Request for Proposals for COVID-19 Community Coordinators (CCC) - Vaccination Events and Comprehensive Health Recovery Initiative

On this page:
Request overview
Timeline
Goal
Qualified applicants
Funding amounts
Core values and approaches
Initiative deliverables
Response requirements and submission 
Two-year workplan
Two-year budget
Proposal review
Questions
Informational webinar
Attachments to request for proposals
Rights reserved
RFP terms and conditions
Appendices

Request overview

The Minnesota Department of Health ("State") issued a request for proposals for organizations and tribes to serve as COVID-19 community coordinators (CCC) to increase the vaccination rates and improve the health of communities most disproportionately impacted by COVID-19, including but not limited to: African American, African immigrant, American Indian, Asian American – Pacific Islander, Latinx, LGBTQ+ and persons with disabilities. Applicants were to choose to:

1. Engage those communities through promotion and hosting of vaccination events
   and/or
2. provide comprehensive health recovery programming.

These services are to be provided in culturally relevant, linguistically appropriate, and timely ways for one or more of the communities described in this request. Leveraging community strengths and trusted community networks is essential to responding to COVID-19 and the long-standing health inequities this pandemic has exacerbated. The State encourages applicants to use a trauma-informed lens to approach this work.

The primary audiences for this initiative are those communities most disproportionately impacted by COVID-19. Applicants were encouraged to address the intersectionality within these groups (such as American Indians with disabilities or Latinx who are LGBTQ).

Track 1. Vaccination events 
CCC will work with state and local emergency preparedness staff, clinics, federally qualified health centers (FQHCs), epidemiologists, and local and tribal public health to promote understanding of the importance of COVID-19 vaccinations and hosting of multiple COVID-19 vaccination events by incorporating community engagement strategies.
 
Track 2. Comprehensive health recovery
The needs of communities to recover from the COVID-19 pandemic extend beyond immediate physical health concerns to include social determinants of health (SDOH are the conditions in the environments where people are born, live, learn, work, play, worship, and age that affect a wide range of health, functioning, and quality-of-life outcomes and risks; see Appendix A (PDF) for more detail). The State invited applicants to consider other elements that may not be explicitly listed SDOH, such as chronic health conditions, food access, incarceration, mental health, child care, transportation or long COVID (generally defined as symptoms happening four weeks or longer after initial COVID-19 infection from mild to debilitating that can impact work, school, family life, and/or ability to thrive).

CCC will help advance health equity by creating the community program resource(s) needed to address these broader needs and by advocating for resources to address systemic needs that are not adequately met by existing resources. The recovery approach of CCC will be holistic in terms of recognizing people's complex identities and engaging with the family, neighborhood, and community contexts in which they live.

Applicants were to clearly demonstrate in their literature that they serve one or more of the communities most disproportionately impacted, defined previously. CCC are encouraged to offer programming that serves intersections among these populations (such as Latinx and migrant workers with disabilities or American Indians who are LGBTQ).

Applicants were able to focus on a particular locality or region of Minnesota via virtual engagement or travel within Minnesota to support populations they are serving (e.g., at vaccination events).

The State made final selections of contractors based on a competitive review of proposals, while also ensuring that the final cohort of COVID-19 community coordinators covered as much of Minnesota as possible, aligned with the State's values, and reached the communities most disproportionately impacted, listed above. The State prioritized entities or multi-organizational collaborations led by communities most disproportionately impacted.

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Timeline

• Request for proposals release: Feb. 1, 2022.
• Information sessions:
  • Monday, Feb. 7, 2022, at 1 to 2 p.m. – Track 1: Vaccination Events.
  • Tuesday, Feb. 8, 2022, at 2 to 3 p.m. – Track 2 and Track 3: Comprehensive Health Recovery.
• Questions? See COVID-19 Community Coordinators Requests for Proposals FAQ page.
• Proposal deadline: March 21, 2022 at 11:59 p.m.
• Anticipated contract start date: July 1, 2022.
• Anticipated contract end date: June 30, 2024.

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Goal

The goal is to build upon the State's efforts to contain the COVID-19 pandemic, increase the vaccination rates, and enhance the health of all Minnesotans by focusing on equity in the communities that have experienced the greatest disparities.

OBJECTIVES: This funding opportunity will support:

1. Vaccination events planning and hosting with emphasis on community engagement; or
2. Community-based programs that address long-term, comprehensive health recovery and build flexible equitable health programs contributing to sustainable systems that will better withstand future shocks; or
3. A combination of both.

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Qualified applicants

This request for proposals was open to local not-for-profit organizations; tribal nations; faith-based organizations; human and social service organizations; health care organizations; for-profit businesses; transportation agencies; and/or trade associations. Applicants must have had state or federal recognition as a formal organization or entity, such as a federal employer identification number or 501c3 status. 

Organizations or groups that did not have state or federal recognition could apply with a fiscal agent. A fiscal agent is an organization that assumes full legal and contractual responsibility for the fiscal management and award conditions of the grant funds and has authority to sign the grant agreement. A fiscal agent is often a different organization than the operating organization, which performs the work. In a multi-organization collaboration, however, one organization must be designated as the fiscal agent.

The State welcomed partnerships and collaborative proposals. Organizations that collaborate on proposals are encouraged to compensate partners appropriately for their contributions and to assure equity in deciding how resources are distributed among partner organizations.

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Funding amounts

The request for proposals was contingent on funding availability. The State has $5 million dollars available for multiple contracts through this process. The State sought proposals between a range of $100,000 and $500,000 for the two-year period, but lower amounts with rationale were considered. Organizations and tribes could propose plans to engage one or more impacted communities and geographic areas. 

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Core values and approaches

1. Led and staffed by communities most disproportionately impacted previously defined.
2. Based locally or have staff who live in the areas they are proposing to serve.
3. Able to demonstrate a track record of community engagement and leadership rooted in health equity and racial equity in Minnesota.
4. Leverage trauma-informed, holistic approaches to well-being. Holistic well-being recognizes the whole person - physical, mental, and emotional health - and connects individuals, families, communities, and systems.

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Initiative deliverables

Applicants could choose Track 1 or Track 2 OR both tracks for their application. Proposals were to include reference to how data from the Social Vulnerability Index (SVI) and/or social determinants of health would be incorporated into the planning, as appropriate (Appendix B: Background on Equity Goals (PDF)).

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Response requirements and submission instructions

Step 1: Interested applicants were to complete the online Proposal Submission Form with the following information:

• Applicant's name and contact data.
• Equity, diversity, and inclusion.
• Demographics of staff, leadership, and board.
• How applicant shares power and decision-making with communities of color, American Indians, people with disabilities, and/or LGBTQ communities.
• Background, experience and qualifications.
• Primary communities and other demographics to engage, as well as geographic areas to serve.
• Applicant's history, experience, and qualifications relevant to proposed work, including:
  • Experience providing health-related information and resource referral.
  • Applicant's relationships with the communities prioritized in the proposal.
  • Applicant's partnerships with public and tribal health departments, health care systems, and other relevant entities.
• Chosen track(s).
• Community engagement methods and strategies.
• Estimated annual number of unduplicated community members to be engaged.
• Funding amount requested for two years.
• Confirmation of plan to implement State's vaccination and testing policy.

Step 2: After submitting the online proposal submission form, applicant should download and complete the two-year workplan and two-year budget documents found below. Applicant should then attach both documents in an email and send to health.covidoutreach@state.mn.us no later than 11:59 p.m. CST on Monday, March 21, 2022.

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Two-year workplan (Word)

• Instructions for completing the two-year workplan (Word): Include objectives and tasks that are measurable and specific. Include, at a minimum:
  • Proposed number of staff (full time, part time, subcontracted) to conduct full scope of work.
  • Projected number of outreach and education activities related to Task 1: Health education (see above) to promote the understanding of and participation in COVID-19 prevention efforts, vaccination events, partnerships, health recovery programs. Describe activities and timeline to conduct those activities: In person? Virtual? Geographic area?
  • Projected number of individuals and associated geography reached through outreach and education activities for Task 1, by activity.
  • Describe proposed communication channels related to Task 1, including the staffing and technology and number of individuals reached, and associated geography.
  • Projected number of outreach and education activities related to Task 2: System navigation (see above) to provide support at vaccination events, promote community awareness of available resources and assist community members in accessing resources to address the full range of their COVID-19-related needs. Describe planned activities and timeline for activities, including vaccination event support and assisting in navigation, including individual outreach.
  • Projected number of individuals assisted to connect with resources related to COVID-19 needs.
  • Projected number of individuals supported at vaccination events.

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Two-year budget (Excel)

• Please reference the project budget guide (PDF) when completing the two-year budget (Excel) for the proposed two-year workplan, by activity category.

Applications received after the 11:59 p.m. CST, March 21, 2022, deadline will not be considered, even if errors or delays were caused by issues outside of applicants’ control.

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Proposal review

Complete responses were reviewed based on the following factors: 

1. History, experience, and qualifications (10 points).
2. Community engagement ideas and two-year workplan (30 points).
3. Alignment with the State's need to reach communities disproportionately impacted by COVID-19 (20 points).
4. Two-year budget/cost (20 points).
5. Equity, diversity, and inclusion (20 points).

The State reviewed complete responses submitted on or before March 21, 2022, at 11:59 p.m. CST. After this deadline, if the State had concluded it lacked proposals reaching one of its priority communities, the submission process would have reopened and submissions would have been reviewed on a rolling basis until funds are used.

Please do not contact the State to inquire about status of response.

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Questions

The State is no longer taking questions. If you have any questions, please refer to the Covid Community Coordinators (CCCs) Request for Proposals FAQ.

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Informational webinar

The State offered an informational webinar for prospective responders on:

Monday, Feb. 7, 2022, Track 1: Vaccination Events

Tuesday, Feb. 8, 2022, Track 2: Comprehensive Health Recovery Initiative; and Track 3: Vaccination Events & Comprehensive Health Recovery Initiative

Informational Webinar Slides for All Tracks (PDF)

In these webinars, State staff provided an overview of goals, objectives, requirements, and processes of the request for proposals and answered questions. Please note that staff will not be able to help with the drafting of proposals or provide feedback on proposals. 

Recordings of these webinars are posted above. Questions asked during the webinar have been posted on the COVID-19 Community Coordinators (CCCs) Request for Proposals FAQ page.

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Attachments to this request for proposals

Responders should review the standard State P/T Contract template (PDF) [LINK EXIPRED] This document sets forth the State’s standard terms, insurance requirements, and procurement laws or requirements, which may apply in the event a response results in a contract with the State.

Rights reserved

This request for proposals does not obligate the State to enter any contract with any responder. Submission of a response by a responder does not obligate the State to evaluate the response. The State is not obligated to engage in follow-up conversations with a responder.

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RFP terms and conditions

The State desires open and fair competition. Questions from responders regarding any of the requirements of the solicitation must be submitted before the due date and time, in writing, to the solicitation administrator listed in the solicitation. If changes are made, the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota attorney general for investigation and appropriate action.

Changes to the solicitation will be made by addendum with notification and posted in the same manner as the original solicitation. Any addenda issued will become part of the solicitation.

All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

A responder may withdraw its response prior to the due date and time of the solicitation. For solicitations in the SWIFT supplier portal, a responder may withdraw its response from the SWIFT supplier portal. For solicitations done any other way, a responder may withdraw its response by notifying the solicitation administrator in writing of the desire to withdraw.

After the due date and time of this solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response; the showing and request for withdrawal must be made in writing to the solicitation administrator within a reasonable time and prior to the State's detrimental reliance on the response.

The State reserves the right to:

Upon request, responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the responders expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the responder.

All materials submitted in response to this solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minnesota statutes, section 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Responders must not submit  as part of their response any trade secret material, as defined by Minnesota statutes, section 13.37. In the event trade secret data are submitted, responder must defend any action seeking release of data it believes to be trade secret and indemnify and hold harmless the State, its agents, and employees from any judgments awarded against the State in favor of the party requesting the data and any and all costs connected with that defense.

The State does not consider cost or prices to be trade secret material, as defined by Minnesota statutes, section 13.37. A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Unless otherwise approved in writing by the State, responder's cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State or they are changed by further negotiations with the State prior to contract execution.

Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single responder or to multiple responders, whichever is in the best interest of the State, providing each responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a certificate of insurance.  

Selected organizations that enter into a contract with the State will be subject to MMB Policy #1446. This policy was adopted for the purpose of responding to the safety threat the COVID-19 virus poses when unvaccinated staff members interact in-person in the workplace with Minnesotans receiving State services. 

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Appendices

Applicants are strongly encourage to review all appendices, which may inform you in preparing your submission.

Appendix A: Social Determinants of Health (PDF)

Appendix B: Background on Equity Goals and Social Vulnerability Index (PDF)

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Back to COVID-19 Contracts for Diverse Media Messaging and Community Outreach page

1. Competition in responding
2. Addenda to the solicitation
3. Data security - foreign outsourcing of work is prohibited
4. Joint ventures
5. Withdrawing response
6. Rights reserved
   • Reject any and all responses received.
   • Waive or modify any informalities, irregularities, or inconsistencies in the responses received.
   • Negotiate with the highest scoring responder[s].
   • Terminate negotiations and select the next response providing the best value for the State.
   • Consider documented past performance resulting from a State contract may be considered in the evaluation process.
   • Short list the highest scoring responders.
   • Require responders to conduct presentations, demonstrations, or submit samples.
   • Interview key personnel or references.
   • Request a best and final offer from one or more responders.
   • The State reserves the right to request additional information.
   • The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations.
   • The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.
7. Samples and demonstrations
8. Responses are nonpublic during evaluation process
9. Trade secret information
10. Conditions of offer
11. Award
12. Requirements prior to contract execution
13. MMB Policy #1446: COVID-19 Proof of Vaccination and Testing to Vendors and Contractors