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Updated Bid Information, FAQs and Point Distribution Chart
Please note the following:
1. AMENDMENT OF DUE DATES:
a.Notice of Intent to Apply is due Monday , March 31, 2014. The prior date was Thursday, March 20, 2014.
b.BID (RFR) submission deadline – Tuesday, April 8, 2014 by 4:30 p.m. The prior date was Friday, April 4, 2014 by 4:30 p.m.
2. AMENDMENT TO NOTICE OF INTEND TO APPLY – Appendix 2
a.The notice of Intend to Apply is REQUIRED. The Due date is Monday, March 31, 2014.
b.Appendix 2 is amended as attached.
Frequently Ask Questions
1. Question: Is it 10 families or 10 parents?
Answer: The RFR uses the wording families but should reflect the wording of parents. 10 parents are to be served per series.
2. Question: The RFR indicates that agencies need to serve at least 10 parents, does this mean that each PESP is required to graduate 10 families?
Answer: Yes, agencies are expected to graduate 10 families. The Children’s Trust expects programs to make every effort to successfully meet the requirement of graduating 10 families.
3. Question: While the requirement is for a minimum of 10 parents to complete each group series, is there a requirement on the number of weekly sessions each must attend?
Answer: The Children’s Trust expects programs to make every effort to successfully serve at least 10 families per session. See response to questions # 1 and 2 for additional comments.
4. Question: Can an agency apply for both Category 1 and Category 2?
Answer: Yes, agencies can apply for both categories but must submit separate applications for each category.
5. Question: Can you do more than 1 series for Category 1?
Answer: Yes, agencies can apply for up to three series for Category 1 using one application. Applicants are allowed to apply for up to a maximum of three series with a maximum funding obligation up to $9000 per fiscal year.
6. Question: If an agency can apply for more than 1 series, can families from series 1 participate in the subsequent series?
Answer: No. Each agency must serve new parents for each series. For example, if an agency is implementing three series, the agency is required to serve 30 different parents.
7. Question: Can an agency apply for multiple series within Category 1 and can each series target different groups? (i.e. Dads, Latinos, and Moms?)
Answer: Each agency is allowed to apply for up to three series in Category 1 and can target different populations for each series, but the agency must submit different applications for each population to be served. If the agency is planning to offer series in different languages than the applicant must clearly explain in the application how these populations will be served.
8. Question: How many series can we apply for in Category 2?
Answer: Agencies may apply for one (1) Nurturing Program or agencies may apply to up to two (2) Parenting Journey series using separate applications for each curriculum.
9. Question: Can an agency apply for one Nurturing Program and one Parenting Journey?
Answer: Yes. Agencies can apply to implement both the Nurturing Program and Parenting Journey Program but will be required to submit two separate applications for each curriculum.
10. Question: If an agency applies for three series in Category 1, could they receive funding for less than three series?
Answer: Yes. An agency could receive funding for less than three series.
11. Question: Can agencies apply for Category 1 and Category 2? Can agencies submit separate applications for Category 1 and Category 2?
Answer: See question 4 response.
12. Question: In Category 1, if agencies wanted to apply for more than 1 series, would they have to fill out more than 1 application?
Answer: See question 5 response.
13. Question: Do you want 5 copies of the state forms as well?
Answer: Yes. Agencies must submit five copies of the entire application, including attachments and state forms. Provide five copies of the completed original application.
14. Question: Can you send out the scoring matrix?
Answer: Yes. The Children’s Trust will post the scoring matrix on COMM-PASS.
15. Question: What if agencies have applied for MA Family Center funding; can they still apply for PESP funding?
Answer: Yes, because agencies has not been awarded a contract award. Once a funding decision has been made, this may affect your eligibility to receive funds for a PESP. Preference will be given to organizations not currently receiving funding from the Children’s Trust.
16. Question: Is the Organizational Background and Experience section of the RFR asking for fiscal information?
Answer: No, this section focuses on your agency’s programming and services.
17. Question: On page 10, it says programs must be universal, I assume it must be families with children under 6, can it reach sub-populations (i.e. Spanish-Speaking)?
Answer: Yes, agencies can design programs to focus on different parent populations serving families with children ages prenatal to six years old.
18. Question: What does universal mean?
Answer: PESP Programs are open to all families in the community identified to be served. Organizations can identify a specific targeted population and within the target population all families should have access to your program. Programs must accommodate the needs of all families interested in participating in their PESP program.
19. Question: Will agencies be allowed to use different curricula for different targeted populations? For example, Nurturing Program has a fathering curriculum and a teen parent’s curriculum; can agencies use those depending on the series and the population?
Answer: Yes. All applications should provide a clear description of the population and clearly identify the curriculum to be used for the Nurturing Program series. Programs must adhere to the chosen Nurturing Program model and structure. Children’s Trust is only funding one (1) 15- 24 week Nurturing Program series per fiscal year. The chosen Nurturing Program must meet the funding criteria. The Children’s Trust will consider all Nurturing Program curricula.
20. Question: Can families be involved with other parenting education and support programs, like Early Intervention?
21. Question: Are you funding a total of 20 series in Category 1? And, are you funding 2 Parenting Journey programs and 1 Nurturing Program? Does it add up to the adjusted procurement?
Answer: The Children’s Trust is planning to fund up to 20 series in Category 1 statewide and 2 Parenting Journey Programs series and 1 Nurturing Program series across the state of Massachusetts. Yes, it does add up to the adjusted procurement because the funding is over a three year period.
22. Question: Are you funding one (1) Nurturing Program for the whole state and two (2) Parenting Journey series throughout the state?
Answer: Yes, see question #21.
23. Question: Is funding for 20 series across the state?
Answer: Refer to question # 21.
24. Question: If we don’t supplement the curriculum with materials for Category 2 do we lose points in the review?
Answer: No, agencies will not lose points since it is already a set curriculum.
25. Question: Can funding be used to train staff for the Nurturing Program?
Answer: Agencies can set-up budgets based on their programmatic needs. The Children’s Trust encourages applicants to use our funding for PESP programming.
26. Question: On the work plan, what would be an outcome measure for providing healthy food?
Answer: Agencies’ outcome measure descriptions would include the type of food provided and how the parents responded to the food provided. The refreshments or food provided should be appropriate for the time of the PESP being offered.
27. Question: Do agencies need to submit more than one budget for each series they are applying for?
Answer: No. Agencies can submit a combined budget for the overall application. The budget justification form should clearly explain how the funding is being used for each series.
28. Question: Can the letter of commitment be from a company who is going to build a ramp for the agency?
Answer: Yes. Letters of commitment should reflect how the partnership will support the success of the PESP.
29. Question: Do you currently have funding for 20 series?
Answer: The Children’s Trust has funding for 10 to 12 series. If more funding becomes available, we will fund more programs from this applicant pool.
30. Question: I have a CFCE contract. We are not required to fill out state forms, are we still required to fill them out for this RFR?
Answer: Yes, All bidders are required to complete and comply with the requirements of the state forms identified in the RFR. However, governmental entities are currently exempt from preparing some parts of the Uniform Financial Statements and Independent Auditor's Reports (UFR).
31. Question: For the Supplier Diversity Program (SDP) Form 1, please clarify if the commitment percentage is measured or applied to the program level or for the organization?
Answer: SDP Form 1: Plan Commitment, requires prime contractors to commit a percentage of contract sales that must be spent with a certified businesses through the life of the contract. The committed percentage is calculated at the contract level and is measured as a ratio to total firm wide spending with certified SDP partner firms.
Please note that this form is required for departmental procurements over $150,000 and for Statewide Contracts. The maximum obligation amount of this RFR is $292,500. Bidders are required to submit the SDP Form 1: Plan Commitment and only the awarded contractor(s) resulting from a Statewide or large (over $150,000) department-specific procurement are required to complete the Declaration of SDP Partners Form 2. It is not anticipated that contracts awarded under this RFR will result in a Statewide or large (over $150,000) department-specific procurement
Information related to the SDP can be found at: http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/procurement-prog-and-serv/sdo/sdp/supplier-diversity-program-faqs.html#q1
32. Question: Where do we find updates to the RFR?
Answer: Updates to the RFR will be available on CommPass. Please see appendix 4 regarding CommBuys - Comm-Pass Phase Out. Additionally, it is recommended that bidders periodically visit the Children’s Trust web site for updates.
Information on Compass can be found at: http://www.Comm-Pass.com
Information on CommBuys can be found at: http://www.CommBuys.com
Information on the Children’s Trust can be found at: http://www.Childrenstrustma.org
33. Question: Will you put updates to the RFR on the website?
Answer: Refer to question #32 response.
34. Question: If agencies received CPESP or PESP funding in the past, will they check that they have received funding in the past?
35. Question: If agencies did have funding in the past and are planning to submit a different type of PESP, what do they check?
Answer: If it’s a brand new program, agencies should check that it’s a new PESP program.
36. Question: For the retention section, can agencies use some the budget for incentives like gift cards?
37. Question: Are agencies allowed to include Home Visits in the program?
Answer: No, this RFR is specifically for group-based parenting education and support programs.
38. Question: Is there a requirement for child-staff ratio for childcare?
Answer: No, but the Children’s Trust encourages your agency to consider the safety of the children participating in your childcare program.
39. Question: In the review process, are there points associated with parents who are in another parenting education group?
Answer: No. The scoring is not associated with parents participating in other parent education programs.
40. Question: The Electronic Funds Transfer (EFT) form requires that we check one of three request types: Initial Request, Changing Existing Account, or Closing Account. We are already participating in EFT with the Commonwealth. Should we check "Changing Existing Account"?
Answer: The Electronic Funds Transfer Sign Up Form needs to needs to be completed by all prospective bidders with the request type of Initial Request.
41. Question: If agencies decide to apply for Category 2 under the Nurturing Program, must they name the specific curriculum in the application that they will use? Or can they just write that will use one of the Nurturing Program curriculums?
Answer: Applicants must identify and name the selected Nurturing Program curriculum in the application.
42. Question: If a family is involved with Department of Children and Families, but does not have a required Parenting Education component in their service plan, are they still eligible to take part in our proposed Children’s Trust groups?
Answer: Yes, the PESP programs are universal and are open to all parents that are eligible to participate. Parents’ participation cannot be part of a current Department of Children and Families service plan.
43. Question: During the Bidder’s Conference it was stated that a parent could be in another parenting program and still participate in groups through a Children’s Trust grant as long as the two programs complement each other; but in the guidelines it states that “if an organization chooses to apply, it must address how they will recruit families who do not already participate in existing parent education and support programs in the community.” Would you please clarify?
Answer: Under the General Eligibility Requirements on page 2 it states that Priority for funding will be given to organizations not currently funded through other parenting education and support initiatives such as Healthy Families and Massachusetts Family Centers. If an organization chooses to apply, it must address how they will recruit families who do not already participate in existing parenting education and support programs in the community. Applicants must also address why the proposed program could not be included in existing contracts. This statement is specifically for programs currently receiving funding through the Children’s Trust to provide same or similar services. Applicants must clearly explain why these parents need to participate in this funded program in addition to the other funded Children’s Trust programs.
44. Question: Also, can Healthy Families be a collaboration? Can we receive referrals from Healthy Families for their clients? Or is this duplication because Children's Trust funds Healthy Families?
Answer: Yes. The Children’s Trust encourages collaborations through referrals. All parents who are eligible can be referred to a PESP.
45. Question: Are current Children’s Trust Family Center grantees eligible for this funding? I can see the statement that says priority is given to agencies without Healthy Families or Family Centers, but can they still apply? Also can Department of Children and Family Family Centers apply and does this funding effect prioritizing?
Answer: Priority for funding will be given to organizations not currently funded through other parenting education and support initiatives such as Healthy Families and Massachusetts Family Centers. If an organization chooses to apply, it must address how they will recruit families who do not already participate in existing parenting education and support programs in the community. Applicants must also address why the proposed program could not be included in existing contracts. Your agency must clearly explain why these parents need to participate in this funded program in addition to the other funded programs that are receiving funding to provide parenting education programs.
46. Question: We are not certain what staffers will be available when the program starts. Do we need to specify an individual as facilitator, or would a job description suffice?
Answer: If facilitator(s) has not been identified, please describe your process for recruiting and hiring a facilitator. If your program is proposing to serve a population whose first language is other than English, please indicate how the staff will meet the linguistic needs of the participants. Also provide a description of what staff qualifications are needed or a job description.
47. Question: Can you please let me know if I partnered with a local non-profit such as a church if my company would qualify to provide such services? If that is possible, would I need to fill out the paperwork or would they have to fill it out? Would my contract then me or with the non-profit?
Answer: One of the General Eligibility Requirements listed in the RFR is that only not-for-profit community-based organizations be awarded funds under this program. A private or for-profit organization can, however, partner (via a fiscal agency relationship) with a not-for profit organization (a sponsor such as a local non-profit church) to satisfy this requirement. This not-for-profit fiscal agent must be prepared to certify that they have entered into an agreement with the bidder regarding the use of the funds. Additionally, if funding is granted, the sponsoring organization must retain control and discretion as to the use of the funds, must maintain records establishing that the funds were used for section 501(c)(3) purposes, and the fiscal agent must agree to all of the terms and conditions of the RFR including signing all of the contractual agreements.
Question: Can you send out the scoring matrix?
Answer: Yes. The scoring matrix will be post on COMM-PASS. Also, please see appendix 4 to the RFR regarding CommBuys - Comm-Pass Phase Out. Additionally, it is recommended that bidders periodically visit the Children’s Trust web site for updates.
Information on Compass can be found at: http://www.Comm-Pass.com
Information on CommBuys can be found at: http://www.CommBuys.com
FY15 Parenting Education and Support Program RFR
Point Distribution Chart
|program component||total point value|
|general adherence to guidelines||y/n|
|introduction and organizational background||15|
|parenting education materials||15|
|staff and volunteers||15|
|outreach, recruitment, and retention||20|
|work plan (attachment 2)||25|
|children's trust budget & budget justification (attachments 4 & 5)||20|
|all required attachments||y/n|
|all required state forms||y/n|
total point available