VIRGINIA ASSOCIATION OF AREA AGENCIES ON AGING

REQUEST FOR PROPOSAL

Professional Advocacy Services

FOR THE PERIOD

October 1, 2018 - September 30, 2021

(With the potential for extension)

INQUIRIES AND PROPOSALS SHOULD BE DIRECTED TO:

Entity: Virginia Association of Area Agencies on Aging (V4A)

Contact:John N. Skirven

Address: Senior Services of Southeastern Virginia

Interstate Corporate Center

6350 Center Drive, Building 5, Suite 101, Norfolk, VA 23502

Phone: 757-222-4510 Fax: 757-461-1068

The Virginia Association of Area Agencies on Aging, herein referred to “V4A”, solicits proposals to respond to the following contract activities:

Professional Advocacy Services

V4A is a 501(c)(3) organization that supportsVirginia’s Area Agencies on Aging (AAAs) serving older adults, people with disabilities and caregivers in all areas of the Commonwealth of Virginia. The association is governed by a Board comprised of the Virginia AAA Directors that are members of V4A and its five (5) member Executive Committee. For additional information about V4A, please go to the website:

The duration of this contract is three years based on satisfactory completion of each year’s work plan and can be terminated by either party with at least thirty (30) days’ written notice. The first year of the contract starts on July 1, 2018.

  1. PROPOSAL GUIDELINES
  1. Purpose

This Request for Proposal (RFP) requests submission of proposals for the purpose of contracting Professional Advocacy to include legislative and general advocacy with V4A for a three-year contract beginning July 1, 2018. The proposal includes an option for two additional one-year renewals. Option for renewals would be based on performance and/or budgetary allowances and would be negotiated at the end of the contract or renewal term.

  1. Who May Respond

Management Professionals/Businesses/Firm with

  • an experienced Professional/Legislative Advocate that is able to be a Registered Lobbyist within the Commonwealth of Virginia.
  1. Proposal Submission

a.Closing Submission Date

Proposals must be submitted no later than 5:00 P.M. on April 5, 2018.

b.Inquiries

Inquiries concerning this RFP should be directed to John N.

Phone: 757-222-4510 Fax: 757-461-1068

c.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 V4A.

  1. General Information

a.Right to Reject

V4A reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will bebased on the factors described in this RFP.

b.Small and/or Minority Owned Businesses

Efforts will be made by V4A to utilize small businesses and minority owned businesses. An Offeror qualifies as a small business firm, if itmeets the definition of “small business” as established by the Small Business Administration (13CFR 121.3-8), by having average annual

receipts for the last three fiscal years of less than four million dollars.

c.Notification of Award

The RFP committee will review proposals; determine up to three top candidates; and initiate an interview by the full V4A Board at the April 17, 2018 V4A Board Meeting to be held at Tides Inn, Irvington, Virginia. It is expected that a decision selecting the successful individual(s) orfirm will be made,and the successful offerorwill be notified by April 24, 2018. Upon conclusion of final negotiations with the successful offeror, all offerors submitting proposals in response to the RFP willbe informed, in writing, of the name address of the individual(s) or firm chosen.

d.Options

It is expected that the contract shall be a three-year fixed price contract. At the discretion of V4A, the contract awarded for the identified services can be extended for two additional one-year periods. The cost for the options periods will be agreed upon by V4A and the Contractor at the time of option renewal. It is anticipated that the costs for the optional years will be based upon the same approximate cost per thousand dollars of expenditures as the contract for the initial year.

II. DESCRIPTION OF V4A AND SUMMARY OF RESPONSIBILITIES

Virginia Association of Area Agencies on Aging

V4A is a private, non-profit 501(c) (3) organization, and was established in 1976, to provide advocacy for older Virginians, act as liaison between national and state organizations and the Area Agencies on Aging in Virginia and provide opportunities for development of creative ideas, resourcesand discussion of potential solutions to problems faced by older Virginians. The V4A is funded by a combination of member dues and fees and federal grant(s). The Senior Medicare Patrol (SMP) program is managed by V4A and funded by a federal grant through the Administration for Community Living. V4A advocacy and non-SMP operations are supported entirely by the member dues and fees.

The V4A is governed by a Board of Directors. The board consists of Executive Directors from the Virginia Area Agency on Aging organizations that are members of the V4A.

Summary of Professional Advocacy Responsibilities

The Legislative Advocacy responsibilities include advocating on behalf of the V4A and the clients served. Advocacyresponsibilities will include efforts to generate support from the state and federal legislature and the Governor’s office. Efforts will focus on:

  • Impacting increased funding opportunities to serve the aging population in Virginia;
  • Optimizing support for aging related issues and services;
  • Monitoring legislation impacting the aging population; and
  • Advocating for the position of V4A in relation to aging issues, legislation, and budget considerations.

The position will maintain a presence and recognition with the Virginia General Assembly; communicate advocacy and legislative information to the membership; and lead the membership toward advocacy initiatives.

III. INSTRUCTIONS TO PROSPECTIVE CONTRACTORS

Proposal Submission

  1. Proposals should be addressed as follows:

Name:John N. Skirven

Title:Chair RFP CommitteeV4A

Address: Senior Services of Southeastern Virginia

Interstate Corporate Center

6350 Center Drive, Building 5, Suite 101, Norfolk, VA 23502

  1. The Offeror’s proposal will include:
  • An original and four copies of a Cover letter of introduction with contact information and statement of confidentiality;
  • An original and four copies of the Narrative response to the RFP with qualifications sealed in an envelope;
  • An original and four copies of Proposed Compensation (Bid to provide RFP services) with detail substantiating cost(s) and outlining payment schedule in a separate sealed in an envelope
  1. The Original and copies of the Cover Letter and Confidentiality Statement; Sealed RFP narrative response with copies included; and Sealed Proposed Compensation with copies included, shall be included in one large sealed envelope addressed to the contact information above and clearly marked in the lower left-hand corner with the following information:

REQUEST FOR PROPOSAL

5:00 p.m.; April 5, 2018

POST MARKS DO NOT COUNT

SEALED BID

* Failure to respond as requested may result in disqualification of your proposal.

**It is the responsibility of the Offeror that the proposal is received by the V4A contacton or before thedate

and time specified above.

***Late proposals will not be considered.

Proposal Content

Responsibilities

Proposals should demonstrate the resources, knowledge, skill, and abilities of the firm, individuals, and/or collective to respond to the following responsibilities:

  1. Professional Advocacy

Potential contractors should demonstrate ability to respond to the following responsibilities in relation to Professional Advocacy:

  1. Legislative Strategy
  • Work with the V4A membership and Executive Committee to develop an annual legislative agenda/strategy that responds to the Governor’s Budget and issues before the General Assembly (Learn and understand how Older American Act services/supports meld with other funding streams)
  • Work with membership to develop a V4A Board action strategy and prepare the advocacy tactical plan for participation in advocacy efforts
  • Work with V4A membership to develop and cultivate relationships with state and federal legislators; and to advocate for federal issues such as drafting letters of comment on CFR procedural changes, Older Americans Act reauthorization and/or other critical aging issues.
  • Lead and conduct advocacy efforts with focus on V4A strategy and perspective; providingtimelines for implementing strategy, utilizing V4A Board membership relationships andsupporting V4A membership accountability for their role in lobbying.
  1. Advocacy Efforts
  • Develop, nurture, and maintain an ongoing relationship with members of the Governor’s administration and members of the General Assembly
  • Communicate funding data, gaps, and needs to the Governor’s administration and the General Assembly
  • Educate General Assembly members and legislative staff regarding issues critical the V4A agenda, funding, and the population served.
  • Build alliances and share information with other organizations to optimize support for the legislative and financial agenda
  • Provide direct assistance to the Legislative Committee, a committee reporting to the V4A Board.
  1. Membership Communication
  • Work with a large and diverse group of directors whose agencies deliver an array of aging services that must be tailored to their communities but are largely supported with funding that is structure with limited flexibility.
  • Maintain ongoing communication with V4A membership keeping them informed of issues; legislation; significant decisions or events; and progress with the legislative agenda
  • Act as liaison between state initiatives and membership
  • Lead communication and action for responding to legislative initiatives
  • Communicate monthly with the Executive Committee
  • Work directly and cooperatively with the V4A Management to communicate information; receive information; and maintain a presence on behalf of V4A with legislative activities.

Qualifications

The Offeror, in its proposal, shall, at a minimum, include the following:

I. Resume(s) or Professional Summaries of all individuals proposed to respond to the responsibilities and should include:

  • The name, addresses, contact person and telephone number of prior contractual relationships/contacts.
  • Experience, knowledge, skill and abilities demonstrated from prior experience that respond to the following:

1. Legislative Advocacy

Prior experience and/or contractual relationships and skills to include

a. Demonstrated legislative advocacy experience and current relationships with Virginia legislators, policy makers and AAA’s.

b. Knowledge and experience related to issues of aging and disabilities services. **

c. Experience, knowledge, and relationship with Commonwealth of Virginia Executive Branch and General Assembly.

d. Experience and Background conducive to requirements associated with becoming a Registered Lobbyist within the Commonwealth of Virginia

e. Proven track record of advocacy (specifically Medicaid)

f. Demonstrated connections and rapport within the HealthCare Community as it relates to

supporting health and wellness for the aging and disabilities community.

g. Demonstrated capacity to prevent conflicting client interests. Offerer will include list of current clients.***

h. Strategic Thinker/Planner with Innovative Vision

** V4A will contact prior businesses/organizations to verify the experience provided by the Offeror.

*** V4A reserves the right to determine where a conflict exits.

  • List of three (3) references with contact information.

Compensation

The Offeror’s proposed contractual compensation should be submitted separately, including specific information and narrative relative to how the price was determined. There should be specific indication of how payment is expected to be rendered. Any and all costs associated with providing the service must be addressed. The pricing information should be in a separate sealed envelope as stipulated under submission requirements.

Confidentiality

The Offeror will provide a statement that documents agreement to keep the information related to V4A activities and financials confidential except according to the requirements of funding sources. Other than the reports submitted to V4A, the Offeror agrees not to publish, reproduce or otherwise divulge such information in whole or in part, in any manner or form or authorize or permit others to do so, taking such reasonable measures as are necessary to restrict access to the information, while in the Offeror’s possession, to these employees on the Offeror’s staff who must have the information on a “need to know” basis.

The Offeror will agree to immediately notify, in writing, V4A’s authorized representative in the event the Offeror determines or has reason to suspect a breach of this requirement.

This statement should be provided with the cover letter as stipulated under submission requirements.

Proposal Preparation Specifications

  • Font: Arial
  • Font Size: 12
  • Margins: 1”, double spaced

PROPOSAL EVALUATION

Evaluation

Each proposal will be considered according to the factors related below and scored accordingly. Category scores less than the required in any individual category will eliminate proposals.

Evaluation of each proposal will be based on the following criteria:

AREA OF
RESPONSIBILITY / FACTORS / POINT RANGE / SUBTOTAL / TOTALS
Professional Advocacy
Prior experience and knowledge related to issues
of aging / 0 – 10
Experience as a legislative Advocate / 0 – 10
Demonstrated prior relationship with Virginia General Assembly and Virginia Administration / 0 – 10
Total Maximum Possible Score / 30
Business/Firm Qualification
Organization, size and structure of firm/business
a. Adequate size of business/firm
b. Minority-owned/Woman-owned/small business / 0 – 10
0 – 10
Qualifications of staff/individual assigned to
Responsibilities. This will be determined by the resume(s) submitted. Considered will be education, position in firm/business, years and types of experience:
a. Health and Human Service Policy Expertise
b. Administrative/clerical support capacity
c. Professional Advocacy / 0 – 10
0 – 10
0 – 15
Offeror’s understanding of overall scope of work to be performed. / 0 – 10
Compensation / 20
Total Maximum Possible Score / 85
115

Nonresponsive Proposals

Proposals may be judged nonresponsive and removed from further consideration if any of the flowing occurs:

a. The proposal is not received timely and in accordance with the terms of this RFP.

b. The proposal does not follow the specified format.

c. The proposal does not provide adequate information for reviewers to form a judgment in relation to the

offeror’s qualifications, experience and abilities to the responsibilities in their entirety.

Review Process

The V4A may, at its discretion, request presentation by or meeting with any or all Offerors, to clarify or negotiate modifications to the Offeror’s proposal.

However, V4A reserves the right to make an award without further discussion of the proposals submitted. Therefore, proposals should be submitted initially on the most favorable terms, from both technical and price standpoints, which the Offeror can propose.

V4A contemplates award of the contract to the responsible Offeror with the highest total points.

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