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Area Agency on Aging: RFP Bidding Q&A
Q: We are interested in submitting an application for several centers. Are we required to submit a separate application/proposal for each site?
A: One packet is ok. You must mark on the coversheet which counties you are applying for. If they operate differently they will need to make that transparent.
Q: I have been reviewing the new bids that we received for next year. I have a question regarding the units and unit costs we bill. For example, in Adult Day, the unit cost on the bid is 6.50 and our current unit cost is 2.95 per unit and 16.12 for assessment and case management. We are half way through the current year and our unit totals for adult day (non Alzheimer) is 5233 and our units for Alzheimer respite so far is 12625. So just dealing with these number for now without the case management and assessments if you multiply the total units times 6.50, you would have $116,077. Our entire budget for Adult day is $96,811 for the current year. Again these unit totals are for six months. If we turn in all the units at 6.50, our totals for the year are going to be way over our actual expenses.
So I don’t know how to proceed because if we assume around the same amount from the State our local cash amounts are going to be overstated considerably. Same as this year, if we bill the ADD for actual units performed each month, our grant would be used up quickly and then we use all local money and fees to cover the cost. Which is the way we always have done but we were told that we will get paid for what units we actually do and we have to make the units last all year.
We will have the issues with the other bids so I wanted to get a feeling about how to handle it.
A: Complete the form as written. You may put a disclaimer at the bottom of the chart explaining your unique budget process. Additional Correction: You may submit for a lower unit price than listed for a service. You can make that adjustment on the proposed unit chart. You can NOT increase the unit price for any service ( 1-23-12).
Q: On page 5 of our instructions/info under Geographic Region Lincoln County has not been listed.
A: This was submitted in a corrected packet and sent to all counties involved.
Q: Homecare- Where do we put #units and # of unduplicated for assessment and case management?
A: Please see addendum #1 for this information.
Q: Homecare: Where do we put units unduplicated count match, and total for home delivered meals?
A: This was corrected in the packet and sent to all counties involved.
Q: Title III I do not see a Resource Used For Service Match Form for Title III. Is this needed?
A: This document was re-named to include Title III and sent to all counties involved.
Q: Another question I have is on the staff matrix. It has me list my staff, salary, fringes etc and then a total amount requested. Since we are being paid by what services we do and there is not a breakdown anymore in personnel, supplies, etc. do we just put the total cost for those employees even though we really aren’t “requesting” any funds for that specifically?
A: Yes. Enter the total cost of employees.
Q& A 1/23/12
Q: On the table of contents, what do want us to use as a section and subsection? Last year we had 4 sections: Scoring Sheets; Application; Support Letters (which we don’t need this year); and Assurances. Also, where are the Questions & Answers for the RFQs on the website?
A: There are no sections/subsections in the application this year. Please develop your table of contents to reflect the order in which your packet is developed.
Q: On the Title III C1 and C2, I notice that there is not a delivery cost line or serving cost line on the unit pages for congregate and meals on wheels. We get our actual meals (3.14) through the CAP but we were wondering about putting in those numbers on C1 and C2 but I don’t see the lines like last year. For example, I think I saw somewhere that it was 4.50 for home delivered meals and 5.00 for congregate serving costs.
A: The cost of each meal currently is $3.14. The FY 13 rate has not yet been established. I have adjusted the Proposed Unit Delivery Charts for both Title III and Homecare to reflect this. Both will be posted on the web and will be sent to each applicant.
Q: The due date for Adult Day Center packets listed differently within the packet.
A: The due date is 4:30pm EST on February 1, 2012. Packets must be inside the BGADD building by this deadline. Corrected due date page posted on the website.
Q: There is no place listing serving/delivery price for Franklin County Title III C-1 and C-2 meals.
A: The proposed unit chart has been updated to reflect serving/delivery price in addition to the cost of the actual meal. Document posted on web.
Q &A 1/24/12
Q: I had two questions related to the adult day proposal:
- Is match required? If so, what is the percentage?
- Can you please clarify the unit rate – this is a fixed cost, correct? All centers will be reimbursed at that rate?
A: 1. There is no required match for ADC.
2. This is a fixed unit price. All Centers will be reimbursed the established rate. A Center may propose to provide the services at a lower rate, but can not submit for a higher rate.
Q: We have a question in regards to the staffing ratio –
As identified in the proposal the staffing requirements are basically a 1 to 5 staffing ratio. How do you interpret the staffing requirement – for example if we had 9 clients under the BGADD , would we be required to have 2 staff persons dedicated only to those individuals. Can the staff members provide care to other individuals from other funding sources. Can you tell me how this is interpreted.
A: Staff can provide care to clients in other funding sources along with the social model clients as long as you maintain the required staffing ratio’s for all funding sources.
1/30/2012
Q: On the proposed unit delivery sheet, page 22 and 23. Are we to figure for each service the required match?
Or do we just list the entire match down in the totals section?
A: Need to figure match for each service and then total that with the unit price amount.
Q: On proposed unit delivery T3 services for FY 2013-2015,page 23 of 40 is Education the
same as Nutrition Education. I don't see Nurtrition Education anywhere else.
A: Education for Title IIIB services is not the same as Nutrition Education. Nutrition Education was not listed for proposed units since there is no funding attached to that service. It is a requirement as part of serving the meals under C-1 and C-2. Nutrition Education numbers should match your meals served numbers.
Q: I have a question regarding the RFP. We are to provide transportation, but we have time of day limits. Can we provide care for certain days of the week based on the availability of transportation to the center if the family is unable to transport?
A: I’m not completely following this question. If this is relative to Adult Day Center transportation, that can be provided according to your availability and hours of operation and client need. If you are referring to the Title IIIB transportation that would also be according to your hours of operation and client need. Please rephrase and resubmit question if this did not answer it for you.
1/31/2012
Q: Can you please clarify the question regarding transition? Can you guide me to the Kentucky regulations that are referenced in the question? Section F, Question 1.
A: The regulation for Adult Day Centers is 910 KAR 1:160. Sections 5 and 6 refer to requirements to discharge or transition a client out of your ADC.
Q: How do you suggest we structure the RFQ and the table of contents?
A: Please list the table of contents according to the structure of the RFQ. The checklist will show the actual page number any information is
addressed on. The checklist page numbers may not be in the same order as your table of contents.
Q: Please clarify what the Resources Used for Service Enhancement Form pertains to.
A: This is a way for you to document how your agency proposes to enhance the program by providing additional funding outside of the State/Federal funding the AAAIL is offering. Do you have local funds, private funds etc. that you will utilize along with the State/Federal funds to enhance the programs you are applying for.
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