Web viewAddendum #6 to RFA67-44. Special Supplemental Nutrition Program for Women, Infants and...

Addendum #6 to RFA67-44Special Supplemental Nutrition Program for Women, Infants and Children

1. Part One. B. Application Procedures 1. e) This section mentions a score of <70% of overall available points will not be considered. What is the scoring criteria and breakdown?

The evaluation criteria are included in Part One, B.2 (page 7). Specific scoring criteria and breakdown will not be provided.

2. Page 7: Evaluation of Applications: The evaluation criteria is listed. Can we see how the scoring is weighted for each category?

No. See answer to question 1.

3. Page 7: Evaluation of Applications: The evaluation criteria is listed. Can we see how the scoring is weighted for each category?


4. Part One. B. Application Procedures 1. e) This mentions a score of <70% of overall available points will not be considered. What is the scoring criteria and breakdown?

See answer to question 1.

5. Will the department provide the rating form to be used by the Review Committee during the evaluation process, including the points to be awarded for each of the evaluation criteria?

No.

6. It is not uncommon for an RFP to include scoring amounts for each section. Is that something that can be shared with applicants?

No.

7. Part I Section B.1.e: Indicates that we must score a 70% or above to be considered. What evaluation tool and point distribution system will be used to score the applications? Can you provide us with a copy of your evaluation tool?


8. Evaluation criteria is included on page 7. Is there a specific scoring system which assigns a value to each of these criteria?

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Yes, but those values are not shared.

9. If the state identifies two high quality proposals in the same region would the state consider contracting with both?

No.

10. Part One, B. 1. e. (page 6). Other than the priority system, how will applications be scored? If an agency qualifies based on the priority system and is the current WIC provider, will scores be weighted to reflect being the current provider?

The evaluation is included in Part One, B.2. No. No weight is added for current providers.

11. Page 4-5 . Why are “Second Consideration Applicants” not being scored, when there are “First Consideration Applicants”? It would appear that a stronger application may be submitted by a “Second Consideration Applicant” due to their knowledge of the program; years of experience; strong infrastructure; service innovation; strong community partnerships/ presence etc., than that submitted by a “First Consideration Applicant”, and it would not be scored.

The Department is following the guidelines regarding priority system outlined in Federal regulation, 7 CFR 246.5(d)(1).

12. Regarding Addendum #2 to RFA 67-44. Your answer “The written agreement in the second consideration is an agreement with another entity to provide the particular services to the applying agency”. These services would be provided by referrals. Is the state agency implying that in order to receive second consideration the WIC agency needs to provide these services on-site (at the Human Services agency facilities - Priority category 2)? Even if our program had an agreement with a partner to serve participants who do not have a pediatrician or obstetrician already, they would be directed to the partner for service delivery. Please expand and clarify. Because of the critical nature of this point for scoring, it is important for agencies to be as clear as possible on this matter, in order to ensure a fair process.

No. The services do not need to be provided on site.

13. I.A.5. “…or if there are no ‘first consideration’ applicants at all, the applicants in the second consideration will be scored.” What does the term “at all” refer to? No applicants for the service area, no applicants surrounding the service area, no applicants statewide, or something else? Does this imply that the Department could request that another “first consideration” applicant include an additional service area or areas without first considering second, third, fourth or fifth consideration applications?

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“At all” means that from the inventory of applicants for a particular region, none of them fall under the first consideration. No, the Department will exhaust the 2nd, 3rd, 4th, and 5th consideration applicant pool before considering a 1st consideration from another region.

14. What if only one organization applies for a local region?

The application will be evaluated to determine if it meets technical requirements.

15. Will the Department be conducting a Cost/Price analysis as part of the evaluation process?

Yes, the budget will be part of the evaluation process, as per Part One, B.2.

16. Will the Department take past performance into consideration during the evaluation process?

No.

17. In section B Application Process, 4. Deliverables, 1, 2i (Page 10) I see that the requirement for Nutrition Education remains 20% of the total expenditures. In 2v, (page 10-11), I do not see any mention made of a breastfeeding promotion requirement dollar amount or percentage. Will this no longer be a requirement? And if there is no longer a requirement amount for breastfeeding promotion, is the breastfeeding promotion solely part of the 20% Nutrition Education expenditure requirement now, or does it stand alone and is not part of the Nutrition Education percentage?

Breastfeeding Promotion is still a requirement. The dollar amount is determined each Federal fiscal year by USDA.

18. There was no mention of the Breastfeeding Peer Counseling Program in the RFP. How will that be handled?

Breastfeeding Peer Counselor funds are not being distributed with this RFA. If an organization would like to propose a Peer Counseling program as part of its response, the expenses would need to be included in the budget.

19. Should Peer Counselor Program Costs be included in this application since NSA funds are currently separate from Peer C. costs? Will the funding of the Peer C. program continue? It’s not mentioned in the RFA except under training.

See Answer to Question 18.

20. Are Peer Counselor funds and activities part of this solicitation?

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21. Budget template – there is no designated place to add Peer expenses – please advise.

Breastfeeding Peer Counselor funds are not being distributed with this RFA. If an organization would like to propose a Peer Counseling program as part of their response, the expenses would need to be included in the budget. There is no specific line for Peer Counseling funds in the budget template, but if an applicant choses to include it, it should be included in and identified in the budget narrative.

22. Also under this same deliverables section < In section B Application Processing>, 4. Retail Store coordination – iv, does this mean all local agencies will have to conduct compliance investigations?

Yes.

23. On page 10- 4.c)1. Viii. “A CPA shall perform hematological tests…” Are only the CPA’s allowed to perform these tests? Currently, trained, non-CPA are able to do this task.

No. The Department hereby replaces the fourth sentence of paragraph viii with the following: “A CPA shall interpret hematological tests on participants at the times required in the Federal regulations and WIC policy and procedure manual.”

24. Please define and describe the scope of obstetric care that is intended for this RFA.

Obstetric care, according to 7 CFR 246.2, refers to services such as prenatal and post-partum examinations.

25. Application Procedures. 4. Deliverables; The Awarded Applicants shall be responsible for providing WIC Program services in the geographic service area(s). 5. Performance of ongoing outreach activities. Does the state have an existing statewide WIC outreach, marketing, and/or branding plan that providers will be expected to join?

No. Although the Department does have materials that can be used statewide for outreach initiatives, providers will not be expected to join. However, the WIC and Department of Health’s logos are controlled by the Department and must be used on outreach materials.

26. Is it acceptable to plan on joint marketing with adjacent WIC providers, which might mean marketing outside of target area?

Yes.

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27. Is it allowable to subcontract retail store coordination services to another entity?

Yes.

28. What is the distinction between a primary clinic and a satellite clinic?

A primary clinic is open a minimum of four days per week a satellite clinic is open less frequently than a primary clinic.

29. Are mobile clinics allowable?

Yes.

30. Is it allowable to subcontract services at some, but not all, locations?

Yes.

31. Is it allowable to co-locate services at a different community site in a given neighborhood each day of the week, e.g. Monday at a church, Tuesday at the library, Wednesday at the high school, Thursday at Service Organization A, Friday at Service Organization B?

Yes.

32. Page 4-5. With the requirement of Pediatric and Obstetric services to apply as a “First Consideration Applicant”, is there a model that you are trying to replicate?

No.

33. Page 19. For the “Statement of the Problem” / “Work Statement”, is there an area that the WIC State Agency is trying to focus on as a State or a model of service provision that Pennsylvania WIC is trying to replicate?

No.

34. – Regarding Limited English Proficiency: Please define meaningful access.

Title VI of the Civil Rights Act of 1964 requires that State and local agencies take reasonable steps to assure meaningful access to the information and services they provide. While there are no numerical thresholds, what is considered meaningful is based on the following four factors: The number or proportion of Limited English Proficiency (LEP) persons served in the eligible population; the frequency with which LEP individuals come in contact with the program; the nature and importance of the program, and the resources available to the agency

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and costs. The state agency provides a language line for use with LEP participants.

35. Page 19 (3) g. - Please explain what "documentation of evaluation results" includes/means?

The Work Statement is required to provide, among other things, the provision of WIC services, including a documentation of evaluation results. Documentation of evaluation results is defined as participants’ records or evaluation questionnaires, pursuant to Part One, B.4.c.7.(i).

36. Page 20 (7. d) – Please explain what "conducting research at your proposed sites" means? Please expand on what you mean by “your ability to participate in program improvement initiatives and evaluations”. Are these initiatives of the state agency, or is it expected for the local agencies to engage in these type of activities independently?

“Conducting research at your proposed site” can be defined by the applicant. For example, prior WIC local agencies have entered into research projects with outside entities and universities. If the State is conducting a program improvement initiative, the applicant is expected to participate. However, the applicant can choose to conduct these activities independently.

37. Page 3, 1st Paragraph - RM work involves "monitor staff to participant ratio to ensure uninterrupted participant services". What is the “staff to participant ratio” and when would we receive guidance as to what a good ratio would be?

Staff to participant ratios should reflect a minimum staff level required to adequately and efficiently serve participants. This number may vary from site to site based on local procedures. Guidance will be given when the Department, in collaboration with local agency representatives, establishes best practices.

38. A question from page 11 #4. iv. : “unless instructed otherwise by the Department”. Does this mean that the agency might need to provide monitoring of stores in another service area?

No, the agency will only monitor the stores in their service area.

39. Participation and Target Caseload: Part One, Section A (4) Deliverables – C-7(d) Shall the budget and deliverables be based on the approximate number of participants served monthly (listed on pages 13 and 14) rather than the target caseload, since this target caseload is unknown? Yes.

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40. On page 13-14: The current monthly participation is listed for service areas. Is this the “target caseload” of which 98% needs to be served?

No. The Department will assign target caseload on a quarterly basis to each provider.

41. Question on page 13 5.ii. “shall use an amount equal to at least one percent of its total expenditures for outreach each Federal fiscal year”. Total expenditures only refers to NSA funding total. Pumps and Peer C funding is not included in this total; correct?

No, total expenditures refers to any funds spent to administer the WIC program, including funds used for breast pumps. There is no Peer C funding under this RFA.

42. Part One, page 22, h). Financial Capability. If an agency has existing audits, financial reports, etc., can that information be submitted?

No. The applicant shall only submit the information requested in Part One, Paragraph C.2.h.

43. Page 22 Financial Capability: 1. If the applicant’s Financial Statements have previously been audited, does that meet the requirements of AR Section 90, Review of Financial Statements?

See the Answer to Question 42.

44. <Organization’s> Audits have been performed in accordance with GAAS, GAS, and OMB Circular A-133, so we are unclear as to what would provide better assurance.

The applicant shall only submit the information requested in Part One, Paragraph C.2.h.

45. Are copies of what has satisfied the Financial Capability requirement available from past applications? If we had this it would be good guidance.

No.

46. Is there alternative existing documentation that can be submitted to show Financial Capability of the <organization>? For example we have years of audited financial statement, bond ratings and budgets that have been reviewed by the state, etc. The time constraints to get the required reviews performed by the submission deadline are prohibitive.


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47. As part of a larger healthcare organization, an independent CPA firm performs a consolidated audit of the entire healthcare system. Our individual entity is not broken out from this larger audit. However, the resulting summary would mention our entity if it were a risk or not financially viable. Is it permissible to utilize this audit of the larger healthcare system, as long as it meets all the specific audit requirements, even if our entity is not specifically listed?

Please note in the statement that this agency is component of a larger entity without discrete financial data. Then conclude with a determination as to whether with the larger entity is considered an ongoing concern. For a county health department or a similar county entity that manages the WIC program, conclude with a determination as to whether the county government is considered an ongoing concern. The CPA firm could note in its ongoing concern statement any rating agency documentation, such as the ratings from Standard & Poors or Moodys, indicating the financial strength of the county.

48. (Financial Capability) 5. a. Is a summary of the analysis report (various ratios listed per year) sufficient or do the calculations need to submitted for backup?

If the calculations are available, they should be included.

49. We would consider a review ‘limited assurance’, so on what should we base the limited assurance on? The RFA references AR Section 90 – is this correct? These standards were codified so we are not sure what the correct guidance is or should be.

Replace the last sentence of Part One, C.2.h.(1) with the following sentence. “The Applicant’s financial statements are to be reviewed and analyzed in accordance with AT Section 201, Agreed-Upon Procedures Engagements.” With the change to the reference, this is no longer considered a review under GAAP and GAAS; rather, this is an Agreed-Upon Procedures Engagement that does not require limited assurance.

50. Could you provide an example of the “completed analysis package” you are looking for?

See Part One, paragraph C.2.h.

51. We are not aware of a standard called ‘Analysis Standards’ – can you clarify what you are hoping to get out of this?


52. Calculating ratios is not difficult to do, but what industry standards and trends would we compare them to for nonprofits?

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The certified public accounting firms should possess the necessary knowledge, skills, and abilities to ascertain the relevant industry standards and trends when such information is readily available.

53. As far as <organization> being a ‘going concern’, under the new accounting standards this is an assessment that is to be done by management and not the auditor, so we are unclear what you would like to be provided.

This assessment is completed by a certified public accountant.

54. Page 22 (h) - Will the state agency cover the cost of having this certification done? Could the cost be built into the budget, or covered from our existing allocation?

No.

55. Page 22 – Financial Capability – is the independent certified public accountant report an allowable cost to the current grant?

No.

56. Section C.2.h: Will the Department pay our organization for the cost of hiring a Certified Public Accounting firm to analyze our financial stability and economic capability to perform contract requirements?

No.

57. P. 22, Financial Capability Review – This audit can be costly and lengthy, can the expenses for these services be charged to the current WIC grant? Or reimbursed in some way by the state?

No.

58. Page 15, bullet K - Since a line of credit is required and the department will not reimburse late fees, will the Department reimburse interest on the LOC?

No.

59. You are requiring a line of credit; will interest on the line of credit be a reimbursable expense if we have to draw on our line of credit? Will you reimburse for late fees?

No.

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60. Part One, page 19, 2, (c),2. Statement of the problem. Could clarify what “problem”?

The statement of the problem demonstrates the applicant’s understanding of the need for WIC services and scope of services provided by the program.

61. On page 19, under Application Format, 2. c) 2., What is meant by “statement of the problem”?


62. In section C.2.c.2 (page 19): Can you explain in more detail what type of information should be included in the “Statement of the problem”?


63. In regards to the statement of problem, what specific data should be included?

The statement of the problem demonstrates the applicant’s understanding of the need for WIC services and scope of services provided by the program. The applicant may support this understanding with any data it deems necessary.

64. On page 19, under Application Format, 2. c) 6., What is meant by “reporting” ?

Reporting is defined in Part One,.B.5.

65. Part Two. Payment Provisions. References “Appendix C” and C. 2. References “Attachment 1 to this Appendix.” Where are Appendix C and Attachment 1?

Appendix C is called the “Budget Template” and it can be found on eMarketPlace. Attachment 1 is called the “invoice,” but is not necessary for the application. It is merely a reference.

66. Page 17(e) - What is required to be in the Continuity of Operations Plan (COOP)? Is this the same as the Emergency Preparedness plan?

The COOP should include what steps the organization will take to ensure services are uninterrupted to participants in the event of an emergency. There is no Emergency Preparedness Plan requirement in the RFA.

67. I.B.17.5.e) Please explain the content and purpose of the Continuity of Operations Plan (COOP).

The plan should include what steps the organization will take to ensure services are uninterrupted to participants in the event of an emergency.

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68. Refer to Page 17 (Section B. 5 e) Please clarify what a Continuity of Operations Plan (COOP) is.


69. P. 17: please explain what a Continuity of Operations Plan should include.


70. Section B.5.e: What information is required to be in our Continuity of Operations Plan (COOP)?


71. II. Attachment II. Cover page 2. Does the Agency applying need to provide these services directly? Can these services be provided through onsite partnership referrals - SNAP, for example?

No, an agency does not need to provide all services directly. Partnerships are allowed.

72. I.C.21.2.g) “The department anticipates funding all new local agencies for a total of no more than…” Is this funding for new agencies only, or for all selected applicants?

All selected applicants.

73. Page 20, Section d – This paragraph states “Applicants are encouraged to use existing sites” but also asks how we will co-locate with other services and references the Cover Page which asks you to specifically check which additional services you will be providing. These two messages seem somewhat conflicting. What is DOH’s top priority here?

Attachment II, page 2 states “Please check the types of existing health or allied services provided by the entity to pregnant, lactating or post-partum women, infants and/or children through age 5.” The top priority of the Department is ensuring that participants have uninterrupted access to services.

74. In Section C, 2, Application Format, item d) clinic location and justification, it says applicants are encourage to use existing clinic sites and to include a list of proposed clinic names and addresses. Is the term “clinic” here literal, or are social service sites that do not provide clinical services also acceptable?

For purposes of this RFA, clinic is defined as any location that provides direct WIC services, regardless of whether other clinical or medical services are provided at that location.

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75. In looking at the current clinic locations listed on the website identified in the RFA, the majority listed for a service area are not clinics? Can an applicant propose clinic sites that are close geographically to the existing non-clinical WIC sites?

The current WIC clinic locations are all considered clinic for WIC-purposes. Yes, an applicant can propose clinics at any location, taking into consideration Part One, C.2.D.

76. Does the CRIA form for each changed clinic site need to be submitted with the application, or can the CRIA forms be submitted after funding decision?

The Civil Rights Impact Analysis (CRIA) forms must be submitted with the application.

77. Attachment C (CRIA Documentation). Is the CRIA Form required in the application if we are not relocating or closing any WIC clinics?

No. The CRIA form is only required when a clinic site will moved or closed.

78. If clinic locations are remaining the same as they currently are, how do we address the question about distance from old to new clinic and plans to provide advance notice to participants?

The question about distance from old to new clinics is only on the CRIA form, and this form is not necessary if the clinic locations are remaining the same.

79. Section B.4.c.2-5: Are the “written plans” for outreach, breastfeeding and Nutrition Education the same as what our agency is currently writing? If not, what information should be included?

No, the actual questions may vary, however the major categories to be covered by all three reports include a description of activities/initiatives/collaborations within the past year, if applicable, a review of the outcome of the previous year’s goal(s) and objective(s), if applicable, and proposed goal(s) and objective(s) for the upcoming year.

80. If we wanted to compete, how would we know how much funding to apply for? Are current grant amounts available for each agency already funded? No page number or RFP reference, since only the total amount is listed in the RFP.

The applicant should provide to the Department, in its application, the amount of funding necessary to deliver WIC services in its area. The Department has provided the total amount of overall funding available in Part One, Section C.2.g. Current grant amounts can be found on the Pennsylvania Treasury website.

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81. On page 15: Training: m) “The awarded applicants shall have at least one staff member, unless otherwise noted below, participate in the following trainings” This training is only for staff who are not at a current local agency; correct?

Yes. This training is for new staff who are not currently employed by a current local agency.

82. On page 15: Training: m) “The awarded applicants shall have at least one staff member, unless otherwise noted below, participate in the following trainings” This training is only for staff who are not at a current local agency; correct?


83. Page 15, Training - if you are currently a WIC grantee, with no new staff, do we have to send anyone to the trainings?

No. This training is for new staff who are not currently employed by a current local agency.

84. I.B.15.4.m) The first paragraph states that “the Department will provide training to all the Awarded Applicants’ staff, who are not staff at a current local agency…” yet the information on the chart below states “all staff” must attend training in some cases.

This training is for new staff who are not currently employed by a current local agency.

85. I.C.20.1.c.4.a) Are all staff required to attend, or only those who are not staff of the current WIC provider?


86. Part One. B. 4. Training r) Will all in-state training have to be pre-approved by the SA even if the training is not being provided by the SA?

No.

87. I.B.16.4.r) Does this include on-site training?

No.

88. Page 16 (r) - Please explain to which extent the state office is requiring to approve all staff training. Does this include all staff in the program, and all training? Including training offered local agency-wide (training offered by our

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agency to all staff, or additional training that aligns with our mission as an organization)?

No. In-state training does not require pre-approval by the Department; however, the training offered must be directly related to administering the WIC program in order for the training to be reimbursed.

89. Page 16 (p) – Are there specific topics related to substance abuse that WIC trainings should address?

Pursuant to WIC’s Policy and Procedure Manual 5.12, the training should include the following:

a. Basic information on chemical dependence and addiction; b. Effects of tobacco smoking, alcohol, and use of illicit drugs on

pregnancy and breastfeeding; c. Effects of side stream smoke and respiratory illness in children; d. How to provide education and referral in a non-threatening, positive,

objective manner; e. How to make referrals to substance abuse services; and f. Services provided by local substance abuse programs.

90. Budget question: Where should the cost of seminars/workshops/training session fees be listed?

Excluding Expenses related to travel for the cost of seminars/workshops/training, please include all expenses related to the cost of seminars/workshops/training sessions in the “other” category on the Budget Template. Expenses related to travel for these items should be included in the “travel” category on the Budget Template.

91. The RFA Budget Template for Personnel does not provide enough space to List all staff. Please provide enough space to list staff of 200.

Please refer to Addendum 5, which was posted to emarketplace.state.pa.us on December 11, 2015 and includes a budget that has 100 lines for personnel.

92. On this RFA we are going to need to do the budget by position however we do not have enough lines to do that. Also, we’re going to need to budget for 2 different amounts per year because of the way the grant period runs. Could you manipulate the personnel section to make sure that there are 100 lines in there?


93. Budget template – adding hourly rates and number or hours in the template immediately generated an ERROR on the form as well as the summary sheets.

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Will this ERROR message go away when the budget is complete and correct, or could there be a flaw in the template?

Applicants should put the amount in one or more of the “original budget” columns. When it matches the amount in the total budget column, the error message will go away.

94. Fringe rate question: In reference to budget instructions tab incorporated in the excel document Attachment V Budget Template, and in reference to the Budget Definitions in Part One, Section C – 3 on page 23 (Budget Definitions), there appears to be conflicting instructions related to the presentation of fringe benefits. Can you clarify the presentation of fringe benefits?

As applicant enters information into the budget template, the budget template automatically populates the fringe benefit section. The budget template sheet shows fringe benefits as a separate line item by percentage. The applicant has to enter the percentage. The applicant shall include a detailed listing of the fringe benefits included in the rate in the bottom left hand corner of the budget sheet.

95. Part One. C. 3. Budget Definitions (page 23) The definition for Personnel Services states “the number of hours per year allocated to this project” should be identified for each staff position. Can the number of hours be exceeded?

To the extent the question is asking if a budget revision can be undertaken during the course of the grant in regards to personnel, the applicant should refer to the payment provisions criteria, section 4(b).

96. Part One, C. 2. g. (page 21). What can be included in transition costs?

Any necessary expenses relating to establishing operational clinics.

97. “If Awarded Applicants cease to exist within that four years, all documentation shall be transferred to the Department.” If the current WIC agency is not funded, will funds be made available to transport the stored documents to the State Agency?

This question is outside of the scope of this RFA.

98. Refer to Page 21 (Section C. g) Budget and Budget Narrative) The last sentence in the first paragraph reads, “The budget must contain an Overall Summary in addition to a Summary with Budget Details for each year.” Question: What if any flexibility and/or parameters will there be with respect to adjustments/modifications/revisions to individual line items during the contract period? Particularly personnel-related costs? Question speaks to the impossibility of anticipating and/or predicting precisely what the actual costs of all future/subsequent line items will be at time of original submission.

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Please refer to Payment Provisions, section 4(b).

99. Refer to Page 21 (Section C. g) Budget and Budget Narrative) How ‘locked in’ are successful applicants to their individual (year 1, 2, 3, 4) annual budgets? For instance, will an applicant be held or bound to the specific estimates budgeted in each annual budget?

The budgeted amount will not be increased from what is proposed. The payment provisions outline terms for moving money within the budget.

100. Part Two: Application Forms and Attachments, Section V- Budget Template , Page 2 Budget Forms Pages 3-8 The 6th Column of each Budget Form contains a column titled (Amendment Type, & No) Can you elaborate on what must be entered in this Column? The RFA contains projected amounts for funding each year but I could not find any information regarding potential Amendment funding?

Nothing should be included in this column.

101. Part One – General Information –Section C- Part 3 Budget Definitions - Page 24 Under “Other Costs” <organization> does not use a federally approved Indirect Cost Rate.

The Department does not view this submission as a question, therefore, no response is required.

102. Is there a maximum percentage that is to be used for Indirect Cost reimbursement?

No.

103. Will the Indirect Cost Rate be computed for the upcoming budgets as in prior contracts? (Total Budget – Peer C – Equipment Purchases – Breast Pumps ) Balance of remaining admin costs/Total budget to determine Admin percentage reimbursement rate

The indirect rate should follow the organization’s federally approved plan and will vary from agency to agency on how it is calculated.

104. Indirect rate question (Budget instructions tab incorporated in the excel document Attachment V Budget Template): Our organization’s federally approved indirect rate is negotiated annually. What guidance do you have for calculating the indirect rate for budgets over the next 4 years?

The Department offers no guidance in the determination of changes in indirect rates.

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105. RFA# 67-44 Part One, Section B (4) Transition Planning, and Section C (2) (f) Draft Transition Plan. If an existing local agency is submitting an application to provide WIC in the in the same service area where we currently provide WIC, do we need to submit a draft transition plan with the application?

Yes, all applicants must submit a transition plan.

106. Page 7 (A) – Applicants that already provide services in a service area are requested to submit a transition plan? What should that plan address? Only aspects of current operations what will be modified or everything that is outlined for new agencies? If we are required to present a transition plan, what should be reflected on the budget? Why is the agency required to complete the column for an amendment?

Yes, all applicants must submit a transition plan. The plan should address all items outlined in the transition plan section, Part One, C.2.f. Current WIC providers applying to provide services in their current geographic area do not need to complete the budget section for transition period, per Part One, C.2.g. All applicants are not required to complete the amendment column.

107. Refer to Page 21 (Section C. f) Draft Transition Plan and g) Budget and Budget Narrative. If the successful applicant and current provider end up being the same entity in a particular designated service area, is the successful applicant still required to submit a Draft Transition Plan? Paragraph f) is silent but from a budget standpoint Paragraph g) states that under such circumstances …”transition costs (8/1/16-9/30/16) do not need to be completed.”

Yes, all applicants must submit a transition plan. Current WIC providers applying to provide services in their current geographic area do not need to complete the budget section for transition period.

108. P. 7-9, Transition Planning: says that if the potential applicant provides services in the designated service area, the applicant should still submit a transition plan”. What should be included in such a plan? Can you explain what an outgoing transition plan vs. an incoming transition plan is?

The plan should address all items outlined in the transition plan section. An incoming plan documents the transition of services to the grantee for the grant beginning in August or October 2016. The outgoing transition plan documents the steps to transition to an awarded provider at the end of the term.

109. Page 21, 2, f) - Is a "Draft Transition Plan" required if the current Provider is the applicant?

Yes.

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110. Part one - General Information – Page 3 – Paragraph 3 If the incoming provider is also the current WIC provider the program will begin on 10/1/16 If it is not the current WIC provider the program will begin on 8/1/2016 Does the current provider have to submit a budget for transition with the RFA?

No.

111. If the applicant is a current grantee and is only proposing to service their existing area, is a transition plan needed to submit with the application? If yes, what information should be in our transition plan if we are already a WIC provider?

Yes. The plan should address all items outlined in the transition plan section of the RFA.

112. Transition Plan question: Part One, Section B (4) Transition Planning, and Section C.2.f) Draft Transition Plan. Does an existing agency seeking submitting an application to continue services in the same service area have to submit an outgoing transition plan as part of this application, or is that only upon written request by the Department, which will then be due with 15 days calendar days of request? (See b.1, page 8)

Yes, all applicants have to submit a transition plan, including an outgoing transition plan.

113. If an existing agency is not required to provide incoming transition since they will be continuing service rather than beginning services, how will the transition plan be weighted comparatively?

No weights or scoring criteria will be shared.

114. Can you clarify the difference between a transition plan and an outgoing transition plan? Both are referenced on pages 7-8.

The Department expects to see transition plans with all applications. The transition plan includes an incoming and outgoing plan. The incoming plan documents the transition of services to the grantee for the grant beginning in August or October 2016. The outgoing transition plan documents the steps to transition to the provider at the end of term.

115. I.B.8.4)b) “Awarded Applicants shall establish an outgoing transition plan, detailing the time line for conversion of grant activities to the incoming WIC provider…” Please describe the difference between the “Awarded Applicant” and “incoming WIC provider.”

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The Awarded Applicant and Incoming WIC Provider are the same entity.

116. Refer to Page 8 (Section B. 4 b) 3.) Sections reads “Awarded Applicants shall provide a written communication plan on how they will keep the regional manager apprised on the progress of transition activities until services have fully transitioned from the incoming provider.” Clarification requested on the difference between “Awarded Applicant” and incoming provider.”


117. Transition Question: If a current WIC agency is not funded, will funds be made available to the current WIC agency for employee benefit and separation payments?

This question is outside the scope of this RFA.

118. What is an Awarded Applicant? Can an Awarded Applicant be an existing grantee?

An Awarded Applicant is the receipt of the grant awarded under this RFA. Yes, an Awarded Applicant can be an existing grantee.

119. Also, p. 21 f) says “the applicant shall include a transition plan for taking over WIC services from the existing provider” – if the applicant is an existing grantee, how should we respond to this requirement?

All applicants must provide a transition plan that addresses the criteria in Part Once, C.2.f.

120. P. 9, c) – l): why are these sections under the heading “Transition Planning”?

The certification of eligible participants is critical to the transition of WIC services.

121. Page 21, 2, f) - If the current Provider is the applicant but anticipates changes such as new locations to be in line with the emphasis on colocation with other services, should they include a Draft Transition Plan.

Yes. All applicants should include a transition plan.

122. Page 20,#5, page 21, 2, f) - Transition Planning is listed here under the Application and Work Statement, but it also seems to be listed separately, possibly as a separate attachment, on page 21 f) Draft Transition Plan. Should it be provided as part of the application and work statement or as an attachment?

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The applicant should address the transition within the work statement, but the comprehensive transition plan should be submitted separately from the work statement.

123. Page 21, 2, g) – The $5,700,000 available for transitions – where did these funds come from? Are they taken from the current allocations to existing grantees?

The funds were allocated from designated funding pools, not from current allocations to existing grantees.

124. Page 21, 2, g) - The grant agreement term for current Providers is October 1, 2016 to September 30, 2020. Are there any circumstances under which Transition funding would be made available to current Providers applying for the same service area? (Example: If the current Provider is proposing to make changes such as new locations to be in line with the emphasis on colocation with other services.)

No.

125. Is it required to submit a transition plan with the proposal submission, or is it expected that a provider would submit a transition plan after a contract is awarded?

All applicants must submit a draft transition plan at the time of application.

126. On page 8 of the RFP, it states that there should be an “outgoing transition period of up to 6 months with the incoming service provider at the end of the Grant Agreement.” However, on p. 7, the RFP references a recommendation to contract with the outgoing WIC provider between October 1, 2016 to December 31, 2016. Should a transition plan encompass 3 months or 6 months of transition?

The transition plan should encompass the entire timeframe for transitioning services from the outgoing provider to the incoming provider.

127. RFA# 67-44 Part One, Section C (2) Application Format. Are attachments allowed to be included with the application, such as demographic data charts, reports, etc., in addition to the 25 double-sided pages for the application and work statement narrative and summary?

Attachments or appendices can be included and there is no page limit to them, unless they are included in the work statement

128. RFA# 67-44 Part One, Section C (2) Application Format. Is there a page limit for the sections that address Clinic Location and Justification, Staffing Plan, Transition Plan, and Budget Narrative?

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No.

129. Question: The instructions state that the work statement should not exceed 25 double-sided pages. Is this a) 25 single-spaced double-sided pages, b) 25 double-spaced double-sided pages or c) 13 pieces of paper, double-sided totaling 25 pages of text?

The application and work statement narrative should be no more than 25 single spaced double-sided pages or 50 single spaced, single sided pages.

130. Question: What is the number of pages for this (clinic locations and justification) section? Is that double or single sided? Is that double or single spaced?

There is not a limit on the number of pages or requirement for spacing/pages for the clinic locations and justification section.

131. Question: What is the number of pages for this (staffing) section? Is that double or single sided? Is that double or single spaced?

There is not a limit on the number of pages or requirement for spacing/pages for the staffing section.

132. Question: What is the number of pages for this (transition plan) section? Is that double or single sided? Is that double or single spaced?

There is not a limit on the number of pages or requirement for spacing/pages for the comprehensive transition plan.

133. Part One, C. 2. (pages 19 & 20). Is there a limit to the number of pages for the total application?

The application and work statement cannot exceed 25 pages.

134. Page 20. The application and work statement narrative including a two-page summary shall not exceed a total of 25 double-sided pages? To clarify, 25 pages with writing on the front and back- totaling 50 typed pages? Is that correct?

The application and work statement can be 25 single spaced double-sided pages or 50 single spaced, single sided pages.

135. I.C.19-23.2.c-g) Formatting the Application and Work Statement. Do we respond to 1 – 7 under 2c), and then add d, e, and f? Should “h” be submitted as an attachment?

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Yes to both questions.

136. What are you looking for in “g” – budget narrative? Should a budget narrative section be included in the Work Statement?

Please refer to section Part One C.2.g of the RFA for requirements on the budget narrative. No, the budget narrative should not be included in the work statement.

137. I.C.20.2.c) “shall not exceed 25 double-sided pages…” Are you requiring that the application be printed on both sides of the paper (duplexed)? Are you asking for a maximum of 25 double-sided pages (50 numbered pages), or 25 numbered pages that are double-sided?


138. The application can be found in Part Two, Attachment VII of this RFA”. Does this mean the map, and all required forms, including budget forms must be included in the 50 pages that are allowed? (the budget is approximately 30 pages long). Or is the budget not counted in the page count?

The budget is not included in the page count. The only limit set on the number of pages is for the application and work statement narrative.

139. Page 19, 2c 1., Application of Work statement. The summary of application should not exceed two pages and must include the following: Is the following c1.a through e. or c 1. through 7.

The summary of application should include C.1.a. through e.

140. P. 20: under “Application and Work Statement “is the 25 page limit single-spaced?


141. On p. 20, you say “the application and work statement narrative including two-page summary shall not exceed a total of 25 double-sided pages. So is it 50 typed total pages on 25 sheets of paper? or 13 pieces of paper with 25 typed total pages?


142. Are the sections listed on p. 20-21 (Clinic Location and Justification, Staffing Plan, Draft Transition Plan) counted against the 25 double sided page limit for the Application and Work Statement (these topics are not included under that

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heading)? There is also a heading for Transition Planning in the Application and Work Statement outline on p. 20. Is the transition plan part of the page count?

No, these sections (Clinic Location and Justification, Staffing Plan, Draft Transition Plan and Transition planning) are not included in the 25 double-sided pages. There is no limit to the number of pages to these sections.

143. Page 20, Paragraph One - The RFA does not specify double- or single- spaced, which is it? It does say double-sided - is that correct?

The Department will accept single sided or double sided pages that are either. single spaced or double spaced.

144. Page 20, Section c - Does the page limitation only apply to the summary and work statement, meaning that the clinic locations, staffing plan, transition plan, budget narrative and financial capacity are unlimited?

Yes.

145. Page 20, Section c - Are attachments or appendices allowed and if so are there page limits on them? For example, a map or 501(c)3 form may need to be included per your instructions.

Attachments or appendices can be included and there is no page limit to them, unless they are included in the work statement.

146. Format questions: Part One, Section C (2) Application Format. What attachments count toward the 25 page limit? Is there a page limit for the sections that address Clinic Location and Justification, Staffing Plan, Transition Plan, and Budget Narrative? Are any of these attachments? The RFA states font size, is there a specific font required?

All attachments that are included with the application and work statement count towards the total 25 page limit. There is no page limit to pages for other sections. No there is no particular font or font size required.

147. Should the transition plan be included in the work statement or as an attachment? (i.e. not included in the 25 page limit?)


148. P.20 references the maximum length of the work statement narrative as “25 double-sided pages.” Is there a requirement on line spacing? Will we need to submit any other double-sided copies of documents?

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There is no requirement on line spacing. No other submissions of copies, other than what is required in the instructions, are necessary.

149. Is the Financial Capability statement be included in the work statement or as an attachment? (i.e. not included in the 25 page limit)

The ‘Financial Capability Statement’ letter h is not included in the work statement and is considered its own section; therefore there is no page limit to this section.

150. In the cover letter, it is asking that one complete electronic version of the application be submitted. Should this be put on a flash drive and included with the original and eight hard copies?

The electronic version can be put on a flash drive or CD and submitted in the envelope with the original and eight hard copies.

151. P.19 : what form would you like the “electronic version” of the proposal to be…e-mail address? thumb drive? or CD?

The electronic version can be put on a flash drive or CD.

152. The cover letter states that one electronic version of the application must be submitted, along with the original and eight hard copies. How, specifically, should applicants submit an electronic copy? Is there an online portal where information must be uploaded? Can applicants include a thumb drive with their hard copy submissions? Or something else?

The electronic version can be put on a flash drive or CD and submitted in the envelope with the original and eight hard copies. There is no online portal.

153. Application Procedures;4. Deliverables. 3. All clinic locations will be finalized within 30 calendar days of a fully executed Grant Agreement. Question: What requirements (re: finalized clinic locations) apply if the awardee opts to subcontract services to the current WIC provider for the period October 1-December 31?

The same requirements apply to the awardee regardless of whether the awardee opts to subcontract to the current WIC provider or conducts the services itself for the period of October 1-December 31.

154. Page 20. A CRIA will only need to be completed for each main and satellite location if the location is changing from a current location, correct?

Yes.

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155. Page 20 (d) - If a current grantee is applying, do clinic site justifications or CRIE need to be completed? (For already established clinics)

Yes, clinic site justifications need to be completed, regardless of whether the applicant is a current grantee. CRIA forms only need to be completed if any site is closing or moving.

156. I.C.20.2.c) “The application can be found in Part Two, Attachment VII of this RFA.” Where is Attachment VII?

Refer to Question 6 in Addedum #4, posted on emarketplace on December 10, 2015.

157. I Refer to Page 20. Paragraph following 7. “The application can be found in Part Two, Attachment VII of this RFA”. Cannot locate this attachment within the specified RFA.


158. The cover page on attachment 2 requires us to enter a grant amount. Should this figure reflect one year of service or all four years?

The grant amount should reflect the entire duration of the grant, excluding renewals.

159. I. Attachment II. Cover page 1. “Grant Amount” – do we insert the entire budget for the 4+ year period?


160. Part Two, cover page, attachment II, last question, please define Health Allied Services as being directly provided by applicant or through written referral agreements.

Health allied services include services that are related to, but are not strictly, health services (for example, child care, shelter, etc). These services can be directly provided by the applicant or indirectly provided through a written referral agreement.

161. How quickly will Policy and Procedure Manual be sent out to applicants once Letter of Intent is received and what method will be used to send it?

See Addendum 5, posted to eMarketPlace December 11, 2015.

162. Will the questions from the pre-application conference be posted on the website as an addendum?

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Yes.

163. In the letter to applicants it states that the evaluation and selection of grantees is expected to be completed within eight weeks of the submission date and in Part One. B. 4. a) 1. (Page 8) A number of deliverables will be due within 15, 30 or 60 days of the “fully executed Grant Agreement”. What is the anticipated timeline for the Grant Agreements to be fully executed?

New grantees can expect to have fully executed grant agreements by August 1, 2016. Current grantees can expect to have fully executed grant agreements by October 1, 2016.

164. Will the list of agencies that submitted letters of intent be available?

No.

165. Page 4-5. If there is no change in the thought process mentioned above <in previously posted question>, will you share what level of letters of intent you have received for each region? This way if an application is not going to be scored, the potential “Second - Fifth Consideration Applicant” would not need to expend resources submitting an application that would not be looked at?

No, this information will not be shared. If an application in priority 1 does not meet the minimum technical requirements, the next level priority will be scored.

166. Will agencies be able to know which other agencies submitted letters of intent in their areas?

No.

167. Will the Department post a listing of all organizations who submit on-time Letters of Intent? If so: Will the list include the intended Service Area(s)? By what date will the list be posted?

No.

168. The RFP states that prospective offerors are required to submit a Letter of Intent. Will a list of all organizations that submit a Letter of Intent be posted on the DGS web page?

No.

169. How can I get a copy of the following RFP: Agency Bid No.: 67-44. Title: Special Supplemental Nutrition Program for Women, Infants and Children

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RFP 67-44 is posted to eMarketPlace at www.emarketplace.state.pa.us Search for solicitation number 67-44.

170. Page 3 – Please clarify the information about a grant renewal for a 10-month period. What is the timeframe and the purpose of this 10-month period?

The Department can only award contracts for a maximum of 5 years at a time, and some grants may begin in August 2016. Therefore, only 10 months of authorization may exist to extend current contracts.

171. I.A.3-4.1-7. Do these conditions only refer to a ten-month renewal after the grant agreement term ends in September 2020, or do these terms pertain to an annual renewal process that will occur throughout the 4 year grant period?

The ten-month renewal period refers to grant agreements renewed after year 4.

172. After the proposal is submitted, will the agency be allowed to modify aspects of the implementation? (For example, staff duties, number of positions).

The agency may modify aspects of implementation with Department approval.

173. I.a.5. “As described in 7CFR § 246.6(d) and (e)…” the RFA requires that written agreements of understanding between the agencies be submitted with the application. Since the same section states that the State agency approves the agreement during the application process, will there be additional guidance provided for entities that will enter into such agreements?)

If the applicant is chosen as an Awardee, the Department will provide further guidance on written agreements of understanding between the agencies. Refer to Part One, A (middle of numbered page 5) for the minimum requirements of these agreements.

174. After reviewing the submitted the Letters of Intent, will applicants be informed that they are submitting in the correct priority level?

No.

175. Will the Department provide a receipt for hand-carried Letters of Intent and Application submissions?

The Department does not provide receipts for Letters of Intent. However, the Department does provide receipts for Applications.

176. If an applicant applies for and is awarded more than one service area will there be one contract (and subsequent invoice) for all of the service areas combined or one contract (and subsequent invoice) for each of the service areas?

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http://www.emarketplace.state.pa.us/

If an Applicant is awarded more than one service area, there will be a grant for each service area.

177. Would it be possible to get WIC participant saturation data by county for the state?

The attached chart is the participation by county for November of 2015.

County ParticipationAdams 1909Allegheny 15763Armstrong 1217Beaver 2330Bedford 893Berks 9639Blair 3075Bradford 1594Bucks 4801Butler 1832Cambria 3006Cameron 151Carbon 980Centre 1291Chester 4954Clarion 818Clearfield 1729Clinton 781Columbia 1206Crawford 1725Cumberland 3079Dauphin 6365Delaware 9282Elk 615Erie 6928Fayette 2929Forest 65Franklin 3504Fulton 285Greene 876Huntingdon 951Indiana 1180Jefferson 979

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Juniata 473Lackawanna 4882Lancaster 8471Lawrence 1738Lebanon 3040Lehigh 9525Luzerne 7557Lycoming 2613McKean 928Mercer 2206Mifflin 1328Monroe 3319Montgomery 8024Montour 234Northampton 4664Northumberland 1936Perry 675Philadelphia 57324Pike 650Potter 396Schuylkill 2376Snyder 677Somerset 1477Sullivan 54Susquehanna 673Tioga 999Union 523Venango 1360Warren 808Washington 2872Wayne 765Westmoreland 4247Wyoming 544York 6960

178. The RFP states that there will be a pre-application conference on Tuesday, December 15, 2015 in Harrisburg. Will there be a call in option for the pre-application Conference on 12/15/2015? WE are currently experiencing a travel ban due to the State Budget Impasse. No. All questions from the pre-application conference will be posted on emarketplace.

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179. Can we request additional funds to cover service area needs and expansion of services?

No.

180. Where can we locate an electronic copy of the Commonwealth’s Strategic Plan for this year for the WIC Program?

The Department does not develop a Commonwealth Strategic Plan for the WIC Program.

181. Can you provide the annual caseload of unduplicated participants in the WIC program by service area?

No. See Answer to Question 177 for caseload by county.

182. Part One. C. 2. e) The list of key personnel does not include WIC Director. Can this be explained please?

The WIC Director is not considered key personnel for the purposes of this RFA.

183. Application Procedures;4. Deliverables; Transition Planning;2. Awarded applicants shall have staff identified within 30 calendar days of a fully executed Grant Agreement. Question: What requirements (re: staff identification) apply if the awardee opts to subcontract services to the current WIC provider for the period October 1-December 31?

The same requirements apply if the Awardee opts to subcontract the services or conducts the services itself.

184. In section B.5.a (page 17): It states that we need to notify the Department of any changes in key personnel. The Outreach Coordinator is not listed as key personnel. Do we need to notify the department if there are any changes to the Outreach Coordinator position?

No.

185. How will the results of the previous nutrition education breast feeding, and outreach plans that were carried out by a current provider be compared to an applicant who has never submitted such plans?

The nutrition education, breast feeding and outreach plans are deliverables for the grant, not for evaluation with the application submission.

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186. If an existing local agency that currently operates a peer counselor program want to continue that program, do we include that in the budget? If we do, under what category?

See the Answer to Question 18. If a peer counselor program is included, the applicant has discretion on where to include the funds in the budget.

187. Will peer counselor funds need to be applied for separately?

No. See the Answer to Question 18.

188.Is this budget for NSA funds only?

No. Funding for breast pumps is available starting October 1, 2016. See Part One, C.2.g.

189. Will there be future opportunities to apply for peer counselor funds if they are not part of this RFA?

This is outside the scope of this RFA.

190. It appears that other states did not implement a scoring system that eliminates priorities 2-5 if a priority 1 applicant scores 70% or above. Why has the department selected this method of priority vs possibly a point system.

The Department is following the guidelines regarding priority system outlined in Federal regulation, 7 CFR 246.5(d)(1).

191. Financial capability: does the independent CPA firm have to be a firm we have never dealt with or can we use the same CPA firm that has done our audits every year?

No. The Applicant may use the firm which performed their recent audits.192. Can you provide one or two best practices / models of health systems

integration with the WIC programs?

No. Because best practices may be different for each service area, the Department expects to receive applications from the applicants that address unique scenarios for integration.

193. Several plans are referenced in the RFP, such as the nutrition education plan, p. 10, & retail store coordination plan, p. 11 & outreach plan, p. 12. Can you confirm that these plans are required as part of the program deliverable, if awarded, and not to be submitted as part of the application submission?

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Yes. The plans referenced are grant deliverables and are not required as a part of the application.

194. Why isn’t the outreach coord. A key personnel?

The Department designated key personnel based on reporting requirements to USDA.

195. Is the fiscal person at our agency considered a key person?

No, not for the purposes of this RFA. Key personnel are identified in Part One, B.5.a.

196. If you have/provide pediatric services directly – but not & can partner for obstetrics – can you apply for a level 1?

No. See Answer to Question 1 of Addendum 4, posted to eMarketPlace on December 10, 2015.

197. Are you extending the due date for the RFP – given many of the constraints added?

The Department will extend the due date of the application to January 26, 2016, by 2:30 pm.

198. We would consider a review “limited assurance” so on what should we base the limited assurance?

See the answer to Question 49.

199. We are not aware of a standard called “ analysis standards” – can you clarify what you are hoping to get out of this?


200. Are copies of what has satisfied the financial capability requirement available from past applications? If so, please provide this would be good guidance?

No.

201. Will the financial status of the county be what is considered in the financial section, not just the health department’s financial status?

The request is for Health Agency specific data. See the Answer to Question 47 if the Health Agency data is not discreet financial data.

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202. May the CPA firm contact the state on any questions they may have on required information requested and if so who is the contact person?

No. All questions were due on in writing to the Department by December 8th, 2015 or presented at the Pre-Application Conference on December 15th 2015.

203. Is the 5% budget increase max per year or for the entire RFA period?

The 5% increase only relates to renewal period if the Department chooses option C as listed in Part One, A.1.

204. Does a separate budget and budget narrative be done for each service area applied for?

A separate complete application is required as documented in Part One, A.7.

205. Is the proposed due date going to be extended? With the policy and procedures only being sent 12/21 and the CPA certifications, that may require more time.


206. pg. 22, h) financial capability. Our auditors (a nationally recognized firm) have some serious concerns about the information being requested. To whom may they direct questions/ get clarification on the requirements?


We are not their only WIC clients. Has consideration been given to changing the requirement?

Yes. See the Answer to Question 49 for a change in the reference.

If auditors would contact you with questions, would those questions be posted for all applications to see?


207. Would it be possible to share the list of pre-proposal attendees? This would help us work on partnerships w/in our service areas.

Yes, you may download the roster from eMarketPlace.

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mailto:No

mailto:No

mailto:No

208. The saturation data requested was on referencing current participation rates – it was referring to the number of participants divided by the number of potential or WIC eligible people would we be able to get that info? This was previously provided to WIC grantees.

Yes. The you may download the Target Population Data by Service AreaTable from eMarketPlace.

209. Not sure that we can obtain the necessary statement from the auditors by the time that application is due in January, can that be submitted once the award is granted?

No. See the Answer to Question 197.

210. Will the applying agency be required to submit multiple copies of all of the supporting documentation such as audits and W-9 forms?

The Applicant is only required to submit one copy of documents relating to financial capabilities, including audits and W-9 forms.

211. Is the peer program to be part of the award and budgeting process? Assuming that business will continue on as it has in the past.


212. May we pick up the policy materials that are supposed to be mailed on 12/21 following the LOI submission? Either in addition to having it mailed or instead of mailing? Our offices will be closed during the holidays.

Yes. If an Applicant desires to pick up the Policy materials in lieu of mailing, they must contact Abigail Coleman at [email protected] prior to December 18, 2015 at 2:30 pm.

213. RFA states the department will provide training to staff w/in 1st 60 days of grant agreement. Is this w/in 60 days of August 1, or 60 days of October1? If the new contractor is contracting w/ current provider for continuation of service, some staff may not be hired w/in 60 days. How will they be trained?

Training will be provided within 60 days of August 1 if a new provider is selected and within 60 days of October 1 if current providers are selected. Uninterrupted participant services require the Grantee to be fully staffed.

214. Will federal funds designated for breastfeeding/peer counseling be used to cover the costs a local agency budgets for BF Peer C. activities need to be in compliance w/ federally funded peer c. program requirements.

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mailto:[email protected]

This RFA has no funds designated specifically for breastfeeding and peer counseling. See the Answer to Question 18.

215. Can you identify who at the local agency will be the contact person for the department /regional managers?

No. Contact between the Local Agency and Department can occur on an as needed basis. The parties may change, depending on the topic at hand. For example, the Department may contact the Retail Store Coordinators regarding Compliance Buys, Nutrition Coordinators regarding nutrition training, or the CEO or Clinic Manager for general grant compliance.

216. Is a CRIA form required to be submitted if you are proposing to add sites but not change existing sites? Is a separate form required for each proposed site change, or addition, or is one form per application submission acceptable?

No. A separate form is required for each site; however, a CRIA form is not required to add a site.

217. One page 20 of the RFP it discusses the connectivity devices that the Department will install for each clinic and that the Department will provide hardware and software, so we should not include those expenses in the budget. Can you describe in more detail what is encompassed in “hardware and software?”

The Department will provide computers for clinic use which are dedicated for use with Microsoft Office, the MIS for WIC, check and pdf printers, connectivity to the State network through either 4G or T1 connection, and other related devices such as print servers, routers, and switches.

218. On pp. 22-23 for the financial capability section, can you describe more about the required format of the analysis and any requirements on length or detail for the analysis? Can you provide a template or an example (from another RFP, for example)?

No to both questions.

219. Is the financial capability section to be submitted as an attachment or as part of the narrative (and counted within the page limit)?


220. Is the policies and procedures manual available electronically and available to the public? If so, where is this document located?

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The Policy and Procedure manual will be provided to all Applicants submitting a Letter of Intent. It is not available to the General Public.

221. Do we need to include the Continuity of Operations plan with application submission, or is it only required to submit once a contract is awarded (per page 17)?

The COOP is a deliverable for the grant and not for the application submission.

222. Do the addenda need to be submitted with the application?

Items to be submitted with the application are identified in Part One, C.2.

223. As a county government entity, we do not have the specific requirements outlined in the Financial Capability section of the Application. For example, we do not have the financial ratios (quick ratio, current ratio) calculated in the normal course of our annual audit. We do have an annual audit completed by an independent CPA firm as well as rating agency documentation indicating the financial strength of the County. Is this information sufficient to satisfy our financial stability and economic capability to perform the contract requirements, as articulated in the RFA?

See the answer to Question 201..

224. Since Breast Pumps are not from the NSA budget, should they be in the budget at all and if so, where should they go?

Yes. Breast pump costs should be included in column 4, labelled breast pumps, of the budget template for the first year, and column 2 in subsequent years.

225. If the applicant is a county department, is the department required to have a CPA report? That is, does the department need a separate CPA review or may the county’s suffice?

Yes. See the Answer to Question 47 if discreet financial data for the health agency is part of a larger entity.

226. Do you only want to know the financial status of the Health Department or will the financial status of the county suffice?

See the Answer to Question 201

227. The policies and procedures are coming out late in the process. Are significant changes reflected in the policies that will impact the work statement?

No.

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228. We have an audit every year, what specifically do you want regarding a review?

The applicant shall submit the information requested in Part One, Paragraph C.2.h.

229. We are a private nonprofit health agency that has existing contractual relationships with multiple entities to ensure a full range of clinical services as described in the RFA. Since these are existing agreements, we are assuming we meet the criteria for First Consideration. Our read on the difference between these categories is that Second Consideration would apply if it were necessary for us to enter into new agreements with other healthcare entities in order to meet the criteria to apply. Is this correct?

No. The distinction between first and second consideration is not on the timing of the contractual relationship between the health agency and the entity(ies) that provide obstetric and pediatric care; i.e., pre-existing agreement(s) or newly established. The distinction is on the need or existence for an Memorandum of Understanding (MOU) or contractual agreement for these services to be offered through the health agency which will administer WIC. Priority one is intended for health agencies that already offer pediatric and obstetric care services through the health agency and do not need to contract out or establish MOUs in order to offer these services. Priority two allows for agencies to contract these services out or establish MOUs.

230. A hospital system seems to be intended to fit in First Consideration, but most hospital systems have a complex set of existing contractual agreements where the complete scope of clinical services described in the RFA may be provided by multiple contractors rather than “employees of the hospital system.” Would a hospital system so described still fall into First Consideration category?

The response to this question is similar in nature to the response provided in question 229. The entity applying to be a WIC provider (hospital or otherwise) must be the same entity or agency that employs/includes the staff offering the pediatric and obstetric services in order to be considered first priority. If these services are contracted out to an agency, entity, or provider other than WIC’s agency, than that WIC agency would fall into one of the lessor priorities.

231. What fiscal year can be used for the CPA review? This is not stated.

Part One, C.2.h requires the past three fiscal years.

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232. Policies and procedures are being mailed out 12/21/15, can we expect major changes to the existing Policies and Procedures?


233. If agreements with an agency to provide pediatric and obstetric care comes with a cost, is this cost a reimbursable WIC expense?

The cost of creating the agreement is not reimbursable.

234. Why is the scoring criteria not being provided?

The Department considers the scoring criteria confidential internal information.

235. (Part One.C.2.e) Please define the role of clinic manager in the list of key personnel.

The Clinic Manager provides day-to-day oversight of clinic operations.

236. Do CRIA forms need to be submitted if clinics may relocate in the future (the move is not definite)?

CRIA forms are required before a clinic actually relocates.

237. The first two priority levels for consideration address the need for both healthcare (obstetric/pediatric) and administrative services. However, priority levels three through five only reference healthcare services. If the assumption is that the applicant agency is providing administrative services, how are levels three and four different from a level two applicant who would also be entering into a written agreement for healthcare services?

The primary distinction between the third and fourth priority is the agency type; priority three requires the local agency be health agency and priority four is for a human service agency. The basis for the difference in verbiage between priority three and four, in regards to the private physicians scope of service (i.e., the patient categorization), has to do with the agency type. A health agency has the ability to require a licensed private physician to limit their client base to the eligible WIC population whereas a human service agency (which by nature also cover non-health services) cannot limit a private physicians clientele and therefore can also include the general population (however, WIC services would still only be offered to the WIC eligible population).

238. Will peer counselor funds be made available to awardees in FFY 17 if requested?

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239. Given the time constraint of this RFA will an extension to the submission date of 01-12-16 be considered?


240. C2-e p. 21 Please clarify the responsibilities of “clinic manager.”

See the Answer to Question 235

241. If we submitted our letter of intent as a priority 4 but now feel we may qualify as a priority 2 (based on further information received), can we change our priority on the application.

See the Answer to Question 12, Addendum 4 posted to eMarketPlace December 11, 2015.

242. Answer to question #103 not clear. Our agency does have a written Cost Allocation Plan, however it does not include a formal Indirect Cost Rate (we consider all costs direct costs). Allowable under new regulations.

Cost allocation plans are allowable. If all costs are direct, no indirect costs should be included in the budget.

243. Are we subject to specific pre-determined indirect cost percentage for Administrative Costs under “other costs,” indirect costs, or show these costs under different line items?

See the Answer to Question 103. Indirect costs should be listed in the “other costs” category.

244. Is there a specific format that the financial capability paperwork must be in (p. 22)?

Not beyond the formats referenced in AT 201 and specific procedures requested in Part One, C.2.h.(1)-(5).

245. P. 19, 2. Application Format, Part C) Application and Work Statement, the summary of application should not exceed 2 pages, front and back, correct?

Yes.

246. The rest of the application and work statement (including the summary of application) cannot exceed the 25 page limit. Correct?

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Yes.

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Web viewAddendum #6 to RFA67-44. Special Supplemental Nutrition Program for Women, Infants and...

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