County of Los Angeles DEPARTMENT OF CHILDREN AND FAMILY ...contracts.dcfs.lacounty.gov/Uploads/120_Addendum2.pdf · 8/13/2019 · County of Los Angeles – Department of Children

“To Enrich Lives Through Effective and Caring Service”

County of Los Angeles DEPARTMENT OF CHILDREN AND FAMILY SERVICES

425 Shatto Place, Los Angeles, California 90020 (213) 351-5602

BOBBY D. CAGLE Director

BRANDON T. NICHOLS

Chief Deputy Director

August 13, 2019 Dear Prospective Proposers and Interested Parties: ADDENDUM NUMBER TWO TO PREVENTION & AFTERCARE REQUEST FOR PROPOSALS NO. 19-0008 Addendum Number Two is issued by the County of Los Angeles Department of Children and Family Services (DCFS) to all holders of the Prevention & Aftercare (P&A) Request for Proposals (RFP) No. 19-0008. Addendum Number Two amends sections in the RFP as provided below. Changes only apply to referenced sections and/or subsections that are amended or deleted; all other sections remain in full affect. A prospective proposer’s failure to address the requirements of this Addendum Number Two may result in the proposal being found non-responsive and not being considered, as determined in the sole discretion of the County. Changes to wording in RFP sections in this Addendum Number Two include both deletions and additions. Deletions are indicated as strikeouts (strikeouts) and additions are underlined (underlined). Some charts or graphs are replaced in their entirety where indicated due to the difficulty in demonstrating strike-outs and additions. Following the discussion of RFP section revisions, attachments to this Addendum Number Two include:

Attachment 1 Responses to Proposers’ Questions

Attachment 2 P&A Community Referrals

Attachment 3 P&A DCFS Referrals

Board of Supervisors

HILDA L. SOLIS First District

MARK RIDLEY-THOMAS Second District

SHEILA KUEHL Third District

JANICE HAHN Fourth District

KATHRYN BARGER Fifth District

Prospective Proposers and Interested Parties August 13, 2019 Addendum Two to RFP No. 19-0008 Page 2 RFP section revisions are listed in sequential order as they appear in the document

I. RFP, Section 2.1.3, Contract Rates, subsection 2.1.3, has been amended to read as follows: Please note that the amounts above are subject to change based on funding availability. One contract will be awarded per SPA. In addition, full funding in the fifth year is subject to identification and availability of funds.

II. RFP, Section 7.9.9, Proposer’s Approach to Provide Required Services,

subsection 7.9.9.10 and subsection 7.9.9.11 have been amended to read as follows:

7.9.9.10 Proposer should describe how they plan to work with the DCFS

Regional Managers on a plan for on utilizing County Directed Discretionary Funds to include supports, activities, and/or programs that are a clear nexus to preventing child maltreatment;

7.9.9.11 Proposer should describe how they plan to work with the DCFS

Regional Managers to on utilizing County Directed Discretionary Funds to eliminate Racial Disparity and Disproportionality;

III. RFP, Section 8.5.1, Evaluation of Cost, has been amended to read as follows:

100 percent of the total cost points will be awarded to bids which fall within 10 percent of the average cost in each SPA, not to exceed the maximum annual funding amount. 70 percent of the total cost points will be awarded to those bids that fall within the range of 10.1-20 percent of the average cost in each SPA. 30 percent of the total cost points will be awarded to those bids that fall within the range of 20.1-30 percent of the average cost in each SPA. No points will be awarded to those bids that fall outside the 30.1 percent from the average cost within each SPA. Bids exceeding the maximum annual funding amount will receive no points. However, should one or more of the proposers’ request and be granted a preference under one of the County’s applicable preference programs, the cost component points will be determined as follows: Fifteen percent (15%) of the points awarded for the cost component will be added to the aggregate total points to all proposers who requested and were granted the preference.

Prospective Proposers and Interested Parties August 13, 2019 Addendum Two to RFP No. 19-0008 Page 3

In no case shall any preference be combined to exceed fifteen percent (15%) of the cost points awarded to the responsible bid meeting specifications.

IV. RFP, Section 8.7, Department’s Proposed Contractor Selection Review, Subsection 8.7.2 have been amended to read as follows:

8.7.2 Proposed Contractor Selection Review

Any proposer that has timely submitted a notice of its intent to request a Proposed Contractor Selection Review as described in Section 8.7.2 (Proposed Contractor Selection Review) may submit a written request for a Proposed Contractor Selection Review, in the manner and timeframe as shall be specified by the Department. A request for a Proposed Contractor Selection Review may, in the Department's sole discretion, be denied if the request does not satisfy all of the following criteria:

1. The person or entity requesting a Proposed Contractor

Selection Review is a proposer;

1. 2. The request for a Proposed Contractor Selection Review is submitted timely (i.e., by the date and time specified by the Department);

2. 3. The person or entity requesting a Proposed Contractor

Selection Review asserts in appropriate detail with factual reasons one or more of the following grounds for review:

a. The Department materially failed to follow procedures

specified in its solicitation document. This includes:

i. Failure to correctly apply the standards for reviewing the proposal format requirements.

ii. Failure to correctly apply the standards, and/or follow the prescribed methods, for evaluating the proposals as specified in the solicitation document.

iii. Use of evaluation criteria that were different from the evaluation criteria disclosed in the solicitation document.


b. The Department made identifiable mathematical or other errors in evaluating proposals, resulting in the proposer receiving an incorrect score and not being selected as the recommended contractor;

c. A member of the Evaluation Committee demonstrated

bias in the conduct of the evaluation; d. Another basis for review as provided by state or

federal law; and

3. 4. The request for a Proposed Contractor Selection Review sets forth sufficient detail to demonstrate that, but for the Department's alleged failure, the proposer would have been the lowest cost, responsive and responsible bid or the highest-scored proposal, as the case may be.

Upon completing the Proposed Contractor Selection Review, the Department representative shall issue a written decision to the proposer within a reasonable time following receipt of the request for a Proposed Contractor Selection Review, and always before the date the contract award recommendation is to be heard by the Board. The written decision shall additionally instruct the proposer of the manner and timeframe for requesting a County Independent Review. See Section 8.8 (County Independent Review Process) below.

V. RFP, Section 8.8, County Independent Review Process, Subsection 8.8.1 has

been amended to read as follows:

8.8.1 Any proposer that is not satisfied with the results of the Proposed Contractor Selection Review may submit a written request for a County Independent Review in the manner and timeframe specified by the Department in the Department's written decision regarding the Proposed Contractor Selection Review.

A request for County Independent Review may, in the County's sole discretion, be denied if the request does not satisfy all of the following criteria:

1. The person or entity requesting a County Independent

Review is a proposer;


1. 2. The request for a County Independent Review is submitted timely (i.e., by the date and time specified by the Department); and

2. 3. The person or entity requesting review by a County Independent Review has limited the request to items raised in the Proposed Contractor Selection Review and new items that (a) arise from the Department's written decision and (b) are one of the appropriate grounds for requesting a Proposed Contractor Selection Review as listed in Section 8.7.2 (Proposed Contractor Selection Review) above.

Upon completion of the County Independent Review, Internal Services Department will forward the report to the Department, which will provide a copy to the proposer.

VI. RFP, Appendix A (Sample Contract), Section 5.5 Invoices and Payments,

subsection 5.5.7 has been amended to read as follows:

5.5.7 CONTRACTOR shall submit a monthly invoice in arrears for services rendered in the previous month. CONTRACTOR shall make its best efforts to submit all invoices within fifteen (15) thirty (30) days of the last day of the month in which the services were rendered. Any invoice submitted no later than sixty (60) days after the last day of the month in which the services were rendered. Notwithstanding any other provision of this Contract, CONTRACTOR and COUNTY agree that the COUNTY shall have no obligation whatsoever to pay any past due invoices which are submitted more than sixty (60) days after the last day of the month in which the services were rendered. COUNTY may, in its sole discretion, pay some or all of a past due invoice which CONTRACTOR has submitted more than sixty (60) days after the last day of the month in which services were rendered provided sufficient funds remain available under this Contract. These same time frames shall also apply to the submission of the CONTRACTOR’S final invoice.

ATTACHMENT 1

County of Los Angeles - Department of Children and Family Services

RESPONSES TO PROPOSER’S QUESTIONS PREVENTION AND AFTERCARE

REQUEST FOR PROPOSALS (RFP# 19-0008)

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County of Los Angeles – Department of Children and Family Services PREVENTION AND AFTERCARE (RFP # 19-0008)

QUESTIONS AND ANSWERS

TABLE OF CONTENTS

PROGRAM SERVICE QUESTIONS ............................................................................... 2

CONTRACT SERVICE QUESTIONS ........................................................................... 18

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County of Los Angeles – Department of Children and Family Services PREVENTION AND AFTERCARE (RFP # 19-0008)


PROGRAM SERVICE QUESTIONS

1. QUESTION: I have a question that is in regards to page 32 and 33 of the RFP, section 7.9.9 proposers approach. There are two bullets that ask us to explain specifically what we are going to do with the county discretionary funds. And as I understand it and how it operates now. That’s a plan that’s developed like after contract award that we work with the regional offices to develop so I was just kind of concerned about how we were to respond to this as of now as to say specifically what our plan is include our activities, our programs talk about how we are going to address the issue of racial disparity and disproportionate and so again I’m just concerned about how we do that without the county’s input. It’s on page 32 and 33 of the RFP. 7.9.9 I believe that is the Statement of Work. So it’s 7.9.9 and .10 and 11. So it says proposers should describe how they plan on utilizing county directed discretionary funds to include supports activities programs that are a clear nexus to preventing child neglect. Yes, those are all things we do now but we do them in concert with the Regional office and working together so…

RESPONSE: Section 7.9.9.10 shall be changed to state "Proposer should describe how they plan to work with the DCFS Regional Managers on a plan for utilizing County Directed Discretionary Funds to include supports, activities, and/or programs that are a clear nexus to preventing child maltreatment."

2. QUESTION: I have a follow up question on the county directed discretionary funds but my question is about Section 10.1 on page 19 in the statement of work so it says that the county directed discretionary funds that are 10% of the total max annual amount we were wonder if this amount can be taken back out at will or if that amount stays the same?

RESPONSE: Per the SOW Section 10.1, the County has discretion to utilize up to 10% of the annual contract amount for County Directed Discretionary Funds. The County program manager will provide at the beginning of the contract term the recommended amount to use for each of the SPAs.

3. QUESTION: I have one more question. Sorry, so this is page 11. Section 6.9.4 the protective factors survey. Does that need to be the county’s survey or can it be our own?

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RESPONSE: SOW Section 6.9.4 states a County approved protective factors survey will be used. All contractors will be using the same survey.

4. QUESTION: I had a question about the subcontractors. Do we need to have a written formal agreement with our chosen subcontractors at the time we submit our proposal or can we just state which ones we think we will sub-contract with?

RESPONSE: No, you don’t have to have a written formal agreement with a subcontractor when submitting a proposal.

5. QUESTION: In the staffing section part of the statement of work under staffing 13.0 It thoroughly describes the program manager but doesn’t describe the other positions like sometimes they are called case navigators but doesn’t say what the qualifications are for that position whether education or experience?

RESPONSE: Per SOW 13.0, only the Contractor's program manager has minimum requirements. Case Navigators are expected to be knowledgeable about the community resources and able to engage with the families as well as the DCFS staff, but there are no minimum education or experience requirements for these positions.

6. QUESTION: On page 13, Section 6.19 it talks about contractor shall have a case navigator out stationed a minimum of 10 hours per week at each DCFS office within the contract SPA. How do you guys see that is there expectations around that like specific hours that they have to be available at the offices?

RESPONSE: Per SOW 16.9, a Case Navigator shall be out stationed a minimum of 10 hours a week at each of the DCFS offices within the SPA (or six hours for the American Indian and Asian Pacific Islander) unless an exemption is received from the County Program Manager. Contractors will work closely with their DCFS regional office partners to determine the best times and days for the Case Navigator to be out stationed in the regional office.

7. QUESTION: What would be their specific duties during those 10 hours at the office?

RESPONSE: There are various things that the Case Navigators will be doing in the DCFS offices. If there is a family in the office who wants to know about P&A, they can meet with the family. The Case Navigator can explain to families the P&A services offered. DCFS social workers may

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want to consult and the Case Navigator can explain whether or not a family is eligible for prevention and aftercare or whether another program maybe better suited than for the family. Case Navigators may be asked to attend unit meetings, General Staff meetings, and other in-office meetings. There may be occasions when they may be asked to attend Child and Family Team (CFT) meetings if the family wants them there or to be present at the Staff Engagement meeting. This is done in conjunction with the various Case Navigator duties described in the SOW, Sections 6.8, 6.9, 6.10 and 6.11.

8. QUESTION: Is there a goal of clients served here? Or a goal we should be reaching or an average that you guys are going off of?

RESPONSE: There's no specific targeted number of clients to be served. The overall number of clients have been increasing each year. Please refer to Attachments 2 and 3 to this Addendum.

9. QUESTION: I’m wondering if there are duplications of numbers from the community referrals and DCFS referrals?

RESPONSE: It is possible to have duplicate clients counted in the community and DCFS referrals. DCFS obtains the number of community clients from the monthly reports that agencies submit. DCFS referral numbers are extracted from the DCFS Family Centered Services (FCS) referrals system. There could be some overlap if a social worker tells the family about P&A and gives the phone and address of the agency. If the family goes before the social worker enters the referral on FCS, the agency may see this as a community referral and not realize until later that it was actually somebody that DCFS referred for P&A.

10. QUESTION: Do you have referrals by SPA versus the overall county?

RESPONSE: Please refer to Attachments 2 and 3 of this Addendum.

11. QUESTION: As stated in the conference subcontractor agreement are not required in the proposal, but will proposals be evaluated stronger/more positively if they do include formal agreements or memo of understanding as attachments to the narrative?

RESPONSE: Formal agreements and MOUs are not being evaluated. If proposer feels that attaching such agreements will illustrate or make their narratives stronger they can do so.

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12. QUESTION: The county directed discretionary funds that are 10% of the total max annual contract amount, we are wondering if this amount can be taken at will?

RESPONSE: See response to #2 (Row 3)

13. QUESTION: Does the protective factor survey need to be the county’s or can it be our own?

RESPONSE: See response to #3 (Row 4)

14. QUESTION: County Discretionary Funds, has there been a change on how this will be handled in this RFP? In current contract this a plan developed with the regional offices in the SPA – jointly – conducted after contract start date. The RFP Sections 7.9.9.10 and 7.9.9.11 are two questions specifically asking what we will do with the county discretionary funds. This seems contradictory to the intent of these funds as the specific activities would be developed after the award is made in concert with the regional offices?

RESPONSE: Section 7.9.9.10 shall be changed to state "Proposer should describe how they plan on working with the DCFS Regional Managers on a plan for utilizing County Directed Discretionary Funds to include supports, activities, and/or programs that are a clear nexus to preventing child maltreatment."

15. QUESTION: 7.9.9.11 states Proposer should describe how they plan to use county directed discretionary funds to eliminate racial disparity & disproportionality. Not clear how agencies can respond because the contractor must collaborate with the SPA regional managers in order to develop the work plan for use of county directed discretionary funds. This process would typically occur after a contract has been awarded. Regional managers make the final decision. See SOW pg. 20 10.2?

RESPONSE: See Response to #14.

16. QUESTION: This references county directed discretionary funds is this correct or did you intend to state community directed discretionary fund? 7.9.9.11 references county directed as well?

RESPONSE: Section 7.9.9.10 and 7.9.9.11 refer to the County Directed Discretionary Funds.

17. QUESTION: Evidence based practices there are no community based primary prevention strategies listed in either the California or federal clearing house so there are none to choose from?

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RESPONSE: Please note that per Section 9.4 and 10.1, evidence based practices are one of several options that can be utilized. Prevention focuses on increasing families' protective factors and providing resources that can improve families' well-being and functioning to decrease the likelihood of child abuse and neglect. Thus, many wide-ranging activities and programs, both traditional and nontraditional, may be considered as prevention focused activities or resources. Multiple such programs can found under the California Evidence Based Clearinghouse and/or the Federal clearinghouse, including programs listed under the topic of "Prevention of Child Abuse and Neglect" (both primary and secondary programs).

18. QUESTION: Where was the stakeholder involvement in the pre-solicitation process as required by the county’s child services review self-assessment, the administration for title IV-B program instructions and in the Invest LA Strategic plan approach?

RESPONSE: The Department held a Community Meeting on November 2, 2017 prior to the solicitation process for CAPIT, APSS, and P&A.

19. QUESTION: How are contract award specific amounts determined? Is the PFS 30 required or can a sub measure be used? Are there other roles besides PM and navigator, recommended? What’s the max amount awarded? Is income taken into consideration when determining a client’s eligibility?

RESPONSE: The funding was allocated utilizing a formula based on the child census population for the area, weighed at 50% and the DCFS caseload count for offices in the area, also weighed at 50%. The PFS 30 or other county approved survey will be used. No other roles are recommended. The maximum amount for each contract is listed under table “P&A Funding Allocations per SPA” in the RFP, Section 2.1.3. Income is not taken into consideration when determining a client's eligibility.

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20. QUESTION: For the community referrals total numbers served between 15, 16, 17,18 is there a breakdown of number of families per SPA?

RESPONSE: Community numbers are shown on the attached slides and are not broken down by SPA. The number of community clients are based on the contractors' services, events, and activities submitted as part of their work plan each year for County Program Manager approval. Thus, community numbers are dependent and specific to each contractor, and breaking it down by SPA is not meaningful as each contractor will submit their own plans.

21. QUESTION: What is the difference between this contract and the relative support services contract? Is this a cost reimbursement contract? Do subcontractors have to have certain insurances to cover them in order to work with the agency? Does this program have anything to do with living wages? Will this contract amount be increased yearly due to more families being served each year? It seems like every year you are getting more families so will the contract amount be increased as families’ increase?

RESPONSE: One difference is: P&A is not limited to relatives and open to all County residents. The contract amount is firm and fixed for the term of the contract per RFP Section 2.1.3. Subcontractors must meet the same insurance coverages as the prime contractor unless DCFS allows an exemption. This program does not fall under living wage requirements. There are currently no known plans for other funding to be added at this time; however, as per the RFP, "amounts are subject to change based on funding availability."

22. QUESTION: Is there an estimate number of clients served that we should target with this contract?

RESPONSE: Please refer to the Attachments 2 and 3 to this Addendum. The number of community clients will vary based on the activities, events, and programs that the contractor includes in their work plan. See #21 for more information on community families.

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23. QUESTION: Are these (2) positions to be BBS registered staff, licensed or waivered? Are the CONTRACTOR two (2) designees: 1 primary and 1 secondary in addition to the 2 positions indicated in the first sentence of this paragraph? This would mean 4 MDT positions?

RESPONSE: Per SOW Section 5.3.1, the contractor shall provide a primary MDT designee and a secondary MDT designee, for a total of two. There is no requirement that the staff be BBS licensed or waivered.

24. QUESTION: Can you clarify the role of Case Navigator? Can a member of MDT team, i.e. CONTRACTOR Designee, be also a Case Navigator? Is this position similar to Case Manager?

RESPONSE: The Case Navigator can be a member of the MDT and can also be a Case Manager.

25. QUESTION: no clinical experience required of the Program Manager?

RESPONSE: SOW Section 13.2 states the minimum qualifications for a Program Manager. Clinical experience is not required but, at minimum, a Bachelor's degree in social science and two years of full-time management experience in a social service agency is required.

26. QUESTION: is it fully at the CONTRACTOR’s discretion how many staff and what level of education/experience needed as long as it is within the budgetary limits?

RESPONSE: The SOW Section 13.0 provides the information on the contract requirements for staffing.

27. QUESTION: RFP, Section 7.10.1.4 and 7.10.1.5, Page 37, Cost Proposal Format: Do budgets and budget narratives need to be submitted for subcontractors? Are these to be incorporated into the Proposer’s budget and budget narrative, or submitted separately as standalone documents?

RESPONSE: Subcontractors’ budgets and budget narratives do not need to be submitted with the proposal. Please refer to RFP, Appendix B (SOW), Subsection 3.3. Contractor shall subcontract a minimum of twenty percent (20%) of Prevention and Aftercare funding through written subcontracts with an array of community partners whose subcontracted activities, resources, and/or supports are directly related to the achievement of the goals and objectives and to the successful implementation of program activities. The proposer’s

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budget needs to reflect the 20% percent allocated for subcontracting as required.

28. QUESTION: Appendix B, Statement of Work, Section 3.3, Page 6: Are MOUs with Subcontractors required to be submitted with the proposal?

RESPONSE: No, MOUs with subcontractors are not required.

29. QUESTION: Appendix B, Statement of Work, Section 13.1.1, Page 23 mentions requirements for a Program Manager. Are there additional staffing requirements and what are degree requirements for those positions?

RESPONSE: No, there are no additional requirements.

30. QUESTION: Appendix B, Statement of Work, Section 13.6, Page 23: Is the expectation for bi-weekly supervision of staff to be provided by a licensed clinical supervisor?

RESPONSE: A licensed clinical staff is not required in the contract, but may be considered depending on the severity of the family’s needs and the Case Navigator/Case Manager's level of experience.

31. QUESTION: SOW, pages 23 & 24, Staffing, Question: the only job description is for the Program Manager. Will you be providing us with a list of all job positions for this contract, their required educational levels as well as year of experience for each position?

RESPONSE: No, a list will not be provided as each Contractor will be providing services and resources that are specific to the community served. Thus, staffing needs will be dependent on the work plans submitted by the Contractor to the County Program Manager for approval at the beginning of each contract term. Thus, there is no requirement for the staff’s years of experience, educational levels, and other qualifications other than what is stated in the SOW, Section 13.0.

32. QUESTION: Appendix B, Statement of Work, Section 6.19, Page 13: For clarification, is each Contractor to outstation a Case Navigator a minimum of 10 hours per week at each DCFS office in the SPA, or 10 hours total between the DCFS offices? Does the Contractor create the schedule and submit based on Contractor availability?

RESPONSE: See response to #6.

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33. QUESTION: Exhibit B. Statement of Work, page 16, Section 9.0 Community Directed Discretionary Funds. (page 184 on pdf version) “9.1 CONTRACTOR shall utilize Community Directed Discretionary Funds to fund services, activities, resources, and supports to address unmet needs for the target population as identified by the CONTRACTOR through a community stakeholder needs assessment process. Examples of how community needs assessments may be gathered include: canvassing neighborhoods and surveying families in the community, researching information, holding town hall meetings, and conducting focus groups with diverse families and stakeholders in the community.” Where does the funding for Community Directed Discretionary Funds come from? Is this to be part of the submitted budget?

RESPONSE: The Community Directed Discretionary Funds are part of the contractor's budget for each term. A contractor shall submit a work plan and budget prior to the beginning of a contract term describing the Community Directed Discretionary Funds activities, services, and supports for County Program Manager approval.

34. QUESTION: P. 4, 3.3 "Proposer must have a minimum of three (3) years’ experience during the last five (5) years in providing social services to families or coordinating social services among other community providers equivalent or similar to the services listed in Appendix B (Statement of Work) for Prevention and Aftercare." Can you clarify how similar the services need to be to those listed in Appendix B? Or can you give examples of what would be a similar service and what would not be?

RESPONSE: Similar services as listed in Appendix B (SOW), may include parenting classes and support groups, life skills training, family activities, leadership development, links to community resources, family counseling and concrete supports such as food banks and clothing exchanges. It also includes activities meant to promote protective factors to increase family’s social connection and access to traditional and nontraditional services. Such services work with families in a multi-generational, strengths-based, family-centered approach to enhance parenting skills, foster the healthy development and well-being of children, youth, and families, prevent child abuse and neglect, increase school readiness, connect families to resources, develop parent and community leadership, engage males and fathers, support healthy marital and couple’s relationships, and promote family economic success.

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35. QUESTION: P. 4, 3.3 "Proposer must have a minimum of three (3) years’ experience during the last five (5) years in providing social services to families or coordinating social services among other community providers equivalent or similar to the services listed in Appendix B (Statement of Work) for Prevention and Aftercare." Would home visitation services to parents of 0-5 aged children where specialists address issues such as early intervention, parent training and support, maternal and child health, positive parenting practices, safe and accessible home environments, linkage to services and community resources, as well as family advocacy efforts be considered relevant experience? Additionally, would case management services, trauma-informed parenting training, needs assessments, community activities, and child/family teaming via mental health and foster care & adoptions work be considered relevant experience?

RESPONSE: Yes, such services would be considered as relevant experience. Please refer to response #34 for more details.

36. QUESTION: P. 4, 3.3 "Proposer must have a minimum of three (3) years’ experience during the last five (5) years in providing social services to families or coordinating social services among other community providers equivalent or similar to the services listed in Appendix B (Statement of Work) for Prevention and Aftercare." Are there minimum qualifications for subcontractors?

RESPONSE: Subcontractors do not have to meet the minimum requirements of the RFP, but they do need to comply with all the contract provisions as stipulated in the Sample Contract Appendix A and Appendix B (SOW) of this RFP once an agreement has been approved by the program manager.

37. QUESTION: On page 21 (page 186 of the RFP package PDF) of the Statement of Work (SOW), Section 12.1 states: “CONTRACTOR shall enter case information in the Family Centered Services system within a week of contact.” Question: Does this requirement apply to community referred families receiving P&A services or only DCFS referred families?

RESPONSE: This refers to any referral entered into the Family Centered Services system and is not based on the referral source.

38. QUESTION: On page 197 of the RFP package PDF, in Section D “Performance-Based Incentives Initiative Guidelines,” it states: “To be eligible to receive Bonus Payments for providing P&A Services, CONTRACTOR must meet all contract requirements.” Question: Can the County

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confirm whether this means that to be eligible for Bonus Payments, the Contractor cannot have any findings in the technical reviews?

RESPONSE: The contractor cannot have any findings in the technical reviews in order to be eligible for bonus payments. Bonus payments are contingent on the availability of funds.

39. QUESTION: On page 8 of the SOW (page 173 of the RFP package PDF), in Section 5.3.1, it states: “CONTRACTOR shall participate in MDT conferences and designate, at minimum, a primary and secondary (back up) participant for the Differential Response Path 1 (Community Prevention Linkages) MDT.” Question: Is there additional funding for the mandatory primary and secondary employees who will be dedicated to MDT and Differential Response Path 1 referrals?

RESPONSE: No, the positions are to be included in the contractor's annual budget allocation.

40. QUESTION: On page 12 of the SOW (page 177 of the RFP package PDF) in Section 6.9.7, it states: “For families who are expecting and/or have a child under the age of five (5), CONTRACTOR shall assess for and, if appropriate and the family agrees, refer the family to a viable Home Visitation program.” Question: Do Enhanced Supportive Services, which are delivered in the home, count as a home visitation program?

RESPONSE: No, enhanced supportive services are not considered as a home visitation program.

41. QUESTION: On page 20 (page 185 of the RFP package PDF) of the SOW, Section 10.2 states: “DCFS Regional Managers within each SPA shall identify trends, needs, or issues that are impacting the children and families that they serve and along with the CONTRACTOR shall jointly identify new activities, resources, or supports to address one or more of the identified needs.” Question: Should we contact the DCFS Regional Manager within each SPA for the projected annual total clients served by each program? Or, can DCFS share this information?

RESPONSE: The numbers of families referred by DCFS in 2018 are included in the slide that's attached.

42. QUESTION: On page 6 (page 171 of the RFP package PDF) of the SOW, Section 3.4 states: “Contractor shall, at a minimum, perform a yearly review of subcontracted agencies to ensure all contract requirements are being met.” Question: Shall these yearly reviews be reported to DCFS? If so, is there a particular template the DCFS would like the Contractor to adhere to?

RESPONSE: Yes, the subcontractor reviews should be made

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available to DCFS. There is no template that is required in the SOW. DCFS will share its technical review tool at the beginning of the contract term for the contractor to use as a template or guide.

43. QUESTION: On page 6 (page 171 of the RFP package PDF) of the SOW, Section 3.5 states that “CONTRACTOR shall coordinate and collaborate with other CONTRACTORS to facilitate successful participant navigation across the service delivery continuum.” Question: Can the DCSF please clarify the meaning of “other CONTRACTORS”?

RESPONSE: "Other contractors" are those providing services that would be of benefit to the family. For example, a family may have a child zero to five years old, and the P&A contractor may coordinate services to contracted home visitation programs that have services specifically tailored to this population.

44. QUESTION: How many clients are anticipated to be referred/served per SPA?

RESPONSE: Please refer to Attachments 2 and 3 to this Addendum.

45. QUESTION: What are required education and qualifications for the Case Navigator

position?


46. QUESTION: RFP page 16 (pdf: page 182), Exhibit B SOW Section 9.0 Community

Directed Discretionary Funds. Question – where does the funding for

Community Directed Discretionary Funds come from? Is this to be

part of the submitted budget?


47. QUESTION: Page 2 (pdf: page 6), Section 2.1.3, 2.1.3.12.1.3 Contract Rates - SPA

P&A Funding Allocations per SPA 1 $ 953,382-2 $ 1,635,609-3 $

1,865,703-4 $ 727,685-5 $ 600,000-6 $ 2,104,549-7 $ 1,370,675-8 $

1,481,917-API $ 660,480-AI $ 600,000 2.1.3.1 Performance-Based

Incentives - Contractors may be considered for Performance-Based

Incentives described in Section D of this Statement of Work (Appendix

B of this RFP). Any implementation of Performance Based Incentives

will be at the sole discretion of the County and will be contingent on

the availability of funds. Are performance-based incentive funds

expected to be reflected as part of the budget numbers provided per

SPA as noted on Page 2 (pdf: page 6), Section 2.1.3, or will the

incentive amount(s) be considered in addition to the per SPA dollar

amounts provided?

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RESPONSE: RFP 2.1.3.1 states that Performance Based Incentives are contingent on the availability of funds. SOW Section 19.0 states that Performance Based Incentives will only be implemented if funding becomes available. Thus, they are not expected to be reflected as part of the budget. These funds are considered additional funds if funding becomes available.

48. QUESTION: RFP page 13 (pdf: page 179) Exhibit B SOW Section 6.19 6.19 CONTRACTOR shall have a Case Navigator out stationed a minimum of ten (10) hours a week at each DCFS office within the contract’s Service Planning Area(s), unless an exemption for less than ten hours a week is received from the COUNTY Program Manager. CONTRACTOR shall submit the Out stationed P&A Case Navigator Schedule (Technical Exhibit 22) monthly unless there are no changes from the prior month. Regarding the out stationed Case Navigator – will these staff members also be in the field during the 10 hours or will this time only be seeing for seeing clients at the DCFS outstation location?

RESPONSE: The Case Navigators are expected to be in the DCFS offices to see clients and consult with DCFS staff.

49. QUESTION: Are the Technical Exhibits forms 1-6 required for contractors to use, or can contractors use their own form as long as the required elements are included?

RESPONSE: Technical Exhibits 1-6 are required to be used. However, the contractor can add other forms for case file documentation as needed.

50. QUESTION: Page 26 15.3 All families participating in Prevention and Aftercare will be invited to fill out a confidential satisfaction survey.15.3.1 After the first year of the contract, CONTRACTOR shall ask families to complete the Standards of Quality for Family Strengthening and Support Participant Survey. Q: Are the “confidential satisfaction survey” and “Standards of Quality for Family Strengthening and Support Participant Survey” the same thing? And where is this survey found?

RESPONSE: The Standards of Quality for Family Strengthening and Support Participant Survey are considered confidential surveys. DCFS and the contractor may add other surveys to determine client satisfaction. The Standards of Quality for Family Strengthening and Support Participant Survey can be found in the booklet provided in the Standards of Quality certification training

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referenced in the SOW, Section 8.2.

51. QUESTION: Page 15 8.2.1 CONTRACTOR must include certification in the Standards of Quality for Family Strengthening and Support of all staff providing Prevention and Aftercare, the CONTRACTOR’S executive leadership team and all subcontractor staff providing case navigation services. Q: What is the certification in the Standards of Quality for Family Strengthening and Support?

RESPONSE: The certification is a one-day training provided by the National Family Support Network.

52. QUESTION: Page 7,4.3 CONTRACTOR shall make at least three (3) attempts via phone, email, face-to-face, and/or letter to reach the family.4.3.3 If CONTRACTOR is still unable to make contact with the family, CONTRACTOR shall attempt one in-person contact within ten (10) business days from the last attempted contact. Q: 4.3 indicates that contractor has the option to make attempts to contact the family via one or more of the methods listed. However, 4.3.3 seem to require the contractor to make an in-person contact. These two statements appear inconsistent? This question also applies to 5.8.5 Comment: For contractors that receive a large number of referrals, it is not realistic to expect the contractor to attempt in-person contacts with all referrals they are unable to contact by non-face-to-face methods. This taxes the staffing capacity and could impact services to enrolled and motivated participants. We recommend that in-person contacts be left to the judgment of the contractor for relatively higher-risk referrals?

RESPONSE: SOW Section 4.3 requires three minimum attempts to reach the family by phone, email, face-to-face and/or letter. If the Contractor is unable to make contact, they must make an attempt to see the family in-person. These are requirements of the contract and are not left to the discretion of the Contractor.

53. QUESTION: p. 10, Section 6.7“Subcontracting of all levels of Prevention and Aftercare Multi-Level Case Management is permissible…” Q: Can Contractor subcontract one or two levels of Case Management as long as the Contractor agency provides all levels of Case Management?

RESPONSE: Yes, subcontracting of all levels of Prevention and Aftercare Multi-Level Case Management is allowable. Subcontracting of County Directed Discretionary Funds is the only prohibited area as stated in the SOW, Section 10.9.

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54. QUESTION: Statement of Work, Page 11, “6.9.4 CONTRACTOR shall ask families to complete a COUNTY approved Protective Factors Survey (PFS) once they have received at least six (6) hours of Prevention and Aftercare and/or prior to starting Case Navigation and at three-month intervals until a family’s Prevention and Aftercare case closes, and at the time of case closure.” (also p. 13, Section 6.14, and p.22, Section 12.3) Q: What is the rationale for waiting at least 6 hours of services before administering the Protective Factors Survey (pre-measure)? If the family completes the Protective Factors Survey (PFS) once they have received at least six (6) hours of Prevention and Aftercare, does that survey count as a baseline/pre-test? And contractor will continue to administer the PFS at 3-month intervals thereafter? Question also applies to 6.14.

RESPONSE: The initial Protective Factors Survey (PFS), generally administered prior to the start of services and/or after six hours of service, is generally considered the pre-test. Per Section 6.9.3, the PFS shall be administered at three-month intervals thereafter and at case closure. The PFS was developed by FRIENDS National Resource Center. FRIENDS' checklist for determining if the PFS is an appropriate tool notes that the PFS may not be the most appropriate pre/post test if the respondent is not receiving at least six hours of service.

55. QUESTION: p. 12, Section 6.10“For families who request support for multiple and/or intense needs that would require longer term assistance (three months or more), the family shall be provided Level 3: Enhanced Supportive Services, including In-home services as requested.” Q: For Contractors who also have the CAPIT contract, can these families be referred to their CAPIT program if appropriate and if families agree, instead of providing Level 3 services? There seems to be a lot of overlap between P&A Level 3 and CAPIT services.

RESPONSE: Yes, the family can be referred to CAPIT or other appropriate services, such as home visitation services, that meet the family's needs and to which the family agrees.

56. QUESTION: p.20, Section 15.2 “In addition to completing the COUNTY approved Protective Factors Surveys, CONTRACTOR shall ask families to participate in a confidential evaluation to measure the effectiveness of Prevention and Aftercare received.” Q: Is this confidential evaluation conducted by the Program Monitor during the Technical/Program Review?

RESPONSE: The confidential evaluation may be conducted by County staff or the County may provide the Contractor a link or other procedures for collecting confidential

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surveys.

57. QUESTION: p. 20, Section 15.3“All families participating in Prevention and Aftercare will be invited to fill out a confidential satisfaction survey.” Q: Is this survey facilitated/administered by the Program Monitor during the Technical/Program Review process?

RESPONSE: See answer to 56

58. QUESTION: p7, Section 5.5.4 vs 5.5.7Q: 5.5.4 states that monthly invoices must be submitted to the COUNTY “by the 15th calendar day of the month following the month of service.” 5.5.7 states that “CONTRACTOR shall make its best efforts to submit all invoices within thirty (30) days of the last day of the month in which the services were rendered.” Please clarify the actual due date for the monthly invoice?

RESPONSE: Invoices shall be submitted within the 15th day of the months as per Section 5.5.4. Section 5.5.7 shall be changed to state "Contractor shall make its best efforts to submit all invoices within fifteen (15) days of the last day of the month."

59. QUESTION: p. 63, Section 9.14.1.2 Hours of Operation “Service delivery non-traditional hours, Monday through Friday, 5:01pm to 8:00pm, and Saturday or Sunday, 9:00am to 1:00pm.” Q: The API Countywide programming will likely involve several subcontractors/social service agencies (up to 10 agencies) spread throughout LA County that specializes in serving diverse API communities with unique cultural and linguistic needs. Hence, the annual funding will need to be spread across these agencies and the types of services being provided will need to be prioritized based on the community’s needs. Requiring each subcontractor agency to strictly adhere to the regular and non-traditional hours could present a financial and staffing hardship given the limited funding amount. Can their hours of operation- both regular and non-traditional hours – be determined by their community’s and families’ needs and preferences for services, rather than requiring their office to be open on days and times when there is no need for services? For example, some subcontractors’ regular hours may be Monday through Friday, from 9am to 5pm. Some may offer non-traditional evening hours one or a few days of the week or a few hours on Saturday or Sunday for a time-limited group or activity?

RESPONSE: Per 9.14.2, the contractor must obtain approval from the County Program Manager prior to any modification of service provider and/or service delivery site hours. Therefore, a contractor shall consult with the County Program Manager to obtain approval on their hours of operation if it differs from hours listed in Sections 9.14.1.1 and 9.14.1.2.

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60. QUESTION: Q: Are the Technical Exhibits forms 1-6 required for contractors to use, or can contractors use their own form as long as the required elements are included?

RESPONSE: Technical Exhibits 1-6 are required to be used. However, the contractor can add other forms for case file documentation as needed.

County of Los Angeles – Department of Children and Family Services PREVENTION AND AFTERCARE SERVICES (RFP # 19-0008)


CONTRACT SERVICE QUESTIONS

61. QUESTION: Section 7.9 Pg. 25 Business Proposal Format. Are charts and tables allowed in the narrative section? If so, what is the allowed font size?

RESPONSE: Please refer to RFP, Section 7.9, Business Proposal Format. The business proposal (narrative) must not exceed 35 pages using 12 point, Arial Font. Therefore, any charts and tables that the contractor would like to include should be added to the Attachment section. All attachments should be referenced in the narrative sections of the proposal. Please note that formatting requirements do not apply to the attachment section.

62. QUESTION: I have a question regarding the cost proposal, I did not see a pricing sheet sample in the proposal is that going to be provided? Are you going to provide an example though?

RESPONSE: Please refer to RFP, Appendix D, Exhibit 31, for instructions. There is no example of the Price Sheet.

63. QUESTION: Who will be reviewing the proposals and how will that reviewable process go? Is it by blind process? How is this going?

RESPONSE: No, this is not a blind process. We have subject matter experts that look at parts of the proposals. We also have evaluation committees that will be reviewing your

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proposals, so it’s a combination of different individuals that will be looking at each one of your proposals. Please refer to Section 8.0, Selection Process and Evaluation Criteria for details.

64. QUESTION: How will the agency looking at this to evaluate compensate if there are outliers in the scope of work in regards to the points here if an agency let’s say is going for the full amount but they are providing a greater scope of work will that be at all taking into consideration?

RESPONSE: One of the tips that we provided you with as part of the agenda is to strive to exceed the requirements.

65. QUESTION: 7.9.8.3 Asks for "most current and prior three fiscal years" financial statements, but on page 36, Exhibit 23 indicates "three fiscal years." Please clarify which financial statements are required

RESPONSE: Please refer to RFP, Section 7.9.8.3 Proposer's Financial Capability. Provide copies of the company’s most current and prior three (3) fiscal years (for example 2018, 2017 and 2016) financial statements.

66. QUESTION: Green initiative: Does the green initiative have its own section or is it part of the 5 pages of the quality assurance plan?

RESPONSE: Please refer to RFP, Section 7.9.11, Proposer's Green Initiatives. The description of a proposed plan for complying with the green requirements should be placed after Section D. It is not part of the 5 page limitation for the Quality Assurance Plan.

67. QUESTION: RFP page 34, Section 7.9.1.1 Proposer's Green Initiatives “Present a description of proposed plan for complying with the green requirements as described in Section 18 of the SOW. Describe your company’s current environmental policies and practices and those proposed to be implemented.” Which section should this narrative fall under?

RESPONSE: Please refer to RFP, Section 7.9.11, Proposer's Green Initiatives. The description of a proposed plan for complying with the green requirements should be immediately after Proposer's Quality Assurance Plan (Section D).

68. QUESTION: On page 27 (page 192 of the RFP package PDF) of the SOW, Section 18.1 states: “Contractor shall use reasonable efforts to initiate “green” practices for environmental and energy conservation benefits.” Question: Can you please provide DCFS’ list of acceptable “green” practices?

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RESPONSE: Please refer to RFP, Section 7.9.11, Proposer's Green Initiatives. Please describe your company's current environmental policies and practices and those proposed to be implemented.

69. QUESTION: RFP page 33 (pdf: page 37), Section 7.9.1.1 Proposer's Green Initiatives7.9.11 Proposer’s Green Initiatives Present a description of proposed plan for complying with the green requirements as described in Section 18 of the SOW. Describe your company’s current environmental policies and practices and those proposed to be implemented. Which section should this narrative fall under? It appears to fall somewhere between Section D & E, but does not appear to belong to either section?

RESPONSE: Please refer to RFP, Section 7.9.11, Proposer's Green Initiatives. The description of a proposed plan for complying with the green requirements should be immediately after Proposer's Quality Assurance Plan (Section D).

70. QUESTION: Hi since you said that the PDF is not going to be available, can we have the slide with the example put back up so we can at least take a picture of it?

RESPONSE: Yes, you can take a picture of the PowerPoint slides with the DCFS SPA Referrals. This information has been included as Attachments 2 and 3 to this Addendum.

71. QUESTION: In Section 7.8.1.5 on page 25, the RFP states that “A PDF copy shall be included with the original proposal in a USB Drive.” Does this mean we should include a copy of both the Business Proposal and Cost Proposal on the same USB Drive, and then put that USB Drive in the original Business Proposal? Or is the intention to have proposers include a copy of the Business Proposal and Cost Proposal in separate USB Drives, and included accordingly by separate binders as well?

RESPONSE: Please refer to RFP, Section 7.8.1.5. A PDF copy shall be included with the original proposal in a USB drive.

72. QUESTION: Just a quick question in regards to the PowerPoints will they be made available to us?

RESPONSE: No, the PowerPoint slides will not be available and the reason behind that is all the information that is on there is in the RFP itself.

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73. QUESTION: Is there a way to register for the Proposer’s Conference?

RESPONSE: Registration was not required for the P&A Proposers’ Conference.

74. QUESTION: Are group home providers qualified to submit this RFP for Prevention and Aftercare Services. It will be a different program for us. We are very interested to attend the conference on July 22. However, if group home providers/STRTP providers are disqualified to submit this specific proposal, I will not send RSVP?

RESPONSE: Please refer to RFP, Section 3, Proposer's Minimum Qualifications. Interested and qualified proposers that can demonstrate their ability and qualifications to successfully provide the required services outlined in Appendix B (Statement of Work) are invited to submit a proposal(s), provided they meet the following mandatory requirements, as listed.

75. QUESTION: On the RFP page 29, 7.9.8.2 proposer’s references. It looks like we have to list our references in that narrative of that section in addition to the form required form sounds like to me?

RESPONSE: Proposer’s References only have to be listed once, please refer to RFP, Section, 7.9.13, Business Proposal Required Forms (Section F). Exhibit 2 (Prospective contractor reference) is only needed in Section B.

76. QUESTION: Exhibit 3A, Contractors List of Contracts. It says list all public entities, did you want us to list them as well?

RESPONSE: If your agency contracts with public entities, yes, please include as indicated in RFP, Appendix D, Exhibit 3. Please list all public entities for which the contractor has provided services for within the last 3 years.

77. QUESTION: Do we include the proposers reference form contractor references, contractor list of contracts and list of terminated contract forms into the 12-page count for Section B? Do we need to page number these forms as well as the audited financials?

RESPONSE: The Proposers’ Contractor References, Contractor List of Contracts and List of Terminated Contracts Forms should be included in Section B. However, all required forms, including exhibits, are not part of the 12-page narrative limit.

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Please refer to RFP Section, 7.8.1.4, each page must be clearly and consecutively numbered, including all attachments.

78. QUESTION: For exhibit 3 prospective contractor list of contracts what is considered a public entity? Is private foundation contracts considered?

RESPONSE: Please refer to RFP, Appendix D, Required Forms, Exhibit 3. For Exhibit 3, please list all contracts with any State, Local, or Federal Government within the last 3 years. List all private foundation contracts in Exhibit 4, if they have been terminated in the last 3 years.

79. QUESTION: Can the required forms be dated May 2019 or must they have a more current date? When will we expect to hear about the results?

RESPONSE: No, forms cannot be dated 3 months prior to the actual proposal submission date.

80. QUESTION: Appendix D, Required Forms, Business Form Exhibit 10, Jury Service: Are individual Jury Service forms to be completed by each Subcontractor and submitted as part of the Proposer’s RFP submission?

RESPONSE: Please refer to RFP, Appendix D, Required Forms, Exhibit 10. The County of L.A. Contractor Employee Jury Service Form is a required form and it must be submitted with the proposal. This form should be for the agency submitting the proposal and not include the subcontractors.

81. QUESTION: Appendix D, Required Forms, Business Form Exhibit 24, Proof of Insurability: Is proof of insurance for each Subcontractor to be submitted as part of the Proposer’s RFP submission?

RESPONSE: Please refer to RFP, Appendix D, Required Forms, Exhibit 24. The proof of insurance should be for the agency submitting the proposal. A list of subcontractors should be provided in Exhibit 22. Proof of Insurability is not required to be submitted for each subcontractor when submitting the proposal.

82. QUESTION: RFP, Page 30: 7.9.8.2, Required Forms Exhibit 2, Question: please clarify who we are to use for our references?

RESPONSE: Please refer to RFP, Section 7.9.8.2, Proposer's References and RFP, Appendix D, Required Forms, Exhibit 2, Prospective Contractor Referrals. List 5 references where the same or similar scope of services was provided in order to meet the minimum

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requirements stated in this solicitation.

83. QUESTION: RFP page 29, Section 7.9.8.2 Proposer's References (Section B.2) “Proposer must only include individuals with business relationships similar to what is described in this RFP. It is the proposer’s sole responsibility to ensure that the firm’s name, and point of contact’s name, title, phone number, and email address, for each reference is accurate. The same references may be listed on both Exhibit 2 (Prospective Contractor References) and Exhibit 3 (Prospective Contractor List of Contracts) in Appendix D (Required Forms).” Is there any narrative required in this section or can we refer readers to Exhibits 2 and 3 for contractor references? Do Exhibits 2 & 3 need to appear in both Section B.2 and Section F?

RESPONSE: Please refer to RFP, Section 7.9.8.2, Proposer's References. The same references may be listed on both Exhibit 2 (Prospective Contractor References) and Exhibit 3 (Prospective Contractor List of Contracts) in Appendix D (Required Forms). There is no narrative required for Exhibit 2 and Exhibit 3. RFP, Section 7.9.13, Business Proposal Required Forms (Section F). Exhibits 2, 3, and 4 are only needed in Section B.

84. QUESTION: According to RFP #19-0008, one of the required forms is the Board of Directors Resolution (Exhibit 17). Our Board Chair is currently out of town. Would it be possible to have the resolution signed by our Board Secretary instead? If not, will a scanned copy from our Board Chair be acceptable?

RESPONSE: Please refer to RFP, Appendix D, Exhibit 17. This exhibit must be signed by the Principal Owner, an Officer, or Manager who is responsible for submission of the proposal. Signer must be authorized by the agency's Board of Directors to bind contracts on behalf of the agency. A wet signature is required. If the Board Secretary is authorized by your agency to sing and bind contracts on your agency’s behalf then, yes, the Board Secretary can sign.

85. QUESTION: Page 29-31 (pdf: page 33-35) 7.9.8.2 Proposer’s References (Section B.2) /7.9.8.3 Proposer’s Financial Capability (Section B.3) 7.9.8.2 Proposer’s References (Section B.2) - Proposer must only include individuals with business relationships similar to what is described in this RFP. It is the proposer’s sole responsibility to ensure that the firm’s name, and point of contact’s name, title, phone number, and email address, for each reference is accurate. The same references may be listed on both Exhibit 2 (Prospective Contractor References) and Exhibit 3 (Prospective Contractor List of Contracts) in Appendix

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D (Required Forms) …… 7.9.8.2 Proposer’s References (Section B.2) continued - b) Exhibit 3 (Prospective Contractor List of Contracts) in Appendix D (Required Forms). The listing must include all Public Entities contracts for the last three (3) years. Use additional sheets if necessary.7.9.8.3 Proposer’s Financial Capability (Section B.3) - Provide copies of the company’s most current and prior three (3) fiscal years (for example 2018, 2017 and 2016) financial statements. Statements should include the company’s assets, liabilities and net worth and at a minimum should include the Balance Sheet, Statement of Income, and the Statement of Cash Flows. It should be noted that depending on the nature of the entity, i.e., for-profit, non-profit, governmental, the title of these statements may differ. For example, for a non-profit entity the Balance Sheet is referred to as the Statement of Financial Position. If audited statements are available, these should be submitted to meet this requirement. Do not submit Income Tax Returns to meet this requirement. Financial statements will be kept confidential if so stamped on each page.& RFP page 35 (pdf: page 39), Section 7.9.13 Business Proposal Required Forms (Section F) 7.9.13 Business Proposal Required Forms (Section F) - Proposal shall include all completed, signed, and dated forms identified in Appendix D (Required Forms).Exhibit 1 Proposer’s Organization Questionnaire/Affidavit and CBE Information (Only needed as the first document of the proposal)Exhibit 2 Prospective Contractor Reference (Only needed in Section B)Exhibit 3 Prospective Contractor List of Contracts (Only needed in Section B) Do Exhibits 2, 3, & 4 need to appear in both Section B and Section F, or may the proposer direct readers from Section B to Section F to see the completed forms? Section B has a 12-page limit. Our agency’s list of contracts for Exhibit 3 will be about 30 pages and the financial statements will be about 75 pages. What do you recommend a proposer to do if required forms and attachments exceed your stated page limits?

RESPONSE: Please refer to RFP, Section 7.9.13. Exhibits 1,2, and 3 only need to be included in Section B. Please refer to RFP, Section 7.9, Business Proposal Format. Page limitations only apply to the narrative and attachment sections to your narrative. These requirements do not apply to required forms of which Exhibit 3 and Audited Financial Statements are a part of. The limitation of the 35 pages for the business proposal format only relates to the 4 narratives, including the executive summary, the proposer's qualifications, the program approach, and the quality assurance plan. The attachment section should not exceed 20 pages.

86. QUESTION: For Exhibit 19, Revenue Disclosure, can we attach a document that summarizes the exact same information but in our own format?

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RESPONSE: Please refer to RFP, Appendix D, Exhibit 19. Please submit required forms in the same format displayed in Exhibit 19.

87. QUESTION: Please confirm that Exhibit 17 should only be included among the Required Forms and should *not* be attached to the Transmittal Letter?

RESPONSE: Please refer to RFP, Appendix D, Exhibit 17. Exhibit 17, “Sample Board of Directors Resolution” should not be attached to the transmittal letter. Proposer’s agency must submit a Board Resolution on their agency’s letterhead which includes all the information in the sample.

88. QUESTION: There is an Exhibit 25 "Organizational Data" that is a page with no form and no instructions. Please clarify what should be included with this page?

RESPONSE: This page should be used to describe or identify the organization chart and structure of the agency. (i.e. organizational charts, business licenses, etc.).

89. QUESTION: Given HealthRIGHT 360 is a statewide agency, it would be extremely

burdensome for us to provide all of the public entities we provide

services for over the last 3 years. In order to make it a more

manageable list, would it be possible to provide you with a list of our

contracts for LA county alone? We have the same request for the list

of contracts that have been terminated.

RESPONSE: Yes, it is okay to list current and terminated contracts for LA County only.

90. QUESTION: Q: Does Exhibit 4 include contracts terminated for every reason, including those that naturally expired?

RESPONSE: Please refer to RFP, Appendix D, Exhibit 4. Please list any contract that has been terminated for any reason within the last three years.

91. QUESTION: Q: For Exhibit 16, what types of commitments does this refer to? Please provide an example.

RESPONSE: Please refer to RFP, Appendix D, Exhibit 16. Please list all commitments and potentials commitments such as loan commitments, current contracts, business commitments and potential commitments which may impact assets, line of credit, guarantor letters, or otherwise ability to perform required contract services.

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92. QUESTION: Q: Please confirm Exhibit 27 is the same document required under Exhibit 1?

RESPONSE: Please refer to RFP, Appendix D, Exhibit 27 and RFP, Section 7.9.4, Required Support Documents. The “Certificate of Good Standing” and the Statement of Information (SOI) are supporting documents to Exhibit 1. The Certificate of Good Standing provides proof that an organization is authorized to do business in California. SOI lists owners, officers, agents of service, business address and business description. The two documents are not the same. Exhibit 1 is a questionnaire regarding proposer's agency. Exhibit 27 is issued by the Secretary of State to be allowed to do business in California. Document must be conformed for stamp.

93. QUESTION: Is there a set period of time where we can submit written questions after this date?

RESPONSE: Please refer to RFP, Section 7.3, RFP revised Timetable. Today is the last day. The RFP timetable states the deadline to submit questions was 7/18/2019.

94. QUESTION: For some reason, we are no longer able to access this bid online. Is it still open?

RESPONSE: Please refer to RFP, Section 7.3, RFP revised Timetable. Deadline to submit proposals is 9/10/19 at 12:00 P.M. DST. Proposers can access the RFP at the DCFS website as follows: www.lacdcfs.org/contracts/index.html or at the Los Angeles County website as follows: http://camisvr.co.la.ca.us/lacobids/BidLookUp/BidLookUpFrm.asp

95. QUESTION: On the original RFP released earlier this year, it denotes a due date of May 15, 2019. However, on the website it shows a due date of May 17, 2019 yet no new documents. Where can I obtain a copy of the new RFP?

RESPONSE: Please refer to RFP, Section 7.3, RFP revised Timetable. A proposer must submit proposals by Tuesday, September 10, 2019, at 12:00 P.M., DST. Proposers can access the RFP at the DCFS website as follows: www.lacdcfs.org/contracts/index.html or at the Los Angeles County website as follows: http://camisvr.co.la.ca.us/lacobids/BidLookUp/BidLookUpFrm.asp

96. QUESTION: Is there a new due date or is it still May 17, 2019 because the Website states that new information will follow?

RESPONSE: Please refer to RFP, Section 7.3, RFP revised Timetable. A proposer must submit proposals by Tuesday, September 10, 2019, at 12:00 P.M., DST. Proposers can access the RFP at the

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DCFS website as follows: www.lacdcfs.org/contracts/index.html or at the Los Angeles County website as follows: http://camisvr.co.la.ca.us/lacobids/BidLookUp/BidLookUpFrm.asp

97. QUESTION: I wanted to reach-out to you regarding the application process. I noted that the new RFP has been posted with a new deadline. My question is do I need to provide a new interest letter because of the new date?

RESPONSE: Please refer to RFP, Section 7.3. RFP revised Timetable. A proposer must submit proposals by Tuesday, September 10, 2019, at 12:00 P.M., DST. An interest letter is not required.

98. QUESTION: I’m not sure I’m understanding what the “solicitation requirement review” is for regarding this proposal. Can you please clarify what this is for?

RESPONSE: Please refer to RFP, Section 7.4, Solicitation Requirements Review. The request for a solicitation requirements review asserts either that: a. application of the minimum requirements evaluation criteria and/or business requirements unfairly disadvantages the person or entity; or, b. due to unclear instructions, the process may result in the County not receiving the best possible responses from prospective proposers. The deadline to request for a solicitation requirements review was 7/12/2019.

99. QUESTION: For the RFP timetable, can you explain what “Request for a Solicitation Requirements Review” means?

RESPONSE: Please refer to RFP, Section 7.4, Solicitation Requirements Review. The request for a solicitation requirements review asserts either that: a. application of the minimum requirements evaluation criteria and/or business requirements unfairly disadvantages the person or entity; or, b. due to unclear instructions, the process may result in the County not receiving the best possible responses from prospective proposers. The deadline to request for a solicitation requirements review was 7/12/2019.

100. QUESTION: Is there any chance we can get a copy of that one page (page with the community referrals and DCFS referrals? I can’t read it from where I am and neither can my camera?

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RESPONSE: Yes, we can also include it as part of the Addendum. Please refer to Attachments 2 and 3 to this Addendum.

101. QUESTION: It is not realistic to include when calculating the average agencies that submit a total budget that exceeds the maximum annual funding for the SPA. If that occurs, those amounts should be discarded before calculating the average?

RESPONSE: Proposers that submit bid amounts above the Maximum Annual Contract amount will not receive any points. Please refer to Addendum Number Two, Item III for details.

102. QUESTION: Section 2.1.3.pg 2 Will DCFS be selecting more than one proposal in each SPA? If so, how is the funding being divided in each SPA?

RESPONSE: Please refer to Addendum Number Two, Item I. DCFS will award one contract per SPA.

103. QUESTION: RFP, Section 2.1.3, Page 2, Contract Rates: For the SPA funding allocations, will the funds be allocated to a single agency or disbursed among multiple agencies per SPA?


104. QUESTION: We currently are spa 9 (American Indian / Alaska Native County wide), on Page 2 of the old RFP it shows $530,900 as the yearly amount, but on Exhibit 31 it notes that the yearly amount is $632,000. Which is the correct amount for the AI/AN county wide?

RESPONSE: Please refer to RFP, Section 2.1.3, Contract Rates and RFP, Appendix D, Required Forms, Exhibit 31. The P&A funding allocations for API is $660,480 and the P&A funding allocations for AI is $600,00. Please refer to Addendum Number One, Items II and XLIII for revised amounts under both Section 2.1.3 and Required Forms, Exhibit 31.

105. QUESTION: RFP, Page 43, 8.5.1, Evaluation of Cost, Question: How do we know what “10 percent of the average cost is in each SPA”?

RESPONSE: Please refer to RFP, Section 8.5.1, Evaluation of Cost. The average cost will be determined by adding up all the bids in the SPA, then divide that by how many proposers there are for the SPA. In other words, it is the sum

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divided by the amount of bids. The 10% will be determined by all the bids submitted within each SPA. This information will be available once negotiations are completed and the protesting agency submits a Proposed Contractor Selection Review or after the Board awards contracts.

106. QUESTION: Are the funding amounts in Section 2.1.3 for the three years of the contract term or are they annual funding amounts?

RESPONSE: Please refer to RFP, Section 2.1.3, Contract Rates. The Prevention and Aftercare Annual funding allocations per SPA are listed in this section.

107. QUESTION: P. 2, 2.1.3: Can an applicant submit multiple proposals, each for a different SPA? Can an applicant be a lead applicant for a proposal in one SPA and a partner on a proposal in another SPA?

RESPONSE: Please refer to RFP, Appendix D, Required Forms, Exhibit 31. A proposer can submit a proposal for each SPA. However, only one contract will be awarded per SPA.

108. QUESTION: P. 2, 2.1.3: How many applicants do you anticipate will be given contracts per SPA?

RESPONSE: DCFS will award one contract per SPA. Please refer to Addendum Number Two, Item I for details.

109. QUESTION: On page 43 (page 47 of the RFP package PDF) of the SOW, Section 8.5.1 states: “100 percent of the total cost points will be awarded to bids which fall within 10 percent of the average cost in each SPA, not to exceed the maximum annual funding amount.” Question: Does this mean, for SPA 3, respondents may only present a budget up to the Maximum Annual Funding, which is $1,489,972 per year? Or can respondents submit a budget up to 10% above the Maximum Annual Funding, for example, $1,638,969.20?

RESPONSE: Yes, respondents may only present a budget up to the Maximum Annual Funding which is $1,489,972 for SPA 3. No points will be awarded to bids presented above the Maximum Annual Funding amount. Please refer to Addendum Number Two, Item III for details.

110. QUESTION: Will there be more than one contract awarded per SPA?


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111. QUESTION: Page 2 (pdf: page 6), Section 2.1.3, 2.1.3.12.1.3 Contract Rates - SPA P&A Funding Allocations per SPA 1 $ 953,382-2 $ 1,635,609-3 $ 1,865,703-4 $ 727,685-5 $ 600,000-6 $ 2,104,549-7 $ 1,370,675-8 $ 1,481,917-API $ 660,480-AI $ 600,000 2.1.3.1 Performance-Based Incentives - Contractors may be considered for Performance-Based Incentives described in Section D of this Statement of Work (Appendix B of this RFP). Any implementation of Performance Based Incentives will be at the sole discretion of the County and will be contingent on the availability of funds. Should performance-based incentive funds be reflected in the pricing proposal?

RESPONSE: It is unknown the amount of funds available for the Performance Based Incentives. Therefore, incentive funds shall not be included in the pricing proposal.

112. QUESTION: Section 2.1.3, Contract Rates - Page 2 P & A annual funding allocations per SPA. The RFP includes the annual funding allocations by SPA, but does not identify the number of organizations DCFS intends to contract with in each SPA. How Many contracts will be awarded in each of the eight SPAs?


113. QUESTION: I had a follow up question on the subcontractors. You had just said that a second ago that you don’t need a formal agreement with subcontractors to be attached to the proposal but that doesn’t necessarily mean that an agency that does provide that formal agreement with the proposal won’t be scored higher. Can you shed any light on that whether or not that would affect the actual scoring of the proposals if you did or did not have a formal agreement with a subcontractor in place?

RESPONSE: Formal agreements and MOUs are not being evaluated. If proposer feels that attaching such agreements will illustrate or make their narratives stronger they can do so.

114. QUESTION: Regarding the last page of the proposal is it to be signed by the contractor and any subcontractor with the signatures of the persons authorized to submit a proposal?

RESPONSE: The subcontractors are not to be included in the proposal, so no, you would not have to have any subcontractors sign.

115. QUESTION: Are subcontractors required to sign last page of proposal? Or is only signatures of person authorized to submit for contractor required?

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RESPONSE: Please refer to RFP, Section 7.9.2, Last Page of Proposal. The page must include the signature of the person authorized by their Board of Directors to bind the Proposer in a contract. Subcontractors are not required to sign this page.

ATTACHMENT 2

COMMUNITY REFERRALS

Community Referrals Year 2016 2017 2018

Community Families

6,177

8,099

8,252

Data Source: P&A Monthly Summary Report 2016,2017,2018. New Community Referrals. (Pull date: July 16, 2019)

ATTACHMENT 3

DCFS REFERRALS

DCFS Referrals

Year Referrals

2016 3,653

2017 5,172

2018 6,696

SPA 2018 DCFS REFERRALS

Lancaster and Palmdale Office (SPA 1) 249

Santa Clarita, Van Nuys and West San Fernando Office (SPA 2)

880

Pasadena, El Monte, Covina Annex, Pomona, and Glendora Office (SPA 3)

831

Metro North Office (SPA 4) 317

West LA Office (SPA 5) 202

Wateridge North, Wateridge South, Vermont Corridor, and Compton Office (SPA 6)

1097

Santa Fe Springs and Belvedere Office (SPA 7) 708

Torrance and South County Office (SPA 8) 390

ERCP, MART, Medical Case Management (Other) 13

Path 1/Differential Response 2009

Data Source: Family Centered Services Portal