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Office of Mental Health

Residential Family Peer Support RFP
Questions and Answers

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  1. Can an applicant submit an application with a host RTF/CR and also be a subcontractor on an application submitted by another 1650 program?

    A: Yes, if the subcontracting agency is a 1650 Family Support Program and within the same region as the Host Agency RTF/CR where the RFPS partner will be located. However, an applicant or subcontractor can be a part of no more than two applications.

  2. Can two 1650 programs split the work? One would get the grant with a host agency but subcontract with another that is closer to the homes of the families in the residential program and coordinate the work with each family?

    A: Yes, if both 1650 programs and the Host Agency are in the same region. However an applicant or subcontractor can be a part of no more than two applications.

  3. Is there a preference for the lead applicant to partner with an RTF over a CR?

    A: No.

  4. Can we divide the work of the 1FTE between a CR and an RTF?

    A: An Applicant may have a single advocate (1FTE), share hours between a maximum of two Host Agencies if:

    • Both agencies are either an OMH licensed RTF or CR and in good standing.
    • Both Host agencies reply to required responses (refer to section 5.3 of RFP).
    • The narrative is no more than 25 pages, 1.15 line spacing, and numbered "1 of 25, 2 of 25", etc.).
    • The proposal clearly defines how supervision of the RFSP partner will be addressed.
    • The breakdown of the1FTE position is clearly defined in the budget and budget narrative sections.
    • The Applicant's main location and/or satellite location is within a 60 mile radius of both Host Agencies where the RFPS partner will be located.

  5. Regarding the Family Peer Support Partnership RFP, can an organization apply to be both the applicant and the host agency?

    A: Yes, if the organization operates an OMH licensed CR or RTF that is in good standing and also operates a 1650 Family Support Program.

  6. Can the applicant submit a single application that includes two host agencies? If not, can the applicant submit two applications (one for each host agency) and be eligible to receive funding for both, as long as together they are below the cap for our region?

    A: Yes as long as :

    • Both Host agencies are either an OMH licensed RTF or CR and in good standing.
    • Both Host agencies reply to required responses (refer to section 5.3 of RFP).
    • The narrative is no more than 25 pages, 1.15 line spacing, and numbered "1 of 25, 2 of 25", etc.).

  7. Will applicants from providers with two host agencies be accepted?

    A: Please refer to question 4

  8. Does the host agency submit the Letter of Intent, or does the applicant agency submit?

    A: The Applicant, which must be a OMH-funded 1650 Family Support Program, should submit the Letter of Intent.

  9. Can the lead agency be the host agency who submits the Letter of Intent and application and is awarded the contract?

    A: The Applicant which must be an OMH-funded 1650 Family Support Program is the lead agency who submits the Letter of Intent.

  10. May host agencies be hosts for multiple agencies?

    A: An Applicant, who must be a OMH funded 1650 Family Support Program, may apply with more than one host agency.
    Please refer to response to question # 4.

  11. Our agency is applying for the lead with a partnership agreement with a host company with CR's and an RTF. Does the funding go to the lead agency or the host agency?

    A: The lead agency (Applicant) receives the funding.

  12. Can the OMH-funded 1650 program whose contract is in an OMH provider agency create a new advisory board specifically for this purpose and receive the additional points or does that board have to have existed previously and, if so, for how long?

    A: No. In order to receive additional points, an advisory board would have to have existed prior to release of the RFP.

  13. If you are a family run organization whose board of directors consists of 2/3 parents of children with varying types of disabilities (not specifically serious emotional and/or behavioral challenges) would you still be considered a family run organization for the purposes of this RFP?

    A: Yes

  14. In order for an applicant to achieve the bonus points outlined in the RFP, what do they need to provide?

    A: The Optional Bonus Points Available in the evaluation process are:

    • OMH Funded 1650 Program that is a Family Run 501(c)(3) organization (3 point bonus)
      or
    • OMH Funded 1650 program whose contract is incorporated within an OMH provider agency but who has an advisory board comprised of parents/caregivers who have been identified as raising a child diagnosed with a serious emotional disturbance.

    The OMH evaluators are reliant on you, the applicant, to explain to us how your agency meets the qualifications of the bonus points. If an applicant does not make mention of these two bonus point requirements in their RFP, OMH cannot guarantee that it will apply the bonus points in the evaluation criteria.

  15. What are the requirements for a satellite location?

    A: A satellite location as referred to in this RFP is a 1650 Family Support program that has existing locations other than the program's main location and is offering family support services in said locations. For example, a 1650 Family Run 503 (c) organization may have satellite locations in numerous counties.

  16. Could the satellite location be an office at the RTF or CR? Staff would be employed by the 1650 program, but RTF would be their worksite? What about a staff member who has a home office and access to community meeting spaces as needed?

    A: The RFPS is employed by a 1650 program but their work site will be within a Host Agency (RTF or CR). Although the RFPS partner will have a significant presence in the Host Agency they should have the flexibility of meeting with families in the community.

  17. Our business office is in one location, and we are submitting to serve several group homes in both the business office area and several areas that house our advocates and most of our administrative offices scattered around the region. Would these "home offices" count as satellite offices to offer closer proximity to several other group homes?

    A: A satellite location as referred to in this RFP is a 1650 Family Support program who has existing locations other than the program's main location and is offering family support services in said locations. For example, a 1650 Family Run 503 (c) organization may have satellite locations in numerous counties.

  18. Our agency is based in Dutchess County but we serve families in both upper and lower Hudson Region, so is our region designation based on the agency location or on the population we serve?

    A: Regional designation should be based on agency location. However an Applicant's main location and/or satellite location must be within a 60 mile radius of the Host Agency where the RFPS partner will be located or the Applicant must have a contract within the County/Borough where the Host Agency is located.

  19. Can programs receiving only $50K consider reducing the FTE level given the large discrepancy in funding level between upstate and downstate?

    A. No

  20. Will the RTF and CRs have funding to provide transportation for the family (to get to the RTF) regularly? Some residential programs have children coming from a large geographic area.

    A: This question is not within the parameters of this RFP.

  21. How should the budget be presented if the project is a partnership between two agencies (the applicant and host)? The applicant employs the staff member, but there are other expenses that may be incurred by the host agency (e.g. client travel, supervision, training, other OTPS). Do all OMH funds go directly to the applicant to be divided between the partners based on internal billing agreement, or can the funds be allocated to each agency depending on expense?

    A: All OMH funds will go directly to the Applicant and should be reflected in the Applicant's budget. If there are expenses incurred by the Host Agency this should be incorporated into the Applicant's budget.

  22. Can the total award funding for an FTE position be spread across the operating budget categories (staffing, property, etc.) as determined by the applicant?

    A: Yes

  23. Are the amounts listed in Section 4.3 for FTE's only to cover employee salary?

    A: No. The amounts listed should cover all expenses.

  24. If the funding is going to a lead agency with a 1650 OMH funded family support program, it is assumed that any staff under previous CR/RTF Family Support grants will need to be rehired under the new lead organization yes?

    A: Yes

  25. Can the RFPS Partner conduct engagement activities by phone as well as in person for newly admitted families if the travel distance is too great to allow regular travel?

    A: Yes, as long as there is face-to-face contact with the family as well.

  26. Can we focus on supporting families coming from a certain community to be more efficient? (In other words, not serve all the families whose children are in the RTF or CR, but concentrate on a cluster of families from a certain area?

    A: No all families whose children are enrolled in a Host Agency will have access to the RFPS partner.

  27. Some of the families in the RTF or CR come from areas where there is little or no family support to link to, but also far away from the RTF. Is the intention for us to provide services to those families both at the RTF and at their child's home during placement and after discharge even if there are no community FS programs? This will have an impact on travel budgets and caseloads due to travel time.

    A: If there are no family support providers within a family's community of origin, the RFPS partner should work with existing community-based providers within said community.

  28. Are there expected caseloads?

    A: Caseloads will fluctuate depending on the number of youth enrolled in the Host Agency.

  29. Are we expected to work with a certain number of families per year?

    A: The number of families an RFPS partner will work with in a year will fluctuate depending on the number of youth enrolled per year.

  30. Is there a time-frame for staff to be credentialed?

    A: Yes, within 2 years of the RFPS partner's hiring date.

  31. Within our agency we have a parent advisory board. Does this mean that we could apply as both an "applicant" and "host agency." Or would we have to partner with another organization?

    A: An organization can apply to be both the applicant and the host agency if the organization operates an OMH licensed CR or RTF that is in good standing and also operates a 1650 Family Support Program.

  32. Can we submit a letter of intent to partner with several individual community residences, but write the proposal so that the residences share the hours of the single advocate between two facilities to be divided by different days (example- Mondays, Wednesdays and Friday mornings at one facility and Tuesdays, Thursday and Friday afternoons at the other)?

    A: An Applicant may have a single advocate (1FTE), share hours between a maximum of two Host Agencies if:

    • Both agencies are either an OMH licensed RTF or CR and in good standing.
    • Both Host agencies reply to required responses (refer to section 5.3 of RFP).
    • The narrative is no more than 25 pages, 1.15 line spacing, and numbered "1 of 25, 2 of 25", etc.).
    • The proposal clearly defines how supervision of the RFSP partner will be addressed.
    • The breakdown of the1FTE position is clearly defined in the budget and budget narrative sections.
    • The Applicant's main location and/or satellite location is within a 60 mile radius of both Host Agencies where the RFPS partner will be located.

  33. Is the bidder required to seek out all possible CR’s and RTF’s within their site’s 60 mile radius or can the Family Run Organization chose the host agency in their catchment area to work with?

    A: The Applicant can select the Host Agency.

  34. What is a reasonable caseload for 1 FTE?

    A: Please refer to question 28.

  35. Can one FTE be split among different service providers/applications?

    A: Please refer to question 4.

  36. The RFP states that the spacing requirements are 1.15. MS Word does not offer that option. Is 1.5 line spacing acceptable?

    MS Word does offer 1.15 line spacing as an option. This is the spacing requirement.

  37. Are there specific M/WBE documents that need to be sent in with the Procurement Documents that exhibit our good faith efforts?

    A: M/WBE documents will be required at the time of contract development and are not required with the proposal.

  38. Should we include letters of support in the application? If so, is there a format? Would they be included in the 25-page limit?

    A: Letters of support are not required in the application

  39. Do we include Memorandums of Understanding (MOU’s) between the host and applicant agency? If yes, would that be included in the 25-page limit?

    A: An MOU between an Applicant and Host Agency is not required in the application.

  40. What is the "agency identified flash drive"?

    A: A flash drive with your agency’s name on it to identify it.

  41. Do we have to attach the entire training curriculum that we utilize for our advocates as the Applicant Agency, or can we reference the training and the components within?

    A: Applicants must include any specific training curriculum in their application that is requested within the RFP.

  42. If an agency has questions and is in need of clarification past 11/15/13, is there a mechanism in place to address these?

    A: Questions regarding this RFP can no longer be answered after the 11/15/13 deadline.