Overview

Issuance Date: November 18, 2024
Submission Deadline: December 18, 2024
Point of Contact: ELQNprocurement@childrenatrisk.org 

CHILDREN AT RISK has issued Addendum #1 to the Early Learning Kits and Materials RFQ. It is accessible via this link. Make sure to follow directions included in the RFP as it relates to acknowledgement of any RFP Addenda.

Introduction

CHILDREN AT RISK (C@R) invites qualified offerors to submit quotes to develop and implement an initiative aimed at enhancing early care and education families with young children and providers of informal child care with developmentally appropriate learning materials. This program is funded by the American Rescue Plan Act (ARPA), and all work must be completed by August 2026.

DOWNLOAD ALL DOCUMENTATION & INFORMATION RELATED TO THIS RFP.

Information contained on this page is a summary of the details included in the full RFP documents. All interested parties are encouraged to download the PDF using the link above to access all details related to this RFP.

Scope of Services

Target Population

• Households at 85% of State Median Income with young children within the designated Harris County zip codes (See Attachment #1).
• Providers of the informal child care such as family, friend, and neighbor care and relative care within designated Harris County zip codes.

Key Tasks | General Information

• Offeror shall perform the Scope of Services to the extent necessary (a) for the proper execution and completion of the Services under the Contract; (b) to supervise and direct the Services in a safe manner and perform all Services in accordance with the Contract, Applicable Law, Applicable Permits and Industry Standards; and (c) in conformance with the Contract Documents and the Requirements and such that the Services are in compliance with the Contract, Industry Standards, Applicable Codes, Applicable Laws and Applicable Permits.  
• Offeror is responsible for identifying, coordinating, and conforming scope, requirements, and recommendations of assigned project(s) to meet legal and regulatory parameters/constraints, codes and applicable requirements set forth by agencies, including, but not limited to the State of Texas and any other local codes or agencies as they may apply.   
• Offeror shall demonstrate the ability to provide all the services defined in this RFQ. Successful offeror awarded a Contract shall be responsible for identifying, preparing, and obtaining all documentation, coordination, plans, reports, forms, and any other necessary documentation pertaining to any assigned work required by Local, State, and Federal Agencies, Departments, Boards, and Commissions. Offeror awarded a Contract shall be responsible for supplying necessary reports, studies, and/or documentation (if applicable) to the agencies as required and provide responses to their comments, as necessary. 
• Offeror will provide all personnel, materials, equipment, facilities, travel, and administrative oversight necessary to successfully execute the program. 
• While it is not required for the offeror to be headquartered or have offices in the Houston region, the offeror must have the capability to provide on-site services as needed to fulfill the requirements outlined in the scope of work.
• The offeror will provide appropriate staffing and oversight to ensure success of the initiative.
  • Establish a leadership team and staffing structure.  
  • Ensure staffing, policies, and procedures to oversee the program, monitor compliance with federal ARPA funding. 
• In partnership with C@R and Harris County, the offeror will establish key performance indicators for the work. 
• The offeror will track, store, and share required data and documentation including participant demographics and project records.
• The offeror will consult with C@R, Harris County and partner organizations to design and implement outreach efforts, ensuring equitable participation and language accessibility, with particular attention given to English, Spanish, and Vietnamese.
• The offeror will provide local information sessions to explain these opportunities to potential participants. 
• The offeror will create a tracking system for distribution of materials, including documentation of all expenses and technical assistance. 

Outreach and Enrollment

• The offeror will design and execute an application and enrollment process for eligible households and informal care providers.
  • The offeror will ensure beneficiaries provide sufficient evidence of need and eligibility.
  • The application should minimize risk for duplication of benefit.
  • The application should allow for eligible participants to specify age ranges and preferred language for materials kits.
  • The offeror will qualify applicants on a first-come-first-served basis.
  • The offeror will devise plans and approaches to outreach in partnership with C@R, Harris County, and other stakeholders.

 

Materials Kits Criteria

• The offeror will ensure that beneficiaries receive high-quality learning materials kits, appropriate for age ranges of 0-8, aligned to Texas early learning developmental guidelines. 
• Materials kits may include toys, manipulatives, books, puzzles, and other resources to engage young learners. 
• Materials kits should include activity guides for parents and caregivers to engage in playful learning activities with young children, as well as the materials to do so. 
• As appropriate, materials should reflect ethnic, racial and other dimensions of diversity.
• The offeror will ensure materials are high-quality, safe, and non-toxic.
• Materials kits should be valued at approximately $300.

Overview

Issuance Date: November 18, 2024
Submission Deadline: December 13, 2024
Point of Contact: ELQNprocurement@childrenatrisk.org 

DOWNLOAD ALL DOCUMENTATION & INFORMATION RELATED TO THIS RFP.

Information contained on this page is a summary of the details included in the full RFP documents. All interested parties are encouraged to download the PDF using the link above to access all details related to this RFP.

Scope of Services

Target Population

• Regulated providers (including center-based, home-based, and relative care) serving subsidized children (Child Care Services)
• Providers of informal child care such as family, friend, and neighbor care and relative care.

Key Tasks | General Information

• Offeror shall perform the Scope of Services to the extent necessary (a) for the proper execution and completion of the Services under the Contract; (b) to supervise and direct the Services in a safe manner and perform all Services in accordance with the Contract, Applicable Law, Applicable Permits and Industry Standards; and (c) in conformance with the Contract Documents and the Requirements and such that the Services are in compliance with the Contract, Industry Standards, Applicable Codes, Applicable Laws and Applicable Permits.  
• Offeror is responsible for identifying, coordinating, and conforming scope, requirements, and recommendations of assigned project(s) to meet legal and regulatory parameters/constraints, codes and applicable requirements set forth by agencies, including, but not limited to the State of Texas and any other local codes or agencies as they may apply.   
• Offeror shall demonstrate the ability to provide all the services defined in this RFQ. Successful offeror awarded a Contract shall be responsible for identifying, preparing, and obtaining all documentation, coordination, plans, reports, forms, and any other necessary documentation pertaining to any assigned work required by Local, State, and Federal Agencies, Departments, Boards, and Commissions. Offeror awarded a Contract shall be responsible for supplying necessary reports, studies, and/or documentation (if applicable) to the agencies as required and provide responses to their comments, as necessary. 
• Offeror will provide all personnel, materials, equipment, facilities, travel, and administrative oversight necessary to successfully execute the program. 
• While it is not required for the offeror to be headquartered or have offices in the Houston region, the offeror must have the capability to provide on-site services as needed to fulfill the requirements outlined in the scope of work.
• The offeror will provide appropriate staffing and oversight to ensure success of the initiative.
• In partnership with C@R and Harris County, the offeror will establish key performance indicators for the work. 
• The offeror will track, store, and share required data and documentation including participant demographics and project records.
• The offeror will consult with C@R, Harris County and partner organizations to design and implement outreach efforts, ensuring equitable participation and language accessibility, with particular attention given to English, Spanish, and Vietnamese.
• The offeror will provide local information sessions to explain these opportunities to potential participants. 
• The offeror will create a tracking system for distribution of materials, including documentation of all expenses and technical assistance. 

 

Program Administration

The offeror will partner with C@R and Harris County to create a public-facing program guidelines document, indicating the rules and procedures, for eligible providers to participate in the initiative.

• The guidelines will include rules for maximum expenditures per child care operation, based on demand on and size of operation; however; no participant shall receive more than $20,000 in resources.
• The offeror will design and execute an application and enrollment process for eligible participating child care operations
• The offeror will solicit and receive applications for participation from eligible child care providers.
• Application will include a needs assessment to specify the age groups and curriculum type desired. Applicants will detail their known curriculum needs. For example, the provider should be able to indicate whether a comprehensive curriculum for pre-k classrooms is needed or a STEM curriculum for 7-year old classrooms is needed or curriculum for home-based providers is needed.
• The application should seek to minimize risk for duplication of benefit.
• The offeror will provide application materials in English, Spanish, and, if possible, Vietnamese; the offeror will make all reasonable efforts to accommodate other language differences.
• In response to the application, the offeror will provide limited consultation to providers to aid in selecting among curriculum options.
• The offeror will develop and deploy a process to receive participant applications, provide limited consultation, process participant curriculum and materials orders, and deliver orders to participants.

Provide Curriculum and Materials

• The offeror will provide eligible participants with curriculum and materials options that support early learning in Center and home settings.
• These options should, at minimum, should address the following specifications:
  • Appropriate for infant and toddler classrooms
  • Appropriate for pre-k classrooms
  • Appropriate for classrooms of children ages 5-8.
  • Where appropriate, aligned to the Texas Prekindergarten Early Learning Guidelines and the Texas Infant, Toddler, and Three-Year-Old Early Learning Guidelines. 
  • Support growth and development in early learning domains (Social-Emotional, Cognitive, Language, and Physical Development).
  • Available in English and Spanish, and if possible, Vietnamese.
  • Supplemental curricula for additional subjects, areas, and approaches such as STEAM, positive behavior approaches are welcomed. 
  • Materials must be high-quality, safe, and non-toxic.
  • Curated curriculum and accompanying resources and materials options should also include 
  • specific options addressing particular learning or instruction areas, such as STEM.
  • These curriculum options may be included in the application materials for providers to select from.
  • The offeror will provide limited technical assistance to eligible participants. 

Submission Requirements

The quote shall address the areas listed below in the order given. The responses provided will be the basis for evaluation of the offeror.

Firm Experience & Qualifications

• Knowledge and competency in early childhood curriculum and the effective implementation of curriculum in classroom environments. 
• Experience with determining developmentally-, linguistically-, and culturally-appropriate curriculum and resource options for early learning and care settings.
• Experience managing subcontractors.
• Experience providing technical support to child care businesses.
• Experience managing or participating in large, federally funded projects.
• Staff leadership to support the successful project implementation.
• Experience managing large, federally funded projects. 
• Include total annual billings for each of the past five (5) fiscal years.
• Include audited or reviewed financial statements for the last two (2) fiscal years.
• Staff leadership to support the successful project implementation. 
• Program Administration and Implementation

Timeline, Milestones, and Approach

• Provide a clear project plan with all key tasks and milestones to carry out the initiative
• Describe any subcontracts to be utilized in carrying out the initiative. 
• Describe the approach to outreach and enrollment of eligible participants
• Describe the approach to distribution of materials
• Describe the approach to consultation and technical assistance for eligible participants.

Curriculum and Materials Options

• Describe any known details about the curriculum and materials to be provided to child care operations and households.
• Provide a description of and details on curriculum and materials by age group and by setting, as appropriate
• Provide a description of any supplemental curriculum and materials, as appropriate.
• Provide a description of language accessibility and language options offered to eligible participants 
• Provide any available assurances and documentation that materials are high-quality, safe, and non-toxic. 
• Provide any available assurance and documentation that curricula are aligned to the Texas Prekindergarten Early Learning Guidelines and the Texas Infant, Toddler, and Three-Year-Old Early Learning Guidelines. 
• Describe the evidence-base or provide any known information about the quality and effectiveness about the curriculum and materials to be provided.

Budget

• Describe the evidence-base or provide any known information about the quality and effectiveness about the curriculum -As part of submission requirements, the offeror will produce a budget including personnel and administrative costs necessary to complete the work.
• Offerors are permitted to shift funds among categories or propose new budget categories to accommodate the offerors’ quote. When proposing to shift funds, the offeror should be mindful that Harris County is aiming to reach X child care centers and X families through this initiative.

CHILDREN AT RISK (C@R) seeks an Offeror to develop and implement a training and coaching initiative aimed at enhancing the skills and knowledge of child care providers and community members. The initiative will focus on child development, responsive caregiving, inclusivity, cultural competency, and parent engagement. It targets both regulated child care businesses and community members in designated zip codes within Harris County. This program is funded by the American Rescue Plan Act (ARPA), and all work must be completed by August 2026.

Overview

Issuance Date: November 18, 2024
Submission Deadline: December 18, 2024
Point of Contact: ELQNprocurement@childrenatrisk.org 

DOWNLOAD ALL DOCUMENTATION & INFORMATION RELATED TO THIS RFP.

Information contained on this page is a summary of the details included in the full RFP documents. All interested parties are encouraged to download the PDF using the link above to access all details related to this RFP.

Request for Proposals/Quotes Timeline

All times are in Central Standard Time (CST)

Release of RFP & Outreach	November 18, 2024
Pre-proposal Conference (Virtual)	December 3, 2024 at 1pm.Register to receive credentials to attend the Proposal Conference by sending email to ELQNprocurement@childrenatrisk.org by 4pm on December 2, 2024. View the recording here.
Questions Submission Deadline	Submit questions to ELQNprocurement@childrenatrisk.org by 4pm on December 6, 2024.
Application Submission Deadline	All proposal documents must be submitted by 4pm on December 18, 2024 to ELQNprocurement@childrenatrisk.org.
Expected Award Notification	January 22, 2025

This timetable may be modified based on the number of proposals received and extent of evaluation, presentation, requests for best and final offers and negotiation timeframes. 

DOWNLOAD ALL DOCUMENTATION & INFORMATION RELATED TO THIS RFP.

Proposal Deadline

• Proposals must be electronically submitted to the C@R via email to ELQNprocurement@childrenatrisk.org on or before 4pm on December 18, 2024. Please make sure to include in the subject line: ELQN-Training & Professional Development Services.

Pre-Proposal Conference 

• Attendance at the Pre-Proposal Conference is not mandatory; however, Offerors are strongly encouraged to attend to discuss the requirements of the RFP and identify any common questions. Persons with disabilities requiring special/reasonable accommodations should contact ELQNprocurement@childrenatrisk.org at least two (2) days prior to the Pre-Proposal Conference.  
• The Pre-proposal Conference will be held at 1pm on December 3, 2024 via Microsoft Teams. Should you wish to attend, you must RSVP to ELQNprocurement@childrenatrisk.org by 4pm on December 2, 2024. Upon successful registration, you will be provided with the virtual conference details in order to access the meeting. 
• Regardless of whether or not Offerors attend the Pre-Proposal Conference, Offerors are responsible for fully acquainting themselves with the instructions, mandatory requirements, and standard terms and conditions set out in this RFP. It is the responsibility of each Offeror to fully understand the difficulties and restrictions which may impact the cost or effort required to provide the Services. 

Questions

• It is the responsibility of each Offeror to examine the entire RFP package, seek clarification in writing, and review Proposal for accuracy before submitting.  
• During the period between issuance of this RFP and the Proposals due date, no oral interpretation of the RFP’s requirements will be provided to any prospective Offeror. Requests for interpretation (and other questions) must be made in writing via email to ELQNprocurement@childrenatrisk.org by 4pm on December 6, 2024. 

Addenda

• Prior to the Proposal deadline, C@R may wish to amend, add to, or delete from the contents of this RFP. C@R may also issue clarifications resulting from questions submitted. In such situations, C@R shall issue an Addendum to the RFP setting forth the nature of the modification. Once an Addendum is issued, it will be uploaded to the C@R Funding Opportunities webpage (childrenatrisk.org/elqn/rfp), and all Offerors who have downloaded the RFP will be notified via email that an Addendum is ready to be accessed.  

Scope of Services | General Information

• Offeror shall perform the Scope of Services to the extent necessary (a) for the proper execution and completion of the Services under the Contract; (b) to supervise and direct the Services in a safe manner and perform all Services in accordance with the Contract, Applicable Law, Applicable Permits and Industry Standards; and (c) in conformance with the Contract Documents and the Requirements and such that the Services are in compliance with the Contract, Industry Standards, Applicable Codes, Applicable Laws and Applicable Permits.  
• Offeror is responsible for identifying, coordinating, and conforming scope, requirements, and recommendations of assigned project(s) to meet legal and regulatory parameters/constraints, codes and applicable requirements set forth by agencies, including, but not limited to the State of Texas and any other local codes or agencies as they may apply.   
• Offeror shall demonstrate the ability to provide all the services defined in this RFP. Successful Offeror awarded a Contract shall be responsible for identifying, preparing, and obtaining all documentation, coordination, plans, reports, forms, and any other necessary documentation pertaining to any assigned work required by Local, State, and Federal Agencies, Departments, Boards, and Commissions. Offeror awarded a Contract shall be responsible for supplying necessary reports, studies, and/or documentation (if applicable) to the agencies as required and provide responses to their comments, as necessary. 
• Offeror will provide all personnel, materials, equipment, facilities, travel, and administrative oversight necessary to successfully execute the program. 
• While it is not required for the offeror to be headquartered or have offices in the Houston region, the offeror must have the capability to provide on-site services as needed to fulfill the requirements outlined in the scope of work.

Service Line 1: Community-Based Training

Target Population:

• Community members (parents/guardians of children ages 0-8 and informal caregivers) residing or working in designated Harris County zip codes, at or below 85% of the State Median Income (SMI).

• Informal caregivers are defined as those who provide care for children ages 0-8 for a minimum of 10 hours a week. 

Key Tasks:

• The Offeror will design and execute an application and enrollment process that verifies residency and household income. 
• The application should minimize the risk for duplication of benefit.
• The application should include a self-attestation section for informal caregivers.
• The Offeror will design and execute a series of 4 training modules.
• Training modules will cover the following subjects: 
• Child development (physical, cognitive, social-emotional, and language domains).
• Responsive caregiving/high-quality adult-child interactions.
• Training modules will last approximately 1 hour in length, totaling 4 hours.
• Training modules are to be in-person and conducted on weekends or after 5:00 PM on weekdays.
• The Offeror will create a makeup session protocol.
• The Offeror is responsible for ensuring participants will be paid a stipend of $50/hr (totaling $200) for attendance and participation, which will be received upon completion of all modules.
• The Offeror will curate/procure and distribute high-quality early learning materials such as early learning guidelines, children’s books, and other materials to accompany the training modules.
• Distributed materials should value approximately $200 per participant.
• The Offeror will design and execute a system to track attendance and distribution of materials and stipends.
• The Offeror will design and implement a pre/post measurement of learning for participants.

Service Line 2: Provider Training and Coaching

Target Population: 

• Child care workers at child care centers and child care homes participating in the Child Care Services (CCS) program in designated zip codes.

Key Tasks:

• The Offeror will design and execute an application and enrollment process that verifies business location.
• The application should minimize the risk for duplication of benefit.
• The Offeror will solicit and receive applications for participation from regulated child care businesses (centers and homes).
• The application will require specification of the staff designated to participate in the training and coaching. 
• The Offeror will design prioritization criteria for participation.
• The Offeror will develop and deliver training modules for child care workers.
• Training modules may be in-person, online, or hybrid.
• The Offeror will create a makeup session protocol. 
• The subject and duration of each module is detailed below:
• Inclusive practices (8 hours)
• Cultural competency (2 hours)
• Parent engagement (2 hours)
• The Offeror is responsible for ensuring participating child care workers will receive $50/hr in stipends for a total of $600 per participant, which will be received upon completion of all modules.
• The Offeror is responsible for ensuring participating child care workers will receive take-home materials such as workbooks and learning materials valued at approximately $50. 
• The Offeror will develop and execute an on-site coaching model for participating centers and the child care worker.
• The Offeror will provide 4-5 on-site coaching sessions per child care worker with a 1:50 mentor-to-worker ratio.
• The Offeror will curate and distribute to each participating center $400 in classroom materials related to the training modules.
• The Offeror will design and execute a system to track attendance, coaching sessions, and distribution of materials and stipends that minimizes risk for fraud.
• The Offeror will design and implement a pre/post measurement of learning for participants and coaching participation.

Additional Program Requirements

For both service lines, the Offeror will:

The Offeror will provide appropriate staffing and oversight to ensure success of the initiative.

• Establish a leadership team and staffing structure.  
• Ensure staffing, policies, and procedures to oversee the program, monitor compliance with federal ARPA funding. 
• Establish appropriate program and project management procedures to ensure timely delivery of high-quality programming. 

The Offeror will partner with C@R and Harris County to determine program outcomes, including Key Performance Indicators for the program.  

The Offeror will track, store, and report relevant data and documentation, including participant demographics, and share data with C@R, Harris County, and other stakeholders.

The Offeror will Consult with C@R, Harris County, and other specified stakeholders to design and implement outreach efforts, ensuring equitable participation and language accessibility, particularly in regard to English, Spanish, and Vietnamese. 

 

Content of the Proposal 

The Proposal shall address the areas listed below in the order given. The responses provided will be the basis for evaluation of the Offeror. The Proposal must include firm experience and qualifications, capacity and resources, organization and project methodology, as well as any other information that the Offeror feels appropriate to include in its Proposal. 

Firm Experience & Qualifications

• Knowledge and competency in child care systems and quality. 
• Knowledge and competency in training and coaching child care workers. 
• Knowledge and competency in training parents, guardians, and other non-professional caregivers on topics relating to early care and development.
• Demonstrate capability of complying with federal reporting requirements.
• Presents a project team with sufficient experience and availability to complete proposed work.

Firm Capacity & Resources

• Provide context and background on effectiveness and longevity of the Offeror’s related program(s). Include information on the effectiveness, quality, and evidence-base of the program, curriculum, and/or coaching model. 
• Experience managing large, federally funded projects. 
• Include total annual billings for each of the past five (5) fiscal years.
• Include audited or reviewed financial statements for the last two (2) fiscal years.
• Staff leadership to support the successful project implementation. 
• Include trainer and coach resumes

Organization & Project Methodology

• Facilitate and support incentivized, high-quality child care workforce training and coaching.
• Include a description of the approach to each module and any known information about the content that will be provided.
• Include a description of the materials to be provided.
• Include a description of the coaching model and techniques to be deployed
• Include a description of the timeline and major milestones associated with delivering the high-quality child care workforce training and coaching.
• Facilitate and support incentivized, high-quality training to non-professional caregivers in important subjects in early care and development.
• Include a description of the approach to each module and any known information about the content that will be provided.
• Include a description of the materials to be provided.
• Include a description of the timeline and major milestones associated with delivering the high-quality training to caregivers and parents.

 CHILDREN AT RISK (C@R) seeks a vendor to develop, implement, and administer a child care assistance program and funds for families with children aged 0-8 who are experiencing temporary financial hardship, emergency situations, or are on the Texas Workforce Commission (TWC) Child Care Services (CCS) waitlist. This program is funded by the American Rescue Plan Act (ARPA), with services required to be completed by August 2026.

DOWNLOAD ALL DOCUMENTATION & INFORMATION RELATED TO THIS RFP.

Information contained on this page is a summary of the details included in the full RFP documents. All interested parties are encouraged to download the PDF using the link above to access all details related to this RFP.

Request for Proposals/Quotes Timeline

All times are in Central Standard Time (CST)

Release of RFP & Outreach	December 5, 2024
Pre-proposal Conference (Virtual)	December 13, 2024 at 10 am. Register to receive credentials to attend the Proposal Conference by sending email to ELQNprocurement@childrenatrisk.org by 4pm on December 12, 2024.
Questions Submission Deadline	Submit questions to ELQNprocurement@childrenatrisk.org by 4pm on January 8, 2025.
Application Submission Deadline	All proposal documents must be submitted by 4pm on January 17, 2025 to ELQNprocurement@childrenatrisk.org. Make sure to include in the subject line: ELQN-Emergency and Temporary Care. No late or incomplete proposals will be considered
Expected Award Notification	February 6, 2025

This timetable may be modified based on the number of proposals received and extent of evaluation, presentation, requests for best and final offers and negotiation timeframes.

Preproposal Conference

• Attendance at the Pre-Proposal Conference is not mandatory; however, Offerors are strongly encouraged to attend to discuss the requirements of the RFP and identify any common questions. Persons with disabilities
  requiring special/reasonable accommodations should contact ELQNprocurement@childrenatrisk.org at least two (2) days prior to the PreProposal Conference.
• The Pre-proposal Conference will be held at 1pm on December 13, 2024.Should you wish to attend, you must RSVP to
  ELQNprocurement@childrenatrisk.org by 4pm on December 12, 2024. Upon successful registration, you will be provided with the virtual conference details in order to access the meeting.
• Regardless of whether or not Offerors attend the Pre-Proposal Conference, Offerors are responsible for fully acquainting themselves with the instructions, mandatory requirements, and standard terms and conditions set out in this RFP. It is the responsibility of each Offeror to fully understand the difficulties and restrictions which may impact the cost or effort required to provide the Services.

Questions

• It is the responsibility of each Offeror to examine the entire RFP package, seek clarification in writing, and review Proposal for accuracy before submitting.
• During the period between issuance of this RFP and the Proposals due date, no oral interpretation of the RFP’s requirements will be provided to any prospective Offeror. Requests for interpretation (and other questions) must
  be made in writing via email to ELQNprocurement@childrenatrisk.org by 4pm on January 8, 2025.

Proposal Deadline

Proposals must be electronically submitted to the C@R via email to ELQNprocurement@childrenatrisk.org on or before 4pm on January 17,2025. Please make sure to include in the subject line: ELQN-Emergency and Temporary Care Program.

Scope of Services

Target Population

• Families with children aged 0-8 with a State Median Income at or below 85% who meet one or more of the following criteria:
  • Are currently enrolled in a child care program and are experiencing a new, significant financial hardship,
  • Require short term child care due to unforeseen emergency or situation, or
  • Are currently on the TWC CCS waitlist.

Key Tasks

General Information

• Offeror shall perform the Scope of Services to the extent necessary (a) for the proper execution and completion of the Services under the Contract; (b) to supervise and direct the Services in a safe manner and perform all Services in accordance with the Contract, Applicable Law, Applicable Permits and Industry Standards; and (c) in conformance with the Contract Documents and the Requirements and such that the Services are in compliance with the Contract, Industry Standards, Applicable Codes, Applicable Laws and Applicable Permits.
• Offeror is responsible for identifying, coordinating, and conforming scope, requirements, and recommendations of assigned project(s) to meet legal and regulatory parameters/constraints, codes and applicable requirements set forth
  by agencies, including, but not limited to the State of Texas and any other local codes or agencies as they may apply.
• Offeror shall demonstrate the ability to provide all the services defined in this RFP. Successful Offeror awarded a Contract shall be responsible for identifying, preparing, and obtaining all documentation, coordination, plans, reports, forms, and any other necessary documentation pertaining to any assigned work required by Local, State, and Federal Agencies, Departments, Boards, and Commissions. Offeror awarded a Contract shall be responsible for supplying necessary reports, studies, and/or documentation (if applicable) to the agencies as required and provide responses to their comments, as necessary.
• Offeror will provide all personnel, materials, equipment, facilities, travel, and administrative oversight necessary to successfully execute the program.
• While it is not required for the offeror to be headquartered or have offices in the Houston region, the offeror must have the capability to provide on-site services as needed to fulfill the requirements outlined in the scope of work.
• The vendor will engage local child care providers in designated Harris County zip codes (See Attachment #1) educating the providers on the initiative and on the process of enrolling families in the program.
• The vendor will partner with C@R and Harris County to determine program outcomes, including Key Performance Indicators for the program.
• The vendor will track, store, and share required data and documentation including participant demographics and project records.
• The vendor will consult with the C@R, Harris County and partner organizations to design and implement outreach efforts, aiming to ensure equitable participation and language accessibility, with particular attention given to
  English, Spanish, and Vietnamese.
• The vendor will establish a tracking system to monitor payment distributions to providers, document families receiving benefits, track the duration of their benefits, and specify the type of benefit each family is receiving.
• The vendor will ensure that payments from this initiative do not duplicate benefits from other subsidy programs, including TWC CCS and Early REACH.

Program Administration

• The vendor will partner with C@R and Harris County to create a public-facing program guidelines document, indicating the rules and procedures, along with eligibility criteria for regulated child care providers and families
  • The guidelines will outline a clear process for child care providers to enroll families in the program and deliver care at their locations.
    • The process will specify reporting requirements for providers, including attendance expectations for participating families and attendance submission requirements.
  • The guidelines will include a clear payment process to ensure child care providers receive payments in a timely manner.
    • The maximum daily rate for child care providers in this program is equivalent to the Texas Rising Star reimbursement rate, with a 20% increase for all participating providers. Providers not enrolled in Texas Rising Star will receive the minimum reimbursement rate plus this 20% increase.
  • The guidelines will set expenditure limits for each targeted area, ensuring that temporary financial hardship and emergency and “other” situation short term care is 10% of the allocated budget for each targeted area.
    • The vendor will set a deadline within the project timeline by which unspent funds must be utilized. If funds remain unspent by this date, they will be reallocated to support families on the TWC CCA waitlist, ensuring full use of the budget.
• The vendor will design, implement, and manage an application process to verify child care provider eligibility and set providers up to receive payments.
  • The vendor will offer technical assistance to help providers understand and successfully implement the enrollment process for families to participate in this program at their centers.
  • The vendor will finalize rules and eligibility requirements for participating
    child care providers, including:
    • Providers must be a regulated center-based, home-based, or relative care entity.
    • Providers must have an active agreement with Texas Workforce Commission to accept subsidy payments.
    • Providers must be in good standing with child care licensing, which shall be determined and specified by the vendor
    • Those offering drop in care or non-traditional care for emergency or “other” situation short term care will be in possession of appropriate licensure.
• The vendor will design, implement, and manage an application process for eligible families.
  • The vendor will specify what documents need to be submitted to verify age of child(ren), household income, and type of need (temporary financial hardship, emergency or “other” situation short term care, or TWC CCS waitlist).
    • Temporary financial hardship includes but not limited to:
      • Any job loss due to layoff, reduction of force, etc.
      • Negatively financially impacted by natural disaster.
      • Negatively financially impacted by medical event.
      • Spouse or head of household death.
      • Received eviction notice due inability to pay rent.
    • Emergency or “other” situation short term care includes but not limited to:
    • A new adoption, foster care arrangement, guardianship,
      conservator relationship.
    • New employment and have yet to receive wages.
    • Short term medical emergency or necessity.
    • Required job training or educational need.
    • School closures.
    • Temporary shift in work schedule that requires 2nd or 3rd shift.
  •  The vendor will specify in the application the service durations allowed
    for each type of care:
    • Emergency or “other” situation short term care: up to two weeks
    • Temporary financial hardship care: up to three months
    • TWC CCS waitlist care: up to 12 months or until the family receives services from TWC CCS, whichever occurs first.
  • The vendor will create timelines for application processing to ensure timely assistance for families.