Q25-02 - Multi-Year Funding Framework and Evaluation Plan (Behavioral Health).pdf

REQUEST FOR QUOTATION (RFQ)

RFQ #Q25-02

Multi-Year Funding Framework and Evaluation Plan (Behavioral Health)

RFQ SUMMARY:

The Larimer County Purchasing Division, on behalf of the Larimer County Department of Behavioral Health Services (BHS), is requesting quotations with the intention of contracting with a well-qualified vendor to provide facilitation of stakeholder meetings, design a multi-year funding program, and develop an evaluation plan. This engagement aims to both co-design a multi-year funding initiative within the Larimer County Impact Fund Grant Program and support the creation and implementation of a program evaluation aligned with broader community health data analysis in the County.

QUESTION DEADLINE: February 25, 2025 @ 10:00 a.m. (MT)

All questions regarding this solicitation must be emailed to the Contact Person identified below. If you do not receive a confirmation email of receipt, please call the Contact Person to verify receipt of your questions. No questions will be accepted after the date and time referenced above. All questions received will be answered via Addendum only.

DEADLINE FOR SUBMITTALS: March 7, 2025 @ 10:00 a.m. (MT)

All quotations must be emailed to the Contact Person identified below. If you do not receive a confirmation email of receipt, please call the Contact Person to verify receipt of your quotation. Responsibility for timely submittal of your quotation prior to the deadline for submittals due date and time lies solely with the vendor.

BIDNET PORTAL / RFQ OFFICIAL WEBSITE:

To view official RFQ documents and addenda only available on the BidNet portal, use the following link: https://www.bidnetdirect.com/colorado/larimer-county/

CONTACT PERSON:

Purchasing Agent Christal Bateman, batemach@co.larimer.co.us, 970-498-5956

NOTE: Unauthorized contact with a County employee other than the Contact Person listed above or Purchasing Manager regarding this bid may result in disqualification of your RFQ.

https://www.bidnetdirect.com/colorado/larimer-county/ mailto:batemach@co.larimer.co.us,

1. INTENT

The Larimer County Purchasing Division, on behalf of the Larimer County Department of Behavioral Health Services (BHS), is requesting quotations with the intention of contracting with a qualified vendor to provide facilitation of stakeholder meetings, design a multi-year funding program, and develop an evaluation plan. This engagement aims to co-design a multi-year funding initiative within the County’s Impact Fund Grant Program and support the creation and implementation of a program evaluation aligned with broader community health data analysis in the County.

The selected vendor will work closely with Behavioral Health Services staff, facilitating stakeholder meetings, synthesizing input, and providing recommendations for a multi-year funding framework and evaluation plan.

Ongoing implementation and program evaluation are expected through the potential establishment of a new contract for as-needed services, aimed at guiding future investments and assessing success.

2. QUALIFICATIONS/COMPETENCIES: Qualifications include the following:

a. MINIMUM:There are two (2) minimum (pass/fail) items. Quotations must clearly document (with dates/details) explicitly how these two (2) qualifications have been met; quotations that do not meet this requirement will be deemed NONRESPONSIVE and rejected.

2.1 Relevant Project Experience: The vendor must have successfully completed at least two (2) projects of similar size and scope within the past five (5) years. These projects should demonstrate the vendor’s ability to manage complex stakeholder engagement, funding framework development, and evaluation design.

2.2 References: The vendor must provide at least two (2) references from past clients who can speak to the vendor’s ability to successfully execute similar projects, particularly those related to behavioral health or community-based initiatives.

b. PREFERRED: The County desires to contract with a vendor who possesses the following competencies (vendors should document explicitly in their quotation how they meet these competencies):

2.3 Proven Facilitation Skills: Demonstrated expertise in facilitating community-driven processes to inform the development of a multi-year funding framework, particularly within behavioral health or related sectors. The vendor should have experience in engaging diverse stakeholders and synthesizing input to create actionable outcomes.

2.4 Expertise in Evaluation Planning and Implementation: Extensive knowledge and experience in designing, implementing, and reporting on program evaluations, with a focus on behavioral health programs or grant-funded initiatives. Familiarity with aligning evaluation efforts with community health data analysis is preferred.

2.5 Strong Communication Skills: Ability to clearly communicate complex ideas and concepts to a wide range of stakeholders, including county officials, behavioral health professionals, community organizations, and other relevant groups. This includes written and verbal communication skills, as well as the ability to facilitate discussions in a clear, concise manner.

2.6 Experience with Long-Term Grant and Funding Frameworks: Experience in co-designing multi-year funding strategies, including the ability to recommend frameworks that align with both short-term goals and long-term community priorities.

2.7 Cultural Competency: Demonstrated understanding and responsiveness to the cultural and demographic diversity of the Larimer County community. The vendor should be able to engage stakeholders from various backgrounds and ensure that all voices are heard and valued.

2.8 Regional Familiarity and Community Engagement: Prior experience working within the Larimer County area or similar communities, and demonstrated commitment to engaging local stakeholders, community organizations, and residents throughout the project’s lifecycle.

3. BACKGROUND

The Department of Behavioral Health Services administers the community sales-tax revenue investments in alignment with the 2018 ballot language and community priorities for behavioral health. Community priorities are outlined in the Community Master Plan for Behavioral Health 2.0 and our efforts are further informed by the Community Health Improvement Plan (CHIP) and the Mental Health and Substance Use Alliance Strategic Plan.

https://www.larimer.gov/behavioralhealth/ourstory https://www.larimer.gov/behavioralhealth/ourstory https://www.larimer.gov/health/strategic-planning-health-equity-and-partnerships/larimer-county-community-health-improvement-plan-2024-2029 https://drive.google.com/file/d/1YMJWOxBAPFKwJXGR6zRMLG4Upv2wTdmL/view https://drive.google.com/file/d/1YMJWOxBAPFKwJXGR6zRMLG4Upv2wTdmL/view

The Impact Fund Grant Program currently allocates $2.8 million annually in awards. To date, the program has invested $14.7 million across 228 grants to 72 organizations. After six (6) years of administering an annual grant cycle, the Department is seeking to engage stakeholders in a collaborative process to develop a multi-year funding framework and evaluation plan. The objective is to structure longer-term investments in alignment with community priorities to strengthen the behavioral health care system within Larimer County.

4. SCOPE OF WORK

The vendor will work in partnership with the Larimer County Department of Behavioral Health Services (BHS) and stakeholders to co-design a multi-year funding framework, evaluation plan, and implementation strategy for the County’s Impact Fund Grant Program. The project is expected to begin in Spring 2025 and continue through December 2026, with the possibility of a entering into a new contract for continued evaluation and reporting 2027-2029. The initial contract will be for the work conducted in three (3) primary phases.

Key Dates:

• Phase 1: Multi-Year Funding Co-Design Process – March 2025 – August 2025

• Phase 2: Evaluation Planning – August 2025 – October 2026

• Phase 3: Implementation and Reporting – 2026

Phase 1: Multi-Year Funding Design Process (March 2025 – August 2025)

1. Facilitate Stakeholder Co-Design Meetings:

Facilitate up to monthly group discussions with diverse stakeholders (including community members, behavioral health professionals, and county staff) to identify priorities for the multi-year funding model and in alignment with existing community strategic planning inputs. Stakeholder groups will be recruited by BHS.

o Facilitate up to six meetings throughout Phase 1.

o Develop and distribute meeting agendas, materials, and summaries.

o Create an inclusive, structured process to allow all participants to provide input.

o Ensure the discussions reflect community values and health priorities.

o Utilize pre/post session surveys to gauge the effectiveness of group discussions and identify areas for improvement.

2. Synthesize and Report Findings:

o Collect, analyze, and synthesize key themes, ideas, and suggestions from stakeholder discussions.

o Provide a comprehensive final report summarizing the stakeholder feedback and proposed multi-year funding framework based on the community priorities identified in Phase 1.

3. Collaborate with County Staff:

o Work closely with Larimer County staff to integrate the stakeholder input into the final design of the multi-year funding model.

o Ensure the framework aligns with the goals of the Community Master Plan for Behavioral

Health 2.0, the Mental Health Substance Use Alliance Strategic Plan (2024) and Community Health Improvement Plan (CHIP).

o Deliver the Recommended Multi-Year Funding Framework report by the end of Phase 1 (August 2025).

Phase 2: Evaluation Planning (August 2025 – October 2026)

1. Develop Evaluation Plan:

Design an evaluation plan for the multi-year funding initiative. The evaluation plan should focus on clear, measurable metrics that align with the objectives of the Impact Fund Grant Program and its broader goals for community health improvement.

o Identify shared metrics for priority funding areas.

o Ensure the evaluation plan incorporates both short-term and long-term program goals.

o Align the evaluation approach with community health data analysis and stakeholder priorities.

o Provide recommendations for data collection methods, reporting structures, and timeline for ongoing assessment.

2. Collaboration with County and Stakeholders:

o Work with Larimer County staff and key stakeholders to refine and finalize the evaluation plan.

o The final evaluation plan will be actionable and provide clear direction for monitoring program effectiveness and impact.

o A final Evaluation Plan, due by the end of Phase 2 (October 2026), that outlines the metrics, methods, and timeline for evaluation.

Phase 3: Implementation and Evaluation (2026)

1. Collaborate with Funded Organizations:

Once the multi-year funding model is finalized, the vendor will assist Larimer County and the funded organizations in implementing the funding model and setting up systems for evaluation.

o Assist in launching data collection processes with funded organizations to measure performance based on agreed-upon metrics.

o Support ongoing monitoring and documentation of outcomes and lessons learned from funded programs.

2. Program Evaluation and Reporting:

The vendor will assist in the continuous evaluation of the funding model and report on the success of the program as it relates to the established metrics and community impact.

o A Quarter 1 2027 Evaluation Report, summarizing the outcomes of the initial phase of the funding model and providing recommendations for future adjustments or improvements. A new contract will be established for continued evaluation in 2027.

Ongoing Services (2027-2029 – Potential Contract for as-needed services)

1. Future Evaluation and Reporting:

Upon execution of the contract, the vendor will continue to support Larimer County and the funded organizations in tracking the long-term impact of the multi-year funding model and refining the evaluation plan as-needed.

5. EVALUATION CRITERIA

CRITERIA Max Points Qualifications and Relevant Experience Experience in Similar Projects (15 points) Relevant Expertise (15 points)

30 points

Approach and Methodology Facilitation and Stakeholder Engagement Strategy (15 points) Evaluation Framework and Implementation Plan (15 points)

30 Points

Price and Value Price Reasonableness and Itemized Budget (15 points) Cost-Effectiveness (5 points)

20 Points

Communication and Reporting Communication skills (5 points) Approach to Reporting and Deliverables (5 points)

10 points

References and Past Performance Quality of References (5 points) Past Performance (5 points)

10 Points

Maximum Possible Points =100

5A. EVALUATION CRITERIA DETAILS

Qualifications and Relevant Experience (30 points)

• Vendor's Experience in Similar Projects: Demonstrated experience completing at least two (2) similar projects in the last five (5) years, particularly in behavioral health, community-based initiatives, or multi-year funding frameworks.

• Relevant Expertise: Depth of expertise in facilitation, program evaluation planning, and implementation. Includes understanding of community health data analysis and alignment with community priorities.

Approach and Methodology (30 points)

• Facilitation and Stakeholder Engagement Strategy: Detailed description of the facilitation approach, including stakeholder engagement strategies, methods for synthesizing feedback, and ensuring community involvement throughout the process.

• Evaluation Framework and Implementation Plan: Clear, structured approach to developing a multi-year funding framework and program evaluation plan that aligns with community needs and the objectives of the Impact Fund Grant Program.

Price and Value (20 points)

1. Price Reasonableness and Itemized Budget: Clear, well-detailed price estimate that justifies each component of the project. The price should be competitive and aligned with the scope of work.

2. Cost-Effectiveness: How well the proposed price structure balances quality and value, taking into account the proposed scope of work and vendor qualifications.

Communication and Reporting (10 points)

• Communication Skills: Ability to communicate effectively in written and verbal formats, ensuring clear communication with stakeholders and the County.

• Reporting and Deliverables: Approach to developing and presenting interim and final reports, ensuring that key deliverables meet expectations and are clearly articulated.

References and Past Performance (10 points)

• Quality of References: Strength and relevance of the provided references, including their ability to speak to the vendor's capabilities, reliability, and past performance.

• Past Performance: The success of previous projects, including feedback from stakeholders, demonstrated outcomes, and lessons learned from past engagements.

6. AWARD AND CONTRACT

This solicitation will be awarded to the vendor with the most responsive, responsible, reasonable quotation meeting all specifications and deemed the best fit and most advantageous to Larimer County. To assist in the decision for award: interviews may be held, background checks may be performed, references may be contacted, and other inquiries may be taken to determine the abilities of the vendor.

A formal agreement will be awarded to the vendor with the most responsible, responsive, reasonable quote, deemed the best value, best fit, and most advantageous to Larimer County. A Sample of Larimer County’s Agreement is included with this Request for Quotation as Attachment A – Professional Services Agreement.

The term of the agreement will be from the date the agreement is signed by the County through and including the date upon which all work for Phase 1-Phase 3 is complete. The County, at its sole option, may offer to enter into a new one-year contract for as-needed future evaluation and reporting services with up to two (2) additional one-year terms. The extension options may be exercised providing satisfactory service is given, and must be mutually agreed upon in writing, by and between the County and the Award Vendor.

Upon Notice of Award, the Award Vendor will be required to submit a valid Certificate of Insurance (COI) that meets, at a minimum, the Insurance Requirements published in the solicitation. This valid COI must be received by Larimer County within 10 calendar days of the Notice of Award and must include Larimer County listed as Additional Insured and Certificate Holder. Work may only begin after the COI has been approved by Risk Management.

7. INSURANCE REQUIREMENTS

BEFORE submitting your company quote, confirm with your insurance carrier that your company can meet the insurance requirements published in the solicitation. Your company insurance coverages should be correctly noted in the most current EOC. NOTE: All Larimer County contracts require that the Award Vendor possess appropriate insurance at all times during the contract; these coverages are purchased at the company's expense. The County’s insurance requirements may necessitate a company adding or increasing coverage/limits, and those changes may impact pricing for the proposed project. These costs must be included in your pricing at the time of submission and will not be permitted to be added later.

Prior to commencement of any work, contractor/vendor shall provide a Certificate of Insurance issued to Larimer County, 200 West Oak St., Suite 4000, Fort Collins, Colorado 80521 as the Certificate Holder. The insurance required herein shall be procured and maintained in full force and effect for the duration of the Contract or Agreement and shall be written for not less than the following amounts, or greater if required by law. Such certificate shall be delivered to InsuranceCert@larimer.org.

I. Workers' Compensation and Employers' Liability A. Workers’ Compensation: Statutory B. Employer's Liability: $100,000 Each Accident

$500,000 Disease-Policy Limit $100,000 Disease-Each Employee

C. Waiver of Subrogation in favor of Larimer County D. If the contractor/vendor is not required to carry Workers’ Compensation coverage per Colorado

Workers’ Compensation Act 8-40-202(2)(b) a signed Workers’ Compensation waiver must be provided.

II. General Liability on an Occurrence Form with minimum limits as follows:

A. Per Occurrence Limit $1,000,000 B. General Aggregate Limit $2,000,000 C. Contractor/Vendor agrees that the insurance afforded the County is primary non-contributory.

III. Automobile Liability Insurance including coverage for all owned, non-owned, & hired autos. Limits to be as follows:

A. Bodily Injury & Property Damage Combined Single Limit $1,000,000 B. Lower limits may be accepted if automobiles are not used for transport in relation to goods/service provided as outlined in agreement (i.e. only commuting to job site).

IV. Professional Liability/Errors & Omissions $1,000,000

V. Minimum required limits set forth herein may be met by utilizing a combination of excess/umbrella policies in conjunction with primary insurance policies if necessary.

VI. General Liability and Automobile Liability insurance policies shall include Larimer County and its elected and appointed officials and employees as additional insureds as their interests may appear.

VII. The County reserves the right to reject any insurer it deems not financially acceptable by insurance industry standards. Insurance Companies shall be licensed to do business in the State of Colorado and shall have an AM Best rating of not less than A- VII.

VIII. Notice of Cancellation: Each insurance policy required by the insurance provision of this Contract or Agreement shall provide the required coverage and shall not be suspended, voided, or canceled. Should any of the required policies be canceled before the expiration date, notice shall be delivered to Larimer County, 200 West Oak St. Suite 4000, Fort Collins, CO 80521 or InsuranceCert@larimer.org.

IX. Subcontractors: If subcontractors are used by contractor/vendor in the performance of contracted services, all subcontractors are required to carry insurance coverage consistent with the limits as listed in this document and the subcontractor must include Larimer County an additional insured as described in section VII.

mailto:InsuranceCert@larimer.org

ANY DEVIATIONS FROM THE STANDARDS GIVEN ABOVE MUST BE APPROVED BY THE

LARIMER COUNTY RISK MANAGEMENT DIVISION.

8. EQUAL OPPORTUNITY EMPLOYER (EEO) / DISADVANTAGED BUSINESS OPPORTUNITIES:

Larimer County, in accordance with Federal and State laws, is an Equal Opportunity Employer and does not discriminate. Larimer County strongly encourages the use of small and minority firms, women's business enterprises, and labor surplus area firm services.

Larimer County hereby notifies all Respondents they will be afforded full and fair opportunity to submit a quotation in response to this RFQ and they will not be discriminated against on the basis of age 40 and over, race, sex (including pregnancy), color, religion, national origin, disability, genetic information, sexual orientation, gender identity, gender expression, military or veteran status, or any other applicable status protected by Federal, State, or local law in consideration for this contract.

9. COOPERATIVE PURCHASING:

Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The entity will deal directly with the award vendor concerning the placement of Purchase Orders, freight charges, contracting and disputes, invoicing, and payment. Larimer County will not be held liable or responsible for any liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor or any government entity relating to such use.

10. GENERAL CONDITIONS

All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.

No vendor awarded a solicitation shall be federally debarred. Such debarment will be checked through the System for Award Management, at https://sam.gov/SAM

Quotations must be furnished exclusive of any Federal, State, or Local taxes; Larimer County is tax exempt.

https://www.ada.gov/ada_title_II.htm https://sam.gov/SAM

SUMBITTAL REQUIREMENTS:

Submit your non-redacted quote addressing each of the following items in the order as outlined below. As time is of the essence, brevity is appreciated. Incomplete quotes may be rejected.

Prospective vendors are encouraged, not required, to also provide one (1) redacted .pdf quote, excluding any information that is not subject to disclosure under the Colorado Open Records Act (“CORA”). Firms that do not provide a redacted electronic copy will have their non-redacted electronic copy used to satisfy CORA requests.

1. Signed Signature Page (page 9)

2. Executive Summary

3. Vendor/Firm/Organization Background

• Include a brief history of your organization/firm, date founded, and ownership. Has your organization/firm experienced a material change in organizational structure, ownership, or management during the past three (3) years and, if so, please describe?

4. Experience

• Describe, in detail, your experience providing all the services described in the RFQ.

• Identify any points that make you/your organization uniquely qualified to provide these services such as demonstrated industry recognition, quality awards, specialized certifications/licenses, etc.

5. References

• Provide a minimum of two (2) but not more than five (5) references that you provided similar services for, as described in this RFQ, within the past five (5) years. Include: entity/agency name, contact name, role/responsibilities, and title of contact, address, contact phone number and email address, project information and date of engagement, and identify your lead team member(s) that work(ed) with the reference. Larimer County will contact the entities for reference checks.

6. Qualifications/Competencies

• Explicitly describe/explain how your organization/firm meets or exceeds each item listed under

Section 2 QUALIFICATIONS/COMPETENCIES. Be specific for each qualification/competency listed.

7. Project Approach

• Provide narrative detailing the vendor’s philosophy and the approaches to be employed to complete Section 4. Scope of Work.

• Provide any additional analysis or approaches you deem to be necessary or appropriate.

• Provide an overall project schedule, including the timing of major work tasks, progress or draft reports.

• Describe your ability to prepare and present findings and recommendations to staff, local elected officials, and other interested parties.

8. Staff Resumes Assigned to Project

• Provide summary resumes of individuals who would be providing services.

Include only personnel that would play a significant role and identify the principal contact.

9. Contract Template

• The County’s Professional Services Agreement (Attachment A) will be used as the template for the contract between the County and the award vendor. State any exceptions or requested additions to the Agreement. These requests may not be accepted after the Quote has closed.

The County makes no guarantee of any changes or concessions but will review and may consider requests submitted.

10. Price Proposal

• Provide a maximum not-to-exceed price to provide all services required to complete the proposed project (Phase 1- Phase 3). Provide an hourly rate tabulation as well as a proposed cost breakdown (hours and rates) for each task or deliverable. This price proposal should reflect all associated costs, including facilitation, planning, implementation, and reporting.

https://www.sos.state.co.us/pubs/info_center/laws/Title24/Title24Article72Part2.html

SIGNATURE PAGE Q25-02:

ADDENDA:

The contractor acknowledges receipt of the following Addenda:

Addendum Number Date of Addendum Date Received

The undersigned certifies that they have examined the specifications and instructions to prospective respondents and has submitted a quote in full compliance and without collusion with any other person, individual or corporation.

The undersigned certifies that neither the contractor nor subcontractors, the organization nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal government and do not appear on the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA).

For all employees hired to perform labor or services in the United States after November 6, 1986, firm will have completed Form I-9, Employment Eligibility Verification.

SIGNED:

PRINTED NAME:

COMPANY NAME:

ADDRESS:

CITY: ____________________ STATE: ___________________ ZIP:

UNIQUE ENTITY ID________________________________________________________________________

DATE: TELEPHONE: FAX:

EMAIL ADDRESS:

Provide the following information for the individual who will serve as the primary contact for your organization for technical and contractual clarifications during the RFQ process, if different than the signatory:

PRIMARY CONTACT NAME:

TITLE:

ADDRESS:

PHONE NUMBER:

EMAIL ADDRESS:

For further information regarding this request for proposal, Q25-02, please contact Purchasing Agent Christal Bateman at 970-498-5956, or batemach@co.larimer.co.us.