JISC

Application and instructions

  1. Proposal Deadline and Pre-Submittal Conference

Please send one (1) original and one (1) copy by 4:30 p.m. onWednesday, March 27, 2013

to:

Jennifer Axelrod

Deputy Commissioner of Youth Services

Department of Family and Support Services

1615 W. Chicago Ave., 3rdFl.

Chicago, Illinois 60622

Additionally, please e-mail an exact and complete scanned copy of your proposal, budget and ALL attachments to: by March 27, 2013, 4:30 p.m. Both the paper original and e-mailed copies are required for the submission to be considered complete.

Proposals will be accepted prior to the due date, from 9:00 a.m. to 4:00 p.m. Monday – Friday at the same location. All proposals must be complete. Incomplete proposals may not be reviewed. In-person or bonded messenger delivery of proposals is encouraged. Time-stamped receipts will be issued as proof of timely submittal.

No proposal will be considered complete and therefore reviewed unless the original copy is delivered and received at DFSS offices.

Proposals received after the due date and time may be deemed NON-RESPONSIVE and, therefore, subject to rejection.

Proposals should be prepared on standard 8.5" x 11" letter size paper and double-spaced. Expensive paper and bindings are discouraged. The City encourages the use of materials containing recycled content.

B. Questions

Respondents are strongly encouraged to submit all questions and comments related to the RFP via e-mail. For answers to program-related questions please contact:

Azim Ramelize312-743-1574,

All other questions regarding the administrative aspects of this RFP may be directed to:

Julia Talbot:

C. Pre-Submittal Conference

A Pre-Proposal conference will be held on March 12, 2012, 9:00 a.m. – 11:00 a.m. at the Department of Family and Support Services, 1615 W. Chicago Ave. in the first floor conference room. Attendance at this conference is not mandatory but is highly advised. No RSVP is required.

To request reasonable accommodation for the pre-submittal conference, please contact, Aurora Reyes at . Requests for accommodations will be accepted up to 48 hours prior to the event.

D. Timeline

This is the anticipated timeline for the funded programming:

Proposal Release Date: / March 6, 2013
Bidders Conference: / March 12 2013
Proposal Due: / March 27, 2013
Anticipated Contract Start Date: / April 8, 2013

2. Application Requirements

A.Formatting

Submitted proposals must adhere to all of the following requirements:

  • One original and one copywill be submitted for each proposal
  • One complete set of the proposal containing original signatures in blue ink signed by an authorized representative of the organization will be marked “Original”. Additionally, one complete scanned copy of the proposal will be emailed to the following address by March 27, 2013
  • Recycled paper
  • 8 1/2 x 11 letter size
  • Double-sided printing
  • One inch margins
  • At least 1.5 -spaced
  • At least 11-point font

In addition to the requested information stated in accompanying application and budget files (constituting the narrative and budget portions of the proposal), Respondents must supply the following additional information in their response to this RFP identified in the list below in items 4-10). The proposal should consist of the following items, in this order:

  • A proposal cover sheet signed by an authorized representative of theRespondent’s organization (found in the accompanying application packet).
  • Written response, supporting documentation and required attachments (if any) to questions (found in the accompanying application packet).
  • An itemized budget request developed using the guidelines and budget forms (found in the accompanying application packet/files).
  • A System for Award Management (SAM) number. For information on how to obtain a SAM number for your organization, please refer to the following website:
  • Proof of 501(c) (3) Good Standing from the IRS (for non-profits only). This can be accomplished by filling out the following form and printing the result for inclusion in your application packet.
  • Copy of Official Articles of Incorporation.
  • A copy of the Respondent’s most recent fiscal audit report.
  • Certificate of Insurance (Attachment A)
  • A Certificate of Good Standing from the Illinois Secretary of State’s Office.
  • A Certificate of Economic Disclosure will be required for all awarded contracts but is not required at the time of submission.

The complete application packet should consist of the following items, in this order:

1. Agency Application Information Form(page 8)

2. Executive Summary(2 page limit, page 9)

3. Program Narrative(15 page limit, page 9)

4. Budget Instructions (page 11)

5. Attachments

The Narrative portion of the proposals should be no longer than 15 pages in length.

Failure to submit a complete proposal and/or to respond fully to all requirements may cause the proposal to be deemed unresponsive and, therefore, subject to rejection.

Receipt of a final proposal does not commit the department to award a grant to pay any costs incurred in the preparation of an application.

B. E-Mail Submissions

Often large files cannot be quickly or successfully electronically submitted to us. If your application packet consists of these files, we highly recommend the use of a file compression software such as Win Zip (which can be downloaded for a free trial period at or any other similar software in order to keep your e-mail submissions to a single e-mail.

If you find yourself working with files that are not easily compressed or are compressed but still very large, we suggest considering a file location service such as Drop Box or Google Drive (which provide free storage for a limited number of GB) or any similar service which will allow you to upload the necessary file to a virtual location and send us a link allowing access to your submission folder. The City of Chicago does not in any way endorse or require the use of any specific program of this type.

  1. Evaluation and Selection Procedures

A. Evaluation Process

An evaluation committee selected by DFSS will evaluate and rate all proposals based on the evaluation criteria outlined below. Each proposal will be evaluated on the strengths of the proposal and the responsiveness to the selection criteria outlined below. DFSS reserves the right to consult with other city departments or public or private funders during the evaluation process. Selected Respondent must be ready to proceed with proposed program at the time of contracting.

Failure to submit a complete proposal and/or to respond fully to all requirements may cause the proposal to be deemed unresponsive and, therefore, subject to rejection. The Commissioner upon review of recommended agencies may reject, deny or recommend agencies that have applied for grants based on previous performance and/or area need.

Selections will not be final until the City and the Respondent have fully negotiated and executed a contract. The City assumes no liability for costs incurred in responding to this RFP or for costs incurred by the Respondent in anticipation of a fully executed contract.

B. General Selection Criteria

The Proposals will be evaluated on the Respondent’s ability to provide as defined in this RFP. An agency will qualify based on the extent to which the respondent demonstrates capacity, competency and a successful history of meeting the requirements outlined in this RFP. Past performance on similar services will be considered as part of the evaluation process. Eligible proposals will be evaluated on the basis of completeness of application as well as the following criteria:

1. Program Performance

Respondents should demonstrate knowledge of the populations to be served or similar populations and strategies and practices for providing services required.

  1. Describe agency operations and the services that your agency currently provides.
  2. Please explain how your agency is uniquely suited both administratively and programmatically to meet the requirements of this RFP.
  3. What are the needs of youth currently served by your agency and how does your program address those needs? Please provide evidence of past service performance.
  4. Describe the qualifications of the current case management staff and how you evaluate for and ensure quality.
  5. What evidence exists of staff professional qualifications and specialized experience in relation to the program goals and objectives identified in this RFP?
  6. Please detail how your agency would address the service referrals and direct service needs of targeted youth in the RFP.
  7. What other services and support will your agency provide for the youth enrolled in this program? What existing resources and partnerships will you be able to leverage?
  8. How does your agency coordinate with other community partners to provide needed resources and services for youth and their families?
  9. How does your agency work in collaboration with other agencies (e.g. community, government, corporate) to share information and leverage resources (e.g. assessment, staffing, programming, space, training, and funding).
  10. Does your organization currently have a relationship with the Chicago Police Department, if so please describe that relationship.
  11. Provide outcomes and demonstration of impacts of the services that you currently provide to justice involved youth.

2. Cultural Competency and Strengths-based Approach

Respondent will demonstrate cultural competency and a strengths-based approach to service delivery

  1. How does your agency implement cultural competency in program design into service delivery?
  2. How does your organization demonstrate a strengths-based service deliverymodel?

3. Disabilities

Respondent will detail how they serve youth with disabilities:

a. What is your experience working with youth with disabilities?

b. What services can you offer and how can you adapt your existing services to better serve youth with disabilities?

4. Agency Process and Outcomes Evaluation

Respondent will document quality improvement practices:

  1. What methods do you use to document and evaluate your programs?
  2. How does your agency work toward improving and maintaining quality evaluation activities that monitor service delivery, levels of client satisfaction, change in client status, and other activities?

5. Fiscal Capacity

Respondent will document fiscal soundness:

  1. What is your agency’s fundraising capability and history?
  2. What evidence exists of the soundness of your agency’s past fiscal performance? Please include your agency’s most recent annual budget and two years of audited financial statements.
  3. What resources will you be able to leverage to supplement services?

C.Additional Evaluation Criteria

In addition to general selection criteria, proposals will be evaluated on the following criteria:

  1. Agency’s program experience and capacity, including experience operating the program model or a program of similar nature, and experience serving juvenile offenders.
  1. Agency’s unique qualifications experiences and cultural competency methodology.
  1. Agency’s program implementation, scope, and outcomes. The Respondent’s program design must be consistent with the program models described in this Application. Proposals will be evaluated on the expertise and ability of the agency to address the required key elements of the proposed program model and fulfill the required program outcomes. The agency must demonstrate an evaluation strategy that is feasible and can reasonably measure program impact. Prior performance be evaluated based on the Respondents’ narrative response to this Application
  1. Agency’s proposed staffing. Proposals will be evaluated on the extent to which the Respondent demonstrates staffing patterns necessary to operate the program in accordance with the program model’s design and outcomes.
  1. Service coordination and integration.
  1. Proof of a 10% or greater match.

DFSS reserves the right to seek clarification of information submitted in response to this Application and/or to request additional information during the evaluation process and make site visits and/or require Respondents to make an oral presentation or be interviewed by the review subcommittee, if necessary.

The Commissioner, upon review of recommended agencies, may reject, deny or recommend agencies that have applied for grants based on previous performance and/or area need.

Selections will not be final until the City and the Respondent have fully negotiated and executed a contract. The City assumes no liability for costs incurred in responding to this RFP or for costs incurred by the Respondent in anticipation of a fully executed contract.

DEPARTMENT OF FAMILY AND SUPPORT SERVICES

JUVENILE INTERVENTION SUPPORT CENTER RFPAgency Application Information Form
Legal Name of Applicant Agency / FEIN Number
Administrative/Mailing Address / DUNS Number
Executive Director / Executive Director’s Phone Number
Executive Director’s Fax Number / Executive Director’s Email Address
Contact Person for Proposal / Contact Person’s Phone Number
Contact Person’s Fax Number / Contact Person’s Email Address
Type of Organization (check one)
Not-for-Profit Agency / For-Profit Agency / Faith-Based Agency
Other, if yes Description:

Amount Requested: $______

Please write the address (es) where case management services will be provided:

______
Chicago, IL 606______Chicago, IL 606______
Agency Statement of Certification

This proposal has been duly authorized by the governing body of the proposed. The proposed activities, dates, availability of resources, staff, cost, and all statements made are true and correct. The applicant will comply with all rules and regulations of the funding agency and will revise this proposal if necessary.

Authorized Signer’s Name / Authorized Signature
Authorized Signer’s Title / Date Signed

Application

Executive Summary

Please attach an Executive Summary, which provides an overview of your agency; its philosophy and mission, current demographics of the population(s) you target and serve,a brief history of your organization’s experience in providing the desired services and evidence of your organization’s commitment and specific, recent experience in providing case management services to juvenile offenders. The Executive Summary may be no more than two pages.

Program Narrative

Please write a narrative that provides information and describes your organization’s capacity, vision and plans in the following areas in reference the questions below. The program narrative section should be no more than 15pages.

Please concisely provide an overview about your proposed program including:

  1. A description of your proposed program model, experience and capacity, including experience operating the program model or a program of similar nature, and experience serving juvenile offenders.
  1. What are the types of needs of the youth serviced by your organization and how does your programming address those needs? Provide evidence of past performance.
  1. What is your organization’s history of effectiveness in providing case management?
  1. How your agency would address the service referrals and direct service needs of targeted youth in the RFP?
  1. How your agency coordinates with other community partners to provide needed resources and services for youth and their families?
  1. How your agency works collaboratively with other agencies (e.g. community, government, corporate) to share information and leverage resources (e.g. assessment, staffing, programming, space, training, and funding). Specifically describe your relationship (if any) with the Chicago Police Department.
  1. How are these services to be coordinated and integrated?
  1. Describe your current case management model. How does it work and how do you determine success?
  1. What is your experience advocating for youth in the youth’s home school environment?

Please demonstrate your organization’s cultural competency and a strengths-based approach to service delivery in answering the following:

  1. How does your agency integrate culturally relevant programming into service delivery?
  1. How does your agency incorporate and demonstrate its’ commitment to a strengths-based service delivery model?

Please detail how you serve youth with disabilities:

  1. What is your experience working with youth with disabilities?
  1. What services can you offer and how can you adopt your existing services to youth with disabilities?

Please describe your organization’s quality improvement practices:

  1. What methods do you use to document and evaluate your programs? How is program quality assured?
  1. How does your agency work toward improving and maintaining quality evaluation activities that monitor service delivery, levels of client satisfaction, change in client status, and other activities?
  1. How will your agency assures the confidentiality of all client information and records?

Please describe your staffing patterns and practices:

  1. Please list what languages and ethnic populations your agency currently works with. Please outline your agency’s capacity to work with non-English speaking clients. When appropriate identify specific agencies, community groups and ethnic associations that you plan to coordinate with and any that you currently have a working relationship with.

Ethnic/non English Speaking Population / Language Speaking
Staff Member currently on staff?

____ My agency only works with English speaking clients.

  1. Please outline the program staffing patterns necessary to operate the program in accordance with the program model’s design and outcomes.
  1. Describe what professional development and technical resources you provide for your staff?
  1. Include an Organizational Chart of your agency, clearly showing the relationship of the proposed program to other programs of the proposing organization.
  1. Please attach relevant job descriptions and resumes of staff anticipated to participate in the provision of the proposed program.

Please describe your organization’s fiscal practices and capacities:

  1. What are your agency’s programmatic, fiscal and administrative practices for operating and managing the services provided?
  1. What resources will you be able to leverage to supplement the proposed program?
  1. What is your agency’s fundraising capability and history?
  1. Please attach your proposed plan for fundraising along with detailing your agency’s fundraising history. The fundraising plan should include annual financial targets for the next three years.
  1. Please includeyour agency’s most recent annual budget and audited financial statements.
  1. Please attach a minimum of three (3) to five (5) verifiable references regarding your agency’s performance (references can be from a variety of sources, i.e., funding sources, social service agencies or other professional agencies or community groups.)on that agencies’ letterhead.

Budget Instructions