Notice of Funds Available (RFP)

Georgia Council on Developmental Disabilities
This notice is not publicly posted.
The application deadline for this notice has expired.

22PR1:  Manage GCDD's Communications Platforms

Specifications

Posted Applications Due Start Date End Date Amount MatchPoverty Match Council Staff
Nov 15, 2021 Feb 01, 2022 Jan 31, 2023 $140,000.00 $35,000.00$0.00 TIANNA FAULKNER

Purpose

The purpose of this Notice of Funds Available (NoFA) is to engage the broader statewide disability community through frequent print and digital communications with people across the state by producing MAD magazine, GCDD Annual Report, email communications and managing content and maintenance for the GCDD.org website and MAD microsite.

Schedule of Events

This Request for Proposals will be governed by the following schedule:
• NoFA Posted in DD Suite- October 15

• Wednesday, November 3, 2021 at 11:00 AM - 12:30 PM via Zoom
https://us02web.zoom.us/j/87807874832?pwd=Q3lVcXJ6K1FEZFVUS2drL3VGNnMzUT09
Meeting ID: 878 0787 4832, Passcode: 611589

• Deadline for written Questions – November 9
• Applications Due – November 15
• Staff Application Review - November 15- December 3
• Grants Selection Committee Review - December 6 – 31
• Board Approval – January 15
• Award Recipients Announced – January 17
• Contract Negotiations and Signed Contracts – January 17 – February 15
• Start Date/Work Begins – February 1, 2022

Restrictions on Communication

All questions about this NoFA must be submitted in the following format:
Organization/Individual Name
1. Question
Citation of relevant section of the NoFA
2. Question
Citation of relevant section of the NoFA
Questions must be directed in writing to the Operations & Contracts Director (OCD) Lisa Eaves at: lisa.eaves@gcdd.ga.gov
Questions must include the company name and the referenced NoFA section.
From the issue date of this NoFA until a contractor is selected and the selection is announced, Applicants are not allowed to communicate for any reason with any State staff except through the OCD, or during the Applicants' conference, or as provided by existing work agreement(s). The State reserves the right to reject the proposal of any Applicant violating this provision. All questions concerning this NoFA must be submitted in writing by email to lisa.eaves@gcdd.ga.gov. Only written questions will be accepted. No response other than written will be binding upon the State.

The DD Council

The Georgia Council on Developmental Disabilities (GCDD) is one of 56 entities of its type in the United States and territories that report to the U.S. Department of Health and Human Services and the Administration for Community Living. It is authorized under Public Law 106-402, the Developmental Disabilities Assistance and Bill of Rights Act Amendments of 2000.
The Georgia Council on Developmental Disabilities (GCDD) makes funds available to fulfill its mission in accordance with the American with Disabilities Act (ADA) and its Five-Year Strategic Plan (pdf file). Through its funding, GCDD works to increase the capacities and resources of public and private nonprofit entities and others to develop a comprehensive community system that responds to the choices, capabilities and needs of persons with developmental disabilities and their families. The purpose of GCDD grants is to expand best practices and contribute to system-wide changes that support the rights of people with developmental disabilities and their full inclusion as community members. Recipients of GCDD grants are expected to be ongoing partners bringing about change.
Our activities are governed by a 27-member board, appointed by the Governor and comprised of at least 60 percent individuals with developmental disabilities and family members. Other members include policymakers that represent various agencies and organizations having a vested interested in persons with developmental disabilities.

GCDD serves as an advocate for all persons with developmental disabilities. We are charged with creating systems change for people with developmental disabilities and their families by increasing opportunities for independence, inclusion, integration, productivity and self-determination. Activities include public policy research and analysis, reform, project demonstrations, education and training.
The GCDD is a state agency, attached to the Department of Behavioral Health and Developmental Disabilities (DBHDD) for administrative purposes.

Scope of Work- Request For Proposals

The Georgia Council on Developmental Disabilities (GCDD) is the state's leader in advancing public policy on behalf of persons with developmental disabilities. Our mission is to bring about social and policy changes that promote opportunities for persons with developmental disabilities and their families to live, learn, work, play, and worship in Georgia communities.
As the nation continues to debate how best to serve the needs of a diverse population, the GCDD would like to equip Georgians with disabilities to advocate for themselves, their families and their communities with public information that powerfully reflects their rights and needs.
To engage the broader statewide disability community through frequent communications with people across the state in 2021-22 through the following required activities:

- Produce four quarterly digital newsletters offering more timely information for distribution between quarterly magazines via email, social media, media relations and posted to the website.
- Produce four, 24 page digital feature article magazines for distribution via email, social media, media relations and posted to the website.
- Expand the database in the new Constant Contact account by exporting signups from Capitol Impact monthly
- Attend quarterly Council meetings to seek stories across the state and provide more timely and relevant news to the statewide community
- Create a digital annual report using strong infographics, video and bold copy and headlines to garner attention and understanding
- Promote the stories of persons with developmental disabilities gathered by the new magazine, e-news, emails and website.
- Create a digital annual report by 4/15/22 using strong infographics, video and bold copy and headlines to garner attention and understanding. Report will cover fiscal info/program accomplishments between 10/1/19-9/30/21. Distribute in the magazine, e-news, emails and website.
- Assist GCDD with PR, including formulation of press releases
- Develop and distribute email marketing for GCDD announcements
- Promote regional stories across Georgia in and around the State in the magazine and e-news
- Promote the impact of GCDD initiatives and partnerships in the GCDD Impact section of the magazine and in e-news
- Develop and distribute email marketing for GCDD announcements (e.g. Making A Difference Spanish and audio version, Advocacy Days, Take Your Legislator to Work Day, Council announcements, partner news (Real Communities, NoFA partners, etc.) (4 this contract)
- Implement new strategies to feature more Georgia events on the Council’s calendar
- Use PR Software to distribute targeted press releases within the state
- Coordinate with staff to integrate public policy outbound communications into the Council’s communications calendar and support Public Policy staff in distributing its information
- Schedule editorial meetings this contract to focus on potential stories, sources to be interviewed, discussions on the distribution of alerts, announcements, calendar reminders for the magazine, newsletter, social media, PR and special events within that quarter.
- Initiate a plan to engage IPSE students with developmental disabilities to work as media interns
- Allocate photographers throughout the year for all publications and events across the state
- Outputs include creation of Make a Difference Magazine and GCDD E-Newsletter, Annual Report, and press materials

Provide technical maintenance, content maintenance and web enhancements to gcdd.org and the Making a Difference magazine microsite to provide the most timely and engaging information to our web audiences. This will engage the broader statewide disability community via the website and microsite through the following activities:

Website Maintenance
1. Technical Maintenance
- Check, verify and optimize sites functionality
- Repair malfunctions, errors, broken links and address navigation issues as needed
- Perform technical upkeep in response to web audit items
- Respond to technical support calls
- Maintain or exceed accessibility standards and current Internet trends to ensure GCDD has an accessible, user friendly, state of the art websites
- Recommend or make upgrades to the websites as standards and practices change and new information becomes available
- Implement strategies approved in response to the quarterly report if budget allows
2. Content Maintenance
- Incorporate multimedia content such as videos, podcasts and photography as required
- Incorporate latest issue of MAD to the microsite for issue quarterly launch
- Identify and post relevant MAD and GCDD e-news content and articles to the website quarterly
- Post MAD photography to GCDD website as necessary
- Post Public Policy for the People to the GCDD website as necessary
- Post blogs and miscellaneous content requests to both websites as necessary
3. Web Enhancements
- Continue to refresh the websites with new content as required
– Continue to provide security and backup procedures to improve performance, protect the site from hackers and keep the site from going down due to outside attacks

Expected Outcomes:
• There will be a measurable increase in awareness of GCDD brand, initiatives, goals as an organization
• To grow reach. There should be increased readership and engagement with target audience
• There will be an increase in advocacy and action taken as a result of magazine, websites, email communications and e-news. People will be better informed and moved to act. Policies and services for people with intellectual developmental disabilities will be positively impacted.
• Impact should be in alignment with 2022-2026 GCDD Strategic Plan, to bring people with/without intellectual/developmental disabilities together to address housing, employment, transportation, and healthcare so that people with intellectual developmental disabilities will have increased access to and benefit from equitable quality supports and services to increase self-determination and to meet needs and preferences
Submission should include the following:
• Executive summary detailing intended project methodology and goals
• Proposed services and deliverables
• Vendor company background information
• Proposed timeline of project
• Proposed Line-Item Budget
• References from 2 previous customers/associates
• Answers to the following questions:
1. What makes you uniquely qualified to do this work?
2. What challenges do you anticipate in this work and how will you overcome them?
3. What other constraints do you have on your time?
Experience Requirements
Must have five years of experience working on a magazine and newsletter.
Experience must also include writing, editing, reporting, graphic design, and media relations.
Contractor will be asked to work alongside social media contractors and other programmatic contractors to push media as well.
Must have experience working in action-oriented advocacy with a social justice orientation and have experience in community-organizing and education of the public on issues critical to marginalized people.


Application Submission & Evaluation

Must submit work products of at least two kinds: one print, one digital

The Applicant must submit a complete application in DD Suite which includes a Project Outline, a Project Work Plan and a Project Budget.

Applications must be submitted online via https://www.ddsuite.org, prior to the published deadline. No hard copies will be accepted. Applicants must have or create a DD Suite user account and an organization account in order to submit an application. Go to https://www.ddsuite.org and click on "HELP TAB" for detailed instructions on creating DD Suite user and organization accounts. (See complete application process and Guide to DD Suite attached)

Additional Submission Requirements:
1) Upload of copy of the Federal W-9 (attached to this NoFA)
2) Two written professional references who can speak to your qualifications and experience. (Upload references to your DD Suite application.)
3)Upload at least two sample work products (1 print one digital)


Each proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials (unless materials have been requested) beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the proposal, the Applicant should reference these materials in the technical proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed.
Any proposal received after the due date and time will not be evaluated.

Evaluation Process

The evaluation of proposals received on or before the due date and time will be conducted in the following phases. Any proposal received after the due date and time will not be evaluated.

Administrative Review

The Operations & Contracts Director will screen each proposal. The screening will consist of:
(1) determining if the Applicant is eligible to receive Council funds including determining if the Applicant meets eligibility requirements and is registered to do business in Georgia;
(2) the budget is within the funding limits and includes the required match;
(3) the application is complete and all sections in DD Suite have responses; and,
(4) the required forms are attached.

DD Suite will issue an automatic reply acknowledging receipt of your proposal immediately after successful submission.

There will be no debriefing for applicants who are not selected. All applicants who respond to this NOFA will be notified of the outcome of their application (awarded, application modifications requested, or denied) by email through DD Suite.

Proposal Evaluation

The GCDD Chairperson will appoint a selection committee and may consider individuals other than Council member or advisory members. No one may evaluate proposals in which there is, or there is an appearance of, a conflict of interest. They will recuse themselves from all parts of the grant evaluation and award process.

The Selection Committee may meet twice within 30 days of proposal due date. Before the first meeting, staff will send proposals and the Solicitation Evaluation Form. The first meeting may be either in person or virtual and members will review, rank, and narrow down proposals to the top 2 or 3 for consideration as finalist. Staff will collect and file all completed Solicitation Evaluation Forms.

Using the Solicitation Evaluation Form, members will identify the most critical factors contributing to the value or success of the proposed solutions to the issues identified. Among the criteria used are the following:

1. Does the outline clearly state goals and major activities?
2. Is applicant qualified or experienced to complete the goals and activities?
3. Does the application satisfactorily describe the impact of activities of the project will have on people with developmental disabilities?
4. Is each required goal and outcome addressed? Are the goals and outcomes satisfactory?
5. Does the application adequately describe who will be responsible for each activity and a timeframe for completion?
6. Is the proposed budget consistent with the goals and activities identified in the project?
7. Does the budget justification for each item include how amounts were determined?
8. Does the evaluation plan satisfactorily describe both process and outcomes evaluation approaches?

The criteria are scored by each member of the selection team and a proposal is eligible to receive a maximum of 1000 points. Each criteria is rated either Exceptional (receives full points), Acceptable (receives half points), Not Acceptable (Receives no points). For example, if the criterion Organizational Ability has a maximum points value of 75. An Exceptional Rating gets 75 points, Acceptable gets 37.5 and Not Acceptable gets 0. If there is more than one proposal, only those that have a score of at least 700 (70% ) will have their applications forwarded to the Council’s Grants Selection Committee.

Oral Presentations

GCDD reserves the right to conduct site visits or to invite Applicants to present their proposals between December 6 – 31, 2021 at 2 Peachtree Street, 26th Floor, Suite 246, Atlanta GA 30303 or by video conference (Zoom) virtually during this time.

Financial (Cost) Proposal Evaluation
The Successful Applicant submit a proposed budget for this initiative. The Financial Proposal will provide a 25% match (in-kind or funds) to augment the federal grant. The 25% match may be in the form of matching dollars, and/or in-kind costs, on an annual basis. Match funds must be documented by submitting a Report of Certified or In-Kind costs at each reporting period. The match rate for poverty areas in 10%.
What kind of things can be considered in-kind match?
Your in-kind match may include expenses that are:
• allowable under federal guidelines and GCDD policies;
• necessary for your project;
• not paid by federal funds (ours or those of another agency); and
• not already being used as match for another federal grant.
Some examples include office space, utilities, volunteer time (including members of your Project Advisory Committee), printing costs, consultants (if not paid through the grant), or staff not paid for through the grant.
Applicant should provide a detailed annual plan explaining how it will generate the required match and how much, i.e., the percentage that will be provided. The plan must show in detail what will be done, how it will be done, and what specific commitment the Applicant is willing to make as a match.

NOFA Policies

Rejection of Proposals/Cancellation of NoFA

The State reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items; when to do so would be to the advantage of the State. It is also within the right of the State to reject proposals that do not contain all the elements and information requested in this document. The State reserves the right to cancel this NoFA at any time. The State will not be liable for any cost/losses incurred by the Applicants throughout this process.

NoFA Amendments

The State reserves the right to amend this NoFA prior to the proposal due date. All amendments and additional information will be posted to http://ddsuite.org Applicants are encouraged to check this website frequently.

Proposal Withdrawal

A submitted proposal may be withdrawn prior to the due date by a written request to the Operations and Contracts Director. A request to withdraw a proposal must be signed by an authorized individual.

Cost for Preparing Proposals

The cost for developing the proposal is the sole responsibility of the Applicant. The State will not provide reimbursement for such costs.



Conflict of Interest

If an Applicant has any existing client relationship that involves the State of Georgia, the Applicant must disclose each relationship.


Reciprocal Preference Law OCGA 50-5-60(b)

For the purposes of evaluation only, Applicants resident in the State of Georgia will be granted the same preference over Applicants resident in another State in the same manner, on the same basis, and to the same extent that preference is granted in awarding bids for the same goods or services by such other State Applicants resident therein over Applicants resident in the State of Georgia. NOTE: For the purposes of this law, the definition of a resident Applicant is one who maintains a place of business with at least one employee inside the State of Georgia. A post office box address will not satisfy this requirement.

ADA Guidelines

The State of Georgia adheres to the guidelines set forth in the Americans with Disabilities Act. Applicants should contact the Operations and Contracts Director at least 48 hours in advance if they require special arrangements when attending the Applicant's Conference. The Georgia Relay Center at 1-800-255-0056 (TDD Only) or 1-800-255-0135 (Voice) will relay messages, in strict confidence, for the speech and hearing impaired.