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Updated 2/28/2008

Request for Proposals (RFP)
FAMILY DEVELOPMENT NETWORK (FDN) PROGRAM, SAN FERNANDO VALLEY

Technical Assistance Questions & Answers

FEBRUARY 28, 2008

32. One of our Board Members passed away, do we need to replace that person immediately or can we wait until we find a replacement?

For the purpose of responding to this RFP, the deceased Board member does not have to be replaced before submitting your proposal. Note, however, that the City will not enter into an agreement(s) with any organization recommended for funding through this RFP process if the agency does not meet CBDO requirements prior to contracting. CBDO status must be re-certified each program year that the City provides grant funding.

33. Can a smaller font than 12-point be used for tables or charts inserted in the narrative? For example, in Narrative 2, Item B, p.47 (“For each partnering agency …”), a chart in 12-point font will take up several pages because there are several partners. Also, is it OK to use a clear font like Verdana in 8-point for tables?

The use of a smaller-than-12 pt. font for tables or charts is permissible so long as the information can be read without difficulty by CDD staff and raters recruited to review and evaluate submitted proposals. The ability of raters to see or make out what is written/typed is viewed from the (that is, the raters’) perspective.

34. What is the Resolution of Executorial Authority? Is [it] the board approval of any changes to the articles and bylaws?

The Resolution of Executorial Authority documents the action of the organization’s Board or governing body in designating and authorizing its representative to execute, i.e., sign and/or carry out, on behalf of the organization any requirements of this RFP. Please refer to answers provided previously to questions 25 & 26. Also refer to pages 35, 36, and 43 of the RFP.

35. Do the PDF budget forms allow for additional lines to be added? If we have additional costs that exceed the lines given in the budget detail how do we accommodate for that?

If additional lines are needed to present proposed budget items on the PDF budget forms for this RFP, print out another copy or copies of the particular forms needed and enter the remaining details on the added page(s). Of the PDF budget forms, it is possible that supplemental information would be added to the Budget Detail and/or the Schedule of Personnel form (but not to the Budget Summary or Spending Plan Worksheet). If extra printouts are used, be sure to mark multiples of the same page as “1 of 2” and “2 of 2”, accordingly.

FEBRUARY 19, 2008

20. Does the full-time Administrative Liaison position have to be hired from the Lead Agency? Can this full time position be subcontracted by one of the collaborators?

The Administrative Liaison must be employed by the Lead Agency.

21. Can an agency propose more than one service area as a lead agency under this RFP?

Yes.

22. Do partner agencies need to submit Contractor Responsibility Ordinance (CRO) information?

Please refer to Page 45 of the RFP.

23. How will email questions be answered?

All emailed questions will receive an auto-reply response stating that the question has been received. Each answer will then be provided here on this page, which will be updated periodically. We recommend that you bookmark this page and check back frequently.

24. Should the Table of Contents be first in the RFP response?

The cover letter should be first, followed by the Table of Contents.

25. Are there two Board Resolutions?

Not necessarily. Please refer to page 43 for instructions on authority to submit proposals. Only if you also need to propose changes to your Articles/Bylaws to meet CBDO requirements do you need to submit another Board Resolution (see pages 35 & 36 of the RFP and see Question 26. The Board may authorize both activities in one resolution, if desired).

26. Can you have a combined Board Resolution (if you are going to need to change the areas of services in the by-laws or Articles of Incorporation for CBDO status and for authority to submit the proposal)?

Yes, you may have the Board authorize in one resolution both (1) submitting the proposal and (2) the proposed changes to your Articles of Incorporation/Bylaws.

27. How should we describe the financial literacy services in our proposal?

Please refer to Page 49, Number 2 of the RFP.

28. Is the required 20% match subject to audit?

Yes.

29. In previous years we had problems with the Individual Development Account (IDA) provider particularly regarding follow through with participants. How will this work in the future?

CDD is aware of these concerns. For purposes of this RFP, proposers need to be cognizant of the information on the IDA program on page 12 of the RFP.

30. Once the contract is approved will the agency awarded the contract receive the equipment from the agency that was no longer funded? Or will the new agency need to provide the equipment to operate the FDN?

Applicants should plan to provide all equipment needed to operate the FDN program.

31. Can the Administrative Liaison be a 0.5 FTE?

The person must work full-time for the Lead Agency. They must be available full-time to answer questions or provide information for the City.

FEBRUARY 12, 2008

1. Must we have site control at time that a proposal is submitted?

Yes. The lead agency and/or one of the funded partners of the collaborative must have a physical site or location in the targeted service area where services will be provided that is under its/their control at the time of proposal submission.

2. For CRO, can we submit copy of the latest CRO and any changes?

Yes. Refer to Exhibit III and check the box indicating “An update of a prior Questionnaire dated __/__/__/.” Complete updated information and a copy of previous questionnaire.

3. Can we develop one agreement and signature block which states “we have read and agree to the proposed agreement”?

Yes. Please refer to pages 47 & 48 of the RFP.

4. Page 49c [of the RFP] states, “Identify the full-time position that will be the Administrative Liaison for this contract”. What does “Identify” mean?

State the name and position title of the person who will serve as the Administrative Liaison. Please see information on page 16 of the RFP document.

5. Can we have a co-lead agency?

No. Only one organization among the collaborators is the lead agency and will contract with the City.

6. Do proposers need a statement that they are CBDO certified?

No.

7. Does it matter how much of the 20% match comes from Lead Agency vs. collaborators?

No.

8. If you are applying for two contracts in the North Valley, do you need to submit two proposals?

Yes.

9. Should the anticipated outcomes only respond to the specific questions posed in #3, page 50 of the RFP?

Answers should be as concise as possible while providing all the information presented.

10. I was unable to retrieve Exhibit X, the position Description Forms, from the website?

Exhibit Xa and Exhibit Xb are now available.

11. Attachment C requires agencies to identify the number of clients we project to serve, enroll, and achieve outcomes for during the contract period. For the purposes of this RFP, should we make these projections and expectations based on what we would accomplish in a 1-year contract?

Attachment C is provided as information to prospective proposers only. Instructions it contains, are not required for the RFP response. In the RFP response, all program information should be presented for a 12-month contract period.

12. Do you want more information provided than just answers to the three questions listed on page 50 #3 of the RFP?

Answers should be as concise as possible while providing all the information presented.

13. Can the respondents use their own numbering system?

No. Please refer to page 44, #7 of the RFP. Each page of the proposal, including exhibits, must be numbered sequentially at the bottom of the page to indicate Page __ of __. (This numbering may be hand-written.)

14. Can the proposer have one agreement (Exhibit IX) with separate signature blocks?

Yes.

15. Should personnel policy and procedures, page 46 of the RFP, be outlined in the proposal?

As part of the written Narrative 1 response, simply summarize or briefly review the main points of the agency’s personnel policies and procedures.

16. Will the list of attendees from the January 30 Proposers’ Conference be posted anywhere?

List of Conference Attendees.

17. Are expenses related to records retention (storage fees), referred to in page 40 #5 of the RFP, for the full 5 years required by the contract allowable?

No. Any cost incurred after the end of the contract (including records and retention) cannot be charged to grant funds made available because of selection under this RFP.

18. Should the Living Wage Ordinance always be submitted or only if an exception is wanted?

Submit a completed LWO form only if an exemption is requested, either LWO Non-Profit/One-Person or LWO Exemption Application. If you are not requesting an exemption then you do not need to submit any LWO – Exhibit V form. Mark “N/A” in the box to the right of the Proposal Contents Checklist for the Proposal Page Number.

19. Where should the fiscal information requested on page 46, Narrative 1b, be placed?

Please attach the copy of fiscal policies/procedures or most recent audited financial statement or single audit report (clearly label as “Fiscal / Financial Information”) as part of the Additional Documents in Support of Narrative 1.
Note: Attachments are not part of the 20-page limit for all Narrative responses; they are additional documents to be inserted after the Narratives, as indicated on the Checklist.

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