, psychological, etc.), the contractor must carry professional liability insurance; and generally the contractor must name the County and its officers, agents, employees, and servants as additional insured on any such policies (except workers compensation). Depending on the nature of the work being performed, additional requirements may need to be met.

o Cost Analysis and Budget for Primary Services

• Provide a detailed explanation for all costs associated with your providing the requested services.

• Include costs associated with start-up requirements, if such requirements were included above.

Request for Quotes for Services Template ~ November 30, 2015 version Page 11

Type of Service #1 Type of Service #2 Hourly rates Hours Proposed cost

3) Response Submissions o Submit one (1) signed, original response electronically through https://opengov.com/. Responses must include a company logo and be signed by the respondent. An unsigned response may be rejected. A response may be signed by any authorized agency representative of the respondent.

o If there are multiple pages included in the quote, additional pages should be consecutively numbered; including any attachments. For ease of reference, include a Table of Contents by page number.

4) Response Due Date

All responses must be received by 11:59 p.m. on Monday September 30, 2024.