Opportunity Detail

Questions and Answers

Ohio Kinship and Adoption Navigator Program
Document #:  JFSR1819068155


Question:   Section 6.2(A), Proposal Organization, pages 18-19 - Are there page limits or font and spacing restrictions for Tabs 2 through 5 of the Technical Proposal? Section 4.3(C), Specifications of Deliverables, page 8 - Will the selected vendor be eligible to manage the implementation and/or evaluation of the Ohio Kinship and Adoption Navigator Program per the written implementation and evaluation plan (e.g., under a renewal contract from October 1, 2019 through September 30, 2020 as specified on page 3 in Section 2.1, Anticipated Procurement Timetable)?

Answer:   There are no page limits or font and spacing restrictions identified for this proposal. Per Section 2.1 of the RFP, “Subject to approval by the Controlling Board, the contract period is expected to run from approximately March 1, 2019 through September 30, 2019, with the possibility for a renewal contract that would be in effect from October 1, 2019 through September 30, 2020, contingent upon satisfactory performance, continued availability of funding, and all required approvals. Renewal may be subject to approval by the Controlling Board.”

Date: 1/18/2019

Inquiry: 59332


Question:   Regarding RFP Section 4.1, Paragraph F: Is this workgroup legislatively mandated? Will this workgroup be a formal entity with named members? What is the size of this workgroup? What are the goals for establishing this workgroup, and what is its role in shaping the Navigator programs?

Answer:   The stakeholder group is not legislatively mandated. The Social Security Act in section 427(a)(1) does require that a IV-E Kinship Navigator program be coordinated with other State or local agencies; planned in consultation with kinship caregivers and organizations representing them, youth raised by kinship caregivers, relevant government agencies, and relevant community-based or faith-based organizations; and promote partnership between public and private agencies. The stakeholder group will be a formal entity with named members. The final size of the group has not been determined at this time. The Office of Families and Children (OFC) within ODJFS has begun the process of identifying the group members. OFC will also work with the identified members to establish meeting dates and times, so when the vendor is selected the group can convene. The stakeholder group’s role is to advise and assist ODJFS and the vendor in the development and implementation of a kinship and adoption navigator program.

Date: 1/18/2019

Inquiry: 59326


Question:   Regarding the Cost Proposal in Attachment D: Would the State be amenable to an alternative cost proposal that is based on Phases of the project, with associated deliverables, rather than Deliverable-based per Section 4.3?

Answer:   The vendor must submit the Cost Proposal form in Attachment D. Part II of the cost proposal form does allow the vendor the option of attaching a succinct cost narrative to explain and justify costs, and to submit it as part of the Cost Proposal.

Date: 1/18/2019

Inquiry: 59325


Question:   In Section 4.3 Deliverables A and D appear to be closely related and describe the overall objectives of the entire project. Can the State clarify specific tangible deliverables they would foresee the Vendor to be responsible for?

Answer:   For Section 4.3A, the vendor needs to detail the steps that will be taken in order to develop a statewide Kinship and Adoption Navigator Program. This would include describing the primary tasks, how long each task will take and when each task will be completed to meet the final deadline. For deliverable 4.3D the vendor needs to demonstrate how the vendor will facilitate the launch and implementation of the program.

Date: 1/18/2019

Inquiry: 59324


Question:   Does DJFS have an anticipated budget for this contract?

Answer:   Per Section 4.4, " Vendors are to propose their firm, fixed, all-inclusive cost. Vendors are to use their expertise in pricing the work described in this RFP, taking into consideration any intervening steps or activities that must be performed in order to complete the work, even if ODJFS does not explicitly identify those intervening costs in this RFP, and offer their Cost Proposals accordingly. No separate travel expenses or any other type of expenses will be paid under the contract to result from this RFP." Per Section 6.2, B., " Vendors are to use their professional comprehension of the effort required to perform those services and to offer to ODJFS its flat, all-inclusive fee for performing each." "In calculating their total proposed cost, vendors must consider cost resulting from each deliverable listed in Section 4.3 of this RFP, as well as all program costs, primary and incidental, necessary to complete all program activities, whether explicitly identified by ODJFS in this RFP or not." No other information regarding budget or funding range is available for distribution

Date: 1/18/2019

Inquiry: 59323


Question:   In RFP Section 3.3, Paragraph A, could DJFS define what is expected of the Project Consultant?

Answer:   The Project Consultant identified will be responsible to oversee and manage all aspects of the project including being the point of contact with ODJFS.

Date: 1/18/2019

Inquiry: 59322


Question:   In RFP Section 3.2, Paragraph A, could DJFS define what they are looking for when they ask for "project samples"? Is this samples of deliverables or descriptions of previous project work?

Answer:   As indicated in Section 3.2A, the proposal must include at least two, but no more than four samples of similarly sized projects completed in the past 5 years that demonstrate expertise with project development and management, training or facilitation and research. These would be samples of previous work completed by the vendor. One of the samples submitted must also meet the mandatory vendor qualifications of Section 3.1A.

Date: 1/18/2019

Inquiry: 59321


Question:   Can you explain more about the Project Consultant to be identified in section 3.3A, p.6? Is this considered the point of contact? Are there specific responsibilities attached to this role? Do we need to specify which activities will be completed by which named staff person?

Answer:   If an organization plans to have multiple staff involved in the project, the Project Consultant identified will be responsible to oversee and manage all aspects of the project including being the point of contact with ODJFS. The vendor should specify work activities of any staff that will be involved in the project.

Date: 1/18/2019

Inquiry: 59315


Question:   Is there a maximum page limit for the completed proposal? If yes, can you specify how/which attachments affect the page count?

Answer:   There is no maximum page limit identified for proposals.

Date: 1/18/2019

Inquiry: 59314


Question:   Section 3.1A (p. 6) and the Technical Proposal Score Sheet (Attachment C) request one (1) sample of a similarly completed project. However, Section 3.2A (p. 6) requests "samples of at least two (2) but no more than four (4) similarly sized projects.." Can you clarify whether the minimum number of required samples is one (1) or two (2)?

Answer:   As indicated in Section 3.2A, the proposal must include at least two, but no more than four samples of similarly sized projects completed in the past 5 years that demonstrate expertise with project development and management, training or facilitation and research. One of the samples submitted must also meet the mandatory vendor qualifications of Section 3.1A.

Date: 1/18/2019

Inquiry: 59313


Question:   Is there a range for how much funding will be available for implementation? It would be helpful to have a budget range to shape the scope of the implementation plan.

Answer:   Per Section 4.4, " Vendors are to propose their firm, fixed, all-inclusive cost. Vendors are to use their expertise in pricing the work described in this RFP, taking into consideration any intervening steps or activities that must be performed in order to complete the work, even if ODJFS does not explicitly identify those intervening costs in this RFP, and offer their Cost Proposals accordingly. No separate travel expenses or any other type of expenses will be paid under the contract to result from this RFP." Per Section 6.2, B., " Vendors are to use their professional comprehension of the effort required to perform those services and to offer to ODJFS its flat, all-inclusive fee for performing each." "In calculating their total proposed cost, vendors must consider cost resulting from each deliverable listed in Section 4.3 of this RFP, as well as all program costs, primary and incidental, necessary to complete all program activities, whether explicitly identified by ODJFS in this RFP or not." No other information regarding budget or funding range is available for distribution

Date: 1/18/2019

Inquiry: 59312


Question:   Per section 6.1 p. 16, states that respondents are required to submit CD-ROMs of the technical and budget proposals. Considering that many computers dont even include CD drives, are USB drives an acceptable substitute for the CD-ROMs?

Answer:   Yes.

Date: 1/15/2019

Inquiry: 59310


Question:   DEADLINE: Section 2.1 p. 3 states the RFP response is due 2/7/19. Section 6.1 p. 15 states the RFP response is due 2/14/19. Which is the correct deadline?

Answer:   All proposal must be submitted no later than 3:00 PM, February 7, 2019.

Date: 1/15/2019

Inquiry: 59309


Question:   Section 4.3, E – Specifications of Deliverables – Page 9 Are meetings with ODJFS Contract Manager required to be all onsite/in-person, or can they be a combination of onsite and phone meetings?

Answer:   The meetings with the ODJFS Contract Manager can be a combination of onsite and phone meetings. The vendor and the ODJFS Contract Manager will establish a schedule for the meetings.

Date: 1/15/2019

Inquiry: 59302


Question:   Section 4.3, E – Specifications of Deliverables – Page 9 Is there currently a Kinship and Adoption Navigator Program website established, or will the vendor be required to develop and activate a new website for this project?

Answer:   The vendor will not be responsible for development of a website. The vendor will be responsible to research and develop content for the website.

Date: 1/15/2019

Inquiry: 59301


Question:   Section 5 – Conditions & Other Requirements – 5.3 – Start of Work – Page 9 Is there a projected or anticipated date when funds may become available after the identified contract award date?

Answer:   Per Section II Procurement Process Information - According to requirements of Ohio Revised Code (ORC) 126.07, ODJFS contracts are not valid and enforceable until the Office of Budget and Management (OBM) certifies the availability of appropriate funding, as indicated by the issuance of an approved State of Ohio Purchase Order (PO). The selected vendor may neither perform work nor submit an invoice for payment for work performed for this project for any time period prior to the PO approval date. The ODJFS Contract Manager will notify the contractor when the requirements of ORC Section 126.07 have been met.

Date: 1/15/2019

Inquiry: 59300


Question:   Section 4.1 – Scope of Work - Page 8 Is there a minimum number of onsite presentations that you feel are necessary to meet the needs of the stakeholders to ensure they feel adequately informed? Do you have locations established for the presentations?

Answer:   A minimum number of presentations has not been identified at this time, nor have the locations. The presentations are not all required to be onsite meetings. The goal would be to ensure a variety of stakeholders across Ohio are kept informed of the project progress and have a means to provide input with regards to the project.

Date: 1/15/2019

Inquiry: 59299


Question:   Page 3 explains that the contract will run from March 1, 2019 to October 1, 2019. However, on page 7, section 4.1 F, it is explained that the program will be ready for launch on October 1, 2019. Please confirm if contractor is expected only to submit the evaluation process, as a deliverable, but not conduct or manage the evaluations after implementation launch.

Answer:   The selected vendor for this project will need to provide a detailed, written evaluation plan as indicated in section 4.3(C). The vendor is not responsible for conducting or managing an evaluation of the Ohio Kinship and Adoption Navigator program.

Date: 1/15/2019

Inquiry: 59298


Question:   Who will carry out the Ohio Kinship and Adoption Navigator Program once it is developed? Will this be carried out through an existing infrastructure or does an RFP process for Ohio Kinship and Adoption Navigator Program implementers need to be built into the Program Implementation Plan?

Answer:   The development of the program will be a joint effort by the vendor, the Project Manager at ODJFS and the stakeholder group. The implementation of the Ohio Kinship and Adoption Navigator Program including a recommendation of how the program should be carried out will be a part of the development of the program. The expectation is that it would be addressed in the final implementation plan submitted by the project consultant.

Date: 1/15/2019

Inquiry: 59289


Question:   Section 1.4 (C) of the objectives indicates that the development of an evaluation plan can be subcontracted out. Can any of the other objectives be subcontracted out or done in collaboration with another organization?

Answer:   As indicated in section 1.4(C) as well as 4.1(G), the vendor is permitted to subcontract out the work with regards to the evaluation plan if the vendor does not have evaluation expertise. With regards to the other objectives of the proposal, the expectation would be that the vendor would identify how it will meet the needed qualifications and be responsible to carry out these objectives. The vendor may choose to partner with other organizations and may include how the partnership will be involved in their Administrative Structures - Proposed Work Plan.

Date: 1/15/2019

Inquiry: 59288


Question:   When did this morph into a navigator for adoptions? Our kinship folks take on kids with little to no paid support, adoptions are very different and they have quite a bit of financial support in most cases? They do not need help in accessing Medicaid cards or our adoption subsidies? Each JFS treats kinship families very differently and we need to find a process that will work for our families. These are differing groups with differing needs and I have concerns this will be seen as much differently than ODJFS may intend? When did this get added? Why did it get added? Working with kinship families is much different in this area than working with adoptive ones?

Answer:   While kinship caregivers and adoptive parents are distinct populations with individualized needs, there may be commonalities in the needs across both groups. Both populations are providing a safe, loving home for a child who is unable to return to his or her parents. As the responsible parties, they must do whatever is needed to meet the needs of their children; children who have experienced trauma and have specific needs because of that experience. These families need continued support and information along the way as they advocate for their children and navigate changing needs within their families. For these reasons, OFC has decided to broaden the concept of the RFP to also include the development of an Adoption Navigator Program along with the development of the Kinship Navigator Program. The vendor selected for this project will be charged with research, stakeholder engagement and development of both programs. At the conclusion of the project, there may be aspects of the programming that are individualized for each population and/or common elements across both populations.

Date: 1/10/2019

Inquiry: 59214


Question:   When did this morph into a navigator for adoptions? Our kinship folks take on kids with little to no paid support, adoptions are very different and they have quite a bit of financial support in most cases? They do not need help in accessing Medicaid cards or our adoption subsidies? Each JFS treats kinship families very differently and we need to find a process that will work for our families. These are differing groups with differing needs and I have concerns this will be seen as much differently than ODJFS may intend? When did this get added? Why did it get added? Working with kinship families is much different in this area than working with adoptive ones?

Answer:   While kinship caregivers and adoptive parents are distinct populations with individualized needs, there may be commonalities in the needs across both groups. Both populations are providing a safe, loving home for a child who is unable to return to his or her parents. As the responsible parties, they must do whatever is needed to meet the needs of their children; children who have experienced trauma and have specific needs because of that experience. These families need continued support and information along the way as they advocate for their children and navigate changing needs within their families. For these reasons, OFC has decided to broaden the concept of the RFP to also include the development of an Adoption Navigator Program along with the development of the Kinship Navigator Program. The vendor selected for this project will be charged with research, stakeholder engagement and development of both programs. At the conclusion of the project, there may be aspects of the programming that are individualized for each population and/or common elements across both populations.

Date: 1/10/2019

Inquiry: 59213


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Inquiry period ended:  1/17/2019 8:00:00 AM