External Evaluator: Development of Local Evaluation Plan
Juma Ventures Request For Proposal (RFP) for CalVIP grant
External Evaluator: Development of Local Evaluation Plan
| Commodity/Service Required: | External Evaluator to support building of Local Evaluation Plan for Juma Ventures’ California Violence Intervention and Prevention (CalVIP) grant outcomes |
| Solicitation Agreement Number | BSCC 830-22 |
| Type of Procurement/Contract: | Contract for evaluation services |
| Term of Contract: | November 23rd to December 31st, 2022 |
| Contract Funding: | California Board of State and Community Corrections (BSCC) through Juma Ventures |
| This Procurement supports: | Juma Ventures CalVIP grant external evaluation |
| Submit Proposal to: | Tara DeRosatarad@juma.org |
| Date of Issue of RFP: | October 20, 2022 |
| Bidders Conference: | October 31, 2022 9:30 am PDThttps://us02web.zoom.us/j/3432239130 |
| Date Proposal Due: | November 22, 2022 by 5 pm PST |
| Approximate Date Contract Issued to Successful Bidder: | November 23, 2022 |
Respond via e-mail with attached document in MS Word / pdf format. The Bidder/Seller agrees to hold the prices in its offer firm for 90 days from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFP/RFQ.
Commodity Specifications or Statement of Work
Scope of Work Summary
Juma Ventures (Juma) is seeking an external evaluator to support the evaluation of Juma’s signature program, YouthConnect, its proposed outcomes, and overarching lessons learned during the CalVIP grant period of 7/1/2022 – 12/31/2025. The evaluator will assist Juma in creating a viable Local Evaluation Plan that will in turn allow Juma to ultimately complete a successful Final Evaluation Report demonstrating the efficacy of Juma’s YouthConnect program model. Specific duties include:
- Complete a Local Evaluation Plan (LEP) and submit to Juma by 12/22/2022.
- Provide recommendations for quality improvement process as part of the LEP
- Further define any outcomes variables to be measured in preparation for the Final Evaluation Report at the end of the 3-year grant period
- Evaluation design or model to be used to evaluate the effectiveness of the project components
1. Introduction/Background
Juma will conduct a search for an external evaluator to develop an evaluation plan in accordance with the California Board of State and Community Corrections(BSCC) Cal VIP grant program. The plan will ultimately support the evaluation of YouthConnect, specifically the proposed outcomes outlined in this RFQ/RFP. The evaluator will design an evaluation plan using any of Juma’s existing tools (specifically the Apricot database) as well as the evaluator’s expertise. This plan must be completed and submitted to Juma by December 22, 2022. Juma will file the LEP with the BSCC no later than December 31, 2022. The selected evaluator will be supported by Juma’s Senior Director of Data Systems and Evaluation, Data Manager and other members of Juma’s team.
Juma will select an individual/organization with the following competencies and skills:
Analytical capabilities:
- Strong technical and analytical capabilities
- Ability to design an effective evaluation plan, including specific statistical analyses of qualitative and quantitative data.
- Quantitative and qualitative data management skills.
- Experience with the Apricot system, or related software, a plus.
Good interpersonal skills
- Ability to work in a team, develop synergies and establish effective working relations.
- Excellent verbal and written communication skills
- The ability to produce a clear and concise evaluation plan.
- Strong knowledge of both qualitative and quantitative evaluation techniques including pre/post tests, surveys, interviews, and focus groups.
Specific measurable objectives include:
Goal #1: YouthConnect participants develop on-the-job soft and hard skills competencies, 21st Century Banking Skills.
- 235 young people (ages 16-24) will engage in Juma’s YouthConnect program across three California sites: San Jose, San Francisco, and Sacramento. These youth face one or more of the following barriers to securing and sustaining employment: a history in foster care and juvenile justice systems, mental health concerns, trauma, and homelessness or housing Insecurity.
- 100% of participants employed in the enterprise will gain 16+ hours of paid job
Training
- 80% of participants served in the Enterprise gain core competencies in customer
service, reporting, teamwork, and self-management
- 80% of youth employed in Enterprise will set up direct deposit
- 70% of new participants served will complete all 8 required workshops and earn their completion bonus
- 50% of participants employed in the Enterprise will reach a minimum of 60 hours
(and up to 165 hours) of work experience
Goal #2 Participants will gain the skills necessary to connect to work and/or education
- 70% of new participants served will complete at least one mock interview
- 70% of new participants served will finalize a resume meeting Juma’s established
criteria
- 50% of participants served who complete the program will connect to employment and/or education
2. Scope of Work
The scope of work for this assignment includes:
1. Work with Juma and BSCC staff to complete the Local Evaluation Plan (LEP), due on December 31, 2022. The LEP will include the following:
- Project goals and objectives
- Project components, program activities, and evidence-based practices used
- Information regarding process and outcome evaluations
- Outcome variables to be measured
- Evaluation design or model to be used to evaluate the effectiveness of the project components, including suggestions for statistical analysis
2. Meet with Juma staff weekly to provide progress updates, present recommendations, incorporate Juma and BSCC feedback
3. Incorporate mixed-method quantitative and qualitative data collection methods. Ensure Juma’s Apricot system and current methods are able to track and evaluate data, through Open-Ended Survey questions, Focus Groups, aggregated data, and potentially statistical analysis (i.e. Chi-Square & Difference in Means)
4. Finalize LEP to BSCC and Juma’s standards by deadline. Ensure the plan specifies what Juma will do in order to successfully collect, track, and interpret data over the three year grant period, in preparation for submitting a Final Evaluation Report at the end of the grant period.
3. Period of Performance
The Evaluator will work closely with Juma Chief Programs and Grants Officer, Chief Development Officer, Senior Director of Data Systems, California Government Contracts Director, and Data Coordinator to complete the work based on the following schedule:
- Expected start date on 23 November 2022 and end date 31 December 2022.
- The Evaluator will receive four installment payments as follows:
| Installment | Payment |
| Deposit will be paid upon execution of contract | 10% |
| Installment #2 will be paid upon completion of points A-C in Scope of Work | 15% |
| Installment #3 will be paid upon completion of point D-E in scope of work | 15% |
| Final installment will be paid after the submission of the final LEP with approval from the Juma team and BSCC. | 60% |
4. Place of Performance
The Evaluator will be under the management of Juma’s Senior Director of Data Systems and will communicate with the Chief Program and Grants Officer, the California Government Contracts Director, and other staff as necessary..
The Evaluator will work at the place of her/his choosing and will be expected to communicate with the Juma team through email, phone calls, and video conferences. If feasible and deemed necessary by both Juma and Evaluators, work may be done in Juma’s Sacramento office at 815 S Street, Sacramento, CA 95811 or at the San Francisco office at 131 Steuart Street Ste. 201 San Francisco, CA 94105
5. Work Requirements
The Evaluator should be responsible for performing tasks throughout various stages of this assignment. The following is a list of these tasks that shall result in the successful completion of this assignment.
Kick-off:
- Attend a meeting organized by the Juma team. This meeting will address the scope of work, expected deliverables, sample of current outcomes, and other LEP.
- The Evaluator shall develop and present the assignment plan, workplan and budget to the Juma team for review and approval
Design and Implementation Phase:
- The Evaluator shall work with the Juma team to design outcomes and ensure collection can be achieved through Juma’s Apricot system.
- The Evaluator shall provide Juma with a methodology for completing data collection along with a plan for statistical analysis at the end of the grant period.
- Juma will review, revise and approve the LEP.
Assignment Closure:
- The Evaluator shall provide Juma with a finalized LEP in accordance with the specifications outlined in the Scope of Work.
- The Evaluator shall provide Juma with all materials and documentation produced in this assignment.
6. Schedule/Milestones/Deliverables
The service provider will deliver the products to Juma to follow the schedule below:
| Activities | Timeline |
| Review source material provided by Juma | Research Est. Time = 3 hours |
| Develop Sections A-C in “Scope of Work” and provide to Juma for reviewThese include:Project Goals and ObjectivesProject components, program activities, and evidence-based practicesProcess and outcome evaluation suggestions | DeliverableDue 12/5 Est. Time = 10 hours |
| Revise Sections A-C in “Scope of Work” per Juma’s feedback | Deliverable Due 12/7 Est. Time = 2 hours |
| Develop Sections D-E in “Scope of Work” and provide to Juma for review. These include:Outcome variables to be measuredEvaluation design or model to be used to evaluate the effectiveness of the project components, including suggestions for statistical analysis | DeliverableDue 12/14 Est. Time = 10 hours |
| Revise Sections D-E in “Scope of Work” per Juma’s feedback | DeliverableDue 12/16 Est. Time = 1 hour |
| Attend weekly meetings with Juma staff | Meetings Est. Time = 8 hours |
| Prepare Local Evaluation Plan for submission | DeliverableDue 12/22 Est. Time = 4 hours |
7. Acceptance Criteria
For this assignment, the acceptance of all deliverables will reside with Juma’s Chief Program and Grants Officer (CPGO) and BSCC. Juma will create a small internal team to review each of the above-mentioned stages and ensure they are in alignment with the Scope of Work. Once an assignment phase is completed and the Evaluator provides the final materials for review and approval, the CPGO will sign off on the approval for the next phase to begin. Once all assignment tasks have been completed, the assignment will enter the finalization stage. During this stage, the Evaluator will provide all materials both raw and final versions to the Juma team. The acceptance of this stage will acknowledge acceptance of all assignment deliverables and that the Evaluator has met all assigned tasks.
8. Other Requirements
The final Local Evaluation Plan is the reserved right and property of Juma Ventures and BSCC. We do not allow other parties to use it without official approval from Juma Ventures.
Attachment “A”
Instructions to Bidders/Sellers
1. Procurement Narrative Description: Juma Ventures (“The Buyer”) intends to purchase commodities and/or services identified in the Scope of Work. The term of the Ordering Agreement shall be from Award Date to the Delivery date of the Offeror unless extended by mutual agreement between Juma and the Evaluator. The Buyer intends to award this project to a single approved supplier. Selection will be based on conformance to the listed specifications, the ability to service this contract, and the bidder’s price. While bid price is important, decisions will not be made solely on the basis of price. If an Ordering Agreement is established as a result of this RFQ/RFP, supplier understands that hours indicated in the specifications are an estimate only and Juma does not guarantee a specific number of hours.
2. Procuring Activity: This procurement will be made by Juma Ventures (Juma), located at
| Juma Ventures131 Steuart Street Ste. 201San Francisco, CA 94105 |
who has a purchase requirement in support of a project funded by
| California Board of State and Community Corrections (BSCC’s) California Violence Intervention and Prevention (CalVIP) 2022-2025 grant program |
Juma shall award the initial quantities and/or services and any option quantities (if exercised by Juma) to Seller by a properly executed Purchase Order as set forth within the terms of this properly executed agreement.
3. Proposal Requirements. All Sellers will submit a quote/proposal which contains offers for all items and options included in this RFQ/RFP. All information presented in the Sellers quote/proposal will be considered during Juma’s evaluation. Failure to submit the information required in this RFQ/RFP may result in Seller’s offer being deemed non-responsive. Sellers are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach Juma’s office designated in the RFQ/RFP by the time and date specified in the RFQ/RFP. Any offer, modification, revision, or withdrawal of an offer received at the Juma office designated in the RFQ/RFP after the exact time specified for receipt of offers is “late” and may not be considered at the discretion of the Juma Procurement Officer. The Seller’s proposal shall include the following:
- The solicitation number: (use BSCC 830-22)
- The date and time submitted:
- The name, address, and telephone number of the seller (bidder) and authorized signature of same:
- Validity period of Quote:
- A technical description of the services being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary. Address all points #A – #E in Section 2 Scope of Work
- Ability to meet the specified timeline
- Special pricing instructions: Price and any discount terms or special requirements or terms (special note: pricing must include hourly rate, and not surpass a total of project time)
- Payment address or instructions (if different from mailing address)
- Acknowledgment of solicitation amendments (if any)
- Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including points of contact with telephone numbers, and other relevant information)
- Special Note: The Seller, by his response to this RFQ/RFP and accompanying signatures, confirms agreement with all terms and conditions associated with this RFQ/RFP document including those contained in the attachments to this RFQ/RFP. Further, Seller confirms that seller has read the entirety of the RFQ/RFP and understands the material contained within.
4. Questions Concerning the Procurement. All questions in regards to this RFQ/RFP to be directed to
Tara DeRosa
at this email address:
tarad@juma.org
The cut-off date for questions is:
14 November 2022 at 5 p.m. PST
5. Notifications and Deliveries: Time is of the essence for this procurement. Seller shall deliver the items or services no later than the dates set forth in the contract that will be agreed by both parties as a result of this RFQ/RFP. The Seller shall immediately contact the Buyer’s Procurement Officer if the specifications, availability, or the delivery schedule(s) changes. Exceptional delays will result in financial penalties being imposed on the Seller. .
6. Documentation: The following documents will be required for payment for each item:
(a) A detailed invoice listing Purchase Order Number, Bank information with wiring instructions (when applicable)
(b) All relevant product/service documentation (manuals, timesheets/project hours, proposals and evaluation best practices, etc.)
7. Payment Terms: Refer to Juma terms for scheduling in Section 3 of the Statement of Work. Payment can be made via wire transfer or other acceptable form. Sellers may propose alternative payment terms in their response to this RFQ/RFP for consideration during the evaluation process.
8. Alternative Proposals: Sellers are permitted to offer “alternatives” should they not be able to meet the listed requirements. Any alternative proposals shall still satisfy the minimum requirements set forth in Statement of Work Specifications.
9. Approval Process: Each point #A – #E in Section 2 Scope of Work shall be inspected prior to final acceptance of the item. All significant discrepancies, shortages, and/or faults must be satisfactorily corrected and satisfactorily documented prior to delivery and release of payment.
10. Evaluation and Award Process: The Juma Procurement Officer will award an agreement contract resulting from this solicitation to the responsible Seller (bidder) whose offer conforms to the RFQ/RFP and is most advantageous to Juma based on price (using a cost analysis) and other factors.. The award will be made to the Seller representing the best value to the project and to Juma. For the purpose of this RFQ/RFP, price, delivery, technical and past performance are of equal importance for the purposes of evaluating, and selecting the “best value” awardee. Juma intends to evaluate offers and award an Agreement without discussions with Sellers. Per BSCC requirements, Bidders are not allowed to discuss or clarify any points after their bids have been submitted. A firm, fixed-price contract results with no face-to-face negotiation. Therefore, the Seller’s initial offer should contain the Seller’s best terms from a price and technical standpoint. However, Juma reserves the right to conduct discussions if later deemed necessary by the Juma Procurement Officer.
The evaluation factors will be comprised of the following criteria:
(a) PRICE. Lowest evaluated ceiling price (inclusive of option quantities). 20 points
(b) DELIVERY. Seller provides the most advantageous delivery schedule. 20 points
(c) TECHNICAL. Items/Services shall satisfy or exceed the specifications described in RFQ/RFP Statement of Work and include Sample of Evaluation projects from previous client(s). 40 points
(d) PAST PERFORMANCE – Seller can demonstrate his/her capability and resources to provide the items/services requested in this solicitation in a timely and responsive manner. 20 points
(e) OTHER EVALUATION CRITERIA.
11. Award Notice. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful supplier within the time acceptance specified in the offer, shall result in a binding contract without further action by either party.
12. Validity of Offer. This RFP in no way obligates Juma to make an award, nor does it commit Juma to pay any costs incurred by the Seller in the preparation and submission of a proposal or amendments to a proposal. Your proposal shall be considered valid for 90 days after submission.
13. Post-Contract Requirements per the Juma-BSCC Grant Agreement
Instructions for Sections 13 (Post-Contract Requirements per the Juma-BSCC Grant Agreement) through 20 (Verification of Vendor/Contractor Eligibility – Federal Grants) will only apply to the successfully awarded bidder for contract in a fully executed and countersigned contract with Juma Ventures.
A. In accordance with the provisions of Juma’s BSCC Grant Agreement, the Grantee (Juma) may subcontract for services needed to implement and/or support program activities. Grantee and RFP Subcontractor Awardee agree that in the event of any inconsistency between the BSCC Grant Agreement and Grantee’s agreement with a subcontractor, the language of the BSCC Grant Agreement will prevail.
B. Nothing contained in the BSCC Grant Agreement or otherwise, shall create any contractual relation between the BSCC and any subcontractors, and no subcontract shall relieve the Grantee of his responsibilities and obligations hereunder. The Grantee (Juma Ventures) agrees to be as fully responsible to the BSCC for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Grantee. The Grantee’s obligation to pay its subcontractors is an independent obligation from the BSCC’s obligation to make payments to the Grantee. As a result, the BSCC shall have no obligation to pay or to enforce the payment of any monies to any subcontractor.
C. Grantee shall ensure that all subcontractors comply with the eligibility requirements stated in the CalVIP RFP and described in Appendix B.
D. Grantee assures that for any subcontract awarded by the Grantee, such insurance and fidelity bonds, as is customary and appropriate, will be obtained.
E. Grantee agrees to place appropriate language in all subcontracts for work on the project requiring the Grantee’s subcontractors to:
1) Books and Records
Maintain adequate fiscal and project books, records, documents, and other evidence pertinent to the subcontractor’s work on the project in accordance with generally accepted accounting principles. Adequate supporting documentation shall be maintained in such detail so as to permit tracing transactions from the invoices, to the accounting records, to the supporting documentation. These records shall be maintained for a minimum of three (3) years after the acceptance of the final grant project audit under the Grant Agreement and shall be subject to examination and/or audit by the BSCC or designees, state government auditors or designees, or by federal government auditors or designees.
2) Access to Books and Records
Make such books, records, supporting documentation, and other evidence available to the BSCC or designee, the State Controller’s Office, the Department of General Services, the Department of Finance, California State Auditor, and their designated representatives during the course of the project and for a minimum of three (3) years after acceptance of the final grant project audit. The Subcontractor shall provide suitable facilities for access, monitoring, inspection, and copying of books and records related to the grant-funded project.
BSCC, the Federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representative, will be allowed access to any books, documents, papers and records of the contractor which are directly pertinent to the program for the purpose of making audits, examinations, excerpts and transcriptions, for all contracts greater than $100,000
14. Penalty Clause. In the event the Contractor fails to complete the work in accordance with the schedule or if work is not satisfactory per Juma and BSCC standards during any stage of the project, penalties and punitive measures can apply, including withholding future payments and requiring remittance of any prior payments.
15. Termination for cause/convenience If after multiple attempts and penalties for insufficient or negligent work have been instituted, Juma reserves the right to submit in writing a Termination of the RFP/Evaluation Contract for cause or convenience. All parties will agree in the final signed contract to terms describing the manner by which the contract may be terminated, the basis for settlement, and conditions under which the contract may be terminated for default or because of circumstances beyond the control of the contractor.
16. Equal Employment Opportunity. Compliance with Equal Employment Opportunity per Executive Order 11246 as amended by Executive Order 11375 and supplemented at 41 CFR 60 is required
17. Contract Limitations.
Specific provisions for contracting with individuals, other government units, and non-government organizations are as follows:
- Organizations funded by BSCC shall comply with IRS requirements related to consultants;
- Public officers or employees of a state or local government entity cannot be individual contractors if they engaged in any of the negotiations, transactions, planning, arrangements, or any part of the decision-making process relevant to the contract while employed in any capacity by any state, local agency, or department;
- Travel and per diem costs must be in conformance with project policies;
- Preparation and travel time may not be included without adequate written justification; and
- Equipment purchase and/or leases may not be included in consultant contracts.
18. Contract Provisions
Consultant contracts must adhere to, but are not limited to, the following:
- Applicable requirements of the terms of the program must be incorporated into all consultant contracts;
- The project must require source documentation of consultants that supports contract billings. Time and attendance reports must support hours charged. Purchase orders, invoices, etc., must support operating expense claims. These requirements do not apply to fixed fee contracts;
- This contract does not include payment for travel, mileage, parking, meals or related expenditures and is limited to payment for work rendered by the subcontractor.
- Performance must be measurable. Objectives and timetables must be clearly stated. Progress reports may be requested at Juma’s discretion.;
- Dual compensation (i.e., payment to a party more than once for the same work) must be specifically excluded; and
- Settlement of disputes between the project and the consultant is the responsibility of the project. BSCC is not responsible or obligated to or for the consultant and will not intervene in disputes between the consultant and the project.
19. Drug-Free Workplace Certification.
All subcontractors paid by BSCC grant funds must comply with the provisions of Section 3.E. The subcontractors must notify their employees that they are prohibited from engaging in the unlawful manufacture, distribution, dispensation, possession or use of controlled substances.
The Drug-Free Workplace Act of 1990 requires Grantees to ensure to BSCC that they will comply with the requirements of Government Code sections 8350-8357 as incorporated by reference in Exhibit C of the Grant Agreement. The Federal Drug-Free Workplace Act of 1988 requires Grantees to ensure that they will comply with the requirements of Federal law as implemented in 28 CFR Part 67, Subpart F, Sections 615 and 620. In doing so, Grantees assure the BSCC that the project’s site is a drug free workplace.
The Grantee certifies that it will provide a drug-free workplace by:
1. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee’s workplace and specifying the actions that will be taken against employees for violation of such prohibition
2. Establishing an on-going drug-free awareness program to inform employees about:
a. The dangers of drug abuse in the workplace
b. The grantee’s policy of maintaining a drug-free workplace
c. Any available drug counseling, rehabilitation, and employee assistance programs
d. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace
3. Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (1).
4. Notifying the employee in the statement required by paragraph (1) that, as a condition of employment under the grant, the employee will:
a. Abide by the terms of the statement
b. Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction
5. Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph 4b from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to the BSCC and U.S. Department of Justice (address below). Notice shall include the identification number(s) of each affected grant.
U.S. Department of Justice
Office of Justice Programs
ATTN: Control Desk
810 7th Street, NW
Washington, D.C. 20531
6. Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph 4b with respect to any employee who is so convicted:
a. Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or
b. Requiring such an employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency
7. Make a good faith effort to continue to maintain a drug-free workplace through implementation of the above requirement.
20. Verification of Vendor/Contractor Eligibility – Federal Grants
Prior to entering into contracts or procurements greater than $25,000, Grantees must either obtain a self-certification statement from the vendor/contractor indicating they or their principals are not suspended or debarred, or verify their eligibility to participate in federal awards via the federal Excluded Parties List System (EPLS).
a) Self-Certification:
The self-certification statement should contain language certifying that neither the organization nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in the transaction by any Federal department or agency.
b) EPLS Verification:
Verification of eligibility of prospective vendors/contractors may be obtained via the federal System for Award Management (SAM) website at www.sam.gov. It is suggested that a screen shot of the negative results page be kept with the procurement/contract records to support eligibility verification that occurred prior to entering into the transaction.
Acceptance:
Seller agrees, as evidenced by signature below, that the seller’s completed and signed solicitation, seller’s proposal including all required submissions and the negotiated terms contained herein, constitute the entire agreement for the services described herein.
