El Centro de Ayuda Corporation
Boyle Heights FamilySource Center
Subcontractor Procurement - Invitation For Bid (IFB)

A. PROGRAM OVERVIEW:

El Centro de Ayuda manages the Boyle Heights FamilySource Center (FSC). The FSC is funded by the City of Los Angeles Housing + Community Investment Department (HCIDLA) through Federal, State and local funds, and serves as the City’s delivery system for anti-poverty initiatives and essential social services. The FSC is a one-stop center that provides a continuum of core services designed to financially empower poor, very-low, and low-income families to become more self-sufficient by increasing family income through the provision of asset-building programs and also to prepare low-income youth to graduate from high school and qualify for post-secondary education.

B. SUB-CONTRACTOR BID SOLICITATION:
El Centro de Ayuda is seeking bids to subcontract with qualified organization that is skilled and experienced in providing Financial Capability & Asset Building Services as outlined below for the Boyle Heights FamilySource Center.

C. ANTICIPATED CONTRACT PERIOPD & CONTRACT AMOUNT
The anticipated term of the Family Source contract is August 1, 2020 through June 30, 2021 with an option to extend for an additional one-year term. The anticipated contract amount is $60,000

D. SCOPE OF WORK: Each proposer will be required to meet the minimum quantitative Performance Measures:

E. Core Services to be provided by Subcontractor Include:
• Enroll and service a minimum of 600 unduplicated UA customers in a twelve-month period; submit minimum of 50 unduplicated UA’s per month.
• Enroll and assist a minimum of 215 unduplicated UA adults (18 and older) in achieving Increased Family Income and Asset Building by reducing debt, improved credit scores, establishing a savings plan and actively participating in Financial Counseling, Coaching & Free Volunteer Income Tax Preparation Assistance (VITA) Services, with a total minimum dollar value of $120,000.
• A minimum of 215 unduplicated customers with increased income, as an outcome will be through services measured to include access to economic resources, which benefit the family such as: Public Benefits, employment referrals, utility discounts, VITA, and opening a bank account.
• Other basic need support enrollment services which may not lead to achieving increased family income include: information & referral assistance, food/clothing assistance, housing/legal referral assistance.

F. Other Services to be provided by Subcontractor 1 Include:
• Assist with outreach and recruitment efforts designed to identify individuals who qualify for the various services provided by the FSC and/or who reflect the demographics of the geographic area to be served.
• Assist with coordination, implementation and provision of FSC Program Services.
• Referral customers seeking employment to the WorkSource/YouthSource Centers

G. Additional Sub-Contractor responsibilities:
• Attend and actively participate in all scheduled monthly FSC collaborative meetings, case management team meetings, and all other FSC program related activities as identified by El Centro de Ayuda or HCID.
• Submit all UA customer files in a timely manner to Data Analyst for input into data system and enter services/outcomes in a timely manner into data system.
• Ensure all financial expenditures are directly related to the Scope of Work and in accordance with the approved budget, as verified in writing by El Centro de Ayuda.
• Ensure all monthly expenditure reports are accurate and submitted no later than the 5th day of the following month; failure to do so will result in delayed payment.
• Submit all monthly customer reports (outcome report and narrative) to program director no later than the eighth working day from the beginning of the month. El Centro de Ayuda will enter these services into the BitFoucs Clarity data system.
• Submit all customer attendance sheets from youth programming each month to program director no later than the eighth working day from the beginning of the month. El Centro de Ayuda will enter these services into the BitFoucs Clarity data system.
• Maintain an original customer file that is up to date and in accordance with the documentation requirements set forth by HCID and/or El Centro de Ayuda.
• Ensure all employees hired under this agreement must meet the terms of employment as specified by the City/HCID and/or El Centro De Ayuda.

H. Program Monitoring:
Lead agency shall conduct periodic, objective program and fiscal monitoring reviews of the project activities run by its sub-contractors as follows and in accordance with city directives. In addition, lead agency shall conduct a quarterly program performance review on sub-contractor to include:

• Examination of all case files & customer records.
• Monitoring contractor’s documentation of all customer based services and program activities.
• Verification of actual service provision. To include activity, sign-in sheets, daily log/client sign-in sheet, etc.

• Fiscal review of al year to date FSC Program related expenditures. Review of general ledgers, employee time sheets, payroll reports and vendor invoices.
• Upon completion, lead agency shall provide sub-contractor with a written performance review report identifying strengths and problem areas, make recommendations for improvement, and if applicable, the establishments of a corrective action plan to address problematic findings within a specified time frame. Lead agency shall review the corrective action plan, provide written approval when acceptable corrective action(s) have been made, and follow up the implementation of corrective action by conducting an independent monitoring effort.
• In quarterly fiscal reviews of the Sub-Contractor, if a fiscal review reveals evidence of disallowed costs, lead agency shall immediately notify the city in writing. If fiscal review identifies evidence of fraud and/or abuse, lead agency shall notify the city immediately and follow up in writing within 24 hours.

I. ELIGIBLE BIDDERS (Threshold Requirements):
Eligible bidders are invited to submit proposals indicating their interest in this project. Bids will be accepted only from community-based, non-profit organizations that meet the following criteria. Bidders must meet the following criteria to be eligible:

1. Be qualified to conduct business in the State of California as evidenced by the organization’s business registration with the California Secretary of State;

2. Be in good standing with the Secretary of State, if a corporation or limited liability company;

3. Have not been determined to be non-responsible or been disbarred by the City pursuant to the Contractor Responsibility Ordinance.

4. Have not been disbarred by the federal government, State of California, or local government.

5. Have a minimum of five (5) years continuous experience in providing services comparable to those solicited herein.

6. Not have any outstanding debt which has not been repaid or for which a department agreement plan has not been implemented, if the proposer has previously contracted with the State of California or the City of Los Angeles. If it has contracted with the HCIDLA, it must not have any outstanding disallowed costs or other liability to the City, or on corrective action for the current fiscal year.

7. Not have conflict of interest with any parties involved in this contract, either through the awarding of this contract or through the provision and receipt of services.

8. Disclosure of any political contributions to City Officials.

J. BID PROPOSALS:
Bidders shall include three brief program narratives that describe their demonstrated ability and program design, as well as budget forms that detail costs associated with the project. Narratives are not to exceed two pages. Budget forms do not count toward the two-page limit. All bids are to include a budget of up to $60,000.

NARRATIVE 1- DEMONSTRATED ABILITY (10 POINTS)
● Describe in detail your organization background and experience in providing Financial Capability, Asset Building VITA services to low- and moderate-income individuals/families as outlined in the scope of work, within the last five years. List all trainings and certifications that your staff and / or organization has completed relative to Financial Capability, VITA and Asset Building.

NARRATIVE 2- PROGRAM DESIGN (10 POINTS)
● Describe your proposed program design to meet the performance measures outlined in the scope of work.

NARRATIVE 3-COST REASONABLENESS, LEVERAGED RESOURCES & FINANCIAL VIABILITY (10 POINTS)
● Provide a brief narrative summarizing your financial stability based on your agency’s past 24-month financial statements. This may include but not be limited to balance sheets or statements of financial position, statement of income, and statement of cash flow.
● Using the following Budget Forms: Budget Summary, Schedule of Personnel Costs, Budget Detail, Spending Plan Worksheet, & Budget Narrative, describe in detail your proposed costs in providing your proposed scope of work for a twelve-month funding period of 7/1/20 – 6/30/21.
● Any staff funded in whole or in part of these grant funds, shall be paid a salary that is consistent with the City’s Living Wage Ordinance of $15.00 per hour with health benefits of at least $1.25 per hour or $16.25 per hour without health benefits. Living wage exemptions will not be granted for the FSC program because, as the City’s anti-poverty program, it does not align with the FamilySource System’s vision of lifting families out of poverty.
● Also include any non-federal Matching / Leveraged Resources / Funds.

K. EVALUATION CRITERIA:
Bids will be evaluated and rated from 1- 30 points based on the bid package submitted.

IMPORTANY DATES:
Invitation For Bid (IFB) Open Period: 7/7/20 – 7/24/20
Invitation For Bid (IFB) Deadline: Thursday 7/24/20, close of business day (5pm PST) Subcontractor
Award Notifications on or before Tuesday 7/30/20

SUBMISSION ADDRESS:
El Centro de Ayuda
2130 E. 1st Street Suite #110 Los Angeles, CA 90033
Attention: Raúl Estrada, Executive Director, CEO

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All bids must be received by July 24, 2020. Bids must be signed and dated to be considered.

If selected, you will be required to provide a copy of your business license, proof of insurance, and a copy of your Workers Compensation Insurance Coverage.

TECHNICAL ASSISTANCE:
Contact: Raul Estrada (323) 828-1393

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