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FAQ's

 
 

If I have more than one agency location, how do I submit a proposal? Do I submit one for each location?

As long as locations are all in the same catchment area, only one proposal needs to be submitted. All locations and required documentation for each location must be noted on the proposal and all locations must be able to provide requested services. If locations are in different catchment areas, then a proposal can be submitted if there is a RFP for area where the agency is located.

Will the offeror send urinalysis samples to the laboratory that has been used in the current contract or will the offeror be responsible for providing the urinalysis services as part of the proposal?

The offered price should include the cost for collection of urine specimens and placing the specimens in the mail only. The Government pays the cost of supplies, postage and testing.

Regarding meeting the mandatory requirements in the grant, do we sign Attachment A stating that we will provide the mandatory requirements in compliance with the RFP or address each requirement, or both?

As indicated on page L-3 of the RFP, the offeror need only complete and sign Attachment A (Certification of Compliance Statement), certifying that they will provide the mandatory requirements as stated in Sections C, E, F and G and comply with the conditions of the RFP. If the offeror will be subcontracting services, then separate forms need to be completed by each subcontractor.

On form J-1, do you want the entire program clientele of just the Federal clients who were served in the prior 12 months?

This form and all forms in Section J are only copies of forms that may be used if a BPA is awarded. These forms are not completed and submitted with the proposal.

Is Section L the guide that we use to put the proposal together for submission?

Yes.

I am writing proposals for several contracts. I currently have several contracts now and am required to provide monitoring reports from my last two audits. Do I need to provide all of the monitoring reports for all of the contracts for each proposal submitted or can I be provided a letter stating I passed all of my past two audits satisfactorily?

An agency must provide all monitoring reports from the past 18 months for all contracts, (federal, state and local) at the agency locations in the catchment area solicited. A letter can only be submitted if a monitoring report is not available.

When I list all of the employees various licenses, etc.., do you need to have their resumes as well, or just list their license and certifications?

Resumes do not need to be provided, but all information on Attachment C must be included, as well as copies of licenses and certifications. A resume which includes all of the required information on Attachment C may be attached in lieu of including the information on Attachment C. Just note on Attachment C that a resume is attached with that information.

Section L of the RFP indicates that we do not have to include Section C in our response. Does this mean we don’t need to provide a point by point narrative response for the items on pages C4-24, Numbers 1-7? I am unclear what kind of narrative we need to include with the other requirements of our application. Where are (if there are any) questions that require a narrative response? Under which Section?

Correct. Completion and submission of Attachment A certifies that your agency will comply with the requirements in Sections C, E, F and G of the RFP. A narrative response is needed for the Background Statement ( Section L-Attachment B). Requirements for the Background Statement are Listed in Section L-2. a. through d.

Regarding federal, state and local monitoring reports that are to be submitted, does that requirement only refer to previous reports for this service or does it include any federal grant/contract we have ever received?

Monitoring reports from the previous 18 months should be submitted for all federal, state and local contracts for all services that were provided at that particular agency location. If the vendor is not able to provide copies of monitoring reports, the vendor shall provide copies of certificates or letters from federal, state, or local agencies indicating that the vendor has had a satisfactory or higher rating for the previous 18 months.

Regarding Attachment J.1, we were under the impression it needed to be submitted with out response to the RFP. When is this form required to be submitted?

All Attachments under Section J are forms that are used if a contract is awarded and are not required to be submitted with the proposal. If a contract is awarded, you will be advised if completion of this form is required.

Do we need to include Sections L and M in the actual response to the RFP?

The Sections L and M themselves do not need to be submitted, but the completed Attachments A-D in Section L are required.

Do we need to attach Section J to our response and indicate we will use the forms?

No.

Our agency is in the process of hiring an individual to work with federal clients but the hiring may not be completed before the RFP is due. In completing the section regarding staff, can we put to be determined?

No. You must have a current qualified employee or subcontractor to perform all services as stated in Section C of the RFP. If a new staff person is hired after the contract is awarded, the agency will need to provide all information and documents about that person, just as they are required to do in the original proposal.

Can an agency subcontract one service?

Yes, this is often done with mental health agencies which do not have a psychiatrist on staff.

If two agencies team, does one agency need to be the primary and the other the subcontractor?

Yes.

Can you clarify the EMQ's for the residential treatment RFPs?

The original RFPs that were posted had the EMQs as 1. This was incorrect, as the EMQs are stated in units per month. It should have been 31. This was corrected on 7/3/13 and noted on the website under the links for each of the RFPs.

Can an offeror submit modifications to a proposal once it is submitted.

Yes, as long as the modifications are received prior to the solicitation closing date and time.

Regarding the forms included in Section J. Do we need to use these forms or can we use our own similar forms?

Only the forms in Section J must be used.

Under Attachment B, Number 1, what kind of narrative is required or is this simply instructions for what needs included in Attachment B? If a narrative for Attachment B(1) is required, what should it include?

All requirements for Attachment B are listed under 2. a. through d. on pages L-3 and 4. 2.b. indicates a requirement to "state expressly each location at which the offeror and any proposed subcontractors intend to provide services in response to this solicitation."

Are we to include a Cover Page or does Section A count as a Cover Page?

A Cover Page is not required, but can be used if you desire.

Do we need a Table of Contents with our submission?

No.

Do the required tabs take the place of page numbers or are the pages to be numbered and tabbed?

Page numbering is not a requirement, but tabs are.

Since no binders are permitted, are the tabs just supposed to be inserted and held together with a binder clip?

It is not a requirement listed in the RFP to not use a binder, however, we ask that you not use them as it makes it difficult for staff to review when they are submitted in binders. Your proposal could not be determined to be technically unacceptable based on that criteria. The use of a bonder clip would be fine.

Our final submission includes Section A, B, K and Attachments A, B (2a-d), C, and D. Is this correct?

Yes.

I am attempting to find the wage rate for specific services for mental health counseling (6010,6020,6021,6028 and 6030) and am having difficulty in identifying any wages for counselors, nurse practioners, and psychiatrists, social workers. Where/how do I locate this information?

Wage rates are applicable to urine collection services only.

Are there fillable versions of the forms in the RFP that need to be completed so that information can be typed in?

No, however, their are functions in Adobe that will allow you to type on the forms or they can be handwritten.

Under Attachment A, Background Statement, it states we must provide monitoring reports. We have had a contract since 2011 - however, prior to this month, no referrals have been sent to us under this contract. What are we to provide to be in compliance since there has been no services to be monitored?

Monitoring reports should be provided for any contracts(state, federal or local) for any services over the past 18 months at the agency location where services are being proposed.

We assumed a current contract from another agency . We assumed this contract after the Monitoring Report was completed. Are we expected to submit Monitoring Reports from the other agency? If so, is it possible to obtain a copy of these reports since they were retained as property of the other agency?

We are unable to provide copies of the reports. If the monitoring reports are unavailable to you, you must specifically state so in your background statement and explain why they are unavailable. You should also state that you had previously notified the U. S. Pretrial Services and Probation Office of this issue.

If proposing to work with subcontractors, are references required for the subcontractors as well, or only for the lead agency?

There is no requirement to provide references for subcontractors.

We are submitting a residential proposal and have a subcontractor to serve people who have accessibility issues. We may or may not use this subcontractor. My question is, do we still mark an x by the price to indicate the subcontractor even though most if not all of the services will be provided by our agency?

If you are proposing the use of a subcontractor for any services, an "S" should be placed next to the price of that service in Section B.

Regarding transportation and administration in Section B, when we submit the offer, do we leave the EMQ as it is currently in the RFP, i.e., amount is unknown, unit price is JTR and administrative costs are up to 5% of amount distributed under PC 1202?

Yes.

Regarding Attachment C, we have listed each person's license/credentials. Do we need to attach copies of licensure?

No, copies of licenses do not need to be attached if it is listed on Attachment C.

What are the specific labeling and placement requirements for the tabs?

According to Page L-3, "The offeror shall identify all required documents included in the submitted proposal through the use of labeled tabs. "

The RFP states the copies must contain original signatures.  Does this mean a photocopy of the original signature pages is not permissible or does it mean the signature line can’t be left blank or rubber stamped?  If the ‘copy’ has to contain original signatures, then isn’t it just another original?

According to the Note on Page L-1, "The signature of the original and additional copies must contain original signatures of the offeror in this block."  In other words, all proposals submitted must have original ink signatures (no rubber stamps)  for the forms that require the offeror's signature. No copies of original signatures are allowed.

What document is required to answer Attachment B(1) and does B(3) only consist of the Certification Statement that has to be signed?

Attachment B is used.  Page L-3-Attachment B(1 through 3) outlines all the requirements for completion of the Background Statement (Attachment B) and all additional documentation that needs to be provided with the Background Statement.

We are still confused as to where, if any, narrative about our agency is supposed to go.  It appears that the response consists of mostly attachments and signature pages/certifications.  I just want to make sure we are not missing anywhere that we should be discussing the history of our agency, agency experience, a point by point narrative that responds to Section C of the RFP, etc.

There is no requirement for a narrative regarding your agency history and experience.  Attachment A is a certification that the Offeror will comply with the the requirements stated in Sections C, E, F and G.   Any narrative on Attachment B would relate to subcontractors and other required information as listed in paragraphs 2.a through d. on Pages L-3-4.  Attachment C contains information on staff qualifications and certifications, and Attachment D is where required reference information is listed.