Request for Proposal

Community Assessment

of

Wayne County Michigan

November 2018

WMCAA RFP for Community Assessment - 2019

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Table of Contents

I. PURPOSE ……………………………………………………………………....3

II. BACKGROUND WAYNE METROPOLITAN

COMMUNITY ACTION AGENCY …………………………………….…... 3

III. SCOPE OF SERVICES .............................................................................. 5

IV. PROJECT PHASES .................................................................................. 9

V. QUALIFICATIONS AND EXPERIENCE......................................................10

VI. PROPOSAL SELECTION AND EVALUATION CRITERIA ........................ 10

VII. GENERAL REQUIREMENTS .................................................................... 11

VIII. TERMS AND CONDITIONS .................................................................... 13

APPENDIX - HEAD START ASSESSMENT INFORMATION CATEGORIES.......... 15

WMCAA RFP for Community Assessment - 2019

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I. PURPOSE

Wayne Metropolitan Community Action Agency (WMCAA) invites interested

parties to submit a proposal to conduct and author a comprehensive

Community Needs Assessment of its service area, Wayne County Michigan.

The Community Needs Assessment (CNA) will assist the agency in strategic

planning and programming decisions in relation to: relevancy of

programming, service delivery and design, resource allocation, and

geographic distribution of services.

SCHEDULE OF EVENTS

Release of RFP: November 30, 2018

Deadline for Submission: January 11, 2019

Notice of Award: January 25, ,2019

II. WMCAA BACKGROUND

Guided by our belief that no one should live in poverty, the mission of Wayne

Metropolitan Community Action Agency is to empower individuals and

communities to be strong, healthy, and thriving.

Wayne Metropolitan Community Action Agency (WMCAA) has been

providing services to low and moderate income individuals and families since

1971. Since then, WMCAA has established a system of diversified

programming and funding to provide Wayne County residents with reliable

community support to help them succeed and thrive. Since 1994, the

agency's budget has grown from $100,000 to nearly $40 million while

maintaining a low-administrative rate (8%) that allows $.92 of every dollar to

be utilized for direct client services.

Today, WMCAA operates more than 50 distinct human service and

community development programs with over 300 employees. Through its

work to diminish poverty, the agency has never strayed from its vision of

communities where all people have hope and opportunities to realize their full

potential. Funding for WMCAA comes from various local, state and federal

sources, as well as from various private organizations and

foundations.

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Agency-wide core strategies are focused on quality services, capacity

building, and operational excellence. Universal and program strategies unify

the Agency with a focus on achieving impact in targeted areas – Family

Stability, Quality Housing, and Economic Opportunities for people and

communities with limited income and special populations. Some target Area

services include:

Family Stability

● Information and referral

● Energy conservation and education ● Early childhood education ● K-12 Youth out of school time- education and enrichment ● Adult literacy and education ● Crisis and emergency assistance ● Case management

Quality Housing

● Home repair and energy efficiency improvements ● Supportive housing and homeless services ● Homebuyer education and assistance ● Affordable housing development

Economic Opportunity

● Workforce development ● Financial education, coaching, and asset development

WMCAA has been designated as a direct grantee with Administration for

Children and Families' (ACF) Office of Head Start and Office of Child Care to

provide Early Head Start and Head Start enrichment and educational

programming to Dearborn, Dearborn Heights, Grosse Pointes, Hamtramck,

Harper Woods, Highland Park and Redford communities.

As a Grantee, Wayne Metro is required to do a community assessment;

whereas, the community assessment for Head Start becomes an addendum

to the Wayne County Community Needs Assessment.

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III. SCOPE OF SERVICES

The contractor will be responsible for the coordination, research, and writing

of a fully completed comprehensive Community Needs Assessment with a

focus on data gathering and analysis. It is expected that the contractor shall

have access to resources through which to gather and manipulate data like

GIS (Geographic Information System) and any other technology to assist in

obtaining relevant data at the census tract and block, zip code, ward,

neighborhood cluster, and any other geographic level deemed appropriate

as follows:

A. Provide, pursuant to the Community Services Block Grant (CSBG)

Organizational Standards, the collection and analysis of the following

information about each of WMCAA’s specific service areas:

1. Standard 1.2: An analysis of information collected directly from low

income individuals to assess needs and resources;

2. Standard 2.2: Collection of information from key sectors of the

community to assess needs and resources. These

sectors would include at minimum: community-based

organizations, faith-based organizations, private sector,

public sector, and educational institutions;

3. Standard 3.2: Collection of current data specific to poverty and its

prevalence related to gender, age and race/ethnicity;

4. Standard 3.3: Collection and analysis of both qualitative and

quantitative data for each of the counties served;

5. Standard 3.4: Description of key findings on the causes and conditions

of poverty and needs of the six (?) service areas

assessed.

B. Provide, pursuant to the Head Start Performance Standards, collection of relevant

research and data relative to WMCAA’s Early Head Start and Head Start specific

service areas in Wayne County, disaggregated by ages 0-3 and 4-5-year-old

children with a focus on the following:

1. The demographic makeup of Early Head Start and Head Start eligible

children and families, including estimated number, geographic

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location, and racial and ethnic composition;

2. Other child development and child care programs that are serving

Head Start eligible children, including publicly funded State and local

preschool programs, and the approximate number of Head Start

eligible children served by each;

3. Estimated number of children with disabilities (ages 0-3 and 4-5),

including types of disabilities and relevant services and resources

provided to these children by community agencies;

4. Data regarding the education, health, nutrition and social service

needs of Early Head Start and Head Start eligible children and their

families;

5. The education, health, nutrition and social service needs of Early Head

Start and Head Start eligible children and their families as defined by

families of Head Start eligible children and by institutions in the

community that serve young children;

6. Resources in the community that could be used to address the needs of

Early Head Start and Head Start eligible children and their families,

including assessments of their availability and accessibility.

C. Provide an analysis of demographic, data and economic trends in Wayne County

including but not limited to:

1. Poverty analysis in Wayne County

2. Public infrastructure

3. Basic needs trends, assets (i.e. food, nutrition, housing, food, child care,

health costs, transportation);

Trends:

a. Population trends

b. Location of low-income children 0 to 5 years

c. Location of low-income seniors 60+

d. Migrant trends

e. Birth and death trends

f. Aging Trends

g. Nutrition trends (including overweight and underweight

children

h. Foster care trends

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Health:

a. Prenatal care

b. Health insurance

c. Immunizations

d. Oral health

e. Nutrition education offerings

f. Free/reduced lunch counts

g. Substance Abuse

h. Mental Health (including the homeless population)

i. Sexually Transmitted Diseases

4. Household composition

a. Race/ ethnicity

b. Languages spoken

5. Education attainment (school rankings, school dropout, etc.)

6. Child development and child care programs including

a. Children ages 0 to 5 with disabilities

b. Type of disabilities

c. Service providers for children with disabilities

7. Social services

a. Supplemental Nutrition Assistance Program (SNAP)

b. Temporary Assistance to Needy Families (TANF)

c. Women, Infant and Children Food and Nutrition Services (WIC)

8. Housing data. vs. ownership

a. Affordable housing availability

b. Cost burden

c. Data on Homelessness; youth and adult

9. Transportation

10. Barriers including:

a. accessibility (hours of operation)

b. psychological barriers

c. Other barriers identified throughout the research process

11. Identify emerging and/or vulnerable populations who may be in

need of services

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12. Crime and Safety

a. Violence

b. Stalking

c. Gun Safety

D. Data Analysis and Presentations

The contractor will provide an in-depth analysis and recommendations to

assess the agency’s success in meeting the needs and priorities of Wayne

county service areas:

1. Demographics summary

2. Process approach

3. Results of survey and data collection at county, city, community

partners, other non-profits and client levels including trend data if

available.

4. Comparison to similar communities

5. Analysis of community needs and strengths

6. Formatted tables and charts illustrating major points

7. Printed and Electronic format

8. Project findings

9. Recommendations

10. Conclusions

11. Presentation to Board of Directors and Head Start Policy Council

Please refer to the Appendix for detailed Head Start Information Categories

KEY LINKS:

WMCAA Community Assessment 2016

https://www.waynemetro.org/community-assessment/

Community Action Partnership- CAA Community Assessment Toolkit

www.thecaap.org/file_download/57988bf8-f45b-4c2f-a387-4d7cf1b13f08

U.S. Department of Health & Human Services - Head Start Performance

Standards and Community Assessment https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/1302-11-determining-community- strengths-needs-resources

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IV. PROJECT PHASES

Phase 1 – Project Introduction

a. Meetings with agency leadership, Community Assessment Project Manager,

and Strategic Planning Committee to: Define the broader framework of

community needs and assets the Agency wishes to assess, discuss organization

of data, and map process for compiling this information.

b. Data research and assessment, during which respondent will communicate

with WMCAA regarding existing Agency derived data and secondary data

sources.

Phase 2 – Community Profile

Develop community profile of Wayne County residents with an emphasis on the

Profile shall encompass the following:

a. In-depth explanation on the conditions and underlying causes of poverty

and its effect on the residents of Wayne County.

b. An analysis of demographic data across race/ethnicity, age, and gender,

and economic trends in and its effect on the residents of Wayne County.

Phase 3 – Community and Client Input

Convene no fewer than four (4) focus groups and four (4) Community Forums with

key community stakeholders.

a. Convene focus groups with low income participants, Regional Advisory

Council members, funders, community partners, other service providers, local

government, law enforcement, health care providers and other interested

citizens in communities served by WMCAA.

b. Compile and present feedback from focus groups to Strategic Planning

Committee.

c. Summarize key findings to develop recommendations that can be

implemented through a strategic planning process.

d. Presentation and refinement, during which respondent will meet with

WMCAA to present interim products, discuss potential changes, and refine

the product based on the feedback received from agency.

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Phase 4 – Final document delivery

Provide full draft of document, followed by internal review and editing within

designated timeline. After the final review is submitted by WMCAA, the final version

of the document will be submitted by the contractor on an agreed upon

completion date and time. The final document will be presented to Board of

Directors on the designated dates and times.

The draft and final documents shall include:

a. Executive Summary

b. Customer, staff and community input of the impacts of poverty, needs within

the communities and recommendations for further addressing those needs.

c. In-depth explanation on the impact of poverty and its effect on the residents

of Wayne County

d. An analysis of demographic, data and economic trends in Wayne County

e. Process approach

f. Key findings

g. Strategic Recommendations

h. Conclusions

i. Additional sections as agreed upon by WMCAA

V. QUALIFICATIONS AND EXPERIENCE

The qualified consultant must satisfy the following requirements:

a. Experience in providing a high quality and comprehensive Community

Assessment and/or Head Start Assessment b. Familiarity with Community Action and Wayne County demographics,

human services, and the community development industry. c. Expertise in statistically valid data gathering, interpretation, analysis, and

communication of findings

VI. PROPOSAL SELECTION AND EVALUATION CRITERIA

A contract will be awarded to the responsive bidder whose proposal represents the

combination of merit and cost most advantageous to WMCAA. Bidders are advised

that WMCAA may make awards to a bidder(s) other than the lowest cost bidder.

WMCAA reserves the right to determine which proposal demonstrates the requisite

competence and offers the greatest value.

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The following criteria will be considered to evaluate each Vendor’s proposal:

a. Experience with respect to the proposed services

b. Adequacy of the proposed methodology

c. Completeness of RFP response per instructions

d. Past performance

e. Ability and commitment to meeting timeline

f. Cost

g. Minority and/or women-owned business status of Vendor

h. Merit, risk, and value to WMCAA

VII. GENERAL REQUIREMENTS

The Wayne Metropolitan Community Action Agency (WMCAA) Community

Assessment will be a collaborative effort. Respondent will participate in regular

updates and reviews with WMCAA’s Development Manager, serving in the capacity

of Community Assessment Project Manager. Updates may be in person or via phone

depending on scope of discussion. An initial meeting with the Agency’s Strategic

Planning Committee will also be required. Through this meeting, committee members

will help to assist in guiding pertinent data and developing focus group guiding

questions. The full draft of the document will also be presented to the Committee for

review and comment.

1. The Contractor is required to:

a. Meet with agency administration prior to the project’s start.

b. Complete all work on time as outlined in Vendor contract.

c. Submit a project outline with timelines to the Project Manager. d. Participate in regular project update meetings. e. Submit ongoing drafts of work sections and the final document. f. submit the document in its entirety on the due date by means of an

electronic copy and one (1) professional hard copy. g. Share the process, content and conclusions of the final Community Needs

Assessment document in a presentation to the Strategic Planning

committee and Agency Board of Directors at times to be determined.

2. WMCAA will:

a. Secure adequately sized meeting rooms.

b. Recruit community and client representatives for participation.

c. Be responsible for providing meeting locations, supplies, and materials.

d. Provide WMCAA statistical data except as detailed above/indicated in

Vendor contract.

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3. TIME FRAME

● Release of RFP: November 30, 2018

● RFP questions deadline: Wednesday, December 12, 2018, 5:00 PM

● Responses to questions: Posted on WMCAA website, Wednesday, December

19, 2018

● Proposal deadline: Friday, January 11, 2019, 4:00 PM

● Notice of award: Friday, January 25, 2019

● Contract begins: February 5, 2019

● Preliminary meeting with Agency staff: February 2019

● Regular meetings with Assessment Project Manager: TBD

● Draft document submitted by: June 14, 2019

● Final document submitted electronically and in hard copy to Agency: June

28, 2019

● Agency Board of Directors presentation: July 18, 2019

4. INQUIRIES

Questions regarding this RFP must be submitted by email to Melanie Odom

modom@waynemetro.org with “Community Needs Assessment” in the subject

line. The deadline for questions is end of day Wednesday, December 12, 2018.

Responses to all questions will be posted to the WMCAA website by Wednesday,

December 19, 2018.

Link to RFP on agency website:

http://www.waynemetro.org/content/request-proposals

5. INFORMATION REQUIRED WITH PROPOSAL

Bidder’s response must include the following information in the same order and

format sequence:

a. Cover Sheet b. References c. Cost sheet of estimated costs with estimated completion time d. Vendor Disclosure Form e. Written description of the anticipated process approach of the

project based on Description of Services f. Prior experience and qualifications g. A work sample(s) or a web-link of a related piece(s)

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6. INSTRUCTIONS FOR FORMS

All Proposals must be submitted on the forms provided, properly executed and

with all items typed. Do not change or add words to the forms. Unauthorized

conditions, limitations, or provisions on or attached to the forms may be cause for

rejection of the proposal. Any Bidder information that is altered by erasure or by

interlineation prior to submittal must be initialed and explained by notation above

the signature of the Bidder.

7. SUBMISSION INSTRUCTIONS

Proposals must be submitted in PDF format only to Wayne Metropolitan

Community Action Agency via email. Proposals received after the deadline will

not be considered. The proposal offer acknowledges the right of WMCAA to

accept or reject any or all proposals and to waive any informality in any proposal

received.

Deadline: By 4:00 PM on Friday, January 11, 2019

NO LATE PROPOSALS ACCEPTED

E-Mail to: modom@waynemetro.org

Subject: 2019 Community Assessment Proposal

VIII. TERMS & CONDITIONS

1. MODIFICATIONS

Should any such changes be made to this RFP, an addendum will be issued on

the WMCAA website. It is the responsibility of each Vendor to check the

website and verify that he/she has received all Addenda prior to submitting a

proposal.

All addenda issued prior to date of receipt of Proposals shall become a part of

these specifications, and all proposals are to include the work therein described.

2. ERRORS, OMISSIONS, AND/OR DISCREPANCIES

Bidder shall not be allowed to take advantage of errors, omissions, and/or

discrepancies found in these specifications.

3. RIGHT TO REJECT AND WITHDRAWAL OF PROPOSALS

WMCAA reserves the right to reject any or all Proposals in whole or in part and to

waive any informality therein, or accept any proposal it may deem in the best

interest of the WMCAA.

A proposal being withdrawn may be re-submitted up to submission time.

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Negligence or error on the part of the Bidder in preparing his/her proposal

confers no right for withdrawal of the proposal after it has been received.

4. OFFER PERIOD

Proposals will remain firm for a period of 90 days upon receipt. This RFP and

bidder’s response will become part of the Service Agreement. The intent of this

RFP document is to include all items necessary for proper execution and

completion of the work described in this document.

5. EXECUTION OF CONTRACT

WMCAA reserves the right to consider proposals based on their relative merit, risk,

and value to the organization, and reserves the right to negotiate with all service

providers. Contracted service offers will be based upon the Vendor’s

responsiveness to the RFP and total price quoted for all items covered by the RFP.

The successful Vendor may be asked to participate in negotiations and may be

asked to make revisions to their proposals based on negotiations. In submitting a

proposal, each Vendor acknowledges that they have read and understand

these requirements.

6. TERM OF SERVICE

The term of contract will begin on or about February 1, 2019 (or from the date the

contract is executed) and shall expire on July 30, 2019, unless terminated earlier

consistent with the terms of the contract. Production of the assessment to be

completed/submitted by June 28, 2019.

7. SALES AND EXCISE TAXES

Wayne Metropolitan Community Action Agency (WMCAA), as a 501(c) (3) nonprofit

agency, is exempt from sales and federal excise taxes. The price is to be net,

exclusive of any taxes. All prices stated in the Bid response will include all Federal,

State, County and Municipal taxes, including Michigan State Sales and Use Taxes, or

contributions required by Bidder’s business.

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APPENDIX

HEAD START ASSESSMENT

INFORMATION CATEGORIES

General Area Description - Demographics a. Geographic boundaries (size, counties, distinguishing characteristics)

b. Governing structure

c. Population and related trends

d. Racial and ethnic composition

e. Gender, ages

f. Household composition

g. Economic activities

h. Future trends

i. Median income level

j. Principle source of income

k. Number below poverty level

Head Start Eligible Children and Families

a. Geographic location

b. Racial and ethnic composition

c. Household composition

d. Principle source of income

e. Median income level / Employment

f. Number of children living below poverty level

g. Number of public assistance recipients

h. Education

i. Adult educational attainment

j. Drop-out rates

k. Languages spoken

l. Information on functional literacy levels

m. Transition activities

a. Health

b. Incidence of child abuse and neglect

c. Number of children with disabilities, types of disabilities and resources

d. Incidence of drug and alcohol abuse

e. Number of children born to addicted mothers

f. Reports of spouse abuse

g. Infant and child death rates

h. Number of low-birth weight babies

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i. Teen pregnancy rates

j. Women receiving prenatal healthcare

k. Immunization levels among school children

l. Prevalent health problems

m. Communicable diseases

n. Air and water quality

o. Nutrition

p. Children receiving free lunch and breakfast

q. Food stamp recipients

r. Women, Infants and Children (WIC) program participants

s. Participant in food distribution programs

t. Availability of low-cost food

u. Housing

v. Overcrowding/availability

w. Affordability

x. Conditions

y. HUD housing

z. Utilities

aa. Homeless count

bb. Mobility

cc. Child Care Needs

dd. Names and locations of other child development programs

ee. Estimated number of Head Start eligible children served by each

ff. Number or percent of working mothers

gg. Participants in welfare reform employment and training programs

hh. Infant and toddler programs (0-3 yrs)

ii. AFDC recipients

jj. Transportation and Communication

kk. Vehicle ownership

ll. Relevant aspects of road conditions, climate and weather relating to jobs, services,

isolation

mm. Availability of public transportation services

nn. Proportion of population with telephones/cell phones/ televisions/computers

Relevant Opinions of Community Needs

a. Opinions of parents

b. Prevalent community problems

c. Knowledge of existing resources

d. Accessibility of available resources

e. Adequate service provision by existing resources

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f. Additional resources needed

g. Opinions of community institutions

h. Prevalent community problems

i. Knowledge of existing resources

j. Accessibility of available resources

k. Adequate service provision by existing resources

l. Suggestions for improving services

m. Additional resources needed

n. Opinions of Head Start staff

o. Prevalent community problems

p. Knowledge of existing resources

q. Accessibility of available resources

r. Adequate service provision by existing resources

s. Suggestions for improving services

t. Additional resources needed

Head Start Enrolled Children and Families

a. Recruitment area

b. Center location

c. Number and location of enrolled children

d. Ages of enrolled children

e. Tribal/racial/ethnic composition of enrolled children

f. Attendance/waiting lists/over-income children

g. Parent involvement and recruitment experience

h. Number of enrolled children with disabilities

i. Types of disabilities (by diagnostic category) of enrolled children

j. Resources provided to enrolled children with disabilities by other agencies

Head Start Staff

a. Racial, ethnic, tribal composition

b. Languages spoken

c. Educational attainment