Format Presentation by seminar speaker ≈ 45 min Question and answer session ≈ 15 min This webinar will be recorded and made available through our website

Format

Presentation by seminar speaker ≈ 45 min

Question and answer session ≈ 15 min

This webinar will be recorded and made available through our website along with copies of the slides

Please use the chat feature to ask questions.

• Please use the chat feature to ask questions

• Specific questions regarding the WA DOH RFP/RFA will be answered outside of the Webinar through direct email to WA DOH

• This webinar will be recorded and made available through our website along with copies of the slides

• Please remember to call-in to hear the audio for this webinar

Shared Action is a Capacity Building Assistance

Program of AIDS Project Los Angeles (APLA) in

collaboration with the UCLA Centers of HIV

Identification, Prevention and Treatment

Services (CHIPTS) and is funded by The

Centers for Disease Control and Prevention

3

Shared Action provides trainings and one-on-one

technical assistance on:

(1)Organizational Infrastructure and Program

Sustainability,

(2)Evidence-Based Interventions (EBIs) and Public

Health Strategies, and

(3)Monitoring and Evaluation.

4

Bidders’ Conference RFP N18919HIV Prevention Services for ModeratePrevalence Local Health Jurisdictions

OVERVIEW• Opening

• General Information

• Overview of RFP N18919 – HIV Prevention Services for Moderate Prevalence Local Health Jurisdictions

• Questions and Answers

IMPORTANT DATES• March 21, 2011 RFP N18919 Released• April 1, 2011 Initial Round of Questions Due from Bidders• April 6, 2011 Bidders’ Conference• April 13, 2011 DOH Response to Initial Questions• April 21, 2011 Letter of Intent Due• April 21, 2011 Final Round of Questions Due from Bidders• April 29, 2011 DOH Response to Final Questions• May 6, 2011 Proposals Due• May 20, 2011 Projected Announcement of Apparently Successful

Bidders• June 10, 2011 OFM Filing Requirement Period• July 1, 2011 Projected Contract Start Date

CONTACT INFORMATION

All correspondence related to the RFP should be addressed to:

Ann Thomson, DOH RFP CoordinatorWashington State Department of Health

MAILING ADDRESSP.O. Box 47905, Olympia, WA 98504-7905

STREET ADDRESS101 Israel Road SE, Tumwater, WA 98501-5570

FAX NUMBER360.586.2655

EMAIL [email protected]

mailto:[email protected]

High Prevalence High Prevalence JurisdictionsJurisdictions Special InitiativesSpecial Initiatives

Moderate Prevalence Moderate Prevalence JurisdictionsJurisdictions

2011 – 2012 Washington State HIV Prevention Portfolio2011 – 2012 Washington State HIV Prevention Portfolio

Funding Mechanism

•Direct Grant to LHJ (25%)

•Competitive RFP N18919 Competitive RFP N18919 (75%)(75%)

Funding Mechanism

•Direct Grant to LHJ (100%)

Funding Mechanism

•DOCDOC – Postponed

•Farm Workers Farm Workers – TBD

•SSP in Low Prevalence SSP in Low Prevalence Jurisdictions Jurisdictions – Competitive RFP N18920

•HIV Testing in Low HIV Testing in Low Prevalence Jurisdictions – Prevalence Jurisdictions – TBD

HIV PREVENTION FUNDING FRAMEWORK

FUNDING OPPORTUNITY DESCRIPTION• Funding is being made available to increase access to high-quality HIV prevention

services in moderate prevalence jurisdictions, including: • Benton-Franklin• Clark• Kitsap • Pierce • Snohomish • Spokane• Thurston • Whatcom • Yakima

• Funding will be used to support HIV prevention programs that serve specific target populations.

INTENDED OUTCOMES• The intended outcomes for services funded through the RFP are:

• Increased proportion of HIV-infected people who know their HIV status.

• Increased proportion of HIV-infected people who are linked to quality medical care, who initiate anti-retroviral therapy, who remain in care services and who remain adherent to their HIV treatment regimens.

• Increased proportion of HIV-positive persons who are provided assistance notifying their sex and needle sharing partners of potential exposure.

INTENDED OUTCOMES• The intended outcomes for services funded through the RFP are:

• Decreased report of risky sexual and drug using behaviors among HIV-negative and HIV-positive people.

• Increased availability of materials and services that reduce the likelihood of HIV transmission, including sterile syringes, condoms and STD screening.

• Integrated delivery of adult viral hepatitis prevention services in HIV prevention programming.

ELIGIBILITY• Bidders must:

• Be a moderate prevalence local health jurisdiction (LHJ) or a 501(c)(3) non-profit organization that proposes to provide services in one or more of the nine (9) moderate prevalence jurisdictions;

• Be licensed to do business in Washington, with a full service office in Washington or an ability to open one by the time the contract is signed; and

• Have at least one-year’s experience providing direct HIV prevention services to high-risk populations in Washington.

AVAILABLE FUNDING• An estimated $1,976,250 will be available.

• Contracts will begin on or about July 1, 2011.

• The initial term of the contract will be 1-year.

• A 6-month extension may be granted.

• Estimated funding for each moderate prevalence jurisdiction can be found in Table A of the RFP.

HIV PREVENTION PROGRAM PRIORITIES AND ACTIVITIES

• Target populations are based on CDC guidance, state epidemiological data and current comprehensive plans.

• Eligible target populations have been identified for each Moderate Prevalence Jurisdiction in Table B in the RFP.

• Target populations include:

• Men living with HIV disease,

• Persons who use injection drugs,

• Gay and bisexual men of all races / ethnicities who are HIV+ / HIV- / unknown status, and

• Black women who are HIV+ / HIV- / unknown status.


• Interventions and strategies are based on CDC guidance, comprehensive plans and other published literature.

• Two categories of interventions / strategies are identified in Table C in the RFP:• Core Services – Bidders are required to provide these services (unless

otherwise specified).

• Complimentary Services – Bidders are encouraged to select complimentary services to create an optimal portfolio of services for the target population.


• Core Services include:

• HIV Counseling, Testing and Referral (HIVCTR)• Bidders are required to select one (1) of three (3) options:

• Option I: Referral to HIVCTR.• REQUIRED: MOA with HIVCTR provider

• Option II: Direct provision of HIVCTR by a community-based provider.• REQUIRED: Delivery of partner elicitation• REQUIRED: MOA with LHJ for partner notification / counseling

• Option III: Direct provision of HIVCTR by an LHJ.• REQUIRED: Delivery of partner services



• Linkage to HIV Care and Treatment• Bidders are required to:

• Provide linkage to medical care and treatment. • REQUIRED: MOA if referring to an external provider

• Provide linkage to medical case management.• REQUIRED: MOA if referring to an external provider

• Track linkages.



• Condom Distribution• Bidders are required to:

• Make condoms readily available to their target population.

• Partner with local organizations, businesses and / or venues catering to population.

• Syringe Services Programs (SSP)• Bidders proposing to serve IDU are required to provide SSP.

• HIV Partner Services• Only LHJs are required and eligible to provide partner services.

• Funding under the RFP is intended to supplement existing partner services programming.


• Complementary Services include:

• STD Screening• Bidders may select one (1) of three (3) options:

• Option I: Referral to STD screening.• REQUIRED: MOA with STD provider

• Option II: Direct provision of STD screening by a community-based provider.• REQUIRED: Delivery of partner elicitation• REQUIRED: MOA with LHJ for partner notification / counseling

• Option III: Direct provision of STD screening by an LHJ.• REQUIRED: Delivery of partner services with priority given to

persons co-infected with HIV


• Complementary Services include:

• Behavioral Interventions• This service includes individual, group and community-level

interventions.

• CRCS

• Health Communication / Public Information• This service must be used to enhance the provision of other proposed

services.


• Additional required program activities include:

• Collaboration• Bidders are required to collaborate with:

• Other HIV prevention services providers in your jurisdiction,

• Entities that provide services addressing co-factors contributing to risk and

• Private health care providers to increase HIV testing.


• Additional required program activities include:

• Adult Viral Hepatitis Prevention• Bidders are:

• Required to ensure staff are trained and provide educational materials and referrals.

• Encouraged to provide hepatitis risk screening / counseling, HCV testing and HAV / HBV vaccination (if feasible).

• Encouraged to provide, in-kind, primary care and / or treatment for HCV.

• Assessment of Local Input• Bidders are required to collect and integrate community input in order

to:• Strengthen services.

• Support statewide HIV prevention planning.

GENERAL INFORMATION FOR BIDDERS• RFP Coordinator

• The DOH RFP Coordinator is the sole point of contact for the RFP.

• Questions Regarding RFP• All questions must be in writing (mail, e-mail or fax).

• DOH will only answer questions received by 3:00PM, local time, on April 21, 2011.

• Bidders’ questions and DOH responses will be posted to WEBS and the DOH website on April 13, 2011 and April 29, 2011.

• Questions asked during this bidders’ conference will be included in DOH’s formal response.

• In order to receive notifications regarding the RFP, bidders must register and download the RFP from WEBS.

GENERAL INFORMATION FOR BIDDERS• Fax, E-mail and Internet Communication

• Bidders may use fax and e-mail for communications in the RFP except for submitting your proposal and protest (if any).

• Letter of Intent (Appendix A)• Bidders are strongly encouraged to submit a Letter of Intent by April 21, 2011.

• Failure to submit a Letter of Intent will NOT disqualify bidders.

• Proposal Checklist (Appendix B)• A Proposal Checklist is provided to ensure your proposal is complete.

• Do not submit the Proposal Checklist with your proposal.

• Bidders are responsible for reviewing the RFP to ensure all required items are included in their proposals.

GENERAL INFORMATION FOR BIDDERS• Proposal Submission

• Bidders must submit seven (7) paper copies of their proposal.

• One (1) copy must have an original signature; the others may be photocopied.

• Bidders must submit one (1) electronic copy of their proposal (including all required information) on a CD-RW / CD-ROM in Microsoft Word 2003 or higher. DO NOT submit PDF copies of information.

• A complete Letter of Submittal (Appendix D) must be included with your proposal.

• Proposals are to be sent to the DOH RFP Coordinator.

• Proposals must arrive at the DOH Office or Contracts and Procurement no later than 3:00PM, local time, on May 6, 2011.

• Late proposals will not be accepted.

GENERAL INFORMATION FOR BIDDERS• Alternate Proposals

• Each bidder may submit only one (1) proposal.

• Public Disclosure• All proposals and materials will become property of DOH.

• After contracts resulting from the RFP are signed, all proposals and materials will be deemed public records.

• Proprietary and Confidential Information• Clearly mark portions of your proposal that contain proprietary / confidential

information as “PROPRIETARY / CONFIDENTIAL INFORMATION.”

• You may not mark the entire proposal as proprietary or confidential.

• Your Cover Page, Table of Contents, Narrative and Budget are not proprietary or confidential.

PROPOSAL• Formatting Instructions

• 8.5 by 11-inch paper.

• At least 1.5-line spacing.

• At least 12-point font.

• At least 1-inch margins.

• Printed only on one-side of paper.

• Held together by rubber bands or metal clips only.

• Organize as outlined in the RFP.

• Attach only supporting documentation requested or directly related.

• Sequentially number the entire proposal including attachments.

• Clearly mark all attachments.

PROPOSAL• Letter of Submittal (Appendix D)

• Bidders must submit a signed Letter of Submittal form.

• All requirements in the Letter of Submittal (including documentation) must be included with your proposal.

• Cover Page (Appendix C)• Bidders must complete and submit the Cover Page as the first page of your

proposal.

• Bidders must indicate on the Cover Page the target populations they propose to serve and the funding request for each population.

PROPOSAL• Table of Contents

• Bidders must submit a detailed Table of Contents reflecting all materials and enclosures in the proposal.

• The Table of Contents must list all attachments, including those outlined in the Letter of Submittal.

• Narrative and Budget• Follow the instructions.

• Provide complete and specific responses to each applicable question.

• Organize your responses as outlined in the RFP.

• Follow the suggested page limits, as possible.

PROPOSAL• Narrative and Budget—Organizational Capacity and Past Experience

• Suggested page limit: 3 pages

• Describe your agency’s mission and how it drives your services.

• Describe the range of services your agency provides, including the geographic areas and populations you serve.

• Describe your agency’s history and experience providing HIV prevention services, including funding sources.

• Describe how the services you propose will align with the services your agency currently provides.

PROPOSAL• Narrative and Budget—Description of Proposed HIV Prevention Portfolio

• Bidders proposing to serve multiple populations should submit only one completed proposal.

• For each proposed population, bidders must include within the proposal a separate and complete response to questions related to Portfolio Abstract, HIV Prevention Portfolio Priorities and Activities, Evaluation and Quality Assurance and Budget.

• Clearly identify the target population in each response.

• Each response will be reviewed and evaluated separately on its own merit.


• Project Abstract• Suggested page limit: 1 page / target population

• Briefly describe the portfolio of services you propose, including the geographic area, target population and activities for which funds are being requested.


• HIV Prevention Program Priorities and Activities• Suggested page limit: 10 pages / target population

• Responses should be consistent with the requirements and guidance in the RFP.

• Memoranda of Agreement should be referenced (as appropriate); actual Memoranda should be clearly marked and included as attachments.

• The programming you propose should constitute an optimal portfolio of interventions and strategies that are feasible, results-oriented and aligned with the outcomes set for the RFP.


• HIV Prevention Program Priorities and Activities• Identify and describe the target populations you propose to serve.

• Identify the HIV prevention interventions and public health strategies you propose to include in your portfolio of services.

• Explain the rationale for selecting the proposed portfolio of services.

• Describe how your portfolio is consistent with the outcomes outlined in the RFP.

• Identify and describe ambitious, reasonable and measurable objectives and activities.


• HIV Prevention Program Priorities and Activities• Describe how you will collaborate with other HIV prevention providers.

• Describe how you will ensure your population has access to services that address factors that contribute to high-risk behavior.

• Describe how you will work with private health care providers to increase HIV testing in your population.

• Identify and describe how you will integrate adult viral hepatitis prevention services in your program.

• Describe how you will collect and utilize community input.


• Evaluation and Quality Assurance• Suggested page limit: 1 page / target population

• Describe how your program will measure progress.

• Describe how you will assess the quality of the interventions and strategies you provide.


• Budget• Suggested page limit: No limit

• A separate and complete budget must be submitted for each target population you propose to serve.• Develop a 12-month line-item budget.

• Describe and justify (in narrative format) all proposed costs.

• Describe your agency’s administrative capacity and stability to manage the proposed program.

• Describe your agency’s ability to operate on a reimbursement basis.


• Line-item Budget• The budget period is 12 months (July 1, 2011 – June 30, 2012).

• All costs should be directly related to activities in your portfolio.

• The funding amount requested should be reasonable for the services proposed.

• FOLLOW THE GUIDELINES WHEN CREATING YOUR LINE-ITEM BUDGET.


• Line-item Budget• The following categories should be reflected in your budget:

• Salaries and Wages,• Fringe Benefits,• Consultant Costs,• Equipment,• Supplies,• Travel (in-state and out-of-state),• Other,• Administrative Costs (for bidders with no indirect cost rate),• Total Direct Costs and• Indirect Costs.

PROPOSAL• Proposal Scoring

• Technical Review• The Technical Review will:

• Be conducted by the DOH Office of Contract and Procurement.

• Determine if all required components of the Letter of Submittal are included.

• Bidders determined to be non-responsive will not be further considered.


• Technical Compliance• The Technical Compliance will:

• Be conducted by the DOH HIV and Adult Viral Hepatitis Prevention Section (HAVHS).

• Verify experience providing HIV prevention.

• Verify the bidder proposed eligible services for eligible populations.

• Bidders determined to be non-responsive will not be further considered.


• Review Panels• Review panels will be comprised of external partners and DOH staff.

• Review panels will individually evaluate proposals AND population-specific portfolios.

• Review panels will meet to discuss individual evaluations and to determine group consensus for each proposed population-specific portfolio.

• Review panels will recommend a complementary set of proposed population-specific portfolios for each target population in each moderate prevalence jurisdiction.

• Review panel group consensus evaluations, comments and recommendations will be forwarded to the DOH HAVHS Manager.

PROPOSAL• Evaluation Criteria

• Proposals will be evaluated based on their adherence to the outcomes and guidelines set forth in the RFP and their responsiveness to:• Bidder’s organizational capacity and past experience,

• Bidder’s proposed portfolio of services,

• Bidder’s proposed strategies for collaboration,

• Bidder’s proposed process for collecting and utilizing community input,

• Bidder’s proposed evaluation and quality assurance activities,

• Bidder’s proposed budget and

• Bidder’s financial capacity and stability to manage the proposed project.

PROPOSAL• Selection of Apparently Successful Bidder

• HAVHS will use the review panel group consensus evaluations, comments and recommendations to select for funding complementary population-specific portfolios that best meet the prevention needs of each moderate prevalence jurisdiction.

• DOH reserves the right to fund only portions of a bidder’s full proposal.

• DOH reserves the right to fund multiple proposals in each moderate prevalence jurisdiction.

• DOH reserves the right to ensure funds are distributed according to priorities set forth in the RFP.

• Past contractual performance may be considered.

• Final selection of the Apparently Successful Bidder will be made by the HAVHS Manager in conjunction with the IDRH Director.

PROPOSAL• Notice of Award and Contract Signature

• DOH will notify all bidders of the selection of the Apparently Successful Bidder.

• Debriefing of Unsuccessful Bidders• Upon request, a debriefing conference will be scheduled with an unsuccessful

bidder.

PROPOSAL• Protest Procedures

• Bidders who have participated in a debriefing conference may file a protest.

• Protests not based on procedural matters will not be considered.

• Protests must be written, signed and mailed or hand delivered.

• Upon receipt of a valid protest, DOH will postpone signing of a contract until the protest has been resolved.

• DOH will perform an objective review of the protest and render a written decision.

PROPOSAL• General Provisions

• Bidders should carefully review all items in the General Provisions section of the RFP. Key points include:• DOH will not pay for costs associated with preparing proposals that

respond to the RFP.

• Prior to contract execution, a contractor will be required to provide Certificate(s) of Insurance.

• If DOH receives only one responsive proposal as a result of this RFP, DOH reserves the right to select the contractor which best meets DOH’s needs. The contractor selected need not be the sole bidder.

PROPOSAL• General Provisions

• Bidders should carefully review all items in the General Provisions section of the RFP. Key points include:• If a bidder does not comply with any part of the RFP, DOH may, at its

sole option, reject your proposal as non-responsive.

• DOH reserves the right to amend this RFP.

• DOH reserves the right to reject all proposals.

• Each bidder whose proposal is selected for funding will receive written notification.

QUESTIONS?

QUESTION: At the bottom of page 5 and top of page 6 in the RFP it states that: “All bidders are required to provide the core services identified in for their target populations in table C.” We are assuming this does not mean that each bidder is required to provide ALL the core services identified, but rather to select from the core services. This is important as in Pierce County different agencies have different strengths and experience and we are proposing close coordination between agencies to achieve a comprehensive set of services rather than a single agency providing all the services. Can you clarify?

QUESTION: Is it possible for a health department AND a nonprofit organization to apply for and receive funds for the same county?

QUESTION: On page 14, under Organizational Capacity, the RFP refers to our agency providing “evidence” that we’ve provided direct HIV prevention services, and page 18 refers to “verification of experience providing HIV prevention services to high-risk populations for at least 1 year.” I am wondering if you could provide an example of what you would like in the way of “evidence” or “verification.”

QUESTION: Where Memoranda of Agreement are asked for, would a “referral agreement” suffice in regard to the medical providers in our county that provide care to the HIV clients we serve? Please explain the extent of your expectations for MOA. Do we need to have one with each agency we refer to or can we have one MOU with multiple signatories? As an LHJ that works closely with medical and social service providers is it your expectation that we would have an MOA with all the providers we refer to?

QUESTION: As a moderate prevalence LHJ, we are posed to receive the 25% set-aside. Should we be including the activities we plan to provide with that funding in the RFP? For example, if we plan to use the set-aside funds to pay for all of our Partner Services activities, should that work be described in the RFP?

QUESTION: We currently provide court ordered HIV testing for juvenile and adult clients referred by Department of Corrections (in order to fulfill the WAC). We wondered how that work might fit into the RFP, as this group of clients is not typically considered “high risk.”

QUESTION: We are collaborating closely with Cascade AIDS Project who is also applying for RFP funding. In the RFP application, should each agency (CCPH and CAP) give detailed descriptions of each other’s scope of work, or will the reviewers be looking at the region as a whole and how the applications compliment each other?

QUESTION: Is there a place where we can add letters of support?

QUESTION: Our program is seeking funding to support effective interventions for white gay and bisexual men ages 24 and younger and ages 25 and older. Because these age-groups are considered separate populations under this RFP, we understand that we must submit a separate portfolio and budget for each. When submitting a complete budget for each intervention, how should we best illustrate costs that would be necessary to effectively serve each age group, but only need to be funded once? For instance, an outreach activity or the staff time for conducting the outreach that is necessary to reach each of the groups would be funded under each portfolio budget to take into consideration the possibility that only one intervention will be funded, but the activity itself only needs to be funded once if both interventions are awarded

QUESTION: Can we combine more than one identified target population (pages 1 and 5 of the RFP) for an intervention. For example, could we implement MPowerment, as one program, that would target Black gay and bisexual males (ages 24 and younger) AND Hispanic gay and bisexual males (focusing on ages 24 and younger)? MPowerment is meant to be done with any and all young gay and bisexual males within a community...it does not distinguish race/ethnicity in its original research or in subsequent recommendations from CDC.

QUESTION: On page 14, the text indicates that responses should be organized as outlined within the RFP. To facilitate an easy review process, can bidders’ responses to numbers 1-10 on page 15 be reordered so they are aligned with the evaluation criteria bullet points on page 19? For example, numbers 1-5, 7, and 9 all appear to align with the “Portfolio” evaluation criteria, so we would like to respond to them together.

QUESTION: The evaluation criteria on page 19 do not indicate the intended weight for each criteria. Will DOH consider clarifying how these evaluation criteria will be used to score the proposal? Or should bidders assume that all bullet points have equal weight?

QUESTION: Will DOH please confirm if proposals submitted via courier service (e.g., FedEx) should be addressed to the hand-delivery address?

QUESTION: Does the allocation represented by this RFP for each moderate prevalence jurisdiction include federal funding for established CDC interventions such as Mpowerment and Prevention with Positives or will there be funding made available separately for these programs? Or is everything supposed to come out of this allocation? QUESTION: Will federal funding for CDC interventions be allocated to moderate prevalence jurisdictions through DOH?

QUESTION: On page 9 of the RFP we are "strongly encouraged to propose to provide hepatitis risk screening and counseling and HCV testing." Will there be trainings provided by DOH that would train staff on this?

CONTACT INFORMATION

Ann Thompson, DOH RFP CoordinatorWashington State Department of Health

MAILING ADDRESSP.O. Box 47905, Olympia, WA 98504-7905

STREET ADDRESS101 Israel Road SE, Tumwater, WA 98501-5570

FAX NUMBER360.586.2655

EMAIL [email protected]

mailto:[email protected]

Documents

Format Presentation by seminar speaker ≈ 45 min Question and answer session ≈ 15 min This webinar will be recorded and made available through our website