County of Marin Health and Human Services

American Rescue Plan Act (ARPA) Older Americans Act Title III B and Title III D and Dignity at Home Fall Prevention

RFP Files: 

RFP Description: 

The County of Marin seeks seek public or nonprofit providers for the provision of one-time American Rescue Plan Act (ARPA) funded federal Older Americans Act (OAA) Title III B Supportive Services Program and Title IIID Health Promotion Services Program and California Dignity at Home Fall Prevention Program funding to support the wellbeing and safety of older adults throughout Marin County. 

Control Number: 

2022-13

Proposal Close Date: 

Thursday, August 25, 2022 - 12:00pm

Open Questions Period: 

Thursday, August 11, 2022 - 12:00pm to Wednesday, August 24, 2022 - 4:00pm

Proposal Contact: 

Questions and Answers: 

Q:  Where can we submit questions after the bidders’ conference? The link in the RFP does not have an online question form now. Also please confirm  the deadline for submitting questions and when will all the answers be posted?

A: The Q & A form didn’t become available until 12 pm today, August 11.  Per page 2 of the RFP, deadline for questions is August 24 at 4 PM.  I mentioned in the Bidder’s Conference today that we will post answers within 48 hours.  Occasionally it may take longer if we have to do research.

Q: Will there be a list of who attended the bidders conference with contact information?

A: Yes, we will put together a list and send it out.  

Q: How does the county define a “public” provider for the purpose of eligibility to apply for funding? I ask on behalf of an organization launched during the early days of the pandemic and continues to offer a variety of services through a network of volunteers. It does not have nonprofit status, nor does it have any official ties with a government agency.

A: “Public agency” means any city, county, district, other local authority or public body of or within this state.

Q: How is a contact defined for a Falls Prevention group education class in Health Promotion category. Is it attendance at a class versus unduplicated individuals served?

A: The total number of attendees in the group education class would count toward your service units. Separately, you will estimate how many of the attendees have never attended any class before and this number would go toward your estimated unduplicated client count.

Q: Our organization has long standing, well developed virtual "Senior Center Without Walls" programming available in English and Spanish. All programming is delivered virtually. The RFP calls out virtual programming as desirable, but would programming that is 100% virtual be competitive? Thank you!

A: Senior center activities delivered 100% virtually would be acceptable.  The competitiveness of each proposal will be scored based on organizational capacity, program design & approach, and administrative & fiscal qualifications detailed in the supportive services scoring sheet.      

Q: Regarding the Older Adult Involvement Program, what is the training or certification requirement for Peer Counselors? 2) Does the person supervising Peer Counselors need to be a clinician or have some sort of clinical training?

A: The Peer Counseling service category does not require peer counselors or those who train them to be a licensed clinician. 

Q: Cash Assistance/Material Aid (non-registered service) will not require individual level reporting, is that correct? That means no individual-level data entry in CA GetCare?

A: Per California Department of Aging, Cash Assistance/Material Aid is not a registered service so the only data entry required in CA GetCare is the estimated unduplicated client counts and service units.  1 assistance is a service unit.

Q: I would like to confirm if the funding amounts listed are the total amount for the time period of the grant, not annual allocations.

A: Yes, funding amounts are for the total time period.  Refer to pp. 4 and 5 of the RFP for the funding periods to the different services sought.   

Q: On the RFP response forms it indicates proposal should be no more than 8 pages but in the RFP it indicates proposals should be no more than 12 pages.  Which is correct? 

A: We would prefer that proposals be closer to 8 pages than 12 pages but because the instructions are inconsistent, we will accept and have the review panels score proposals that are up to but no more than 12 pages.

Q: Please clarify how many budgets would need to be submitted if a bid is proposing more than one service. 

A: Proposals must clearly delineate separate budgets for each of the proposed services defined by the California Department of Aging on pp. 6 – 7 of the RFP.  Bidders may do this by either demarcating services on one budget template or completing separate templates for each service.

Q: In the scoring sheet, it indicates budgets should be submitted for 9 and 12-mo. periods. 

A: We have corrected this error by posting updated scoring sheets on the website.    Budgets should be completed for the full amount of the funding period(s) that can be found on pp. 4 and 5 of the RFP.

Q: On page 5 it says “One applicant will be awarded the total amount of allocated funding in each category listed in Section E.” Does this mean that one applicant will receive each of the amounts listed on page 4, for example $150,000 for Cash Assistance Material Aid? If that is the case, is each applicant expected to serve most or all of the county, or can they serve a specific underserved population or area? 

A: This RFP seeks one winning bidder per category.  If there might be more than one high-scoring proposal in a category, we may decide to split funding among more than one organization or ask them to collaborate for the total amount of funding. In addition, organizations can apply for less than the total amount of funding per category.  This RFP also seeks proposals to serve older adults throughout the county, including Central Marin (along and near Highway 101) as well as West Marin.  We highly encourage collaborative proposals that bring together more than one organization to serve different geographic areas of the county and to serve older adult persons of color.

Q:  Under the program for Mental Health (Long-term care facility-based): Counseling and Psychotherapy for Older Adults Living in LTC Facilities, what exactly will be the Ombudsman role?  Also, are there parameters around length of treatment such as is there a certain number of clients that should be reached, or can it be fewer clients with long-term support?

A: Referrals for mental health services will be handled by Long-Term Care Ombudsman staff representatives due to their ongoing presence in skilled nursing facilities and contact with residents.  A licensed clinical social worker from Aging & Adult Services will provide clinical supervision of the winning bidder counselor/therapist.  Length of treatment will be a maximum of four to five months with six to 10 sessions of one hour. Treatment could be shorter as needed by the client and client’s treatments goals, created together with the clinician. The number of clients served will depend on multiple factors, including whether a client is being seen weekly or biweekly and how frequently clients enter and exit the treatment program. On average, we would expect, and are funded for, six to seven clients per week.

Q: For Visiting and Intergenerational programs, how is it handled if the Dept. of Public Health says they are not allowing in-person programs yet?  How does this affect the grant? Do we identify if we are doing in-person or virtual in the proposal? 

A: Proposals should identify how services will be delivered and organizations should have the capability to deliver services virtually if needed per local public health guidance/orders.

Q: Is there a requirement for a single space or double space for the narrative?

A: There is no requirement.  Single space is fine.

Q: In the score sheet section, it says units of service are to be submitted for both 9 and 12 months.  Since this is a 24-month grant, how should units of service be submitted? 

A: This is an error which has been corrected on the updated scoring sheets now posted on the website.   Budgets should be completed for the full amount of the funding period(s) that can be found on pp. 4 and 5 of the RFP.

Q: Is the format that Diane read on the website? 

A: Diane was reading from parts of pp. 4 – 10 of the RFP which can be found here:  RFP-HHS-2022-13

Q: When submitting the cover letter online, there is no specific upload for the cover letter. Should it be submitted as an attachment? 

A: There is no requirement for a cover letter.  To clarify, the cover page is actually the Application Face Sheet which can be found here: Attachment A - Application Face Sheet (Cover Page)

Q: It looks like there is a requirement for a cover page.  Is there a certain example or format that you want that cover page to be in?

A: To clarify, the cover page is actually the Application Face Sheet which can be found here: Attachment A - Application Face Sheet (Cover Page)

Q: For Senior Center Activities the service unit = 1 hr = $25. If 10 people participated in a group activity for 1 hour is that 10 service units? 

A: THIS IS A CORRECTED ANSWER FROM WHAT WAS ORIGINALLY SAID IN THE BIDDERS CONFERENCE - The correct way to report IIIB Senior Center Activities would be to report the number of hours times the number of people in the class (or participating in the activity).

For example: If 20 people attended a 1-hour sewing class Monday – Friday (20 x 5 = 100). It would be reported as 20 enrollments and 100 service units per week. This would be only for the time of the activity itself (not planning/administration).  

Q: Service Category: Senior Center Activities (non-registered service) -how are the units of service counted? Would it be for the provision of activities (volunteer recruitment, curriculum design, outreach, registration, orientation, etc) or would the grantee need to count the # s of older adults and volunteers that participate in activities and for how many hours they participate? Or both?

A: THIS IS A CORRECTED ANSWER FROM WHAT WAS ORIGINALLY SAID IN THE BIDDERS CONFERENCE - The correct way to report IIIB Senior Center Activities would be to report the number of hours times the number of people in the class (or participating in the activity).

For example: If 20 people attended a 1-hour sewing class Monday – Friday (20 x 5 = 100). It would be reported as 20 enrollments and 100 service units per week. This would be only for the time of the activity itself (not planning/administration/volunteer recruitment, curriculum design, outreach, registration, orientation, etc).  

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RFP-HHS-2022-13 Submission Form

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