RFP Operational Review_FINAL.pdf

REQUEST FOR PROPOSAL

FOR ORGANIZATIONAL ASSESSMENT IN THE AREAS OF CULTURE

AND INTERCULTURAL RELATIONSHIPS WITH STRATEGY

IMPLEMENTATION

August 2, 2022 – August 16, 2022

Inquiries and proposals should be directed to:

Alison Fraga Chief Development Officer

Early Learning Coalition of Hillsborough County

6302 E. Dr. Martin Luther King, Jr. Blvd.

Suite 100

Tampa, FL 33619 813-515-2340 extension 360 afraga@elchc.org

I. GENERAL INFORMATION

A. Purpose. This request for proposal (RFP) is for the Early Learning Coalition of Hillsborough County (ELCHC or Coalition) to contract with a Consultant who can evaluate the ELCHC’s culture as it relates to relations with our target market audiences:

a. Employees

b. Child Care Providers*

c. Families

d. Community Partners, Donors and community at large with a focus on intercultural communications, relationship building, customer service, policy, and process improvement recommendations. The Consultant should have the qualifications to evaluate, assess and provide both post assessment training and strategic planning, as necessary.

*Past focus group work has indicated that our biggest relationship challenge is with child care providers.

B. Who May Respond. Any U.S. based organization providing intercultural operational reviews.

C. Instructions on Proposal Submission.

1. Closing Submission Date. Proposals must be submitted no later than 5:00 pm EST on Tuesday August 16, 2022.

2. Inquiries. Inquiries concerning this RFP should be emailed to:

Alison Fraga Chief Development Officer afraga@elchc.org

3. Conditions of Proposal. All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the Offeror and will not be reimbursed by the Early Learning Coalition of Hillsborough County (the “Coalition”), It is the responsibility of the Offeror to ensure that the proposal is received by the Coalition by the date and time specified above. Late proposals will not be considered.

To ensure a fair review and selection process, personnel submitting proposals are specifically requested not to make other contacts with Coalition staff or members of the Board of Directors regarding this proposal during the proposal’s timeline. Failure to comply with this request will result in disqualification of the proposal.

4. Right to Reject. The Coalition reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will be drafted based upon the factors described in the RFP.

5. Minority-Owned Businesses. Efforts will be made by the Coalition to utilize woman, minority and/or service-disabled veteran owned businesses.

6. Notification of Award. It is expected that a decision selection will be made within two (2) weeks of the closing date for the receipt of proposals. Upon conclusion of final negotiations, all Offerors submitting proposals to this Request for Proposal will be informed about the selection decision. If both parties cannot agree on prices for a formal contract, the work will be rebid.

II. DESCRIPTION OF ENTITY. The Early Learning Coalition of Hillsborough County

(ELCHC) was created in response to the School Readiness Act (s. 411.01, Florida Statutes (FS)) in 2000 and is dedicated to ensuring quality early care and education for children in Hillsborough County. The Coalition is a nonprofit corporation which has been determined to be exempt from Federal income tax under Section 501 (c)(3) of the Internal Revenue Code.

The project included in this RFP will be funded 100% from federal funds, with disclosure to comply with Public Law (P.L.) 103-333, s. 508.

Mission: The Early Learning Coalition of Hillsborough County provides children, birth to 5 years, high quality, equitable and inclusive early learning experiences preparing them for success in school and life through the collaboration of families, educators, and the community.

FAST FACTS:

• Current number of staff: 145

• 2021-2022 Operating Budget: $100,142,275

• Current number of board of directors: 22

• Approximately 1,200 child care providers in Hillsborough County

• 2021-2022 School Readiness children served: 18,468

• 2021-2022 Voluntary Pre Kindergarten (VPK) children served: 9,953

• Website to learn more: www.elchc.org

III. SCOPE OF SERVICES NEEDED

1. Evaluation: Design & Implement a comprehensive discovery phase that will:

i. Assess the culture, practices, and policies in place at ELCHC

ii. Identify the areas and define the approaches on how to incorporate intercultural responses to but are not limited to:

a. Hiring processes

b. Workplace inclusion and culture development

c. External relations & communications, including the

ELCHC’s connection to the community (providers, families, partners, funders, and the community at large)

d. Staff development

e. Board of Directors development

f. Supplier diversity (we currently adhere to State of

Florida Procurement Policy)

iii. Assist in codeveloping an ongoing evaluation process and metrics

(KPI’s) for success. These can be qualitative and quantitative

2. Training

i. Recommend and implement post evaluation training, as necessary

Desired Outcomes: The Early Learning Coalition Hillsborough County values the important relationships with families, child care providers and the community and therefore desires the following outcomes from this project:

• Comprehensive report demonstrating strengths, weaknesses, and opportunities as it relates to our practices of equity

• Road map of desired action steps to better position Organization to serve the community more effectively

• Suggested revisions to policies and procedures

• Assist in establishing KPI’s http://www.elchc.org/

• Training plan

• Pre and post survey of Organization’s performance in enhancing intercultural relationships

• Concrete action plans to improve the intercultural communication and relationships with child care providers

• Work to be contained in ELCHC fiscal year, July 1, 2022 - June 30, 2023

IV. CONTRACT ETHICS.

1. No employee of the Coalition who exercises any responsibilities in the review, approval, or implementation of the proposal or contract shall participate in any decisions, which affects his or her direct or indirect personal or financial interest.

2. It is a breach of ethical standards for any person to offer, give or agree to give any Coalition employee, Board of Director, or for any Coalition employee, or Board of Director to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment whenever a reasonably prudent person would conclude that such consideration was motivated by an individual, group or corporate desire to obtain special, preferential, or more favorable treatment than is normally accorded to the general public.

V. PROPOSAL SUBMISSION. Proposals received after the deadline will not be accepted. It is neither Coalition’s responsibility nor practice acknowledging receipt of any proposal. It is the responder’s responsibility to assure that a proposal is received in a timely manner.

The Coalition reserves the right to reject any and all proposals, to waive irregularities and informalities, to request additional information from all respondents, and further reserves the right to select the proposal which furthers the best interests of the Early Learning Coalition of Hillsborough County.

Each proposal shall be considered binding and in effect for a period of ninety (90) days following the proposal opening.

VI. PROPOSAL CONTENTS. The Offeror, in its proposal, shall at a minimum include the following:

1. Organizational information.

a. Bidder name

b. Address

c. Email

d. Phone, and preferred method of contact

e. Indicate, if appropriate, if the firm is a small or Certified Minority

Owned Business (CMOB include certificate with RFP)

f. Education and experience

g. Name where you maintain office(s)

h. Brief overview of organization’s understanding of the Hillsborough

County market and demographics

i. Provide details of client projects that are similar in scope requirements

j. Describe your firm’s expertise in each of the following areas:

1. Inclusiveness and diversity training

2. Working with non-profit organizations, civic engagement, and public service, and/or with environmental/park professionals

3. Issues of diversity, inclusion, and equity, including deep awareness and analysis of systems of oppression, power, and privilege and use of research-based strategies to transform work environments

4. Knowledge of, and successful implementation of, diversity, inclusion, and equity work with diverse groups, teams, and/or organizations

2. Detailed Scope of work Items:

a. Detailed description of how you will undergo an assessment of the organization

b. Detailed description of training required, include subject matter of training, include description of curriculum origin and recommendation for on-site, in-person, remote or hybrid.

c. Delivery and timeline strategy, defining key deliverables/milestones

d. Estimate of Coalition staff hours required for the assessment and training (for Coalition planning purposes)

e. Itemized breakdown of your rates

RFP Timeline.

RFP Issue Date:

August 2, 2022

Deadline to submit questions

August 8th to communityrelations@elchc.org. Please title subject RFP: OOR Question mailto:communityrelations@elchc.org

Questions will be answered by August 12th Proposal Due Date

August 16, 2022, 5:00 pm (EST)

Evaluation Period

Begins August 17, 2022

Award On or before August 26, 2022

3. Pricing/Budget. Line-item break** out to include all fees for personnel needed for project, administrative costs, and supplies, including hours of training per employee. Please detail whether and how your consulting and trainings are in compliance with Federal and state of Florida statutes, including House Bill 7.

** line item break out for Scope of Services III #1 and #2 (page 4) is preferred

VI. RFP SCORING. Proposals will be scored based on the following attributes and weights:

Attribute Weight Documented evidence/KPI’s of improved intercultural relationship outcomes from past work

25%

Demonstrated experience with developing fair and equitable policies and processes

20%

Demonstrated experience working with various demographics in Hillsborough County

20%

Demonstrated experience with conducting effective equity gap training

20%

Cost/Value 10% Certified Minority-Owned Business 5%