RFP DASPS 2365-15
Questions and Answers
Release #1
Dated 3-6-15
General RFP and Process Questions:
Q: Why are you issuing a competitive RFP? What are the benefits?
A: Historically these funds have been issued through counties by the former Commission on Children and Families. The Commission on Children and Families is no longer in existence and the Early Learning Division has been charged with providing these services. Early Learning Division is now looking at the service delivery priorities, increased system accountability, increased efficiencies, funding formula, coordination with other services, strengthening services to families and improving coordination among early childhood program. The competitive process allows for all of these pieces to happen in an open transparent process.
Q: How will this need for competitive bidding and possible disruption to programs benefit families?
A: By increasing system accountability, increased efficiencies, improved and more accurate funding formulas, better coordinated services, families will receive higher quality programing and potentially more families can be served. The RFP specifically asks Proposers to describe a transition plan that includes minimal to no disruption of services to families.
Q: What kind of technical assistance will be available to programs?
A: Each awarded program will receive 1:1 technical assistance from either our TA
Specialist, Statewide Coordinator or other qualified state staff. Contracts are planned to start on October 1, 2015 which will provide transition time for programs if needed.
Q: What is the “Procurement Code” and the requirements for competitive solicitations?
A: The Procurement Code is defined as OAR 125 Chapter 246-249. For this solicitation Chapters 246 and 247 apply.
Q: Will programs be expected to do a competitive RFP every 6 years?
A: This solicitation allows for the awards to go beyond a maximum 6 years. ELD has the authority to determine when HFO will need to be re-solicited in the future.
Q: Tax Affidavit does not need to be submitted with RFP
A: No. This will need to only be completed by the Proposers who are awarded Contracts/Agreements.
Q: What is the logic around the decision to take the funding out of the Hubs?
A: The funding for HFO was never actually in the HUBs, with the exception for Douglas County.
Q: It appears the document under each of the Attachment 3s are all Attachment, Part 3 Form Contract/Agreement IGA Non-County.
A: This is an error and will be corrected.
Q: What entities can submit a Proposal?
A: All types of entities (governmental, non-profits, for profits) are able to apply.
Q: Is it possible for a Hub to apply and then subcontract for the services?
A: Hubs can apply and subcontract if that is what is determined to be the most effective way for service delivery and provides the best services for families, as determined by the community applying.
Q: Where do I update my constant contact information? How do I sign up with constant contact?
A: The link below will allow you to access the page that has all unofficial RFP documents and Constant Contact signup information.
http://oregonearlylearning.com/other-priorities/healthy-families-oregon/competitive-request-for-proposals-rfp/
Q: How do I register in ORPIN? Who in my organization has access to ORPIN?
A: The link below will assist you in registering in ORPIN. If you have access but need further assistance you can call the ORPIN Help Desk at (503) 373-1774 or send us an email at [email protected].
http://orpin.oregon.gov/open.dll/welcome
Q: Are the HFO bidders conferences and Q&A session being recorded for later viewing? Or is listening live the only option?
A: HFO bidders conferences and Q&A sessions are not binding on the State of Oregon therefore these will not be recorded.
Q: Will each of the 5 bidders conference have the same presentation? Are you going to repost all of the questions that have been asked and the responses? Do we have to resend our questions, if we have put them here on the chat?
A: Yes. Questions that arise from HFO bidders conferences and Q&A sessions are only binding upon release from the Sole Point of Contact (SPC) – Kim Hankins and posted in ORPIN. To ensure all questions are captured correct, all questions should be submitted in writing to the SPC for official response.
Q: Attachment 10 states it is the budget but it is the same as attachment 11 which is the Tax Affidavit form.
A: This has been corrected and can be found at http://oregonearlylearning.com/other-priorities/healthy-families-oregon/competitive-request-for-proposals-rfp/
Q: Please correct 3.1.7.11 to include Crook County.
Technical Questions:
Family Service Units:
Q: Since the Family Service Unit cost per family is no longer “set”, will preference be given to HFA “best practice model” (Meets vs. Exceeds) or lower cost per Family Service Unit?
A: All programs must meet (or exceed) the HFA standard around caseload points and maximum number of families on a caseload. HFO encourages programs to follow the Best Practice guidelines for each standard whenever possible. The budget for this RFP allows you to create your own budget, and indicate in your application what your program specific FSU cost is.
Q: How many Family Service Units (FSU) are in our region and what is the cost per FSU allocated to our region?
A: Each proposer will propose in their application how many FSUs they intend to serve with the funding they are asking for. Because our statewide budget is unknown at this point, please use local data to determine the need in your community and use that to guide your proposal.
Q: How do we calculate the # of FSU and the amount of the FSU? How do we calculate the # of families?
A: You will not be able to calculate the exact number of families you plan to serve, since you will not know how many families wills stay engaged in services all year long. However you can calculate the number of FSUs (slots) that you intend to have capacity to serve. You will need to use your own community data to determine your need (how many FSUs do you want to propose serving?). The budget will calculate the “per FSU” cost once you’ve completed your budget and entered the number of FSUs you are building capacity for.
Service Delivery Area and Subcontracting:
Q: Are you wanting one entity to cover the entire Service Delivery Area? If a Service Delivery Area covers more than one County and currently has separate organizations providing services, are you wanting a proposal that includes all the counties in the region?
A: ELD envisions one award per Service Delivery Area but reserves the right to award multiple Contracts/Agreements in a Service Delivery Area.
Q: Section 5.2.7.2. seems to indicate that we could either serve a portion as we currently do (5.2.7.2.1) or “expand” (5.2.7.2.3) by subcontracting with our community partner
(5.2.7.3). Is there a benefit to one approach (each entity apply for our existing service area counties) over the other (submit one joint application for service delivery area)?
A: It is up to each local Service Delivery Area to determine the best structure in their community.
Q: Is it possible for a Hub to apply and then subcontract for the services?
A: Hubs can apply and subcontract if that is what is determined to be the most effective way for service delivery as determined by the community applying.
Q: If a Hub subcontracts for services do we need to submit sections 5.2.5, 5.2.6, 5.2.7, 5.2.8, and 5.2.9 for EACH organization that we will subcontract with? Are there any other
sections that we need to complete for EACH organization that we subcontract with?
A: If you plan to subcontract for services, proposers need to clearly identify the role and responsibility of each entity for all sections of the proposal response.
Written Evidence:
Q: Section 5.2.4a requires that proposers “submit written evidence (MOU, written agreement, subcontract) from service providers…” We work closely with many health service providers and human and social service providers, but have written agreements with only a few. Would it be acceptable if the written evidence submitted would be a letter from a service provider describing how we work together to coordinate service delivery?
A: Yes
Q: How many agreements should we submit? Is one from each sector sufficient?
A: One from each sector is the minimum required for Section 5.2.4.a. Although Section 5.2.8 states include a list of all the providers with which Proposer has existing relationships within the proposed Service Delivery Area and the role of each provider; if a formal agreement has been made include a copy of the agreement and this is a scored section.
Q: Are these existing agreements or agreements to be implemented effective 10/1/2015? – if award is made to agency?
A: They could be either, please identify if they are existing or anticipated to implemented effective 10/1/2015.
Q: Section 5.2.8.1 requires Proposers to include a list of all the providers with which Proposer has existing relationships within the SDA and the role of each provider. Can you please clarify what you mean by “all providers” and “existing relationships” and be more specific? Should it include “networking” partners? Those with whom we may just share information for example?
A: Please list all agencies that you work with to deliver services to families, this can also include “networking” partners if that supports your work.
Q: Supervision of Screeners. I am looking for clarification of what looks to me like conflicting information within the HFO RFP.
Section 3.2.3.4 of the RFP document says that the supervision requirements
set forth in the HFO Policies and Procedures require Eligibility Screeners are subject to the same supervision requirements as home visitors (weekly, 1:6 ratio).
Rows 17-18 of the Budget Guidance worksheet say that HFA standards do
not specify supervision requirements for Eligibility Screeners.
A: This is an error and will be corrected by Addendum. The correct language should read :
3.2.2.1. Staff HFO services so that direct service staff ( Home Visitors) receive ongoing weekly, administrative, clinical and reflective supervision according to HFO Policies and Procedures. The full-time direct supervisor to full-time direct service staff ratio shall not exceed 1:6. Best practice is 1:5.
3.2.2.2. Please explain how Eligibility Screeners will be supported and what type of supervision they will receive.
Q: Section 1.1 of the RFP document says “Services Begin early, during pregnancy or shortly after the birth of a baby, and can last up to three years.” I believe it would be more accurate to say that services can last up to the baby’s third birthday. (Section 4-3 of the HFO Policy and Procedure Manual requires that sites offer services for a minimum of three years after the birth of the baby.)
A: This language will be changed by Addendum to read: “Services begin early, during
Q: Will ELD still provide the database for management of the program (currently Family Manager)? Also, will NPC still provide data tables? (We need to know if we need to budget for this need in our budgets) What else can we expect to be provided by
ELD/State?
A: You do not need to budget for a database or collection of data, these costs will be covered by Central Administration. Training costs (travel/overnight stays and food) for CORE trainings will now also paid by Central Administration. Technical Assistance, site visits and statewide coordination will also continue to be covered by ELD.
Q: It appears in Section 3.2.6 and 3.2.6.2 that more "outcomes” have been
added/changed. ASQ for example is now 100% instead of 65%. Who approved these?
A: All of these outcomes are in alignment with the new 2014-16 Best Practice Standards from HFA. They did not need to be approved since keeping with HFA model fidelity requires that we align with HFA standards as they change.
Q: When a new host agency takes over services and wants to use their own staff to provide HFO services, how will TA be delivered to new program to minimize disruptions to all?
A: If a proposal indicated that the intent was to use all new staff for HFO services, and they were awarded funds, intense TA would be available for this change. It would be nearly
impossible for this type of transition plan to not interrupt services to families.
Q: How do we determine our target population so that we can determine need for budget?
A: This information will be added to the RFP through Addendum.
Q: If the proposal is not suggesting a transfer of families or a specialty population to serve what pieces of 5.2.7 are required? How would it be scored if no questions apply? If the proposer is not changing services area or providers do you complete 5.2.7.1?
A: If a proposal indicates that there would be no change in providers or staff, then indicate that in this section. This section will be given one score for all of section 5.2.7 which includes in Section 5.2.7.1 describing your service priorities. Refer to Section 6.1 through 6.5 for scoring.
Q: Is the HFO PPPM required to be submitted with the RFP?
A: No
Budget Questions:
Budget and Scoring:
Q: Do we know how much money is available? How much money is allocated for each service delivery area?
A: We do not know our statewide budget. We are not setting allocations for each Service Delivery Area. Please propose how much funding you will need to meet your communities need for HFO services.
Q: How does MIECHV funding work in with the RFP process?
A: MIECHV dollars for HFO slots must be awarded to a provider offering HFO services. If a current HFO provider is receiving MIECHV funds now, and they are no longer an HFO provider after the RFP process, their MIECHV contract that ends on September 30th will not be renewed, as these funds must be awarded to an existing HFO program.
Q: The budget forms don’t seem to want information about any funding stream other than General Fund. Are we supposed to provide information about how will spend Medicaid and match?
A: It is important that we have a clear picture of how General Funds are being spent and what the FSU cost is just from your general fund request. An updated Attachment 10 - Budget will be released by addendum and capture both your general fund request along with all other funding that will be supporting your program.
Q: Is there indirect allowed? I do not see it on the sample budget.
A: A38 and A39 should contain your indirect costs
Administrative Personnel (admin, accounting, legal, etc.)
Office Space & Maintenance (utilities, insurance, etc.)
Q: Do we include July – September 2015 in our year 1 budget? Or will the year 1 budget cover just 9 months?
A: Include July – September please
Q: Should we base it on FSU's? Percentage of previous FSU’s? Percentage of families we would like to serve? Percentage of families needing to be served?
A: Base your budget on the need in your community. How many family FSUs do you need to meet the need for eligible families in your Service Delivery Area.
Q: Please describe how budgets are to be built. Is there a funding formula? A population-based program size desired? A limit to parameters?
A: Your budget should be built based on the need in your community.
Q: If we plan to subcontract the direct services, we need to include all of their staffing in the budget and costs associated with the subcontracts?
A: Yes.
Q: What are the budget criteria to be scored?
A: See Section 6.2, 6.4, and 6.5.7
Q: Do we just submit one copy of Attachment 10?
A: Yes. If you are submitting a proposal for more than one Service Delivery Area, a separate Attachment 10 needs to be submitted for each.
Q: Do we submit an annual budget, or one on the 2 year award period?
A: 2 year, use the budget template attached.
Q: Have there been any changes to the 25% match requirements? Will the match requirement be expected in the proposed budget?
Q: FYI, all budget samples, in upper left corner, say "FY 2015-2019". No need to address here...
A: This is an error. Attachment 10 – Budget will be corrected and released by Addendum.
Q: I am of the opinion that the information in the Budget Guidance worksheet is
accurate. If in fact the first bullet is considered accurate, it would be helpful to know where in the HFO Policies and Procedures the supervision requirements are set forth.
A: Critical Element 12
Q: Since there are no funding allocation guidelines for our region (other than the expectation that the overall HFO pot of money will be more this year) how do you recommend that we approach building a budget?
A: Build your budget based on the need in your community. How much funding do you need to meet the need of all eligible families?
Q: What do you mean when you say “we will really be looking at this” when referring to overhead? Can you be more specific?
A: Administration costs (which DOES NOT include the Program Manager position) should not exceed 10% of the total Personnel costs.
Medicaid:
Q: Will we still be able to keep and include Medicaid in our budgets( usually based on what our past earnings have been)?
A: Yes. New guidance will be released the week of March 9th on how to include these funding streams in your budget.
Q: Regarding Medicaid match, will the program generating the Medicaid match turn around and receive them or will they be allocated in a different way?
A: The ELD will pay the Medicaid Match for all programs. Medicaid claims will still be paid to each program.
Q: Can you clarify the changes in Medicaid reporting? Not the local requirements as I understand that will not change, time study entries 4 x quarter, etc. Instead, what will be ELD’s responsibility? Do I understand it correctly that local hub will no longer have any of
the Medicaid reporting responsibilities? Will there still be the 4% admin. cost still be taken from programs?
A: All details for the new Medicaid process are not yet set. We will notify all awarded sites of these changes when they are figured out.
Continuation of Current Services & Transition Questions:
Q: Contract start date is Oct 1? Is there a plan to continue services and funding for the first quarter until contracts are in place?
A: ELD is working on 3 month contracts to begin on July 1, 2015 – September 30, 2015 to keep services in place for families.
Q: Will performance indicators and expectations be waived during transition from existing programs to new programs?
