26-082 Qualitative Data Collection

LEGAL NOTICE
REQUEST FOR PROPOSAL 26-082
For
Qualitative Data Collection for Community Health Context Assessment
ST. CHARLES COUNTY GOVERNMENT
ST. CHARLES, MISSOURI
St. Charles County is seeking bids for Qualitative Data Collection for Community Health
Context Assessment. The county reserves the right to terminate the contract for any
violation, by the successful Proposer, of any term or condition of the contract by giving
thirty (30) days written notice stating the reasons therefore and giving the party time to
remedy any deficiencies. All bid prices submitted must be guaranteed for ninety (90)
days.

INTRODUCTION AND PROPOSAL SUBMITTAL TERMS
St. Charles County, Missouri, is hereby issuing this Request for Proposal RFP 26-082 for
Qualitative Data Collection for Community Health Context Assessment and is seeking and
inviting proposals from firms that are qualified, able, and willing to provide the data collection
described herein to St. Charles County, Missouri ("County").
Proposals must be clearly marked with the RFP number and title and must be submitted by
mail or personal delivery to the following:
St. Charles County Government
Attn: Lenore Moore, Purchasing Coordinator
St. Charles County Government Finance Department
201 North Second Street, Room 541
St. Charles, Missouri 63301
The County reserves the right, in its sole discretion, to reject any and all proposals, or parts
of any proposal, for any reason whatsoever and waive technicalities.
Time is of the essence for responding to the RFP within the submission deadlines.
The County will only accept proposals that are responsive to the RFP and are prepared and
submitted in compliance with the requirements set forth in this RFP.
Proposal Instructions
The electronic version of this RFP is available upon request. The document was created in
Microsoft Word for Windows. The Purchasing Office does not guarantee the completeness
and accuracy of any information provided on the electronic version. Therefore, Offerors
are cautioned that the hard copy of this RFP on file in the Purchasing Office governs in the
event of a discrepancy between the information contained in or on the electronic version
and that which is on the hard copy.
One [1] signed original and one [1] signed copy of the proposal must be received in a
sealed envelope plainly marked "RFP 26-082 Qualitative Data Collection for Community
Health Context Assessment" with the due date and time of the proposal in the lower left
corner of the envelope.
An authorized representative of the company/person submitting the proposal must sign the
proposal, in blue ink. All prices and notations must be in blue ink or typewritten on the
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attached form. Mistakes must be crossed out, corrections typed adjacent and must be
initialed in blue ink by the person signing the proposals.
Proposals must be submitted to the St. Charles County Finance Department, 201
North Second Street Room 541 St. Charles MO 63301 prior to 06/19/2026 10:00 am.
Time is of the essence for responding to the RFP within the submission deadlines. All
proposals will be considered final. No additions, deletions, corrections, or adjustments will
be accepted after the time of proposal opening.
Sealed proposals received after the designated time of the receipt of the sealed proposals
will be considered as "Void" and will not be opened.
The County reserves the right, in its sole discretion, to reject any and all proposals, or parts
of any proposal, for any reason whatsoever and waive technicalities.
The County will only accept proposals that are responsive to the RFP and are prepared and
submitted in compliance with the requirements set forth in this RFP.
St. Charles County will not award any proposal to an individual or business having any
outstanding amounts due from a prior Contract or business relationship with the County or
who owes any amount(s) for delinquent Federal, State or Local taxes, fees, and licenses.
The successful Offeror is specifically denied the right of using in any form or medium the
names of St. Charles County or any other public agency of St. Charles County Government
for public advertising unless express written permission is granted.
Award will be made to the responsive Offeror with the highest score upon evaluation of all
criteria as set forth in this RFP.
Proposal Inquiries
All questions or clarifications concerning this IFB must be submitted in writing via E-mail to:
Lenore Moore, Purchasing Coordinator
St. Charles County Government
Finance Department
201 North Second Street
St. Charles, MO 63301
lmoore@sccmo.org
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The RFP number and title shall be referenced on all correspondence.
All questions must be received no later than 3:00 PM on 6/12/2026. Any question received
after this deadline may not be answered.
Responses to questions/clarifications will be placed on the County's website
http://www.sccmo.org/Bids.aspx . Check this website frequently for updates and any
addendum that may be issued.
Prohibited Communication
Contact with any representative, other than through the procedure outlined in the
section titled "Proposal Inquiries", concerning this request is prohibited PRIOR TO
PROPOSAL OPENING. Representative shall include, but not be limited to, all elected
and appointed officials, and employees of St. Charles County and their Agents within
St. Charles County.
Any Offeror engaging in such prohibited communications prior to Proposal Opening
may be disqualified at the sole discretion of St. Charles County.
[Remainder of this page intentionally left blank.]
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Veteran Friendly Employment Policy
"Indicate whether you have developed a veteran friendly employment policy and, if so,
attach a copy of such policy to your response as a point of information."
_____ "YES" our company has a veteran friendly employment policy.
_____ "NO" our company does not have a veteran friendly employment policy.
Please include a copy of your veteran friendly employment policy with your submission.
Open Records
Any and all information contained in or submitted with the proposal becomes a public record
subject to the Missouri Sunshine Law when a contract is executed, or all proposals are
rejected. If Proposer believes that any information contained in or submitted with the
proposal is protected by the Missouri Sunshine Law, Proposer must clearly identify what
information Proposer believes is so protected and must also clearly identify the legal basis
therefor.
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CERTIFICATIONS BY OFFEROR
The undersigned signatory certifies that he/she has read and understands all of the
terms and conditions of this RFP and of doing business with the County in response
to this RFP, that in doing so he is acting on behalf of the Offeror, and that his/her
signature placed hereon is binding on the Offeror to the full extent allowed by law.
The Offeror shall provide a Proposal to the County in response to, and in accordance
with, the terms of this RFP.
The Offeror agrees to provide the system under the terms of this RFP and the Proposal
as accepted by the County.
By submitting the Proposal in response to this RFP, the Offeror and each person
signing on behalf of the Offeror, under penalty of perjury, certifies to the best of its
knowledge and belief:
The Offeror has established the price terms in this Proposal independently without
collusion, consultation, communication, or agreement with any other Offeror as to
any matter relating to such price terms; and
The Offeror has made no attempt, and will not in the future make any attempt, to
induce any other person, partnership, or corporation to submit or not to submit a
proposal for the purpose of restricting competition.
The Offeror certifies that this proposal is in all respects fair and without collusion
or fraud, and that no elected official or other member, officer or employee or
person whose salary is payable in whole or in part by the County is directly or
indirectly interested therein, or in any portion of the profits thereof.
Authorized Signature of Offeror: ___________________________________________________
Date of Proposal:_______________________________________________________________
Printed or Typed Name:__________________________________________________________
Mailing Address:_______________________________________________________________
City:___________________________State:_______________________Zip:_______________
Telephone:________________________________Fax:________________________________
Electronic Mail Address:_________________________________________________________
_____________________________________________________________________________
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RFP SPECIFICATIONS
1. RFP and Submittal of Proposals Timeline: The County shall follow the
timeline listed below relating to the issuance of the RFP and submittal of Proposals. The
County reserves the right in its sole discretion to expand this timeline, if necessary, without
any notification, except when such timeline expansions affect the deadline date and time for
submitting a proposal.
DATE EVENT
DATE 5/29/2026 Issue RFP and Advertise intent to solicit proposals.
DATE 6/12/2026 Deadline for Offerors to submit Proposal Inquiries.
DATE AND TIME Deadline for submission of Proposals.
6/19/2026 prior to
2:00 PM
2. General Description:
Purpose
The St. Charles County Department of Public Health is conducting a comprehensive
framework for community health assessment and improvement. This project scope is
focused on the qualitative data collection portion called the Community Context
Assessment qualitative data collection. The Community Context Assessment focuses on
understanding the social, political, economic, and historical conditions that influence
opportunities for optimal health in a community.
Scope
The St. Charles County Department of Public Health seeks and external agency to design
culturally appropriate qualitative data collection plan aligning with the St. Charles
Community Health Collaborative's needs. A plan should be developed to fill gaps in data
from previous assessments while also meeting the minimum set of engagements. Develop
appropriate tools and protocols. Recruit and engage participants in collaboration with
community partners, from diverse backgrounds and experiences from underrepresented
groups. Conduct data collection activities in person or virtually based on accessibility,
availability, and needs of participants. Analyze qualitative data and produce written
summary of identified themes. Present the findings to the steering committee, assessment
design team, and community stakeholders. The qualitative data provides context for
understanding health differences and community priorities through key informant
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interviews, focus groups, listening sessions, participatory methods, and ethnographic
observations.
Specifications
Qualitative Data Collection: Conduct key informant interviews (min of 2), facilitate
focus groups (min of 6, utilizing the 5 Social Determinants of Health (SDOH) domains
as topics for at least 5 focus group sessions), and facilitate listening sessions (min of
2). Record and transcribe all sessions. Community members must be compensated
for and provided resources (childcare, transportation, meals, and/or refreshments)
while participating. During qualitative data collection, obtain consent from
participants if they are interested in reviewing draft summaries to ensure their
thoughts & contributions are reflected accurately.
o Data collection should seek help the Collaborative's understanding of the
following:
What strengths and resources do the community have that support
health and well-being?
What current and historical forces of change locally, regionally, and
globally shape political, economic, and social conditions for community
members?
What physical and cultural assets are in the built environment? How do
those vary by neighborhood?
What is the community doing to improve health outcomes? What
solutions has the community identified to improve community health?
Analysis and Reporting: Thematic analysis and synthesis aligned with the following
domains: Community Strengths and Assets, Built Environment, Forces of Change,
and Social Determinants of Health. Provide raw data (full written transcriptions),
codebook structure, and summary reports. The summary reports should also
connect the Community Context Assessment (CCA) results to the cross-cutting
Mobilizing for Action through Planning and Partnerships 2.0 (MAPP) themes.
Presentation of Findings: Before finalizing reports, share draft findings with session
participants to make sure the summary reflects their intended meaning (participatory
member checking). Create slides/presentation(s) to be shared with Community
Health Assessment (CHA) stakeholders, community leaders, and funders. Present
findings to key project stakeholders in a project conclusion meeting. Optional:
present results at a CHA stakeholder meeting.
Assessment activities should include the following activities:
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o Scheduling/location
o Outreach/recruitment
o Translation/interpretation
o Facilitation of sessions, covering required domain topics
o Note-taking/Transcribing
o Informed consent of participants (for participation and member checking
results)
Timeline:
o Project kickoff occurs within 3 weeks of contract execution.
o All data collected within 3 months of project kickoff.
o Data analysis and presentation of findings must occur 1 month after data
collection completion.
DPH Staff Touchpoints:
Kick-off meeting
Weekly virtual check-in meetings with DPH staff
Mid-point data collection review
o DPH staff to review raw data & draft summaries approximately halfway
through data collection to ensure quality and direction align.
Provide written summary report, detailed thematic reports, data, & slides
Project summary meeting where findings are presented
Definitions of terminology within:
Qualitative data collection is a process of collecting and analyzing non-numerical
data (such as audio, video, or text) to understand experiences, concepts, or
opinions.
Quantitative data uses numerical data to identify patterns and averages, test
hypotheses, and generalize results to wider populations.
Key informant interviews: Individual discussions- through informal conversations
or formal interviews-can gather in-depth feedback from representative community
members. The interviews are 1-1. Can be done with key community leaders or
community members representing specific sub-populations.
Focus groups: A small group of participants (generally 8-10) that responds to a set
number of questions. Useful for providing specific direction and/or reactions to
concepts from targeted groups (i.e., identified subpopulations).
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Listening sessions/ Community Dialogues: Smaller (20-35 people) gatherings
where all/many sectors of the community are represented. May be conducted with
multiple groups.
Domains required:
o Community Strengths and Assets: inventories the strengths and assets of
community members and how to use those to improve community health.
Strengths include skills, education, job experience, and community
organizing.
Guiding questions to be answered:
What assets are we underutilizing?
Which communities feel disconnected from existing resources?
What grassroots efforts may not be visible in formal systems?
Where are natural leaders already creating change?
o Built Environment: the human-made surroundings that influence overall
community health, including the individual behaviors that drive health. Maps
the assets of the build environment, particularly within neighborhoods
experiencing the greatest preventable health differences.
Guiding questions to be answered:
Which neighborhoods experience the greatest infrastructure
gaps?
How does transportation affect access to healthcare and
employment?
Are certain communities disproportionately affected by
environmental risks?
Where are opportunities for policy or systems-level change?
o Forces of Change: identify forces that can affect the community and local
public health system. It can focus on occurrences in the past, present, or
future.
Forces to discuss may include:
Zoning and land use policies shaping neighborhood development
Historical patterns of economic segregation
Transportation infrastructure development
School district boundary decisions
Long-term economic transition (rural suburban growth)
Public trust in institutions
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