Best Start Regional Support Networks Request for Proposals Questions & Answers

Transcription

1 October 20, 2017: Best Start Regional Support Networks Request for Proposals Questions & Answers 1. The RSVP deadline for the Regional Information Sessions has passed, can I still attend? Yes. RSVP s were encouraged, but not required. All organizations interested in providing regional and/or local support are encouraged to attend Regional Information Sessions. 2. Where are the Regional Information Sessions occurring? The RFP has been updated to detail the locations of all Regional Information Sessions. This information is also listed on our webpage where the RFP is posted. 3. Can one organization operate as both the RSN and LSN? Yes, as noted in Section V. Scope of Work of the RFP there is flexibility in whether the Regional Level Support Roles and Local Level Support Roles are performed by the RSNs or by the LSNs. The primary exception is that the Proposer/RSN will be required to fulfill the contract administration role that includes effective administration of the contract with First 5 LA and the effective administration of all subcontracts. 4. Are there any recommendations as the activities that should be reserved for local community organizations? There are no recommendations as to what activities or functions should be reserved for local community organizations. It is recommended, however, that the potential applicant seek to best fulfill the support needs of each Community Partnership within the proposed region. 5. Is there a % of the funding that should be reserved for local agencies? There is no requirement of what percentage of funding should be reserved for local agencies. However, local level operational costs may be budgeted at an average of up to $390,000 per community in the proposed region. 6. Will a home office or an office based out of another organization's (like a school) fulfill the physical office location requirement? As either the RSN or a subcontractor. It is expected that the RSN will have a physical, organizational office location within the region. Therefore, a home office would be insufficient to meet this requirement for the RSN. An office based out of another organization s offices is sufficient to meet the physical office requirement if the RSN is based out of this location. For LSNs, a home office or an office based out of another organization s office is sufficient to meet the physical location within Los Angeles County requirement. 1

2 7. How does this structure relate to the Child Care Resource and Referral agencies? Are you expecting them to serve as RSN or LSN? As noted in the RFP, First 5 LA recognizes the need for a strong support structure that better utilizes community resources, increases local ownership, and promotes increased collaboration and the sustainability of the outcomes for children and families. The selected RSN will be tasked with identifying opportunities to better utilize community resources, such as the Child Care Resource and Referral agencies. We encourage all qualified organizations, including the organizations serving as Child Care Resource and Referral agencies to respond to this RFP if qualified and interested. 8. What kind of capacity building will F5LA be offering to winning proposers? As noted in the RFP, First 5 LA recognizes that the roles of the selected RSNs and LSNs are fairly unique, as such, the new support structure will include capacity building and peer learning supports that will be provided by First 5 LA or its contractor(s) for the organizations that assume this roles. q 9. If an agency wants to only be considered for an LSN role, how do they reach out to be considered by someone considering proposing for the RSN role? They cannot propose only to offer that role for this proposal, correct? An agency interested in only fulfilling a LSN role cannot submit an individual proposal. As detailed in the RFP, it is expected that the RSN will develop a team including subcontractors that will work together to fulfill the regional and local level roles (refer to Figure 3). First 5 LA will contract with the selected RSNs who will assume responsibility for all of the support provided in the regions and management of any proposed subcontractors. We highly encourage those who are interested in only fulfilling a LSN role to participate in the Regional Information Sessions for the regions they are interested in providing local support. These sessions will allow for potential proposers to network and connect with potential subcontractors. Shortly after the Regional Information Sessions, First 5 LA will post the list of participants for the purpose of networking and connecting potential proposers and subcontractors. 10. Are organizations who are currently involved in Partnerships seen as having a conflict of interest for RSN or LSN? Participation in the Community Partnership as an organization or organizational representative will not automatically disqualify a potential applicant. As detailed in the RFP, conflict of interest will be assessed for the RSN as well as all proposed subcontractors during level 1 review. Proposers (including subcontractors) whose financial interests, or prior contractual relationships to First 5 LA, would constitute either a conflict of interest under California s Political Reform Act, or a prohibited financial interest in the making of a First 5 LA contract as prohibited by Government Code Section 1090, are ineligible to receive this funding and will be disqualified from review. If the RSN or any proposed subcontractors have a conflict of interest, the entire proposal will be deemed ineligible and will be disqualified and will not move forward in the review process. Any questions should be directed to Sabel Morales, Contract Compliance Officer at smorales@first5la.org. 2

3 11. Are the numbers presented in the webinar annual numbers? The numbers detailed in the informational webinar slides and the RFP are for the initial contracting period. The first grant agreement term is anticipated to be for a period of 14 months, through June 30, 2019, with an estimated start date of May 1, If they're annual numbers, should we divide those by 12 months and add an additional two months? The numbers presented in the webinar are for the initial 1contracting period. Please reference section IX. Terms of Project for a breakdown of maximum funding available per region. 13. Are these multi-year contracts that are renewable until 6/30/2020? As detailed in the RFP, Section IX. Terms of Project, First 5 LA is committed to supporting this project through the end of the Strategic Plan. The first grant agreement term is anticipated to be for a period of 14 months, through June 30, 2019, with an estimated start date of May 1, The grant will renew for an additional year at First 5 LA s sole discretion. Renewal is contingent upon approval by the First 5 LA Board of Commissioners. The grant agreement may renew for subsequent years if it is in alignment with the Strategic Plan at First 5 LA s sole discretion. 14. If RSN contractor was able secure funding with another external entity for BSC activities (Non- F5LA) would the funding amount allocated by F5LA for RSN / LSN contractor be reduced? As noted in the RFP, we are looking to shift from a structure where First 5 LA is the sole funder and directs the work of the Community Partnerships to one in which there is strengthened local collaboration and governance with the support of multiple partners 3

4 including, but not limited to, First 5 LA. As long as the additional funding is used to supplement or enhance BSC activities, the contractor amount will not be reduced. 15. Is there a targeted demographic for activities and services? Still (0 to 5)? First 5 LA has a strict legislative mandate to expend funds only to promote the lives of children age 0-5 and their families in Los Angeles County. (Health & Safety Code ). For all funding guidelines, please visit our funding center by following the link below: Can you please send link to all Conflict of Interest criteria? Please review Section VII. Eligibility Requirements where conflict of interest is clearly defined. 17. Please clarify if there are documents that will be developed or have been developed that help community partnerships understand the limitations of funding use? First 5 LA intends to provide clear Funding Guidelines to selected RSNs that will also be shared with the Community Partnerships. These Funding Guidelines will likely detail the limitations of funding use. 18. Will the PowerPoint be made available? Yes, a copy of the PowerPoint slides is available in our Funding Center. You may access them directly by following the link below A RSN grantee can also serve as a LSN in the same region? Yes, as noted in Section V. Scope of Work of the RFP there is flexibility in whether the Regional Level Support Roles and Local Level Support Roles are performed by the RSNs or by the LSNs. The primary exception is that the Proposer/RSN will be required to fulfill the contract administration role that includes effective administration of the contract with First 5 LA and the effective administration of all subcontracts. 20. Is the expectation that some funds (i.e. the local level T&TA) will be funds that the local Partnership will decide how to use and if so does this include the funds for community change work and learning? It is expected that the RSNs and LSNs will work as partners with the Community Partnerships to help determine how to best use all funds allocated to achieve the desired impact of Community Partnerships for young children and families in their Best Start community. Therefore, it is highly likely that the Community Partnership will inform how to use these funds. Correspondingly, how to use community change work and learning funds can also be informed by Community Partnerships. 21. Will there be performance measures around each role? Performance measures are under development and will be shared with selected grantees. They may include performance measures for each role. 4

5 22. Will a budget narrative be required for the subcontractor budgets? It is expected that the proposer will include descriptions of the subcontractor budgets within the submitted budget narrative in the corresponding section. A separate budget narrative is not required for subcontractors. As noted in Appendix G, proposers must include a brief description and proposed expenses about each LSN and Regional Subcontractor in section 2 Contracted Services of the budget narrative. 23. Will you be circulating the list of people/agencies that participated in this webinar? We did not obtain consent to share the list of people/agencies that participated in this webinar. Potential proposers are encouraged to attend the Regional Information Sessions to learn more about the Best Start Community Partnerships they would be supporting if selected. The purpose of the Regional Information Sessions is two-fold. First, the Regional Information Sessions are an opportunity for potential proposers to hear directly from Community Partnership representatives about the Community Partnerships (e.g., the Community Partnership s mission, values, and goals; what support they need, and their expectations of the RSNs and LSNs). Second, the Regional Information Sessions will allow for potential proposers to network and connect with potential subcontractors, if desired. Potential proposers are encouraged to attend one or more of the Regional Information Sessions and bring any interested partners. The Regional Information Sessions will take place October 25-27, Please see page 4 of the RFP for further information. 24. Is the RSN responsible for hosting the community meetings? Yes, the RSN is responsible for hosting community meetings as appropriate to support regional and local level work of the Community Partnerships with the proposed region. For a list of anticipated regional and local support roles please see Section V. Scope of Work section of the RFP. 25. Who will be responsible for evaluating the RSN and LSN? The details of the evaluation of the Best Start Community Partnerships in the new structure are under development. It is anticipated, however, that First 5 LA will conduct an evaluation of the new structure including RSNs and LSNs. In addition, it is expected that the RSNs will monitor LSN performance and provide appropriate support that may include capacity building and technical assistance. November 17, 2017: 26. I was unable to attend the RSN webinar. Is there a link to the recording? Yes, the webinar was recorded and is available on our website where the RFP is posted, which can be accessed here: Can we have a copy of what the Communities presented at the Regional Information Sessions detailing what they wanted in an RSN? All presentations and materials from the Regional Information Sessions are available on our website where the RFP is posted, which can be accessed here: 5

6 28. Will the current BSF grantees continue to be supported by F5LA, or will the LSN grantee/subcontractor take over this evolving role? As noted in the RFP, the first set of community projects were named the Building Stronger Families (BSF) Projects, which will end by June Grantees were selected to implement the projects in close collaboration with the Community Partnerships. The projects illustrate some of the Community Partnerships priorities and interests and are included in the Community Partnership Overviews in Appendix C. Each Community Partnership will engage in a reflection process before the start of the new support structure in which they discuss what aspects of their current projects they want to build on in the future. Community Partnerships that have funds remaining from their community-identified projects will be able to access those funds through the new support structure. Funding for these projects will be included in the final RSN contracts and will be in addition to the amounts listed in this RFP. At this time, there is no need to detail a budget for these projects. 29. How can we obtain a list of current grantees working directly with Best Start communities? The list of grantees providing support to Best Start communities is included in the materials from the Regional Information Sessions, which have been posted online on our website where the RFP is posted. 30. LSN contract funding limits: $390K per community i.e. 4 communities x $390k or $390k to be used among all 4 communities (i.e. $390K /4 communities)? The details of the funding limits are stipulated in the RFP. For clarification, please refer to the table responding to Question #12 above. 31. Will we get a membership list for the sites? At least organizations and the number of residents currently engaged. The list of grantees providing support to Best Start communities is included in the materials from the Regional Information Sessions, which have been posted online on our website where the RFP is posted. Information about the average attendance and number of meetings per Community Partnership is included in Appendix C of the RFP. 32. Will the RSNs commit to employment of community/stakeholders within the Best Start community? First 5 LA is not involved in the hiring decisions of its Grantees. It is encouraged, however, that proposers hire qualified residents from the region's local Best Start communities. As described in the RFP, "Proposers are eligible to receive up to 15 bonus points if the staffing plan includes a commitment to filling positions with qualified residents from the region's local Best Start communities. The degree to which the proposal includes a staffing plan with qualified community residents from the region's Best Start Communities will determine the number of bonus points." 33. Will RSN representatives be present at all of the meetings that are convened? For example, planning/budget, leadership, and Partnership meetings, as well as events. 6

7 While all roles and functions detailed in the RFP (Project Overview section) need to be fulfilled, there is flexibility in whether they are performed by the RSN or by the LSNs. 34. What amount of detail is needed in the RSNs proposal for its LSN team? Are the RSN fully responsible for LSN performance outcomes? It is the expectation that proposers will identify all subcontractors, including LSNs, in their proposal. For specific instructions on the amount of detail for proposed LSNs, please refer to Section XI of the RFP. Yes, the primary RSN is fully responsible for all subcontractors performance and meeting all contract deliverables. 35. Are welcome baby grantees eligible to be RSN's and/or LSNs or would that be considered conflict of interest? A Welcome Baby grantee is not conflicted from applying to serve as an RSN or LSN. 36. Will one RSN be selected in Region 2 to support all 4 Community Partnership in the region? Yes, one primary RSN will be selected in Region 2 to support the four (4) Community Partnerships in the region. 37. Is there a Building Strong Families (BSF) grantee in Compton/East Compton? Yes, El Nido Family Centers is the BSF grantee in Best Start Compton/East Compton. The list of grantees providing support to Best Start communities is included in the materials from the Regional Information Sessions, which have been posted online on our website where the RFP is posted. 38. If we choose to work with a subcontractor to provide services across the region (i.e. capacity building) should we fund that out of the RSN pot of money or from the pot of money from each LSN? The funds that should be used depends on what support is provided. If it is support for regional level roles, then please budget from the regional level costs. If it is support for local level roles, please budget from the local level operational costs, local level training and technical assistance, or local level community change work. For a breakdown of regional and local support level roles, please reference Figure 3, located on page 14 of the RFP. 39. Should the application from RSN have identified LSN's in the proposal? It is the expectation that proposers will identify all subcontractors, including LSNs, in their proposal. 40. Please explain the conflict of interest - when do you see potential conflicts of interest? As detailed in the RFP, Proposers (including subcontractors) whose financial interests, or prior contractual relationships to First 5 LA, would constitute either a conflict of interest under California s Political Reform Act, or a prohibited financial interest in the making of a First 5 LA 7

8 contract as prohibited by Government Code Section 1090, are ineligible to receive this funding and will be disqualified from review. Any specific questions should be directed to Sabel Morales, Contract Compliance Officer at 41. When will F5LA begin development of their new strategic plan ? What key factors will F5LA use in determining if the 14 Best Start Communities will be in alignment with the new strategic plan? The process for creating the Strategic Plan will be under development in the next year. During this planning period, all First 5 LA investments will be evaluated for alignment. 42. How would Best Start Panorama City & Neighbors describe their expectation from the RSN? Response provided by the Panorama City and Neighbors Executive Committee: We want an RSN agency that will work with us as a partner. The purpose of this partnership is to achieve the objectives of First 5 LA for young children and their families and for the growth of community capacity. We expect this partnership to include consultation and advice about how the available RSN contract funds are used for local support and activities, and for regional civic action. We expect that our RSN agency partner will understand that First 5 LA Best Start "branding" is important for every aspect of our work. That is because this branding associates our community work with our purpose. We want to honor our partner's association name and to thank them for helping us in our mission. Nevertheless, it should always be clear to the community that the RSN partner and local PCN parents and other supporters are joined together in a program of community action called Best Start. We believe that it is very important that our RSN agency partner is an organization with a strong local presence in the Northeast Valley. Despite the name chosen by our friends in the Pacoima area, Panorama City and Neighbors is also a part of the Northeast Valley. One might even view PCN as the gateway to the Northeast Valley. Together, NEV and PCN share many challenges that affect outcomes for young children and their families. We believe that civic action will often need to be done at the regional level to address of our common needs. The most effective partner in this civic action will be a local agency that already understands the needs and has a track record in community change work. 43. Do we need to submit an LOI for each region which we intend to apply? Yes, proposers are highly encouraged to submit an LOI for each region for which they intend to apply. 44. I want to clarify. Will First5LA select the RSN and LSN concurrently? Or, will the RSN be selected first to then have the ability to provide input on LSN selection? It is expected that proposers will identify all subcontractors in their proposal. The RSNs and LSNs are selected at the same time. Proposers shall identify all subcontractors, including LSNs, in their proposal. Proposals are submitted by the primary RSN which is expected to assemble and propose a team of subcontractors that includes LSNs (organizations that will provide support for local level roles). 8

9 45. Could First5LA share their actual cost of the administration of the Long Beach/Wilmington support network? Including staffing structure, time/hours devoted to the Long Beach/Wilmington collaborative and support personnel hours and cost. Also, material/operational cost? Cost information for Community Partnerships is collected in aggregate form. Therefore, information on the individual cost of administration is not available for a specific Community Partnership. 46. Is there a page limitation for the budget narrative? There are no page limits for the budget narrative. 47. Can an organization be included as an LSN in multiple proposals? Yes. 48. How can potential RSNs assess the capacity of potential LSNs especially those entities that are currently supporting Best Start communities? For example, assessing whether they have met performance goal & deliverables, also outcomes achieved. Potential RSNs are responsible for assembling their teams, please refer to Section VIII for minimum guidelines for the RSN to select subcontractors. 49. If we are looking to have one subcontract to support all community partnerships with one role, do we pay them out the RSN budget or the appropriate LSN or Community Change Work budget? And how is that shown in the budget? Please see response to Question #38. For example: o If we have one agency supporting capacity building across all LSNs does their funding come from LSN operating budget? And if so do we show this as a separate budget or as part of each LSN budget? If one agency is supporting capacity building across all Community Partnerships in the region, the funding for that organization comes from each Community Partnership s local level operational costs (or other local funding, as appropriate.) o If we have one agency supporting Communications do we pay this out of the Community Change Work budget? And do we show this as a separate budget or part of each LSN budget? If one agency is supporting capacity building in Communications in any one or across all Community Partnerships in the region, it should be budgeted from the local level operational costs. The Local level operational costs include the following roles: coordination and support, meeting and event coordination, data, learning, and improvement, and local resource mobilization. The communications funds of the Community Change Work budget is intended to cover costs to support a communications plan, such as collateral and design. 9

10 o If we have one agency per Community Partnership providing coordinating and resident engagement services, do we fund this work out of both the LSN operating and Community Change Work budget? Yes, you may budget out of both funds to the extent that they are supporting work in each area. 50. The RFP notes that "Guidelines for administering funds for all community change work will be provided". When is that going to be done so we know how to pay for these services? Or are we expected to propose a process that First 5 LA may or may not accept during contract negotiations? It is expected that funding guidelines specific to the RSN contract will be provided during the contracting process. The guidelines will detail any requirements about the administration of funds, such as limits on the how funds can be used for advocacy. Proposers are encouraged to propose processes for partnering with the Community Partnerships in the region to determine how to spend community change work funds. Any modifications to the process will be discussed during the contracting process. 51. In regards to the chart on Page 3 of the Q&A from 10/20/17. The total maximum funding for Regions 1 and 2 is shown as $2,950,000. The $2,950,000 is the maximum for each Region, not a combined total for the two regions, correct? Yes, the $2,950,000 total maximum funding is for each region that has four (4) Community Partnerships in it, Region 1 and Region Is evaluation going to be done and paid for by First 5 LA or should RSN build in Evaluation at the RSN and LSN levels? One of the functions of the RSN is to support coordination with First 5 LA to implement the Best Start Learning Agenda and any other evaluation activities within the region The use of data, learning and improvement is expected at the regional and local levels. The RSN should build this into their budget. For more details on data, learning, and improvement role, please reference Section V. Scope of Work for the RFP. 53. Is it a conflict of interest if a RSN selects an LSN that has a board member that is a First 5 LA staff person? It is only a conflict of interest if said First 5 LA staff person participates in the review of proposals for the region to which the RSN is applying. Prior to beginning their review, reviewers will be assessed for conflicts of interest with proposers and sign a Conflict of Interest form to certify that there are no conflicts of interest. Through First 5 LA s standard processes, the First 5 LA staff person would not be able to participate as a reviewer because of Conflict of Interest. 54. Are MOUs required for all contracted services including translation, child care, transportation, LSN subcontractors, etc.? 10

11 MOUs are not required for vendor services, but are required for LSN subcontractors who are fulfilling a local level support role. Proposers must submit an MOU from each proposed LSN subcontractor indicating its understanding of its proposed position in the project and the intent to fulfill that role should the proposer be selected and the subcontractor is approved by First 5 LA. 55. Can a RSN applicant also be the LSN entity in the two Best Start Communities in Region 3? In other words, can the RSN also be the subcontracted LSN in the same regional communities? Yes, an RSN can fulfill a local level support role in any number of Community Partnerships in the region. In essence, they would be an LSN organization for those communities. 56. Can an agency submit one application that outlines them as them as the Regional Support and local support and also be included in another agency s proposal as their local support agency? Yes. 57. Are the agencies which are identified as contractors for the Best Start Community Identified Projects (Table C-2) currently fulfilling the Local Support Network role now? Please see answer to Question #28. Please note, Building Stronger Families (BSF) grantees are not contracted to fulfill a local support network role. 58. I wanted to clarify the slight edit made in regards to the LSN amount. I noticed that "per community" was changed to "approximate amount across communities." Does this mean that it 390k per region? And if so, is there a different amount for 2 and 4 communities such as for the RSN? An average of $390,000 per community in the region can be budgeted for local level operational costs and logistics. For regions with two (2) communities, the total that can be budgeted for the two (2) communities for local level operational costs and logistics is $780,000. For regions with four (4) communities, the total that can be budgeted for the four (4) communities for local level operational costs and logistics is $1,560,000. The budgeted amounts may be somewhat different for each community, but the average of all communities in the region should be $390,000 per community. 59. If we apply as an RSN and also are listing ourselves as a LSN for one of the areas, do we submit a RSN and LSN budget for our agency? Yes, in the application as an RSN, you will submit an RSN budget using the template provided as appendix G and be responsible for collecting and submitting a budget per proposed subcontractor using Appendix F. If your agency is being listed as an LSN for one of the areas, you would provide the proposer (agency responding to the RSN role) with a subcontractor budget from using appendix F. 11

12 60. Can an accountant be included in the RSN budget as part of the staff? Yes, the percentage FTE of an accountant s time that is used on this contract can be included as part of the RSN budget. 61. Can F5LA share the locations and costs for where they currently host community meetings? Locations and costs vary by community and meeting. RSNs and LSNs may inquire directly with venues to determine cost estimates. 62. Can you have more than one agency responsible for LSN activities in 1 Best Start community? Yes, it is likely that more than one organization in the Local Support Network will partner with each Best Start Community Partnership. 63. How does this work impact Welcome Baby? The RSN agreements do not impact Welcome Baby contracts. It is anticipated that there will be increased integration and collaboration of First 5 LA investments in the new structure. 64. Can you use the same and password when you are setting up two accounts to apply for two regions? Each region has a unique application. You do not need two accounts to respond. The system allows you to respond to multiple applications from the same account. If you experience any technical difficulties, please Sabel Morales at smorales@first5la.org. 65. Are current grantees eligible to apply to be a RSN/LSN in their community? We encourage all eligible applicants to respond to this solicitation. For a list of eligibility requirements please see Section VII of the RFP. 66. Will the community have a percentage of final decision making or will it be solely First 5 LA? As noted in the RFP, we intend to have Community Partnership representatives be part of the review process. For a comprehensive overview of the review process, please see Section X. of the RFP. 67. What are the budget requirements for small organizations? For a list of eligibility requirements, please see Section VII of the RFP. 12

13 68. Will local organizations that need capacity building be disqualified from being an RSN/LSN? First 5 LA is seeking qualified organizations to serve as RSNs and LSNs. Recognizing that these roles are fairly unique, the new support structure will include capacity building and peer learning supports that will be provided by First 5 LA or its contractor(s) for the organizations that assume the RSN and LSN roles. 69. What is the criteria for review? For a comprehensive overview of the review process, please see Section X. of the RFP. 70. Will First 5 LA release a RFP for the overall evaluation of Regional Support Networks? If so, what is the timeline? First 5 LA, in its sole discretion, may conduct an evaluation of this project. Grantees will be required to comply with First 5 LA s evaluation and any requests for information arising out of such evaluations within the timeframe specified by First 5 LA. Please see answer to Question #52 for additional details. 71. How do we know if there are changes to the RFP? Please check the website regularly for updates and addendums. First 5 LA has the right to amend this solicitation by written addendums. First 5 LA is responsible only for that which is expressly stated in the solicitation document and any authorized written addendums thereto. Such addendums shall be made available via the online funding center. Failure to address the requirements of such addendums will result in the proposal not being considered, at the sole discretion of First 5 LA. Addendums to this solicitation, if any, will be posted on First 5 LA s website, which may be accessed by clicking here. Notification of any addendums shall be provided to all proposers who submit a Letter of Interest. Regardless of any notification, it is the responsibility of proposers to ensure, prior to submission, that their application reflects the most recent information and RFP requirements. 13