DEPARTMENT OF FAMILY AND SUPPORT SERVICES SENIOR CENTER PROGRAMMING THERAPEUTIC MASSAGE THERAPY
APPLICATION AND INSTRUCTIONS
1. Proposal Deadline and Pre-Submittal Conference
A. Submission Information
The due date for submission of proposals is February 10, 2012 by 4:00pm.
Proposals will be accepted prior to the due date, from 9:00 a.m. to 4:00 p.m. Monday – Friday at the same location. All proposals must be complete. Incomplete proposals may not be reviewed. In-person or bonded messenger delivery of proposals is encouraged . Time stamped receipts will be issued as proof of timely submittal.
One (1) original and three (3) copies must be delivered in a sealed envelope or box to:
Yolanda Curry Deputy Commissioner Department of Family and Support Services 1615 West Chicago Avenue, 3rd Floor Chicago, IL 60622
The outside of the envelope or package should be labeled: RFP: Senior Center Programming -Therapeutic Massage Therapy.
No proposal will be considered complete and therefore reviewed unless the original copy is delivered and received at DFSS offices.
Proposals received after the due date and time may be deemed NON-RESPONSIVE and, therefore, subject to rejection.
Please e-mail a complete file copy of the proposal to: [email protected]
Proposals should be prepared on standard 8.5" x 11" letter size paper and double- spaced. Expensive paper and bindings are discouraged. The City encourages the use of materials containing recycled content.
B. Questions Respondents are strongly encouraged to submit all questions and comments related to the RFP via e-mail. For answers to all program-related please contact:
Yolanda Curry: (312)743-1503, [email protected] 1 For all technical questions relating to the execution of the proposal, please contact:
Julia Talbot: [email protected], 312-743-1679
C. Pre-Submittal Conference DFSS and the cooperating City Departments will host a Pre-Submittal Conference on:
February 2, 2012 9:30 am to 11:30 pm 1615 West Chicago, Ave. Chicago, IL 60622 3rd Floor Conference Room 305
DFSS strongly encourages prospective applicants to attend the Pre-Submittal Conference.
All those interested in attending should contact [email protected] and write “RFP for Therapeutic Massage Therapy” in the subject line. Please give the names of those wishing to attend, and the agency name.
To request reasonable accommodation for the pre-proposal conference, please contact, Monica Rafac at [email protected]. Requests for accommodations will be accepted up to 48 hours prior to the event.
D. Timeline This is the anticipated timeline for the funded programming:
2. Application Requirements
A. Formatting Submitted proposals must adhere to all of the following requirements:
One original and three copies will be submitted for each proposal One complete set of the proposal containing original signatures in blue ink signed by an authorized representative of the organization will be marked “Original”. Additionally, one complete scanned copy of the proposal will be emailed to the following address by February 10, 2012: [email protected] Recycled paper 8 1/2 x 11 letter size Double-sided printing One inch margins At least 1.5 -spaced At least 11-point font
The complete application packet should consist of the following items, in this order:
1. Agency Application Information Form (page 6) 2. Executive Summary (2 page limit, page 7)
2 3. Program Narrative (5 page limit, page 7) 4. Budget Instructions (page 9) 5. Attachments
The Narrative portion of the proposals should be no longer than 5 pages in length.
Failure to submit a complete proposal and/or to respond fully to all requirements may cause the proposal to be deemed unresponsive and, therefore, subject to rejection.
Receipt of a final proposal does not commit the department to award a grant to pay any costs incurred in the preparation of an application.
3. Evaluation and Selection Procedures
A. Evaluation Process
An evaluation committee selected by DFSS will evaluate and rate all proposals based upon the evaluation criteria contained in the RFP. The committee may also request interviews with Respondents. However, DFSS reserves the right to award contracts on the basis of initial proposals received without further discussions. Failure to submit a complete proposal and/or to respond fully to all requirements may cause the proposal to be deemed unresponsive and, therefore, subject to rejection. Each proposal will be evaluated in comparison with the other proposals submitted.
The City reserves the right to terminate this RFP solicitation at any stage if DFSS determines this action to be in the City's best interests. The receipt of Proposal or other documents will in no way obligate the City to enter into any agreement of any kind with any party.
The City assumes no liability for costs incurred in responding to this RFP for costs incurred by the Respondent in anticipation of a Grant. All service delivery is subject to DFSS review and approval prior to implementation or public dissemination.
The City reserves the right to solicit and consider information on past experience, performance, and other relevant facts obtained from past projects performed by the Respondent.
Selections will not be final until the City and Respondent have fully negotiated executed a contract. The City assumes no liability for costs incurred in responding to this RFP or for cost incurred by the Respondent in anticipation of a fully executed contract.
The Commissioner of DFSS, upon review of the recommended agencies, may reject, deny or recommend agencies that have applied for grants based on previous performance and/or area needed.
B. General Selection Criteria 3 The City will review the experience and expertise of the Respondent but proposals will also be reviewed individually based upon programmatic needs. The proposals will be evaluated on the Respondent’s ability to provide the services as defined in this RFP. The following criteria will be used in evaluating all proposals:
1. Previous Programmatic Experience Respondent should demonstrate knowledge of the populations to be served or similar populations and in the way in which these populations should be served as evidenced by previous or current operation of a successful program of a similar nature.
2. Administrative/Fiscal Capacity and Experience Respondent will demonstrate the resources and expertise to assume and meet all administrative and fiscal requirements. This includes the Respondent’s fiscal (including financial management systems), technological, management, administrative and staff capabilities
3. Program Design and Administration Respondent will demonstrate program and administrative design specifically tailored to the goals of the program.
C. Additional Criteria Additional criteria for Therapeutic Massage Therapy include:
The Respondent’s experience providing therapeutic massage therapy for older adults including proof of professional licensure. The quality of the staffing pattern including the total number of staff dedicated to administering the program. The quality and variety of the proposed program components for the therapy offerings. The quality of the monitoring plan including frequency and qualification of staff persons responsible for monitoring functions. The quality of the staffing qualification including review of certification and prior work experience of staff providing these services. The quality of the Respondent’s training plan including the frequency and relevancy of topics covered, and the parties responsible for training. The Respondent’s Organizational Chart will be evaluated on the basis of a clear and direct line of supervision between the Executive Leadership, manager, program coordinator and therapists and where DFSS program is managed. The Respondent’s ability to provide senior therapy sessions to a culturally-diverse population and participants with disabilities. The Respondent’s ability to provide substitutes for sessions during therapists’ absences. The quality of Respondent’s community references on letterhead. The Respondent’s ability to provide an available line of credit or alternative financial resource to meet payment obligations should lags in payment occur.
4 DFSS reserves the right to seek clarification of information submitted in response to this Application and/or to request additional information during the evaluation process and make site visits and/or require Respondents to make an oral presentation or be interviewed by the review subcommittee, if necessary.
The Commissioner, upon review of recommended agencies, may reject, deny or recommend agencies that have applied for grants based on previous performance and/or area need.
Selections will not be final until the City and the Respondent have fully negotiated and executed a contract. The City assumes no liability for costs incurred in responding to this RFP or for costs incurred by the Respondent in anticipation of a fully executed contract.
5 DEPARTMENT OF FAMILY AND SUPPORT SERVICES Therapeutic Massage Therapy
Agency Application Information Form Legal Name of Applicant Agency FEIN Number
Administrative/Mailing Address DUNS Number
Executive Director Executive Director’s Phone Number
Executive Director’s Fax Number Executive Director’s Email Address
Contact Person for Proposal Contact Person’s Phone Number
Contact Person’s Fax Number Contact Person’s Email Address
Type of Organization (check one) Not-for-Profit Agency For-Profit Agency Faith-Based Agency Other, if yes Description:
Amount Requested: $______
Agency Statement of Certification This proposal has been duly authorized by the governing body of the proposed. The proposed activities, dates, availability of resources, staff, cost, and all statements made are true and correct. The applicant will comply with all rules and regulations of the funding agency and will revise this proposal if necessary.
Authorized Signer’s Name Authorized Signature
Authorized Signer’s Title Date Signed
6 Application
Executive Summary
Please attach an Executive Summary, which briefly describes your organization’s qualif ications, and relevant experience to operate a city-wide Therapeutic Massage Therapy Program for older adults. The Executive Summary may be no more than two pages. The Executive Summary must include:
The total amount requested for the operation of the program (shall not exceed $66,920 annually); A commitment to provide the requested services; An overview of the qualifications of the respondent; The name and telephone number of the lead contact person for the proposal.
Program Narrative
Please write a narrative overview of your agency. The narrative should minimally address the following items: brief history of your agency; programs and services provided; agency’s mission; current demographics regarding service area(s) including population served and geographic service delivery area; and vision and program plan for operating a city-wide therapeutic massage therapy program for older adults. The program narrative shall not exceed 5 pages.
1. How many years have your organization provided senior therapeutic massage services for older adults and how many older adults have you served annually? # of Years______# of Seniors Served Annually______
2. What is your organization’s staffing plan for providing therapeutic massage services under this delegate agency agreement? Please include the number and position title(s) of employees who will be dedicated to this program. Please include resume of Program Coordinator and/or other supervisory personnel.
3. Please include a detailed listing of the proposed program components you plan to provide as part of this delegate agency agreement (i.e., chair massage, table massage, etc.)
4. How will staff activities be monitored and who will be responsible for the monitoring? How will you develop a schedule to monitor classes to ensure they are being provided and meet accepted quality standards?
5. What criteria does your organization use to hire massage therapists? Highlight certification and work experience with older populations. Please include copies of the massage therapists’ licenses as available.
7 6. Provide a training plan of how you will train staff on requirements for services provided under this delegate agency agreement. Include frequency of meetings, topics and proposed resource persons or agencies that will be utilized during training sessions. Name the staff member(s) and their position(s) within the organization that will be responsible for coordinating the training. If possible, please attach jobs descriptions and resumes (which will not count against the five page narrative limit).
7. Attach an Organizational Chart for your organization showing staff levels and functions. Please identify all staff involved with the proposed Chicago Department on Family and Support Services – Senior Services Area Agency on Aging- Therapeutic Massage Therapy program. This will not count against the five page narrative limit.
8. How does your organization plan to insure that services will be delivered to limited/non-English speaking individuals, cultural diverse older adults and seniors with disabilities?
9. How will your organization cover appointments during therapists’ absences, vacations, etc?
10. Please attach a minimum of three (3) to five (5) verifiable references regarding your agency’s performance (references can be from a variety of sources, i.e., funding sources, social service agencies or other professional agencies or community groups.) on that agencies’ letterhead. These do not count against the five page narrative limit.
Budgetary Considerations
$66,920 annually will be allocated to the program based upon the continued availability of funding for programming. The approved unit for service provision is $35/hour. Thus there is no budget requirement for this application.
Additional Required Attachments
Please include/submit the following documents as part of your application packet.
1. IRS statement of tax exempt status 2. Federal Employer Identification Number (FEIN) 3. Copy of Official Articles of Incorporation 4. List of Board of Directors 5. Applicant’s most recent fiscal audit report or pre-approved equivalent. 6. Certificate of Insurance (Attachment B).
8 Checklist for Submission of the Proposal
Use the following list as a guide before submitting your application. Please submit one signed original of this application packet and three copies
YES N/A ATTACHMENTS Application Cover sheet, Executive Summary and Program Narrative (total 7 pages) Staff Job Descriptions and Resumes. Organizational Chart Three - five (3-5) references regarding your agency’s performance (Question 10). Copies of massage therapists’ professional licenses as available. Any relevant materials used in the marketing of your agency, such as agency brochures, pamphlets, or press releases, etc. IRS statement of tax exempt status Federal Employer Identification Number (FEIN) Copy of Official Articles of Incorporation List of Board of Directors Applicant’s most recent fiscal audit report or pre-approved equivalent.
Certificate of Insurance (Attachment B)