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Updated 03/18/2008

Request for Qualifications (RFQ)
Capacity Building Consultants & Writers

Technical Assistance Questions & Answers

Prospective Proposers:
Please Note that tax returns are NOT required to be submitted with your response to this RFQ. Disregard any reference requiring the submission of tax forms in responses made to questions 1-41. The deadline to submit proposals has been extended to Friday, March 21st.

March 18, 2008

41. The Preliminary Schedule states that consultant work begins in early April, what is a reasonable start date and timeframe for implementation of the workshops?

Selected consultant work is tentatively scheduled to begin April 7, 2008. The initial contract term shall be for one year. As stated on page 11 of the RFQ document: the selected vendor must be able to implement the project within thirty (30) days of the effective date of the agreement between the City and the selected vendor.

March 14, 2008

20. Under Narrative 2, Project Concept Design; would that be two different project concepts and designs?

If you are going to submit for the Capacity Building Workshop and also for the Grant Writer component, then you will have to submit two proposals. There will be two separate proposals with the same number of documents.

21. Do you need CP audited statements or financials?

We require CP audited statements; the other option is only if you are a sole proprietor. If you are a public entity, are currently funded by CDD or are a sole proprietor, you may or must provide a substitute such as an un-audited financial statement with a statement of cash flows, personal income tax returns with a schedule C or bank statements.

22. How far must the audited statement information go back?

Only the most recent statement is required.

23. On CPA audits, is it appropriate that all our tax information was turned in as a corporation, or do we need to have a CPA review them?

Please submit this question to us in an e-mail format and we will forward them to our financial management division in order to get you the most up-to-date information regarding this question.

24. In the case that only one person obtained sole proprietorship, does the LWO have a different form for one person?

Yes, after the Q&A document there is a one-sheet form labeled in the upper right had corner LWO non-profit one person, which is only for use if you need an exception.

25. Page 19, section #4 and subcontractors - If you are a firm and are going to use subcontractors, would the exhibit paperwork also be required for those individuals?

If you are dealing with subcontractors, you are acting as the lead agency, which we need to know and that is why we are asking for the list of subcontractors. However, you will be the primary contract and responsible for managing and making sure that your subcontractors are in line with all the City’s requirements.

26. When the final group has been selected, will they have the option of going to your web site and using any subcontractors currently on your list or will they be able to choose their own?

That is up to the discretion of the selected group, though we may require them to work in collaboration with an existing subcontractor. These decisions will fall under the contract negotiations handled after the selection process has been finalized.

27. Will this RFQ lead to an RFP?

No.

28. Will the sign-in sheet be posted on line?

Yes. Conference Sign-In Sheet

29. For the Grant Writer Component, how detailed must the budget be? Are you looking for us to include supplies, or would that be something that would be billed to the organization we are working with? Meaning that if we want to put on a grants workshop, do we have to give you the whole package in terms of what it will cost and how long

Yes, it is up to your discretion what you are going to buy. It is the discretion of the proposer to submit the budget and what it includes. If for example, in your narrative you state you want to do the grants piece at a certain number of hours, then state your proposal and why those costs are associable. And again, if you are selected it will go into contract negotiation afterwards.

30. One proposal may offer an 8-hour grant training, another may propose a 3-hour grant training, and a third may submit a 4-hour grant training. Will CDD select the proposal that makes the most sense?

Exactly, though we may choose more than one proposal and run a series through March of 2009.

31. What has training looked like in the past?

They varied. The reason this is an RFQ is to identify specific talents at specific times so that we can offer services matched to who we are training. We will be doing both general and specialty workshops for people in the field, including in alternate languages if that can be provided.

32. I was a sole proprietor and have recently become incorporated. May I submit a proposal as a corporation even though there is no real past financial history as such? Or should I apply under my sole proprietorship?

Apply as who you are today, but make certain to let us know you what you were two years ago and have that history. For example, if you were incorporated two months ago, you would not have the requisite two years as a corporation, so you need to make sure you meet each requirement.

33. Generally, how many people do you consider during the first phase?

Probably a dozen and some of them were groups.

34. The answer for Question #2 essentially says that a tax return must be provided. Do you want an un-audited financial statement with tax returns or do you want an audited statement? Are the tax returns absolutely required

It was noted that the person who asked Question #2 did not want to submit either. We are saying you must submit them; an audited financial statement is fine.

35. To clarify, would it be to CDD, working with CDD, or more training with the CBO?

It can be Grant Writing Workshops for the CBO and you can propose to work directly with our grants unit, which is the new piece that we have added on to this RFQ. You can propose because grant writing is part of resource development. So you can propose just a workshop, but if you want to do the grant writers piece, the real core of that is working with CDD’s grant unit.

36. And working with CDD’s grant unit is just writing grants for the City?

And everything else listed on there, but not the CBO’s. We are not asking anyone to write grants for the CBO’s.

37. Do you have the ability to grant access to computer labs for any of the workshops?

Theoretically, no. If you propose that you want to do a workshop for 20 people and they needed computers, it would be one of the things we would look at and do it at one of our sites or make another arrangement.

38. For Consultants, will the training be provided on-site or on-site between the CBO within their agencies, or do we have an option?

It will be CDD’s option to determine the location. We are hiring you to do the work.

39. So it is possible to be at both locations based on the City’s need?

Yes.

40. Does it matter that the name I sign in with at the bidder's conference does not match the name of the organization I am submitting my proposal under?

The Sign-In sheet does not affect your submission, just that you received an RFP and stated that you came to the Bidder's Conference.

March 10, 2008

1. If it is not possible to attend the Proposers' Conference, will the conference notes be available online?

Yes, they will be made available on-line.

2. Exhibit VI asks sole proprietorships to provide tax returns in lieu of audited financials. I'm uncomfortable giving personal tax information to the City. As an alternative, can I provide a statement from my accountant confirming that taxes have been paid the past 5 years, or can I delay providing any financial information until the bid is awarded?

You must provide the tax information. You may cross out your social security number or taxpayer I.D. provided that said tax returns were stamped “Received by IRS” or signed and dated by both the proposer and their tax preparer.

3. What was the length of time for individual workshops under CBLA I, and do you expect them to be about the same for CBLA II?

Last year, (CBLA I) sessions ran approximately for 8 hours each. This year, the CBLA – 2008 Series is open to a variety of formats.

4. Where will the workshops take place?

The majority of the sessions will be scheduled at the CDD facilities, however, depending on topic and target audience, other locations/facilities may be utilized.

5. How many trainees should we expect at each workshop?

Depending on subject matter and format, approximately 20 to 60 participants.

6. Should the proposal only include workshop hours, or are you interested in having consultant(s) offer follow-up technical assistance to CBO/FBOs as well?

We are interested in consultants including both: workshop hours, and follow-up technical assistance if available.

7. Who will be responsible for logistics, such as setting up the workshops, arranging for CBO/FBO participation, etc? Will the capacity-building consultant(s) carry any of those responsibilities?

CDD staff will be responsible for program outreach, room set-up/clean-up, registration, and catering (if funding permits).

8. Page 5 of the RFQ lists 10 capacity-building subject areas and 9 specialized issues/target populations. Page 6 under the Scope of Work states "Proposers may utilize existing courses or develop and provide coursework customized to provide training on the following topics," then lists only four of the capacity-building subject areas. Is CDD interested in only receiving proposals for teaching those four subject areas, or all ten listed on page 5?

Yes, please submit for all capacity-building subject areas listed on page 5 of the RFQ. Proposers are welcome to include additional topics not listed on this RFQ that they find essential to the capacity building of a non-profit organization.

9. The "Proposers Workforce Information" sheet asks how many of the consultant's employees live in the City of Los Angeles. Is residence in the City a requirement to submit a proposal?

No.

10. Is there a limit to the hourly or daily rate you can pay to consultants under this contract?

There is no set limit. Amounts to be determined or negotiated on a case-by-case basis utilizing prevailing rates and other conditions.

11. In the providing of a single workshop, is it your intent that the trainer provides services to multiple organizations during a single workshop?

Yes.

12. Is it your intention that a single workshop be ½ day or one day only?

Depending on the subject matter and the materials that will be reviewed/covered, workshops may be half day, full day, and multiple days.

13. Is it your intent that the courses be offered once, or repeatedly, i.e. once a quarter?

This is dependent on funding approval; however the intent is to have the sessions repeat every new funding cycle (April 1 – March 31).

14. Who is responsible for inviting attendances, tracking registration, facility coordination, etc.?

CDD staff will be responsible for program outreach, room set-up/clean-up, registration, and catering (if funding permits).

15. Is there a CDD representative in attendance at the workshop to assist with registration, handouts, and facility issues?

Yes.

16. What is the personnel size of the Grants Consulting Unit?

CDD’s Grants Consulting Unit has three full-time professional staffers.

17. Do the Grants Consulting Unit members work in the same facility?

Yes.

18. Are the Grants Consulting Unit members full-time employees?

Yes.

19. Is there an existing organizational chart for the Grants Consulting Unit?

Yes.

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