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RFP Announced For the Acquisition of Evaluation Services for Fit Family Challenge 2011
San Antonio Sports

February, 2011

100 Montana Street
San Antonio, TX 78203
www.sanantoniosports.org
Phone: (210) 820-2100
Fax: (210) 820-2199

 

Request for Proposal

 

For the Acquisition of
Evaluation Services for
Fit Family Challenge 2011


Table of Contents

 

BACKGROUND
NEED FOR PROGRAM
PROGRAM OVERVIEW
PROGRAM TIMEFRAME
TARGET POPULATION
PROGRAM OBJECTIVES
PROGRAM ACTIVITIES
PROGRAM OUTCOMES
SCOPE OF EVALUATION SERVICES
ROLE OF EVALUATOR
PROPOSAL FORMAT
PROPOSAL SCORING CRITERIA
PROPOSAL SUBMISSION PROCESS
AWARD PROCESS
AWARD PERIOD
QUESTIONS AND/OR COMMENTS
CONTRACT AND FINANCIAL INFORMATION
COMPLIANCE, DIVERSITY AND INCLUSION

 

 

 

 


San Antonio Sports Request for Proposal (RFP)
Fit Family Challenge Evaluation Services 2011

 

BACKGROUND

The year 2009 marked the 25-year anniversary of San Antonio Sports, an active and influential 501c3 organization in the city of San Antonio.  San Antonio Sports events have generated more than $320 million in visitor spending for the community and hundreds of thousands of local children have been impacted through its sports and fitness programs. 

In 1984, Mayor Henry Cisneros expressed his desire to establish a greater sports presence in San Antonio. Supported in part by the Greater San Antonio Chamber of Commerce, an independent nonprofit sports commission was formed to bid on premier amateur athletic events. The 1989 AAU Junior Olympics was the San Antonio Sports Foundation’s first major event, followed by the 1993 U.S. Olympic Festival, three NCAA® Men's Final Four® championships (1998, 2004, and 2008), two Women’s Final Fours (2002 and 2010) and the NCAA Div. I Women’s Volleyball Championship (2005).   In 2008, the NCAA bestowed on San Antonio its first “Championship City” designation.  The Championship City program will feature multiple host opportunities of NCAA Division I, II and III men’s and women’s championships through the year 2012.  

Other major sporting events pursued and hosted by San Antonio Sports include the Rock ‘n’ Roll San Antonio Marathon and ½ Marathon, the TAAF Games of Texas, the largest multi-sporting event in the state, All Can Ski, the largest waterskiing clinic for people with physical disabilities in the United States, and the Big 12 Women’s Soccer Championship. 

San Antonio Sports has also taken a leadership role in the creation of new facilities, such as the Alamodome and the world-class natatorium at Palo Alto College, and helped with the successful 2007 city and 2008 county bond campaigns to build new sports fields and facilities.

Aside from hosting major sporting events, San Antonio Sports creates sporting opportunities for San Antonio youth.  Since1993, San Antonio Sports has touched 260,000 children through its programs.

San Antonio Sports continues to host high profile events because of our professional expertise and commitment to sports and fitness activities for San Antonio. San Antonio Sports impacts the community by involving volunteers, youth, amateur, and professional athletes, and by bringing a significant economic influx to the city of more than $320 million over the past two decades. With a strong board of directors comprised of 50 of San Antonio’s most prominent citizens, San Antonio Sports continues to be a vital part of the San Antonio community.

 

NEED FOR PROGRAM

San Antonio is afflicted with many of the chronic diseases and lifestyle trends that impact the health of the rest of the nation. However, according to a 2008 report by the San Antonio Metropolitan Health District, San Antonio has higher rates of adults with Type 2 diabetes, higher rates of obese adults, lower rates of fruit and vegetable consumption, and higher rates of adults who engage in no leisure-time physical activity than the desired goal. These rates are higher in certain segments of the population, such as those with lower incomes, lower educational status, and in those within certain racial categories such as Black non-Hispanic and Hispanic adults. These individuals in particular are in need of basic nutrition education and opportunities to engage in safe physical activity to support an active healthy lifestyle for them and their family.

According to a 2008 report from the San Antonio Metropolitan Health District, San Antonio’s obesity rates have doubled in children and tripled in adolescents over the last 20 years with 1 in 7 young people considered obese and 1 in 3 overweight. The report also indicates that over 25% of Bexar County children on WIC are overweight or are at-risk of becoming overweight; diabetes is at 12%, well above the national average of 8%; and children who remain overweight beyond age 6 run a 50% chance of chronic, lifelong weight problems, with the medical consequences it implies. Poor nutrition, inactivity, and weight problems also lead to missed school days due to physical, psychological, and social problems (Action for Healthy Kids, 2008). The 2008-2009 Bexar County Plan reports that physical inactivity and poor nutrition are critical issues facing our youth. To promote active lifestyles children, youth, and families need access to safe spaces for physical activities, access to a variety of foods, and opportunities for physical activity regardless of physical ability (Sallis & Glanz, 2006).

Texas’ Department of Health’s vital statistics (2008) reflect that the causes of death in Texas mirror those of the nation as a whole. This is particularly true for the causes of death that are directly related to nutrition and physical activity life style choices. Management of these chronic diseases cost state and national health care systems billions of dollars a year, directly and indirectly. Diabetes, for example, is estimated to cost the nation nearly $100 billion annually. The alarming increase in the rate of diabetes during the past decade has led the Healthy People 2010 report to list diabetes prevention and education as a top objective. In 2007 in Texas, over $10 billion health care expenditures were related to obesity alone, and only reflect direct medical costs. Absenteeism and decreased productivity costs were not included, but they are also attributed to poorer health and disease related to overweight and obesity.

Childhood overweight has been documented to increase risk for cardiac disease and its risk factors, hypertension, Type 2 diabetes, and high cholesterol for children, adolescents, and adults. Since many studies show 50-80% of overweight children will become overweight adults, early intervention is key.

No Child Left Behind legislation has lead many schools, especially low income and rural, to eliminate or reduce physical education programs or interventions in support of health and wellness. This is evident in the results of the 2008 FITNESSGRAM®, state-mandated fitness assessment by the Texas Education Agency with an average of only 19% of San Antonio youth considered in the “healthy fitness zone” (Texas Education Agency, 2008).

Community support is vital to successful implementation of obesity prevention strategies in schools and worksites. Fostering a culture of wellness at the community level dramatically increases participation in health promotion activities by empowering individuals to engage in positive behaviors. Individuals in supportive environments perceive healthy behaviors as the acceptable norm thereby reinforcing healthy choices in all day-to-day interactions. The likelihood of community support increases if initiatives are tailored to communities based on such factors as location (rural/urban issues), demographics, and socio-economic issues as well as perceived needs and barriers.

It is critical to provide San Antonio families with a “family-friendly” fitness and nutrition program that supports the engagement of physical activity as a family, provides access to information and resources on fitness and nutrition, provides equity and access to participation in family-friendly fitness events, encourages participation through incentives, and recognizes participation to encourage the sustainment of an active healthy lifestyle as a family.

PROGRAM OVERVIEW

San Antonio Sports and its partners will implement Fit Family Challengewith the following goal:

To improve the health and wellness of San Antonio families through routine family-friendly physical activity and nutrition activities that support an active healthy lifestyle.

The design of Fit Family Challenge is based on the Social Cognitive Theory (SCT; Bandura, 1986) where personal factors (health beliefs and knowledge), social factors (home, classroom, afterschool care, and school cafeteria), and behavior (dietary intake and physical activity) are interrelated and influence one another. This family-friendly fitness program will provide the information and resources, skills, activities, and motivational guidance necessary for families to achieve good nutrition and a healthy level of physical activity.

Fit Family Challenge is a collaborative consisting of local nonprofits, school districts, area businesses, and local government agencies to successfully implement and sustain program activities. The management team includes individuals who are experienced in fitness programming, marketing and communications. 

PROGRAM TIMEFRAME

The timeframe for Fit Family Challenge is as follows:

  • Phase I – Research and Development (January – March 2011). Create media campaign, create program materials, secure support from partners/sponsors, finalize activities, roles and schedule of events.
  • Phase II – Program Launch (April 2011). Official launch of Fit Family Challenge to community. Marketing campaign begins. Registration begins, website goes live, data collection (pre survey information), and materials distributed through distribution centers.
  • Phase III – Program in Progress (May – August 2011). Program activities, registration for events, program evaluation/data collection, and reporting to Advisory Committee.
  • Phase IV – End-of-Year Activities (August – September 2011). Events come to a close, analyze data and program impact on community, finalize results, report to Advisory Committee, media campaign focuses on results, and produce reports. Information obtained will support program design for future implementation years.  

TARGET POPULATION

While San Antonio Sports and its partners will implement Fit Family Challenge county-wide, the focus will be on families living in 10 zip codes identified as high risk for ongoing health problems (78201, 78207, 78210, 78211, 78221, 78223, 78227, 78228, 78237 and 78242). Most families are economically disadvantaged (62%) and minority (79%). The goal is to service 10,000 family members.         

PROGRAM OBJECTIVES
To address the goal of Fit Family Challenge, San Antonio Sports and its partners will implement the following six objectives:

  • Objective 1: Increase access to information and resources to engage families in physical activity and healthy eating together.
  • Objective 2:  Increase access to family-friendly fitness events.
  • Objective 3: Increase minutes of physical activity for children and together as a family towards the recommended 60 minutes daily.
  • Objective 4: Increase goal setting and tracking of healthy diet and physical activity behaviors.
  • Objective 5: Increase number of days family members eat nutritional foods – fruits, vegetables, low fat foods from the milk group, whole grains and water, and reduce the number of days they eat sugary foods and drinks and fried and high fat foods.
  • Objective 6: Recognize families for their participation as a family to lead active healthy lifestyles. 

PROGRAM ACTIVITIES

Fit Family Challenge will focus program activities and funding on the following:

  • Information and Marketing. While the program will be implemented citywide, culturally sensitive marketing efforts will target communities in the ten zip codes identified as high risk for ongoing health problems to support equity and access.
  • Events. Provide greater access to family-friendly fitness events by certifying walk-friendly events, conducting events at area schools, and coordinating with the City of San Antonio Parks and Recreation and local charities to provide access to walks/runs in the community to provide family-friendly fitness events for families to participate in.
  • Resources. Create tools to encourage families to develop and maintain an active healthy lifestyle (e.g., website, distribution centers, logbooks, and incentives).
  • Recognition. Recognize participating families through incentives and news articles to encourage sustainment of an active healthy community.
  • Advisory Committee. Form a committee of key stakeholders to oversee implementation of a successful and sustainable Fit Family Challenge that can be replicated in other communities. Committee will meet monthly to discuss program development, implementation, evaluation, and adjust the programming, if necessary to ensure the goal and objectives are achieved.
  • Participation/Results. Continuously monitor participation numbers and impact on health and wellness via focus groups, surveys, BMI assessments, etc. through an extensive evaluation. Results and success stories will be posted on website and in articles in various publications (e.g., e-newsletters, newspaper, neighborhood newsletters, etc.) to encourage families to participate and sustain an active healthy lifestyle.
  • Program Evaluation. Implement a comprehensive evaluation to consist of a development process and product design. Data analyzed and necessary adjustments made to ensure that the goal and objectives are met. Monthly reports produced and reported to the Fit Family Challenge Program Manager. The final report should include financial statements of how funds were spent, whether program yielded desired results, overall impact, lessons learned, and any adjustments made. All reports will comply with all requirements and be submitted in a timely and accurate manner.

PROGRAM OUTCOMES

Fit Family Challenge program outcomes are:

  • Increased access to fitness and nutrition information and resources;
  • Increased access to family-friendly events;
  • Increased participation by families in fitness activities; and
  • Improved fitness/nutrition levels among participants.

SCOPE OF PROGRAM EVALUATION SERVICES

The scope of the program evaluation services for Fit Family Challenge relate to an outcomes evaluation design model, looking at impacts, benefits, changes to program clients (as a result of Fit Family Challenge program efforts) during and after families participate. The evaluation will examine these changes in the short-term, intermediate term, and long-term using both quantitative and qualitative evaluation measures in determining successful outcomes.

To address whether or not the program met its goal and objectives, the program evaluation for Fit Family Challenge will develop evaluation instruments and perform activities to assess family health and wellness, knowledge, attitude, and behavioral changes for physical activity, healthy eating, and communication, and impact of program resources to support an active healthy lifestyle among participating families. Evaluation measures will be incorporated throughout program to provide insight to refinements and monitor family progress towards goal and objectives by using the following measurements:

  • Health and Wellness, Knowledge, Attitude, and Behavioral Changes: To measure whether or not Fit Family Challenge met goals, we will measure the health and wellness of participating families as well as knowledge, attitude and behavioral changes regarding fitness and nutrition and sustainment of an active healthy lifestyle. Information will be obtained through the following:
    • Focus Groups: The evaluator will identify 10 families from each of the 7 school district partners (with support from school district Fit Family Challenge coordinators) to be used for evaluation purposes. Individuals to include parents, youth, care-giving grandparents, and school PE coordinators representing our target audience. Assessment of focus groups will be used to monitor attitude and behavioral changes for healthy eating, nutrition knowledge, family communication, and physical activity. A review of the focus groups will include documented communication, as a family, to achieve better diet quality and physical activity and ways in which families met these goals together. The evaluator will report focus group information via monthly reports to the Fit Family Challenge Program Manager. This information will be used to evaluate approaches and activities that work well and areas that need improvement, such as: marketing, recruiting, surveys, and event activities.

Information obtained from the focus group families will include:

    • Body Mass Index (BMI): BMI of 70 families (10 per school district from our 7 partner school districts will be gathered using pre/post assessments to measure program impact on family health and wellness. Process to be conducted in a manner in which protocol is defined and utilized for fair selection of research participants. Protocol to include:       
      • Voluntary informed consent;
      • Fair selection and recruitment of potential research participants; and
      • Fair payment for their participation (incentives provided by business partners – e.g., a grocery gift card).
      • The evaluator will receive BMI testing instruments, data charts, and training to support data collection. Information will be collected monthly to measure program impact on family health and wellness. Personal family information will remain undisclosed to support privacy.
    • Surveys: Assessment using pre/post surveys to measure program awareness, use of resources to support fitness and nutrition, participation in physical activity, nutrition habits, general feedback for program improvement, sustainability, and overall impact of Fit Family Challenge on health and wellness of participating families. Surveys to be distributed at beginning of program (May 2011) and at end of program (August 2011) to measure program impact on family health and wellness. Personal family information will remain undisclosed to support privacy.
    • Training Journals: Assessment of training journals will provide an understanding of physical activity and nutrition that families participated in together. Information will measure program impact, number of participating families, sustainability efforts, and improved fitness levels.
  • Impact of Program Resources:

Other information to be obtained by the evaluator:

  • Family Fitness Success Stories. Identify leads for monthly success stories to be published (with permission of families) in San Antonio Sports Sidelines e-newsletter and other publications (e.g., journals, Express News). Information obtained from success stories will be used to support media campaign efforts. Evaluator will obtain lead information and provide it to San Antonio Sports Public Relations Manager who will write/publish the story.
  • Incentives: Assessment of the number of redeemed incentives at each FFC event will measure program impact, sustainability efforts, and improved health and wellness levels. Redeemed incentives will be assessed monthly. This information can be obtained from the FFC Program Manager.
  • Media Campaign: Assess results of media campaign through media partners’ usage analysis and our pre/post surveys. Information used to understand how families found out about program, impact of culturally-sensitive marketing on family participation in ten zip code communities. Information to be provided to evaluator by esd and associates.
    • Training Journals: Assessment of journals to include number printed, dissemination process, content, feedback on usage. This information will be used to record program impact, number of participating families, benefit of the journals as a resource, sustainability efforts, and improved fitness levels. The journals will be assessed at end of the program (August 2011).
    • Website: Assessment of number of hits received by website to understand usage level to assist families to obtain information and resources to assist them, as a family, to lead active healthy lifestyles. Information to be provided to evaluator by San Antonio Sports for the purposes of the final evaluation report.
    • Events: Assessment of each FFC event (school-based and county-wide) to include: number attended, description of fitness activities, description of nutrition activities, photographs illustrating activities, incentives given to participants, participant feedback, and overall impact on family health and wellness. Also report on other program events listed in journal.


By design, Fit Family Challenge provides a comprehensive evaluation directly related to outcomes in an effort to measure the goal and objectives and prompt program improvement.

ROLE OF THE PROGRAM EVALUATOR

The program evaluator will support a comprehensive evaluation for Fit Family Challenge by providing the following services:

  • Manage and implement program evaluation and monitoring initiatives including developing methodologies and evaluation tools, conducting surveys and focus groups, data collection and analysis ensuring findings are reliable and valid and support the measurement of Fit Family Challenge goal and objectives.
  • Identify and select 70 focus group families (10 per school district x 7 districts), with assistance from school district coordinators, ensuring a statistically valid sample.
  • Handle and protect confidential and sensitive data with integrity.
  • Develop database to track individual family progress and provider participant progress.
  • Track family progress throughout the implementation of the program.
  • Monitor progress of Fit Family Challenge, and provide performance feedback and periodic assessment of progress toward achieving intended outcomes for adaptations and revisions throughout the term of the project.
  • Accurately manage and analyze evaluation data.
  • Produce monthly reports and recommendations to Fit Family Challenge Program Manager.
  • Produce final report for San Antonio Sports’ program staff to review and provide feedback, including any necessary adjustments.
  • Produce final report, based on feedback received from San Antonio Sports’ program staff, and meet all guidelines established by San Antonio Sports by September 15, 2011.
  • Final report, with supporting documentation and evaluation tools, to be submitted to San Antonio Sports Program Manager, Anna Gonzalez, in electronic format and one (1) paper copy by September 30, 2011. Electronic copy to be submitted to Anna Gonzalez at agonzalez@sanantoniosports.org.
  • Provide all data and information gathered on behalf of Fit Family Challenge program evaluation in electronic and paper formats to San Antonio Sports, ATTN: Anna Gonzalez. Electronic copy to be submitted to Anna Gonzalez at agonzalez@sanantoniosports.org.

All evaluation reports will comply with the requirements set forth by San Antonio Sports. All information gathered, including all evaluation reports generated, shall be the property of San Antonio Sports.

PROPOSAL FORMAT

San Antonio Sports has an estimated budget of $15,000 for services described in this RFP. Candidates shall reflect services that are commensurate with this dollar amount, if not less. This amount is inclusive of all mileage, office supplies, computer equipment, computer programs, staff support, and/or other expenses needed to perform the evaluation services.

Proposals, using 1” margins, 12 point font, single space, should be organized with the following headings and subheadings:

1.   Cover/Proposer Identification Page
2.   Table of Contents
3.   Proposal Summary
4.   Narrative
•    Proposer Organization and Experience
•    Staffing and Qualifications
•    Project Design

    • Describe approach to develop the evaluation plan and conduct the evaluation.

5.   Work Plan
•    Describe tasks, activities and procedures to be used to carry out evaluation. Include assignment of responsibility to specific personnel and a timetable identifying when each task or activity will be started and completed. Methods described in the work plan must relate to and facilitate the accomplishment of project goals and objectives. Tasks must be accomplishable with identified timeframes and staff resources.
6.   Budget and Budget Narrative
•    Provide a line item budget that identifies how funds will be expended. Purposes of expenditures should be clearly identified and be congruent with work plan.
7.   Sample Work Product
•    Provide a sample evaluation report for a project your organization has done that is as similar to that described in your proposal, including sample measurement tools used. Identify the role of personnel identified in your work plan for this proposal who had a role in conducting the sample evaluation and briefly describe that role.
8.   Resumes of Key Project Staff
•    Include resumes of all key personnel who will be involved in the project.
PROPOSAL SCORING CRITERIA

The following scoring criteria will be used to rate submitted proposals in the determination of the award for San Antonio Sports Fit Family Challengeevaluation services.

General Proposal Objectives (5 points each)
____    Proposal was submitted on time.
____    Proposal was submitted in the required format and parameters.
____    Proposal included all required information including the individual’s or company’s contact information, proposal for services and associated fees.
____    Proposal included the required number of proposal copies (3).

____    TOTAL POINTS (MAXIMUM POINTS: 20)

Proposal Content Objectives (5 points each)
____    Proposal reflects individual’s or company’s credentials and described overall knowledge and expertise for development and implementation of evaluation services.
____    Credentials of individual or company reflect a strong working knowledge of their ability to complete responsibilities based on experience.
____    Proposal reflects overall description of evaluation services to be provided.
____    Proposal describes responsiveness and ability to establish deadlines.
____    Proposal describes ability to provide identified deliverables.
____    Proposal reflects individual’s or company’s ability to attend meetings, as applicable.

____    TOTAL POINTS (MAXIMUM POINTS: 30)

Proposal Fees (20 points)
____    Proposed fees associated with services described in proposal seem reasonable.

____    TOTAL POINTS (MAXIMUM POINTS: 20)


PROPOSAL SUBMISSION PROCESS

Sealed proposals must be mailed or delivered to San Antonio Sports, to arrive no later than 4:00 p.m. (Central Time) on Tuesday, March 1, 2011. Three (3) original printed copies must be submitted, including one (1) electronic copy (pdf format) for proposal to be considered. 

Candidates should allow sufficient mail handling time to ensure timely delivery of the proposal to San Antonio Sports office located at:

San Antonio Sports
Attention: Anna Gonzalez
100 Montana Street
San Antonio, Texas 78203

Submit electronic copy to: agonzalez@sanantoniosports.org

AWARD PROCESS

Upon receipt of all proposals, San Antonio Sports will review and make a decision based on the best overall proposal submitted. Proposals will be reviewed by an evaluation committee and scored against stated scoring criteria. The committee may request interviews, either by telephone or in person, and use the results in scoring the proposals. San Antonio Sports will compile the final score for each proposal.

San Antonio Sports reserves the right to reject any or all proposals, and to accept in whole, or in part, each proposal as may be deemed in the best interest of San Antonio Sports. San Antonio Sports reserves the right to require any applicant to make an oral presentation to clarify the proposal. San Antonio Sports will not assume any of the proposal preparation costs.

AWARD PERIOD

Once award has been issued, one (1) contract shall be executed by San Antonio Sports acting as contract fiscal agent for the period beginning the date of contract execution through September 2011. San Antonio Sports reserves the right to contract for additional evaluation related services and/or modify the scope of services as an extension of services contracted through this Request for Proposal for two (2) additional years. As a result, San Antonio Sports may request additional information at any time to determine scope the services and timeframe required to complete services, as identified, in the best interest of San Antonio Sports.

QUESTIONS AND/OR COMMENTS

All questions and/or comments may be addressed by contacting Anna Gonzalez, Fit Family ChallengeProgram Manager, at agonzalez@sanantoniosports.org . Telephone inquiries will not be accepted.



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