Minutes of E-mail Questions: March 4 through March 18, 2015 For City and County of San Francisco, Department of Public Health Children, Youth and Families Services (CYF) Bay Area Trauma Informed System of Care Collaborative (BATISC) 1
QUESTIONS AND ANSWERS 1. Can you tell us who the chosen evaluator is? Answer: The evaluation portion of this grant has already been awarded to an agency in San Francisco called Learning for Action. There is also a.25 FTE Evaluation Psychologist position at SF County which will help support data collection and reporting to SAMSHA. 2. Can two organizations partner in the contract as co-agencies? (Same question received from another interested applicant: Can two non-profits apply in one proposal as a team?) If so, what type of documentation do you need? Answer: We strongly prefer that a lead agency/provider be identified and responsible for the outcomes of the BATISC Center; however, the lead agency may determine the need to bring in another agency for a specific purpose (e.g., cultural competency, knowledge of service systems) that strengthens the center, its development, effectiveness and outcomes. In addition, the BATISC Center works with all 7 counties to develop a trauma-informed regional system of care. 3. Do you allow subcontractors? Answer: We strongly prefer that the lead agency utilize the majority of the budget; however relative to question 2, subcontractors could be used for a specific purpose to be approved by SF County. 4. How will the lead agency be expected to work with the existing work group that DPH established? Answer: In the RFP, under proposed content, part of question 2 reads: Please ensure to include how collaboration and coordination with the Principal Investigator, the oversight committee, county and system partners, experts and individuals with lived experience might be integrated into Center plans and activities. Thus, as part of your proposed Center design, we would like you to describe this process. 5. How will the role of the advisory committee differ from the role of the oversight committee? Answer: The oversight committee is an existing body of individuals consisting of the Directors of the 7 participating counties. This body has been discussing the planning and implementation behind this effort and will participate in the selection of the organization under the RFP. The advisory committee will need to be formed and managed by the Center. The purpose of the advisory group is to help guide the development and implementation of a regional trauma informed system of care. Ideally, the Advisory Committee consists of system partners, community members and individuals with lived experience. Experts can in integrated into the Advisory Group or a separate Expert Panel could be proposed, depending on the design of the Center. 6. Who is the Principal Investigator of the project? What research are they performing? Answer: Ken Epstein, Ph.D. is the Principal Investigator. The research consists of the goals and objectives listed on pages 9-10 of the RFP. 7. What is the expectation of generating a funding match? Answer: For the first, second, and third fiscal years of the grant, SAMHSA requires that the grantee (SF County) provides at least $1 of local match for each $3 of Federal funds; and for the fourth fiscal provides at least $1 of local match for each $1 of Federal funds. 2
Although some match has already been identified, the long-term sustainability of the Center depends on identifying additional funding. The expectation is that the Center and partnering counties will be instrumental in this effort. More specific expectations will be determined during the contracting process. 8. If the project is extended for years 3 and 4, is there an expectation that the 7 Counties will start to invest their own dollars into the Center? Answer: There is currently not a sustainability plan; an important part of the Center implementation is to create one. In addition, the BATISC Center is an agency servicing the outcomes identified in the SAMHSA grant by the 7 participating counties. The 7 counties will access their resources as needed to augment and support the activities and achieve the outcomes of the center. 9. What is the timeframe for opening an actual physical site for the center? Answer: Upon receipt of award, it is expected that the Center will commence all activities, which includes obtaining a facility. 10. Which year s budget should the site costs of the Center (rent, utilities, insurance, equipment, etc.) be included? Answer: A full year s budget should be included in the proposal and site costs should be outlined. 11. For year 1 and 2 is it a total of $1.2 million then $600,000 for each of the other two years? Answer: The RFP funding is $600,000 per year for 4 years in contract with SF County. 12. Are the costs of trainings mentioned in the RFP to be in the budget? Answer: All proposed staffing and activities proposed in the Center design should be included in the budget; however, it is expected that the 7 counties also budget for training and other services and that these resources could be incorporated into a regional plan. 13. Can we have a copy of the SAMHSA grant awarded for this project? Answer: See the attached SAMHSA grant narrative summary (also accessible on the DPH website using the link below: https://www.sfdph.org/dph/comupg/aboutdph/insidedept/contracts/default.asp 14. What role will SAMSHA play in evaluating this project? Answer: SAMSHA will conduct an active evaluation program of this grant and is using WESTAT to do this. There are quarterly goals that need to be written by the Center in collaboration with the 7 counties that relate to qualitative action steps. Other evaluation activities will be conducted by Learning for Action. There are both qualitative and quantitative data that will be obtained quarterly and annually at the regional level, the system level and the individual level. While the Center may or may not be directly involved in data collection, it will play a critical role in the understanding and 3
dissemination of data. 15. Who is the outside evaluator? Answer: Please see question #1. 16. How long of a planning stage is reasonable? Answer: The RFP calls for the Center to open on June 29 th, 2015. The Center opening will benefit from existing start up activities that have been conducted by the 7 participating counties and will be shared with the contractor. July 1 st -September 30 th is an acceptable start up time for the Center. October 1, 2015 begins the first quarter of the Federal fiscal year and the grant timeline and activities call for the initiation of cross systems work on training, policy and services. 17. References- clients define. Do we just list them and they contact them? Or do we get letters? Answer: Please include letters of support. 18. Can we have copies of any documents/minutes from the two preliminary meetings/convening for this project? Answer: In April, we will be having 3 planning meetings for this grant (April 1 st, 13 th and 30 th ). The minutes and next steps for those meetings will be available in May and shared with the contractor in order to assist in the start up process. 19. Are they looking for large scale web presence for regional initiative similar to Aces Connections or ACESTOOHIGH and should operational costs associated with this be included in budget? Answer: We believe that a social media campaign would be helpful to support the implementation and effectiveness of the Center and its activities. All associated costs of this and other proposed activities should be included in the budget. 20. Parts of the RFP are confusing. On p.5, it states "Specifically, the following processes will be developed to support a family-focused trauma-informed regional system", and then it lists processes a-i. Then starting on p.8 it states "Additionally, the Center will partner with the PI and evaluators to meet, track and measure national SAMSHA grant goals and objectives. These include..." and it lists four goals each with multiple objectives. There are processes listed in a-i that are not included in Goals 1-4; likewise, there are things listed under Goals 1-4 not listed in a-i. And there are things that are in both lists. And there are things that a bit contradictory. Can you clarify the meaning and differences between these two lists? Is the Center responsible for all objectives in Goals 1-4? For everything in a-i? Answer: Pages 6-9 include a qualitative description of the center and how it might create and maintain a regional trauma informed system of care. Pages 9-10 include the specific goals and objectives that the Center must meet. Both pieces of information are taken directly from the accepted SAMSHA grant. 4
21. In regards to the Bay Area Trauma Informed RFP, Can MOUs be attached to proposal? If so, do MOUs count towards any page limit? Answer: The current RFP does not request MOUs; however they could be included and do not count towards the page limit. 22. Where and when will the answers to our questions and the questions of others regarding the RFP be posted? Answer: the answers will be emailed directly to those that submitted questions and will also be posted on DPH s site available for download on March 24 after 5:15pm using this link: https://www.sfdph.org/dph/comupg/aboutdph/insidedept/contracts/default.asp 23. Formatting questions: Should the proposal be single or double-spaced? Answer: Double spaced on double-sided pages Please follow the guidelines of the RFP for Submission Requirements. PROPOSALS ARE DUE ON OR BEFORE 12:00 NOON, THURSDAY, APRIL 9, 2015 Below is a contact info for an agency that wants to partner with a local entity. Per their approval they are providing their contact info if anyone is interested. Partnership possibility for this project MS Health/Interaction Information Technology provides an automated web-based System of Care (SOC) solution designed as a comprehensive and collaborative community multi-agency SOC framework to manage, track, process, support, and service its own youths/youth adults and families in a happy and successful setting within the community that meets the specific needs of the trauma informed system initiative. Our PACE+ System of Care solution and experience is to transform into a collaborative community-oriented delivery system empowering providers/agencies (e.g., mental health, juvenile justice, schools, child welfare, etc.) working together to provide youths and their families access to treatment and support services they need. The solution already incorporates key SOC components for this BATISC project (e.g., referrals, intake/enrollment, CANS, ANSA-T, crisis plans, assessments, plan of care, SNCD, progress case notes, CFT planning notes, wellness recovery plans, reporting, authorization consent tracking & release, etc.) The PACE+ SOC was developed in 2005 and being used in many community-based System of Care settings. Should you be interested, please contact John Hopkins, 480-220-1945, john@mshealth.com, http://www.paceplus.com/index.php/collaborative#systemofcare. 5