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REQUEST FOR PROPOSALS FOR PELICAN CENTER FOR CHILDREN AND FAMILIES SPECIAL PROJECTS COORDINATOR

Posted By Katelyn Smith, Louisiana Association of Nonprofit Organizations, Monday, August 6, 2018

REQUEST FOR PROPOSALS FOR

PELICAN CENTER FOR CHILDREN AND FAMILIES

SPECIAL PROJECTS COORDINATOR

 

 

I.         PURPOSE

 

            The Pelican Center for Children and Families (the “Center”) invites qualified individuals to submit proposals for providing services as a special projects coordinator for the Center in the capacity of an independent contractor.  Contractor will not be entitled to such benefits as holiday time, vacation time, sick leave, retirement benefits, health benefits or other benefits usually associated with employment.  Contractor will be solely responsible for the payment of any federal, state, social security, Medicare, local or other applicable taxes.

 

II.        SUBMISSION OF PROPOSALS

 

            One (1) original and 2 paper copies of each proposal must be received, either by hand delivery or by certified mail, no later than 4:00 p.m. (CST) on Friday, August 31, 2018 at the following address: 

 

                                    Attn:  Ms. Kären Hallstrom

                                    Vice President

                                    Pelican Center Board of Directors

                                    1615 Poydras St., Suite 1000

                                    New Orleans, Louisiana  70112

                                               

            Any proposals which are received after this deadline will not be considered.  All envelopes containing a proposal must bear the name of the person or entity making the proposal, and must have the following clearly written or typed on the face of the envelope: “Proposal for Pelican Center for Children and Families Special Projects Coordinator.”  No faxed or emailed submissions will be accepted.

 

               All questions relative to this request for proposals (“RFP”) should be directed to Kären Hallstrom, Board Vice President.  Ms. Hallstrom may be reached via telephone at (504) 452-5240 or via e-mail at khallstrom2017@gmail.com.  As set out in more detail below, all questions should be submitted by 4 p.m. (CST), on Friday, August 17, 2018.  The preferred method of receiving questions is via e-mail. Any oral explanations or instructions shall not be binding. All communications regarding the RFP shall be directed to Ms. Hallstrom. 

 

            The Center specifically reserves the right to reject, in full or in part, all proposals submitted, and/or to cancel this RFP, when such action is in the Center’s best interests.  Any contract which may be awarded shall be based upon the proposal which is most advantageous to the Center, costs and other factors considered.  The Center will award the proposed contract without regard to race, color, religion, sex, national origin, veteran status, political affiliation, disabilities, or because of an individual's sexual orientation. All contracts are subject to the availability of funds.

 

III.      TIMETABLE FOR PROPOSALS

 

Issue date of RFP                                                Friday, August 3, 2018

 

Deadline for receipt of questions                                Friday, August 17, 2018

 

Deadline for receipt of proposals                                Friday, August 31, 2018

 

Estimated notification date                                 Friday, September 14, 2018

 

IV.       BACKGROUND

     

             The Center is a not-for-profit corporation organized under Louisiana law with federal 501(c)(3) status with the following guiding principles:

 

VISION

     The Center envisions a future for the State of Louisiana in which every child has a safe, permanent home, has access to an appropriate education and is healthy in mind and body. The Center will support this vision by aspiring to become a statewide, comprehensive resource to support effective practice among professionals serving children and families through education, research and a commitment to best practice.

 

MISSION

     The Center will foster meaningful, ongoing collaboration among the Louisiana judicial system, the Louisiana Department of Children and Family Services, Louisiana CASA and other child-and family-serving stakeholders that strive to achieve the following global outcomes for children and families:

  1. Children are, first and foremost, protected from abuse and neglect.
  2. Children are safely maintained in their homes whenever possible and appropriate.
  3. Children have permanency and stability in their living situations.
  4. The continuity of family relationships and connections is preserved for children.
  5. Families have enhanced capacity to provide for their children’s needs.
  6. Children receive appropriate services to meet their educational needs.
  7. Children receive adequate services to meet their physical and mental health needs.

STRATEGIES

     The Center will promote excellence in child welfare practice through documented inter-agency collaboration that is data-driven and needs focused.

     The Center will promote excellence in child welfare practice through cross-system policy development.

     The Center will promote excellence in child welfare practice through the design, development and delivery of inter-disciplinary training and education programs based on evidence-informed and/or promising practices.

     The Center will promote excellence in child welfare practice through the development of shared outcomes, goals and measures and the application of monitoring and evaluation methodologies.

 

           

V.        SCOPE OF WORK

 

            Proposer must be prepared to serve as Special Projects Coordinator for the Center to support the Center’s Executive Director in achieving the Center’s vision, mission and strategies, including but not limited to the following tasks:

1)     Serve as the coordinator of special projects assigned by the Center’s Executive Director;

2)     Organize, staff and facilitate meetings, teleconferences, committees and workgroups that support the Center’s vision and mission;

3)     Assist the Executive Director with research and preparation of documents for grant applications, funding requests and programmatic reports;

4)     Interface with, coordinate and monitor activities of the Center’s contractors as the activities of the contractors relate to overall success of assigned projects;

5)      Participate in state and federal child welfare meetings that support the Center’s vision and mission;

6)     Serve as programmatic liaison to the Louisiana Child Welfare Training Academy, a collaborative partnership by and among the Center, the Louisiana Department of Children & Family Services and the University Alliance (a consortium of Louisiana public university Schools of Social Work, led by Southeastern Louisiana University);

7)     Research and assist with creation of training curricula, information memoranda and best practices bulletins;

8)     Assist the Center’s Executive Director with the Center’s role to implement the Louisiana Court Improvement Program strategic plan and the Center’s presence as a collaborative partner on statewide committees, including the Children’s Law Committee of the Louisiana State Bar Association, the Louisiana Children’s Justice Act Task Force, the “Together We Can” Conference Planning Committee and others as may be required;

9)     Assist the Center’s Executive Director in establishing and maintaining effective working relationships with juvenile judges, court personnel, attorneys, professionals, state and federal child welfare stakeholders and partners and local government officials to further the vision and mission of the Center.

10)  Conduct qualitative and quantitative data research, compile and analyze findings, make recommendations based on findings, and coordinate resulting activities to carry out directives of the Center’s board of directors.

11)  Analyze state and federal law, regulations and policies, and court rules; conduct legal research, analyze relevant issues, and write summary reports, practice briefs, memoranda, articles or such other written materials as directed by the Executive Director in furtherance of the Center’s vision and mission.

 

Proposer must be willing and able to travel statewide periodically and out-of-state occasionally, and devote an average of 40 hours per week to performing these services. 

 

VI.     CONTENTS OF THE PROPOSAL

 

One (1) original and 2 paper copies of each proposal must be provided.

 

            Your proposal should address each of the areas outlined below and provide the information requested.  Your response should include the following:

 

A.    Cost

 

            The information regarding Cost should include:

 

1.     Your hourly rate and/or proposed flat monthly rate;

2.       Your expectations, if any, regarding expense reimbursement, including travel expenses and office/equipment expenses. 

            B.  Qualifications

 

            The information regarding Qualifications should include, but is not limited to the   following:

 

1.   Proposer’s Experience

 

      The proposal must set forth a description of the proposer's experience with regard to the essential functions outlined in Section V, Scope of Work.  Qualifications should include:

·        A graduate degree in law, social work, judicial administration, public administration or a related field, with preference given to a Juris Doctor, with knowledge related to child welfare and/or the juvenile court system.

·        Knowledge of federal and state child welfare law, including the provisions of the Louisiana Children’s Code relative to child protection. 

·        Knowledge of the principles and practice of grant writing, project administration, program management, report writing and/or program evaluation.

·        Knowledge of current literature, principles, practices, best practices and outcome measures related to child welfare and/or juvenile court systems.

·        Experience or willingness to engage in prepared and extemporaneous speaking before large audiences.

·        Experience in analyzing complex issues and writing, with preference given to authorship of published works.

·        Knowledge of continuous quality improvement principles and the ability to draft queries, obtain and analyze data from a variety of sources.

·        Understanding of the value of multi-disciplinary collaboration and group leadership, management and facilitation.

·        Knowledge of strategic planning for short-, mid- and long-term goals and methodologies for monitoring success.

2.   Proposer’s References and Writing Samples

 

      Provide at least two references and two samples of writing. The Proposer’s references shall include, but are not limited to, the following:

·       Name

·       Address

·       Telephone number

·       Email address

·       Letters of reference (if available)

 

      Please note that the Center may or may not elect to contact references provided.

 

VII.     EVALUATION CRITERIA

 

The Center will evaluate all proposals and, if a proposer is to be selected, select a proposer on the basis of the following criteria:

 

A.    Cost (25 percent)

B.    Qualifications (75 percent)

 

VIII.        CONTRACT AWARD

 

            The Center reserves the right to enter into a contract without further discussion of the proposal based on the content of the proposals submitted. Ordinarily, nonresponsive proposals will be rejected outright. Nevertheless, the Center may elect to conduct discussions, including the possibility of limited proposal revisions, but only for those proposals reasonably susceptible of being selected for award.  If improper revisions are submitted, the Center may elect to consider only your unrevised initial proposal. The Center may also elect to conduct negotiations, beginning with the highest ranked proposer, or seek best and final offers.  If negotiations are conducted, the Center may elect to disregard the negotiations and accept your original proposal.  

 

IX.          TERM OF INITIAL AGREEMENT

 

               Proposer should be prepared to start no later than October 1, 2018.  Any contract to be awarded is expected to be for a one year period ending September 30, 2019.   

              

X.           PUBLIC NATURE OF PROPOSAL AND PROSPECTIVE CONTRACT

 

               All proposals submitted in response to this RFP, and any contract which might ultimately be agreed upon, will be open to public inspection by any interested person, firm or corporation. 

 

               It should be noted and understood that all proposals, contracts and other documents presented in connection with this RFP become the property of the Center.

 

XI.          SUBMISSION OF CONFIDENTIAL INFORMATION AND REDACTION OF                PROPOSALS

 

               Trade secrets or other proprietary information submitted by a proposer as part of its RFP may not be subject to public disclosure, provided the proposer specifies the relevant law supporting its request for confidentiality.  However, the proposer must invoke the protections of this section prior to or upon submission of its proposal, identify the specific data or other materials to be protected and state the reasons why protection is necessary. Any aspect of the proposal which addresses the price of providing the requested services will not be considered confidential under any circumstance.  Any proposal marked as confidential or proprietary in its entirety may be rejected without further consideration or recourse.

 

               The proposer must clearly designate the part of the proposal that contains a trade secret and/or privileged or confidential proprietary information as “confidential” in order to claim protection, if any, from disclosure.  The proposer shall mark the cover sheet of the proposal with the following legend, specifying the specific section(s) of the proposal sought to be restricted in accordance with the conditions of this legend:

 

“The data contained in pages _____ of the proposal have been submitted in confidence and contain trade secrets and/or privileged or confidential information and such data shall only be disclosed for evaluation purposes, provided that if a contract is awarded to this proposer as a result of or in connection with the submission of this proposal, the Pelican Center for Children and Families shall have the right to use or disclose the data therein to the extent provided in the contract.”

            Further, to protect such data, each page containing such data shall be specifically identified and marked “CONFIDENTIAL.”  All markings must be conspicuous; use color, bold, underlining, or some other method in order to distinguish the mark from the other text.  You are required to mark the original copy of your offer to identify any information that is exempt from public disclosure.  In addition, you must submit one complete copy of your offer from which you have removed any information that you marked as exempt, i.e., a redacted copy.  The information redacted should mirror in every detail the information marked as exempt from public disclosure.  The redacted copy should:

 

a.                Reflect the same pagination as the original, and

b.               Show the empty space from which information was redacted.  

 

               Proposers must be prepared to defend the reasons why the material should be held confidential.  If a competing proposer or any other person seeks review or copies of another proposer’s confidential data, the Center will notify the owner of the asserted data of the request.  If the owner of the asserted data does not want the information disclosed, it must agree to indemnify and hold the Center harmless against all actions or court proceedings that may ensue (including attorney’s fees), which seek to order the Center to disclose the information.  If the owner of the asserted data refuses to indemnify and hold the Center harmless, the Center may disclose the information.

 

XII.        CENTER DISCRETION

 

               The Center specifically reserves the right to reject, in full or in part, all proposals submitted, and/or to cancel this request for proposals, when such action is in the Center’s best interests.  Any contract which may be awarded shall be based upon the proposal which is most advantageous to the Center and its staff, costs and other factors considered.  All contracts are subject to the availability of funds.

 

XIII.      CHANGES, ADDENDA, WITHDRAWALS

 

               The Center reserves the right to change the calendar of events or issue addenda to the RFP at any time.  The Center also reserves the right to cancel or reissue the RFP.

 

               If the proposer needs to submit changes or addenda, such shall be submitted in writing, signed by an authorized representative of the proposer, and cross-referenced clearly to the relevant proposal section.  All such changes must be received prior to the deadline for proposal submission.

XIV.       COST OF PREPARING PROPOSALS

 

               The Center is not liable for any costs incurred by proposers prior to issuance of or entering into a contract.  Costs associated with developing the proposal, preparing the proposal, and any other expenses incurred by the proposer in responding to the RFP are entirely the responsibility of the proposer, and shall not be reimbursed in any manner by the Center. 

 

XV.        AUDIT OF RECORDS

 

               The State Legislative Auditor or other auditors so designated by the Center shall have the option to audit all accounts directly pertaining to the resulting contract for a period of three (3) years after project acceptance or as required by applicable State or Federal law.  Records shall be made available during normal working hours for this purpose.

 

XVI.       RECORDS RETENTION

 

               The successful proposer shall maintain all records relating to any contract which is agreed upon for a period of at least three (3) years after acceptance by the Center.

 

 

XVII.     CHOICE OF LAW

 

                The resulting contract shall be governed by Louisiana law.     

 

XVIII.   NO MANDATORY ARBITRATION

 

               The resulting contract shall not contain any provision mandating that the parties submit to arbitration.

 

XIX.       FIXED PRICING REQUIRED

  

                Any pricing provided by proposer shall include all costs for performing the work associated with that price.  Except as otherwise provided in this RFP, proposer's price shall be fixed for the duration of any resulting contract.  This clause does not prohibit proposer from offering lower pricing after award.  

 

XX.         NON-INDEMNIFICATION

  

                Any term or condition is void to the extent it requires the Center to indemnify anyone.  

  

XXI.       PUBLICITY

  

                Contractor shall not publish any comments or quotes by Center staff, or include the Center in either news releases or a published list of customers, without the prior written approval of the Center.  

 

XXII.      TERMINATION DUE TO UNAVAILABILITY OF FUNDS

  

                Payment and performance obligations under the resulting contract shall be subject to the availability and appropriation of funds therefor.  When funds are not appropriated or otherwise made available to support continuation of performance, the contract shall be canceled.  

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