RFP ODE-2216-16 Financial Management Training for Child and Adult Care Food Program
State of Oregon
Cover Page
Oregon Department of Education
Financial Management Training for Child and Adult Care Food Program (CACFP)
Request for Proposal (RFP)
ODE -2216-16
Date of Issue: November 4, 2016
Closing Date: December 6, 2016
Single Point of Contact (SPC): Su Fennern, Contract Specialist
Address: 255 Capitol Street NE
City, State, Zip Salem, OR 97310
Phone (voice) 503.947-5849
E-mail:
In compliance with the Americans with Disabilities Act, this RFP may be made available in alternate formats such as Braille, large print, audiotape, oral presentation, and computer disk. To request an alternate format call the Oregon Department of Education, 503.947.5849.
Version 1.0 - November 19, 2014 Page 4 of 59
RFP ODE-2216-16 Financial Management Training for Child and Adult Care Food Program
Table of Contents
SECTION 1: GENERAL INFORMATION 3
1.1 INTRODUCTION 3
1.2 SCHEDULE 3
1.3 SINGLE POINT OF CONTACT (SPC) 3
SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE 4
2.1 AUTHORITY AND METHOD 4
2.2 DEFINITION OF TERMS 4
2.3 OVERVIEW 5
2.4 SCOPE OF WORK 5
SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION 7
3.1 MINIMUM REQUIREMENTS 7
3.2 MINIMUM SUBMISSION REQUIREMENTS 8
3.3 PROCUREMENT PROCESS 10
3.4 PROPOSAL CONTENT REQUIREMENTS 13
3.5 EVALUATION PROCESS 16
3.6 PREFERENCES 19
3.7 POINT AND SCORE CALCULATIONS 19
3.8 RANKING OF PROPOSERS 19
SECTION 4: AWARD AND NEGOTIATION 19
4.1 AWARD NOTIFICATION PROCESS 19
4.2 INTENT TO AWARD PROTEST 20
4.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS 20
4.4 CONTRACT NEGOTIATION 21
SECTION 5: ADDITIONAL INFORMATION 22
5.1 CERTIFIED FIRM OUTREACH PARTICIPATION 22
5.2 GOVERNING LAWS AND REGULATIONS 22
5.3 ETHICS IN PUBLIC CONTRACTING 22
5.4 OWNERSHIP/PERMISSION TO USE MATERIALS 23
5.5 CANCELLATION OF RFP; REJECTION OF PROPOSALS; NO DAMAGES. 23
5.6 COST OF SUBMITTING A PROPOSAL 23
5.7 STATEWIDE E-WASTE/RECOVERY POLICY 23
5.8 RECYCLABLE PRODUCTS 23
5.9 PRINTING, BINDING, AND STATIONERY WORK 23
5.10 CHECKLIST DISCLAIMER 23
SECTION 6: LIST OF ATTACHMENTS 24
ATTACHMENT A SAMPLE CONTRACT 24
ATTACHMENT B AFFIDAVIT OF TRADE SECRET 24
ATTACHMENT C PROPOSER CERTIFICATION SHEET 24
ATTACHMENT D PROPOSER INFORMATION SHEET 24
ATTACHMENT E CERIFICATION OF COMPLIANCE WITH TAX LAWS 24
ATTACHMENT F REFERENCE CHECK FORM 24
ATTACHMENT G BUDGET PROPOSAL FORM 24
ATTACHMENT H CERTIFIED FIRM OUTREACH PLAN 24
ATTACHMENT I PROPOSAL CHECKLIST 24
ATTACHMENT J CERTIFICATION DENYING CONFLICT OF INTEREST 24
ATTACHMENT K INDEPENDENT CONTRACTOR CERTIFICATON 24
ATTACHMENT L SUSPENSION AND DEBARMENT CERTIFICATION 24
ATTACHMENT M CERTIFICATION REGARDING LOBBYING 24
Version 1.0 - November 19, 2014 Page 4 of 59
RFP ODE-2216-16 Financial Management Training for Child and Adult Care Food Program
SECTION 1: GENERAL INFORMATION
1.1 INTRODUCTION
The State of Oregon, acting by and through the Department of Education, Child Nutrition Programs (Agency), is issuing this Request for Proposals for a qualified company to provide Child and Adult Care Food Program (CACFP) specific financial management training to state agency staff; provide technical assistance to state agency staff; and provide financial management training to CACFP applicants and sponsors.
The CACFP is a Federal program that provides reimbursement for nutritious meals and snacks served to eligible children in child care centers, family day care homes, schools, Head Starts, emergency shelters and afterschool programs, as well as to eligible adults in adult care centers. Oregon’s program is funded by the U.S. Department of Agriculture (USDA).
Agency has determined disclosure of the project budget helps potential Proposers in preparing a proposal meeting the standards and expectations of the RFP. Agency states the magnitude of all requirements in terms of fixed price.
The anticipated values of the services described in the RFP are estimated to be in the range of $50,000.00 to $75,000.00.
1.2 SCHEDULE
The table below represents a tentative schedule of events. All times are listed in Pacific Daylight Savings Time. All dates listed are subject to change.
Event / Date / TimeQuestions / Requests for Clarification Due / November 14, 2016 / 1:00 PM
Answers to Questions / Requests for Clarification Issued (approx.) / November 17, 2016
RFP Protest Period Ends / November 17, 2016 / 1:00 PM
Closing (Proposals Due) / December 6 , 2016 / 1:00 PM
Issuance of Notice of Intent to Award (approx.) / December 16, 2016
Award Protest Period Ends / 7 days after Notice of Intent to Award
1.3 SINGLE POINT OF CONTACT (SPC)
The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision only to the SPC.
SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE
2.1 AUTHORITY AND METHOD
Agency is issuing this RFP pursuant to its authority under OAR 125-246-0170(2).
Agency is issuing the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260.
2.2 DEFINITION OF TERMS
For the purposes of this RFP, capitalized words will refer to the following definitions.
Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.
2.2.1 Project Specific Definitions
Child and Adult Care Food Program (CAFCP) provides reimbursement for nutritious meals and snacks served to eligible children in child care centers, family day care homes, schools, Head Starts, emergency shelters and afterschool programs, as well as to eligible adults in adult care centers.
Code of Federal Regulations (CFR) is the codification of the general and permanent rules published in the Federal Register by the departments and agencies of the Federal Government.
Deliverables- Items named in the contract, course, or project that must be delivered for its successful completion.
Direct Cost is incurred specifically for a program or other cost objective, and can be readily identified to a particular objective such as school food service. Examples of direct costs include, but not limited to food, wages and salaries of the staff working in the school food service, and supplies specifically used in the school food service.
Federal Acquisition Regulation (FAR) is the principal set of rules in the Federal Acquisition Regulation System. The FAR System governs the “acquisition process” by which executive agencies of the United States federal government acquire goods and services by contract with appropriated funds.
Indirect Costs are incurred for the benefit of multiple programs, functions, or other costs objectives and therefore cannot be identified readily and specifically with a particular program or other cost objective. Indirect costs typically support administrative overhead functions such as fringe benefits, accounting, payroll, purchasing, facilities management, utilities, etc.
Sponsors are all institutions that have entered into an agreement with the Agency to operate the CACFP in Oregon. Sponsors may have one or more sites. CACFP sponsors include sponsors of family day care homes, child care centers, Head Start Programs, adult day programs, homeless/emergency shelters, after school at-risk meals and snacks programs and outside school hour’s programs.
USDA’s Food and Nutrition Service (FNS) administers several programs that provide healthy food to children including the National School Lunch Program, School Breakfast Program, Child and Adult Care Food Program, Summer Food Service Program, Fresh Fruit and Vegetable Program, and Special Milk Program.
2.3 OVERVIEW
2.3.1 Agency Overview and Background
The Agency has received USDA funds to contract with qualified company to provide CACFP financial management raining to state agency staff; provide technical assistance in this area to state agency staff; and develop on-line CACFP financial management training for CACFP applicants and new staff.
Additional details on the scope of the goods or services or both are included in the Scope of Work section.
Agency anticipates the award of a single contract from this RFP. The initial term of the Contract is anticipated for 1 year.
2.4 SCOPE OF WORK
It is anticipated that the Contract will require Contractor, in addition to other possible obligations, to:
1) Design and delver CACFP financial management training for Agency Child Nutrition Program staff.
2) Review and consult with Agency CACFP staff on CACFP documents and procedures to improve compliance and effective accurate communication.
3) Design and conduct CACFP financial management training webinars for CACFP sponsors and develop on-line CACFP financial management training for CACFP applicants and new staff.
2.4.1 Specific work to be accomplished
It is anticipated that the Contract will require Contractor, to perform the Tasks, and provide to Agency the Deliverables, identified in this section.
Financial Training for Staff
The contractor shall provide a three-to-four day on-site (Salem, OR) training to approximately 15 Agency CACFP staff in the following areas specific to the financial administration of the USDA CACFP:
1) Accounting basics
2) Financial management systems, financial viability, and internal controls
3) 2 CFR 200; FAR 31; FNS Instruction 796-2Rev 4
4) Evaluation and approval of CACFP allowable, reasonable, necessary and allocable costs
5) CACFP Sponsor Budget approval
6) Direct and Indirect costs
7) Cost allocation plans
8) Process and content of CACFP administrative reviews
Deliverables for Training for Staff
Document of the training to include: scripts, presentations, activities, daily attendee sign-in sheets and all supplemental training materials.
Technical Assistance for Agency CACFP
Contractor shall include a component for reviewing and consult with Agency’s CACFP documents and procedures to improve compliance and effective, accurate communication:
1) Risk assessment tool for CACFP applicants and current CACFP sponsors
2) Assessment procedures for determining CACFP applicant and institution viability, capability, accountability (VCA)
3) Budget guidance evaluation for CACFP center-based and Family Day Care Home (FDCH) sponsors
4) Agency’s CACFP financial compliance monitoring including the CACFP review tool questions, findings, and corrective actions for finance related components
5) Provide recommendations to Agency for other CACFP financial management tools, trainings, and procedures.
Deliverables for Technical Assistance for Agency CACFP:
Written recommendations for improvement on the Agency’s CACFP documents and procedures.
Review recommendations with Agency via one or more conference calls.
Training for CACFP Sponsor Staff
Contractor shall develop CACFP webinars in the area of CACFP financial requirements. Webinars will be presented to 10 cohorts organized by sponsor types and allow for various participation dates to increase sponsor ability to attend a webinar. Contractor shall develop 2 webinars for each cohort. Webinar topics to be proposed by contactor for review and approved by Agency.
Training for CACFP Applicants and Current Sponsor New Staff
Contractor shall develop on-line training for applicant CACFP institutions and for new staff covering financial management and VCA requirements. On-line training shall be either voiced Power Point presentation or video format that will be posted on Agency’s website. Final format and content for the on-line training to be reviewed and approved by Agency Contract Administrator.
Deliverables for CACFP Training
Training presentations or video training in Agency’s required format.
2.4.2 Acceptance Process for Deliverables:
1. Contractor will have full responsibility for the Tasks and Deliverables described in this Statement of Work (“SOW”), and shall treat the Deliverables and associated Tasks as formal work requirements. A preliminary version of all Deliverables must be submitted to the Agency for review and feedback prior to finalizing the Deliverable. Once complete, all final Deliverables shall be submitted to the AGENCY for acceptance and approval. The Agency will determine whether the Deliverables meet the requirements of this Contract and either issue written notice of acceptance or of rejection to Contractor, and “Final Acceptance” shall be deemed to have occurred.
2. If the Agency rejects any Deliverables, the Agency shall notify Contractor in writing of Agency’s rejection and describe in reasonable detail in such notice the Agency’s basis for rejection of the Deliverables. Upon receipt of notice of non-acceptance, Contractor shall, within a 10 day period, modify or improve the Deliverables at Contractor’s sole expense to ensure that they satisfy the Contract requirements, notify the Agency in writing that it has completed such modifications or improvements, and re-tender Deliverables to the Agency. The Agency shall thereafter review the modified or improved Deliverables within 10 days of receipt of the Contractor's delivery of the Products or Services. If, in the Agency’s sole discretion, the resubmitted Deliverables fail to meet the acceptance criteria after the second set of acceptance tests shall constitute a default by Contractor. The Agency may either (i) notify Contractor that Contractor is in default under this Contract and instruct Contractor to modify or improve the Deliverables and resubmit them to the Agency within the time period specified in the notice, or (ii) notify Contractor of such default and pursue any remedies available to the Agency at law or under this Contract.
3. If the Deliverables are rejected or Agency’s acceptance is revoked, the Contractor shall immediately refund to the Agency payments that have been made for those Deliverables
SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION
3.1 MINIMUM REQUIREMENTS
To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section. All items identified in the following checklist must be submitted. Failure to submit these items will be on a Pass/Fail basis. In addition to this submission requirement, AGENCY will evaluate and score the submissions as identified and provided in Section 3.5 of this RFP.
PROPOSAL SUBMISSION CHECKLIST FOR USE BY PROPOSERS
Submission Deadline Date and Time met (Section 3.2.1) – Pass/Fail
Proposal Format met (Section 3.2.2) -Pass/Fail
Correct number of Proposals included (Section 3.2.3) - Pass/Fail
Proposal addressed correctly and delivered to correct location (Section 3.2.4) - Pass/Fail
Authorized original Signature obtained (Section 3.2.7) – Pass/Fail
Proposer Certification Sheet Included (Section 3.4.1, Attachment C) - Pass/Fail
Proposer Information Sheet Included (Section 3.4.2, Attachment D) - Pass/Fail
Reference Sheet Included (Section 3.4.5, Attachment F) Pass/Fail
Experience and Project Methodology: technical plan, management plan, and staffing plan (Section 3.4.6) – Evaluated
Price Proposal Sheet Included (Section 3.4.7, Attachment G) - Evaluated
THE CHECKLIST ABOVE IS PROVIDED ONLY AS A COURTESY TO PROPOSER. DAS PS MAKES NO REPRESENTATION AS TO THE COMPLETENESS OR ACCURACY OF THIS PROPOSER CHECKLIST. PROPOSER IS SOLELY RESPONSIBLE FOR REVIEWING AND UNDERSTANDING THE RFP AND COMPLYING WITH ALL THE REQUIREMENTS OF THIS RFP, WHETHER LISTED ABOVE OR NOT.