City and County of San Francisco s4

[If your Department is intending to procure goods and/or services using federal, state, or special funds, you may need to modify this form. You must make sure that the terms set forth in this agreement are in full compliance with all applicable terms and requirements of the federal, state or special fund (i.e., there are no conflicting city requirements with your funding source, such as, geographical preferences). Your Department is responsible for making the required changes to this form so that their terms are in compliance with the relevant fund requirements.]

City and County of San Francisco

Request for Proposals (RFP # 465)

Self-Care and Safety: Abuse/Suicide Prevention/ Emotional Support Services for Seniors and Adults with Disabilities

Services Include:

SUICIDE PREVENTION and EMOTIONAL SUPPORT SERVICES FOR ISOLATED SENIORS AND ADULTS WITH DISABILITIES

ELDER ABUSE FORENSIC CENTER

ELDER/DEPENDENT ABUSE PREVENTION

OMBUDSMAN

Date issued: January 21, 2011

Pre-proposal conference: February 2, 2011

Proposal due: February 25, 2011, 3:00 p.m.

P-590 (3-07)

Request for Proposals (RFP #465) for Self Care & Safety: Abuse/Suicide Prevention and Emotional Support Services

Table of Contents

Page

I. Introduction, Tentative Schedule, and General Definitions 1

II. Scope of Services 3

III. Submission Requirements 3

IV. Evaluation and Selection Criteria 6

V. Written Questions and Contract Award 8

VI. Terms and Conditions for Receipt of Proposals 8

VII. Contract Requirements 11

VIII. Protest Procedures 13

IX. Standard Forms 14

X. RFP Checklist 15

XI. RFP Cover Page and Executive Summary Form 16

XII. Page Number Form 18

XIII. Budget Forms and Instructions 19

XIV. Summary of Needs Assessment 2010- Self Care & Safety: Abuse/Suicide Prevention 20

Appendices:

Appendix A- Services to be Provided by Grantee: Suicide Prevention and Emotional Support Services for Isolated Seniors and Adults with Disabilities

Appendix B- Services to be Provided by Grantee: Elder Abuse Forensic Center

Appendix C- Services to be Provided by Grantee: Elder/Dependent Abuse Prevention

Appendix D- Services to be Provided by Grantee: Ombudsman

Appendix E- Additional Terms

Appendix F- HIPAA Business Associate Addendum

RFP 465 Self-Care & Safety

P-590 (11-07) i January 21, 2011

I. Introduction Tentative Schedule, and General Definitions

A. Introduction

The City and County of San Francisco Human Services Agency (HSA), Department of Aging and Adult Services (DAAS) plans and administers a variety of federal, state and local programs to assist older and functionally impaired adults and their families to maximize self-sufficiency, safety, health, and independence so that they can remain living in the community for as long as possible and maintain the highest quality of life.

The Department is seeking non-profit agencies, other organizations and individuals to provide various services to seniors and younger adults with disabilities. Interested respondents may submit an application for one or all of the service areas. The Agency expects to make multiple awards through this procurement process. The specific services to be granted through this RFP and estimated annual level of funding potentially available for each service category is illustrated in the table below:

Service Category / Estimated Annual Funding
Suicide Prevention and Emotional Support Services / $57,277
Elder Abuse Forensic Center / $50,000
Elder/Dependent Abuse Prevention / $62,091
Ombudsman / $265,302
TOTAL / $434,670

The source of funding for these services will be a combination of Federal, State and County revenue. Payment for all services provided in accordance with provisions under these grants shall be contingent upon the availability of Federal, State and County funds for the purpose of providing these services. The City shall not be required to provide any definite units of services nor does the City guarantee any minimum amount of funding for this service. Due to federal and state funding for these services, LBE bid discounts will not be used in this RFP.

Each grant shall have an original term of three (3) years, effective from July 1, 2011 to June 30, 2014. In addition, the Human Services Agency shall have one option to extend the term for a period of one year, which the City may exercise in its sole, absolute discretion.

A 2010 Summary of Needs Assessment Findings related to self-care and safety: abuse/suicide prevention needs for seniors and younger adults with disabilities (Section XIV) is provided to assist interested vendors in better understanding the needs of the target populations.

B. Tentative Schedule

The anticipated schedule for selecting a consultant is:

Proposal Phase Date

RFP issued by the City January 21, 2011

Pre-proposal conference February 2, 2011, 9:30 AM

1650 Mission St., Ste. 300, San Francisco, CA 94103

Deadline for Questions February 11, 2011, 3:00 PM

Proposals due February 25, 2011, 3:00 PM

C. General Definitions

City / City and County of San Francisco
DAAS / Department of Aging and Adult Services
Disability / A condition attributable to mental or physical impairment, or a combination of mental and physical impairments including hearing and visual impairments, that results in substantial functional limitations in one or more of the following areas of major life activity: self-care, receptive and expressive language, learning, mobility, self-direction, capacity for independent living, economic self-sufficiency, cognitive functioning, and emotional adjustment.

Frail

/ An older individual is determined to be functionally impaired because the individual either: (a) Is unable to perform at least two activities of daily living, including bathing, toileting, dressing, feeding, breathing, transferring and mobility and associated tasks, without substantial human assistance, including verbal reminding, physical cueing or supervision. (b) Due to a cognitive or other mental impairment, requires substantial supervision because the older individual behaves in a manner that poses a serious health or safety hazard to the individual or to others.

Grantee

/ Awarded Agency
HSA / Human Services Agency of the City and County of San Francisco (SFHSA)
Low Income / Having income at or below the federal poverty line defined by the federal Bureau of the Census and published annually by the U.S. Department of Health and Human Services.
Minority / An ethnic person of color who is any of the following:
a) Black – a person having origins in any of the Black racial groups of Africa, b) Hispanic – a person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish or Portuguese culture or origin regardless of race, c) Asian/Pacific Islander – a person whose origins are from India, Pakistan or Bangladesh, Japan, China, Taiwan, Korea, Vietnam, Laos, Cambodia, the Philippines, Samoa, Guam, or the United States Territories of the Pacific including the Northern Marianas, d) American Indian/Alaskan Native – an American Indian, Eskimo, Aleut, or Native Hawaiian. Source: California Code of Regulation Sec. 7130.
OCM / Office of Contract Management, San Francisco Human Services Agency.
OOA / Office on the Aging
Senior / Person who is 60 years of age or older
Younger Adult with Disability / Person aged 18 to 59 living with a disability

II. Scope of Services

The Scope of Services is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project.

Appendices A – D attached to this RFP define the work tasks assumed necessary to provide each of the specific Self-Care & Safety: Abuse/Suicide Prevention Services and Emotional Support Services for Seniors and Adults with Disabilities for the City and County of San Francisco. Respondents to this RFP must propose to provide services as specified in the Services Requested section for each category offered through this RFP to be eligible for grant award.

III. Submission Requirements

A. Time and Place for Submission of Proposals

Proposals must be received by the timeline specified in Section I.B. Postmarks will not be considered in judging the timeliness of submissions. Proposals may be delivered in person and left with a Contract Manager with the Human Services Agency Office of Contract Management at 1650 Mission Street, Suite 300, San Francisco, CA 94103 or mailed to:

Christina (Chris) Chiong, Contracts Manager

Office of Contract Management

San Francisco Human Services Agency

1650 Mission Street, Suite 300

San Francisco, CA 94103

Electronic PDF proposals should be e-mailed to: . Respondents shall submit three (3) original hard copies and a PDF copy of the proposal clearly marked with the RFP number and title to the above location. Proposals that are submitted by fax will not be accepted. Late submissions will not be considered.

Please note: Respondents proposing to provide more than one of the services identified in this RFP need to submit separate proposals for each service they propose to provide.

B. Format

Please print double-sided to the maximum extent practical, and bind the proposal with a binder clip, rubber band, or single staple, or submit it in a three-ring binder. Please do not bind your proposal with a spiral binding, glued binding, or anything similar. You may use tabs or other separators within the document.

For word processing documents, it is preferred that text is unjustified (i.e., with a ragged-right margin) and a serif font (e.g., Times Roman, and not Arial) is used, and that pages have margins of at least 1” on all sides (excluding headers and footers).

C. Content

Organizations interested in responding to this RFP must submit the following information, in the order specified below. An RFP Checklist (Section X) has been provided to assist Respondents with organizing their proposal.

1. Cover Page - Introduction and Executive Summary (use form provided in Section XI) – Maximum of two (2) pages allowed

Submit the cover page signed by a person authorized to obligate the organization to perform the commitments contained in the proposal. Submission of this document will constitute a representation by the organization that the organization is willing and able to perform the commitments contained in the proposal.

Briefly describe your understanding of the requested services under this RFP, the needs, and issues involved in providing the services. Identify the specific services your agency proposes to provide and briefly describe your proposed program model/approach to deliver these services. Please include a discussion on how your agency meets the minimum qualifications as specified in this RFP (refer to Section IV, Item A.).

Table of Contents (use form provided in Section XII)

Each proposal package should contain a complete table of contents showing page numbers. All pages in the package must be numbered consecutively, and major sections must be indexed.

2. Organization Qualifications and Capacity - Maximum of six (6) pages allowed, excluding References and Corrective Action Plans

a) Organization Description – briefly describe your organization.

b) Organizational Capacity – briefly describe the organization’s capacity to provide the services proposed. Please indicate the following:

· Number of staff available to provide proposed services to the target population.

· Familiarity with providing proposed services to the target population.

· References/letters of reference (two required).

c) Business name of the agency and the legal entity for which a proposal will be submitted such as: Corporation, Co-partnership, and Combination etc.

d) Number of years the agency has been in business under the current business name, as well as prior business names, if any.

e) Description of a maximum of three grants or contracts, if any, completed during the last three years showing: Year, Type of services, Dollar amount of services provided, Targeted geographic area, Granting agency, size of the project and the nature of services provided.

f) Details of any failure or refusal to complete a contract/grant. Details of any fiscal or programmatic corrective actions within past three years. Include copy of last three years’ programmatic, fiscal, and compliance evaluation/monitoring reports and/or compliance letter from granting agencies.

g) Disclosure of controlling interest in any other organizations providing equivalent or similar services.

h) Disclosure of financial interest in any other lines of business.

i) Names of persons and corporations with whom the Respondent has been associated in business as partners in each of the last three years. Governmental agencies are exempt from this requirement.

j) Disclosure of any litigation including Respondent, subcontracts, or any principal officers thereof in connection with any contract or grant.

3. Program Approach and Budget – Maximum of six (6) pages allowed, excluding required Budget documents

Provide the following information in your proposal:

a) Description of your agency’s specific program approach to deliver the service components proposed and how this program approach or service model will appropriately address the needs of the target population (be sure to address all applicable items listed in Section II. Scope of Services and Appendices A -D).

b) Description of the specific measures to be implemented to ensure performance outcomes and service objectives will be met. This should also include a discussion of specific methods for collection of necessary service utilization and performance outcome and/or customer satisfaction data.

c) A three-year program budget, Budget Justification, and Cost Allocation Plan. Please refer to the instructions outlined in Section XIII and use only HSA approved forms.

d) Discussion of planned leveraging of other resources (i.e., fund raising, in-kind contributions, etc.), if any, to support the program approach proposed.

IV. Evaluation and Selection Criteria

A. Minimum Qualifications

Any proposal that does not meet these minimum requirements by the deadline for submittal of proposals will be considered non-responsive and will not be eligible for award of the contract. Accordingly, respondents must:

Possess at least two (2) years experience providing same or similar Self Care and Safety Services to those requested in this RFP.
Possess a minimum of two (2) years serving the target populations identified in the Scope of Services for each service requested. These populations may include, but are not limited to: the elderly, younger adults with disabilities, those with mental health and substance use issues and housing needs.
Demonstrate the ability to provide cultural and linguistically appropriate services to the target population.

4. Possess all necessary licenses, permits, approvals and authorizations necessary in order to perform the Work and conduct the vendor’s business.

5. Demonstrate the willingness and ability to comply with the City contracting requirements set forth in Section VII of this RFQ.