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Important Dates

Event Date/ Time Location/ Contact
RFP Release Jan 3, 2024
Bidder’s Conference (Optional) Jan 17, 2024 @ 12pm PST Via Zoom Meeting ID: 523 803 3646 Passcode: 509871
Letter of Intent (LOI) Due January 24, 2024 By 12pm PST Email/ Mail/ Hand deliver to: Sierra Kings Health Care District 1011 G Street Reedley, CA 93654 merarig@skhcd.org
Proposals DUE Feb 14, 2024 By 12pm PST Mail /Hand Deliver to: Sierra Kings Health Care District 1011 G Street Reedley, CA 93654
Special – District Board Meeting March 12, 2024 @12pm Sierra Kings Health Care District 1011 G Street Reedley, CA 93654/td>
District Board Meeting – Funding Consideration April 4, 2024 @ 12pm Kings Canyon Unified School District Board Room Contact Gabrielle Bravo at gbravo@skhcd.org
Intent to Award Contracts Posted JApril 5, 2024 k
RFP Release Jan 3, 2024 Sierra Kings Health Care District 1011 G Street Reedley, CA 93654
Contract Negotiations begin April 6, 2024
Funding Begins July 1, 2024
Funding Ends June 39, 2025

Table of Contents

Contact and Submission

CONTACT PERSON 

All inquiries concerning this RFP are to be directed as follows:

 

Merari Gutierrez
Sierra Kings Health Care District

1011 G Street
Reedley, CA 93654
(559)726-2279
merarig@skhcd.org

 

PROPOSAL SUBMISSION

Complete proposal packets must be labeled with the project title, applicant/entity name, contact person, and RFP number on the outside of the envelope and Cover Page. Please submit and email a copy to merarig@skhcd.org along with one (1) original and nine (9) hard copies of the entire packet. The email should include a narrative and attachments in the original Word and Excel format. Regardless of the postmark date, the District must receive the proposal by Wednesday, February 14, 2024, no later than 12:00 p.m. PST

In addition to the emailed version, packets may be mailed or hand-delivered. No late or faxed proposals will be accepted. 

Submission of proposals constitutes a release of information and waiver of the agency’s right to privacy regarding the information provided in response to the RFP. Ideas and formats presented will become the property of the Sierra Kings Health Care District.  

 

BIDDER’S CONFERENCE (OPTIONAL) 

An optional Bidder’s Conference will be held for organizations/agencies interested in submitting a proposal under this RFP. The purpose of this Bidder’s Conference is to clarify the content of the RFP. The Bidder’s Conference will also be facilitative in nature to generate collaborative ideas and opportunities for participants to create partnerships. The Bidder’s Conference will occur on Wednesday, January 17, 2024, at 12:00 p.m. via a Zoom meeting. Meeting ID: 523 803 3646 and Passcode: 509871.

 

LETTER OF INTEREST SUBMISSION (REQUIRED) 

All applicants must submit a Letter of Interest (LOI) as per the attachment F as official notification of their intent to apply for funds. The letter must contain the organization’s name, contact person, address, telephone number, and email. Applicants must also include a general focus of the proposal, including the primary strategy of the proposed program, target populations to be served, and total funding requested.  It should also reference Sierra Kings Health Care District Goal(s) and Objective(s) to be addressed by the program.  The LOI must be received no later than 12:00 p.m. on Wednesday, January 24, 2024, via email, mail, or hand-delivered to the address above. 

 

WITHDRAWAL OF PROPOSAL 

A proposal may be withdrawn by a written request signed by the authorized representative of the organization. Submit a withdrawal request to the listed contact person.  Label the envelope and letter with the heading “WITHDRAWAL OF RFP #24-13”

 

Purpose of Funding

The Sierra Kings Health Care District seeks proposals from qualified organizations to provide innovative, prevention-oriented strategies that support direct services and/or policy and systems change efforts impacting the District priorities of Obesity, Diabetes, and Behavioral Health. Contracts awarded under this RFP will be for 12 months (July 1, 2024 – June 30, 2025) and should demonstrate measurable results consistent with the District’s 2021-2024 Strategic Plan.

The Sierra Kings Health Care District’s 2021-2024 Strategic Plan is a product of a comprehensive process designed to gather information and feedback from District Board members, Staff, local agencies, and various key community stakeholders. Strategies towards these efforts included stakeholder meetings, parent focus groups, and Commission Study Sessions. The Sierra Kings Health Care District also utilized local and state data from the Tri-Annual Needs Assessment compiled by District consultants.

The Sierra Kings Health Care District aims to make purposeful investments in direct services and systems-driven enhancements across the zones. The District believes this can be best achieved by funding innovative pilot projects demonstrating the ability to achieve results and move towards sustainability after the funding period. Proposals must address one or more of the Priorities, Goals and Objectives, and Guiding Principles outlined in the 2021-2024 Strategic Plan.

Farmers market ribbon cutting

About The District

Rural farmland

In 1945, the California Legislature passed the Local Hospital District Law authorizing the creation of special districts. This law was amended in 1965 and again in 1994 to better reflect that health care was increasingly being provided outside of the hospital setting. As with many other Districts, Sierra Kings Health Care District (referred to as “the District”) has evolved from a direct service hospital provider to a community-based grantmaker in recent years.

The Sierra Kings Health Care District aims to become a valued collaborator and funder. In these roles, we offer the community expertise on matters related to health and wellness for the community to thrive. The District cultivates strong relationships with community partners and supports innovative and promising practices that are shown to improve outcomes. The 2021-2024 Strategic Plan supports a system-level perspective that promotes seamless cross-agency coordination and improves the District’s overall health.

VISION:

Sustainable health systems that meet community needs through strategic partnerships, prevention, and innovation

MISSION:

To create lasting partnerships that improve the health and wellness of our community.

Guiding Principles

UPSTREAM

Prevention focused strategies that aim to avoid crisis.

EQUITY

Giving everyone what they need to be successful.

SOCIAL RETURN ON INVESTMENT

Gains for the individual, family, and community

DATA DRIVEN

Measurable results that prove impact.

SMART MODEL

An actionable plan for results by being Specific, Measurable, Achievable, Relevant, and Time-based.

General Proposal Information

Definitions

For this RFP, the following terms are defined:

Pilot Projects

A pilot project is a small-scale project conducted as a test or trial  inorder to evaluate the feasibility, time, cost, and possible adverse events.

Innovative Strategies

An innovative strategy is a result of original and creative thinking that produces new ideas and approaches that are prevention-oriented in nature. This may be presented as a new strategy or an improvement upon an existing strategy.

Strategic Partnerships

Strategic partnerships are committed relationships where roles and responsibilities are interwoven within programmatic activities, tied to the project goals, integrated into the service delivery system, and support desired outcomes that lead to institutionalization.

Sustainability

Sustainability is defined as revenue maximization during the contract period involving matching District grant funding through blending or leveraging other funding sources. It is also defined as the ability to continue the funded project beyond the contract period independent of District funding.

 

Target Population

The Sierra Kings Health Care District funds may only be used to improve health and wellness in Reedley, Parlier, Squaw Valley, Miramonte, and Dunlap as per designated zones. Individual zone maps with street-level details can be found on the District’s website at www.skhcd.org.

 

Funding and Contract Period

Contracts with selected agencies are expected to commence July 1, 2024. Grants awarded under this RFP will not exceed $25,000 per contract. All contracts will end on or before June 30, 2025. Funds may afford the following items:

    1. Salaries (and benefits if relevant) for staffing.
    2. General operating costs for supplies, travel, educational materials, etc.
    3. Indirect/Administration at the established percentage of the agency as demonstrated by its Cost Allocation Plan (not to exceed 15%).
    4. Other expenses that can be attributable to the execution of the project.

No monies granted by the District may be used for fixed overhead costs like facility rent/lease, utilities, insurance, landscaping, etc. Grant seekers may claim up to 5% for Administrative Costs and 10% for Indirect Costs per the agency’s Cost Allocation Plan. Further, no District monies may be used to supplant federal, state, county, city, or other funds available to the Contractor for any purpose (pursuant to Revenue and Taxation Code § 30131.4).

The District reserves the right to negotiate proposed activities and/or budget.

 

Eligibility for Funding

The District will grant contracts to proposals demonstrating the greatest expertise and qualifications to successfully develop, implement, and manage their programs. Public and private organizations with the capacity to achieve the goals of their programs and provide appropriate fiscal oversight and accountability are eligible to apply. Agencies may submit multiple grant applications.

Submission of a proposal does not guarantee selection for funding.

 

Bidder’s Conference (Optional)

An optional Bidder’s Conference will be held for organizations/agencies interested in submitting a proposal under this RFP on Wednesday, January 17, 2024, at 12:00 p.m. PST. The purpose of this Bidder’s Conference is to clarify the content of the RFP. The Bidder’s Conference will also be facilitative in nature to generate collaborative ideas and opportunities to create partnerships.

Discussions at this Bidder’s Conference will not influence nor guarantee selection for funding.

 

Letter of Intent (Required)

All proposals must submit a Letter of Intent (LOI) as per the attachment F as official notification of their intent to apply for funds. The letter must contain the organization’s name, contact person, address, telephone number, and email address. The LOI must also include an estimate of the total funding requested along with the general focus of the proposal and the District’s Goals and Objectives to be impacted.

The LOI must be received no later than 12:00 p.m. on Wednesday, January 24, 2024, via email, mail, or hand-delivered to the District office per page 4 of this RFP.

 

Review Process & Criteria

The Sierra Kings Health Care District Review Criteria described in this RFP forms the basis for proposal selection. Each proposal will be reviewed against the Review Criteria and judged competitively against other eligible submissions. Proposals will be evaluated competitively against similar applications in terms of District Priorities, Goals and Objectives, Guiding Principles, scalability of the activities, targeted population, strong networking strategies, integrated services, commitment to equity, and sustainability of activities beyond District funds.

District staff will review proposals to ensure they meet minimum submission requirements. An independent panel of reviewers will use a standardized scoring rubric to assess and score each proposal against the stated Review Criteria below. Following the independent panel review, scores will move forward to the District Board for consideration. A site visit or interview may be requested during this review process. Upon review and consensus by the independent panel of reviewers, award recommendations will be forwarded to the entire District Board for review and approval. An Intent to Award Contracts Public Notice will be posted following the decision.

REVIEW CRITERIA
POINT VALUE
Responds to Summary Requirements
5
Responds to Project Narrative Requirements
30
Describes Innovative Pilot Project & Strategies
5
Describes a Viable Sustainability Plan
10
Responds to the Scope of Work Requirements
10
Includes a Rational Measurable Outcomes Plan
15
Includes a Well-Developed Budget and Justification
10
Describes Strategic Partnerships
4
Quality of the Overall Presentation
10
TOTAL
100

Notification

An Intent to Award Contracts Public Notice will be posted at the various locations as outlined in the Schedule of Events of this RFP on April 5, 2024. Immediately following such posting, written notification of the District’s decision regarding proposals will be made to each agency/organization, and contract negotiations will begin.

Sole Discretion

Final selection is at the sole discretion of the District, which reserves the right to reject any or all proposals. There is no appeal to this process.

Preparing Your Proposal

Format

The proposal must include a narrative, scope of work, budget, and required attachments per the Checklist on page 17 of this RFP. Utilize the specified format and include the content and materials as stated in the instructions below.
  1. Copies should be made on white paper and provide sequential page numbers with a Table of Contents for the entire proposal. Attachments do not require pagination.
  2. The proposal must be typed and legible. Proposals should be written with a 12-point font size and have a one-inch margin on all sides. Proposals considered illegible by staff or the independent panel of reviewers may be disqualified.
  3. Do not use staples, binders, covers, flat folders, sleeves, brochures, or other presentation aides. Use clips to hold proposals together for submission.
  4. The proposal should not be printed double-sided.
  5. Assure that all documents requiring a signature are signed in blue ink.

Proposal Content

Assemble and arrange the proposal in the following order. The order in which items are presented is important because reviewers will follow this order for scoring purposes.

1. Cover Sheet

Complete the Cover Sheet (page 18 of this RFP). One copy must include the original signature of the person authorized to enter the contract under this RFP.

2. Table of Contents

Create a Table of Contents for the proposal packet.

3.Summary

Introduce the proposed project with a brief summary. Highlight the focus, target population, activities, and agency/staff capacity. This section is limited to one page.

The narrative should not exceed ten (10) pages and should elaborate on the areas highlighted in the Summary with specific attention to the following prompts:

  • Address the purpose of the project and the needs it seeks to address.
  • List your target population and quantify the number of service units anticipated. (i.e., no. of people to be served, no. of products to be purchased, no. of convenings to be held, etc.) Please specify if your target population is underserved, i.e., geographically isolated, impoverished, etc. Include the District zone that you intend to target and specifically discuss how you intend to outreach and ensure the inclusion of each zone.
  • Identify the District Priorities, Goals, and Objectives being targeted. List the specific goals and objectives unique to the proposed project.

Pilot Project

(This addendum should not exceed one page)Describe unique aspects of the pilot project that qualify it as innovative and prevention-oriented. Include how this approach will effectively achieve desired outcomes.

Sustainability Statement

(This addendum should not exceed one page). Sustainability is defined as revenue maximization during the contract period involving matching District grant funding through blending or leveraging other funding sources. It is also defined as the ability to continue the funded project beyond the contract period independent of the District.

  • Revenue Maximization – Describe strategies that involve blending and leveraging District funds during the 15-month contract period. This might include local, state, or federal funding and/or private foundations. This might also include in-kind funding.
  • Project Longevity-Describe proposed strategies toward maintenance of the project over time independent of District funding. Highlight means to secure alternative funding through local, state, or federal funding and/or private foundations. This might also include the proposed agency absorbing an increasing amount of the program costs over time. Proposers should describe a plan to achieve either or both of these.
  • Scope of Work

    Use Attachment A to clearly outline the steps and timelines necessary for successful planning and implementation. List and describe each activity (tasks and subtasks) to achieve your desired objective. Each activity should include the anticipated completion date, resources required, milestones for assessing the progress and success, and describe the agency, staff, or collaborative partnership capacity to successfully implement the proposed work. Be sure to complete the SOW for PLANNING and IMPLEMENTATION.

    Measurable Outcomes

    Plan The Measurable Outcomes Plan (Attachment B) complements the activities identified in the Narrative by charting what will be done, by whom, and when. These reflect direct service activities, policy/systems change efforts, coordinated services activities, target quantities, and methodologies to measure outcomes (i.e., data collection strategies, data collection frequency, population sampling, etc.).

    Budget & Justification

    Use Attachment C to define the project’s allowable costs and narrative/justification of the costs. Justifications should include formulas used to calculate final costs (see mileage example below). Only categories included on the budget template are allowed – no categories may be added or deleted.

CORRECT:
Budget Category and Justification Total

 

Mileage: To provide home visitation services, community outreach and attend project-related meetings at approximately 500 miles per month – 500 x 12 x .58 (state rate) = $3,480
$3,480
NOT CORRECT:
Budget Category and Justification

Total

Mileage
$3,480

Strategic Partnerships Statement

Partnerships must be identified and established before proposal submission. Any collaborative partnerships mentioned in the application must be captured in Attachment D. Use the Strategic Partnership Statement (Attachment D) to describe how strategic partnerships are being pursued to implement the project goals and ensure results. Highlight strategies for establishing clear roles and responsibilities. Demonstrate how these partnerships are interwoven within programmatic activities, tied to the project’s goals, integrated into the project’s service delivery system, and support the project’s desired outcomes that ultimately lead to institutionalization. The Strategic Partnership Statement will not be accepted without the endorsing signature.

Supporting Documents

Include any relevant attachments, such as a Memorandum of Understanding, contracts, letters of support, etc.

General Requirements

Terms and Requirements

 

Reporting

Contractors are expected to adhere to the following fiscal and program reporting requirements: 

  • Adhere to contract responsibilities. 
  • Provide progress and evaluation reports on a quarterly basis. The District reserves the right to request additional supporting information as needed.
  • Account for expenditures of District funds separately and be able to certify that funds were spent on obesity, diabetes, and/or behavioral health through programming deployed within District boundaries.
  • Understands that failure to submit evaluation data, fiscal, or programmatic reporting may result in withholding payments on this grant and any other grants the contractor might have in common with the District.
  • Declare leveraged funds. 
  • Declare any unexpended funds. 

Compliance Activities

All contractors funded by the Sierra Kings Health Care District must manage and monitor their grants to ensure quality and timely work. Contractors must participate in the District’s compliance activities (as outlined in the fully executed contract). These include but are not limited to the following: 

  • Measurable Outcomes Report – Documentation will be submitted on a quarterly or biannual basis as deemed necessary by the Board.  Progress-based outcomes will be monitored through program-specific documentation such as Milestone Reports, Excel spreadsheets, etc. These documents will reflect progress made on identified activities.
  • Fiscal Documentation Documentation will be submitted quarterly or biannually as deemed necessary by the Board.  Payment is made quarterly on a reimbursement basis. All expenditures listed on the Quarterly Invoice must coincide with line items established by the contract budget. All invoices must be accompanied by a program-specific general ledger or other official documents substantiating the expenditures. The general ledger must reflect cost breakdowns as per the budgeted items. All documents confirming expenses must reflect coinciding dates for the quarter. No further claims for project costs may be made after the quarterly invoice has been submitted, audited, and paid out. 
  • Strategic Partnership Documentation Documentation will be submitted quarterly or biannually as deemed necessary by the Board, if relevant.  The Strategic Partnership Report captures progress on the Strategic Partnership Statement.  
  • Sustainability Documentation Documentation will be submitted quarterly or biannually as deemed necessary by the Board.  Contractors must submit documentation capturing progress on strategies identified in the Sustainability Plan if relevant. 
  • Site Visits Site Visits will likely take place every quarter. Site visits are an opportunity to discuss successes and challenges reported on the Milestone and Measurable Outcomes Reports. It also allows contractors to discuss any concerns with progress and/or to suggest changes based on lessons learned. 
  • Mandatory Meetings Contractors must attend the Funded Programs Meetings and other reasonable meetings requested by District staff that have been identified to support program implementation. Whomever the agency has authorized as the primary contact for the contract is mandated to attend. 

 

Records Maintenance 

The contractor will establish and maintain internal controls and accounting records to track expenditures.  Records will be kept available by the contractor for audit review and inspection by the District during the contract period and five years after final payment. 

 

Insurance 

Consistent with the District’s Standard Insurance Provisions in the Contract Agreement, contractors shall provide worker’s compensation and general liability insurance at prescribed amounts per the Contract Agreement. The Sierra Kings Health Care District must be named an Additional Insured before executing the Contract Agreement. 

 

Appeals Process

In the event grant funding is unspent during the initial general grant process, the District reserves the right to continue to receive proposals and make funding awards under RFP No. 2024-13 until the District’s designated general grant funding of $125,000 is exhausted. General Grant proposals submitted under this RFP will be reviewed and evaluated by the District Board, staff, and independent evaluators at the discretion of the District. During the review process, District staff may contact grant seekers for additional information or to clarify proposal content and may elect to interview applicants or do a site visit before making a funding recommendation. However, an expression of interest by staff should not be construed as an indication of forthcoming grant approval. Funding recommendations will be presented to the District for consideration at a public board meeting. The District reserves the right, at its sole discretion, to waive minor irregularities in submittal requirements, to request modifications of the proposal submitted, to accept or reject any or all proposals received, to grant full or partial funding of any request, and/or to cancel all or part of this grant solicitation at any time before awards. Each applicant understands that there is no appeals process.

General Grant Submission Packet Request Form

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