Foothills RETAC
Request for Proposal
For the Position of
Project Coordinator
Older Adult
Fall Prevention
The Foothills Regional
Emergency Medical and Trauma Advisory Council (Foothills RETAC) desires to
contract with an individual to promote older adult fall prevention activities
within the five counties of the Foothills RETAC.
Project Goal
Reduce
the number of falls in older adults within the Foothills RETAC through resource
assessment, evaluation, evidence-based education, and practical applications.
Find more information below about the following.
Background
Project Goals, Objectives and
Activities
Project Coordinator Role and
Responsibilities
Position Requirements
Funding
Timeline
Instructions for Applicants
Method of Selection
1. Background
The
Foothills Regional Emergency Medical and Trauma Advisory Council (Foothills
RETAC) is a non-profit organization with constituent counties of Boulder, Clear
Creek, Gilpin, Grand, and Jefferson Counties. The RETAC Board of Directors are
county-commissioner appointed charged with coordinating and advising on all
matters related to Emergency Medical and Trauma Services within our five-county
region.
An
important component in the RETAC mission is Injury Prevention. The Foothills
RETAC has been awarded a grant from the Colorado Department of Public Health
and Environment to address Injury prevention activities specific to Older Adult
Falls.
The
RETAC is pursuing an RFP process to fulfill all requirements for “Project
Coordinator” for this one-year project.
The
RETAC Injury Prevention (IP) Committee is a strong committee within the RETAC
structure with a commitment to preventing injury in our region. The committee
is made up of stakeholders throughout the region representing hospitals,
clinics, EMS, Public Health, and other IP partners. This committee “oversees”
the RETAC management of this grant and program.
2. Project
Goal, Objectives, and Activities
Project Goal:
Reduce the number of falls in older adults within
the Foothills RETAC through assessment, evaluation, evidence-based education,
and practical applications.
Project Objectives and Activities:
Ø
Gather specific injury code data pertaining to
the older adult population from our 10 facilities.
Ø
Contract with an IP "Specialist" to
coordinate and promote the project with oversight from the RETAC IP Committee
and the RETAC Executive Director
Ø
Perform Basic IP Fall Prevention Resource
Assessment
Ø
Identify "gaps" in resources
Ø
Perform education, coordinate “Train the
Trainer” classes where needed with at least one class each in of our rural
counties and 3 each in our 2 urban/suburban counties. Collaborate with EMS, FD,
PH, and other stakeholders in providing home safety assessments
Ø
Provide night lights and rug skids as needed for
safety
Ø
Provide written instructions for home safety
Ø
Reassess older adult fall injury data at the end
of one year
3.
Project Coordinator Role and Responsibilities
All Activities listed above in the
Project Goals and Objectives are included in the duties for this position
Project Coordinator: Coordinate the plan,
assessments, and activities of the Foothills RETAC Older Adult Fall Prevention
Project. To accomplish this mission, the Project Coordinator will be expected
to:
·
Work with the RETAC Executive Director on all aspects of this
contract
·
Work with the RETAC Injury Prevention
(IP) Committee to accomplish the identified goal, objectives, and activities of
the project
·
Meet with the IP Committee at their monthly meetings to coordinate
and direct activities within the grant
·
Plan and
execute all of the administrative functions associated with the goals and
objectives
o
Complete a Fall Resource/activity database for the region
o
Meet with current and potential project partners and stakeholders
in the region
o
Develop a comprehensive plan for each county’s activities in Fall
Prevention
o
Complete and maintain timely invoicing and reimbursements related
to this grant
o
Clear all expenditures with the RETAC Executive Director BEFORE
funds are expended.
o
The RETAC will maintain a comprehensive financial log and Profit &Loss
report for income and expenses related to this grant. The Project Coordinator
will work closely with the RETAC Executive Director to accomplish this
o
Report all expenditures related to this grant
o
Project Coordinator MUST be intimately knowledgeable about the
grant itself, the grant process, and the requirements for the grant.
o
Project Coordinator requires a strong skill-set of documentation
and Coordination and is self-directed
o
Perform some
of the project activities with IP Committee members listed in the objectives
and possible tasks above
o
Travel to
areas within the RETAC to perform activities
o
Maintain
an inventory of all grant related materials
o
Maintain a
database of participants at events and meetings
o
Encourage
partnerships with IP stakeholders
o
Act as a
champion in all Older Adult Fall Prevention matters
o
Write
monthly reports detailing the activities, meetings, plans, and outcomes for
activities relating to the goals and objectives of this grant.
4. Position
Requirements
Education
·
Degree/Certification preferred in Health-related Field IE:
Emergency Medical Technician, Project Management, Quality Improvement, Nursing,
or other degree that is commiserate with roles and responsibilities. Experience
and project coordination in prevention activities will be weighed more heavily
than education for this project.
Experience
·
Must have Injury Prevention experience
·
Must have knowledge of Injury Prevention programs in general. Fall
Prevention experience preferred
·
Computer skills with Microsoft Office or other comparable software
required
·
Demonstrate excellent organizational skills
·
Project Management experience suggested
·
Knowledge of prehospital and hospital care systems within the
region is suggested
Inter-Personal Requirements
·
Excellent communication skills
·
Ability to be self-motivated in an autonomous position
·
Ability to work with many groups from diverse medical and IP fields
Other Requirements
·
Must provide own workplace
·
Flexible work schedule to accommodate IP activities, RETAC
meetings, and IP partner meetings
·
Must use their own transportation, have a Colorado Driver’s
license, maintain auto insurance, and any other necessary insurance
·
Provide general liability insurance
5. Funding
Project Funding
·
Funding for this position and the entire project is obtained
through a grant from the Colorado Department of Health and Environment (CDPHE) for
90% of the project. The RETAC and our IP partners will fund the other 10% of
this project. All expenses for this project will run through the RETAC with
appropriate and thorough documentation for all expenditures.
Project Coordinator (Contractor) Funding and Payment for
Services
·
Contract Amount: The
contract amount for this position is $33,280 for the fiscal year ending June 30th,
2019. The amount is divided evenly into monthly payments. It is a Contract for
Services ONLY and is for completion of the “deliverables” (Services) completed.
·
The Project Coordinator will invoice the RETAC after the month is
completed.
·
Invoice must be received in the RETAC office by the 2nd
day of each month
·
The RETAC acts as the “funnel” for the fiscal portion of the grant
and does not benefit financially.
·
Contract Length: From
approximately November 2018 (Or when the contract is signed) through June 30,
2019.
·
The monthly contract amount will be paid by the 15th
of the following month when the services were provided.
·
An activity log must be kept by the Project Coordinator and turned
into the RETAC office with the invoice each month
·
Other Payments: All
educational materials and materials for home assessment purchases MUST go
through the RETAC office.
·
Position: The Project Coordinator
is a contracted position for services only. No employee benefits or packages
are provided
·
Hours: It is estimated
that it will take approximately 80 hrs. /month to accomplish the goals,
objectives, and tasks as stated in this RFP. The contract is for services only
and does not hold the Contractor to an hourly rate or amount of hours needed to
meet the deliverables of the contract. The Contractor agrees to perform the
duties/services as laid out in the project. Hours should be documented on the
monthly activity form for tracking purposes only.
·
No Travel expenses are included. The Contractor agrees that travel
is included in the monthly contract amount. Auto maintenance, auto insurance,
motel stays, fuel, and other travel expenses are not paid separately, but are
included in this contract for services.
Other Funding
·
Office Equipment and Supplies
o
The Project Coordinator (Contractor provides all needed office equipment).
6. Timeline
The timeline is
dependent upon several factors such as number of applicants for contract,
qualifications of applicants for position, and project member’s availability.
The following timeline is therefore tentative and does not include entire
workload of project.
September
2018: Draft RFP
October
2018: Distribute
approved RFP throughout the region through various methods
Distribute RFP as widely as
possible
Encourage
known IP partners to apply
October 26, 2018: RFP Applications and resumes due to RETAC office
Oct-Nov. 2018: Interview prospective
Contractors. Approve final candidate
November 2018: New Contractor (Project
Coordinator) begins contract
7. Instructions
for Applicants
Applicants
interested in the contract position of Project Coordinator shall:
·
A cover letter should be included with resume or CV
·
No written copies should be sent
·
You may request a confirmation e-mail when you send
8. Method of Selection
·
A committee of project partners from the FRETAC and the IP
Committee will review all applications. A final list of candidates for
interview will be selected.
·
All applicants will be notified of either an interview date and
time or a letter thanking the applicant for their submission.
·
Interviews will be conducted with IP Chair, interview group, and
final list of applicants. A consensus will be reached for the position.
·
All those interviewed will be notified of the committee’s decision
All
inquiries or questions regarding this RFP or position can be answered through
the RETAC Coordinator at the following:
Linda Underbrink RN
Foothills RETAC Executive Director
Office: 720-485-4380
Cell: 303-594-9740
