Request for Proposals

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Request for Proposal to provide data collection, encoding, and maintenance to the Minnesotahelp.info^TM website for Seniors, People with Disabilities, their Caregivers and Families and their Children

The State of Minnesota, through the Minnesota Board on Aging (hereinafter "MBA") intends to provide an award for services to a single grantee to assist the MBA and its various partners with the implementation of the www.Minnesotahelp.info^TM database. The grantee will be required to collect, code, and enter information about community resources that serve people of all ages based on an inclusion/exclusion standard set forth by the MBA that includes not for profit, government and select for profit services specific to the human service field or those that provide long-term care. The purpose of the project is more fully set forth in Minn. Stat. §256.975, Subd. 7. While it is the MBA’s intent to enter into a contract with a qualified responder for the provision of the data collection services set forth herein, this RFP does not obligate the MBA to complete the RFP process or to provide a grant. The MBA reserves the right to cancel this RFP at any time and for any reason. Responders (or alternatively "Proposers") to this RFP assume all risks and costs associated with the submission of their proposals.

The Minnesota Board on Aging is the gateway to services for seniors and their families. The MBA listens to senior concerns, researches for solutions, and proposes policy to address senior needs. In addition as the State Unit on Aging, the MBA administers funds from the Older Americans Act that provides a spectrum of services to seniors, including Senior LinkAge Line® (SLL). The SLL is a free telephone information and assistance (I&A) service that assists seniors and their families to find community services.

First established in 1956, the MBA is one of the pioneers in the field of aging. It works closely with its Area Agencies on Aging (AAA), regional agencies that provide direct I&A service through the SLL. The Governor appoints the Board’s 25 members.

More information on the MBA can be found at www.mnaging.org.

As a result of the recommendations of the Long-Term Care Task Force, the 2001 legislature supported an improved information and assistance network to provide choices about long-term care options for older Minnesotans and their caregivers. The resulting strategy included the expansion of the SLL with a new interactive long-term care web site.

Through a variety of partnerships, the MBA acts as the lead agency for the www.Minnesotahelp.info web site, which not only contains the long-term care database mandated by the 2001 legislature, but also services and supports for all Minnesotans. A number of partners have committed funds to this effort and the MBA acts as the Project Manager for the site and the data maintenance function. Additional community providers include the staff of the Senior LinkAge Line®, the staff of the Disability Linkage Line and various other local and state partners provide data integrity expertise.

The MinnesotaHelp.info web site is a merging of historic reform and system change initiatives. The purpose of www.MinnesotaHelp.info^TM is to make a one stop web site for consumers and providers to visit to find information about community resources from all sectors to assist them in becoming self-sufficient and remaining independent. www.MinnesotaHelp.info^TM can:

More about www.minnesotahelp.info and its associated database.

A major partner of this initiative is the Disability Services Division within the Continuing Care Administration of DHS, which received funding from the Centers for Medicare & Medicaid Services to develop an infrastructure of information and assistance for people with disabilities. The Real Choices Systems Change Grant created a Disability Linkage Line, which operates similar to the Senior LinkAge Line®. This partnership will result in the roll out of new specialized links on www.minnesotahelp.info^TM focused on the needs of persons with disabilities, chemical health information, mental health information and those with HIV/AIDs.

A second major partner of this initiative is the Family and Children’s Services Division of DHS which received funding from the Children’s Trust Fund to develop a similar infrastructure of online information focused on the needs of children who are at risk for abuse. This partnership will result in the roll out of new specialized links on www.minnesotahelp.info^TM focused on the needs of families and children.

Additional information on DHS can be found at www.dhs.state.mn.us.

Any contract executed as a result of this RFP will be managed by MBA, who is responsible for providing information to seniors; people with disabilities, and their caregivers; and families and their children, online through www.minnesotahelp.info.

PURPOSE

The purpose of this RFP is to provide a grant contract to a qualified vendor to assist MBA to provide data collection, encoding, and entry to meet obligations of the legislative mandate and outcomes of the Long-term Care Rebalancing efforts, expansion of information online for consumers, the Real Choices Systems Change Grant and other funding sources. MBA will evaluate multiple proposals from individual grantees so long as they are submitted under separate cover and comply with all the proposal requirements contained in this RFP. The MBA estimates that the grant for statewide implementation will not exceed $950,000 for an initial 18-month grant period. The funding amount for the first six months (January 1, 2004 through June 30, 2004) is limited to $330,000; and $600,000 for the next twelve-month grant period of July 1, 2004 through June 30, 2005. Annually, it is anticipated that $600,000 will made available per year depending on ongoing fund availability. The initial grant period of 18 months and ongoing continuation funding is dependent on ongoing appropriations from the legislature and federal government and an ongoing commitment of funds from partners and other funding sources. The MBA shall have the option to continue the grant for an additional three (3) years depending on funding availability and data maintenance needs.

The first six months of the grant should include activities around a special project focused on collecting features about existing database services, enhancing existing data, newly coding and maintaining data for families and children, with a target date of special project completion through March 1, 2004.

The MBA’s goal in executing all grant contracts is to obtain the best value possible. MBA expects the following outcomes will be realized through the award of a grant contract under this RFP, and will include such outcomes as contract performance measures in any grant contract awarded:

1. Survey education, health, human, housing and other services in the database based on approved standards for updating provider and service information in a tool provided by the MBA. Surveys will be provided by the MBA and will include a uniform cover letter composed with the approval the MBA. This information will be entered uniformly, based on the statewide approach and standards developed by the MBA. Information will also be updated via a provider annex managed by the grantee through which providers may submit change requests to their data listings (a feature of MinnesotaHelp.info that enables providers to update their information online). The grantee shall have responsibility for updating the database via various methods including managing password issuance and overall data management of the provider annex;
2. Focus on a special data improvement project related to services for families and children in the first three months of the grant and ongoing, if necessary;
3. Identify gaps in publicly funded and licensed housing data that remains to be collected, coded and entered for all populations but specifically for those person with disabilities;
4. Work with MBA staff and partners to implement and market the provider annex;
5. Follow the inclusion/exclusion criteria document developed by MBA and make recommendations for changes in the criteria based on search results and issues identified by users;
6. Conduct at least one professional and one consumer user focus group, using standardized usability testing procedures, to make recommendations to the MBA for customizations or data management changes to the web site or its associated tools;
7. Use Project Management standards to manage the overall data maintenance and data integrity initiative;
8. Use a centralized model of data collection to ensure the highest level of data integrity and consistency in the data sets;
9. Review all data entered and coded, in the data management tools and subsequently in the web site, for verification of entry and accuracy of coding and search result;
10. Follow data entry and coding as well as additional project management procedures provided by the MBA and make recommendations to modify procedures based on ongoing user feedback and data manager experience;
11. Roll out vacancy tracking in spring of 2004 in conjunction with March 2004 roll out of new customizations;
12. Manage inquiries and requests and follow communication protocols established by the MBA;
13. Attach codes to programs that provide services to older Minnesotans, persons with disabilities, their caregivers; families and children and manage requests from people who need access to community-based resources by regularly checking the provider inbox for the main hub and the data hub.
14. Code the data with the INFOLINE^TM Taxonomy and People’s Guide to Services^® identified by the MBA. The grant proposal and budget should include the subscription cost for the INFOLINE™ Taxonomy. (INFOLINE™ Taxonomy code information is available at http://www.infoline-la.org/ under "Products"; People’s Guide to Services^® is incorporated into the tool at no cost);
15. Ensure that data managers conducting the above referenced data collection and maintenance activities attend the meetings of workgroups as identified by the MBA particularly those that have responsibility to maintain data integrity and if requested, participate in smaller data integrity or database development sub-committees to refocus, recode or improve data integrity for a particular area or scope of services;
16. Data managers should also be prepared to attend additional meetings at the request of the MBA in order to provide feedback and expertise into any development activities related to data maintenance, for the overall initiative;
17. Work with the Senior LinkAge Line® and Disability Linkage Line staff, users or other information, assistance and referral staff or key stakeholders identified by the MBA; or their designees to identify gaps in services and collect data to fill the gaps;
18. Identify one data manager as the lead contact for data management and data integrity requests;
19. Manage an e-mail listserv set up by the MBA for the purpose of discussing data integrity and ensure the data management staff participate;
20. Identify a lead data manager to participate in conference calls or technical assistance or update meetings regarding grant activities, as requested by the MBA;
21. Successfully manage the work plan of this project;
22. Document that Database managers are certified, as requested by the MBA;
23. Identify training needs and develop a database manager training plan with the MBA and other partners;
24. Provide written or verbal support for the project as requested by MBA, including providing MBA with support before the legislature and with other community partners;
25. Conduct overall database recoding or reentry based on ongoing technology issues or overall data integrity issues identified by users.

In order to achieve the contract outcomes set forth above, MBA believes the following proposer attributes must be identified in all proposals submitted:

1. Designation of a highly qualified project manager who will be responsible for all aspects of the proposers performance of contractual duties;
2. Explanation of experience in managing comparable databases;
3. Explanation of experience, with examples, of building partnerships across various user groups and key stakeholders;
4. Explanation of experience in following a set of standardized approaches and methodologies;
5. Organizational capacity to begin work as of January 1, 2004;
6. Submission of all documentation in Microsoft Word in an electronic format and capability to use electronic communication means going forward.

All proposals must address, in sufficient detail, how the responder will deliver the outcomes and incorporate the features set forth above. Simply repeating the outcomes and features and asserting that they will be performed is not an acceptable response. Proposers must submit a clear detail as to how they will perform the services. The envisioned role of MBA in working with the proposer should also be clearly set forth.

Nothing herein precludes the MBA from changing these provisions through RFP addendums or grant negotiations, nor precludes responders from proposing additional or different outcomes, requirements or features that may be more beneficial to the MBA provided that such additions or differences are clearly identified as such and enhance the purpose of the overall initiative. Failure to address the outcomes and features specified in this RFP could, at the MBA’s discretion, constitute a material deviation from the RFP, leading to the disqualification of the responder’s proposal from further consideration for grant award.

• Knowledge of database organization and data design
• Knowledge of WWW based systems
• Background and certifications in project management
• Experience in working with the public
• Experience in building partnerships
• Experience in working with Social Service Agencies
• Ability to work closely with software tool developer
• Ability and experience in simultaneously managing day-to-day data maintenance and enhancement projects
• Ability to work within the rules while creating ways to improve operating protocols and remaining flexible with respect to the needs of other stakeholders and consumers
• Ability to take inputs from and collaborate with multiple key stakeholders
• A true commitment to data quality as seen from the customers point of view (customers include not only consumers of information services, but professional helpers in the system, policy-makers and other interested key stakeholders.
• Ability to appreciate and leverage the role of the database as the integrating element of the technical systems
• Ability to analyze data and communicate results and implications to technical and non-technical people
• Knowledge of the INFOLINE™ Taxonomy
• Knowledge of Resource House Suite of Tools.
• Ability to manage fluctuating volumes of data entry

Staff Roles and Skills

Several different roles will be required:

• Data Analysis — Analyze the dB as a whole, logical relationships, holes, inconsistencies, etc.
• Data Gathering — Useful to have experience and knowledge of specific service categories. Interact with providers to gather data, resolve issues, assess proper documentation, etc. all from the point of view of consumers and other partners.
• Key data element coding — Superior knowledge of key data coding elements such as taxonomies, features, and key words. Understands implications of data design and relationships to Resource House tool suite or demonstrated ability to learn designs.
• Data Management Process Management — Manage internal processes and relationships with other stakeholders. Manage provider issue and data coding issue escalation processes.
• Data entry — Ability to efficiently and accurately enter data using a computer keyboard.

Proposals should be submitted in 12-point font on 8 ½ x 11 paper, single spaced, and should not exceed the suggested section page limits set forth below. All proposals, including required copies, must be submitted in a single sealed package or container and in accordance with the following outline of sections:

Section I – Cover Sheet and Executive Summary (not to exceed 3 pages).

Section II – Relevant Qualifications, Proposed Personnel and Experience with similar projects (not to exceed 4 pages).

Section III– Proposed outcomes, measures and activities(s) (must, at a minimum, address how outcomes will be met using the requirements and features set forth above – not to exceed 8 pages).

Section IV – Proposed Work plan and timelines, including timeline from beginning to completion of the initial grant period, and tasks to be completed by proposer and MBA – (not to exceed 5 pages).

Section V – Miscellaneous information helpful to the proposal (if any – not to exceed 1 page).

Section VI –Proposed Budget (see instructions below – not to exceed 1 page).

The total proposal should not exceed 22 pages. Attachments such as resumes or staffing titles or supplemental organizational information, should not exceed an additional 8 pages with the total page limit for the proposal package not to exceed 30 pages.

The proposed budget must include all expenses for the proposed work and initial two-year time period, including travel and other reimbursable expenses, if any. Proposers must include the titles and resumes of all persons to be assigned to the contract, their hourly rates, and the total number of hours the proposer will utilize them on the grant through completion of the initial the grant period. The form proposers should use for a proposed budget is attached in Appendix A. The form proposers should use for a cover page is attached in Appendix B.

Within the required sealed proposal package or container, each responder must submit one (1) original proposal signed in ink by an authorized party (clearly marked "Original"), one (1) Cost Proposal in a separate and clearly marked envelope, and three (3) copies of the proposal (clearly marked "Copy"). The responder should also include one electronic disk or CD that contains the full proposal in an electronic format. Faxed or e-mailed proposals will not be accepted.

All proposal packages must be submitted no later than 4:30 p.m. on November 25^th, 2003 at the following address:

Minnesota Board on Aging

Attention: Deb Laing

C/O: Information Desk

444 Lafayette Road

1^st Floor

St. Paul, Minnesota 55155

Once submitted, all proposals shall constitute binding irrevocable offers to enter into a business relationship with the MBA for a period of 180 days after the proposal submission deadline date. Acceptance of any proposal shall occur upon final execution of a grant.

All materials submitted in response to this RFP will become the property of the MBA and will become public record after the evaluation process is completed and an award decision made. If the Responder submits information in response to this RFP that it believes to be trade secret materials, as defined by the Minnesota Government Data Practices Act, Minnesota Statutes Section 13.37, the Responder must:

1. clearly mark all trade secret materials in its response at the time the response is submitted,
2. include a statement with its response justifying the trade secret designation for each item, and
3. Defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold harmless the MBA, its agents and employees, from any judgments awarded against the MBA in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives the MBA’s award of a contract. In submitting a response to this RFP, the Responder agrees that this indemnification survives as long as the trade secret materials are in the possession of the MBA. The MBA is required to keep all the basic documents related to its contracts, including responses to RFPs for a minimum of seven years.

The MBA will not consider a proposed budget to have the status of trade secret materials.

Questions about this RFP will be addressed via email from [email protected]. Any non-written answers provided in response to questions will be non-binding.

Proposals that comply with the instructions set forth above will be evaluated by MBA; however, MBA reserves the right to reject any or all proposals received, in whole or in part. At its sole discretion, MBA may choose to waive immaterial deviations from the RFP instructions.

Proposals will be evaluated in accordance with the following weights:

Section I (Cover page and Executive Summary) 0%

Section II (Qualifications and Experience) 20%

Section III (Outcomes, measures and activities) 30%

Section IV (Proposed Workplan and timelines) 30%

Section V (Miscellaneous Information) 0%

Section VI (Proposed Budget) 20%

Sections I, II, III, IV and V will be evaluated before Section VI. Only those proposals that are within a competitive range upon completion of the evaluation of the other sections will be evaluated in Section VI. Upon completion of the evaluation process, the MBA will enter into negotiations with the responder, as determined in the evaluation process. The MBA intends to award the grant based on the proposal that represents the best value for the dollars awarded and reserves the right to request follow up information from proposers, in order to determine whether this standard is met.

If negotiations are successful, the MBA will award a grant to the responder it has deemed will provide the best value possible to the MBA. After the grant is awarded, all responders who submitted unsuccessful proposals will be notified. Until a grant is awarded, no information will be provided about the status of the evaluation process. All responders must assume that until the 180-day offer period expires or until they are notified otherwise, they could be asked to enter into grant negotiations with MBA.

All responders must comply with affirmative action provisions contained in Minnesota Statutes Section 363.073. To establish compliance, all responders must complete and submit with their proposals an Affirmative Action Data Page, which is located in the Appendix/Forms.

Prior to executing a grant with MBA, the successful responder must submit evidence that it is in compliance with the Minnesota workers’ compensation requirements in Minnesota Statutes Sections 176.181 and 176.182.

The MBA reserves the right to cancel this RFP at any time and for any reason.

Federal Regulations 45 CFR 92.35 prohibits the MBA from purchasing goods or services with federal money from vendors that have been suspended or debarred by the federal government. Vendors may be suspended or debarred when it is determined, through a duly authorized hearing process, that they have abused the public trust in a serious manner.

Before signing any grant through this RFP, the successful responder must certify that it and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from transacting business by or with any federal, state or local governmental department or agency; and
2. Have not within the preceding three-year period: a) been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state or local) transaction or contract; b) violated any federal or state antitrust statutes; or c) committed embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property offenses; and
3. Are not presently indicted or otherwise criminally or civilly charged by a governmental entity for: a) commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state or local) transaction; b) violating any federal or state antitrust statutes; or c) committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property; and
4. Are not aware of any information and possess no knowledge that any subcontractor(s) that will perform work pursuant to the grant are in violation of any of the certifications set forth above.

Appendix A – Proposed Budget and Budget Justification (each line item should contained a detailed description)