Addendum 2 - Connecticut
Addendum 2State of Connecticut Department of Social ServicesResearch and Evaluation of Community Based ProgramsRequest for Proposals RE 1107 RFPThe State of Connecticut Department of Social Services (the Department) is issuingAddendum 2 to the Research and Evaluation of Community Based Programs Request forProposals (RFP). Addendum 2 contains:1. Typographical error correction; and2. Official Responses to Questions.In the event of any inconsistency between information provided in the RFP andinformation in this addendum, the information in this addendum shall control.1. Typographical error correction – A change has been made to the followingsection A. Organizational Capability and Structure 2. Corporate Experience c. Thesection shall now read:c. Describe the Respondent’s corporate background as it relates to projects similar inscope and complexity to the project described in this RFP. If the proposal includesthe use of subcontractors, include a similar description of each subcontractor’scorporate background;2. Official Responses to Questions - Questions submitted by interested parties andthe Department’s official responses follow.1) Question: Is there a maximum allowable annual budget for the Research and Evaluationof Community Based Programs?Response: To obtain competitive pricing, the Department will not disclose its budgetestimate for this project.2) Question: Is there an incumbent who has been performing the same or similar scope ofwork?Response: Yes, the University of Hartford Center for Social Research.3) Question: What is the relationship, if any, between the RFP to Develop an ExtensiveResearch and Evaluation System (RE RFP 102011) and the Research and Evaluation ofCommunity Based Programs (RE 1107 RFP)?Response: The Research and Evaluation of Community Based Programs Request forProposals (RE RFP 102011) was issued on October 20, 2011. The RFP was cancelledon October 21, 2011. The Department attempted to alert prospective Respondents of thecancelation, but the cancelation did not reach all intended recipients.The Research and Evaluation of Community Based Programs Request for Proposals(RE 1107 RFP), issued on November 7, 2011, is the only Request for Proposals forResearch and Evaluation of Community Based Programs.RE 1207 Addendum 21Deleted: consultant’s
Addendum 2State of Connecticut Department of Social ServicesResearch and Evaluation of Community Based ProgramsRequest for Proposals RE 1107 RFP4) Question: What is the fiscal budget for the resultant contract period? Is there a budgetrange or cap?Response: Please refer to the Response to Question 1.5) Question: Please clarify all necessary information for subcontractors. For example, foreach subcontractor, does the grant proposal need to include: a) certifications and formsaccording to SECTION ONE, D. Statutory and Regulatory compliance; b) corporateexperience as outlined under SECTION TWO, A.2.; c) resume/vita and three (3)references; and d) budget and budget narrative?Response: Per the RFP, IV. PROPOSAL CONTENTSThroughout the Request for Proposals Requirements and Responses:Respondents that propose the use of subcontractors must present the sameinformation about the proposed subcontractors as they would have if they wereresponding themselves.To clarify: If a Respondent is proposing a subcontractor to provide a service to meet anRFP requirement, the Respondent must present the same information about the proposedsubcontractor as they would if they were responding to provide the service themselves.The Respondent must provide information about the subcontractor as it relates to theservice the subcontractor will be providing.In response to your examples: a) certifications and forms according to SECTION ONE,D. Statutory and Regulatory compliance are not required of the subcontractor, though allstatutory, regulatory and legal requirements of the successful respondent must flowthrough to the subcontractor; b) corporate experience as outlined under SECTION TWO,A.2. is required of the subcontractor; c) resume/vita [sic] and three (3) references arerequired of the subcontractor; and d) budget and budget narrative must include the cost ofthe subcontractor and a narrative to explain that cost. A separate cost section is notrequired to be provided from the subcontractor.6) Question: Please clarify the difference between a subcontractor and a consultant.Response: A subcontractor is an individual (other than an employee of the Respondent)or business entity that the Respondent is proposing to provide services as required in theRFP. If a consultant is being used or proposed for services as required in this RFP, thenthe consultant would be considered a subcontractor.7) Question: Regarding Staff Requirements (SECTION TWO, C): Can we includeadministrative staff and other employees at DSS as references/contacts for each of thekey personnel?Response: Yes; however, they may have to refuse to serve as a reference if they will beinvolved in the evaluation of proposals received in response to this RFP, so it is incumbent uponthe Respondent to verify the staff’s ability to serve as a reference ahead of time.RE 1207 Addendum 22
Addendum 2State of Connecticut Department of Social ServicesResearch and Evaluation of Community Based ProgramsRequest for Proposals RE 1107 RFP8) Question: Please explain or clarify the policy and procedures deliverables as outlined inSECTION TWO, B.3.a. and B.3.b.Response: Per the RFP, SECTION TWO, 3.Task-related Policies and Procedures:“Additionally, it shall describe how it will come to develop the policies and proceduresnecessary to comply with a. and b. below. Through submission of the Respondent’sproposal, the Respondent acknowledges and agrees that:a. The success of the RE contractor’s performance depends, in part, on the REcontractor’s development and application of clear and accurate policies andprocedures that reflect functional interpretations of regulations, quality goals, anddirectives; andb. The RE contractor’s policies and procedures must be organized and available to allowseamless access by both the RE contractor and designated Department staff.”To clarify: The Respondent is required to describe its methodology to make clearrecommendation on policies and procedures that assess how rules and regulations effectthe functioning of the programs, how program goals and directives are tied to qualityservices, as well as describe how the resultant contractor will provide accessibility of thepolicies and procedures to the RE contractor and the Department.9) Question: Are program administrators willing to consider the research requirements,program demands, and costs related to a randomized control trial (i.e., see SECTIONTWO, B.4.b.)?Response: Due to the amount of funding available for RE the Department does notconsider it feasible to conduct a RCT trial at this time.10) Question: Are there instructions for completing the budget summary form?Response: No, there are not specific directions as the template provided is in a genericformat to be populated in the appropriate areas reflecting the Respondent’s proposed cost.11) Question: Does this proposal need to include a cumulative budget in addition to a budgetfor each of the three contract years?Response: A cumulative budget is not required. However, the total proposed cost for thethree-year resultant contract is required. Please provide the total proposed cost for thethree year resultant contract in the beginning of your narrative, followed by the annualnarrative for each individual year: 2012, 2013, and 2014.12) Question: Is the budget narrative to reflect the entire 3 year project or 3 budgetnarratives?RE 1207 Addendum 23
Addendum 2State of Connecticut Department of Social ServicesResearch and Evaluation of Community Based ProgramsRequest for Proposals RE 1107 RFPResponse: There must be a separate itemized budget and a corresponding budgetnarrative for each year. The end result will be a detailed description of the project cost.13) Question: Per Requirement 5 on p. 7 of the RFP, what is the scope of the data to beextracted from the Help Me Grow and DCF databases?Response: The scope of data extracted from the Help Me Grow program can be viewedin the Help Me Grow evaluation. The data from DCF is not extracted. Cases are checkedagainst the DCF data base. The scope of this activity can be viewed in the 2009 NFNevaluation report, embedded as a hyperlink, provided in the RFP.14) Question: Per Requirement 14 on p. 7 of the RFP, what is the scope of the data to becollected to determine claims and billing for Medicaid reimbursement?Response: The scope of data for Medicaid reimbursement includes demographic and siteactivity data needed for billing including parents name, address, social security number,number of visits and type of services offered. The data needed for billing, with theexception of social security numbers, is collected through the web based system. The datawould need to be aggregated and submitted to the Medicaid Administration on aquarterly basis. The sites would need to obtain releases from the families and make thesocial security numbers available to the contractor. This step has not been taken becausethe agreement with Medicaid to pay claims for the program services is still in progress.15) Question: Per Requirement 15 on p. 7 of the RFP, what is the scope of the data to beimported from DSS’ web-based systems in order to perform the required analyses?Any information on the number of tables and number of elements to be included in thesevarious data extraction/collection activities would be helpful in preparing time estimatesfor these portions of the project.Response: The scope of the data to be imported from the DSS web-based system: 10 datatables made up of 320 data elements.16) Question: In addition, Requirement 13 on p. 7 of the RFP states that the vendor will“prepare special reports on request.” I was curious as to the frequency of these reportrequests in the past and approximately how long it took to fulfill these requests.Response: Currently, special reports are generally requested two to three times per yearas unusual or interesting findings emerge from the research and evaluation of programsor at the request of the Legislature or Governor’s office. The length of time needed tocomplete the reports varies. The reports are roughly 5 to 12 pages in length.RE 1207 Addendum 24
Addendum 2State of Connecticut Department of Social ServicesResearch and Evaluation of Community Based ProgramsRequest for Proposals RE 1107 RFPAddendum 2 issued December 7, 2011Approved:Marcia McDonoughState of Connecticut Department of Social Services(Original signature on document in procurement file)This Addendum must be signed and returned with your submission.Authorized SignerRE 1207 Addendum 2Name of Company5
Addendum 1State of Connecticut Department of Social ServicesResearch and Evaluation of Community Based ProgramsRequest for Proposals RE 1107 RFPThe State of Connecticut Department of Social Services is issuing Addendum 1 to theResearch and Evaluation of Community Based Programs Request for Proposals. In theevent of any inconsistency between information provided in the RFP and information inthis addendum, the information in this addendum shall control.Addendum 1 contains clarification of: Part II. OVERVIEW OF THE PROCUREMENTPROCESS, L. RESPONDENT ASSURANCES AND ACCEPTANCE, 7. Discovery of aConflict of Interest.7. Discovery of a Conflict of Interest: The Respondent certifies that it shallimmediately disclose any situation to the Department’s Contract Administrator wherethe Respondent (if selected as the RE contractor) becomes aware of an existing,potential, or perceived conflict that may compromise its objective provision ofservices under the resultant contract. The Department’s Contract Administrator willdetermine the necessary remedy.To further ensure the avoidance of an actual Conflict of Interest or the appearance ofa Conflict of Interest, Respondents must not have a relationship of any type or berelated in any way to any of the Department of Social Services' current contractors forthe Nurturing Families Network program, Help Me Grow program, Family SchoolConnection program, or Healthy Start program, as such a relationship could present aconflict of interest and diminish the contractor’s ability to objectively evaluate allprograms.RE 1117 Addendum.11
Addendum 1State of Connecticut Department of Social ServicesResearch and Evaluation of Community Based ProgramsRequest for Proposals RE 1107 RFPAddendum 1 issued November 17, 2011Approved:Marcia McDonoughState of Connecticut Department of Social Services(Original signature on document in procurement file)This Addendum must be signed and returned with your submission.Authorized SignerRE 1117 Addendum.1Name of Company2
State of Connecticut Department of Social ServicesResearch and Evaluation of Community Based ProgramsRequest for ProposalsThe Department of Social Services/Children’s Trust Fund (DSS/CTF) or Department, hasissued this Request for Proposals (RFP) to obtain proposals from eligible organizations toconduct comprehensive research and evaluation of CTF programs.CTF programs provide funding for community-based services, training, and technicalassistance to prevent child abuse and neglect and to ensure the positive growth anddevelopment of children. In response to this RFP the Department is seeking to identify apublic or private organization with the necessary expertise to conduct performancemonitoring, process evaluation, outcome evaluation, and specifically designed research ofCTF programs.Eligible Respondents shall be: Public or private organizations with their principal place of business located inConnecticut.Qualified Respondents must have no less than five (5) years of demonstrated experienceproviding research and evaluation services to include experience and capabilities in eachof the following areas: Proposing research designs providing similar services;Providing sufficient staff including managerial and administrative support toimplement the required research and evaluation services, including the ability to meetData/Technology and Report Requirements; andEngaging and supporting multiple stakeholders within and served by similarprograms.The resultant contract period is expected to begin July 1, 2012 and end June 30, 2015 withthe option for two one-year extensions at the discretion of the Department.Respondents planning to respond to this RFP may submit a Letter of Intent (LOI) to theDepartment no later than 3:00 PM Eastern Standard Time (EST) on December 7, 2011.Proposal submissions must be received in hand, by the Department, no later than 3:00 PMEST on December 21, 2011.Proposal submissions received after the stated due date and time may be accepted by theDepartment as a clerical function but will not be evaluated. Proposals that are not evaluatedshall be retained for thirty days after the resultant contract is executed, after which theproposals will be destroyed or retained for pick-up by the submitters, upon notification fromthe Department.RE 1107 RFP
To download this RFP, access the State’s Procurement/Contracting Portal at the State ofConnecticut Department of Administrative Services’ Procurement Services Home Page athttp://das.ct.gov/Director.aspx?Page 12 or call or write:Marcia McDonoughDepartment of Social ServicesContract Administration25 Sigourney StreetHartford, CT 06106Telephone: 860-424-5214Fax: 860-424-5800E-mail: Marcia.McDonough@ct.govThe RFP is also available on the Department’s website athttp://www.ct.gov/dss/cwp/view.asp?a 2345&q 304920&dssNav The Department of Social Services is an Equal Opportunity/Affirmative Action Employer.Questions or requests for information in alternative formats must be directed to the ContractAdministration Office at 860-424-5214. Persons who are deaf or hearing impaired may use aTelecommunications Device for the Deaf, (TDD), by calling 1-800-842-4524.The Department of Social Services reserves the right to reject any and all proposals or cancelthis procurement at any time if it is deemed in the best interest of the State.ii
Research and Evaluation of Community Based Programs Request for Proposals (RE RFP)Release Date: 11.07.11Preface to the Request for ProposalsPart I.Background Information and Program Objectives contains information aboutthe Department, its goals and objectives, and an overview of critical consumerprograms.Part II.Overview of the Procurement Process provides the sequence and steps in theDepartment’s procurement process.Part III. Proposal Format Requirements and Instructions provides instructions toprospective Respondents on how to submit a proposal.Part IV.Proposal Contents defines the proposal responses. Respondents to the RFP mustprovide their proposals in three (3) sections with specified subsections.1. Section One of the Respondent’s proposal must contain the requirements fortransmittal statements and acceptance.2. Section Two of the Respondent’s proposal must contain information about theRespondent’s organization and personnel and the requirements for the Scopeof Services, Work Plan, Staffing Requirements, Data Technology, ReportRequirements and Subcontractor, if applicable. This section identifies specificissues the resultant contractor will need to address and seeks informationabout how the Respondent will resolve or approach these issues. It also allowsthe Respondent to tell the Department about itself and how it would “fit” as apartner with the Department.3. Section Three of the Respondent’s proposal is the Business Cost Proposal thatmust contain all information related to the cost of the proposal.Part V.Proposal Evaluation describes the process the Department will use to evaluatethe proposals.Part VI. Submission OutlineRE 1107 RFP
Table of ContentsPart I. Background Information and Program Objectives . .5Part II. Overview of the Procurement Process .8Part III. Proposal Format Requirements .15Part IV. Proposal Contents . .18Section OneTransmittal Communication, Forms, and Acceptance Order .18Section TwoOrganizational Capability and Structure, Scope of Services and Work Plan, Staffing,Data/Technology, Report Requirements, and Subcontractor Requirements .21Section ThreeBusiness Cost Proposal . . .31Part V. Proposal Evaluation .32Part VI. Submission Outline .344
I.BACKGROUND INFORMATION AND PROGRAM OBJECTIVESA.Children’s Trust Fund and Research and Evaluation of Community ProgramsThe Department of Social Services/Children’s Trust Fund Division (DSS/CTF) or Department isthe State’s lead agency for the prevention of child abuse and neglect. The Department invests inseveral major initiatives that help ensure the positive growth and development of children byhelping to support and strengthen families – especially those for whom the risk of abuse andneglect is very real. CTF programs reach more than 15,000 families every year.The Department is seeking proposals to conduct comprehensive research and evaluation ofCTF programs. CTF programs provide funding for community-based services, training, andtechnical assistance to prevent child abuse and neglect and to ensure the positive growthand development of children. In connection with this program, CTF is seeking to identify apublic or private organization with the necessary expertise to conduct performancemonitoring, process evaluation, outcome evaluation, and specifically designed research ofCTF programs. The successful Respondent will be responsible for developing research andevaluation designs to evaluate the effectiveness of CTF programs using the mostappropriate, validated instruments and tools. The successful Respondent will also beresponsible for creating internal protocol and procedures for ensuring data is properlyanalyzed and reported for established and new program sites that track programparticipants. Responsibilities include, but are not limited to: program site visits; trainingand technical assistance for CTF and funded program staff; and quarterly and annualresearch and evaluation reports.B.Overview of the Department of Social ServicesThe Department of Social Services provides a broad range of services to the elderly, personswith disabilities, families, and individuals who need assistance in maintaining or achieving theirfull potential for self-direction, self-reliance, and independent living. It administers more than90 legislatively authorized programs and one third of the State budget. By statute, it is the Stateagency responsible for administering a number of programs under federal legislation, includingthe Rehabilitation Act, the Food Stamp Act, the Older Americans Act, and the Social SecurityAct. The Department is also designated as a public housing agency for the purpose ofadministering the Section 8 program under the federal Housing Act.The Department is headed by the Commissioner of Social Services, and there is a DeputyCommissioner for programs. There is a regional administrator responsible for each of the threeservice regions. By statute, there is a statewide advisory council to the Commissioner, and eachregion must have a regional advisory council.The Department administers most of its programs through offices located throughout the state.For the other programs, services are available through 12 offices located in the three regions,with central office support located in Hartford. In addition, many services funded by the5
Department are available through community-based agencies, including the 156 senior centersthroughout Connecticut. The Department has out-stationed employees at hospitals to expediteMedicaid applications, and funds Healthy Start sites, which can accept applications forMedicaid for pregnant women and young children. Many of the services provided by theDepartment are available via mail or telephone call.There are two entities attached to the Department for administrative purposes only, the ChildDay Care Council and the Bureau of Rehabilitation Services. The Bureau of RehabilitationServices is comprised of the Bureau of Rehabilitation Services, Commission on Deaf andHearing Impaired, Board of Education and Services for the Blind, the driver training programfor persons with disabilities formerly at the Department of Motor Vehicles, and therehabilitation programs for employees suffering compensable injuries, which have disabledthem from performing their customary or most recent work, formerly at the WorkersCompensation Commission.Department MissionThe Connecticut Department of Social Services provides a continuum of core services to: Meet basic needs of food, shelter, economic support, and health care Promote and support the choice to live with dignity in one's own home and community Promote and support the achievement of economic viability in the workforceWe gain strength from our diverse environment to promote equal access to all Departmentprograms and services.Department VisionThe Connecticut Department of Social Services is people working together to supportindividuals and families to reach their full potential and live better lives. We do this withhumanity and integrity.C.Overview of the Program’s Requirements1. Create research and evaluation designs to evaluate the effectiveness of CTF programs usingthe most appropriate, validated instruments and tools.2. Conduct annual process evaluation, outcome evaluation, and specifically designed researchfor 50 Nurturing Families Network (NFN) and Family School Connection community-basedprogram sites that perform multiple functions statewide, the statewide Help Me Grow systemand the Healthy Start program.3. Track program participants for established and new program sites.4. Learn and understand the existing web-based system that is owned and maintained by DSS tobetter train program staff to use and monitor the information submitted by multiple sites andto adequately handle questions from the multiple sites.6
5. Work with CTF to extract data from the Help Me Grow and Department of Children andFamilies databases to enhance research efforts.6. Analyze data and prepare quarterly narrative and statistical reports on program performanceincluding but not limited to individual site ratings of research compliance.7. Conduct program site visits.8. Provide training and technical assistance for CTF staff and, as requested, CTF’s contractors,on research methodology and procedures and data gathering analysis, and application.9. Develop and/or actively participate on Continuous Quality Improvement Teams andResearch Committees for CTF programs.10. Prepare midyear and annual reports to the state legislature and other parties on theestablishment, implementation, and progress of CTF programs using Results BasedAccountability (RBA), particularly as it relates to Connecticut state agencies and theConnecticut General Assembly.11. Prepare and deliver presentations to multiple stakeholders and participate in decision-makingto improve program implementation and effects and to inform program and policydevelopment.12. Design and implement a three-year research project on the outcomes of the NurturingFamilies Network on child outcomes including health and development and school readinessper year.13. Prepare special reports on request.14. Collect data that will be used to determine the claim and bill for Medicaid reimbursement inaccordance with the policies, procedures and timetable in the Children's Trust Fundagreement with the Department of Social Services for this purpose.15. Accept data from DSS’ existent web-based systems in a file format to be determined by theDepartment.D.Resource LibraryThe Department encourages Respondents to read the report information related to theseprograms: Family School Connection Final Report Help Me Grow Annual Evaluation Report Nurturing Families Network Annual Evaluation Report Healthy Start Program Evaluation ReportReport information related to these programs can be viewed using the following hyperlinks:Go to: www.ct.gov/ctfClick on: ResearchGo to: www.ct.gov/ctfClick on: Publications7
For detailed information on CTF Programs, go to www.ct.gov/ctf, click on "Programs andServices."E.RESPONDENT QUALIFICATIONS Qualified Respondents must have no less than five (5) years of demonstrated experienceproviding research and evaluation services to include experience and capabilities in each ofthe following areas: II.Proposing research designs providing similar services;Providing sufficient staff including managerial and administrative support to implementthe required research and evaluation services, including the ability to meetData/Technology and Report Requirements; andEngaging and supporting multiple stakeholders within and served by similar programs.OVERVIEW OF THE PROCUREMENT PROCESSA. ISSUING OFFICE AND CONTRACT ADMINISTRATIONThe Department of Social Services is issuing this RFP through its Office of ContractAdministration - Procurement Unit. The Contract Administration - Procurement Unit is theIssuing Office for this procurement and is the only contact in the State of Connecticut for thisprocurement. The integrity of the procurement process is based in part on ensuring that allpotential and intended Respondents be afforded the same information and opportunitiesregarding the terms of the procurement. Therefore, it is incumbent on the Issuing Office tomonitor, control, and release information pertaining to this procurement. Potential and intendedRespondents are advised that they must refrain from calling or writing any other office within theState of Connecticut or any other State employee with questions or comments related to thisprocurement. Potential and intended Respondents who call or write others within the State ofConnecticut with questions or issues pertaining to this procurement may risk disqualificationfrom consideration. Decisions regarding such disqualification will be made by the Department ofSocial Services’ Contract Administrator within the Issuing Office, after consultation with theOffice of the Commissioner. The contact information for the Issuing Office is:Marcia McDonoughContract AdministrationDepartment of Social Services25 Sigourney Street, Hartford, CT 06106Phone: (860) 424-5214 - Fax: (860) 424-5800E-mail: marcia.mcdonough@ct.govAll questions, comments, proposals, and other communications with the Issuing Office regardingthis RFP must be submitted in writing directed to the Issuing Office and must be clearly8
identified as pertaining to the Research and Evaluation of Community Based Programs Requestfor Proposals, (RE RFP).Any material received that does not so state its RFP-related contents will be opened as generalmail.B. PROCUREMENT SCHEDULEMilestonesEnding DatesRFP ReleasedNovember 7, 2011Questions Due 3:00 PM ESTNovember 23, 2011Responses to Questions (tentative)November 30, 2011Non-Mandatory Letter of Intent DueDecember 7, 2011Proposals Due by 3:00 PM ESTDecember 21, 2011Successful Respondent AnnouncedTBDContract Negotiations BeginTBDContract Work BeginsJuly 1, 2012C. RESPONDENTS’ QUESTIONSThe Department will not sponsor a Respondents’ Conference with regard to this RFP.Instead, the Department encourages Respondents to submit written questions.The Department will accept written questions submitted to the Issuing Office by 3:00 PMEST on November 23, 2011. Questions may be submitted to the Issuing Office by facsimileat (860) 424-5800, e-mail at marcia.mcdonough@ct.gov or mail directed to the IssuingOffice at the address listed in this RFP. All questions sent by mail or facsimile must also beprovided on a disk (Microsoft Word 6.0, 2003) and received by the Issuing Office by 3:00PM EST on November 23, 2011.The Department will not respond to questions that do not
Nov 07, 2011 · A.2. is required of the subcontractor; c) resume/vita [sic] and three (3) references are required of the subcontractor; and d) budget and budget narrative must include the cost of the subcontractor and a narrative to explain that cost. A separate cost secti
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