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RFP questions and answers

Questions and answers related to a Request for Proposal for qualified providers to improve quality of services for persons receiving customized living services through the Elderly Waiver.

Basic requirements in the request for proposal (RFP)

Q1: If we have a policy that is $1 million per occurrence and $3 million aggregate plus an umbrella that is $3 million per occurrence and $3 million aggregate, does this qualify per the RFP requirements, as this is very standard in our industry. 
A1: An umbrella policy may be used to supplement the commercial general liability policy. Please note that it is really intended to supplement the amounts, not replace the policy. DHS staff will review the insurance for compliance.

Q2: We’re wondering if these grants will be offered next year or in future years. We just learned of the RFP last week, and it’s impossible for us to put together a request in that short of time. 
A2: The legislature appropriated $500,000 per state fiscal year in an ongoing manner for this grant program. With this current RFP DHS expects to award funds for state fiscal years 2020 and 2021. DHS expects to issue another RFP in approximately 2 years for future fiscal years.

Q3: Can an organization submit one application for two sites, by combining the totals of the number of people served in that geographic area within the two sites? If the organization has a site in another geographic area, can that site be left out of the application? 
A3: The grant RFP states (on Page 7, Section B. Proposal Requirements, Paragraph 2. Description of the Applicant Agency) “…include a brief history of your organization, information on the assisted living setting(s) geographic area served, the address of the project site(s), and the number of total people served within each setting.” 

There is no limitation on how many or which customized living locations a provider agency can include in its proposal. The proposal should clearly identify which of the provider’s settings are included in the proposal, and for those settings, the number of EW participants served and the proportion of EW participants served as a percentage of people served in those settings.

Q4: We are looking at leasing a van to take our residents to appointments, shopping, and to community events. Under the budget should I put that cost under: equipment, direct project costs, or sub-contractor? 
A4: The proposal to lease a van should be tied to the policy objectives of the grant. It would be most appropriately considered as “other expenses” in the budget, since it’s not considered equipment that is being purchased.

Q5: Will the initial payment include the start-up costs for the project, or will the total costs be divided by months?  
A5: The grant RFP states (on Page 8, Section B. Proposal Requirements, Paragraph 7. Budget proposal): “Assuming successful Responders meet all requirements and responsibilities defined in the final negotiated contract, the State plans to take the following approach to payments: one initial cash advance equal to one calendar quarter, followed by quarterly cost reimbursement based on the previous quarter’s expenses as documented by invoices.”

Q6: In the narrative should we include CADI waivers as well for percentage of underserved populations? 
A6: The legislation that authorizes this grant program specifically instructs the state to give preference to providers that serve at least 75 percent Elderly Waiver participants. Therefore, please ensure that you are providing the following information specifically about Elderly Waiver participants, as outlined in the RFP (on Page 7, Section B. Proposal Requirements, Paragraph 3. Proportion of Elderly Waiver Participants): “Report the number of EW individuals served in your setting and the proportion of EW individuals as a percentage of your overall census in one or more of the following ways:

  • Number and percent of EW participants on July 1, 2019 
  • Average number and percentage of EW participants between January 1, 2019 and June 30, 2019 
  • Average number and percentage of EW participants between July 1, 2018 and June 30, 2019” 

Responders may choose to provide additional information about people served through other programs such as the CADI waiver, but this information will not be used to calculate the responder’s score in that required section of the RFP.

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