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HomeMy WebLinkAboutCOM 0027.001 2002-2004 i HAWAII COUNTY , OFFICE OF THE PROSECUTING ATTORNEY REQUEST FOR PROPOSAL RECEi'vEG ~••-----•--7y-?• BY- i 1x Ci0Y0{~ WP- % t_ ! TITLE V COMMUNITY PREVENTION GRANTS PROGRAM Comm. No. File No. Ref. To: 1 Rei. Date~;.~_}~Z...~ I. INTRODUCTION Hawaii County has been awarded Office of Juvenile Justice and Delinquency Prevention (OJJDP) Title V Community Prevention grant funds. The 1992 re-authorization amendments to the Federal Juvenile Justice and Delinquency Prevention (JJDP) Act of 1974 created Title V, "Incentive Grants for Local Delinquency Prevention Program Act." The Title V funds are administered in Hawaii by the State Office of Youth Services. Title V is based on the premise that preventing delinquent behavior is more cost-effective in reducingjuvenile crime than attempting to rehabilitate adjudicated delinquents. Its goal is to reduce delinquency and youth violence by supporting communities in providing their children, families, neighborhoods, and institutions with the knowledge, skills and opportunities necessary to foster a healthy and nurturing environment which supports the growth and development of productive and responsible citizens. IL BACKGROUND Hawaii County cotnpleted a comprehensive strategic plan this year to identify system gaps and create a seamless web of integrated supervision, service and support for our youth. The comprehensive strategic planning approach, both as a process and as a documented product, represents the first time that collaboration of this scale has occurred in Hawaii. The diverse team comprised of government leaders, public and private groups, schools, law enforcement, youth and community members, endeavored to create a blueprint for collaboration with sustainable and measurable results. It is anticipated that the philosophical approach and constructive process will continue to bring forth innovative cooperation to secure a better future for the children of Hawaii County. The Plan is based on a "risk-focused" prevention model that makes it possible to examine communities for known risk factors associated with juvenile delinquency and violence. Following collection, evaluation and assessment of data on 19 identified risk factors, the team agreed on four priority risk factors to target for reducing juvenile delinquency in Hawaii County. They are as follows: • AVAILABILITY OF DRUGS • FAMILY MANAGEMENT PROBLEMS • FAMILY CONFLICT • EARLY AND PERSISTENT ANTISOCIAL BEHAVIOR z III. PURPOSE OF THIS REQUEST FOR PROPOSAL (RFP) The purpose of this RFP is to solicit proposals from government, non-profit and private agencies to create or expand prevention program(s) to address the risk factors of FAMILY MANAGEMENT, FAMILY CONFLICT and/or EARLY AND PERSISTENT ANTISOCIAL BEHAVIOR. The Hawaii County Office of the Prosecuting Attorney and the Comprehensive Strategy Steering Committee will consider programs that provide direct services to juveniles in Hawaii County in one or more of the program areas that was recommended in the comprehensive strategic planning process. The recommended program areas are noted in the three-year plan of the Youth Builders Executive Sunnnar-y and are as follows: • Programs/activities to heal and strengthen families. • Social/economic programs/activities utilizing Hawaii County's natural, cultural and historical resources that create opportunities for youth. • Development of a transportation system capable of providing services that will assist youth to access youth services, activities, beaches, movies, etc. • Youth centers clustered around communities situated away from the major population centers of Hilo and Kona. • Mentoring programs, particularly in rural areas. • Parenting classes that incorporate youth involvement, are culturally sensitive and available for referrals by the Family Court. • Youth community service programs. IV. AVAILABILITY OF FUNDS AND AWARD LIMITS The funding period is from 2003 through September 3Q 2004. The maximum award amount for a project is $96,470.00. V. ELIGIBILITY CRITERIA The applicant must be an established government, nonprofit or private agency currently operating in Hawaii County. There is a 50% match for Title V funds. Applicants are encouraged to provide the match which may be either cash or in-kind. Cash match includes cash spent for project-related costs. In-kind match is determined by the value of goods (project-related use of buildings, equipment, and supplies) and the value ofproject-related donated (volunteered) services. The value of these services should be calculated at the average market value of that service at the time that the service is provided. A federal and state tax cleazance must be provided upon execution of a contract. 3 VI. DESCRIPTION AND SCOPE OF SERVICES REQUESTED The selected applicant will provide direct services to juveniles and their families addressing the risk factors of Family Management Problems, Family Conflict, or Early and Persistent Antisocial Behavior. These risk factors are defined as follows: FAMILY MANAGEMENT PROBLEMS. Poor family management practices are defined as not having clear expectations for behavior, failing to supervise and monitor children, and excessively severe, harsh or inconsistent punishrnent. Indicators for family management problems can be found in: a) the number of runaways; b) the number of Child Protective Service filings; c) the percentage of students living in foster care; and d) the number of children living outside of the family. FAMILY CONFLICT. Although children whose parents are divorced have higher rates of delinquency and substance abuse than children whose parents are not divorced, it appears that it is not the divorce itself that contributes to delinquent behavior. Rather, conflict between family members appears to contribute more in predicting delinquency than family structure. For example, domestic violence in a family increases the likelihood that young people will engage in violent behavior themselves. EARLY AND PERSISTENT ANTISOCIAL BEHAVIOR. Children who are aggressive in grades K-3 or who have trouble controlling their impulses are at higher risk for substance abuse, delinquency and violent behavior. When a child's aggressive behavior in the early grades is combined with isolation, withdrawal or hyperactivity, there is an even greater risk of problems in adolescence. VII. MANAGEMENT REQUIREMENTS A. Personnel 1. The applicant shall ensure that employees are reputable and responsible individuals who do not have a criminal history or background which poses a risk to youth. The applicant shall conduct employment check, reference checks and criminal background checks on all employment applicants. 2. The applicant shall develop policies that describe the grounds and circumstances for denial of employment or termination of current employees who have been found to have convictions or pending charges upon completion of any criminal history check or other investigation. 3. Staff shall be sufficiently trained and knowledgeable in working with and understanding the programmatic and security issues and concerns regarding the tazgeted youth population prior to providing direct services to youths. A training plan shall be developed and submitted the HCPA prior to the start of services The training plan shall include, but not be limited to, provider philosophy and goals; policies and procedures regazding confidentiality, client rights, emergency procedures, grievances, record-keeping, reporting child maltreatment, dispensing of medication, behavior management and treatment philosophy, cardio-pulmonary a resuscitation and first aid, de-escalation techniques and practices, and the recognition of the side effects of drugs and medications. 4. The applicant shall have written personnel policies covering selection of staff, salaries, fringe benefits, leaves, job descriptions, and minimum qualifications of each position. Staff salaries shall be sufficiently competitive to recruit and retain qualified staff. 5. Prior to the provision of direct services to youths, the applicant shall designate a staff person in the County of Hawaii who shall assume the day-to-day responsibilities of establishing and implementing all necessary collaborations, programs, services, and requirements of the agreement. B. Administrative 1. The applicant is required to meet with the Office of the Prosecuting Attorney (OPA) to discuss any aspect of the services. 2. The applicant is required to maintain detailed records of youth, program activities, and personnel, in addition to maintaining an accounting system and financial records to accurately account for funds awarded. Funds shall be budgeted and expended in accordance with applicable state and/or federal cost principles. 3. The applicant shall not utilize youth for any agency solicitation or political campaign purposes. 4. The applicant may not charge youth and/or their families more than a token amount for program services. C. Quality Assurance and Evaluation Specifications 1. All contracts shall be monitored by the OPA in accordance with requirements set forth by Chapter 103F, Hawaii Revised Statutes. Contract monitoring shall include: a. The review of amendments and approvals, deemed appropriate by the OPA, of the contract's program items, especially the outcomes plan, the performance targets and milestones, the assurance of collaboration, quarterly program reports, and other documents submitted to the OPA. b. Periodic site visits, scheduled and unscheduled, with comprehensive written evaluation of the major program service areas, such as: 1) Staff qualification, organization, and effectiveness. 2) Outcomes planning, implementation, and evaluation. 3) Collaboration. 4) File maintenance and record keeping. 5) Facility accessibility, suitability, and safety. 6) Transportation and other liability issues. 7) Consumer satisfaction. c. The applicant shall allow the OPA access to all materials, files, and documents relating to the provision of services. D. The applicant must maintain for the term of the contract the system of evaluation developed by the Office of Youth Services (OYS), including the use of evaluation tools and reporting forms. In addition, the applicant must take corrective actions that the OPA or OYS deems necessary in light of the evaluation data. 5 E. Output and Performance/Outcome Measurements 1. The OYS uses an Outcomes Framework (OF) for monitoring and results reporting. The OF focuses on specific changes in youth and family conditions, behaviors, or satisfaction to be achieved. In responding to the RFP, qualified applicants must commit to specific standardized performance targets (statements describing the number of youth who will achieve high levels of success and/or achieve significant change in their conditions or behaviors) directly related to those target areas described in this RFP. 2. The applicant will commit to these performance targets as well as any additional performance targets as articulated in the RFP (finalized with the OPA) as part of the provider's contractual responsibility. The applicant will track and report progress toward these targets through a standard outcome reporting format and meet periodically with the OPA to review results and make necessary modifications and corrections. 3. Within this OF, applicants must: a) Base their programs on a thorough assessment of objective data about the risk and protective factors in communities being served. b) Design and implement programs for youth based on research or evaluation that provides evidence that the programs used prevent or reduce risk factors and establish or strengthen protective factors. c) Evaluate their programs to assess their progress toward achieving the outcomes, performance targets, and milestones. Furthermore, such evaluation shall be used to improve and strengthen the programs, to revise timelines, and to refine the outcomes, performance targets, and milestones. d) Use appropriate computer hardware and Microsoft Access and Excel software to record, monitor, and report various data. 4. In order to facilitate the implementation of the Outcomes Framework, the OYS will: a) Provide training in developing outcomes, performance targets, and milestones. b) Provide training in using hardware and software to evaluate the progress of the programs. c) Sponsor training opportunities such as workshops, seminars, conferences, and technical assistance directed towards enhancing service delivery. F. Performance Targets Applicants shall develop performance targets as mutually agreed upon with the OYS. G. Reporting Requirements for Program and Fiscal Data 1. Timely program and fiscal reports as specified by the OPA will generally be due quarterly and at the end of each budget period. Contracts are programmatically and fiscally monitored by the OPA. Monitoring includes the review of program reports and services; budgets and revisions (as approved by the OPA); invoices and expenditure reports; and any issues applicable to services provided. 2. Monitoring may take place at a variety of locations including the OPA, applicant's administrative office, and the sites of the service delivery. 6 H. Pricing or Pricing Methodology to be Used 1. Applicants shall be required to apply the Cost Principle on Purchases of Health and Human Services and other applicable federal cost principles and guidelines, as appropriate and as required by the source of funding. 2. Total funding amounts allocated to each contract may be increased or decreased at any time, as the discretion of the OPA. Reasons for such increases or decrease include, but are not limited to, the program's performance, availability of fiords, cost of living adjustments, utilization rates, and shifting of community needs and priorities. VIII. RESTRICTIONS IN USE OF FUNDS Awardees must abide by the following federal and county rules that include: A. Non-supplanting: Title V funds must be used to supplement existing funds for program activities and not replace those funds which have been appropriated for the same purpose. B. Travel: Awardees cannot exceed travel, meals and lodging rates established by the County of Hawaii. C. Construction: Title V funds cannot be used for construction which includes the acquisition, expansion, remodeling, and alteration of existing buildings and initial equipment of any such building or any combination of such activities. D. Lobbying: Funds cannot be used to pay far any personal service, advertisement, telegram, telephone communication, letter, printed or written matter, or other device, intended to influence a member of Congress or any other Federal, State, or local elected official to favor or oppose any Acts, bills, resolutions, or similaz legislation, or any similar initiative, constitutional amendment, or any similar procedures by the Congress, any State legislature, any local council, or any similar governing body, except that this subsection shall not preclude such funds from being used in connection with communications to Federal, State, or local elected officials through proper official channels, pertaining to authorization, appropriation, or oversight measures directly affecting the operation of the programs involved. E. Personal service contracts cannot exceed approved federal rates without prior approval by contacting the Office ofthe Prosecuting Attorney. IX. APPLICATION REVIEW CRITERIA Applicants will be evaluated on the extend to which they meet the following criteria: 7 A. Executive Summary (IS points) 1. Provide a clear overview of the program. Be as succinct and as comprehensive as possible. 2. Include the number and ages of youth your program will serve 3. State the total amount of funds you are requesting 4. Include a statement of need and the anticipated impact of the program Define the area within Hawaii County to be served by the program B. Need for Program (10 points) Provide community demographic information, resources and background on your community. Articulate the need for a Title V program in your community. C. Organizational Capacity of Provider (15 points) Provide background information as to the ability of your agency to successfully implement the proposed program. Include applicant history of program design, program implementation and information on key staff (or how staff will be recruited and trained). D. Program Plan (25 points) Provide information on the program you are offering. Describe in detail how the program you are planning will reach their target population and how they will be implemented to preventjuvenile delinquency. E. Timeline (5 points) Provide timeline of project strategies and activities F. Outcome Criteria and Evaluation Measures (10 points) Provide information on the desired outcomes of the project and the means by which these outcomes will be measured. G. Budget & Budget Narrative (10 points) 1. Budget -Breakdown of expenditures a. Personnel Cost b. Supplies c. Postage, freight, delivery d. Telephone e. Publications & Printing f. Mileage g. Airfare h. Subsistence/Per Diem i. TaxiBus Fare/Rent-A-Car j. Lease/Rental of Space k. Lease/Rental of Motor Vehicle 1. Utilities m. Repair & Maintenance 8 n. Insurances o. Independent Audit p. Contractual Services q. Staff Training r. Depreciation s. Match t. Other 2. Budget Narrative (10 points) a. Describe how appropriate resources and personnel will be allocated for the tasks and activities described in your proposal. b. Describe how you plan to leverage structural and financial resources within your business/organization/entity related to your project. a Describe the plan to secure matching funds, the source of fiords and method of capturing and recording the match. X. APPLICATION DEADLINE Applications must be postmarked no later than 4:30 p.m. on , ?003. Applications will not be accepted by facsimile or email transmission. Submit your completed application to: Nancy Kelly Office of the Prosecuting Attorney 34 Rainbow Dr. Hilo, HI 96720 9