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Request for Proposal (RFP)Project Management and Subject Matter Expertise:Needs Assessment Development, Evaluation and Data Analysis toSupport Nationally-Coordinated, Training and Technical AssistanceServices for Federally Qualified Health Centers (FQHCs)----------------------------RFP Released: November 1, 2017Proposals Due: November 22, 2017Point of Contact:Training and Technical Assistance Department, NACHCPhone (301) 347-0400Neha Desai (NDesai@nachc.org) or Gina Capra (GCapra@nachc.org)RFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 1 of 11
PurposeThe NACHC Training and Technical Assistance (TTA) Program assists existing and potential health centersin addressing operational demands while sustaining their health care access mission, a communitygovernance model and a commitment to cultural and linguistic competence in healthcare delivery tounderserved and vulnerable populations. Through a diverse cadre of subject matter experts andincreasingly diverse delivery venues, the NACHC TTA Program is highly utilized and must be wellprepared to respond to emerging healthcare delivery issues. Specifically, NACHC maintains aprofessional training cadre to provide health center professionals with quality instruction and technicalassistance resources based in adult learning principles, advanced instructional design and anunderstanding and application of technology to enhance TTA delivery. The U.S. Health Resources andServices Administration (HRSA) Bureau of Primary Health Care (BPHC) provides resource support toNACHC to improve health center operational and clinical outcomes through the provision ofcoordinated, collaborative TTA.Organization OverviewThe National Association of Community Health Centers (NACHC) was founded in 1971 to “promote theprovision of high quality, comprehensive and affordable health care that is coordinated, culturally andlinguistically competent, and community directed for all medically underserved populations.” NACHC: Serves as the leading national advocacy organization in support of community-based healthcenters and the expansion of health care access for the medically underserved and uninsured. Conducts research and analysis that informs both the public and private sectors about the workof health centers, their value to the American health care system and the overall health of thenation’s people and communities – both in terms of costs and health care outcomes. Provides training, leadership development and technical assistance to support and strengthenhealth center operations and governance. Develops alliances and partnerships with the public and private sectors to build strongerand healthier communities.RFP Services NeededThrough this Request for Proposal (RFP), NACHC is seeking specific subject matter and projectmanagement expertise in needs assessment development, evaluation and data analysis to support anationally coordinated effort to enhance the delivery of operational training and technical assistance toFederally Qualified Health Centers (FQHCs).Initial stakeholders consist of representatives of 20 national organizations funded by HRSA’s Bureau ofPrimary Health Care who cooperatively administer training and technical assistance resources toadvance health care access, clinical outcomes and operational performance across a national network ofFederally Qualified Health Centers (FQHC), also known as the Health Center Program. These entitiescurrently administer unique needs assessments or deploy individual environmental scan efforts. NACHCis charged to centrally coordinate these efforts to collectively streamline, reduce duplication and reduceRFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 2 of 11
reporting burden for health centers while also analyzing and utilizing assessment results to collectivelyimpact design, delivery and impact of TTA services.As such, NACHC seeks experienced and innovative project managers and evaluators familiar with Section330 of the Public Health Service Act, current BPHC strategic goals and objectives, the organizationalconfigurations of BPHC’s National Cooperative Agreement (NCA) holders and the diversity of healthcenter organizations across the country.Time period for services is December 2017 through June 30, 2020. Vendors may be retained for thismulti-year period of service, based upon successful performance evaluation and availability of funds.See details in “Content Area” below.Content Area – Project Management and Subject Matter Expertise to Supportthe Needs Assessment Project of the National Resource Center for HealthCenter Training and Technical AssistanceNACHC’s Training and Technical Assistance Department is responsible for establishing a new NationalResource Center (NRC) for Health Center TTA in alignment with the vision of HRSA’s Bureau of PrimaryHealth Care (BPHC), the federal entity responsible for administering the Health Center Program. Thisvision includes: Developing a continuous learning health care system built upon exchange of best practices; Improving clinical outcomes for the health center patient population through targetedintervention models; and Effectively responding to emerging trends of health center operational needs as well as theneeds of health center senior leadership, health professional team members, other staffmembers, and board members to efficiently improve access and outcomes.Further, this vision is to be realized through the unified and collective efforts of BPHC’s TTA partners,beginning with 20 National Cooperative Agreement (NCA) holders who bring unique expertise within theHealth Center Program. The NRC will pursue this vision with the guidance of a national TTA AdvisoryGroup, with representatives of all NCAs, and through two specific tactics initially:1. A national clearinghouse for information dissemination; and2. A single, consolidated national needs assessment of TTA needs across health centers.NACHC intends to build on the collective efforts to date of the TTA Advisory Group, including aClearinghouse and a Needs Assessment Working Groups, formally established in 2017. The technicalcontent and overall thought leadership of the groups are provided by a recently established SteeringCommittee representing six NCAs who serve as co-chairs for the three groups named above.Scope of Work:Selected vendor will support and facilitate project management for the NRC Needs Assessment WorkingGroup to effectively and efficiently develop, pilot, field, analyze, and disseminate results of a single,national needs assessment of health centers’ TTA needs over the next six to 30 months. In addition,NACHC has a small team, led by the Associate Vice President for Training and Technical Assistance,guiding the overall direction, coordination and infrastructure support for the establishment of the NRCand interaction with the Steering Committee. NACHC’s Director of Research specifically guides theRFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 3 of 11
Needs Assessment Working Group. The Director of Research, with support from the Evaluation Manager(TBD), will serve as manager for the selected vendor, as the vendor broadly tackles the following threeareas of work:1. Engage with and increase coordination across 20, BPHC-supported NCA partners providing arange of TTA assistance to health centers;2. Lead the creation, administration, analysis, and dissemination of a national health center needsassessment to inform the work of all NCAs; and3. Develop an evaluation plan to collect ongoing feedback from TTA users on the quality andusefulness of TTA resources from NACHC as well as collectively across all NCAs. This plan willinclude evaluation, dissemination, and implementation of results.Through this targeted Request for Proposal (RFP), NACHC seeks an experienced Needs Assessment andEvaluation Consultant to carry out the following scope of work, in collaboration with other NCAs,through June 30, 2020. However, NACHC will award resources for the successful RFP applicant for YearOne only (ending June 30, 2018), with an option to renew for successive years based upon successfulperformance and available funding. Applicants should focus their capability statement, workplan,budget, budget narrative to reflect Year 1 of this scope of work, but briefly indicate how these wouldlikely change for Years 2 and 3. NACHC will renegotiate with contractor the scope of work and budgetsfor Years 2 and 3.Organizations that currently hold a National Cooperative Agreement (NCA) award from HRSA’s Bureauof Primary Health Care to provide training and technical assistance to health centers are not eligible toapply to this RFP.ExpertiseCoordination Support ServicesNeeds Assessment ServicesScope or Work and DeliverablesSupport engagement of and collaboration across all NCA partners involved inthe Needs Assessment Working Group. This includes participating in monthlyWorkgroup calls, writing and distributing meeting summaries, and providingtechnical expertise to the Needs Assessment Working Group and larger NRCAdvisory Group, as needed, in order to maximize alignment and engagementof NCA partners. (Years 1-3)Work closely with NACHC’s Training and Technical Assistance Department andany related vendors, contractor or staff, who are responsible for the overallNRC Advisory Group, Steering Committee and Clearinghouse Advisory Group.(Years 1-3)NACHC will lead a national, comprehensive, and prospective assessment ofhealth centers’ TTA needs by collaborating with TTA partners (in particular, theother NCAs) and building off existing data sets. The consultant will workclosely with the NACHC Evaluation Manager to support the development ofsuch web-based needs assessment. This includes engaging the 20 NCAs andother T/TA partners and drawing upon the cross-NCA asset map to identifyprioritized domains and questions for including on the draft assessmentinstrument (Year 1), pilot the assessment with a small number of healthRFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 4 of 11
centers and write up recommendations for possible changes to the draftassessment (Year 2), develop a data dictionary (Year 1 or 2), and supportanalysis of responses (Years 2 and 3).Although the NACHC Evaluation Manager will lead the fielding, the Consultantwill work with the NCA partners to develop a collaborativefielding/implementation approach across all NCA partners to ensure a 60%minimum response rate is reached (Year 1). For example, it is expected thatNCA partners will help promote the needs assessment among their healthcenter members or primary audiences.Focus groups of health center staff and others will inform the development ofthe needs assessment as well as provide additional context necessary forexplaining results. Consultant will develop focus group protocols, conduct 4focus groups in Year 1 and 4 focus groups in Year 3, prepare summaries, andguide the use of findings to inform the development of the needs assessmentas well as to inform analysis. Consultant will also work with the NACHCEvaluation Manager to identify participants and schedule the focus groups.Evaluation ServicesAssist NACHC in developing a coordinated evaluation strategy to demonstratethe combined impact across all NCAs. In Year 1, the Consultant will conduct ascan of evaluation metrics, participation measures, and health center reachmeasures across all NCAs to develop a common core set of metrics; create acollaborative evaluation strategy across all NCA partners with a consensusdriven definition of success; and recommend a strategy for implementing a“feedback loop” mechanism for continuously monitoring health center needsand the extent to which they are addressed (e.g., tracking common inquiriesand extent to which they are fielded to different NCAs). Consultant willcontinue to provide technical assistance and advice on implementing andrefining this external evaluation strategy, including the capture and reportingof uniform evaluation measures, in Years 2 and 3.Consultant will also provide technical assistance to guide NACHC’s internalevaluation strategy so that it aligns with the coordinated evaluation strategyacross all NCA partners and effectively documents the effectiveness of NACHCdelivered training. It is anticipated that this work could be used to develop astandard that could be spread to other NCAs. This work includes a review ofexisting evaluation protocols and providing recommendations forimprovement (Year 1), and development of additional performance measuresor improved evaluation strategies as needed (Years 1-3).Analysis and DisseminationServicesNACHC plans to disseminate the results of the needs assessment, evaluations,and continuous monitoring of health center needs in a way that promotestransparency and enables NCAs to rapidly apply findings.Consultant will facilitate a collaborative process across all NCA partners thatleads to an analytic, publication, and dissemination strategy. This will becompleted in Year 1 and will culminate in a written strategy. The analyticstrategy should be inclusive of supplemental data where possible (e.g., otherRFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 5 of 11
data that NCAs may have and/or national data sets). Consultant will analyzedata to carry out the analytic strategy in Years 2 and 3, or as data becomeavailable.Using needs assessment, evaluation, feedback loop, and supplementary data,the Consultant will develop final reports. These reports include, at a minimum,findings for public dissemination (Year 3), an internal document highlightingremaining needs and strategies for NCAs as well as recommendations on howNCAs can rapidly apply findings (Year 2 or 3), and an infographic for the BPHChighlighting the collective TTA contributions of the NCAs (Year 3).GeneralIn addition, Consultant will also provide technical assistance to NACHC so thatthe NACHC Evaluation Manager can provide quarterly updates to other NCAsinclusive of TTA activity evaluations and continuous monitoring/feedback loopdata.Regularly communicate progress and challenges with NACHC staff. Thisincludes but is not limited to participating in monthly calls (at a minimum) withNACHC staff.Work closely with NACHC staff to refine the Scope of Work and Deliverablesfor Years 2 and 3.Key Dates Face to face meeting with key NACHC staff to launch project: December 2017, Date TBDMonthly or Bi-Monthly meetings of the Needs Assessment Working Group (telephonic)Bi-Monthly meetings of the NRC Advisory Group (telephonic)Face to face meeting held concurrently with NACHC’s Policy and Issues Forum (March 2018,Washington, DC)Face to face meeting held concurrently with NACHC’s PCA/HCCN Annual Conference (November2018, Location TBD)Information RequestedProposals must be submitted using the online form by November 22, 2017. Please click on the“online form” link to be directed to NACHC’s submission portal. The system will notify you uponyour successful submission into the portal. If NACHC selects your proposal, you will be notifiedno later than December 5, 2017.Proposals must be complete in order to be considered. Incomplete proposals will not beconsidered. Proposals must contain: Point of Contact InformationName/Description of Organization: specifically state if you are an independentconsultant or a corporation applicantRFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 6 of 11
Vendor status verification: U.S. System Award Management (SAM) search results forindividual trainer(s) and organizationCapability statement, not to exceed five pages, that demonstrates the applicantorganization’s ability to deliver services in the content areas listed above, as well asexperience working with health centers and understanding of the environment in whichhealth centers operate.Bio sketches for all major project staff, not to exceed 5 pages.Workplan that demonstrates appropriate planning and delivery, not to exceed 2 pages.Budget and Budget Narrative – Include a short justification (not to exceed one page)that explains the rationale for your budget presentation in the required template.Signed statement attesting to the accuracy of this proposal and you/your organization’sability to participate in all key dates listed above.Budget Template & JustificationTRAVEL BUDGET - Applicants will not include a travel budget for this submission. Necessary travel willbe reimbursed in accordance with NACHC’s travel policies (see Attachment I). Vendor proposalsubmission indicates acceptance of NACHC’s travel policy.DIRECT LABOR - Hourly Rate should reflect overall cost rate inclusive of any fringe, overhead and/orgeneral & administrative expense (G&A).Title or LaborCategoryName of Contractoror Employee[TITLE][NAME]Contractor orEmployee?HourlyRateNumber ofHoursAmountRequested[ ][##][ ]Total –[ ]RFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 7 of 11
ATTESTATIONBy my signature, title, and date below, I hereby certify that this proposal reflects my best estimate of thecapability of organization, and the true and necessary costs for the project. The information providedherein is accurate, complete, and current as of the date of my signature below.I agree that NACHC shall own all rights, title, and interest in and to all works produced by Contractorpursuant to this Contract irrespective of medium of production, including, but not limited to, meetingnotes, documents, tools, data, presentations, and teleforums, and all additions to, deletions from,alterations of, or revisions of such works, and each element and part thereof.Print Name:Signature:Title:Organization:Date:RFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 8 of 11
Evaluation CriteriaProposals submitted will be evaluated using the criteria below. Incomplete applications will not erience andEducationApplication Selection CriteriaTo earn full points in each domain, the applicant mustdemonstrate:Expertise in the selected content areas as evidenced by cleardescription and demonstration of understanding and experiencewithin the health center environment.Also covers completeness, responsiveness, clarity of application,and proof vendor is in good standing via the U.S. government’sSystem for Award Management (SAM).Biosketches of project staff clearly demonstrate tenure,professional experience and/or education that reflects desiredexpertise and ability.Points4025ProposedBudget andBudgetNarrativeReasonableness of proposed budget for project implementation.20ProjectWorkplanDemonstrates effective and efficient delivery of expertise anddesired scope of work.15Total100RFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 9 of 11
Attachment I: NACHC Consultant Travel Policies and ProceduresTo help promote good stewardship and cost-efficiency we have included the following NACHC travelprinciples. They provide helpful guidance for booking air travel, making hotel arrangements, andsecuring ground transportation. Each vendor must be a responsible steward for NACHC’s resources.Adherence to this policy is strictly required. NACHC cannot provide reimbursement for undocumentedexpenses. We will reimburse coach air travel as far in advance as possible to take advantage of low-costfares. We will only reimburse the coach rate. Do your own research for transportation and travel options on the internet. This includes hotelsand car rentals. .When making hotel reservations, look at all rate rules and options and choose accordingly. Ifpossible, take advantage of discounts offered as bundles with air and car rental options. Consider purchasing the travel insurance (generally less than 25.00 per occurrence) offered byairlines and hotels to mitigate penalties for trip changes or cancellations. This could beespecially valuable if you book further ahead and realize your plans may need to change. Limit the use of car services (limo/town cars) for local meetings. Limit the use of car services (limo/town cars) for transportation to and from the airport.Affordable and cost effective resources include:o Taxis – share taxis or Uber car share services with other staff members when possibleo Shared airport shuttle services (e.g. Super Shuttle)o Hotel provided shuttles, where availableo Public transportation Other reimbursable expenses include any business use of copying, messenger service, phone/internet access, audio visual, supplies, shipping expenses, etc. as long as it is related to yourscope of work and has been approved in advance. Meals incidental to business meetings must be preapproved include the participants and thebusiness purpose and must include the itemized receipt. Under no circumstances is alcoholcharge allowable.ReimbursementNo reimbursement for authorized expenses shall be made unless and until selected Vendor/Contractorprovides NACHC with documentation of expenses as follows:1. Include the original receipts for all travel expenses, including airline ticket receipts, taxi orshuttle receipts, hotel receipts, rental car or mileage (if using a personal car) receipts orRFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 10 of 11
documentation, and other miscellaneous receipts. Private automobile mileage is reimbursed atthe current IRS rate based on beginning and ending odometer readings. Reimbursement fortolls and parking require a receipt.2. If reimbursed by NACHC for travel time, the following applies for each one-way trip:a. Traveling within the same time zone – the lesser of actual time or 4 hours;b. Traveling within one to two time zones – the lesser of actual or 6 hours;c. Traveling within three or more time zones – the lesser of actual or 8 hours.3. Meals will be paid on a per diem basis:a. If the trip begins before 12 noon, reimbursement is 40/day.b. If the trip begins begins after 12 noon, reimbursement is 20 for that day.Three hours prior to a flight or train departure is reasonable in determining your per diem amount.4. Selected vendor/consultant must submit complete invoices for payment to NACHC within 30days of service delivery.RFP - Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training andTechnical Assistance Services for Federally Qualified Health CentersFinal - Page 11 of 11
Request for Proposal (RFP) Project Management and Subject Matter Expertise: Needs Assessment Development, Evaluation and Data Analysis to Support Nationally-Coordinated, Training and Technical Assistance Services for Federally Qualified Health Centers (FQHCs) ----- RFP Released: November 1, 2017 Proposals Due: November 22, 2017 Point of Contact:
