Question and Answers for the April 29, 2005 OPCA TANF RFP
1. Is it possible to apply under this RFP for an existing OPCA TANF funded program that is ending in 2006?
Yes.
2. Is there any reason to make changes on our existing OPCA TANF funded program before submitting an application under this RFP?
No.
3. Are there any special options for reapplying, to ensure that an existing OPCA TANF funded program will run without interruption of services and without jeopardizing employment?
Continuation of an existing program that is scheduled to terminate on June 30, 2005 would be subject to an award being made from this RFP and monies available for such purposes.
4. Please outline all requirement elements and statements that are expected in the required Letter of Cooperation with Social Services District.
The purpose of this letter is to ensure awareness of the proposed program by the local social services district and to avoid service duplication. Such a letter could also include a recognition of the usefulness of the proposed program for the identified population and an expression of willingness to work with the identified population to access all available services for which individuals were eligible.
5. Selection Criteria, B. Project Overview and Design, number 3: To meet the requirement that the applicant provide… "evidence of coordination with other applicable agencies (e.g. New York Department of Labor) and service providers…," can the applicant just include in the narrative response a description of this coordination or is a linkage agreement, memorandum of understanding, or a letter of cooperation required?
An agreement, memo of understanding, or a letter of cooperation is not required but such a document could strengthen the application especially if it is from an organization providing crucial services. It would be important particularly if the organization has not provided the services previously or only on a limited basis to the applicant organization's program participants. Information describing the cooperation should be included in the narrative as to the services that would be provided by any such organizations.
6. Attachment C, Proposed Cost Summary: Are you only expecting the completion of the budget summary form (attachment C) accompanied by narrative justifications or are you looking for line item budget pages that detail each budget category along with a narrative justification?
We do need detail for each budget category to ensure that only eligible expenditures per Attachment F are included. A detailed cost justification is required per Attachment E.
7. Section VI(A)(8)(c): "All applicants will require that project clients undergoing drug or alcohol treatment to sign the appropriate Consent Form in order to allow access to treatment information for purposes of determining project compliance." Is written consent to release of alcohol/drug treatment information an eligibility requirement for client participation in funded services, even if the focus of the funded work is not around treatment access or mandated treatment compliance?
Yes. Even though treatment is not reimbursable with TANF funding, where indicated it is necessary for success in other work and is part of a total approach for individuals under criminal justice supervision.
8. May a single agency submit more than one program proposal?
Yes. Multiple submissions are allowed.
9. When will the programs funded through this RFP process begin?
OPCA's target contract start date is October 1, 2005.
10. If our application is successful, would our new program have the same start date as other new programs or would our first program run its course until December 31, 2006 and our new program start January 1, 2007?
It would have the same targeted start date of October 1, 2005.
11. Would letters of cooperation include a letter from the local probation department?
Yes. It would be appropriate if the program proposal is to work with individuals under probation supervision.
12. Would a letter from a correctional facility be a good idea also?
Yes. It would be appropriate if discharge planning work with inmates at such a facility is being proposed.
13. Can travel for staff be included when they are accompanying program participants?
TANF 'non-assistance" funds may not be used to reimburse participant travel costs. Travel costs may be reimbursed for staff but not with the intention of circumventing the exclusion of participant travel.
14. If this is a five year contract, is the budget held steady for five years? Should we talk about future changes now or should we wait until (let's say) year 3?
Contracts are subject to monies made available for such purposes. The budgets for OPCA's existing TANF funded programs have in the past not been increased and there is not a provision in the RFP for such increases. Future changes would be addressed in annual program updates.
15. If we are thinking about subcontracting for services, do you want to see a copy of a proposal or can we provide that later?
A detailed letter or agreement from the proposed subcontractor should be included. In addition, as per II.E of the RFP, applicants must provide a description of the program services that will be provided by a subcontractor and a specific budget for said services.
16. Are we bound to the subcontractors we provide in the proposal?
No, but any change is subject to approval by OPCA after review of the information required by the RFP in number 15 above and other requested information.
17. Would you consider a small demonstration grant of less than $100,000?
No. The RFP does not allow program budgets for under $100,000.
18. When we show the cost proposal do you want us to show each year?
Cost proposals per Attachment E should be submitted reflecting a full year of program operation. If start-up will significantly impact those costs, a cost proposal for the start-up year should also be submitted.
19. On page 28 of the RFP you ask for Milestones showing the half-way point of program, if we serve different populations (e.g., parolees and ATI clients) and the half way point of the program is different for each population, do we need to put in two milestones?
A proposal may include separate milestones for populations with distinctly different time frames. Also, the milestones are set up to accommodate the possibility of a range for the half-way, three quarter, and successful completion milestones. For example, half-way could be 90 - 120 days.
20. If we put in two budgets for question 19, are we able to combine the numbers to meet our targets?
No. Each budget and milestones stand alone.
21. Are you expecting to see a program start-up budget and another budget?
Yes, for new programs. Specify any costs and the time period for start-up and include a milestones budget for the balance of the first year.
22. If we are spending 6 months in start-up are you expecting to see our 25 successful completions or will you accept a percentage depending on a program actually being up and running?
OPCA recognizes that there may be lower target numbers due to start up of operations during the first year for new programs. Start-up costs will be a factor in the comparative analysis of budgets
23. Would you consider minor program design changes made to property to accommodate program design as capital improvements?
Yes. Any improvements/changes to a building would be considered as capital improvements and not eligible for TANF funding. Reimbursements and Exclusions are specified in Attachment F.
24. What does no drug and alcohol treatment mean?
It means that the TANF "non-assistance" funding that will be used to fund the programs selected may not be used to reimburse such treatment. Reimbursements and Exclusions are specified in Attachment F.
25. What is the difference between milestones and outcomes?
Milestones represent a certain time period relative to intake or program completion. Within each milestone time period, performance objectives are to be established that evidence the work accomplished or completed during that milestone period. Performance objective at the half-way milestone, for example, could be completion of 5 of a 10 class parenting series with completion of the entire series a performance objective for the three quarter milestone. Outcomes occur at the end of a participant's participation in the program. For example, if the program is designed to prepare a participant for employment, the outcome would be the placement of the participant in a job. An outcome is the result of a participant's involvement in a program. It is the result that the program is attempting to achieve. Performance objectives and the milestones are the steps/process the program has designed to achieve the desired results/outcomes.
26. If we have an existing OPCA TANF funded program that ends 12/31/05, does that mean that it comes to an end on 9/30/05 should we get a new contract?
Yes. It would come to an end and the new contract would start.
27. Can some milestones be accomplished while in prison?
Yes. Up to 90 days of work can be accomplished prior to discharge per guidelines from the NYS Office of Temporary and Disability Assistance. Satisfaction of the TANF eligibility criteria is required.
28. Eligible participants may be reluctant to fill out forms acknowledging parenthood for fear of being tracked. How is this handled? Who will see the form?
As stated on the Non-Custodial Parent Information Referral form, information is provided to child support enforcement. Generally, a presentation of the rewards of stepping up to the plate both financially and emotionally for one's children is made with knowledgeable presentation of child support obligations and the possibility of the modification of child support orders especially where default orders were made.
29. If someone is in a pretrial program and they are violated or arrested and incarcerated can we continue to work with the family since we work with the whole family in our program?
The participants would no longer be counted as a program participant if incarcerated subsequent to program intake. The participant would be considered an unsuccessful or administrative program discharge.
30. If a participant enters program on a pretrial basis and charges against that participant are later dropped, can we continue to work with participant?
No. The participant would no longer meet the criteria of involvement in the criminal justice system.
31. What is meant by "established credentials" of working with community corrections in section II(B)? "Who May Apply," and how is this documented?
This means appropriate successful organization experience working with community corrections. It is documented by contractual relationships, MOU's, program audits, etc.
32. Do you anticipate another RFP next year?
Another RFP would depend upon the funding provided in future state budgets.
33. For outcomes, if we have "employment" are you amenable to the fact that you aren't paying for the whole process (job-readiness, placement, retention) Can we use other funding for part of this?
Yes. Work to be accomplished by the program proposed in response to this RFP should be clearly distinguished in the narrative from work under other contracts. Only work to be done by the proposed program should be included in the Program Milestones and Costs chart included in Attachment E of the RFP. Attachment E further requires the separate listing of any other sources and amounts of funding that will support the program.
34. In NYC HRA requires a completed proposal and then takes 3 weeks upon receipt of proposal to give a letter of cooperation, what should be done in this case?
The completed proposal should be supplied to HRA as soon as possible and not later than June 13, 2005. The remainder of the proposal must be submitted to OPCA per the deadlines established in the RFP accompanied by a copy of the request to HRA for a letter.
35. Page 2 references non-violent offenders, what should be done if it is not clear if someone falls into that category?
The RFP makes reference to eligible non-violent offenders in connection with explaining the valuable role of community corrections programs in identifying eligible non-violent offenders in order to avoid unnecessary reliance on incarceration and to address the needs of appropriate offenders whose lives can be redirected to law abiding behavior through specialized services. In selecting a target population for services, a program ought to be sensitive to public and victim safety and determine the appropriateness of achievement of TANF identified goals.
36. What is the definition of family reunification?
Family reunification means that the children have returned to a parent or adult relative primary caretaker from foster care or that children that were living elsewhere are living with a parent or any such relative including with a parent as part of a joint custody arrangement.
37. What if someone begins communication or visitation is that considered family reunification?
No. That would count as work toward that TANF purpose and could be a performance objective.
38. Is a program which submits more than one application in any way penalized?
No. Each proposal will be evaluated on its own merits. Any awards regardless of number of submissions will take into account organizational capacity.
39. What if you are not able to meet your targets due to extenuating circumstances?
OPCA plans to include contractual language to address such circumstances.
40. What about non-custodial fathers? How do they fit the eligibility criteria and TANF program goals?
Non-custodial fathers may be eligible as specified in the RFP. Work in a program for fathers would address the federally established TANF purposes.
41. If someone reaches a target date for successful completion of a milestone or target and then "fails" in some way, can we still count them (i.e. 90 day job retention and leave the program on the 91st day.)?
Yes. Part of the rationale for milestones is to recognize the work that is done at certain points in the contract. Milestones will be reimbursed when participants achieve the required performance objectives under each milestone and have remained in the program up at least the minimum specified time period. The funding allocated to milestone payments should be weighted to favor long-term retention and program completion as stated in Attachment E.
42. If total number of successful completions are not 50% in the first year, are there any consequences besides not getting paid?
Yes. If it were determined that the program was not viable, the contract could be terminated.
43. Matrix of program milestones: when we go in to calculate cost of participant, do we collapse all participants and average it out?
Yes. The costs in column C of Attachment E Program Milestones and Costs should be averaged costs.
44. Do you have an example for Attachment E?
We do not believe that an example(s) can be supplied that would anticipate the needs of all applicants.
45. My organization has experience with performance based programs. Is that something we should mention?
It may be mentioned in the RFP response.
46. Does Attachment D, Statement on Cost Allocation Methodology, have to be completed prior to award?
No. It will need to be completed as part of the contracting process.