ANNA M. ROTH, RN, MS, MPH HEALTH SERVICES DIRECTOR DAN PEDDYCORD, RN, MPA/HA DIRECTOR OF PUBLIC HEALTH C O N T R A C O S T A P U B L I C H E A L T H 597 CENTER AVENUE, SUITE 200 MARTINEZ, CALIFORNIA 94553 PH (925) 313-6712 FAX (925) 313-6721 Request for Proposals for a Clean Syringe Exchange Program Activity Timeline Announcement Released March 5, 2019 Bidder s Conference March 14, 2019 597 Center Ave., Suite 200 Martinez CA 94553 Proposals Due March 29, 2019 at 5:00 p.m. Community Advisory Board Review By April 22, 2019 Final Selection and Notification May 1, 2019 I. INTRODUCTION A. Purpose The Contra Costa Public Health HIV/AIDS and STD Program is releasing a Request for Proposals (RFP) for a Clean Syringe Exchange Program to provide a continuum of care to injection drug users (IDUs) while promoting harm reduction, treatment services, referrals to other services, and distribution of Narcan (when available). The HIV/AIDS and STD Program is requesting proposals from nonprofit 501(c)(3) organizations, or agencies that can provide documentation that they are fiscally sponsored by an organization that has 501(c)(3) status, to do the following: B. Background 1. Implement a clean syringe exchange program; 2. Provide active referrals to HIV and STD treatment, PrEP, health and social services; and 3. Promote the reduction of behavior that is high-risk for HIV, STI and HCV transmission. In 1999, the Contra Costa Board of Supervisors endorsed the provision of needle exchange services in Contra Costa County. The major goals of these services were to: 1) slow the rate of HIV infection attributed to IDU; 2) eliminate HIV and other bloodborne pathogens for unborn children; 3) ensure access to treatment and support services for IDUs; and 4) reduce the risk of needle sticks for safety officers. Contra Costa Behavioral Health Services Contra Costa Emergency Medical Services Contra Costa Environmental Health Contra Costa Hazardous Materials Contra Costa Health Plan Contra Costa Public Health Contra Costa Regional Medical Center and Health Centers
The directive from the Board of Supervisors requires that any needle exchange program in Contra Costa County MUST: Provide a one-for-one exchange; Provide weekly services in at least two County locations (one in East County and one in West County); and Provide health education and referrals to appropriate health and supportive services. Despite steady annual numbers of new HIV diagnoses, Contra Costa County has continued to have significant success in its efforts to reduce the rate of HIV infection among IDUs. While persons infected solely through injection drug use made up 16.1% of all persons living with HIV (PLWH) as of December 31, 2007, at the end of 2017 they made up only 8.1% of PLWH a 50% reduction. Among 226 new HIV cases diagnosed in Contra Costa County between January 1, 2016 and December 31, 2017, 4% (9 cases) occurred among injection drug users. The rate reductions speak to both the effectiveness of our county s aggressive support for needle exchange and pharmacy syringe purchase programs, as well as our success in increasing HIV transmission and risk awareness among persons who inject drugs. C. Award & Contractual Period One agency will be selected to receive funding. The annualized amount available under this RFP is $72,000 which is billable in equal monthly payments. The annual contract will run from July 1, 2019 June 30, 2020 (FY 2019-2020) depending on satisfactory completion of program objectives. Continued funding for FY 2020-2021 at $72,000 is contingent upon agency performance and available resources from the County. D. Eligibility Agencies must meet the following criteria: Demonstrate commitment to IDUs, the philosophy of harm reduction, and rehabilitation; Provide services in Contra Costa County; Have the administrative and fiscal capacity to monitor the proposed services and to meet the required reporting, billing, and auditing requirements; and, Have demonstrated satisfactory performance in current or previous contracts. E. Correspondence: All correspondence and proposals are submitted to: Obiel A. Leyva, Community Education & Testing Manager Contra Costa HIV/AIDS and STD Program, (925) 313-6117 or obiel.leyva@cchealth.org F. Submission Deadline Completed proposals must be received by the HIV/AIDS and STD Program no later than 5:00 p.m. on Friday March 29, 2019. No documentation associated with a proposal will be accepted after the deadline. 2
G. Appeals Applicants may appeal the process, not funding outcomes. Appeals must be submitted in writing to the HIV/AIDS and STD Program Director within seven (7) days of receiving written notification of the funding decision. The HV/AIDS and STD Program Director will make decisions regarding appeals within five (5) calendar days of appeal receipt. II. CONDITIONS OF AWARD A. Contingencies Funding for this grant is contingent on available funding. The RFP process does not commit the County to award a contract. B. Application Submission To be considered, please submit your completed proposal in a single PDF to obiel.leyva@cchealth.org It is the Applicant s responsibility to ensure that its application is complete and submitted by 5:00 p.m. on March 29, 2019. C. Incurred Costs Any costs incurred in the preparation and development of a proposal in response to this RFP, are the Applicant s responsibility. Applicants shall ensure that administrative (indirect) costs do not exceed 10% of the total personnel costs. D. Negotiations The HIV/AIDS and STD Program may require the Agency selected to negotiate their proposed work plan. E. Selection and Review Process The HIV/AIDS and STD Program will review all submitted proposals to ensure that proposals are complete according to instructions and in compliance with instructions of the RFP. The HIV/AIDS and STD Program Director will make the final funding decision. F. Program Requirements The awarded agency must attend all meetings and trainings scheduled during the funding period and actively participate in the Contra Costa HIV/AIDS Consortium which meets on a quarterly basis. 3
II. PROPOSAL FORMAT Proposals are to be no more than five pages (one-sided), 12-point font, and with completed attachments (not counted in page limit). Proposals should include the following elements: Section Agency description: including background, capacity (including qualification of staff), population(s) served, referral system, history serving IDUs, and philosophy (e.g., harm reduction). Please make sure you answer the following question: How is your organization uniquely qualified to provide needle exchange services in Contra Costa County? Program plan: include a narrative on how your organization plans to implement needle exchange services. Please address the directive from the Board of Supervisors on page one of this RFP. Also, how does your organization plan to deal with the day-to-day components of a needle exchange program like inventory, data collection, storage of supplies, and syringe disposal? Scope of work: include goals and objectives, major activities, and timelines. Service targets including: number of syringes to be exchanged, number of sessions to be held, data collection process, number of referrals to be made. Include program responsibility of completing and submitting quarterly and final reports. Budget: Include both a line item and narrative budget -see Attachments A&B. Page Maximum One Page One Page One Page Two Pages IV. ATTACHMENTS: The following documents must be attached to your proposal: 1. Attachment A-Funding Application Cover Sheet. 2. Attachment B-Proposed Program Budget. 3. Attachment C- Proposed Program Budget Justification. 4. Attachment D- Agency Demographic Information. 5. Attachment E- Past Contracts Form. 6. Current list of agency officers, staff and Board of Directors including members affiliations. 7. Documentation of non-profit status. 8. Agency organizational chart that is current, dated, and shows how proposed project fits into the agency structure; must include current program staff members names and FTEs. 9. Most recent independent audit statement, only include findings and management letters. 10. Resumes of staff assigned to this program. 11. Completed W9 form. 4
Attachment A CONTRA COSTA HEALTH SERVICES DEPARTMENT PUBLIC HEALTH DIVISION HIV/AIDS and STD PROGRAM FUNDING APPLICATION COVER SHEET Target Population: Amount Requested: $ Targeted Region(s) (Circle as many as appropriate): West Central East Entire County County County County Agency Name: Address: City: Telephone: State: Zip Code: FAX: Project Director: Telephone Number of Project Director: Email: Program Site Address(es): (If different than address above) Program Operating Days/Hours: Are services provided on-site, off-site or both?: Applicant s Chief Executive Officer Name: President, Applicant s Board of Directors Name: (Type or print) (Type or print) Signature: Signature: 5
ANNA M. ROTH, RN, MS, MPH HEALTH SERVICES DIRECTOR DAN PEDDYCORD, RN, MPA/HA DIRECTOR OF PUBLIC HEALTH C O N T R A C O S T A P U B L I C H E A L T H 597 CENTER AVENUE, SUITE 200 MARTINEZ, CALIFORNIA 94553 PH (925) 313-6712 FAX (925) 313-6721 PROPOSED PROGRAM BUDGET (SAMPLE) Attachment B Agency Name Time Period Rate Number Percentage PERSONNEL of Pay of Months of Time Total Salaries Position 1 (Name) $xxx 12 xx% Position 2 (Name) $xxx 12 xx% Supervisor (Name) $xxx 12 xx% Total Salaries Fringe Benefits and Taxes (xx%) Total Salaries, Benefits and Taxes ADMINISTRATIVE (Max of 10% of Total Salaries, Benefits and Taxes) (Indirect costs are administrative costs, such as payroll, accounting, shared equipment, shared rental/lease, facilities maintenance and insurance, utilities, etc., that are not specifically listed under operating expenses ). OPERATING EXPENSES (Describe discrete categories of expenses and calculations used to arrive at amounts). Please note that the HIV/AIDS & STD Program will provide the funded organization with written educational materials (e.g., pamphlets, handouts, etc.) and safer sex materials (e.g., condoms, lubricant, dental dams, etc.), so please DO NOT include these items in your budget. Travel Training Equipment Supplies Telephone Other (provide detail) Contractual Total Operating Expenses TOTAL REQUEST 6
Attachment C PROPOSED PROGRAM BUDGET JUSTIFICATION (SAMPLE) Agency Name Time Period 1. PERSONNEL Salaries A. Community Health Worker (CHW) (X FTEs, X months) $xx,xxx The HIV/AIDS CHWs are responsible for providing exchange services and HIV education and prevention and referral services in Contra Costa County. The CHW is also responsible for safe disposal of used needles and keeping track of inventory for the program. B. Supervisor (X FTE, X months) $xx,xxx The supervisor is a qualified professional who has knowledge of and experience with HIV education and prevention. This person reviews outreach documentation regularly, provides professional support and assistance to the CHWs, and generally oversees syringe exchange and education and referral activities. Is available to assume CHWs duties in case of absence. C. Fringe Benefits and Taxes $xx,xxx A rate of XX% for benefits and payroll taxes, which includes FICA, medical insurance and disability insurance, has been applied to total salaries. 2. ADMINISTRATIVE A rate of xx% (no more than 10%) has been applied to Salaries, Fringe Benefits and Taxes to provide administrative overhead, which includes the costs of accounting, payroll, share of facility lease and insurance, maintenance, and utilities. 3. OPERATING EXPENSES Includes Travel, Training costs, Telephone, Equipment, Supplies, ect. 7
Attachment D BOARD OF DIRECTORS STAFF UNDUPLICATED CLIENTS STAFF UNDUPLICATED CLIENTS OTHER VOLUNTEERS # % # % # % # % # % # % Native American African American Hispanic or Latino(a) Asian or Pacific Islander TOTAL MINORITY TOTAL WHITE TOTAL WOMEN TOTAL MEN LGBTQ PLWHA* * Self-disclosure of HIV status is voluntary and is not required. Please indicate whether or not your organization classifies itself as a minority organization: YES NO (A minority organization is one in which at least 51% of the board of directors and of the staff are persons of color.) If your Board of Directors and/or staff are not reflective of the agency s client population, briefly explain why and any steps taken to rectify this situation. 8
Attachment E PAST PERFORMANCE AGENCY NAME: COMPLETE THE TABLE BELOW FOR UP TO FIVE (5) PREVIOUS (NOT CURRENT) CONTRACTS YOU CONSIDER PERTINENT TO THIS PROPOSAL. YOU MAY LIST ONLY ONE CONTRACT HELD WITH THE CONTRA COSTA HIV/AIDS & STD PROGRAM. Contract Title Grantor or Funder Contract Period # Of Clients Expected to Be Served # Of Clients Served Program Monitor & Phone Number 1. 2. 3. 4. 5. 9