Youth & Family 2024 Strategic Planning

Agency:	Summit County
State:	Colorado
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Feb 16, 2024
Due:	Mar 22, 2024
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

for

Summit County Government

Youth & Family Services Department

2024 Y&F Strategic Planning Process

2/8/2024

Proposals Due:

March 22, 2024 by 1:00 PM MST/MDT

Overview

Summit County Government (“County”) is soliciting bids from qualified contractors to provide services for the

2024 strategic planning process for the Summit County Youth & Family Services Department (Y&F).

Y&F serves the community so that all youth and families thrive. Y&F offers prevention programming based on a

variety of strategies including mentoring, home visitation, community trainings and coalition building. The

mission of Y&F is to build a healthy community by providing education, resources and programming to local

youth and families.

Y&F is soliciting proposals from qualified individuals or organizations to facilitate the development of a Youth &

Family Strategic Plan. The purpose of the strategic plan is to position Y&F to proactively provide programs that

meet the changing needs of Summit County youth and families in a cost-effective manner and to educate

stakeholders about Y&Fs mission, vision, values and programs. The plan should also be developed with

considerations about funding and future utilization to apply for grants and any new potential funding

opportunities. This plan should consider and include:

 an evaluation of current Y&F programs and initiatives as they relate to the needs and challenges faced

by Summit youth and families;

 recommendations for potential changes, modifications and/or additions to programs, strategies and/or

priorities well suited for Y&F;

 key desired outcome measures; and

 clarification and alignment of Y&F’s overarching vision in the context of Summit County Government

Copies of the request are available at www.SummitCountyCO.gov under ‘Bids & Proposals’ or by request at the

County Youth & Family Services Department. Contact Elizabeth Edgar, Youth & Family Services Department

Manager, for additional project information at elizabeth.edgar@summitcountyco.gov or 970-668-9180.

Scope of Services

Contractor shall furnish all labor, transportation, and incidentals necessary to perform the strategic planning process.

Contractor tasks include:

1. Develop a detailed workplan with timeline including progress check-in

2. Coordinate & communicate with Y&F Manager and Strategic Planning Team

3. Facilitate meetings and interviews with staff, youth, families and community partners

4. Review local services and existing assessments

5. Review similar programs in similar rural resort communities

6. Evaluate the effectiveness of current programs and identify strengths, needs and gaps

7. Create a strategic plan with Summit County Government branding that:

a. Speaks to the effectiveness of current programs, identifying strengths, needs and gaps

b. Identifies opportunities and/or suggestions for programmatic shifts based on data collected and

needs identified

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c. Highlights strategies and priorities to address needs of local youth and families

d. Identifies key desired outcome measures

e. Aligns Y&F’s vision to the goals and priorities of Summit County Government

Work shall be completed as set forth in a contract for this project to be negotiated with the County \ based upon the

contractor’s written proposal.

Date and time of service

The strategic planning process will take place from April 22, 2024 through October 1, 2024. The final report will be

completed by November 1, 2024. A potential schedule of meetings and work should be included in contractor's written

proposal.

Indemnification and Insurance

Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses

arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising

out of the performance of services by Contractor. No later than seven (7) days following the execution of an Independent

Contractor Agreement between the County and Contractor, the Contractor shall provide the County with certificates of

insurance evidencing the types and amounts of insurance specified below:

a. Worker’s Compensation and Employer’s Liability:

i. Worker’s Compensation must be maintained with the statutory limits.

ii. Employer’s liability is required for minimum limits of:

 $1,000,000 Each Accident

 $500,000 Disease Policy

 $1,000,000 Disease Each Employee

b. Commercial General Liability:

i. $1,000,000 Each Occurrence

ii. $2,000,000 General Aggregate

iii. $2,000,000 Products Completed Operations Aggregate

c. Automobile Liability: Contractor will maintain business auto liability coverage covering liability

arising out of any auto (including owned, hired and non-owned autos) used in the performance of

services under this Agreement.

i. $1,000,000 Combined Single Limit Each Accident

Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written

approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be

provided to the County upon request. With regard to all insurance, such insurance shall:

 Be primary insurance to the full limits of liability herein before stated and, should County have other valid

insurance, County insurance shall be excess insurance only; and

 Not cancelled without thirty (30) days prior written notice to the County.

Proposal Format

Costs for performing services outlined in this request for proposals shall be clearly stated to allow the County to

effectively evaluate each proposal. Potential daily schedule of services should also be included.

Refinements and Improvements

Applicants should feel free during the proposal submission process to provide any suggestions or comments that might

be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is not

committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this

work.

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The following pages contain the RFP instructions and owners requirements.

Part I - ADMINISTRATIVE INFORMATION

A. Issuing Officer

This Request for Proposals (“RFP”) is issued by Youth & Family Services Department For questions, please contact

Elizabeth Edgar, Youth & Family Services Department Manager, at Elizabeth.edgar@summitcountyco.gov or 970-

668-9180.

B. Purpose

This RFP provides prospective contractors with sufficient information to prepare and submit proposals for

consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks

outlined in the RFP.

C. Scope

This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein.

These are mandatory requirements that must be met to be eligible for consideration.

D. Scheduling

Proposals must be submitted via email to elizabeth.edgar@summitcountyco.gov to the Youth & Family Services

Department by March 22, 2024 no later than 1:00 PM MST/MDT. The proposal should outline the schedule for

commencement of service.

E. Inquiries and Questions

Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification of

the any requirements or schedule a site visit to the properties. Direct all inquiries to:

Elizabeth Edgar, Y&F Department Manager

Youth & Family Services Department

970-668-9180

elizabeth.edgar@summitcountyco.gov

Time Schedule:

 Request for Proposals publicly advertised and posted on County website Friday, February 16, 2024

 Questions due before Friday, March 1, 2024

 Answers provided by Thursday, March 7, 2024

 Proposals due on Friday, March 22, 2024 by 1:00 PM MST/MDT by email to

elizabeth.edgar@summitcountyco.gov

 Official Bid opening, Monday, March 25, 2024

 Interviews Wednesday, March 27 or Thursday, 28, 2024

 Award of contract/contract negotiations the week of April 8, 2024

 Notice of award and send Unsuccessful Bidder letter (email) week of April 15, 2024

 Anticipated start Monday, April 22, 2024

 Completion of Project **

*All questions received will be answered in one consolidated format and redistributed to each person/organization

that submitted question(s).

** There is some flexibility in the date for completing this scope of work; however, the Y&F preference is to have

data collection and strategic priorities identified by October 1, 2024 to assist in Y&F planning for 2025. The final

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report is to be completed by November 1, 2024.

F. Instructions for Submission of Proposals

It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and with

appropriate text in the email subject line and text in the top few lines of the body of the email:

Email Address:

Elizabeth.edgar@summitcountyco.gov

Subject Line Text:

Youth & Family - Proposal for: 2024 Strategic Planning

Body Text:

ATTN: Elizabeth Edgar, Y&F Manager

Youth & Family Services Department

Proposal for: 2024 Y&F Strategic Planning

1. Contractor's company name

2. Contact name and phone number

G. Late Proposals

It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive to the Youth &

Family Services Department by 1:00 PM MST/MDT on March 22, 2024.

H. Proprietary Information

Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.

Response Material Ownership

All materials submitted regarding this RFP become the property of the County and will only be returned at the County's

option.

J. Incurring Costs

The County is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed

contract.

K. Acceptance of Proposal Content

The contents from the selected contractor’s proposal will become contractual obligations if a subsequent agreement is

reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and

such contractor may be removed from future solicitations.

L. Acceptance Time

The County intends to make a proposal selection within 20 business days after the closing date for receipt of proposals.

M. Budget

Costs for performing services must be included in the proposals and should be clearly stated to allow the County to

effectively evaluate each proposal.

PART II – PROPOSAL CONTENT

The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contactor

may have about meeting these requirements shall be specifically identified in the proposal.

Scope of Work

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Provide an outline of the contractor’s understanding of the project. Summarize the basic approach to providing the

services, and any recommendations on improving efficiencies in the process.

Qualifications

Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a

brief description of past and current projects. Each summary shall include a brief project description and name, address

and phone number of a local contact person involved in the project. The statement of qualifications should also provide

a summary of contractor's ability to successfully complete the requirements of this RFP. The statement of qualification

shall be brief but shall include at a minimum the following:

1. Description of similar projects

2. Capabilities (including equipment) and staff

PART III – PROPOSAL EVALUATION AND SELECTION

The County intends to engage the most qualified contractor available for this assignment while minimizing the costs

to the County. Responsiveness to the RFP will be a principle basis for evaluation. Proposals shall provide a

straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly

express the contractor's understanding of the County's specific requirements, indicating the contractor's qualifications

to conduct this service in a thorough and efficient manner.

Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may

arise if any public official exercises any substantial discretionary function in connection with a government contract,

purchase, payment or other pecuniary transaction without necessary disclosures as defined by Colorado Revised

Statutes (C.R.S.) Section 18-8-308 as amended.

Selection Process.

1. The County reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities

and to re-solicit proposals.

2. The County reserves the right to conduct such investigations of, and discussions with, those who have submitted

proposals (“Proponents”) or other entities as it deems necessary to assist in the evaluation of any proposal or to

secure maximum clarification and completeness of any proposal.

3. All proposals submitted must be valid for a minimum period of ninety (90) days after the date of the proposal

opening. Each Proponent must submit with the proposal a list of all subcontractors, independent contractors or

sub-consultants employed or proposed to be employed by the Proponent in the performance of the contract.

4. Selection of a contractor will be made at the sole discretion of the County. The County may consider the

following criteria when evaluating proposals that includes but is not limited to:

a. Cost;

b. The reputation, experience and efficiency of the Proponent;

c. The ability of the Proponent to perform the contract or provide the goods and services within the time

specified;

d. The comparative quality of the goods and services bid;

e. The Proponent’s performance under previous contracts with Summit County;

f. The number and scope of conditions attached to the proposal;

g. The Proponent’s interest in the project, as well as their understanding of the project scope and the specific

requirements of Summit County; and

h. The application of all of the above criteria to any sub-consultants, subcontractors or products to be utilized

by the Proponent.

5. Contract negotiations will take place with the most qualified contractor. The County reserves the right to

incorporate specific contract provisions into the Proponent’s standard contract if the County’s standard contract

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Title:	Youth & Family 2024 Strategic Planning
Category:	Youth and Family Services
Status:	Open

Youth & Family 2024 Strategic Planning

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